Operations Process

Version: 2.0
Last Updated: 06/12/2019

Confidential and Proprietary – All Rights Reserved

Approval Date: 06/14/2019

Approved By: [OWNER]
DCN: VMD-OPS-00001]
Template Version: 2.0

4114 Legato Road, 7th Floor

Fairfax, VA 22033
(571) 612-2424
vmdcorp.com
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Table of Contents
1 Scope & Purpose...............................................................................................................................1

2 Roles & Responsibilities....................................................................................................................1

3 Inputs.................................................................................................................................................1

4 Outputs..............................................................................................................................................2

5 Entrance Criteria................................................................................................................................2

6 Exit Criteria.......................................................................................................................................2

7 Process Flow......................................................................................................................................2

8 Procedure...........................................................................................................................................2

9 Risk Considerations...........................................................................................................................3

10 Reference Documents........................................................................................................................3

APPENDICES.............................................................................................................................................4
Appendix A: Acronyms....................................................................................................................................................4
Appendix B: Documents and Records..............................................................................................................................5
Appendix C: Reporting Thresholds..................................................................................................................................6

List of Tables
Table 1: Roles and Responsibilities.................................................................................................................................................................1
Table 2: Acronyms.......................................................................................................................................................................................... 4
Table 3: Records.............................................................................................................................................................................................. 5
Table 4: Reporting Thresholds......................................................................................................................................................................... 6

List of Figures
No table of figures entries found.

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Revision History
Rev. # Release Date Author Reviewer(s) Approver Description of Change
2.0 3/27/17 M. Parimi M. M. Couto Baseline version of document
1.1 10/23/17 L. Holland M. Couto L. Holland Updated metrics definition.
1.0 4/14/17 M. Couto CRB D. Draper on Baseline version of document
behalf of L.
Holland

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1 Scope & Purpose

This document defines the VMD Operations process for initiating, monitoring and controlling, and closing out customer
engagements. The scope of this process is limited to the headquarters-based management activities performed at the Director level
and above.

2 Roles & Responsibilities

The table below presents the roles and responsibilities required for the successful implementation of this process.

Table 1: Roles and Responsibilities

Role Responsibility
VP of Operations  Receives briefing on program status via weekly status meetings and monthly
Program Management Reviews (PMRs)
 Assist with issue resolution
Directors  Provide briefing on program status via weekly status meetings and monthly
Program Management Reviews (PMRs) in lieu of PM
 Monitoring and Controlling Project/Program activities
 Engage with customers to monitor customer satisfaction
PMs  Responsible for day-to-day operations of project/program
 Provide briefing on program status via weekly status meetings and monthly
Program Management Reviews (PMRs)
 Review and approve invoices
Contract Officer’s Representative (COR)  Review and accept contract deliverables
Project Team Members  Perform daily activities per Project Plan and requirements
 Identify risks and escalate to PM
 Provide lessons learned to PM for escalation to the Control Review Board (CRB)
HR Manager  Responsible for hiring, on-boarding, off-boarding
 Administration of Annual Performance Reviews
 Corporate communications to team
Recruiting Manager  Identifying qualified for open positions
Contracts Manager  Interacts with Cos
 Negotiate and execute Prime and Sub-contractor contracts
Quality Manager/CRB  Conduct period review of project/program processes and selected work products to
ensure compliance with standards/processes
BD/Capture  Identify and pursue business opportunity to support organic growth objectives
Service Desk  Provide information technology and infrastructure support as needed
Finance  Submits and tracks invoices
 Provide management reports

3 Inputs
Inputs are the policies, processes, documents, records, environmental or organizational factors, or any other factors that exist prior
to entering the process and influence process performance. The process relies on the following inputs:

 SOW
 RFP response
 Contract
 Subcontract agreements

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 Staffing Needs/Availability
 Quality Program/Manual

4 Outputs
Outputs are the processes, documents, records, or other factor that the process produces or changes. The process generates the
following outputs:

 Completed project/program
 Project/program deliverables
 PMRs
 Integrated Master Schedules
 Customer Satisfaction Reports

5 Entrance Criteria
Entrance criteria describe the conditions that should exist prior to a process being initiated. The entrance criteria for the process
include:

 Executed contract

6 Exit Criteria
Exit criteria describe the conditions that should exist prior to concluding the process. The exit criteria for the process include:

 Payment of final invoice

 COR/customer acceptance of final deliverables

7 Process Flow
There is no process diagram at this time.

8 Procedure
The following are the steps of the Operations Process

1. Operational Planning 
2. Conduct Internal Project Kickoff

2.1. PMs develop the Integrated Project Management Plan (IPMP) based on VMD and customer requirements
2.2. PM uses the VMD branded document samples in the VMD PMO site to develop the presentation
2.3. PM ensures that externally provided equipment is protected and tracked throughout the project duration
3. Conduct Customer Project Kickoff

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3.1. PMs develop and deliver a kick-off meeting to all key project/program stakeholders
3.1.1. Depending on the project and complexity and if VMD is a sub, no formal customer project kick off is required
4. Conducting Transition Activities
4.1. The project team conducts transition activities as required by the contract and planned for in the Integrated Project
Management Plan (IPMP)
4.2. PM monitors and controls transition activities
5. Conducting Monthly Program Management Reviews (PMRs)
5.1. Customer satisfaction is measured at the end of the engagement or at least annually.
5.1.1. Customer satisfaction is measured through either the government-managed Contractor Performance Assessment
Report (CPAR)
6. Close Out the Project
7. Reporting Operational Metrics

9 Risk Considerations
None

10 Reference Documents
The following documents relate to this process:

 Quality Management System Manual

 Control of Documented Information Process
 Corrective Action Process
 Internal Audit Process
 Risk Management Process
 Operations Process
 HR - Onboarding Process
 Business Development/Proposal Management Process
 Subcontracting Process
 Supplier Evaluation Process

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APPENDICES
Appendix A: Acronyms
The following table presents the definitions for acronyms used in this document.

Table 2: Acronyms

Acronym Definition
COR Contract Officer’s Representative
CPAR Contractor Performance Assessment Report
CRB Control Review Board
IPMP Integrated Project Management Plan
PM Project Manager
PMR Program Management Review
VP Vice President
COR Contract Officer’s Representative
CPAR Contractor Performance Assessment Report
CRB Control Review Board
IPMP Integrated Project Management Plan
PM Project Manager

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Appendix B: Documents and Records

The following table presents the documents and records generated from the process, including the file format and location of the record(s).

Table 3: Records

Type Controlled? If controlled, Frequency

(Document/ Record Name Location
(Yes/No) of Review
Record)
Record Site Audits - PMO/IT Operations File /Audit N REmove
Record 15-07 Schedule Tracking PMO/IT Operations Y Revmoe
Files/Integrated Master Schedule
Record VMD Master Schedule PMO/IT Operations Y Annually - Remove
Files/Integrated Master Schedule
Record Performance Eval Schedule 2017 PMO/IT Operations Y Performance - HR
Files/Performance Eval Schedule
Record Cust Sat Survey Plan 2016 PMO/IT Operations Y Annually – Formalize
Files/Program Customer program..
Satisfaction
Record Customer Satisfaction Survey PMO/IT Operations N Move to SP/system
Files/Program Customer
Satisfaction
Record PMO SharePoint Guide PMO/IT Operations Files/ Y Annually - OBE
SharePoint Management
Record CMD 2017 List of Strategic PMO/IT Operations Y Annually - remove
Goals Action Items 111616 Files/Strategic Action items
Document Budget Template PMO/IT Operations Y Annually – Spend Plan
Files/Templates (Opportunity to
standardize) and adopt
throughout; Joon
Monthly
financial
reviews -
Document Customer Satisfaction Survey PMO/IT Operations Y Annually
Template Files/Templates
Document Panel Charts Template Combined PMO/IT Operations Y Annually
Files/Templates
Document Panel Charts Template Project PMO/IT Operations Y Annually
Files/Templates
Document Spend Plan Template Macro PMO/IT Operations Y Annually
Enabled Files/Templates
Record PMO SharePoint Site Orientation PMO/IT Operations Y Annually
Files/Training
Document Operations Process PMO/IT Operations Files/Process Y Annually
Documents

Appendix C: Reporting Thresholds

The following table presents the compliance thresholds for the measures, if any, that are tracked for this process. The corrective action
process must be followed for all Items that do not meet the threshold.

See the QMS Objectives and Metrics spreadsheet in the QMS for operations-related measurements.

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Table 4: Reporting Thresholds

Item Threshold Notes

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