This document supports the Division of Public Assistance Eligibility Information System Modernization (EIS-M) Project. Specifically, this document addresses our agile acquisition practice and onboarding new vendor staff. Within agile acquisition, we anticipate bringing in a potentially different vendor every three to four months, possibly more often when we begin running multiple acquisitions simultaneously. With short timelines, this onboarding checklist will bring new vendor staff up to speed as quickly as possible.
This document intends to inform EIS-M State of Alaska project staff and the vendors we engage with in various product-increment acquisitions.
This section identifies the anticipated vendor roles that will be engaged with the project.
| Role | Description |
|---|---|
| Project manager / Scrum master | Manage the project, promote scrum process and lead daily scrums on vendor team |
| Technical lead | Lead the technical work, make recommendations to State staff related to technology and architecture, support cost-estimating recommendations for specific technology choices |
| Developers | Develop client and server application components using CSS, HTML5, Javascript and .NET Core within the prescribed and agreed upon development environment |
| Researcher | Responsible for conducting user research, analysis & synthesis, persona development, interaction design, and usability testing |
| User experience designer | Design the user experience to achieve good continuity between new and legacy application and usability that yields the intended value of the product increment |
| Visual designer | Responsible for managing project design reviews, resource planning, and execution for all project work related to visual design |
This section identifies the tools and resources that vendors will need access to work with and what type of access they will need.
| Tool/Resource | Purpose |
|---|---|
| State of Alaska LDAP Account | Establishes identity to grant access to State of Alaska managed resources |
| State of Alaska VPN | Establishes account to access/connect to the State of Alaska virtual private network (VPN) services |
| DOH Domain Account | Establishes identity to grant access to DOH managed resources |
| DOH DPA SharePoint | Collaboration portal for deliverable and other documentation |
| Azure DevOps | Work-management, Code-delivery/management, continuous-integration / continuous-deployment (CI/CD), security scanning, unit-test automation |
| Microsoft Teams | Messaging and threaded discussion |
| Alaska DOH GitHub | Public repository for EIS-M documentation, code and solicitation materials |
| Mural | Sprint ceremonies and other visual materials (product roadmap, etc.) |
| EIS-M Dev Environment | The resources required to perform development activities |
This section identifies what we expect each role needs to be able to do, and what tools they need access to. It does not identify specific access roles for each tool.
This table outlines the capabilities we expect each role will have.
| Role | Able to |
|---|---|
| Common {all roles} |
|
| Project manager |
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| Technical lead |
|
| Developers |
|
| Researcher | |
| User experience designer |
|
| Visual designer |
|
This table shows the access we expect each role will need.
| Tool/Resource | Project mgr / Scrum Master | Technical Lead |
Developer | Researcher | User Exp. Designer |
Visual Designer |
|---|---|---|---|---|---|---|
| State of Alaska LDAP account | X | X | X | X | X | X |
| State of Alaska VPN | X | X | X | X | X | X |
| DOH domain account | X | X | X | X | X | X |
| DOH SharePoint | X | X | X | X | X | X |
| Azure DevOps | X | X | X | X | X | X |
| Microsoft Teams | X | X | X | X | X | X |
| Alaska DOH GitHub | X | X | X | X | X | X |
| Mural | X | X | X | X | X | X |
| EISM Dev Env | X | X |
This section outlines procedures to grant access. Access to DOH managed resources must be formally requested, sponsored and granted. All vendor access requests must be submitted through the EIS-M PMO.
The table below serves as a reference to help vendor staff understand how specific types of access request are granted once approved.
| Resource | Access managed by | Request method |
|---|---|---|
| State of Alaska LDAP account | DOH IT Help Desk and OIT | DPA PMO and vendor staff member completes Non-DOH Employee Account Request and submits per instructions to DOH ITS Help Desk. Help Desk assigns to DOH and/or OIT Admins for account creation. |
| State of Alaska VPN | DOH IT Help Desk and OIT | DPA PMO and vendor staff member completes Non-DOH Employee Account Request and submits per instructions |
| DOH domain account | DOH IT Help Desk and DOH IT Operations | DPA PMO and vendor staff member completes Non-DOH Employee Account Request and submits per instructions |
| DOH SharePoint | DOH EIS-M PMO | DPA PMO reviews, approves and grants access |
| Azure DevOps | DOH IT Business Applications | DPA PMO submits request to DOH ITS Help Desk. Help Desk assigns ticket to Azure Admins |
| Microsoft Teams | DOH IT Business Applications | DPA PMO submits request to DOH ITS Help Desk. Help Desk assigns ticket to the Alaska DOH GitHub Admins |
| Alaska DOH GitHub | DOH IT Business Applications | DPA PMO submits request to DOH Help Desk. Help Desk Assigns to Alaska DOH GitHub Admins. |
| Mural | DOH EIS-M PMO | DPA PMO reviews, approves and grants access |
| EIS-M Dev Env | DOH IT Business Applications | DPA PMO submits request to ITS Help Desk. Help Desk assigns to EIS-M Dev Environment Admins |
To request access:
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Email your request for access to the EIS-M Project, Danny Varela, @ daniel.varela@alaska.gov and cc the EIS-M Project Office @ eisr.progoffice@alaska.gov.
For auditing purposes, requests for access must be for a single individual. A request for access containing multiple individuals will be rejected.
Subject – “Request for access for <Requestor First and Last Name>”
Body - must consist of the following:
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Requestor Name - First Name, Last Name, MI
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Vendor – Name of the Vendor the Requestor is employed by.
- If the requestor works for a sub-contractor then identify both the Sub-Contractor and the Vendor who have been awarded the contract.
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Project Role – As defined in above ‘Roles’ section of this document.
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Business Needs Statement – The requestor must provide a detailed statement that clearly defines the individual’s business purpose; identifies why he/she is requesting access; and the individuals job role in relationship to the project. See Roles above for typical job roles.
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The DPA PMO, as the sponsoring agency, will review the request to ensure validity. Valid requests will receive, via email, a Non-State Employee Access Request packet with instructions.
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Requestors are required to complete, sign and return the Access Request packet to the DPA PMO (see above EIS-M Project email addresses). A completed request packet consists of the following:
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Non-State Employee Access Request Form (completed, signed and dated)
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Service Provider Security Agreement (completed, signed and dated)
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A copy of a State or Federally issued identification card/document:
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Driver’s License
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State ID
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Passport
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Birth Certificate
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A copy of HIPAA Training Certificate
Instructions for access to the DOH HIPAA Training course will be provided with the Access Request packet.
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Please allow up to 10 business days for approved accounts to be created once the packet is submitted. Missing information and errors will result in additional processing time.
For questions regarding vendor onboarding procedures or status of a submitted request please contact:
Danny Varela, DPA EIS-M Project Analyst
Phone: (907) 334-0863
Email: daniel.varela@alaska.gov
If emailing, please cc the EIS-M Project Office @ eisr.progoffice@alaska.gov.
This section outlines training resources we expect to provide to vendors and any specialized knowledge that we expect vendors to train their staff in. TBD