Technology Solution System Retirement Process

Process Owner: Manager, Solutions Development and Support

Note: An owner must be a PCES-level manager or higher.

This process establishes standard tools and processes for the TSLC System Retirement phase within the Postal Service Technical Environment.

1. PURPOSE

2. SCOPE

This process must be utilized to retire any Postal Service production technology solutions or components, regardless of whether they are hosted by Postal Service or contracted vendors.

Each system has an associated EIR number. This process includes retirement of that number as well as retirement of the system.

3. PROCESS DESCRIPTION

1. Request and Approval

REMOVAL PROCESS

In selected cases, EIR entries may be set to "REMOVED" for reasons that do not require completion of the System Retirement Request and Certification form. These conditions typically apply when the resource is no longer required to be tracked in the EIR and do not require the actual removal / archival of hardware or corporate data as outlined in the AS-353 Guide to Privacy, the Freedom of Information Act (FOIA), and Records Management.  These conditions do not apply when an eAccess resource(s), database(s), application have been developed, are in production, or have TSLC artifacts.

Examples include but are not limited to EIR entries that:

• Are duplicate or redundant entries to an active EIR entry
  
• Are for a system under development that was discontinued by the business customer
  
• Pertain to removal of web content pages
  
• Are wholly related to systems not operated, managed, or in any way under the purview of the U.S. Postal Service
  

These types of retirements require approval in writing, from the Manager, Business Relationship Management, and Manager, Solutions Development and Support. A record of that approval must be stored in the TSLC Artifacts Library under the System Documentation/EIR/EIR Retirement folder for the EIR entry being retired. After storage of the management approval stated above and receipt of the documented approval, EIR Support will change the EIR status to "Removed". EIR Support stores the documented management approval in EIR to document process completion.

2. Develop Requirements

The Technology Solution Coordinator (TSC) coordinates with the Technology Solution Provider (TSP) to evaluate the system to identify all components which will need to be addressed to retire the system. Documents such as the system design document, host diagram, and other system documentation are to be utilized in developing the requirements for retiring the system.

System Retirement may include (but is not limited to) coordinating and completing the following tasks:

• SIA approval for SOX in-scope systems
  
• Removal from code promotion tools
  
• Establishing Data Archiving Requirements (data, code, etc.)
  
• Establishing Security Requirements (disposal, disposition, sensitive data, etc.)
  
• Removal of application code from System Hardware (all environments including DR)
  
• Removal of job schedules and JCL
  
• Removal from code promotion tools
  
• Removal of automated inputs/outputs processes (manual, AFT, EDI, etc.)
  
• Removal of end-user devices or other equipment (racks, cradles, scanners, etc.)
  
• Completion of retiring eAccess resources
  
• Removal of Helpdesk Support (call center, IVR)
  
• Removal of Service Management (Change, KB, IT Self Help, Remedy)
  
• Updating of EIR Status
• Removal of Reporting Components (EDW, MSTR, and otherwise)
  
• Finalizing System Documentation
  
• Closure of licensing and/or contracts
  
• Reallocation of resources (hardware, memory, support staff, etc.)
  
• Discontinuance of Critical Parts Center related processes/support
  
• Preparing and distributing system retirement related notifications (Stakeholders, Technology Solution Providers, Users, etc.)
  
• Finalizing program budget, deactivating program charging tools (i.e., PCTS entries), etc.
  

3. Coordination Meeting

Engage all TSPs who support components as identified in preceding step and review requirements.

4. Develop and Finalize Project Plan and Cost Estimate

TSP provides drafted project plans and cost estimates to the TSC. The Technology Solution Project Manager (TSPM) and TSC evaluate the project timeline and interdependencies and develop a finalized project plan.

5. Execute Project Plan

TSC manages execution of project plan with Technology Solution Providers.

Note: All Change Requests associated with the retirement process are listed in the Retirement Project in the TSLC Artifacts Library.

6. Validation

Each TSP provides the TSC written confirmation (email) upon completion of decommissioning system components.

7. Certify Retirement, Update EIR, Document Retirement

The TSPM:

• Coordinates the completion of the Section B of System Retirement Request and Certification Form.
  
• Uploads the signed Decommission Certification at the Program level in the TSLC Artifacts Library in the System Documentation / EIR / EIR Retirement folder.
  
• Provides a copy of the System Retirement Request and Certification form to EIR Support. The EIR Administrator will update the associated EIR entry and retire the EIR. (Note: For access to EIR Support, contact the US Postal Service. See Publication 5, Let's Do Business for further information about local US Postal Service contacts.)
  

EIR Support stores the completed System Retirement Request and Certification form in EIR to document process completion.

4. PROCESS DIAGRAM

An asterisk (*) denotes a Baseline requirement.

5. PROCESS INPUTS/OUTPUTS

Inputs

• System Retirement Request and Certification Form
  
• SOX Impact Assessment Form (for SOX in-scope applications)
  

Outputs

• System Retirement Requirements*
  
• Approved SOX Impact Assessment Form* (for SOX in-scope applications)
  
• Completed Project Plan and Cost Estimate*
  
• Decommission Certification* (Completed System Retirement Request and Certification Form)

An asterisk (*) denotes a Baseline requirement.

6. PROCESS RELATIONSHIPS

The System Retirement Process interfaces with the Change Management Process, the Technology Solution Life Cycle (TSLC) Process, and the Asset Management Process.

An asterisk (*) denotes a Baseline requirement.

An asterisk (*) denotes a Baseline requirement.

7. ROLES AND RESPONSIBILITIES

• Technology Solution Coordinator (TSC): Facilitates the overall System Retirement Process including development of requirements.  This role may be the responsibility of any TSP but is typically performed by IBSSC.
  

• Business Program Manager (BPM): Business Customer responsible for authorizing system retirement.  The BPM is also responsible for notifying the end-users regarding the retirement of the system.
  

• Technology Solution Provider (TSP): All IT Service Provider stakeholders with a supporting component of the system to be retired.
  

• Technology Solution Project Manager (TSPM): Responsible for coordinating the development of the total project plan. This role may be the responsibility of any TSP but is typically performed by Portfolio.
  

• Corporate Information Security Office (CISO): Provides guidance concerning security issues including the appropriate disposal of information resources and validates the removal of security level access for the system.

8. SUPPORTING DOCUMENTATION

For access to the following documents, contact the US Postal Service. See Publication 5, Let's Do Business for further information about local US Postal Service contacts.

• Completed Project Plan and Cost Estimate
  
• System Retirement Request and Certification Form (also used for Decommission Certification)
  
• SOX Impact Assessment Form (for SOX in-scope applications)

9. REVISION HISTORY