U.S Department of Veterans Affair

Existing Mobile Apps: Compliance and Deployment

 

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A Completely Developed mobile application for use by Veterans that will be supplied, supported, and authorized for use by the Department of Veterans Affairs requires the following process:

  1. The product owner that wishes to have a new mobile application certified is required to present this information to Web and Mobile Solutions (WMS) by submitting a Mobile Applications Registration Profile in the initiation section of this website at (http://mobilehealth.va.gov/initiation), which includes:
    1. A name for the App.
    2. The business case for allocating VA resources to certify App. The business case should clearly identify the audience and purpose of the App.
    3. The clinical value of the App.
    4. The cost savings to be gleaned from the use of the App, if any.
    5. The additional cost to meet VA compliance and PMAS requirements and support the compliance review process.
    6. The platforms and operating systems for which the App will be developed.
    7. The sustainment plan for the App (e.g., how it is to be maintained, the annual cost of maintenance and support). A minimum of two years maintenance and support are required for each new mobile application.
    8. Requirements for usability testing and/or pilot testing.
    9. Metrics required to evaluate product effectiveness.
    10. Training requirements.
    11. Help Desk requirements.
    12. Stand-up requirements for a test system and a production system.
    13. The compliance reviews required by the VA’s compliance bodies (CBs). NOTE: CBs refer to the following groups and departments in the Veterans Health Administration (VHA) and the VA Office of Information and Technology (OIT):
      1. Usability Testing (OIA)
      2. User Interface (OIA)
      3. VA Branding (OPIA)
      4. Data and Terminology Standards Compliance (OIA)
      5. Security (OIT)
      6. Privacy (OIA)
      7. Patient Safety Assessment (OIA)
      8. 508 Accessibility (OIT)
      9. Application and Data Security
      10. Independent Validation and Verification (IVV) performed by OIT
      11. System Performance Impact Assessment (ESE) for Class 3 and Class 4 Apps.
      12. Training Strategy
      13. Help Desk
      14. Product Effectiveness
      15. PMAS documentation (verified by OIT)
  2. WMS will register the App as a Project in the Mobile Applications Inventory System (JIRA) and record all relevant artifacts provided by the product owner. WMS will ensure that all required information is received and loaded into JIRA. WMS will advise the MAGB that the App is ready for review. Upon review by the MAGB, a decision is made whether to certify the App.
    1. If approved:
      1. WMS will advise the affected compliance bodies and OIT that the App has been approved, and will specify their expected responsibilities and timeframes.
      2. A VA Project Manager will be assigned to the certification project.
    2. If denied, the product owner is notified by the WMS with appropriate justification for the denial. The product owner may appeal the decision by applying to the MAGB and presenting its grounds for an appeal.
  3. The developer or product owner will provide the required artifacts and software to the identified CBs and VA operating departments (e.g., training, help desk and product effectiveness) as shown in the Compliance Review Table. In addition:
    1. The developer will notify the WMS if additional costs are involved in meeting the requirements of the CBs and OIT. WMS will report such issues to the MAGB for resolution. WMS may suspend certifications while waiting for resolution.
    2. The App must adhere to each individual CB’s requirements in order to pass the CB review. A passing result is required for the App in order to request certification by OIT.
    3. The VA Project Manager, CBs and developers will work together to reach a successful outcome of PASS for the App. Product owners are responsible for mitigating all objections raised by CBs.
    4. Software Quality Assurance is the responsibility of the development team. Apps must be fully tested and operational prior to requesting OIT Certification.
    5. Complete the Project Management Accountability System (PMAS) required documentation:
      1. Required Artifacts.
        1. SDD Addendum for each Mobile App (or grouping of related Mobile Apps).
        2. RSA/ARD Addendum for each Mobile App (or grouping of related Mobile Apps) .
        3. Requirements Traceability Matrix.
        4. IOC/Pre-production Test Results (Defect Log)(if applicable).
        5. User Guide (unique for each app.
        6. Test Team/Independent Verification Intake Form.
      2. Additional Artifacts – Provide Content Changes.
        1. SDD – Overarching program level document for MAE, VAMF, Health Adapter (i.e. Code, Components, Architecture used by many and/or all mobile apps).
        2. RSD – Overarching program level document for Non- functional requirements common to all mobile apps.
        3. Version Description Document.
  4. The VA Project Manager is responsible for:
    1. Updating the JIRA database on a regular basis from reports provided by the product owners and the CBs containing the development status, compliance review status, certification status, and related artifacts.
    2. Initiating OIT Certification and release into production by submitting the IV&V Intake form to the Mobile Health External Development (MHED) team, along with all required PMAS documentation.
    3. Coordinating with VA resources to update the appropriate website (internal or external) with deployment information.
  5. WMS will update the Inventory of Mobile Applications on a regular basis from reports provided by the product owners and the CBs with the compliance status and related compliance artifacts. WMS will:
    1. Provide biweekly summary reports of the Mobile Application inventory to the MAGB identifying the following:
      1. Applications in development.
      2. Applications submitted for compliance reviews.
      3. Applications submitted for OIT certification.
      4. Applications behind schedule or in disagreement with CBs, along with an explanation.
      5. Applications approved and deployed for pilot or general release.
      6. Applications in operation organization-wide.
      7. Applications operating issues (Help Desk Report).
    2. Maintain the Mobile Applications Registration Profile information, including additions and changes.
    3. Maintain the database of CB requirements.
    4. Manage each as it follows the OIT compliance review process.
    5. Work with the product owner to implement a deployment plan specifically created for the App by the owner and the WMS.
  6. If the MAGB determined that a pilot is required, then a pilot project will be established by the WMS.
  7. Upon deployment, the Sustainment Plan will come into effect.
  8. Product Effectiveness will extract the metrics that have been established for the product and report their finding to the MAGB monthly.