DI 39536.210 Documentation Requirements for EDP Proposals -- DDS
The basic reason for preparing the documentation for EDP proposals is to provide information
to support the acquisition of the new system or of changed capability of the existing
system. The documentation should show that sound management and systems principles
were applied; reasonable options considered; cost/benefit analysis prepared; and studies
were conducted showing that the proposed system or changes are feasible in terms of
DDS and SSA systems and programs.
Guidelines, in the format suggested (see DI 39536.240, Exhibit I), can be used with data flow diagrams to support documentation. The diagrams
can be used to describe current operations in the DDS. They can also be used to draw
boundaries between separate processing areas within the DDS and can be useful when
determining which areas should be automated or improved. Timelines can be drawn to
show in what order the automation or changes should occur (phase-in plan). (See DI 39536.205B.) A cost benefit analysis should also be submitted.
There are five basic areas that must be covered in the documentation requirements
for a proposal. The level of detail will vary with the size and complexity of the
proposed system or system change. When the DDS is required to prepare documentation
for State purposes, the same documentation can also be used for SSA clearances as
long as the basic information is provided.
The five basic areas to be covered are:
A. State the current situation
Include any problems and cause/effect conditions. Define the goals and solutions.
Include the systems alternatives and the nonsystems approach. Describe the effect
of leaving the situation as is.
Provide an explanation of the criteria used in terms of performance, timeliness, and
cost to implement and maintain. Describe how the alternatives relate to the life of
the present system.
Provide an explanation of the final choice among the alternatives and the factors
which were used in the decision. Explain the effects of this alternative on the DDS
and State management structures, training, personnel, and procedures.
E. Plan the implementation
Include dates to acquire and maintain the chosen alternative. Use timeline charts
if necessary. If future plans to expand a current system are known, indicate these