Welcome to the VA Salesforce Functional Organization Manual, or FOM for short, training.
Hi, I'm Megan Pautler from the Office of Enterprise Integration and I'm
going to be your navigator for this FOM training module. Thank you for taking the
time to learn about the VA's FOM and how the Salesforce FOM Application will
help streamline the FOM production process. The VA FOM was developed in
2011 by direction of the Chief of Staff. It serves as the authoritative source
for VA organizational structural information that provides stakeholders
with a single reference that describes what gets done, by whom, for whom, and
under what authority within VA. The FOM is designed to describe organizational
information to facilitate synchronized and coordinated actions and ensure
optimal execution of VA's mission and strategy. This training was developed for
the Salesforce FOM Application roles of the FOM Action Officer, FOM Point of Contact,
or FOM POC, and the FOM Data Provider. We will go into the details of
each role coming up. This training module was developed to provide a general
overview of the FOM and FOM Application and details on the current and future
vision and integration of the FOM Application with other VA Salesforce Applications.
We will also review the navigation of the FOM Application based
on your specific FOM user role to include logging into Salesforce, filing a
help ticket, basic user navigation, and training on how to complete a FOM data request.
There are two VA Directives that are pertinent to the development and
management of the FOM. VA Directive 0211, the VA Functional Organization Manual Directive,
and VA Directive 0213, Department of Veterans Affairs
organizational changes policies. Directive 0211 was published in October
of 2013 and established the Department- wide policy for the VA
FOM and provided the authority to the Office of Enterprise Integration,
formerly the Office of Policy and Planning, to oversee and manage the FOM
and all updates to the FOM. Directive 0213 was published in August of 2014 and
updated VA's policy on all organizational changes across the Department.
To review these documents, please visit our farm SharePoint site, as
displayed on the slide. It is important to spend a few minutes discussing some
of the FOM and FOM Application standard terms and definitions. An Administration
is a term used to identify one of the three major VA operational elements,
which include the Veterans Health Administration, or VHA, the
Veterans Benefits Administration, or VBA, and the National Cemetery Administration, or NCA.
A Staff Office is a term used to identify one of the offices included
under VA Central Office. This does not refer to VA Administration's, VHA, VBA, or
NCA, nor does it refer to medical facilities, regional offices or
cemeteries. An Administration and a Staff Office are both represented as a level
1 VA organizations within the FOM organizational hierarchy. We will talk
about this a little more in just a few minutes. An Organization is a term that refers to
any component, subdivision, or group of employees that is directed by a
supervisory position, per the Office of Personnel Management guidance, and a
supervisor is an employee that accomplishes work through the direction
of subordinate employees. In the FOM Application, an account represents a VA
Organization. An individual Organization's Account Page contains all the
information present on the FOM App for that given organization this consists of
all the information present in the FOM Data Requests. For the purposes of the
FOM Application, the term program refers to the program list developed by the
Office of Management. The Business Reference Model is a graphical
hierarchical representation of the functional aspects of the core business
of the Department. Please follow the BRM 101 training link for further training
and instruction on VA's Business Reference Model. A level represents a
tier at which an organization resides in the VA's organizational hierarchy.
Level 0 is the overall Department of Veterans Affairs; Level 1 includes all
Administrations and Staff Offices; Level 2 and below are made up of all other Organizations.
This graphic depicts how the theme will be translated into an organizational hierarchy chart.
The Department of Veterans Affairs and the VA Secretary is represented by Level 0, as the FOM
represents the work done by the entire Department. The Staff Offices' Assistant Secretaries and Administrations'
Under Secretaries are represented as Level 1 as they are directly under or directly
report to the VA Secretary. Level 2 is represented by the Principal Deputy
Under Secretaries and the Principal Deputy Assistant Secretaries'
Organizations, or their equivalents, and Level 3 includes the Assistant Deputy
Under Secretaries and the Deputy Assistant Secretaries, or equivalents
that in turn report to the Level 2 personnel. The organizational hierarchy
continues to break down in the same manner as described previously, with each
successive layer reporting to the layer above, and if filled out properly will
include all VA Organizations. There are three types of Salesforce FOM user roles
The FOM Action Officer participates with the Office of Policy
and Interagency Collaboration, or OPIC, Executive Director in planning FOM
updates, preparing all FOM-related correspondence, interacting with FOM POC
to facilitate completion of FOM updates, overseeing the implementation of
requested changes to the FOM, producing the FOM document, submitting the FOM
document for senior leadership approvals, and disseminating the finalized FOM
documentation for publication. Each Organization in VA must designate a FOM
Point of Contact, or FOM POC, the FOM POC is responsible for providing and
periodically updating the FOM content of the designated organizations.
The FOM POC can provide or update the FOM content themselves or assign this work
to one or more FOM Data Providers. In either case, the POC is ultimately
responsible for gaining the necessary level of approval from the appropriate
authority within their organization before submitting their updated FOM
Data Requests in the FOM Application. The FOM Data Provider is a subject matter
expert designated by FOM POCs to provide or update content for FOM
Data Requests. The Data Provider does not have
permission to authorize the completion of a FOM Data Collection in the FOM
Application, this is the responsibility of the FOM POC.
Every VA Organization is responsible for providing a FOM Update in order to
ensure consistency and timeliness. A FOM Data Call will be issued by the FOM
Action Officer. The FOM Points of Contact will be the recipients of the FOM Action Officer's Data Call
via email and tasks created within Salesforce. This is why it
is very important to ensure that your Organization's FOM Point of Contact is
designated correctly within the Organization Salesforce Account Record.
We will go into detail on how to assign your Organization's FOM Point of Contact
in just a few minutes. After your Organization's FOM Point of Contact
has been notified of the FOM Update Request. They have two options on how to
provide the updated content. They can update the record themselves or they can
designate the update requirement to a FOM Data Provider. If they assign the
update to a FOM Data Provider, that individual will also be pinged by an
email and task created within Salesforce. If the FOM is the organization's FOM
Point of Contact designates the Data Request to a Data Provider they will
have the ability to monitor the status of the Data Request to track when the
FOM Data Provider has completed their testing. After the task has been
completed by the Data Provider, the FOM Point of Contact will have the
chance to review the content and receive any organization approvals required
before designating the updated record as complete. Once the record has
been designated as complete, the FOM Action Officer is notified and the
submission is assumed to be final. If the FOM POC chooses to provide the updated
FOM content themselves, then they do not need to create a task or assign a FOM
Data Provider to the data request. Instead, they will only need to update the
information, obtain their organizational approvals, either via VAIQ or route sheet and after the approval has been
received they would mark their data collection are complete and the
FOM Action Officer will be notified. The current Salesforce FOM Application
does not have higher-level approvals built-in, however, we are working with the
Executive Secretary's Office to ensure there is a FOM data collection process
built into the new VIEWs platform. The VIEWs platform will eventually be the VAIQ
replacement for the Department and is being developed in Salesforce.
We will briefly discuss that future capability on the next slide. Iif you log into Salesforce
or the first time and are unable to find your Organization's record,
or if your Organization goes through a re-org, either adding, deleting,
renaming, or moving an Organization, your Office is responsible for contacting the
Office of Enterprise Integration with a summary of changes and FOM Action Officer
will have to create the new organizational account. See Directive 0213
for more details regarding proper procedures for re-org.
For configuration control purposes the FOM Action Officer is the only role within
Salesforce that has the privileges to add and delete organization records.
Once an account has been established, the FOM workflow for an existing account
will be followed. As we stated previously, the current Salesforce FOM Application does not have
higher level approval processes built-in, however, we are working with the
Executive Secretary's Office to ensure that there will be a FOM data
collection approval process built into the new VIEWs platform. When the
VIEWs Application is live, the transition from the FOM Application, which is where the
FOM content will be managed and the VIEWs Application, which is where the
final content approvals will be requested and tracked, will be seamless.
Just as in the previous workflow, a FOM Data Request will be issued by the
FOM Action Officer. The FOM POCs will be the recipients of the FOM Action Officers'
data call, via email and tasks created within Salesforce, and they will have the
choice to either update the content themselves or assign the update request
to the FOM Data Provider. After the task has been completed by the
Data Provider, the FOM POC will have the chance to
review the content and the FOM POC can send the reviewed content into the
VIEWs Salesforce Application and assign as many levels of approval that their
Organization requires. Once the necessary levels of approval have been met, the
record will come back to the FOM POC to be designated as complete and the FOM
Action Officer would be notified that the submission is final. Again, if your
Organization's record isn't established, the procedures on the previous slide
would need to be followed, and then the FOM workflow detailed above could be followed.
Before we go into the FOM Salesforce Application it would be
helpful for a new user to have access to the FOM User Guides for their
appropriate role. The User Guides can be obtained on our FOM SharePoint site at
the link provided on this slide. You will also find the Salesforce links for your
appropriate roles, as well as the VA Salesforce helpdesk link within each
User Guide if you would like you can pause this video to copy down the
FOM SharePoint site and download the appropriate User Guides before proceeding.
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