Executive Steering Committee (ESC)
Designated Governing Board (DGB)
Technical Advisory Group (TAG)
Product Management Office (PMO)Maintenance & Enhancement (M&E) Contract State
Product Management Office (PMO) Contract State
United States Department of Agriculture Food Nutrition Service (FNS)
Acquisition Working Group (AWG)
Maintenance & Enhancement (M&E) Contractor
SA Responsibilities
- Lead implementation of System within respective SA and shall abide by established User Group processes with respect to desired system modifications.
- Support ongoing operations and enhancements of the System.
- Participate in ESC, DGB, CCB, TAG, AWG, and task force calls and meetings as assigned.
- Designate qualified SA representatives for participation in Crossroads User Group ESC, DGB, CCB, TAG, AWG, and task forces.
- Support hosting of the Crossroads User Group Annual meeting.
- Coordinate UAT with the PMO.
- Identify a Crossroads liaison to work with the CCB and PMO on timely UAT schedule.
- Test functionality and performance of releases prior to placing the new release into the production environment.
- Share testing results with the Crossroads User Group and enter defects found during testing into the approved defect tracking system as identified by the CCP.
- Document System errors in the issue tracking system.
- Submit enhancement requests using the CCP.
- Vote for System enhancements as ESC, DGB, and CCB members (when eligible).
- Share in the cost of maintenance through the Memorandum of Agreement (MOA) to the User Group M&E contract once the SA receives FNS approval to proceed with pilot.
- Submit information to PMO for Crossroads reporting to meet established Federal requirements
ESC Responsibilities
- Serve as the governing body of the User Group.
- Review and make final decisions on System change requests.
- Review and make final decisions on Crossroads User Group administrative and contracting issues.
- Lead efforts to secure funding for the Crossroads User Group as required.
- Ensures all requests for funding, acquisitions, and enhancements follow the established APD process.
- Communicate recommendations to FNS and transfer states during the transfer process.
- Ensure appropriate SA representation for DGB, CCB, AWG, TAG, and task forces.
- Ensure timely and thorough testing and reporting by SAs.
DGB Responsibilities
- Work with CCB to validate change requests to forward to the ESC for approval.
- Review M&E Contract Service Level Agreements (SLAs) for compliance and report to ESC on status.
- Assess State and Federal compliance as part of the impact analysis for all System enhancements.
- Analyze the impacts of competing state-based regulations, assesses the impact of regulations on the System, and recommends a strategy to address the situation.
CCB Responsibilities
- Coordinate with the PMO in executing the Crossroads User Group CCP.
- Evaluate change ideas and System defect changes.
- Provide change idea recommendations to DGB and ESC.
- Provides recommendations for change request prioritization.
- Participates in release planning and scheduling.
- Assist with completed transfer SA Alternatives Analysis documentation for System implementation.
Task Force(s)
- Analyze emergent issues on behalf of the Crossroads User Group and make appropriate recommendations within the specific periods for which these temporary work groups are chartered.
- Elect one task force member to provide leadership, administration, and communication of the task force objectives and status.
TAG Responsibilities
- Provide a proactive focus on future technologies for the System.
- Elect one TAG member on a rotating basis to provide leadership, administration, and communication of the TAG objectives and status.
PMO Responsibilities
- Support the CCB in execution of the CCP.
- Provide administrative and facilitation support to ESC, DGB, CCB, and task forces.
- Share information with internal and external partners through conference calls, annual meetings, and documentation.
- Participate with the M&E contractor in System DD&I and defect resolution activities.
- Conduct preliminary testing on releases as defined by the CCP.
- Coordinate UAT with SAs.
- Manage the document-sharing website and administer the Communications and Collaborations Management Plan (CCMP).
- Prepare all APDs for the Crossroads User Group for approval by the ESC.
- Serve as point of contact for SA transfer inquiries and coordinate the Alternatives Analysis documentation review by CCB.
- Serve as the point of contact for all System and product communications with USDA/FNS, ESC, and contractors, including all deliverables and schedules.
M&E Contract State Responsibilities
- Draft initial contract and amendments to the M&E contract.
- Administer the M&E contract.
- Submit task orders (TO) on behalf of the User Group to the M&E contractor.
- Submit APDs and updates as required.
- Receive and disburse funds.
- Retains ultimate responsibility for M&E contract.
PMO Contract State Responsibilities
- Administer the PMO contract on behalf of the User Group.
- Submit APDs and updates as required.
- Receive and disburse funds.
United States Department of Agriculture FNS Responsibilities
- Provide input, review and approve APDs and related documents.
- Communicate regulatory/mandatory changes affecting the System and Crossroads User Group.
- Provide an ex officio member to the ESC with the authority to provide advice on behalf of FNS and respond to the User Group.
- Coordinate with ESC on matters of Charter compliance by member SAs as requested by the ESC.
- Coordinate with ESC on matters relating to SAs applying for membership in the User Group.
- Provide funding for PMO if available.
AWG Responsibilities
- Represent SA interest in procurement actions.
- Coordinate with SA procurement SMEs to facilitate creation of User Group contracts.
- Assist with drafting and reviewing contract documents.
- May participate or assist in the source selection.
M&E Contractor Responsibilities
- Exclusively maintain System source code.
- Maintain the System source code, supporting current release and two previous versions of the System in production.
- Actively promote transparency, cooperation, and collaboration in all interactions with the Crossroads User Group stakeholders.
- Participate on the CCB as a non-voting member.
- Administer defect-tracking process.
- Ensure all System documentation is current and accurate, including Detailed Functional Design Documents (DFDDs), Detailed Technical Specifications (DTS), Configuration Document and User Manuals.