Table of Contents | Appendix C-32 | Appendix C-34
1.0 INTRODUCTION
The Version Description Document (VDD) is the primary configuration control
document used to track and control versions of software to be released to the
operational environment. It is a summary of the features and contents for the
software build. It identifies and describes the version of the software CI being
delivered to the DOJ, including all changes to the software CI since the last
VDD was issued. Every unique release of the software (including the initial
release) shall be described by a VDD. If multiple forms of the software CI are
released at approximately the same time (such as, to different sites) each must
have a unique version number and a VDD.
The VDD is part of the software CI product baseline. The VDD, when distributed,
should be sent with a cover memo that summarizes, on a single page, the significant
changes that are included in the release. This will serve as an executive summary
for the details found in the attached VDD. The treatment should be titled, on
the cover memo, as Summary of Changes.
1.1 Roles and Responsibilities
The following roles and responsibilities apply to the VDD:
• The CM representative
will prepare the VDD with the help of the project team.
• Members of the Project
Manager's organization will normally prepare Sections 3.5,
Adaptation Data, through
3.9 , Glossary, appendices, and the Summary of Changes
cover memo.
1.2 Process
A VDD is prepared according to the outline at the end of this document, and specific instructions are provided in the subsequent sections.
2.0 SCOPE
2.1 Identification
Provide full identification number(s), title(s), and abbreviation(s); and, if applicable, provide the version number(s) and release number(s). Identify the intended recipients of the VDD.
2.2 Applicability
Identify the intended recipients of the software release and the operating system to be used.
2.3 System Overview
Proved a brief statement of the purpose of the system and the environments to which this document applies. Describe the general nature of the system and software; summarize the history of system development, operation, and maintenance; identify current and planned operating sites; and list other relevant documents.
2.4 Documentation Overview
Summarize the purpose and contents of this document and describe any security or privacy considerations associated with its use.
2.5 Points of Contact
Provide a list of both INS and performance contractor(s) points of contact involved in this effort.
3.0 REFERENCE DOCUMENTS
List the number, title, revision, and date of all documents referenced in or used in the preparation of this VDD. If this VDD is an update to an existing system, list the VDD that this version is replacing as a reference document.
4.0 VERSION DESCRIPTION
Summarize briefly the contents of the ensuing sub-paragraphs (to include materials contained in the release, software components of the subsystem software CI, documents used to establish the configuration of the software CI, and any known problems).
4.1 Inventory of Materials Released
List by CM numbers, titles, abbreviations, dates, version numbers, and release numbers (as applicable), all physical media (for example, listings, tapes, disks) and associated documentation that make up the software version being released. Include applicable security and privacy considerations for these items, safeguards for handling them, such as concerns for static and magnetic fields, and instructions and restrictions regarding duplication and license provisions.
4.2 Inventory of Software Contents
List by identifying numbers, titles, abbreviations, dates , version numbers, and release numbers (as applicable), all computer files that make up the software version being released. Any applicable security and privacy considerations should be included.
4.3 Changes Installed
List all changes incorporated into the software version since the previous version. Identify, as applicable, the TPRs, SCRs, and migration forms associated with each change and the effects, if
any, of each change on system operation and on interfaces with other hardware and software.
(This section does not apply to the initial software version.)
4.4 Interface Compatibility
List and describe any other systems or CIs affected by the change(s) incorporated in the current version, if applicable.
4.5 Adaptation Data
Identify and reference all unique-to-site data contained in the software version. For software versions after the first, describe changes made to the adaptation data.
4.6 Bibliography of Reference Documents
List by identifying numbers, titles, abbreviations, dates , version numbers, and release numbers (as applicable), all documents that establish the current version of the software CI.
4.7 Installation Instructions
Provide or reference the following information, as applicable:
• Instructions for
installing the software version, including instructions for deletion of old
versions
• Identification of
other changes that have to be installed for this version to be used,
including site-unique
adaptation data not included in the software version
• Security, privacy,
or safety precautions relevant to the installation
• Procedures for determining
if the version has been installed properly
• A point of contact
to be consulted if there are problems or questions with the installation
4.8 Possible Problems and Known Errors
Identify any possible problems or known errors with the software version at the time of release, any steps being taken to resolve the problems or errors, and instructions (either directly or by reference) for recognizing, avoiding, correcting, or otherwise handling each one. The information presented will be appropriate to the intended recipient of the VDD (for example, a user agency may need advice on avoiding errors, a support agency on correcting them).
4.9 Glossary
Include an alphabetical listing of all acronyms, abbreviations, and their meanings as used in this document. Also provide a list of any terms and definitions needed to understand this document.
5.0 APPENDICES
Appendices may be used to provide information published separately for convenience in document maintenance (for example, charts, classified data, etc.). As applicable, each appendix will be referenced in the main body of the document where the data would normally have been provided. Appendices will be lettered alphabetically (A, B, etc.), and the pages will be numbered A-1, A-2, etc.
VERSION DESCRIPTION DOCUMENT
Cover Page
Table of Contents
1.0 Introduction
1.1 Roles
and Responsibilities
1.2 Process
2.0 Scope
2.1 Identification
2.2 Applicability
2.3 System
Overview
2.4 Documentation
Overview
2.5 Points
of Contact
3.0 Reference Documents
4.0 Version Description
4.1 Inventory
of Materials Released
4.2 Inventory
of Software Contents
4.3 Changes
Installed
4.4 Interface
Compatibility
4.5 Adaptation
Data
4.6 Bibliography
of Reference Documents
4.7 Installation
Instructions
4.8 Possible
Problems and Known Errors
4.9 Glossary
5.0 Appendices
Version Description Document
This is to document the following changes contained in version _____ of the:
Application Name:
____________________________________
Located at:
____________________________________
The changes are as follows:
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
This version change is in response to:
____ Change implementation
notice number (s) ______________________
____ User group meetings
____ Change in technology
____ Other ___________________________________________________
Signed: ________________________ Date: _________________
Chief
Information Officer
Signed: ________________________ Date: _________________
Application
Project Manager
Signed: ________________________ Date: _________________
Program
Office Manager