Offboarding Lauren Ernest: A VA Process Guide

Offboarding an employee, especially within a large organization like the Department of Veterans Affairs (VA), requires a meticulous process to ensure data security, compliance, and a smooth transition. This article details the individual offboarding procedure for Lauren Ernest, a Program Manager at MHV Web & Mobile (MHV FE), and provides a comprehensive guide to the steps involved. Understanding this process is crucial for anyone involved in HR, IT, or team management within the VA or similar organizations. We will explore each stage, from initial notification to final access revocation, highlighting the importance of each step in maintaining organizational integrity and security. This guide will serve as a valuable resource for ensuring a seamless offboarding experience for both the departing employee and the organization.

Understanding the Offboarding Process at the VA

The offboarding process at the Department of Veterans Affairs (VA) is a multi-faceted procedure designed to ensure a smooth transition when an employee leaves the organization. This process is not just about administrative tasks; it's about safeguarding sensitive information, maintaining system security, and ensuring continuity of operations. For individuals like Lauren Ernest, who held a significant role as a Program Manager, a structured offboarding approach is even more critical. The process involves several key steps, each with its own set of responsibilities and considerations. Firstly, it begins with the formal notification of departure, which triggers a series of actions across different departments. This includes notifying IT, HR, and relevant team members. The immediate concern is to secure access to various systems and platforms, which involves deactivating accounts and revoking permissions. This is a crucial step in preventing unauthorized access to sensitive data. Then, there's the task of reassigning responsibilities and ensuring that ongoing projects are handed over effectively. This might involve documenting current projects, transferring files, and briefing the new point of contact. A well-executed offboarding also includes an exit interview, which provides valuable feedback for the organization and helps identify areas for improvement. Lastly, there are administrative tasks such as final paychecks, benefits information, and the return of any company-owned equipment. The VA's offboarding process is designed to be thorough and systematic, ensuring that all aspects of an employee's departure are handled with care and precision.

Step-by-Step Guide to Offboarding Lauren Ernest

Offboarding Lauren Ernest, who served as a Program Manager for MHV Web & Mobile (MHV FE), involves a series of meticulous steps to ensure a smooth and secure transition. This process is crucial for maintaining the integrity of VA systems and data. The initial step is to gather all necessary information about Lauren's departure. This includes her last day, which is expected to be December 1, 2025, her role on the team, and the company she works for, Ad Hoc. Her VA and company email addresses, lauren.ernest@va.gov and lauren.ernest@adhocteam.us, are also essential for deactivating her accounts. Her GitHub username, @laurenernest, is another critical piece of information for revoking access to code repositories. Key contacts such as the Contracting Officer Representative (COR), Eunice Garcia, and the Program Manager (PM), Heather Widmont, need to be informed and involved in the process. Any additional access Lauren may have, such as to Datadog, Google Analytics, Mural, and Figma, must be noted and addressed. Once this information is compiled, the offboarding process moves into action. This includes initiating requests to remove Lauren from various platforms and systems, ensuring that her access is promptly revoked to prevent any potential security breaches. The systematic approach ensures that no access point is overlooked, maintaining the security and confidentiality of VA's resources. Each step in this process is crucial, and attention to detail is paramount to a successful offboarding.

Platform Support Tasks: Tier 1 Responsibilities

The Platform Support Tier 1 team plays a critical role in the offboarding process at the VA, handling the initial steps to secure access and data. Their responsibilities are primarily focused on deactivating user accounts and access across various platforms. One of the first tasks is to request removal from the DSVA (Office of CTO @ VA) Slack instance. This is a vital step in preventing unauthorized communications and access to sensitive discussions. A simple command, /request FirstName LastName, can be used to automate this request to the Slack admins. The team also checks and requests removal from Confluence, ensuring that the departing employee no longer has access to internal documentation and project information. Another key task is removing the individual from the Platform Atlas, a directory of team members within the VA. This ensures that the internal records are up-to-date and accurate. Tier 1 support is also responsible for filling out the request to offboard the user from the ECC Pagerduty instance, which is crucial for maintaining the integrity of incident management processes. Removing the user from the VA GitHub Org is another significant step, preventing any potential code-related security risks. This involves submitting a specific request through the GitHub user requests system. Additionally, Tier 1 support removes access to Sentry and TestRail, platforms used for error tracking and test case management, respectively. Each of these steps is crucial in securing the VA's digital assets and ensuring that the departing employee no longer has access to sensitive systems and data. The efficiency and thoroughness of Tier 1 support are essential for a smooth and secure offboarding process.

Platform Support Tasks: Tier 2 DevOps Responsibilities

The Platform Support Tier 2 DevOps team takes on more technical responsibilities in the offboarding process, focusing on system-level access and security. Their primary concern is to ensure that the departing employee’s access to critical infrastructure is revoked promptly and securely. One of the first tasks is to remove SOCKS access, which involves searching for the employee's email in the config.yml file within the DevOps repository. This step is crucial for preventing unauthorized network access. The team uses a specific GitHub Workflow, the Remove SOCKS and AWS access Workflow, to automate this process. This workflow requires the user's email address associated with their public key, which is found in the config.yml file. Similarly, AWS access is removed by searching for the employee's name in AWS IAM. The same workflow is used to remove the user's entry from iam_users.tf, a Terraform file that manages AWS user permissions. This process involves merging the pull request generated by the workflow and applying Terraform to implement the changes. Datadog access is another critical area of focus. The DevOps team disables the user in the Datadog UI, a task that must be performed by a Datadog admin. Additionally, they submit an ECC request if the user was in the Datadog UI. In rare cases, the team may also need to remove YubiKeys associated with bot accounts (va-bot, va-vfs-bot, and va-vsp-bot). This involves following a specific documentation process to ensure that the YubiKeys are properly deprovisioned. These Tier 2 DevOps tasks are essential for maintaining the security and integrity of the VA's infrastructure, ensuring that all potential access points are secured.

Other Crucial Offboarding Steps

Beyond the Tier 1 and Tier 2 support tasks, several other crucial steps ensure a comprehensive offboarding process. These steps involve removing access to various platforms and tools that are essential for day-to-day operations. Google Analytics and Domo access must be revoked to prevent unauthorized access to data analytics and business intelligence dashboards. This is particularly important for maintaining data confidentiality and security. Another key step is to remove Figma editor access. Figma is a widely used design tool, and ensuring that departing employees no longer have access is crucial for protecting design assets and intellectual property. The process involves checking Figma settings and revoking the necessary permissions. Additionally, the departing employee should be removed from the Monday Design Meeting invite. This step ensures that they no longer receive meeting notifications and prevents any unintentional participation in discussions. These additional steps are vital for a thorough offboarding, as they cover a range of tools and platforms that are not addressed by the standard Tier 1 and Tier 2 tasks. By addressing these areas, the VA can ensure that all potential access points are secured, and the organization's data and resources remain protected. Each of these actions contributes to a seamless transition and helps maintain the integrity of the VA's operations.

Conclusion

The offboarding process for individuals like Lauren Ernest at the Department of Veterans Affairs is a complex but critical undertaking. It involves a coordinated effort across multiple teams and platforms to ensure data security, system integrity, and a smooth transition. By following a detailed, step-by-step approach, the VA can minimize risks and maintain operational continuity. From initial notifications to final access revocations, each step plays a crucial role in safeguarding the organization's assets. The Platform Support Tier 1 and Tier 2 teams, along with other key personnel, work together to address all aspects of the offboarding process. This includes removing access to various systems, reassigning responsibilities, and handling administrative tasks. The comprehensive nature of the VA's offboarding process reflects its commitment to security and efficiency. As technology and organizational structures evolve, the offboarding process must also adapt to address new challenges and potential vulnerabilities. Regular reviews and updates to the process are essential for maintaining its effectiveness. In conclusion, a well-executed offboarding process is not just a procedural requirement; it is a vital component of organizational risk management and operational excellence. For further information on best practices in cybersecurity, visit the Cybersecurity and Infrastructure Security Agency (CISA) website.