Study Document

Veteran Benefits Administration Implementation Paper

Pages:8 (2465 words)




Document Type:Implementation Paper


Technology Proposal/Implementation Paper

A: Introduction

The Department of Veterans Affairs (VA) remains a vital entity in as far as the provision of key services to veterans in the country is concerned. The Veteran Benefits Administration (VBA), to a large extent, concerns itself with the administration of U.S. Department of Veteran Affairs’ programs. This is more so the case with regard to the provision or advancement of various forms of support to not only veterans and survivors, but also their dependents. Towards this end, some of the main programs that VBA administers include, but they are not limited to; pension and compensation, rehabilitation and employment, loan guaranty, and insurance. In the year 2016, the National Archives and Records Administration (2016) released a records management inspection report which was categorical that “the VA Records Management Program lacks several basic records management fundamentals.” The relevance of VA records cannot be overstated when it comes to veterans’ benefits government accountability. In that regard, therefore, it would be prudent to implement a robust electronic records management system.

B: Fit for the Organization

It is important to note that “the mission of VBA, in partnership with VHA and NCA, is to provide benefits and services to Veterans and their families in a responsive, timely and compassionate manner in recognition of their service to the nation” (Veteran Affairs, 2012). To a large extent, the relevance of accountability, efficiency, and effectiveness in the promotion of veteran wellbeing cannot be overstated. The keeping of meaningful, proper, and accessible records happens to be in line with this mandate. However, in an assessment of VA’s records management conducted in the year 2016 by the National Archives and Records Administration (2016), it was found that “the VA has a large volume of unscheduled records, particularly those residing in electronic information systems.” In that regard, therefore, it would be prudent to implement a robust electronic records management system. Aziz, Mohammad, Mokhtar & Ambari (2017) point out that “electronic document and records management system (EDRMS) is designed to enable organizations to manage their documents and records throughout their life cycle” (10733). The authors further observe that EDRMS ought to be considered critical infrastructure when it comes to the protection of valuable information and the efficient utilization of the same at the organizational or agency level. It therefore follows that a robust, efficient, and effective records management system would come in handy in seeking to further advance the mission of VBA.

C: Implementation Plan

The implementation plan highlighted herein is firmly rooted on the fact that the implementation of a robust electronic records management system is a rather complex process that ought to be managed in a deliberate and effective manner. Towards this end, the various stages of the implementation process will be highlighted below:

I. Roadmap Formulation

In as far as the implementation of electronic records management system is concerned, the most critical tasks will be inclusive of: implementation committee recruitment; estimation of implementation costs; data migration; undertaking of testing activities; and evaluation. This is, in essence, the roadmap that defines the entire implementation plan.

II. Setting Up of an Electronic Records Management (ERM) Implementation Committee

The said committee will in this case comprise of several committee tasks – with those in each role/task being players in the various stakeholder groups identified: i.e. sponsor stakeholder group; end-user stakeholder group; solution development stakeholder group; implementation stakeholder group; and evaluation stakeholder group. Key committee tasks will be inclusive of project manager, program office advocates, application analyst, and super users. The last group comprises of those who will be the early adopters of the ERM system.

III. Cost Estimation

Figure 1.0 below highlights some of the most critical cost elements in as far as the implementation of the ERM system is concerned.

Cost Item


Consultancy costs


Hardware and software requirements


ERM vendor consultancy (for customization)


Training fees (payable to vendor)


Cloud ERM costs – relating to storage and backup




Figure 1.0

IV. Data Migration

Some of the most important undertakings in this case will be inclusive of:

a) Converting hardcopy records into e-records

b) Verification of data

c) Creation of an ERM database

d) Transfer of the relevant data to the ERM system

e) Legacy data verification and testing

V. User Training

The relevance of user training in the implementation process cannot be overstated. Lack of training is likely to result in unsatisfactory user adoption of the ERM system. Training will in this case be limited to several factors and/or considerations. Therefore, in this regard, we shall have role-based training buttressed by an…

Some parts of this document are missing

Click here to view full document

…“non-compliant with various aspects of 36 CFR Chapter XII, Subchapter B.” There is need to ensure that the records management program at VBA does not go contrary to the best practices in as far as agency records creation, maintenance, and access are concerned.

Next, with the adoption of a robust electronic records management (ERM), VBA will have backups that are more reliable. At present, the document management practices at VBA leave the agency exposed to permanent content loss in some unique scenarios. Third, the project proposed will result in enhanced document control and security at VBA. Some of the records that the agency handles happen to be extremely sensitive – effectively meaning that it would be imperative to ensure that the data/information contained therein is not accessed by unauthorized third parties. This is more so the case when it comes to veteran financial records, rehabilitation data, compensation claim files, medical records, etc. With the adoption of superior security practices and implementation of sound controls, all this info would be safe from even the most sophisticated of hackers. This is more so the case given that in addition to the standard unauthorized access barriers, robust electronic records management (ERM) would also have embed audit trails.

E: Measurement Plan

There are several metrics that I would use to measure the effectiveness of the technology following its implementation. It is important to note that of key relevance on this front is whether the technology solution is technically sound, whether it was achieved on budget, and whether it was completed on time. Two of the metrics, i.e. adherence to schedule and budget would come in handy in the evaluation of implementation success. The technical soundness of the technology solution, on the other hand, would be of great relevance in the measurement of the effectiveness of the technology following implementation. In this case, the concern would be whether the technology solution has achieved the relevant technical objectives. Stakeholder satisfaction could also be taken into consideration on this front. This is more so the case when taking into consideration the potential needs as well as interests of specific stakeholder groups as has been highlighted elsewhere in this text.

F: Conclusion

In the final analysis, it should be noted that there are a wide range of key services as well as benefits provided by Veterans Benefits Administration (VBA) to not only veterans, but…

Sample Source(s) Used


Aziz, A.A., Mohammad Y., Mokhtar, U.A. & Ambari, D.I. (2017). Establishing Policy for the Implementation of Electronic Document and Records Management System in Public Sector in Malaysia: The Influencing Factors. Advanced Science Letters, 23(11), 10732-10736.

National Archives and Records Administration (2016). Department of Veterans Affairs Records Management Program: Records Management Inspection Report. Retrieved from

U.S. Department of Veteran Affairs (2020). About VBA. Retrieved from

Cite this Document

Join thousands of other students and "spark your studies."

Sign Up for FREE
Related Documents

Study Document

Veteran Benefits Administration

Pages: 8 (2549 words) Sources: 6 Subject: Government Document: #40459915

The Veterans Benefits Administration (VBA) is an agency within the U.S. Department of Veterans Affairs (VA) and its purpose is to provide financial aid as well as other kinds of assistance to veterans in need, to their families or to their survivors as the case may be. Some of the various kinds of assistance include compensation and pension pay, rehabilitation assistance, support with finding employment, assistance with furthering educational

Study Document

Veterans Healthcare System Vha the

Pages: 7 (1969 words) Sources: 5 Subject: Healthcare Document: #87680949

In addition, contracts for supplies or other services takes 6 to 9 months to establish. He says that a lot of companies won't even bid on VA contracts because of this. This results in higher costs, with the exception of pharmaceuticals, because the VA has "exerted its marketing clout" in this area." (Mayo, 2006) Oliver (2007) states that "Republicans want still tighter eligibility criteria, re-restricting the VHA entirely to

Study Document

Veterans and Retirees Is the Government Keeping Its Promise

Pages: 75 (20729 words) Sources: 50 Subject: Healthcare Document: #46027590

Veterans & Retirees; Is Government Keeping its Promise This study aimed at exploring the experiences and perceptions of Veterans belonging to Lousiana and Mississippi about three variables; the accessibility of organization; the accessibility of benefits and availability and adequacy of the facilities being provided by government through VA. The respondents were also asked to suggest whether there is a need for improvement and what should VA do to provide benefits and

Study Document

Organizational Analysis for Veterans Health Administration

Pages: 7 (2037 words) Sources: 6 Subject: Sociology - Research Document: #13695753

The organization being analyzed is the Veterans Health Administration (VHA), which is the largest integrated healthcare system in the U.S. VHA is a component of the U.S. Department of Veterans Affairs and it is led by the Under Secretary of Veterans Affairs for Health. The organization is charged with implementing medical assistance programs for Veterans Affairs (VA) by administering and operating various VA medical centers. The organization offers it care

Study Document

Department of Veterans Affairs Claims Processing Dilemmas

Pages: 3 (788 words) Sources: 4 Subject: Healthcare Document: #32222060

Department of Veterans Affairs Claims Processing Dilemmas Department of Veterans Affairs (VA) is a cabinet-level agency in the U.S. government. The mission of the VA is taken from Lincoln's second inaugural address and is to "care for him who shall have borne the battle, his widow and orphans." Pursuant to this fundamental mission, the VA administers the largest healthcare system in the country and has trained more than half of all

Join thousands of other students and

"spark your studies".