eGovernment Working Group Meeting

1

• eGovernment Working Group Meeting
• Dr. Gregory Parham, Associate CIO
• Barbara LaCour, USDA Deputy eGovernment Executive

2
Agenda

• Welcome
• Capital Planning Process. Guest Speaker Dr.
  Gregory Parham
• QA
• Next Steps and Wrap-up

3
Current IT Spending Decisions Reflect A
Structured Federal IT Capital Planning Process
June A-11 Guidance published business cases
must address project value, program plan,
cost/schedule, risk management, and leverage
partnering around E-Gov projects and the FEA BRM
Lines of Business May-August OMB memoranda
identified potential opportunities for leveraging
cross agency partnering. September Agencies
submitted business cases and IT portfolios in
September, with ongoing updates data arrived via
Extensible Markup Language (XML) and were made
available for on-line analysis within
OMB. Autumn OMB reviewed and scored business
cases based on A-11 CriteriaAgencies were
provided scores and resubmitted improved business
cases. OMB identified opportunities for
consolidation. Investment increases were directed
to priority areas such as Homeland Security, the
war on terrorism and modernization. Now Agencies
continue to improve business cases and revise IT
Budgets to reflect decisions.
Source OMB A-11 Training Presentation, May 2003
4
Business Cases Drive Performance Improvement
Agencys IT Budget Submission Business Cases
Clear Performance Gap IT will address?
Should the Federal Government perform this
function?
Support the PMA and is it collaborative?
Yes
Yes
Yes
Clear performance goals and measures tied to the
business?
Part of the Modernization Blueprint?
3 Viable Alternatives for closing the performance
gap?
Performance Based Acquisition and Contracts?
Yes
Yes
Yes
Yes

Strong Risk Management Plan?
Project Management Plan with milestones?
Addresses Security and Privacy?
Life-Cycle Costs are well planned and appropriate?
Yes
Yes
Yes
Yes
Source OMB A-11 Training Presentation, May 2003
5
Budget Implementation

• OMB Circular A-11, Preparation and Submission of
  Budget Estimates
• Budget Requests
• Budget Exhibit 53, Agency IT Investment Portfolio
• Strategic Plans Annual Performance Plans
• Planning, Budgeting Acquisition of Capital
  Assets
• Budget Exhibit 300, Capital Asset Plan
  Justification (Business Case)

Source OMB A-11 Training Presentation, May 2003
6
Informing the CPIC Processes Lessons Learned

• Heightened focus on project management
• Scrutiny of acquisition strategies (performance
  based)
• More enterprise licenses and consolidated office
  automation and infrastructure buys
• Continued focus on security and privacy
• Integrated Business Case for infrastructure
• Further integration with the budget process
• Implementing Modernization Blueprints tied to the
  FEA

Source OMB A-11 Training Presentation, May 2003
7
Agenda

• Welcome
• Capital Planning Process Guest Speaker Dr.
  Gregory Parham
• QA
• Next Steps and Wrap-up

8
Q What does USDA spend on IT?What is portfolio
management?

• A
• We estimate from agency and staff office data
  that USDAs IT Portfolio includes over 570
  individual projects 51 of which are major at
  an estimated cost of about 2.25 Billion in FY
  2004.
• But we have some housecleaning to do, we must do
  a better job of documenting what we are spending
  so we can manage it better.
• Some of our IT budget is actual IT dollars, some
  is program dollars, and some is miscellaneous,
  leftover monies.
• There is also the working capital fund.
• And many of you have seen firsthand how hard it
  has been to figure out across the Department for
  the Smart Choices, Presidential Initiatives or an
  OMB data call how much each agency is spending or
  planning to spend on certain items.
• Portfolio Management is the process for managing
  better. Just like you would your personal
  financial portfolio of stocks, bonds, cash, real
  estate, etc.
• It includes strategic alignment, IT Governance,
  and IT effectiveness. So it is directly tied to
  our Enterprise Architecture, our eGovernment
  Strategic Plan, your Tactical Plans, and the work
  of this group day in and day out.

9
Q Highlight whats changed from last year to
this year?

• A
• Major IT Project Definition Expanded (old rules
  plus these listed here)
• Was a major investment in 04 and is continuing
• Financial Management and spends more than 500K
  lifecycle
• Tied to top two layers of Federal Enterprise
  Architecture
• Integral Part of Agency Modernization Blueprint
  (enterprise architecture and eGovernment
  Strategic/Tactical Plans)
• Significant program or policy implications or
  high executive visibility (Y2K Mission Critical
  List)
• OMB may decide based on other criteria
• Submission of 300 in MS Word format to OCIO and
  OCIO will submit in XML to OMB
• Joint business cases for unify and simplify
• Exhibit 53 and Exhibit 300 have more questions
  and request more specificity. As such, we will
  provide more guidance and samples on our site
  (http//www.ocio.usda.gov/irm/cap_plan/index.html
  ) to assist you.

10
Q How have the 300 and 53 Forms Changed?

• A
• 300s themselves Draft (95 Solution)
  Available Now
• Risk Adjusted ROI
• Emphasis on aligning to USDA and Federal
  Enterprise Architecture
• Zero Tolerance for duplicating Presidential
  Initiatives
• Emphasis on aligning to eGovernment Tactical
  Plans
• Emphasis on aligning to Smart Choices
• Zero Tolerance for duplicating Smart Choices
• Funding Approach
• See eGovernment Appendices of Investment Year
  memo (forthcoming)
• See eGovernment changes to CPIC Guide
  (forthcoming)
• 53
• Unique identifiers have changed to link to
  Federal Enterprise Architecture (later question)
• Separated project name and project description

11
Q What deadlines/milestones should I know about?

• A
• April 30th
• Update all initiatives in I-TIPS with FY 2003
  passback numbers since the President signed the
  FY 2003 Agriculture Appropriations Bill on
  February 20, 2003. Chief Information Officers
  and Budget Officers should work together in this
  effort.
• Add any investments planned or underway for FY
  2003 funds that are not currently recorded.
  Include those identified in your most recent
  eGovernment Tactical Plan as part of the
  eGovernment Integrated Reporting process (if
  those investments are not integrated with
  investments already recorded in I-TIPS). Planned
  investments must be recorded in I-TIPS without
  regard to the source of funding. It is
  imperative for I-TIPS to match the Integrated
  Reporting planning documents referenced above.

12
Q What deadlines/milestones should I know
about? (Continued)

• A (continued)
• May 30th (Submission to CPIC)
• Update 300 for ALL current Majors for FY 05 CPIC
  Submission
• The Office of the Chief Information Officer
  (OCIO) has identified a number of agency
  investments that meet the new expanded criteria
  for major investments, but have not previously
  been included in the major investment portfolio.
  Prepare an Exhibit 300 for each of these
  investments.
• Prepare an Exhibit 300 for each active system
  that was identified as a Departmental priority
  mission critical system.
• Prepare an Exhibit 300 for each Financial System
  with lifecycle costs over 500,000.
• OMB guidance requires a single, consolidated
  Exhibit 300 from USDA for each of certain types
  of investments specified in a later question.
  All agencies must participate in the development
  of these consolidated USDA Exhibit 300s. OCIO
  will be the managing partner in these efforts.

13
Q What deadlines/milestones should I know
about? (Continued)

• A (continued)
• July 1st (Agency Budget Submission)
• Prepare a one-page value proposition for each
  investment that remains in your portfolio after
  the changes described above have been completed.
  The format for the value proposition is a
  handout.
• Prepare a cross-cut exhibit showing costs for the
  following items
• eGovernment
• IT Security
• Geographic Information Systems and geospatial
  data
• August 15th (OMB Submission)
• OCIO will give a final review and may suggest
  changes
• Must be finalized and submitted by September 8th
  for OMB Scoring
• A Summary Calendar will be provided in the
  Investment Year 05 Memorandum (forthcoming this
  week)

14
Q What are joint business cases?

• A
• OMB has mandated that it receive one consolidated
  300 from the Department covering
• USDA Enterprise Architecture components
• HR
• Radios
• Consolidate all investments at agency level with
  lifecycle less than 500K
• OCFO/NFC Financial Systems
• Infrastructure/Office Automation/Telecommunication
  s
• We are also hoping many of the USDA Smart Choices
  will be integrated 300s if they are not already
  (e.g., consolidated eGrants).
• These 300s make real the new USDA Enterprise
  Architecture. These business cases move us
  toward collaborative, enterprise and cross-agency
  approaches.

15
Q Is there going to be a change in the waiver
threshold?

• A
• Yes.
• The waiver threshold was reduced from 250,000 to
  25,000 effective May 13th.
• This was necessitated by increasing OMB mandates
  and desire of E-Board to preserve and protect the
  USDAs enterprise architecture and to get a
  better sense of what we are spending our money
  on.
• This will not necessarily mean a quantum increase
  in the number of waivers. Hopefully agencies
  will combine waiver requests across eGovernment
  opportunities, HW/SW, and enterprise agreements
  by agency or enterprise-wide.
• We are working to address improved turnaround
  time and process changes for waivers metric of
  15 days.

16
Q Is the final 300 out? Are they still doing
the 300 Short Form?

• A
• Sort of a Draft which represents approximately
  95 of what will be required is available.
• No. This was an idea for an abbreviated,
  standard form like EZ form on your taxes for
  non-major investments. But OMB has canceled.
• Instead all non-major investments must complete a
  value proposition template (handout)

17
Q How should our agency show its eGovernment
expenditures?

• A
• eGovernment spending is pervasive throughout an
  agency's IT budget in project specific 300s and
  non-major investments.
• Each agency will be required to summarize
  eGovernment spending in a crosscut spreadsheet
  similar to last year by July 1, 2003. The
  information required in the spreadsheet will be
  at a greater level of detail representing
  Presidential Initiatives, Smart Choice
  Initiatives/Opportunities, and agency-specific
  initiatives. There are also individual crosscuts
  for IT Security, and GIS and geospatial data, and
  Homeland Security.
• Additional information on how to show eGovernment
  spending are provided in the CPIC Guide and will
  be provided in greater detail in the OCIO's IT
  Investment memo for FY 2005. A formal definition
  of eGovernment for budget purposes is in the A-11
  and will be provided.

18
Q Where can I get additional information about
requirements for eGovernment, IT Security,
Homeland Security, and GIS?

• A
• CPIC Guide and IT Investment Memo will both have
  additional guidance for these required
  crosscuts.
• Because Telecommunications has been identified as
  one of the consolidated 300s there will not be a
  separate crosscut this year for it

19
Q Will we be requested to provide funds for the
Presidential Initiatives in 2004 and 2005?

• A
• In FY 2003, the Department provided 7.139M to 10
  of the 19 Presidential Initiatives in which we
  are participating. These funds were requested of
  each agency and staff office according to a
  funding algorithm balancing IT spending and FTEs.
• In FY 2004, we expect this amount to increase to
  8.043 M. If better metrics are not available, a
  similar funding algorithm probably will be
  utilized.
• We do not have a funding request for FY 2005 yet.
  But would suggest that agencies and staff
  offices at least presume their contributions will
  continue at FY 2003-2004 levels if not slightly
  higher.

20
Q Will we be requested to provide funds for the
Enablers and Strategic Smart Choices in 2004?
Should we be requesting funds for the Enablers
and Strategic Smart Choices for 2005?

• A
• Funds will not be mandated for the Enablers and
  Strategic Smart Choices in FY 2004. The process
  of early adopters and voluntary contributions by
  agencies and staff offices according to interest
  and need will continue.
• However, the moratorium on single agency
  investments which duplicate the Presidential
  Initiatives or Smart Choices continues to be in
  effect. No new investments, including
  enhancements to existing systems, can be made in
  these areas in FY 2003 and FY 2004.
• In terms of requesting funds for FY 2005, this is
  still being finalized and additional guidance is
  forthcoming.
• At present, we are thinking each agency should
  request funds for its own estimated costs of
  preparing for and participating in the Smart
  Choices. These costs are not the enterprise
  costs but rather the agency integration costs in
  the case of the Enablers.
• In terms of the enterprise infrastructure costs,
  we are considering a variety of options such as
  one centralized request from OCIO to OMB on
  behalf of the Department, Working Capital Fund,
  etc.
• In the case of strategics, your agencys share of
  the total estimated cost for FY 2005 will vary
  based on your participation in the respective
  initiatives.

21
How has the CPIC Guidance Changed?

• A
• The CPIC Guide has changed to reflect OMB
  guidance and scoring criteria as well as inputs
  from the CPIC Team and the eGovernment,
  Cybersecurity and Telecommunications Teams.
• Remember in addition to preparing Exhibit 300 on
  any new or newly designated major system, keep in
  mind that agencies and staff offices will also
  need to submit appropriate USDA business case
  investment documentation which varies according
  stage in the lifecycle
• The Enablers Select Level Business Case documents
  that many of you worked on are an example
• Please check out http//www.ocio.usda.gov/irm/cap_
  plan/index.html for a new version of the CPIC
  Guide shortly

22
Q What is up with the Watchlist?

• A
• An investment is put on the Watchlist if it has
  a business case that does not meet security and
  overall scoring requirements established by OMB.
• 32 of our 51 Majors
• Some of this is explained because of our USDA
  Pre-Select process vs. OMB scoring all as Selects
• We just issued a new guidance memo to agencies
  for managing and remedying investments on the
  Watchlist including several action steps by May
  30th
• Project Planning information
• Name project manager and qualifications
• Plan for getting off the Watchlist

23
Q Are there new rules for Project Managers?How
does one get trained?

• A
• Yes
• All Major Investments, including Smart Choices
  for example, will have qualified Project Managers
• For USDA purposes, a qualified project manager
  is defined as
• Experience managing IT projects of similar size
  and scope, within 10 of the baseline cost,
  schedule, performance goals as the project to
  which currently assigned
• OR
• Project Management certification or equivalent to
  the Project Management Institute requirements
• AND
• The individual is dedicated full-time to the
  project
• Certification
• The next Project Managers course begins June 23rd
  and there is another one later in the summer.
• Contact Sandra Ginyard if interested at
  202-720-8478

24
Q How do agencies account for costs related to
the enablers in the Cost-Benefit Analysis of
their business case?

• A
• For investments that are making use of the
  enabling technologies, agencies should attempt to
  cost out only their share of connecting to the
  enterprise solution.
• If you are planning on utilizing our common
  hosting environment as we would expect most
  agencies to do, there will be a fee for service
  structure set up.
• If for unique business and technical reasons you
  are planning on hosting it yourself, you should
  cost out the hardware and software, as
  applicable, for the internal technology platform.
• Further guidance on this is forthcoming.

25
Q How has the I-TIPS Changed? And what the
heck is a Unique Identifier?

• A
• Version 5.8.6 has been released
• Were hoping it is better (we know it cant be
  worse)
• We know there will be glitches but the CPIC Team
  is here to help you work through these
• Part of our risk management strategy is to
  consider alternatives to I-TIPS
• The unique identifier is back and its growing.
  It is very important to OMB and to USDA. It was
  17 digits long but now has 6 additional digits to
  map to Federal Enterprise Architecture. It is
  also known as the Investment Unique ID Code and
  connects the 300s to the 53s.

26
Q Should EGWG members be involved? How can we
help?

• A
• The eGovernment Working Group (EGWG) members and
  the Steering Committees they chair are the
  primary conduit for communicating program
  activity at the agency level.
• EGWG members should meet with their IT Investment
  Portfolio Manager RIGHT NOW to understand the
  major milestones of the budget season. The EGWG
  member should also work with each IT Investment
  Project Manager to ensure consistency between
  budget documentation and the agencys eGovernment
  Tactical Plan.
• Not having a completed Tactical Plan will be
  problematic
• EGWG members should be working with Budget
  Officers and Administrators so they know what to
  put in IT budget requests and why it is
  important, versus just wish lists.
• The EGWG member should be involved in formulating
  the agencys overall budget document to reflect
  support of the Presidents Management Agenda in
  the area of Expanding Electronic Government and
  to ensure consistency with the eGovernment
  Tactical Plan.
• Agency E-Boards should be reviewing and making
  decisions on agency investments right now.

27
Q What, in your estimation, is OMBs sense of
how we are doing?

• A
• In short, much improved with much distance still
  to travel.
• OMB established an action plan for us last Fall
  with steps we must take in terms of PRA, GPEA,
  eGovernment Smart Choices, Enterprise
  Architecture, and Cybersecurity.
• OMB has recently requested all Departments
  document What Youll Be Proud Of in July 2004
  for all elements of the Presidents Management
  Agenda including Expanding eGovernment.
• This memo (handout) asks tough questions in terms
  of what are we going to turn off what
  investments are we going to stop making as we
  migrate to the Presidential Initiatives and
  enterprise solutions
• We are trying to make significant progress in all
  of these areas and they know this. They have
  been referring other agencies (ie., Interior,
  Transportation, EPA, Energy, etc.) to USDA as a
  model of eGovernment transformation efforts in
  line with the PMA.

28
Q How does this relate to the Integrated
eGovernment Reporting Process and Agency Tactical
Plans?

• A
• The Integrated eGovernment Reporting process is
  comprised of three components a data
  spreadsheet, GPEA Compliance Project Plans and an
  updated eGovernment Tactical Plan.
• The Integrated eGovernment Reporting components
  are already being used by OCIO in the review of
  1) IT waivers, 2) significant rulemakings, and 3)
  Paperwork Reduction Act approval requests.
• During the FY 2005 budget cycle, each agencys IT
  investments will be reviewed in light of the
  appropriate eGovernment Tactical Plans.
  Investments and budget items without a
  corresponding eGovernment citation in an agencys
  tactical plan will be questioned.

29
Q Need Help? Who ya gonna call?

• A
• CPIC and IT Budget Questions Dan Stoltz
• Enterprise Architecture Cindy Dickinson
• Project Management Training Sandra Ginyard
• ITIPS Eva Desiderio
• eGovernment Investment Questions Barbara LaCour
• Additional information including all the latest
  information/guidance can be found on our site
  http//www.ocio.usda.gov/irm/cap_plan/index.html

30
Agenda

• Welcome
• Capital Planning Process. Guest Speaker Dr.
  Gregory Parham
• QA
• Next Steps and Wrap-up

31
Questions and Answers
32
Agenda

• Welcome
• Capital Planning Process. Guest Speaker Dr.
  Gregory Parham
• QA
• Next Steps and Wrap-up

33
Next Steps

• Schedule your Integrated eGovernment Reporting
  meeting by calling Nancy Sternberg (720-6746) or
  emailing the eGovernment Mailbox
• eAuthentication meetings
• Look for a discussion of Presidential Initiatives
  at our next meeting
• Beginning to develop a repository re Usability
  studies of USDA sites or Federal Government sites
  and customer feedback results on attitudes
  towards the Web, Web usage, etc. If you have any
  materials that might be of use, please send to
  eGov Mailbox.
• Several Enablers meetings coming up
• eD/eL approach meeting for decision-makers
  (similar to eAuthentication) will be May 20th
  from 2-3 in S-107. Memo went out May 8th.
• Followup meetings thereafter on eDeployment
  capabilities, Digitop, and eLearning LMS