BUSINESS MANAGEMENT MODERNIZATION PROGRAM (BMMP)

DRAFT

BUSINESS MANAGEMENT MODERNIZATION PROGRAM

SYSTEM COMPLIANCE CERTIFICATION PROCESS

FOR

DOMAINS AND PROGRAM MANAGERS

May 18, 2004

BMMP System Compliance Certification Process

Table of Contents

1.0 Purpose....................................................................................................................1

2.0 References................................................................................................................1

3.0 Applicability and Scope...........................................................................................1

4.0 Definitions...............................................................................................................2

4.1 Architecture Criteria............................................................................................2

4.2 Acquisition Program............................................................................................2

4.3 Benefit to Cost Ratio (BCR)................................................................................2

4.4 Breakeven Point...................................................................................................3

4.5 Business Case......................................................................................................3

4.6 Business System..................................................................................................3

4.7 Comptroller Certification.....................................................................................3

4.8 Certification Decision Package............................................................................3

4.9 Compliance..........................................................................................................3

4.10 Domains...............................................................................................................3

4.10.1 Lead Domain...............................................................................................3

4.10.2 Partner Domain............................................................................................4

4.10.3 Domain Owner.............................................................................................4

4.11 Investment Program.............................................................................................4

4.12 Net Present Value (NPV).....................................................................................4

4.13 Planned obligation...............................................................................................4

4.14 Program Manager/Sponsor..................................................................................4

5.0 System Complaince certification Process................................................................4

5.1 Certification Review Process...............................................................................5

5.1.1 Assess..........................................................................................................5

5.1.1.1 Certification Trigger................................................................................5

5.1.1.2 Initiate Action to Certify..........................................................................5

5.1.1.3 Contact Lead Domain..............................................................................6

5.1.1.4 Certification Required?............................................................................6

5.1.1.5 End Certification Process........................................................................7

5.1.1.6 Identify Criteria/Procedures.....................................................................7

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5.1.1.7 Perform Self-Assessment.........................................................................8

5.1.1.8 Submit Self-Assessment for Evaluation..................................................8

5.1.2 Evaluate.......................................................................................................8

5.1.2.1 Review Submission for Completeness....................................................9

5.1.2.2 Evaluate Architecture Self-Assessment...................................................9

5.1.2.3 BEA/TP Compliant..................................................................................9

5.1.2.4 Propose Resolution Strategy....................................................................9

5.1.3 Decision.....................................................................................................10

5.1.3.1 Recommend Certification......................................................................10

5.1.3.2 End Certification Process......................................................................10

5.1.3.3 Prepare Certification Recommendation Package..................................11

5.1.3.4 Review Certification Recommendation Package..................................11

5.1.3.5 Complete Package.................................................................................11

5.1.3.6 Provide Certification Recommendation................................................11

5.1.3.7 Approved for Certification....................................................................12

5.1.3.8 End Certification Process......................................................................12

5.1.3.9 Sign Out Certification Memo................................................................12

5.2 Comliance Certification Documentation by Life CycLe Phase........................13

5.2.1 Evaluation objectives by Phase.................................................................13

5.2.1.1 Milestone A (or equivalent)...................................................................13

5.2.1.2 Milestone B (or equivalent)...................................................................13

5.2.1.3 Milestone C or Full Rate Production (or equivalent)............................13

5.2.2 Certification Requirements by Life Cycle Phase.......................................14

5.2.2.1 Pre-Milestone A Certification................................................................14

5.2.2.2 Milestone A Certification......................................................................14

5.2.2.3 Milestone A Certification Package........................................................14

a) Domain Compliance Certification Request Memorandum (Appendix B) 15

b) Comptroller Briefing Charts (Appendix C)...............................................15

c) Program/Initiative Compliance Certification Workbook (Appendix D)...15

5.2.2.4 Milestone B Certification......................................................................15

5.2.2.5 Milestone C or Full Rate Production (FRP) Certification.....................15

5.2.2.6 Program/initiatives in Sustainment........................................................16

6.0 Roles and Responsibilities.....................................................................................16

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6.1 Program Manager..............................................................................................16

6.2 Lead Domain.....................................................................................................16

6.3 Partner Domain(s)..............................................................................................16

6.4 Business Modernization and Systems Integration (BMSI) Office....................17

6.5 Under Secretary of Defense (Comptroller)........................................................17

6.6 Component Acquisition Executive:...................................................................17

6.7 Milestone Decision Authority (MDA)...............................................................17

6.8 Integrated Product Team (IPT)..........................................................................17

Appendix A: Acronyms.......................................................................................................1

Appendix B: Domain Compliance Certification Request Memorandum............................1

Appendix C: Comptroller Briefing......................................................................................1

Appendix D: Program/Initiative Compliance Certification Workbook...............................1

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1.0 PURPOSE

The Secretary of Defense established the Business Management Modernization Program (BMMP) to effect significant improvements in the Department of Defense (DoD) business operations and systems. Toward that end, the BMMP is developing and implementing an enterprise architecture that will prescribe how the Department’s business systems and processes will interact. The BMMP is comprised of the Business Modernization and Systems Integration (BMSI) office, the Business Domains, and the Enterprise Information Environment (EIE) Mission Area. As part of this effort the BMSI was tasked to establish a governance process to control business modernization investments.

The BMMP system compliance certification process is implemented in context of, and is consistent with DoDI 5000.2 in order to meet the public law requirements established in references (a) – (c), and improve collaboration among the Business Domain Owners and sponsors of modernization programs and initiatives. This document provides program managers and sponsors the guidance needed to obtain the Under Secretary of Defense (Comptroller) (USD(Comptroller)) certification.

2.0 REFERENCES

(a) Defense Appropriations Act of 2004, Public Law 108-87, Section 8084(b)(1)

(b) Defense Authorization Act of 2004, Public Law 108-132

(c) Defense Authorization Act of 2003, Public Law 107-314, Section 1004(d)

(d) Public Law 104-106, Clinger-Cohen Act of 1996, February 10, 1996.

(e) DoD Instruction 5000.2, Operation of the Defense Acquisition System, May 12, 2003

(f) DoD Policy Memorandum, Information Technology Portfolio Management, March 22, 2004.

DoD Policy Memorandum, Business Management Modernization Program – System Investment Approval, April xx, 2004

3.0 APPLICABILITY AND SCOPE

Congress mandated stricter oversight of the DoD financial management system investments. By law (references a-c) the USD(Comptroller) approval is required before obligation of funds for system improvements or milestone approvals of financial management automated information systems or mixed information systems supporting financial and non-financial functions.

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A key element for BMMP to successfully transform business processes is aggressive management of the business system investments. Since the scope of the BMMP includes many non-financial business systems, the Deputy Secretary of Defense directed all non-financial business systems shall satisfy the same requirements as those imposed by law on financial and mixed systems. Non-financial business systems include those systems supporting the Business Domains operations (Accounting and Finance, Acquisition, Human Resources Management, Installations and Environment, Logistics, and Strategic Planning and Budgeting). Each Business Domain Owner will determine if a non-financial system is business-related as part of its portfolio management responsibility.

Accordingly, the following categories of systems and system initiatives are covered by this guidance:

a) All new business system initiatives with projected pre-Milestone A (or equivalent) costs greater than $1,000,000.

b) All business systems in development, with program costs greater than $1,000,000 and requiring a Milestone A, Milestone B, Milestone C, Full Rate Production, or fielding decision, or requesting a change to approved functional or technical baselines. The costs greater than $1,000,000 are the total system investment through Full Rate Production; this includes all fiscal years and all appropriations.

c) All business systems in sustainment with obligations greater than $1,000,000 for upgrades or enhancements. The $1,000,000 threshold is the total annual investment needed to fund improvements to a system currently in production; this includes all appropriations. System improvements do not include the routine maintenance and operation of a system.

4.0 DEFINITIONS

4.1 ARCHITECTURE CRITERIA

The set of checks and examinations used to assess consistency with the Business Enterprise Architecture (BEA) and Transition Plan.

4.2 ACQUISITION PROGRAM

A directed, funded effort that provides a new, improved, or continuing materiel, weapon or information system or service capability in response to an approved need. (DODD 5000.1)

4.3 BENEFIT TO COST RATIO (BCR)

The BCR is a measurement of the benefits in relation to the costs. The BCR is calculated by dividing the discounted benefits by the discounted costs to develop the system. Except under exceptional circumstances, a BCR greater than 1.0 is required for the USD (Comptroller) certification.

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4.4 BREAKEVEN POINT

The Breakeven Point is the number of years required to recover the system investment. The Breakeven Point is calculated by subtracting the first year’s discounted savings from the cumulative discounted costs through that year. The residual costs are added to the second’s years discounted costs from which the second year’s discounted savings are subtracted. The number of years it takes to recover all cumulative costs is the Breakeven Point.

4.5 BUSINESS CASE

Documentation that provides economic justification for a planned obligation, e.g. Business Case Analysis (BCA), Economic Analysis (EA), IT300 budget exhibit.

4.6 BUSINESS SYSTEM

A budgetary, strategic planning, accounting, finance, financial management, logistics, acquisition, human resource, real property/personal property, mixed information system supporting financial and non-financial functions, or any information system that accepts or creates a transaction that results in a financial event or maintains the source data for a financial event for the Department of Defense.

4.7 COMPTROLLER CERTIFICATION

A signed decision memorandum from the USD(Comptroller) that a planned obligation has a sound business case and is either compliant with the Business Enterprise Architecture (BEA) and Transition plan, or has an approved strategy for resolving compliance issues.

4.8 CERTIFICATION DECISION PACKAGE

A decision memo and briefing charts recommending certification supported by a documented business case, compliance evaluation results, strategy for resolving compliance issues (if necessary), and proof of Federal Financial Management Integrity Act (FFMIA) certification.

4.9 COMPLIANCE

Functional alignment to the BEA and the Transition Plan (TP) based on an evaluation using established architecture criteria and consistency with the BMMP objectives.

4.10 DOMAINS

The Business Areas of the Department are divided into six Business Domains: Accounting and Finance, Acquisition, Human Resource Management, Logistics, Strategic Planning and Budgeting, and Installations and Environment. The Enterprise Information Environment (EIE) Mission Area is sometimes considered a seventh domain.

4.10.1 Lead Domain

Business Domain to which a business system is assigned for management oversight based on its primary function.

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4.10.2 Partner Domain

Business Domain(s) not identified as lead domain but with stakeholder interest in the functionality of a given business system.

4.10.3 Domain Owner

The individual responsible for leading the Business Domain’s transformation activities.

4.11 INVESTMENT PROGRAM

The investment program includes all funds Research Development Test and Evaluation (RDT&E), Procurement, Operation and Maintenance, Working Capital Fund (WCF), etc. used for the acquisition, enhancement, or improvement of a business system.

4.12 NET PRESENT VALUE (NPV)

The NPV is the net benefit of the system in terms of discounted dollars. The NPV is calculated by subtracting the discounted costs from the discounted benefits. A positive net present value is required for the USD (Comptroller) certification.

4.13 PLANNED OBLIGATION

A proposed release of funds to initiate, improve or sustain a business system or process.

4.14 PROGRAM MANAGER/SPONSOR

The designated program manager for an acquisition program or the proponent for a business program/initiative.

5.0 SYSTEM COMPLAINCE CERTIFICATION PROCESS

The BMMP system compliance certification process increases visibility of the Department’s investments in business systems modernization and satisfies statutory requirements associated with milestone approvals and system improvements of $1,000,000 or more in a fiscal year. The certification process ensures that proposed business systems improvements are justified based on architecture compliance, the business case, and other program factors. Specifically, the process provides a multi-level review process to assess whether a proposed improvement is compliant with the BMMP objectives and to develop strategies for resolving issues of non-compliance as prerequisites for USD (Comptroller) certification. The process tailors the scope of the assessment criteria and documentation requirements based on where an initiative/program is in its life cycle. Figure 1 depicts a high level view of the compliance certification process, which consists of three stages: assess, evaluate and decide. The process facilitates collaboration among lead and supporting organizations in each stage. The process flow is the same regardless of size the type of program/initiative (i.e., Major Automated Information System (MAIS) program, Non-MAIS program, or planned improvement to business system in sustainment) or life cycle phase except as noted in Section 5.1, Certification Review Process. Certification assessment criteria and documentation requirements may vary as described in Section 5.2, Compliance Certification Documentation by Life Cycle Phase.

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Figure 1

BMMP Compliance Certification Process

5.1 CERTIFICATION REVIEW PROCESS

5.1.1 Assess

The assessment stage, shown in Figure 2, includes the steps to initiate the certification through the evaluation of the BMMP objectives, as described in the following sections.

5.1.1.1 Certification Trigger

Once a system milestone or improvement, as identified in Section 3.0 is required, the program manager should initiate actions to certify. Recommend advance planning of the expected milestone decision review or required commitment date for obligating funds. For planning purposes, allocate 90 days to complete the compliance certification process beginning with initiate action to certify as described below.

5.1.1.2 Initiate Action to Certify

The program manager, in coordination with the Component Acquisition Executive (CAE) or equivalent, evaluates the program, obtains Component sponsorship, and determines BMMP compliance certification is required.

The BMMP Home Page, http://www.dod.mil/comptroller/bmmp/pages/index.html, provides general system compliance guidance and Business Domain point of contact(s).

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Lead Entity Project/Component Domain OUSD (Comptroller)

Support Entity Component Project/Component

OUSD (Comptroller)(BMSI)

Domain

Assess Evaluate DecideRequirementComplianceCertification

http://www.dod.mil/comptroller/bmmp/pages/index.html


5.1.1.3 Contact Lead Domain

The program manager shall notify the Lead Business Domain that BMMP compliance certification is required. This notification shall be made via signed memorandum and shall include the information identified in Table 1. Program Managers should info BMSI and partner domain(s) on the notification correspondence.

Domain Owner point(s) of contact(s) (POCs) are posted on the BMMP portal website, https://207.133.244.10/cgi-bin/bv70portal.dll/portal/ep/ home.do. The program manager should contact BMSI if the Lead Domain cannot be determined based on the posted guidance. In that situation, BMSI will work with the Business Domains to determine the lead and partner domain(s) and will inform the program manager. Thereafter, the program manager will coordinate certification activities with the Lead Business Domain.

Note that at any time during program execution, the Lead and/or Partner Domains may require interim certification actions. Requests for such certification actions fall outside of the scope of this process and will be managed under the purview of the requesting Domain.

Figure 2: BMMP Compliance Certification Process: Assessment and Evaluation Stages

5.1.1.4 Certification Required?

The Lead Domain, in coordination with Partner Domain(s), will review the certification request, verify the requirement to certify based on thresholds and criteria identified in Section 3.0, Applicability and Scope, and determine advocacy of the program/initiative to proceed with the compliance certification process.

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Evaluate Architecture

Self-Assessment

Propose Resolution Strategy

No

Yes

ASubmit Self-Assessment

for Evaluation

Review Submission for Completeness

Perform Architecture

Self-Assessment

Identify Criteria/

Procedures

Initiate Action to Certify

Contact Lead Domain

Certification Trigger

End Certification

Process

Certification required?

No

Yes

BEA/TP Compliant

5.1.1.2 5.1.1.35.1.1.1

5.1.1.45.1.1.6 5.1.1.7

5.1.1.8 5.12.1 5.1.2.25.1.2.3

A

A

5.1.1.5

5.1.2.4

https://207.133.244.10/cgi-bin/bv70portal.dll/portal/ep/%20home.do


Item Description

Program Title Formal Title for the Program/Initiative.

Program Acronym Program acronym.

Program Description A brief overview of the scope of the efforts associated with the program.

Component Sponsor Sponsoring Component (i.e., Army, Navy, Air Force, DLA, DFAS, etc.)

Program POC The individual within the program office responsible for data collection, documentation and representation of the program at certification reviews.

Milestone Decision Authority

Identify the Milestone Decision Authority responsible for the program/initiative and confirm they are in concurrence with the proposed certification request.

Required Date The date the program/initiative requires certification. Date will be established through negotiation between the Lead Domain and the Program POC. Under no circumstances will the required date be less than 45 days from the request date.

Acquisition Type MDAP, MAIS ACAT I, II, or III, or Non-MAIS

DOD IT Registry ID Information Technology Registry identifier number (if known)

Certification Event The current certification event (e.g., Milestone A, Milestone B, etc, or request for authority to operate).

Lead Domain Identification of Lead Domain

Partner Domains Identification of Partner Domain(s) with a stakeholder interest in the functionality of the program/initiative.

Related Programs The identification of known programs that are related programmatically, or impacted technically or operationally by the program/initiative.

Table 1

Compliance Certification Notification Elements

5.1.1.5 End Certification Process

Program/initiatives(s) not requiring compliance certification will be notified via memorandum that the Comptroller’s certification is not applicable and the program/initiative may proceed with acquisition activities without Compliance certification. Likewise, program/initiatives(s) that do not have the Lead/Partner Domains(s) advocacy for continuance will be notified that the Comptroller’s certification is not required. BMSI shall be copied on such correspondence.

5.1.1.6 Identify Criteria/Procedures

For program/initiative requiring the Comptroller certification, the Lead Domain, working in coordination with the Partner Domain(s), will provide the assessment procedures and applicable BMMP programmatic and architecture compliance criteria.

As part of this effort the Lead Domain will ensure that the Program Manager is aware of:

a) Requirements for coordinating evaluation feedback and reviews.

b) Comptroller programmatic, BEA, and Transition Plan compliance criteria and briefing charts.

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c) Lead/Partner Domain specific compliance criteria.

d) Supporting Documentation requirements.

The Comptroller briefing chart template is at Appendix C. The Comptroller compliance criteria is outlined in the certification workbook in Appendix D. The Comptroller briefing chart template and the Comptroller compliance certification workbook criteria are maintained by BMSI and can be accessed at https://207.133.244.10/cgi-bin/bv70 portal.dll/portal/ep/home.do.

5.1.1.7 Perform Self-Assessment

The Program Manager will assess how the program/initiative meets the BMMP compliance criteria. In addition, the Program Manager will provide supporting documentation on how the program/initiative meets the compliance criteria. Examples of supporting documentation include the life-cycle management documentation required by Department of Defense Instruction (DoDI) 5000.2, architectural documentation required by the Department of Defense Architecture Framework (DoDAF), and the IT Exhibit 300.

When approaching Milestone A, the program/initiative cannot “meet” all the compliance criteria. The Program Manager is to understand what’s expected at future milestones and demonstrate intent to comply. When the program/initiative reaches the next milestone, the compliance certification criteria will be reviewed and updated accordingly. Systems in sustainment requiring improvements will address all the compliance criteria, however, it’s recognized many sustainment systems will not meet the stringent compliance criteria.

If the program/initiative is non-compliance with any criteria, the Program Manager shall formulate a resolution strategy to resolve or mitigate the deficiencies. The Lead and Partner Domains will work with the Program Manager to develop mitigation plans. Sustainment systems that are planned for replacement may not be required to develop mitigation plans.

5.1.1.8 Submit Self-Assessment for Evaluation

The Program Manager shall assemble the BMMP compliance criteria, supporting documentation, any mitigation plans, and the Comptroller briefing charts and provide the original to the Lead Domain with copies to the Partner Domain. Upon receipt of the package the Lead Domain shall notify BMSI of the certification request and the estimated date BMSI will receive.

5.1.2 Evaluate

The evaluation stage of the BMMP Compliance Certification Process (Figure 2) focuses on the verification of the program/initiative self-assessment by the Lead and Partner Business Domains. This is a collaborative activity among Domain(s), Component(s), BMSI, and the Program Manager.

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https://207.133.244.10/cgi-bin/bv70%20portal.dll/portal/ep/home.do

https://207.133.244.10/cgi-bin/bv70%20portal.dll/portal/ep/home.do


5.1.2.1 Review Submission for Completeness

If the Lead and Partner Domain(s) determine that the documentation provided by the Program Manager is incomplete or insufficient to support a certification recommendation the Program Manager will be notified in writing. If the program initiative wishes to continue pursuit of certification they may reinitiate certification activities at the “Identify Certification Criteria/Procedures” process step.

BMSI shall be copied on correspondence returning the submission.

5.1.2.2 Evaluate Architecture Self-Assessment

The Lead Domain, in coordination with the Partner Domain(s) shall review and validate the program/initiative’s conformance with the BEA, Domain architectures, and Transition Plan compliance criteria for consistency with the BMMP’s objectives. During the course of this review the Domain(s) will work with the Program Manager to resolve architecture issues.

5.1.2.3 BEA/TP Compliant

The Lead Domain will facilitate a consensus among the Business Domains regarding compliance with the BEA and Transition Plan. This shall be a collaborative activity among Domain owners and the Program Manager. Issue resolution will leverage existing processes such as Integrated Process Teams (IPTs) or their equivalents.

During the Domain compliance deliberations, no program/initiative shall proceed further with the certification process until all issues are resolved.

Possible outcomes of their deliberations are:

Compliant – the program/initiative is compliant the BEA/Transition Plan and no compliance issues exist;

Non-Compliant - Viable Mitigation – the program/initiative is non-compliant, however the Domain(s) accept as mitigations exist to resolve identified issues;

Non Compliant – the Domain(s) will not support based on non-compliance with BEA/Domain architectures, transition plans, or unacceptable issue resolution and/or mitigations.

If the program/initiative is determined Non-Compliant the Program Manager will be notified in writing. If the Program Manager wishes to continue pursuit of certification they retain the option to reinitiate the certification request.

5.1.2.4 Propose Resolution Strategy

The Domain(s) will work with the Program Manager to document the resolution and related compliance schedule for program/initiative’s that are deemed Non-Compliant with a Viable Mitigation strategy.

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Figure 3: BMMP Compliance Certification Process: Certification Recommendation

5.1.3 Decision

The Decision phase of the BMMP Compliance Certification Review process (Figures 3 and 4) l addresses the Business Domains, BMSI, and the OSD (Comptroller) approval or disapproval of certification for a program/initiative.

5.1.3.1 Recommend Certification

The Domain portfolio management boards will make the certification recommendation upon review of the BEA/Domain architecture and Transition Plan compliance, as well as considering other factors such as the business case, other relevant program information, and other program/initiatives performing the same functionality. This is a collaborative activity among Domains and the Program Manager, as appropriate. Issue resolution will leverage existing processes such as Integrated Process Teams (IPTs) or their equivalents.


If the Lead Domain, in conjunction with partner Domains, determines that the program/initiative is not viable or does not meet the Department’s needs, the Program Manager will be notified in writing.

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AReview

Certification Recommendation

Package

Prepare Certification

Recommendation Package

B

Business Case

OtherProgramFactors

Complete Package?

Yes

No

Provide Certification

Recommendation

No

Yes

End Certification

Process

RecommendCertification?

MDAP/MAIS Only

5.1.3.15.1.3.3 5.1.3.4

5.1.3.55.1.3.6

5.1.3.2


5.1.3.3 Prepare Certification Recommendation Package

For those programs/initiatives deemed compliant or non-compliant with a viable mitigation, the Lead Domain will prepare and submit a certification package that justifies the recommendation. The package includes: a consolidated Lead and Partner Domain Compliance Certification Request Memorandum (Appendix B), Comptroller Briefing Charts (Appendix C), and Program/Initiative Compliance Certification Workbook (Appendix D).

5.1.3.4 Review Certification Recommendation Package

Upon final coordination and content concurrence between domains, the Lead Domain shall forward the certification package to the BMSI office at [email protected] for evaluation. Upon receipt BMSI will send a confirmation notice to the Lead Domain.

5.1.3.5 Complete Package

BMSI, working in consultation with the Domain(s) will review the certification package to ensure that it is complete, addresses cross-domain impacts, and supports the Department’s enterprise business objectives. Integral with the review, BMSI will evaluate submitted documentation to ensure that it is complete and sufficient to support a certification recommendation to the Comptroller. If deficiencies are identified BMSI will work through the Domain Compliance Lead to resolve identified issues. In the event BMSI and the Domain(s) are unable to resolve outstanding critical issues the program/initiative will be deemed non-compliant with the BMMP and the compliance certification process will be suspended and the Lead Domain will notify the Program Manager.

5.1.3.6 Provide Certification Recommendation

The outcome of the BMSI review shall be a BMSI Compliance Recommendation Memorandum requesting the Comptroller certify the program/initiative. This memorandum also serves to inform the Comptroller that BMSI has reviewed the program/initiative’s submission, coordinated with the Domain(s) and reviewed all pertinent documentation in rendering a compliance recommendation. Submission to the USD (Comptroller) will be via the office of the Department’s Deputy Chief Financial Officer (DCFO).

For Major Defense Acquisition Programs (MDAP) or Major Automated Information System (MAIS) initiatives the Lead Domain (supported by Partner Domain(s) and BMSI) shall brief the Integrated Product Team (IIPT) and Overarching Integrated Product Team (OIPT) on the BMMP Compliance Certification review findings and certification recommendation.

For MAIS and MDAP systems, BMSI will withhold submission for Comptroller certification approval until such time that the OIPT has made a determination to recommend the program proceed.

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mailto:[email protected]


5.1.3.7 Approved for Certification

Upon receipt of the recommendations, the DCFO shall perform a review of the BMSI/Domain recommendation to ensure all aspects of the program are vetted prior to Comptroller review. Identified issues will be resolved through BMSI, who will ensure requisite modifications are made to the Compliance Recommendation Package.

If approved, the DCFO will coordinate on the package and forward to the USD (Comptroller) for certification.

Figure 4: BMMP Compliance Certification Process: Comptroller Decision

The Comptroller will review the Compliance Recommendation package and make a decision based on BEA/TP compliance, viability of mitigation strategies, the viability of the business case, compliance and adherence with other Department requirements, and/or whether the program/initiative is in the best interest of the Department.


If the Comptroller determines not to certify the program/initiative, he/she will direct that a letter of Compliance Certification Denial be formulated. Certification denial correspondence will be addressed to the Lead Domain.

5.1.3.9 Sign Out Certification Memo

If the Comptroller confers compliance certification, he/she will sign the memorandum of Compliance Certification. Certification correspondence will be addressed to the Lead Domain.

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Authority to Obligate

Funds

B

No

YesApprove for

Certification?

Sign out Certification

Memo

End Certification

Process

SignedADM

Hold MilestoneReview

Coordinate ADM

MDAP/MAIS

Non-MDAP/MAIS

External Process Guidance

5.1.3.75.1.3.9

5.1.3.8


5.2 COMLIANCE CERTIFICATION DOCUMENTATION BY LIFE CYCLE PHASE

BMMP Program/initiative compliance reviews will vary depending on life-cycle phase. As programs progress, the amount and granularity of data available is enhanced. Consequently, as a program/initiative matures, the information to be evaluated will be expanded. In general, BMMP will strive to use the following criteria when assessing a program.

5.2.1 Evaluation objectives by Phase

5.2.1.1 Milestone A (or equivalent)

Has the program identified all its requisite functionality and mapped them in a compliant manner to the BEA?

Has the program/domain considered the investment in light of Portfolio Management goals and are these goals in consonance with the Department of Defense Business Enterprise Architecture goals?

Has a program been put in place to ensure the as built program/initiative is compliant with originally authorized goals (i.e., is there a validation program in place)?

5.2.1.2 Milestone B (or equivalent)

(Detail required by a production program/initiative requesting an investment program greater than $1M.)

a) Are programs architectural products aligned with the BMMP?

b) Are business rules compliant with the BMMP?

c) Are BMMP data standards enforced?

d) Have the program/initiative and Domain(s) considered the investment in light of Portfolio Management goals and are these goals in consonance with the Department of Defense Business Enterprise architecture goals?

e) Has a program been put in place to ensure the as built program/initiative is compliant with originally authorized goals (i.e., is there a validation program in place)?

5.2.1.3 Milestone C or Full Rate Production (or equivalent)

a) Do the architectural products remain aligned with the BMMP?

b) Do business rules remain compliant with the BMMP?

c) Have the Program/initiative and Domain(s) considered the investment in light of Portfolio Management goals and are these goals in consonance with the Department of Defense Business Enterprise Achitecture goals?

d) Have all BMMP functional requirements been validated as part of the test program?

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Table 2

Compliance Certification Supporting Documentation Requirements

5.2.2 Certification Requirements by Life Cycle Phase

5.2.2.1 Pre-Milestone A Certification

The compliance certification process must be executed for proposed initiatives that anticipate incurring investment costs of more than $1,000,000 prior to reaching a Milestone A decision point. The target goal of Pre-Milestone A activities is to ensure early program actions consider BMMP compliance requirements.

5.2.2.2 Milestone A Certification

Compliance certification efforts remain the same as those identified for Pre-Milestone A with the exception that the depth and breadth of required documentation is increased commensurate with the maturity of the program/initiative. Note that programs entering the acquisition process at Milestone A must provide all documentation normally associated with the Pre-Milestone A decision as well as unique documentation required to support the Milestone A decision.

An initiative approaching a Milestone A decision must obtain USD (Comptroller) certification prior to receiving an approval from the Milestone Decision Authority (MDA). At a minimum the program manager will:

a) Perform a Self-Assessment in accordance to the BMMP process (Appendix F).

b) Provide any ancillary documentation to support BMMP certification efforts as identified by the Domain, BMSI, or USD (Comptroller)

c) Generate a Business Case (Appendix G) that quantifies business investment. This analysis will identify the initiative’s Net Present Value, Benefit to Cost Ratio, and Breakeven Point.

d) Submit documentation in accordance with Table 2.

5.2.2.3 Milestone A Certification Package

For business modernization initiatives recommended for approval, a package will be prepared by the Lead Domain and submitted to the BMSI office for review. The Domain package will include a:

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Pre-Milestone A Milestone A Milestone B Full Rate Prod. Existing Initiative

ICD

AoA Plan

Briefing Charts

Program Self Assessment and Supporting Documentation

Business Case

IT 300 Exhibit

Briefing Charts


Business Case

IT 300 Exhibit

Briefing Charts


Business Case

IT 300 Exhibit

OT&E Results

FFMIA Assessment

Briefing Charts


Business Case

IT 300 Exhibit

Briefing Charts


a) Domain Compliance Certification Request Memorandum (Appendix B)

b) Comptroller Briefing Charts (Appendix C)

c) Program/Initiative Compliance Certification Workbook (Appendix D)

5.2.2.4 Milestone B Certification

An initiative approaching a Milestone B decision must re-certify their initiative prior to commencement of the milestone decision process. As such the documentation identified in Table 2 shall be provided. At a minimum the program shall:

a) Revalidate information submitted in support of the Milestone A decision.

b) Perform a BEA Self-Assessment in accordance with BMMP processes.

c) Provide any ancillary documentation to support BMMP certification efforts as identified by the Domain(s), BMSI, or USD (Comptroller).

Compliance certification efforts remain the same as those identified for Milestone A with the exception that the depth and breadth of required documentation is increased commensurate with the maturity of the program/initiative. Note that programs entering the acquisition process at Milestone B must provide all documentation normally associated with the Milestone A decision as well as unique documentation required for the Milestone B decision.

5.2.2.5 Milestone C or Full Rate Production (FRP) Certification

An initiative approaching a FRP decision must re-certify their initiative prior to commencement of the milestone decision process. As such the documentation identified in Table 2 will be provided. At a minimum the program shall:

a) Revalidate information submitted in support of the Milestone B decision.

b) Provide third party assessment of Federal Financial Management Integrity Act (FFMIA) compliance.

c) Update the BEA Self-Assessment to reflect any changes since Milestone B decision.

d) Provide any ancillary documentation to support BMMP certification efforts as identified by the Domain(s), BMSI, or USD (Comptroller).

Compliance certification efforts remain the same as those identified for Milestone B with the exception that the depth and breadth of required documentation is increased commensurate with the maturity of the program/initiative. In addition, the package submitted to BMSI will include the program’s third party assessment of compliance with FFMIA requirements.

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5.2.2.6 Program/initiatives in Sustainment

Operational business management program/initiatives that have an investment program over $1,000,000 are required to obtain USD (Comptroller) determination that the program is being managed in accordance with the BMMP prior to the obligation of funds. The process for this certification shall be the same as that identified for a new start initiative requesting a Milestone B decision.

6.0 ROLES AND RESPONSIBILITIES

6.1 PROGRAM MANAGER

During the course of program development and execution the Program Manager shall ensure that all program activities are compliant with BMMP guidance. In the event that a program deviates from approved certifications/determinations, the PM shall immediately document the deviation from the approved baseline and submit changes for review and approval in accordance with the instructions contained in this guide. In no event shall deviant program activities be pursued prior to Comptroller approval.

Prior to entering into program activities the Program Manager shall initiate actions required to obtain Domain approval and Comptroller certification in accordance with the compliance certification process.

6.2 LEAD DOMAIN

The domain to which a business program/initiative is assigned for functional oversight based on its primary function is the Lead Domain. Acting as the governance authority for the specific DoD business area, the Lead Domain shall:

a) Perform program/initiative reviews, develop mitigation strategies, and recommend initiative funding.

b) Enforce compliance with the BMMP.

c) Coordinate activity for all Partner Domain evaluations.

d) Generate coordinated Domain Decision package requesting Compliance Certification Approval from OSD (Comptroller).

e) Provide input to Configuration Control Board /Architecture Review Board processes for changes needed to the BEA.

f) Monitor program/initiative implementation progress.

6.3 PARTNER DOMAIN(S)

A Partner Domain is a domain with stakeholder interest in a program/initiative based on the other functionality performed. Acting as the governance authority for the specific DoD business area, the Partner Domain(s) shall:

g) Enforce compliance with the BMMP.

h) Provide input to Configuration Control Board /Architecture Review Board processes for changes needed to the BEA.

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i) Perform program/initiative reviews and coordinate mitigation strategies and initiative funding.

j) Monitor program/initiative implementation progress.

6.4 BUSINESS MODERNIZATION AND SYSTEMS INTEGRATION (BMSI) OFFICE

As the office of responsible for the development and maintenance of the BEA the BMSI office shall:

a) Review program/initiative initiative packages and acquisition strategies to ensure proposed activities are consistent with the Department’s and BMMP's objectives.

b) Assist with coordination of cross domain issues.

c) Participate in the Integrated Product Team structure established under the DoD 5000-series.

d) Prepare USD (Comptroller) certification approval packages.

e) Participate in the Configuration Control Board /Architecture Review Board process for changes to the architecture.

f) Maintain archival of Certification inputs and actions.

6.5 Under Secretary of Defense (Comptroller)

As the designated DoD official responsible for BEA certification the Comptroller shall review the approval package for compliance with the BMMP. Upon approval the comptroller will issue a certification memorandum.

6.6 COMPONENT ACQUISITION EXECUTIVE (CAE):

DoD CAE, the Head of Contracting Activity (HCA) (for those DoD Components without a CAE), or such designated officials in each Service/Agency as identified by the CAE or HCA.

6.7 MILESTONE DECISION AUTHORITY (MDA).

Designated individual with responsibility to determine a program is ready to proceed to the next life-cycle stage.

6.8 INTEGRATED PRODUCT TEAM (IPT).

Facilitates program communication and issue resolution, and supports the MDA, for ACAT I and IA programs. Includes Integrating IPTs (IIPT) and Overarching IPTs (OIPT).

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APPENDIX A: ACRONYMS

ACAT Acquisition Category

AoA Analysis of Alternatives

BCA Business Case Analysis

BCR Benefit to Cost Ratio

BEA Business Enterprise Architecture

BMMP Business Management Modernization Program

BMSI Business Modernization & Systems Integration

CAE Component Acquisition Executive

DCFO Deputy Chief Financial Officer

DoD Department of Defense

DoDAF Department of Defense Architecture Framework

DoDD Department of Defense Directive

DoDI Department of Defense Instruction

EA Economic Analysis

EIE Enterprise Information Environment

FFMIA Federal Financial Management Integrity Act

FRP Full Rate Production

ICD Initial Capabilities Document

IPT Integrated Product Team

MAIS Major Automated Information System

MDA Milestone Decision Authority

MDAP Major Defense Acquisition Program

NPV Net Present Value

OIPT Overarching Integrated Product Team

OUDE Office of the Undersecretary of Defense

PM Program Manager

POC Point of Contact

RDT&E Research Development Test & Evaluation

TP Transition Plan

USD Under Secretary of Defense

WCF Working Capital Fund

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APPENDIX B: DOMAIN COMPLIANCE CERTIFICATION REQUEST MEMORANDUM

Requesting Domain Header

Date

MEMORANDUM FOR DIRECTOR, BUSINESS MODERNIZATION AND SYSTEMS INTEGRATION

SUBJECT: Business Management Modernization Program (BMMP) System Investment Approval for the {Program/Initiative Title}

The {Lead Domain} requests the Under Secretary of Defense (Comptroller) (USD(C)) provide BMMP system investment approval for the {Program/Initiative Title and Acronym} in accordance with Section 8084 of the Department of Defense Appropriations Act, 2004 and Section 1004 of the Bob Stump National Defense Authorization Act, 2003. The program is currently approaching {milestone x or decision review} on {date}.

The {program/initiative} supports the Department by providing (short description of the program and its scope and how it supports Department initiatives or fixes problems/deficiencies).

My staff, working in coordination with the {Partner Domain(s)}, reviewed all aspects of the program for compliance with BMMP goals and objectives and determined that the {program/initiative} [{is fully compliant with the BMMP} or {is substantially compliant with the BMMP and resolution strategies are in place to mitigate risk}}. {Support the preceding sentence with statements regarding: (1) Compliance with the architecture and transition plan; (2) Compliance with, or plan for compliance with, the Federal Financial Management Information Act (FFMIA); and (3) Program/initiative economic analysis that support the proposed investment.} A synopsis of our evaluation and the USD(C) briefing charts are attached.

In order to proceed with scheduled program execution, request USD(C) BMMP certification and the authority to [{proceed with milestone x} or {obligate funds in the amount of $XXX,XXXm.}]

The point of contact for this action is {Name}, {Office}. {He/She} may be reached by e-mail at {email address} or by telephone at {phone number}.

Attachments:

As Stated

Coordination Sheet (with Partner Domain(s) coordination)

cc: Partner Domain(s)

Program Manager

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mailto:[email protected]


APPENDIX C: COMPTROLLER BRIEFING

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APPENDIX D: PROGRAM/INITIATIVE COMPLIANCE CERTIFICATION WORKBOOK

Item # System Identification Criteria Description Program Domain

1 What is the Program/Initiative Title? Formal Title for the Program/Initiative (System Name in the DoD IT Registry). Originate Validate2 What is the Program/Initiative Acronym? Commonly used Program/Initiative acronym. Originate Validate3 What is the DoD IT Registry Number? NII IT Registry identifier number. Originate Validate4 What is the ITMA number? Information Technology Management Application Number - identifies the

program/initiative in the ITMA; which contains the IT budgets. Multiple systems (if part of the same initiative) may have the same ITMA number\.

Originate Validate

5 What is the scope of the Program/Initiative? A brief overview of the scope of the efforts associated with the program. Originate Validate6 Who is the Component Sponsor? Sponsoring Component (i.e., Army, Navy, Air Force, DLA, DFAS…). Originate Validate7 Who is the Program Manager? Name, Office, phone number, and email address of the Program Manager. Originate Validate8 Who is the MDA? Identify the Milestone Decision Authority responsible for the Program/Initiative

(Name, Office, phone number, and email address) and confirm they are in concurrence with the certification request. The MDA for MAIS programs is the DoD CIO; the Component CIO may serve as the MDA for non-MAIS programs.

Originate Validate

9 What is the Required Date? The date the program requires certification. Date established through negotiation between the Lead Domain and the Program Manager. XX days required for BMSI and OSD(C) actions.

Originate Validate

10 What is the Acquisition Type? MAIS,MDAP, ACAT I, II, or III, or Non-MAIS Originate Validate11 What event requires Certification? The current Milestone event (e.g., Milestone A, Milestone B…) or request for

authority to obligate.Originate Validate

12 Who is the Lead Domain? Identification of Lead Domain. The Domain to which a business system is assigned for management oversight based on its primary function.

Originate Validate

13 Who are the Partner Domains? Identification of Partner Domain(s). The Domain(s) not identified as lead domain but maintaining stakeholder interest in the functionality of the program/initiative. Originate

14 Who are the users and how many are there? Identification of the user base of the Program/Initiative and estimated number of users. Users are people who actually use the Program/Initiative's functionality in the performance of their business operations (e.g., DoD Component's, DoD Agencies, War fighters, Retirees, Survivors, Reserves (National Guard), Vendors, Congress, other Federal Agencies, State or Local government entities).

Originate Validate

*Source: PM = Program Manager; Domain = Business Domain

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Item #

DoD Business Management Modernization Criteria

Description Program Domain

15 What are the System Capabilities (Entities and Functions)

Identification of those System Entities (capability categories) and Functions (capabilities) to be performed by the subject Program/Initiative. Classification will be through the selection of all applicable BEA capabilities identified in the workbook pick list. In those instances where a Program/Initiative's functionality is not referenced by the standard list the program manager may identify the discrete function under the entry "Other". Additions and changes will be aligned to the FEA via the BEA SCR process.

Originate Validate

16 What is the Program/Initiative Schedule and is it consistent with the Domain(s) transition plan?

Provide the Initial Operating Capability (IOC) / Full Operating Capability (FOC) dates by increment/phase and validation these dates are consistent with the Business Domain's Transition Plan.

Originate Validate

17 Is the Program/Initiative aligned to Business Rules & conforming to applicable Policies, Laws, Regulations (Controls)?

Program/Initiative is compliant with the BEA Business Rules and Regulations as attested by the Business Domain.

Originate Validate

18 Is the Program/Initiative Economically Sound? Supported by documented business case (e.g., Economic Analysis) and Analysis of Alternatives (AoA) when required. Business case verified by PA&E for MAIS programs or the MDA for non-MAIS programs.

Originate Validate

19 Is the Program/Initiative fully funded through the FYDP?

Provide documentation to support that the Program/Initiative is funded throughout the lifecycle. In years with a funding shortfall provide a mitigation plan to address the funding shortfalls.

Originate Validate

20 Is the Program/Initiative compliant with the BMMP Technical direction?

Program/Initiative meets the Department's technical standards as attested by NII for MAIS programs or the MDA for non-MAIS programs.

Originate Validate

21 Is the Program/Initiative DITSCAP Compliant? Program/initiative is compliant with appropriate DITSCAP phase as attested by the certifying authority (Component CIO).

Originate Validate

22 Is Program Initiative Compliant with the Clinger-Cohen Act (CCA)?

Program/initiative is CCA compliant as attested by the certifying CIO authority.Originate Validate

23 Is Program/Initiative Federal Financial Management Improvement Act (FFMIA) Compliant?

If pre-Milestone C, FFMIA requirements are identified and compliance actions incorporated into program specifications, schedules, and test plans.If requesting Milestone C, the program/initiative is FFMIA compliant as attested by an independent third-party.

Originate Validate

24 What are the Program/Initiative Dependencies?

24a Are there programmatic/technical dependencies?

Identify dependencies on other Programs/Initiatives (e.g., that will sunset this program or require upgrades/enhancements) and the potential impact on cost, schedule, or performance if not accomplished on schedule. Identify Programs/Initiatives this program will sunset or program functionality/modules this program will eliminate. Additionally, identify any technical issue that has a strong likelihood of impacting Program/Initiative execution. For each issue provide a recommended resolution.

Originate Validate

24b Are the system interfaces identified and programmatically aligned?

Identify the interfaces and validate that the interfaces development/modification are funded and will meet the schedule.

Originate Validate

24c Are any receiving interfaces from a critical feeder system and required to meet BEA Increment one objectives?

Validate that critical feeder system(s) is FFMIA compliant. Originate Validate

25 Is the program/initiative required to meet BEA Increment one objectives?

Identify BEA increment objective(s) satisfied.Originate Validate

*Source: PM = Program Manager; Domain = Business Domain

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BUSINESS MANAGEMENT MODERNIZATION PROGRAM (BMMP)

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