Electronic Capital Planning and Investment Control (eCPIC) Business Use Case May 2014 1.

Electronic Capital Planning and Investment Control (eCPIC)

Business Use CaseMay 2014

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Table of Contents Overview Solutions for Meeting CPIC Process Challenges

Pre-Select Select Control Evaluate

Implementation Support

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Using eCPIC to support Agency CPIC processes

Overview:– To support the broader use of eCPIC by FESCOM agencies, the eCPIC PMO has

developed a business use case to demonstrate how the eCPIC tool can support agency internal governance, CPIC process requirements, and organizational IT portfolio management.

Purpose:– The purpose of this business use case is to demonstrate how eCPIC can be leveraged

to support agency IT portfolio management processes, with specific focus on the traditional CPIC phases of Pre-Select, Select, Control, and Evaluate.

Objective:– The objective is to provide agency examples of how specific eCPIC functionality can

be utilized to improve agency CPIC processes across the full life cycle.

eCPIC Functionality IntegrationO

bje

ctiv

eS

amp

le

Ag

ency

Act

ivit

ies

Assess value of new initiative and how it fits into the overall IT portfolio .

1. Submitting New Proposals

2. Reviewing Proposals

Annual prioritization of investments in portfolio to address changing strategic needs and delivery constraints.

1. Submitting Requests for Funding

2. Updating Business Cases

3. Business Case Scoring4. Preparing for Budget

Hearings

Ongoing monitoring of investments to assess whether mechanisms are in place to deliver intended benefits.

1. Monthly CIO Assessment

2. Monthly IT Dashboard Updates

3. Quarterly Performance Reviews

Deep dive assessment to determine whether intended benefits (value) are achieved or are on-track to be achieved.

1. Operational Analysis2. Post-Implementation

Review3. Annual Portfolio Review4. PortfolioStat

Pre-SelectPre-Select SelectSelect ControlControl EvaluateEvaluate1 42 3

eCP

IC

Fu

nct

ion

alit

y

Custom Processes/Data Fields

EDX Reporting Dependency Mapper Automated Workflows

EDX Reporting Custom Processes/Data

Fields Portfolio Graphing Scoring Consolidated Business

Cases

EDX Reporting Scoring Custom Processes/Data

Fields Earned Value Management Resource Library PBCRs

Custom Processes/Data Fields

EDX Reporting Portfolio Dashboards Scoring


Pre-Select Project Proposal Submission Managing and Documenting New Proposals

Select Control Evaluate


Pre-Select: Analyzing New IT Investment Options

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How can eCPIC enhance your Pre-Select process? Provide business leaders a mechanism to submit investment proposals based upon standard approved templates,

customizable to meet an agency’s specific requirements. Normalize data entry from the beginning of the investment lifecycle for use through future CPIC phases. Control the flow of tasks to monitor progress so that nothing is overlooked or lost in the process. Generate audience-specific reports through EDX templates that can instantly provide analytics and pertinent

information formatted to meet your agency’s needs.

ObjectiveAssess value of new

initiative and how it fits into the overall IT portfolio.

Pre-SelectPre-Select SelectSelect ControlControl EvaluateEvaluate1

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Project Proposal Submission

Agency Challenge:

Centralizing where and standardizing how new proposals for IT Projects are submitted for funding consideration.

eCPIC Solution: Agencies can define the information that all new IT projects must provide to ensure a thorough review can be

conducted. Requirements can be built out as custom fields within eCPIC. These custom fields can be organized into a unique

process that users can access to input their proposal data. Project proposal information is stored in a central location, and all users will have access to identify the essential

elements required to move their proposal forward for review. The Dependency Mapper tool can help proposal submitters illustrate how their proposal will affect other

investments within the agency.

Table of Contents

Pre-SelectPre-Select SelectSelect ControlControl EvaluateEvaluate

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Dependency Mapper The Dependency Mapper functionality allows investment and project managers to define the inter-dependencies

that exist between investments both internal and external to the agency. Fields are provided to define the dependency, as well as a visualization tool that maps out the investment

relationships.


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Managing and Documenting New Proposals

Agency Challenge:

Ensuring that all new proposals are reviewed by the OCIO and feedback is returned to the proposal submitter.

eCPIC Solution: Moving tasks through eCPIC is simplified and streamlined through the use of triggers, workflows, and event

subscriptions. Users can be notified when certain events occur, and even be instructed on the next task that is required in the

process. Administrators can audit these workflows to determine what step the users are currently on to ensure that

nothing is overlooked or lost through the course of the review process.

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Automated Workflows Automated workflows can help users and administrators manage tasks required to complete CPIC processes. Workflows notify users via email when they have been assigned a new task in the defined process. System

administrators can define the triggers that are used to commence a workflow, or they can manually execute the workflow themselves.

At NGA, for example, workflows are set up to automate their business case scoring process. When a business case is ready to be scored, a notification is sent out to all of the users who are responsible for scoring. When they have finished, the scorers certify the task as completed, moving the process along to the next step.



Pre-Select Select

Funding Request Submission Updating Business Cases Investment Scoring Preparing for Budget Hearings

Control Evaluate


How can eCPIC enhance your Select process? Provide a standardized template for submitting funding requests and updating business cases. Control access to certain data fields for specific users. Notify users of new tasks and activities assigned to them throughout the system. Create custom scorecards and scoresheets that can accommodate a variety of different scoring strategies. Export all data fields and scoring fields to custom templates that can be used for data analytics, presentations to

leadership, or budget hearings. Bulk import of approved funding data.

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Select: Finalizing Components of the IT Portfolio

ObjectiveAnnual prioritization of

investments in portfolio to address changing strategic

needs and delivery constraints.


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Funding Request Submission

Agency Challenge:

Providing system owners and project managers a central location and standard template for submitting yearly funding requests.

eCPIC Solution: Build custom templates that can easily be used for submissions and data calls. Custom fields allow agencies the flexibility to adhere to internal requirements, as well as meeting the

requirements of OMB. All custom fields can be included in standard eCPIC reports and EDX reporting. The workflow capability can help investment owners manage the tasks required to complete the submission of a

funding request.

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USACE IT Funding Request The USACE IT Funding Request is a custom process that allows users to request funding for the current budget

cycle. The process also allows users to request additional funding beyond their current appropriations and provide

justification for those funds.


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EPA 100 The EPA 100 is a custom process that allows investment or project managers to submit their budgetary resource

needs for the budget year for new and existing investments. The process allows new proposals to be defined and funding levels to be proposed in preparation for the

upcoming year’s budget cycle.


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Updating Business Cases

Agency Challenge:

Allowing system owners and project managers to access the information from prior year funding justifications and update this justification for the upcoming funding request.

eCPIC Solution: Agencies can utilize OMB required fields and their own custom fields to create a business case template that can

be updated for the Select process, then revisited throughout the year as necessary. Access control capabilities in eCPIC allow agency administrators to control how users view the information to

preserve data integrity. The EDX import functionality provides the capability to make bulk updates to data across multiple investments.

This can be utilized for almost every data field in eCPIC, including the Lifecycle Costs table. Consolidated Business Cases allow for agencies to roll data up from child investments to parent investments to

easily consolidate data for submission.

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NASA Summary Investment Business Case (SIBC) The NASA SIBC Process is used to roll up financial and analytical data from child investments into the Ex. 53 and Ex.

300. It is used to pull in IT information from disparate program offices across the agency to a centralized location, and to

aid in the process of categorizing commodity IT.


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HUD Funding EDX Template The HUD Funding EDX Template is used to first export the Life Cycle Cost and Funding Source numbers into MS

Excel, then import the updated numbers back into eCPIC for all major and non-major investments. It also contains a comparison tab that will show any discrepancies between the two tables for any given

investment.


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Consolidated Business Cases Consolidated Business Cases (CBC) provide the capability to establish parent/child relationships between

investments to help manage the structure of the agency IT portfolio. Data is automatically or manually rolled up from child investments to parent investments based upon the data that

is being edited. CBC functionality allows for streamlined investment editing and can ultimately make it easier for agencies to

manage the data of their investments and construct an effective business case.


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Investment Scoring

Agency Challenge:

Centralizing scorecards and score sheets in a single location, and controlling access to scoring fields based on scorer expertise.

eCPIC Solution: eCPIC has several capabilities to accommodate both basic and advanced scoring methodologies: Within the Scoring Module, administrators can create custom scorecards and scoresheets for basic scoring

activities. These scorecards can then be accessed while in the Investments Module to allow users to view the data that they are scoring at the same time.

For more advanced scoring, a custom scoring process can be built directly into the Investments Module. This approach allows for more control over access to scoring fields, but limits the reporting to the EDX export functionality.

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Business Case Scoring Process One FESCOM agency utilizes a Business Case Scoring Process that is a set of custom processes allowing subject

matter experts in multiple different areas to access and score an investment business case. A set of EDX reports is then run off of the responses to provide an overall scoring summary of the investment.


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USACE IT Investment Evaluation Scorecard The USACE IT Investment Evaluation Scorecard is a custom process that provides a template for scoring an

investment based on a large set of criteria and categories. The process includes all of the pertinent background information on the requirement, required documents, and

scoring criteria.


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Preparing for Budget Hearings

Agency Challenge:

Presenting the necessary analytics and justification in a professional way to make a strong argument for the proposed portfolio and funding levels to governance boards and senior leadership.

eCPIC Solution: EDX reporting capabilities allow users to produce tailored, formatted, and reproducible reports quickly and easily

for all items in the IT portfolio. EDX can be leveraged for all data fields in eCPIC, including all custom fields that agencies define.

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DOC Exhibit 53 Analysis Report The DOC Exhibit 53 Analysis Report is an EDX report that is run off the full portfolio of IT investments. It provides

analytics in the form of charts and tables to allow senior leadership and governance boards to make decisions on the composition of the portfolio.



Pre-Select Select Control

Developing CIO Ratings Managing Baseline Changes Quarterly Performance Reviews

Evaluate Implementation Support

Control: Monitoring Investment Health

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How can eCPIC enhance your Control process? Provide custom views of monthly update data for enhanced CIO assessment capabilities. Maintain the current performance information for all investments. Manage baseline changes to the Federal IT Dashboard. Assist with the periodic performance reviews of the IT portfolio. Prepare materials for TechStats and/or corrective action planning sessions.


ObjectiveOngoing monitoring of investments to assess

whether mechanisms are in place to deliver

intended benefits.

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Developing CIO Ratings

Agency Challenge:

Creating an informative, repeatable assessment process for determining the CIO’s monthly rating of investment health.

eCPIC Solution: Using a combination of the monthly fields that are updated by project managers and agency-defined fields,

administrators can set up a custom process for assessors to view all pertinent investment data and provide an informed rating.

The Project Summary capability provides an in-depth calculation of EVM factors for easily assessing project health. Multiple assessors can view and score an investment without interfering with each other’s work using the access

control capabilities in eCPIC.

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OPM Self-Assessment The OPM Self-Assessment process is a set of questions built out in eCPIC for project managers to provide a

monthly assessment of project health to the CIO for review. The process includes the five OMB assessment factors for the CIO rating, as well as seven OPM-specific factors

defined by the CIO.


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GSA Control Review Scorecard The GSA Control Review Scorecard is a custom process that is used to make recommendations on investment

health to the CIO for the monthly update. It utilizes custom GSA fields that populate an EDX report. Calculations built into the report determine the

recommended rating.


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Managing Baseline Changes

Agency Challenge:

Controlling changes in project or system baselines to manage performance over time.

eCPIC Solution: The Performance Baseline Change Request (PBCR) functionality allows administrators to choose which fields in the

Project Activities table are editable, and they can require project managers to submit a request for changes to any other field.

There are built-in triggers and workflows surrounding the PBCR process in eCPIC that will notify users and administrators when they have received a new task in the process.

Investment revisions allow administrators to save a read-only copy of the investment to compare against future versions.

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Performance Baseline Change Request (PBCR) Process The PBCR Process is a control mechanism for agencies to manage changes to the Project Activities table in eCPIC. PBCRs allow users to submit proposed changes to administrators with justifications that can be exported and

presented to leadership for approval. At most agencies, PBCRs fit into a larger Baseline Management process. At OPM, for example, all proposed

changes from a PBCR are rigorously reviewed and compared against official BCR forms and data in the Primavera system.


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Quarterly Performance Reviews

Agency Challenge:

Obtain the necessary information from investment and project teams to perform an informed evaluation of quarterly investment/project performance.

eCPIC Solution: The annual and monthly investment data required by OMB for submission to the IT Dashboard provides a strong

foundation for a quarterly control review, and the system has the capability to quickly and easily export this data in a meaningful way using the EDX functionality.

Agencies can define their own data fields specifically for control reviews to supplement the data already provided in the Ex. 300B.

Custom processes for scoring and the Scoring Module allow for an investment evaluation to be performed directly in the system to maintain a central location for all control activities.

The Resource Library can be utilized for storing documents required for quarterly evaluation of investment or project performance.

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DOC Action Flag Report The DOC Action Flag Report is a custom EDX report that leverages existing Ex. 300 data to inform Investment

Managers of any issues with investment performance. These reports can be used for Quarterly Control Reviews and/or Monthly CIO Rating Evaluations.


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Quarterly Control Review Process One FESCOM agency has implemented a Quarterly Control Review Process in the investments module for use by

investment managers as a place to input data for the OCIO to perform a quarterly review to determine the health of the investment.

The process requires much more detailed investment data than the basic information provided to OMB in the Ex. 300, and can be performed on all major or non-major investments in the portfolio.


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Resource Library The eCPIC Resource Library is a document repository with a customizable structure for agencies to use for storing

investment and project level artifacts required for reviews or submissions. The structure can be built as basic or as complex as is required to meet an agency’s needs. It can be utilized across

many eCPIC processes.




Operational Analysis/Post-Implementation Review Annual Portfolio Review PortfolioStat


Evaluate: Value Assessment of the IT Portfolio

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How can eCPIC enhance your Evaluate process? Maintain custom processes for data gathering and analysis to assist with Post-Implementation Reviews (PIR),

Operational Analyses, and PortfolioStat sessions. Allow agencies to revise investments to compare end results against initial objectives and goals, and to compare

year-to-year performance across the IT portfolio. Extract data across a variety of data fields to produce annual reports for analysis on the overall value achieved

from the portfolio.

ObjectiveDeep dive assessment to

determine whether intended benefits (value) are achieved or are on-

track to be achieved.


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Operational Analysis/Post-Implementation Review

Agency Challenge:

Provide a centralized template for project and investment teams to perform Operational Analyses (OA) and/or Post-Implementation Reviews (PIR), as well as notify teams when these tasks need to be performed.

eCPIC Solution: Custom processes in eCPIC allow for the creation of templates that can be accessed by any number of users across

the user community. Custom fields can be created to drive the direction of the analysis or review, and OMB-defined fields can be added

to the process as read-only to provide background information as a baseline. Setting up workflows can allow administrators to alert project and investment managers that it is time to begin

their OA or PIR process.

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HUD Operational Analysis Process The HUD Operational Analysis is a custom process used to collect operational system data for a bi-annual review or

system performance. The template allows HUD to control where and what information is collected about each system depending on the

requirements that have been laid out by the CIO.


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Post-Implementation Review (PIR) Process One FESCOM agency has implemented a Post-Implementation Review as a custom process used for collecting data

for reviewing recently completed projects. It provides a standard template for all PIRs to fully analyze the value and benefits gained from the successful

completion of a project.


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Annual Portfolio Review

Agency Challenge:

Assessing the overall value and health of the IT Portfolio on an annual basis.

eCPIC Solution: EDX export capabilities allow for the compilation of many different data fields into a single, portfolio level analysis

report. Many of the fields already defined in eCPIC can provide the foundation for this level of analysis, and agencies can

add additional levels of analysis that are required at their agency by utilizing the custom fields capability. This type of report can provide the portfolio-level view that governance boards and senior leadership need to

make decisions going into the next fiscal year budget cycle. Portfolio revisions allow for saving a read-only copy of investment data. This allows administrators to compare end

year results to the goals set at the beginning of the year. It also allows for year-to-year comparisons of investment and portfolio performance.

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CARB Report The Cost, Alignment, Risk, and Benefit (CARB) Report is an EDX report that provides a portfolio level analysis of

investments on those four areas. This report leverages existing Ex. 300 and Ex. 53 information to provide a thorough analysis for an executive level

audience.


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PortfolioStat

Agency Challenge:

Centralizing data collection efforts, producing useful analysis, and providing materials for convening the PortfolioStat session.

eCPIC Solution: Custom fields and processes can be utilized to have eCPIC serve as the database for all information on commodity

IT services across the IT portfolio. Disparate repositories for system information can make the data gathering for this process difficult. eCPIC can help bring that information into a central location.

EDX can be utilized to export the data to excel and organize it into usable charts and tables. EDX can also be used to export portfolio level reports of the data for use as supplemental materials during the

PortfolioStat sessions.

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DOJ Custom Process for PortfolioStat DOJ has implemented a custom process designed to collect the data required to facilitate the PortfolioStat session,

and provide some analytics in the form of EDX reports. DOJ also uses the EDX functionality to import data back into eCPIC to ease the data entry process for users.



The PMO has two main options to support agencies with implementation:

1. Technical Service Support Technical Service hours can be utilized to help agencies strategize and implement the

solutions outlined in this presentation into agency environments. Hours can also be used to enhance current processes in eCPIC, such as implementing

workflows, developing EDX reports, etc.

2. eCPIC Help Desk If you have questions about any of the use case examples presented in this guide,

please feel free to reach out to the Help Desk. Contact the Help Desk to discuss potential Tech Services projects, or to begin the

process for requesting a LOE for a specific task. The Help Desk can be reached by calling 202-508-6577 or emailing [email protected].

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Electronic Capital Planning and Investment Control (eCPIC) Business Use Case May 2014 1.

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Transcript of Electronic Capital Planning and Investment Control (eCPIC) Business Use Case May 2014 1.