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NARRATOR: Welcome to CMS IT Governance Training - Target Life Cycle Overview.

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NARRATOR: Three years ago, the CMS IT investment group began an epic task to revise the very comprehensive IT governance process that had been in use here for 10 years. We wanted a new process.

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NARRATOR: That would be better adapted to some of the newer Systems Development Life Cycle Methodologies.

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NARRATOR: That are now in widespread use. The Target Life Cycle or TLC is now the framework for CMS IT Governance.

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NARRATOR: Federal IT Governance is a very complex topic and covers many areas, including capital planning and budget.

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NARRATOR: Data security and privacy, technical standards, accessibility, risk management and records management.

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NARRATOR: CMS developed the TLC as an overarching framework to help project teams navigate the multiple governance processes and get the guidance they need for smart project planning and strategic IT portfolio decisions.

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NARRATOR: The TLC is designed with people at the center to provide assistance to project teams to add value to their planning and help them follow good governance practices.

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NARRATOR: The TLC brings these experts together as the governance review team or GRT, which acts as a resource pool for project teams that are planning new IT acquisitions or significant changes to existing systems.

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NARRATOR: We know that planning an IT project can be a formidable challenge for people who are not familiar with all the details of the process, so Project Teams can also ask a navigator to help them through the process and make necessary contacts.

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NARRATOR: That GRT includes a range of technical experts as well as experts in finance budget acquisitions and records management.

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NARRATOR: Since governance is such a complex topic, the GRT will allow you to engage experts early and make them familiar with your project so they can warn you if they see any pitfalls ahead.

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NARRATOR: The first step for a project manager is to fill out an Intake form. Many projects need go no further, they are issued a Life Cycle ID, or LCID, immediately within a day or two.

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NARRATOR: For those projects that need further governance, the first step is a meeting with an enterprise architect and sometimes a few SMEs to identify the path for the project. Some projects may not have to proceed beyond this step, and they get their LCID at this time.

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NARRATOR: If a project warrants a full review process a meeting date is set for the project team to present their business case to the GRT.

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NARRATOR: The GRT can help the project team refine the business case suggest alternative solutions and comment on any potential issues. These remarks are documented and sent to the project team.

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NARRATOR: The GRT also makes recommendations to the governance review board or GRB about the alternatives that the project team has documented and their potential benefits and issues.

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NARRATOR: The project team presents their business case to the GRB which makes a decision about whether this IT investment will move forward or not or whether it needs changes to do so.

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NARRATOR: If the GRB approves the project a Life Cycle ideas issued which will allow the project to move forward in the acquisition and funding processes. However, the GRB cannot approve funding that is done by the budget development group which is not a part of the TLC.

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NARRATOR: After the acquisition and funding have been successful. The project is now in the development phase, the project team has chosen their preferred project management methodology and systems development lifecycle methodology to use which have their own processes for planning and documentation.

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NARRATOR: Project managers must adhere to the standards of their chosen Project Management Methodology and SDLC that support governance goals.

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NARRATOR: Artifacts that support that planning should be stored on CMS infrastructure so that they are available in case we are audited. If documentation is on contractor infrastructure we may lose it when a contract ends.

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NARRATOR: When any part of your system is in the production environment, you are in the operate

phase.

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NARRATOR: Most projects are in the operate and develop phase at the same time as you make incremental changes to your system, whether that's done on a scheduled quarterly release or on a more frequent basis.

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NARRATOR: These changes include the regular maintenance needed to keep hardware and software up to date.

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NARRATOR: If major new development or changes are needed the project may have to go back to the initiate phase to get approval for the additional scope.

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NARRATOR: When a system is ready for decommissioning it enters the retire phase, depending on the complexity of the system retiring. It could take several years.

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NARRATOR: There are basic templates available to get started with. But since each system is unique or retirement checklist specific to that system needs to be developed.

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NARRATOR: To chart a path forward, the GRT SMEs can help document the required elements. Records Management (OSORA) must be consulted, because every system will have some type of record that needs to be archived.

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NARRATOR: The business owner attests to completion of the checklist when all tasks are done and sends it to the IT governance, we will inform a system census and ISPG so, it can be removed from their systems inventory.

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NARRATOR: The TLC was designed to allow Project Teams maximum flexibility in selecting the methodologies that they want to use in Systems Development and Project Management.

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NARRATOR: By allowing this flexibility, once past the Initiate Phase, IT Governance is also allowing the Project Teams to effectively govern themselves.

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NARRATOR: By following the best practices of the Methodologies that they choose, and by maintaining that documentation where it is accessible in case of Audit.

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NARRATOR: And remember TLC has means ready to help you at any time to ensure success with your project.

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NARRATOR: To get started, visit CMS.gov/TLC and click on intake for questions about the TLC contact IT_Governance@CMS.hhs.gov