U.S. Department of Agriculture eGovernment Program August 7, 2002 eGovernment Working Group Meeting...
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Transcript of U.S. Department of Agriculture eGovernment Program August 7, 2002 eGovernment Working Group Meeting...
U.S. Department of Agriculture
eGovernment Program
August 7, 2002
eGovernment Working Group Meeting
Chris Niedermayer, USDA eGovernment Executive
2
U.S. Department of Agriculture eGovernment Program
Welcome
Homeland Security Memo
GPEA Timeline and Update
Recommended Approach for Strategic and Enabling Initiatives
Q & A
Agenda
3
U.S. Department of Agriculture eGovernment Program
Agenda
Welcome
Homeland Security Memo
GPEA Timeline and Update
Recommended Approach for Strategic and Enabling Initiatives
Q & A
4
U.S. Department of Agriculture eGovernment Program
• OMB released a memo dated 19 July 2002, directing component agencies within the Department of Homeland Security (DHS) to consolidate redundant IT spending.
• This memo echoes OMB’s consistent message on reducing redundant IT expenditures.
• The objective is to create an integrated, consolidated, and universal IT infrastructure that provides the best quality support for homeland security objectives at the lowest cost to taxpayers.
• Use available funds to deploy the highest quality technologies as quickly as possible.
• Provide opportunity to save millions of taxpayer dollars by standardizing the single best solution and eliminating duplication.
• Projected Benefits:
• OMB preliminary analysis indicates savings between $100 million and $200 million over the next two years.
Homeland Security Memo
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U.S. Department of Agriculture eGovernment Program
Homeland Security Memo
• OMB requests that all agencies affected by the DHS comply with the following directives:
Cease temporarily all IT infrastructure system development and planned modernization efforts above $500,000 pending an expedited review of all DHS component agencies’ investments.
Identify any current or planned spending on IT infrastructure not included in attachment to memo.
• USDA affected investments include APHIS Information Technology Infrastructure (AITI) and APHIS Radio Management.
Participate in Homeland Security IT Investment Review Group led by the Office of Homeland Security (OHS) and OMB.
• August 15, 2002 is deadline for affected agencies to submit existing IT system information to OMB for evaluation prior to apportionment of development funds.
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U.S. Department of Agriculture eGovernment Program
APHIS Information Technology Infrastructure
• What is APHIS Information Technology Infrastructure?• The AITI is the hardware, software, and telecommunications system that
provides APHIS with Internet access, e-mail communication, office automation, operation of mission critical applications, and other technologies that promote rapid dissemination of information among employees and stakeholders.
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U.S. Department of Agriculture eGovernment Program
OMB and DHS Issues
Agency FY03
OMB $23 Million
APHIS
Budget
$4.6 Million
Difference $18.4 Million
• APHIS FY03 budget request $4.6 million
- Increase of $2.9 million
• OMB IT Infrastructure Spending reported $23 million in FY03
• What is the difference?
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U.S. Department of Agriculture eGovernment Program
APHIS Cooperation
• APHIS will work with OCIO to resolve discrepancy with OMB
• APHIS is concerned that OMB may be including non-IT items
• APHIS does have need to continue purchasing desktop computers
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U.S. Department of Agriculture eGovernment Program
Agenda
Welcome
Homeland Security Memo
GPEA Timeline and Update
Recommended Approach for Strategic and Enabling Initiatives
Q & A
10
U.S. Department of Agriculture eGovernment Program
GPEA: One Element of eGovernment
“Effective implementation of GPEA is an essential building block in our collective efforts to move to electronic government” – Mark Forman, OMB
• eGovernment Tactical Plans link initiatives to GPEA transactions
• New Exhibit 300 requires tying each investment to GPEA transactions and PRA information collections
• Strategic business cases each relate to a number of GPEA transactions
• Enabling business cases, particularly eAuthentication, will help USDA move toward GPEA compliance
President’s
ManagementAgenda
Freedom to E-FILE
Act
USDA eGovernment
Program
GovernmentPaperworkElimination
Act
President’s Management
Agenda
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U.S. Department of Agriculture eGovernment Program
GPEA Timeline/Status
July OctoberAugust September
July 18:
eGovernment Team Kickoff
Meeting
August 1:
Follow-up eGovernment Team Meeting
August 5:
Agency Kickoff Meeting
August 5-14:
Initial One-on-One Agency
Meetings
August 26:
Draft Agency Responses Due
August 30:
Final Agency Responses Due
September 9:
Final Report to OMB Due
October 11:
Final Agency Responses –
Phase II
September 26:
Draft Agency Responses –
Phase II
August 5 Kickoff Presentation Available on www.egov.usda.govStill Awaiting Final OMB Guidance, Hopefully TodayUSDA Lead is Nancy Sternberg
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U.S. Department of Agriculture eGovernment Program
Agenda
Welcome
Homeland Security Memo
GPEA Timeline and Update
Recommended Approach for Strategic and Enabling Initiatives
Q & A
13
U.S. Department of Agriculture eGovernment Program
Objectives
Recommend an approach in implementing the enabling eGovernment initiatives over the next 18 months Understand our measurable and tangible results over an 18 month
period Give agencies insight in to the delivery roadmap to assist them in
determining resource requirements and investment allocations Provide a framework to begin discussions on the vision for enterprise
services provided by the enabling technologies• Legislative compliance: what will be provided on an enterprise-wide basis and what
responsibilities will the agencies have
• How will agencies ready to utilize enabling technologies today interact with the team building the enterprise-wide capabilities?
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U.S. Department of Agriculture eGovernment Program
Table of Contents
I. Introduction to eGovernment Enterprise Services
II. Utilizing the Enterprise Solutions Center
III. Timeline & Organization
IV. Next Steps
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U.S. Department of Agriculture eGovernment Program
The creation of enterprise services does not only mean the purchase and implementation of technologies, but a holistic approach involving people, operational processes, technology, and an underlying delivery methodology
USDA must create a suite of “enterprise services” to support its strategic initiatives, enable agency and Department program delivery, leverage investments, and save costs
eGovernment Enterprise Services
Enterprise-level services allow USDA to:
• Use its resources to focus on program delivery instead of technical infrastructure
• Leverage its current and future investments and realize significant cost avoidance
• Facilitate the sharing of best practices through collaborative design, development, and operations
• Implement standard technology and development methodology across the Department
• Decrease implementation times by leveraging best practices and utilizing a skilled central team
• Communicate as “one voice” to business partners, technology vendors, and employees
Standard
Methodology
Agency programsand strategic initiatives
EnterpriseServices
People
Technology
OperationalProcesses
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U.S. Department of Agriculture eGovernment Program
eGovernment Enterprise Services
To coordinate deployment of these enterprise services, an Enterprise “solutions center” will be created within the program management office
The Enterprise solutions center will:• Support our strategic and enabling initiatives
• House resources dedicated to assisting enterprise and agency efforts
• Proliferate best practices in eGovernment deployment and operate under a standardized methodology
• Help the Department meet legislative mandates
• Support standards put forth by the Enterprise Architecture
• Be virtual when necessary– Outsourcing
– Leveraging agency investments and resources
• Be one voice to work with other Government Departments, business partners, and vendors on eGovernment initiatives
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U.S. Department of Agriculture eGovernment Program
The solutions center will not be scaled on day one, rather it will expand its capabilities over time as business requirements dictate
eGovernment Enterprise Services
Expanding capabilities
Age
ncy
use
ofso
lutio
ns c
ente
r
SAMPLE SERVICES*
Project planning Business process analysis Technical architecture planning Application design System assessments Web design guidelines & creative services Content management Document/Records management Correspondence management System administration / Service Level
Agreements eAuthentication Portal services Data management and standards Learning management
* Detailed analysis may reveal other services need to be developed.
Services will be available in several different areas, but the infrastructure and human resources will only be scaled as initiatives begin utilizing the services
This approach defers costs and lowers risk while still realizing the benefit of centralized services
Many agencies will not be ready to utilize the enterprise services the first day they are available
Agencies should engage the solutions center before implementing a technical solution to perform pre-requisite activities such as project planning and business process analysis
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U.S. Department of Agriculture eGovernment Program
eGovernment Enterprise Services
How would an agency or cross-agency initiative interact with the solutions center?
1 2 3
4 5
AGENCY X
An agency (or group of agencies)decide they want to e-enablea service (likely stated in theirtactical plan)
The agency engages the solutions centerto conceptualize the solution and learnwhat they need to do to move forward
Based on tasks outlined in the planningstage, work begins collaboratively todefine requirements and design the solution
The agency and solutions center work together to implement the solution, the solutions center handling the enterprise services, the agency handling program specific development
Once the solution is implemented and rolled out, the agency maintains theprocesses and content of the newe-solution while the solutions centeradministers the application-levelenvironment
As the solution needs to be upgraded,a similar process for steps 2-5 is repeated
6
AGENCY XSOLUTIONS
CENTER AGENCY XSOLUTIONS
CENTER
AGENCY XSOLUTIONS
CENTER AGENCY XSOLUTIONS
CENTER
AGENCY XSOLUTIONS
CENTER
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U.S. Department of Agriculture eGovernment Program
The development of the Enterprise Solutions Center requires a collaborative, integrated approach Implementation of these services must be a collaborative effort
among the Agencies and Staff Offices USDA resources and expertise can be consolidated to a single
enterprise effort Ensures dependencies between technologies are planned
appropriately• Vendor technology may be purchased for multiple capabilities
Communication across the enterprise and with business partners and vendors is consistent and coordinated
eGovernment Enterprise Services
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U.S. Department of Agriculture eGovernment Program
Table of Contents
I. Introduction to eGovernment Enterprise Services
II. Utilizing the Enterprise Solutions Center
III. Timeline & Organization
IV. Next Steps
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U.S. Department of Agriculture eGovernment Program
Utilizing the Enterprise Solutions Center
What should an agency or strategic initiative be doing now to begin utilizing the Enterprise solutions center?
Based on activities outlined in their tactical plans, agencies can engage the solutions center NOW to understand how they will effectively utilize the enterprise services by performing analysis and planning.
If multiple agencies find they have the same objectives in a particular area that are not one of the strategic smart choices, they can also begin to collaborate and use the solutions center as a facilitation vehicle
For example, an agency or strategic initiative may choose to kick off an individual project to:
• Assess a legacy system and understand how a program can still utilize the enterprise services
• Analyze business processes
• Perform a content audit in preparation for an agency site re-design
• Perform training activities for agency employees and/or developers
• Rollout communications to business partners and/or employees about upcoming online capabilities
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U.S. Department of Agriculture eGovernment Program
Utilizing the Enterprise Solutions Center
Some agencies have requested permission to pilot a solution in their agency
Agencies are being asked to only utilize the enterprise services as opposed to purchasing enabling technology for just their agency.
• This should not greatly effect the delivery timetable for using that technology in the agency.
These agencies should seek to be thought leaders in defining the enterprise solutions
Those agencies who are ready to do a pilot should engage the solutions center to do the pre-requisite analysis and design and can then be “first-adopters” of the enterprise services
• While the enterprise services are being defined and implemented, agencies can prepare to use those services when they are made available
• The same money that was to be spent purchasing IT solutions in an enabling area can be spent on detailed planning for utilizing the enterprise services
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U.S. Department of Agriculture eGovernment Program
Utilizing the Enterprise Solutions Center
These “first adopter” agencies who know they want to use the enabling capabilities as soon as possible, could engage the solutions center immediately to begin this process Agencies who want to run a pilot on the enterprise platform could
immediately:• Have access to subject matter experts and vendor engineers in a particular enabling
technology
• Gain access to other Government projects where similar technologies have been used
• View industry leading solutions running in a test environment
• Get hands-on experience with enabling technologies and thus build up skill-sets
• Build prototypes in a development environment to showcase and test technologies to prove out concept and architecture
• Prepare and execute plan to understand requirements, re-engineer business processes, and organize people, etc.
• Work in tandem with the enterprise team
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U.S. Department of Agriculture eGovernment Program
Utilizing the Enterprise Solutions Center
Once agencies have completed the project planning activities, they can begin development tasks to prepare for the launch of a pilot
An agency would only need to wait until vendor assessments were complete for the enterprise services before being able to begin development
To develop pilots, agencies would use a development environment consisting of the same technical components defined by the enterprise team
Working in tandem, with the enterprise team, an agency pilot could be launched on the first day the enterprise services are made available
REQUIREMENTS
CONCEPTUALIZATION, ANALYSIS, AND DESIGN
Samplerollout ofagencyservice
Enterpriseservicestasks
VENDOR ASSESSMENTS TECHNICAL ARCHITECTURE
Dependency onenterprise services tasks
PROTOTYPE
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U.S. Department of Agriculture eGovernment Program
Utilizing the Enterprise Solutions Center
In addition to agency pilots, USDA could launch department-wide initiatives to be run out of the solutions center to further prove its viability and capabilities
www.usda.gov• A high profile, definitive example of “walking the talk” and proving out the
capabilities of the enterprise services
• An example of the Department working collaboratively
• The Department’s web site should be re-architected to utilize the newly launched enterprise services
eLearning• Assets already exist that could easily be leveraged for a quick win in 6-12 months
• eLearning is an example of a successfully deployed Enterprise application that has immediate impact
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U.S. Department of Agriculture eGovernment Program
Table of Contents
I. Introduction to eGovernment Enterprise Services
II. Utilizing the Enterprise Solutions Center
III. Timeline & Organization
IV. Next Steps
27
U.S. Department of Agriculture eGovernment Program
The availability and development of the solutions center will begin as soon as a task order is issued and accepted.
As part of the development of the solutions center, there will be specific tasks that are “fast tracked:”
• Web presence - Few dependencies on other tasks allow web presence to begin immediately
• www.usda.gov - Show measurable and tangible results quickly and in a high profile manner
• eAuthentication - Must be on an accelerated development path because of legislative mandate
• eLearning - The Forest Service and Office of Communications have systems that can be leveraged immediately for the rest of the Department, and golearn.gov
Although eAuthentication will have its own separate implementation path, it will still be managed out of the solutions center when it is complete
Timeline & Organization
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U.S. Department of Agriculture eGovernment Program
Timeline & Organization
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18Conceptual Design
Requirements Definition
Services Definition
Vendor Assessments
Technical Architecture
Application Design
Installation/Implementation
System Test
Rollout Activities
Dependent on requirements from www.usda.gov and eAuthentication
* Other activities will be closely tied with the rollout of enterprise servicesEnterprise Services Technology Implementation
Fast Track Activities
Web Presence
www.usda.gov
eLearning
eAuthentication
Phase 1 Phase 2 Phase 3
Phase 1 Phase 2 Phase 3
Limited servicesoffered (see detail)
Pilots begin migrating to solutions center
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U.S. Department of Agriculture eGovernment Program
Key project deliverables will regularly demonstrate measurable progress in developing the enterprise services
Solutions center:Web presence/www.usda.gov: eAuthentication: eLearning:
months 1-5
months 6-12
months 13-18
Requirements Matrix Roles/Use Cases Matrix Services definition Complete Vendor
Assessments Technical Architecture Application Architecture
Requirements Matrix Roles/Use Cases Matrix Brand Guidelines UI Storyboards/Templates UI Style Guidelines Site Map
PL
AN
DE
SIG
NB
UIL
DD
EP
LO
Y
Data Model Detailed Design Test Plan Operations Plan Hardware and software
installed and configured
UI Prototype Content Model Technical Architecture Application Architecture Detailed Design Usability Testing System Test Plan Operations Plan
Training Materials Marketing Materials Portal deployment
procedures Functional www.usda.gov
production environment
Training Materials Marketing Materials Deployment Procedures Functional production
environment
Security Methodology eAuthentication Policy Risk Assessment and
Recommendations Requirements Matrix Security Operations Plan
Technical Architecture Application Architecture Security Management and
Administration Processes Integration Test Plan Deployment Plan
Certified and Accredited Training Materials Marketing Materials eAuthentication Service
Offering Matrix available
Application prototype Technical Architecture Application Architecture Test Plan Operation Plan Business Process Design
Requirements Matrix Roles/Use Cases Matrix Inventory and vendor
Assessment Impact Analysis
Training Materials Marketing Materials Migration Procedures for
legacy systems Functional eLearning
production environment
Timeline & Organization
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U.S. Department of Agriculture eGovernment Program
Timeline & Organization
The project organizational structure will consist of USDA and contracted resources to move the business cases from pre-select to select and help define and develop the enterprise services
eGovernmentACIO
BusinessLead
TechnicalLead
Agency Representatives
Project Implementation Teams
BusinessResource(s)
TechnicalResource(s)
Steering Team
Program Management Office
• Solutions Center lead• Enabler technology leads• Fast track project leads• Strategic project leads
• 1 Business Lead per agency• 1 Technical Lead per agency
• Additional Business and Technical Resources to provide subject matter expertiseas needed
• Solutions Center• Fast-Track Enabling Activities• Strategic initiatives• Agencies (Implementation teams and steering teams
would utilize these resources)
31
U.S. Department of Agriculture eGovernment Program
Table of Contents
I. Introduction to eGovernment Enterprise Services
II. Utilizing the Enterprise Solutions Center
III. Timeline & Organization
IV. Next Steps
32
U.S. Department of Agriculture eGovernment Program
The following are the immediate next steps: Issue the task order for beginning to develop the following:
• Enterprise solutions center
• eAuthentication
• eLearning
Recruit functional and technical resources from each Agency to participate in on-going efforts
Make final decisions on steering committee members to move forward
Next Steps
33
U.S. Department of Agriculture eGovernment Program
Agenda
Welcome
Homeland Security Memo
GPEA Timeline and Update
Recommended Approach for Strategic and Enabling Initiatives
Q & A
34
U.S. Department of Agriculture eGovernment Program
Questions and Answers
????