u.s. department of agriculture egovernment program pre-briefings for the eitirb meeting february...

U.S. Department of Agriculture

eGovernment Program

Pre-Briefings for the EITIRB Meeting

February 2003

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IT Capital Planning at USDA

Background and Context

eAuthentication Overview

eDeployment Overview

eLearning Overview

Next Steps

Agenda

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The CPIC is a structured and integrated approach to managing IT investments…

It ensures that all IT investments align with the USDA mission and support business needs while minimizing risks and maximizing returns throughout the investment’s life cycle

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Legislative background and associated guidance includes:

Clinger-Cohen Act of 1996

OMB Circular A-130

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The CPIC process consists of five phases…

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IT Makes Good Business Sense…

Current practices have resulted in:• Some projects being cancelled• Improved Project Management practices in the Department• Improved credibility with oversight agencies

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The EITIRB and the EWGs are key participants in the CPIC process

EITIRB Role

EITIRB Charter

Establish Executive Working Groups (EWGs)

EWGs:• Review major system submissions• Score investments• Make recommendations to EITIRB

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Scope/thresholds have been defined for major IT investments

Major IT systems meet at least one of the following criteria:• Total life cycle costs greater than $50 million• Significant multiple-agency impact• Mandated by legislation or executive order, or identified by the Secretary

as critical• Common infrastructure• Department strategic or mandatory-use system, or• Significantly differs from or impacts on the Department infrastructure,

architecture, or standards guidelines

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The Secretary of Agriculture/Deputy

Secretary

The Executive IT Investment Review Board

Chief Information Officer

“USDA IT Leadership”CIO & Agency IT Leaders

IT Management Advisory Council

Cyber Security Advisory Council

Telecommunications Advisory Council

Internal

CFO, IG, Budget,Procurement

External

OMB, GAO, CIO Council, Vendors,


The IT governance structure is organized as follows:

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eLearning Overview

Next Steps

Agenda

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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

The development of enablers as defined in our eGovernment Strategic Plan will lead to the creation of a suite of “enterprise services” to support strategic initiatives, enable agency and enterprise program delivery, leverage investments, and save costs

Suite of 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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Overview of the Enablers Initiatives

For the select-phase, the enablers have been consolidated to three business cases…

Select PhaseBusiness Case Documents

eAuthenticationBusiness Case

Documents

eDeploymentBusiness Case

Documents

eLearningBusiness Case

Documents

USDA eGov Strategic Plan – Enabling Smart Choices

eAuthentication

Content Management

Document Management

Data Management

Web Presence

Portal Services

eLearning

Pre-select PhaseBusiness Cases

Conceptual

eAuthenticationBusiness Case

eLearningBusiness Case

Web Content Management Document

Management

DataManagement

PortalServices

WebPresence

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Overview of the Enablers Initiatives

From August to December, cross-agency teams worked to complete the three enabler select-phase business cases

Over 200 people were involved across the three business cases from every agency and staff office in USDA Agency resources defined business requirements for each business case, technical requirements, project

timelines and implementation plans, performance measures, etc.

Leverage Investments To EliminateRedundancy

Deliver InformationFrom a Customer

Point of View

• Concept of operations• Business requirements• Technical requirements• Implementation plans• Cost/Benefit analysis• Performance measures• Staffing Plans• Impact analysis

Create 3 Working Teams &Complete Select Business Cases

Create

eGovernm

entS

trategic Plan

Pre-S

electB

usiness C

ases

ADMINISTRATIVEMANDATES

EIT

IRB

Approval to

Com

plete Select-P

hase

Pre-Im

plementation

tasks

Implem

entation and agency first-adopters

CONTROL PHASE…

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eLearning Overview

Next Steps

Agenda

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What is eAuthentication?

eAuthentication verifies a user’s identity when accessing online services…

USDA’s eAuthentication solution will consist of a set of products and services to authenticate the identity of persons accessing USDA’s online offerings.

USDA’s eAuthentication approach will include the use of:

• Electronic signatures (eSignatures) which allow a user to “sign” an online transaction. An eSignature signals a person’s consent, approval, or acknowledgement. An electronic signature can take many forms, such as a name typed at the end of an email message, a digitized image of a handwritten signature, or even a secret code or PIN that identifies the sender to the recipient; and

• Digital signatures, a more advanced electronic signature, that support greater levels of confidentiality, integrity, and non-repudiation.

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eAuthentication - Benefits

A suite of products and services to allow agencies to perform secure transactions at whatever security level is deemed necessary for the transaction type;

Integrate USDA resources with other Government resources as part of the Presidential Initiative;

Improve the user’s experience by not requiring multiple authentication credentials, such as multiple passwords or certificates;

Promote both interoperability and enhanced security across USDA and agency applications; and

An overall cheaper solution than if an agency decided to implement their own eAuthentication solution;

An enterprise eAuthentication solution will provide the following benefits to an agency:

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National Finance Center’s Public Key Infrastructure

The NFC has developed a solution to provide secure e-commerce over the Internet and satisfy Agency requirements for strong authentication.

Certified by the Federal Bridge Authority.

Supports Government to Government transactions only.

Web Central Authentication and Authorization Facility (WebCAAF)

Three county-based Agencies, FSA, NRCS, and RD, have implemented WebCAAF.

WebCAAF currently provides authentication services to 40,000 employees and 2,000 farmers.

Supports Government to Citizen and Government to Business transactions.

USDA has already come a long way to provide secure transactions for certain customers. These solutions can be leveraged for the entire Department:

The Agricultural Marketing Service’s Livestock Mandatory Price Reporting (MPR)

Web-enabled, Government to Business database management system.

Using PKI security technology, the system electronically accepts the data from the livestock industry, archives the data, validates and analyzes the data, produces and stores aggregated data, and creates industry reports for distribution to the public via the USDA's web site.

Existing USDA Services That May be Leveraged

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eAuthentication - Costs and Benefit Analysis

The consolidated eAuthentication solution offers several quantitative benefits and a 192% ROI.

• Enables USDA to meet GPEA compliance for online transactions with electronic signatures by the date of October 2003.

• Reduces management/administration costs by decreasing the amount of time spent managing usernames, passwords, etc.

• Increases customer usability due to consistent authentication standards across USDA applications, thus enabling customers to use one form of Authentication across many USDA, Government, and business partner applications.

• Reduces maintenance of authentication systems by utilizing a central authentication mechanism.

Cost Type FY 2003 FY 2004 FY 2005 FY 2006 FY 2007 Annual Benefit (AB) $5,564,000 $14,790,000 $20,865,000 $24,424,000 $25,848,000 Annual Costs (AC) $7,801,000 $4,589,000 $7,738,000 $5,783,000 $4,788,000 Discount Factor (DF) 1.0000 0.9728 0.9463 0.9205 0.8954 Discounted Benefit (DB) ABxDF $5,564,000 $14,388,000 $19,744,000 $22,482,000 $23,145,000 Discounted Cost (DC) ACxDF $7,801,000 $4,464,000 $7,322,000 $5,323,000 $4,287,000 Discounted Net (DN) DB-DC $(2,237,000) $9,923,000 $12,421,000 $17,159,000 $18,857,000 Benefit Cost Ratio (BCR) DB/DC 2.92 Net Present Value $56,124,000 Payback Period (Years) 1 Year IRR 485% Modified IRR 45% ROI 192%

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eLearning Overview

Next Steps

Agenda

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What is eDeployment?

Web Content Management

• A Web Content Management solution will aid the creation, review, delivery, and maintenance of agency-defined information delivered to the web.

Document Management

• A Document Management solution will enable the sharing, management, and workflow of documents and other electronic assets across USDA (according to records retention schedules.)

Web Presence • Web Presence will provide standards and guidelines to improve the “look and feel”

and usability of Web pages and Web-based applications across USDA. Portal Services

• Portals will provide customers, public and private organizations, and USDA employees with integrated and personalized access to USDA information and services.

Data Management

• Data Management will provide standards and services for data design and implementation issues to facilitate cross-Agency data sharing and reuse.

Legacy System Integration

• Legacy system integration gives an agency the ability to leverage legacy systems when providing new services and capabilities

eDeployment is a fusion of net-centric capabilities that will support delivery of USDA information and services.

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eDeployment - Benefits

eDeployment gives agencies the capability to streamline business processes and enhance programs and services

Offer information and interactive capabilities online to give stakeholders more control over their interaction with USDA

Organize information by topic versus the organizational hierarchy of our organizations

Present a consistent and easy to use online interaction with stakeholders

Build online capabilities that integrate with legacy systems to take advantage of existing investments and processes while offering stakeholders more services

Streamline the flow of information between internal and external stakeholders to ensure quality of information and appropriate sign-off

Provide services that are personalized to an individual stakeholder, i.e. quick access to data that relates specifically to a person’s farm or financial transaction

Ability to implement these capabilities more cheaply while taking advantage of market-leading solutions

Ability to help meet legislative mandates such as GPEA

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eDeployment - Cost and Benefit Analysis

The distributed eDeployment solution offers several quantitative benefits and a 103% ROI.

* Assumptions are documented in the business case document

Cost Type (in $000s) FY 2003 FY 2004 FY 2005 FY 2006 FY 2007 Annual Benefit (AB) $13,018,885 $29,456,829 $61,777,507 $111,151,328 $170,818,569

Annual Costs (AC) $37,525,318 $32,901,635 $39,131,268 $40,357,016 $34,657,226

Discount Factor (DF) 1.0000 0.9728 0.9463 0.9205 0.8954

Discounted Benefit (DB) ABxDF $13,018,885 $28,654,503 $58,458,027 $102,314,059 $152,954,628

Discounted Cost (DC) ACxDF $37,525,318 $32,005,482 $37,028,634 $37,148,365 $31,032,827

Discounted Net (DN) DB-DC $(24,506,434) $(3,350,979) $21,429,392 $65,165,694 $121,921,800

Benefit Cost Ratio (BCR) DB/DC 2.03

Net Present Value $180,659,474

Payback Period 3

IRR 92%

Modified IRR 26%

ROI 103%

• Enterprise-wide aggregation, management, and storage of content increase the amount of higher-quality

information that is available to citizens.

• The acquisition of highly extensible and scalable enterprise-wide solutions decreases the number of redundant purchases across USDA and provides for economies of scale.

• Reduces paper costs related to the purchasing, printing, storing, and disposal of paper assets by accessing, storing, and managing content and documents electronically.

• Standardized business and workflow processes instill greater accountability and improve access to more current, accurate, relevant, and organized products, services, information, and data.

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eLearning Overview

Next Steps

Agenda

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What is a Learning Management System?

An LMS allows individuals and groups of users to:

• Manage classrooms, learning assets, instructors, schedules, learning paths, and all of the necessary components to deliver training;

• View complete course listings and course information;

• Register, schedule, and track training sessions;

• Create, edit, manage and deliver content;

• Track competency and certification progress;

• Personalize training and development plans; and

• Manage payments.

A learning management system provides support in every phase of the learning management life cycle, transforming learning from an event to a continuous process.

A Learning Management System (LMS) is a software application that enables the delivery and management of all facets of training. An LMS provides the following benefits:

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Description of Factor FY 2003 FY 2004 FY 2005 FY 2006 FY 2007 Annual Benefits (AB) $2,548,388 $12,709,250 $15,572,100 $16,829,950 $16,829,950 Annual Costs (AC) $3,660,481 $6,328,978 $5,888,978 $5,888,978 $5,888,978 Discount Factor (DF) 1.0000 0.9728 0.9463 0.9205 0.8954 Discounted Benefit (DB) ABxDF $2,548,388 $12,363,084 $14,735,367 $15,491,857 $15,069,900 Discounted Cost (DC) ACxDF $3,660,481 $6,156,593 $5,572,546 $5,420,765 $5,273,117 Discounted Net (DN) DB-DC $(1,112,093) $6,206,491 $9,162,821 $10,071,092 $9,796,783 Discount Rate 2.80% Benefit Cost Ratio (BCR) DB/DC 2.31 Net Present Value $34,125,093 Payback Period 1 IRR 617% Modified IRR 48% ROI 131%

eLearning - Cost and Benefit Analysis

* Assumptions are documented in the business case document

• Enhance the skill development of USDA employees by providing access to a wide array of training not previously available.

• Coordinate management, and promote interagency collaboration, of Federal eLearning services.

• Allow for economies of scale in the enterprise-wide purchase of eLearning products and services; and

• Reduce travel expenses, training delivery costs, and training administration costs.

• Transform the learning experience to include more online courses, in lieu of costly traditional training methods.

• Agency trainers will be able to devote their time to what they do best--training--rather than administration of IT systems.

An enterprise-wide eLearning program offers several quantitative benefits and a 131% ROI.

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eLearning Overview

Next Steps

Agenda

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Condensed Project Timeline

USDA Agencies will adopt Enabler solutions over the next 1-5 fiscal years. Solutions will be available for agency use in Q2 of 2004 Agencies can begin to prepare for use of the enablers NOW

TaskQ1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

Ongoing eDeployment Project TasksBuild and Sustain Executive LeadershipObtain and Deploy Personnel Resources

Phase 1: eDeployment Pre-implementation TasksDevelop Request for Proposal (RFP)Evaluate and Select VendorDesign, Build, and Test Development and Production Environment

Phase 2: eDeployment Early Adopter ImplementationRefine Early Adopter RequirementsDesign Early Adopter Business Processes and SolutionDesign and Develop TaxonomyDevelop Procedures, Performance Support, and Training MaterialsBuild and Test Early Adopter SolutionTransition Early Adopter WorkforceDeploy Early Adopter Solution

Phase 3: eDeployment Enterprise-wide ImplementationRefine Solution RequirementsDesign Business Processes and SolutionDevelop Procedures, Performance Support, and Training MaterialsBuild and Test SolutionTransition WorkforceDeploy Solution

FY2007FY2003 FY2004 FY2005 FY2006

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Proposed Early Adopters

This table identifies the Agencies that expressed an interest in being an “early adopter” of the Enabler solutions.

Agency Content Management

Document Management

Portal Services

Web Presence

eLearning eAuthentication

AMS X X X X XAPHIS XARS X X X X XCSREES XDA XERS XFAS X X X XFNS X X XFS XFSA X X X X X XFSIS X X XNASS X X X X X XNFC XNRCS X X X X X XOC X XOCE/WOAB X X X XOES X X X XRBS XRD XRMA XRUS X

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Next Steps

The next steps to begin implementation are:

USDA Approval and Funding• Incorporate agency comments into the Enabler’s business cases; and

• Secure funding for Enabler’s projects (FY03, FY04, and FY05).

OMB Approval• Seek approval from OMB for FY05 budget cycle.

Project Establishment and Kick Off • Select project management; and

• Identify and staff project team to support implementation.

Conduct Pre-Implementation Tasks • Refine application requirements;

• Develop request for proposal (RFP);

• Conduct vendor analysis and select vendors; and

• Begin design of development and production environments.

u.s. department of agriculture egovernment program pre-briefings for the eitirb meeting february...

Documents

enterprise program delivery

usdathe cpic process

usdathe eitirb

development methodology

future investments

leverage investments

sharing of best practices

technology vendors