1. 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 2  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 3 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 4 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

5. U.S. Department of Agriculture eGovernment Program 5 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.

6. U.S. Department of Agriculture eGovernment Program 6 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.

7. U.S. Department of Agriculture eGovernment Program 7 OMB and DHS Issues AgencyFY03 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?

8. U.S. Department of Agriculture eGovernment Program 8 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

9. U.S. Department of Agriculture eGovernment Program 9 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 10 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 Management Agenda Freedom to E-FILE Act USDA eGovernment Program Government Paperwork Elimination Act President’s Management Agenda

11. U.S. Department of Agriculture eGovernment Program 11 GPEA Timeline/Status JulyOctoberAugustSeptember 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.govwww.egov.usda.gov  Still Awaiting Final OMB Guidance, Hopefully Today  USDA Lead is Nancy Sternberg

12. U.S. Department of Agriculture eGovernment Program 12 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 13 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?

14. U.S. Department of Agriculture eGovernment Program 14 Table of Contents I.Introduction to eGovernment Enterprise Services II.Utilizing the Enterprise Solutions Center III.Timeline & Organization IV.Next Steps

15. U.S. Department of Agriculture eGovernment Program 15 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 programs and strategic initiatives Enterprise Services People Technology Operational Processes

16. U.S. Department of Agriculture eGovernment Program 16 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

17. U.S. Department of Agriculture eGovernment Program 17 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 Agency use of solutions center 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

18. U.S. Department of Agriculture eGovernment Program 18 eGovernment Enterprise Services How would an agency or cross-agency initiative interact with the solutions center? 123 45 AGENCY X An agency (or group of agencies) decide they want to e-enable a service (likely stated in their tactical plan) The agency engages the solutions center to conceptualize the solution and learn what they need to do to move forward Based on tasks outlined in the planning stage, work begins collaboratively to define 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 the processes and content of the new e-solution while the solutions center administers the application-level environment As the solution needs to be upgraded, a similar process for steps 2-5 is repeated 6 AGENCY X SOLUTIONS CENTER AGENCY X SOLUTIONS CENTER AGENCY X SOLUTIONS CENTER AGENCY X SOLUTIONS CENTER AGENCY X SOLUTIONS CENTER

19. U.S. Department of Agriculture eGovernment Program 19 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

20. U.S. Department of Agriculture eGovernment Program 20 Table of Contents I.Introduction to eGovernment Enterprise Services II.Utilizing the Enterprise Solutions Center III.Timeline & Organization IV.Next Steps

21. U.S. Department of Agriculture eGovernment Program 21 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

22. U.S. Department of Agriculture eGovernment Program 22 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

23. U.S. Department of Agriculture eGovernment Program 23 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

24. U.S. Department of Agriculture eGovernment Program 24 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 Sample rollout of agency service Enterprise services tasks VENDOR ASSESSMENTSTECHNICAL ARCHITECTURE Dependency on enterprise services tasks PROTOTYPE

25. U.S. Department of Agriculture eGovernment Program 25 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

26. U.S. Department of Agriculture eGovernment Program 26 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 27 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

28. U.S. Department of Agriculture eGovernment Program 28 Timeline & Organization 123456789101112131415161718 Conceptual 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 eAuthenticationwww.usda.gov * Other activities will be closely tied with the rollout of enterprise services Enterprise Services Technology Implementation Fast Track Activities Web Presence www.usda.gov eLearning eAuthentication Phase 1Phase 2Phase 3 Phase 1Phase 2Phase 3 Limited services offered (see detail) Pilots begin migrating to solutions center

29. U.S. Department of Agriculture eGovernment Program 29 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 PLAN DESIGN BUILD DEPLOY  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 environmentwww.usda.gov  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

30. U.S. Department of Agriculture eGovernment Program 30 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 eGovernment ACIO Business Lead Technical Lead Agency Representatives Project Implementation Teams Business Resource(s) Technical Resource(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 expertise as 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 31 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 32 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 33 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 34 Questions and Answers ??