Federal Software Asset ManagementInitiative

Concept of Operations Reportto the

Executive Steering CommitteeMarch 8, 2004

Implementing the President’s Management Agenda for E-GovernmentNOTE: Oct 30, 2008 original slides #4, 7, 8, 9, 10, 11, 12, 14, 15 and 16 were removed to condense document for the Federal ITAM website.

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Overview

• Federal SAM Framework Concept

• Governance Structure

• Assumptions

• Federal SAM Framework Discussion

• Metrics

– Key Metrics

• Roadmap to the End State

– Ten Commandments of Change

– Notional Implementation Timeline

• Federal SAM Challenges and Recommendations

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Federal SAM FrameworkConcept

• Vision:– To be the leader in software investment management by providing

enterprise policy, acquisition, deployment, utilization and security strategies to ensure the Federal Government’s software assets provide the maximum value to its citizens.

• Team Goals:

– Develop a vision statement for Federal-wide SAM

– Recommend SAM policy and communications strategies

– Develop and recommend key Federal-wide SAM metrics

– Develop a high-level framework required to implement software asset management as defined by the President’s Management Agenda eGov Strategy.

– Develop a recommended model for Federal SAM governance

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Assumptions

• Federal Agencies continue to perform SAM for their own Agency (desktop management, auto-discovery, maintenance scheduling, etc.).

• Federal SAM repository will be fed information by current and future implementations of Agency SAM systems

– Asset data is shared as required.

– Repository collects data that has already been captured from the individual Agency SAM systems/processes.

– Agency SAM systems will initially use a variety of technical approaches to share data (batch update capability, transaction processing, data translation, etc.)

• Savings achieved through Software Asset Management will be retained by the Agencies for reallocation to high priority efforts.

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Federal SAM FrameworkHigh-Level Diagram

(1. Agency S/W Asset Inventory Repository; 2. Federal S/W Asset Inventory Repository; 3. Integrated Acquisition &

eMarketplace; 4. S/W Asset Procurement; 5. S/W Asset Testing & Acceptance; 6. S/W Asset and Upgrade distribution; 7. S/W

Asset Production & Maintenance; 8. S/W Asset Retirement; 9. S/W Asset Requirement)

9. S/W Asset Requirement

2. Federal S/W Asset Inventory Repository

3. Integrated Acquisition

Environment and eMarketplace

4. SW Asset Procurement

5. S/W Asset Testing and Acceptance

6. S/W Asset and Upgrade

Distribution

7. S/W Asset Production & Maintenance

8. S/W Asset Retirement

1. Agency S/W Asset Inventory

Repository

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DistributionIntegrated Acquisition

Environment and eMarketplace

Federal S/W Asset Testing

and Acceptance Process

Federal SAM FrameworkTesting, Acceptance, and Distribution Component

Procurement Filled

Software Accepted

Software products:

• Tested for security and functionality

• Accepted for federal use

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Key MetricsCost Avoidance

• Description: Per unit and total cost of ownership (TCO)

• Goal: 10% - 30% reduction in costs• Data Source: Contracts (prices and

terms) and Federal SAM Repository• Methodology: Aggregate savings

accrued through improved procurement, redistribution, and inventory control

Asset Usage• Description: License usage rate/re-

distribution• Goal: 80% active usage of available

licenses• Data Source: Contracts and Federal

SAM Repository• Methodology: % difference between

installed licenses and total licenses available in inventory

Inventory Accuracy• Description: Percentage accuracy of

license data in the Federal SAM Repository against the actual installed license base

• Goal: 60% - 80% of Federal software inventory tracked via SAM

• Data Source: SAM auto-discovery tools, and legacy procurement databases

• Methodology: A formal comparison between the physical inventory and the inventory of record.

Metrics . . .

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Ten Commandments of Change

• Analyze the organization and its need for change

• Create a shared vision and common direction

• Separate from the past

• Create a sense of urgency

• Support a strong leader role

• Line up political sponsorship

• Craft an implementation plan

• Develop enabling structures

• Communicate, involve people and be honest

• Reinforce and institutionalize change

Source: “Change Management in the IT Function,” Working Council for Chief Information Officers,Issue Brief, July 2003

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Notional Implementation TimelineRoadmap to the End State . . .

SMARTBUY PMO negotiates contracts & licensing agreements

Timeline of Federal SAM Initiative

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2008

100% of all agencies submitting

Timeline of Federal SAM Initiative

ActivityTimeline

ResultsTimeline

Charter SAM Framework Team 1/04

OMB MEMO SMARTBUY

2/27/04

Phase IPhase 2

Managing Partner sets up SMARTBUYPMO 4/04

SAM PMO & Governance Structure established by 12/04

Concept of Operation 3/04 – 7/ 04

Phase 3

AGENCY DAY 1/05

Find “modelers”& volunteers 1/05

SAM.gov website with Shared Database operable 2/06

Phase 4

75% of all agencies submitting data and checking asset lists online 6/07

SMARTBUY PMO negotiates contracts & licensing agreements

1st 5 Categories of the OMB MEMO business lines are negotiated and available for use

2nd 5 Categories of the OMB MEMO business lines are negotiated and available for use

Identify next potential business lines available for savings

2nd Cycle Agreements

OCTOBER 2004

OCTOBER 2005

3rd Cycle Agreements

DECEMBER 2005

-Better prices

-Accurate sales & usage info

-Point of Sale info rolls up into SAM PMO

SBuy ESC Brief CIOC 7/ 04

Data elements identified and agreed upon 12/04

Define & disseminate standards for activities, e.g., “used” vs installed applications 3/05

Take initial inventory

Draft policies that need changing

Draft policies that need changing

Draft policies that need changing

SBuy PMO negotiates agreements

Roadmap to the End State . . .

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Federal SAM Challenges and Recommendations

Resources to Fund, Implement and Manage

Establish Federal SAM PMO and OMB Champion

Implement study to derive estimated costs and identify funds for inclusion in the SAM business case

Aggressive Schedule

Adopt and execute Federal SAM Action Plan based on notional implementation timeline

Assign resources to Support Plan

Articulate and Communicate Federal SAM Vision

Develop and implement Federal SAM Communications and Outreach Plan

Coordinate w/PMA eGov Efforts

Collaborate and coordinate Action Plan with key stakeholders

eGov membership on Federal SAM Working Group