U.S. Department of Agriculture eGovernment Program June 19, 2002 eGovernment Working Group Meeting Chris Niedermayer, USDA eGovernment Executive

U.S. Department of Agriculture

eGovernment Program

June 19, 2002

eGovernment Working Group Meeting

Chris Niedermayer, USDA eGovernment Executive

2

U.S. Department of Agriculture eGovernment Program

Welcome

OMB Meeting Highlights and Scorecard

Business Case Review and Approval Schedule

Guest Speaker: Data Management Business Case

eGovernment Conference

Next Steps and Wrap-up

Q & A

Agenda

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• OMB USDA Budget Review meeting June 11, 2002 OBPA, OCFO, OCIO and OCPO

• President’s Management Agenda 2nd Quarter Scorecard results eGovernment: Progress in Implementing the President’s

Management Agenda category earned a GREEN rating Many factors contributed to the rating, including:

• Strategic planning efforts of the Working Group and Executive Council,

• Business case development, and

• Participation in government-wide Presidential eGovernment initiatives

See handout for full description

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Agenda

Welcome






Q & A

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Integrated project plan for eGovernment and IT Capital Planning teams. Final goal is Smart Choice Candidates’ approval from Deputy Secretary and EITIRB.

Key Tasks include:

Date Task Assigned to:

Complete Develop Business Cases and Determine Funding Recommendations

Business Case Teams; eGovernment Executive Council

June 26, 2002 Brief Agency Steering Committees and Agency Heads

eGovernment Working Group

June 26, 2002 Brief Under and Assistant Secretaries

eGovernment Executive Council

July 17, 2002 Conduct EITIRB Meeting to Review Smart Choice Business Case Candidates

eGovernment Executive Council

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Agenda

Welcome






Q & A

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EGWG Briefing Topics

• Past Briefings: Universal Telecommunications Network (UTN) — February 13 Export.gov (Quicksilver) — February 20 eEligibility (Quicksilver) — February 27 Geospatial One Stop (Quicksilver) — March 13 Integrated Acquisition System (eProcurement) — March 13 Capital Planning and Investments (CPIC) — March 27 eTraining (Quicksilver) — April 9 eLoans (Quicksilver) — April 24 Smart Choice Candidate Business Cases – May 8 - present

• Today’s Briefing: Smart Choice Candidate Business Case: Data Management

• Planned Briefings: Additional Smart Choice Candidate Business Cases Additional USDA-related Presidential (Quicksilver) initiatives Cyber Security Enterprise Architecture GPEA/Paperwork Reduction Act

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Guest Speaker

Data Management Business Case

Bob Hocutt, Lead

U.S. Department of Agriculture

eGovernment Program

June 19, 2002

eGovernment Smart Choice Business Case:

Data Management

June 19, 2002

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Business Case Team Members

Background and Context

Overview of ‘As-Is’ and ‘To-Be’ Environments

Value Proposition

High-Level Timeline & Milestones

Summary of Costs & Benefits

Risks, Dependencies, & Performance Measures

Agenda

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Data Management Business Case Team Members

Bob Hocutt – Team Lead NASS

Rick Schuchardt – eGov Liaison NASS

George Laugelli APHIS

John King Forest Service

Susan Carlson RD

Dave Anderson NRCS

Cynthia Dickinson CSREES

Kent Hoover NASS

Paul Whitmore FFAS

Pamela Mason ARS

Dennis Egan OCIO

Laura Jozwiak FSA

Eva Murphy FSIS

Larry Blim FNS

Susie Maxwell RD

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Background and Context

Data management functions in USDA have historically been performed at the agency or mission area level, instead of from a USDA-wide, cross-agency perspective. This results in numerous redundancies and inefficiencies as well as an inadequate mechanism for collaborating and reusing information.

Data management at USDA will address a number of high profile, high value issues:

“Citizen centered” government

The President’s Management Agenda – leveraged funding decisions

The Paperwork Reduction Act

Faster response in time of crisis

USDA strategic and enabling eGovernment initiatives require data management

The presidential initiative for USA Services

A key component of the USDA Enterprise Architecture (EA)

Data management consistently surfaces as an area of opportunity as USDA seeks to accomplish its mission and vision in the spirit of eGovernment.

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USDA As-Is Overview — Business

Governance:The Agencies and Mission Areas that make up USDA have for many years pursued a technology direction that meets their individual goals, and leverages their IT strengths and investments but has led to a certain amount of ‘individualism’, data duplication and a general lack of awareness of related efforts. In spite of the distributed nature of today’s environment however, the process of managing data in USDA today is in some ways very ‘top-down’.

Data management strategy: Agencies with larger investments in IT resources and technology perform their routine tasks with different strategies. Individual strategies are based on agency mission,skill sets and IT investments and, while netting valid results, do not always encourage collaboration or reuse, and perhaps have different guidelines and principals.

Unified Standards Criteria:In the larger context of unified standards, many of the projects currently underway could arguably be considered ‘point solutions’ that while meeting agency or mission area goals, may not be designed to meet eGovernment data management goals. USDA has as a result of its history, adopted many standards within the agencies and mission areas, which are not easily replaced.

The ‘As-Is’ state of data management in USDA is mixed and varies widely from mission area to mission area and agency to agency.

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USDA As-Is Overview — Business

Collaboration: The collaboration efforts currently underway also vary widely in their scope and effectiveness. Many of the ‘official’ efforts often do not meet expectations, however it is clear that collaboration does and can work, although these efforts are sometimes ‘under the radar’ and not well known.

Data Sharing and Reuse: In spite of current situation, some Agencies have succeeded in finding ways to share data and information in a way that meets the needs of their customers, and mission areas. It is perhaps more than a coincidence that these efforts are very much in line with the requirements eGovernment places upon agencies to engage in this type of activity

The ‘As-Is’ state of data management in USDA is mixed and varies widely from mission area to mission area and agency to agency.

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USDA To-Be Overview — Business

Governance: We envision that the Data Management organization will consist of the following entities: an Executive Sponsor, a Program Management Office (PMO), a Steering Committee, Community Project Sponsors, and Communities of Interest.

Strategy: We envision a comprehensive eGovernment data management strategy that outlines general guidelines and principals to be used by communities of interest in finding solutions to the problems eGovernment brings to the table.

Unified Standards Criteria: In order to meet customer expectations and business goals, standards will have to be researched, evaluated, developed or otherwise adopted.

Collaboration: We envision an environment where information can be collected and shared across the Department, and procedures and methods exist for the free exchange of information regarding different projects undertaken.

Data Sharing and Reuse: Primary goal of eGovernment however there are many important eGovernment driven data management issues that may produce other, equally important and enabling deliverables. Things like standards investigation, and a review of industry best practices do not immediately address the primary goal of sharing data, but might very well contribute to another effort to share data and make it successful.

The goals of eGovernment are clear, and USDA must be able to support eGovernment driven Data Management activities that support the President’s mandates and agenda. In order to meet these goals, the following components should be in place:

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ProgramManagementOffice (PMO)


SteeringCommittee

• Technology Reps•Business Reps

SteeringCommittee


Community Project Sponsor






Communities of Interest

eGov Shared Data SetsInitiative


eGov Data Standards Initiative


Other Initiative

Other Initiative

Data ManagementSupport

•Contractors


•Contractors

Executive SponsorExecutive Sponsor



SteeringCommittee


SteeringCommittee








Communities of Interest





Other Initiative

Other Initiative


•Contractors


•Contractors

Executive SponsorExecutive Sponsor

Data Management Organizational Structure

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Value Proposition

Strategic:

Enable other eGovernment initiatives to deploy faster at a reduced cost.

Provide USDA customers with the ability to “opt-in” to share their data across agencies, thereby allowing them to enter information once and make it available to multiple applications.

Financial:

Reduce development and maintenance costs of new and existing applications

Improve quality of data to decrease risk and reduce cost.

Eliminate unnecessary data duplication and the effort and resources required to maintain duplicate data stores.

Operational:

Increase collaboration and reduce development waste within USDA by providing centralized access to data management best practices and lessons learned.

Reduce operational inefficiencies such as duplication and fragmentation by streamlining processes.

Reduce turnaround times for data requests by storing information in a common data repository.

Save time and effort by encouraging use and access of data in ways that allow multiple uses of the same data set.

There is significant value to be realized from implementing data management in USDA.

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High-Level Timeline & Milestones

Task/Milestone Description Date Achieved

1 Create a Data Management Program Management Office (PMO)

July – December 2002

2 Create Steering Committee July – December 2002

3 Define Communities of Interest roles and responsibilities

January 2003 – June 2003

4 Identify Community Project Sponsor for initial project or projects


5 Conduct an inventory of data management projects


6 Select first data management project(s) July 2003 – ongoing

7 Build Community of Interest July 2003 – ongoing

8 Develop data management deliverable(s) July 2003 – ongoing

9 Rollout deliverable(s) July 2003 – ongoing

Data Management requires careful planning and a clearly defined approach and scope; therefore, the implementation will be divided into three phases.

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Cost-Benefit Analysis

The table below summarizes the costs and benefits of implementing data management in USDA, as well as the net present value and return on investment.

Analysis (in $000s)

Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7

Total Annual Benefits 454 4,288 7,754 9,005 7,766

Discounted Annual Benefits 454 4,091 7,058 7,821 6,435

Total Annual Costs 300 1,147 1,634 1,645 1,096

Discounted Annual Costs 300 1,094 1,487 1,428 908

Discounted Net 154 2,996 5,571 6,392 5,527

Cumulative Discounted Net 154 3,150 8,722 15,114 20,641

Net Present Value 20,642

Return on Investment 395%

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Risks, Dependencies, and Performance Measures

Risks:

Enterprise data management governance overlaps with existing agency data governance entities

Past data management initiatives have not produced measurable benefit

Data management services are not delivered in a timely manner or in sync with dependent strategic initiatives

Sensitive information not properly identified in terms of enterprise wide data sharing

Dependencies:

This initiative is dependent on the successful completion of the department’s Enterprise Architecture

The Presidential Initiative for USA Services is not directly dependant on data management, but these two initiatives should be closely integrated

The following eGov initiatives are dependant on data management:: eLoans, eGrants, Web Based Supply Chain, Online Trade, and eAuthentication.

Performance Measures:

Agencies, Mission Areas, eGovernment initiatives, and other initiatives in USDA use Data Management as a routine business practice

This initiative will create a thorough risk assessment and management plan to minimize, mitigate, and address each identified risk. In addition, performance goals will be defined and measured in order to focus effort, motivate performance, and evaluate success.

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Agenda

Welcome






Q & A

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• E-Gov 2002, June 24th – 27th, Washington Convention Center Discounted registration still available through OCIO. Contact Howard

Baker at 720-8657 for further details.

USDA Breakout Session on Thursday, June 27, 10 a.m. – 11 a.m.

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Agenda

Welcome






Q & A

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Next Steps & Wrap-up

• Working Group members need to brief their Agency Heads and Agency Steering Committees on the business cases by Wednesday, June 26

• Briefing materials will be available on the eGov Web site

• Please e-mail the eGov mailbox once you have held your briefings

• We continue to welcome your contributions to and suggestions about the eGovernment Web site

In the Spotlight suggestions? WebCAAF article on site, ERS and Geospatial One Stop in progress

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Agenda

Welcome






Q & A

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Questions and Answers

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Documents

U.S. Department of Agriculture eGovernment Program June 19, 2002 eGovernment Working Group Meeting Chris Niedermayer, USDA eGovernment Executive