U.S. Department of Agriculture eGovernment Program October 24, 2001 eGovernment Executive Council & Working Group Program Kickoff Meeting Greg Carnill,

U.S. Department of Agriculture

eGovernment Program

October 24, 2001

eGovernment Executive Council &

Working Group

Program Kickoff Meeting

Greg Carnill, USDA eBusiness Executive

Barbara LaCour and Dennis Egan, USDA eBusiness Project Mgrs

2

U.S. Department of Agriculture eGovernment Program

IntroductionsProject Review

• Goals and Ground Rules

• Approach, Deliverables, and Structure

• Keys to Success

Agency and OCIO Roles and ResponsibilitiesMeasuring ProgressStarting to Work Right Now

• Crafting a Mission and Vision

• Ratifying Charter

• Immediate Next Steps

Questions & Answers

Agenda

3


eGovernment Framework Project Goals

We have established a number of ambitious Project Goals. Do you have others to add?

• Understand and own the eGov vision

• See eGov as real and here to stay

• Educate about eGov and the opportunities for business transformation

• Engage and involve all levels

• Recognize, build upon and publicize the Department’s eGov successes

• Leverage enterprise opportunities, cross-mission area solutions and sharing of best practices

• Achieve measurable, iterative and cumulative successes which add value

• Maintain citizen/customer-centric focus

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Project Approach

Project Work Plan

(1-2 Weeks)

Readiness Assessment(8 Weeks)

Methodology(

Plan

(

Communications Plan(15 weeks)

1 2

eStrategy

9 Weeks)

3

eGovernment Strategic and Tactical

(13 Weeks)

4

Governance(4 Weeks)

5

6

Month 1 Month 2 Month 3 Month 4

Duration: October 12th to January 25th.

Parallel Activities.

Significant effort and cooperation across USDA.

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Project Tasks and Deliverables

6 interdependent tasks designed to begin USDA’s eGov transformation.

Task 1

Detailed project work plan

Task 2

Readiness assessment and analysis

Task 1Detailed Project Work Plan

Task 2Readiness Assessment

and Analysis

Task 3USDA eGovernment

Planning and Implementation Methodology

Project initiation activities that establish an effective working relationship, define roles/responsibilities, outline project goals and solidify logistics.

An assessment of the USDA’s current environment for eGovernment including future challenges and trends and key recommendations to address new eBusiness developments.

A toolkit representing the eGovernment planning process. It will be used to develop the enterprise-level eGovernment Strategic Plan and agency-level eGovernment tactical plans.

Kick-Off Meeting Detailed project work

plan Progress reporting

process

eReadiness Assessment documenting how: industry changes, stakeholder demands, organizational limitations, technical environments and legislative pressures affect eBusiness at the USDA

eGovernment Strategic Planning Guidebook including:

Templates Frameworks Best Practice

Examples Samples and Planning

Tools

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6 interdependent tasks designed to begin USDA’s eGov transformation. (continued)

Task 1

Detailed project work plan

Task 2

Readiness assessment and analysisDetailed project work plan Readiness assessment and analysis USDA eGovernment Planning and

Implementation Methodology Task 4

USDA eGovernment Strategic and Tactical Plan

Task 5

Governance Process and Model; Recommended eGovernment

Policies and Standards

Task 6Communication, Informational,

Marketing Strategy, and Presentation Materials

A Department-wide strategic plan that provides a mission, vision, and goals to transform traditional USDA operations to an eBusiness.

An organizational process and model including recommended eGovernment policies and standards.

Ongoing communication messages and materials that ensure awareness, understanding, buy-in, and commitment throughout the life of the eGovernment transformation process.

Departmental eGovernment Strategic and Tactical Plan including a Corporate Mission, Vision, Goals, eGovernment Short/Long Term Opportunities, and Implementation Path

Identification of necessary policy to support eGovernment

eGovernment Governance Model outlining leadership, processes and organization structures

Communication Plan Awards/Incentive Program

recommendations Marketing and information

materials Presentation materials

Project Tasks and Deliverables

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The Deputy Secretary and eGov Executive Council will lead this effort. The OCIO and EGWG will provide facilitation across the Department. And Accenture will support the OCIO and EGWG.

• Set overall project direction and guidance

• Ensure resources and participation• Make decisions and

recommendations

Senior Project Management

Strategy Manager,

Marty Rodgers

USDAAccenture

Team Leader• Ensure coordination of project resources

• Provide strategic, technical and organizational recommendations

Process Consultant,Kara Fujita

Project Steering Committee

Dwight Hutchins

USDAAccenture Executive approval of recommendations

• Provide resources and sponsorship

•

• Participate in review sessions

• Final arbitrators

• Deputy Secretary• CIO• eBusiness Executive• eGov Exec Council

Subject Matter Experts (as needed)

•Technology Manager,

Adam Siegel

Project Manager,Dennis Egan

eBusiness

Deputy Lead

Barbara Lacour

Project Coordination and Implementation

• eGov Working Group

• Technical/Strat specialists (e.g. CyberSecurity, CRM, 508, eFILE

• Creating Internet• Advantage and other KX

Project Structure

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• Experienced Tech Consultant,

Daniel C. Anderson

• Org. & Human Performance Analyst,

Kelley M. Duggan

Technology Assessment

and Policy Team

Cultural Assessment

Governance, and

Communications Team

Accenture USDAUSDA Accenture

Team Leader • Ensure coordination of project resources

• Provide strategic, technical and organizational recommendations

Process Consultant,Kara Fujita

Project Manager,Dennis Egan

• Agency CIOs and OCIO

• Ron Anderson, NITC

• eGov Working Group as needed

• Office of Comm/Web Team

Strategic and Tactical

Development Team

• Strategy

Consultant, Carole

Gardner

• eGov Agency IPTs

USDAAccenture

• Provide insight into business functions

• Assess and communicate needs and priorities

• Provide contacts and schedule meetings

• Susan Moore, OCIO

The Deputy Secretary and eGov Executive Council will lead this effort. The OCIO and EGWG will provide facilitation across the Department. And Accenture will support the OCIO and EGWG. (continued)

• Analyze industries and business impacts

• Conduct stakeholder analysis

• Develop corporate vision

• Create strategy

• Provide insight into technology environment



• Analyze and assess eInfrastructure

• Make technical recommendations

• Provide insight into organizational functions and roles/responsibilities



• Analyze organizational management and process structures

• Develop communications plan

• Develop communications materials

Project Structure

9


Keys to Success

• eStrategy must flow from Departmental Strategy/Mission

• Adhere to Principles of Good Strategy

• Top Down and Bottom Up Leadership

• OCIO and Agencies/Mission Areas must work together

• Communicate, educate, train. Repeat.

• Keep momentum

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• Keys to Success





Questions & Answers

Agenda

11


• Form Agency eGovernment Integrated Project Teams (IPTs)

• Suggested/prospective membership• EGWG member chairs

• Agency Lead and eGov Exec Council member as ex-officio

• Focus on strategy and implementation, business and tech

• Be Champions of Change

Agency Roles and Responsibilities

E G W G A g R ep E G W G A g e ncy R ep

e G o v E xec C ou n c ilM e m b e r e x o ff ic io

C IO /IT P R A R ep C P IC R e v iewB o a rd C h a ir

R e p s from M a jo rB u s in ess U n its

A g e n cyW e b T e a m R ep

A g e n cyP u b lic A ffa irs R ep

A g e ncy eG ovIP T

A g en cy Le ade x o ff ic io

E G W G A g e ncy R ep

D e p artm en ta le G overn m e nt

W o rkin g G ro up

e G overn m e ntE xe c C o u n c il

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• Provide input into Strategy and Tactical Plan• Comments and feedback on mission, vision, goals, objectives

• Attend and help set up visioning sessions, focus groups, and interviews

• Prioritization of cross-agency, enterprise and interdepartmental initiatives

• Craft Agency-specific strategies using methodology

• Review overall Plan drafts and provide comment

• Facilitate concurrence of overall plan

• Share best practices

• “Own” Implementation of Agency and Mission Area initiatives

• Be active in enterprise and Mission Area solutions

• Report progress (e.g., Scorecard and Quarterly monitoring reports)

Agency Roles and Responsibilities

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• Facilitate process on behalf of Deputy Secretary

• Provide direction and guidance for eGovernment Program overall

• Conduct Interviews, Visioning Sessions and Focus Groups

• Draft deliverables for Agency/Mission Area review

• Develop marketing and educational materials

• Provide support to Agencies and Mission Areas as requested and to extent practicable

OCIO Roles and Responsibilities

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Measuring PerformanceA scorecard or dashboard will be used to measure our performance throughout the Projectand the Program ensuring that the whole Department is participating and moving forward.

Department of Agriculture10/24/2001

Farm and Foreign Agricultural Service (FFAS)Farm Service Agency (FSA) Chris Niedemayer Jerry Patterson, Terrie Ray 10/24Foreign Agricultural Service (FAS) Frank Tarrant Rand Ruggieri 10/24Risk Management Agency (RMA) Heyward Baker Jeff Williams, Melinda May 10/24

Food, Nutrition and Consumer Services (FNCS)Food and Nutrition Service (FNS) Alberta Frost Chuck Cash, John Donovan 10/24Center for Nutrition Policy and Promotion (CNPP) Peter Basiotis 10/24

Food Safety (FS)Food Safety and Inspection Service (FSIS) Jeanne O. Axtell Greg Curtis 10/24

Marketing and Regulatory Programs (MRP)Agricultural Marketing Service (AMS) Robert Keeney Doug Bailey 10/24Animal and Plant Health and Inspection Service (APHIS) Kevin Shea Mike Gregoire 10/24Grain Inspection, Packers and Stockyards Administration (GIPSA) Gerald D. Bromley 10/24

Research, Education and Economics (REE)Agricultural Research Service (ARS) Gary Rich 10/24Cooperative State Research, Education, and Extension Service Bob MacDonald Sarah Rocker 10/24Economic Research Service (ERS) Paul Chan 10/24National Agricultural Statistics Service (NASS) Marshall Dantzler Martha Farrar 10/24

Natural Resources and EnvironmentForest Service (FS) Sally Collins Mike Watts 10/24Natural Resources Conservation Service (NRCS) Dwight Holman Daniel Conrad, Mary Thomas 10/24

Rural Development (RD)Rural Business-Cooperative Service (RBS) Bill Hagy Pandor Hadjy 10/24Rural Housing Service (RHS) Dean Daetwyler 10/24Rural Utilities Service (RUS) Kenneth Ackerman 10/24

Departmental Administration/Staff OfficesOffice of Budget and Program Analysis (OBPA) Dennis Kaplan Lynda Cornell 10/24Office of the Chief Economist (OCE) Raymond Bridge 10/24Office of the Chief Financial Officer (OCFO) Joanne Ellis ` 10/24Office of the Chief Information Officer (OCIO) Gregory Carnill Barbara LaCour 10/24Office of Communication (OC) Larry Quinn Vic Powell 10/24Office of the Executive Secretariat (OSE) Bruce Bundick Doris Kitchinger 10/24Office of the General Counsel (OGC) Vacant 10/24Office of Inspector General (OIG) Paula F. Hayes Debbie F. Abix 10/24National Appeals Division (NAD) Tracy LaBarge Bill Pratt 10/24

Bill Hagy

Jeanne O. Axtell

Janice Lilja

Other Agency ContactsContent Area Lead

Ove

rallDate StartedContent Area

Assemble Agency eGov.

Teams*

Priscilla Carey

Agency eGov. Kickoff Meeting

Attendance at Dept. EGWG

Kevin Shea

Sara Mazie

= On track = Progress needed

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• Keys to Success





Questions & Answers

Agenda

16


Agriculture’s Mission

“To enhance the quality of life for the American people by supporting production Agriculture; ensuring a safe, affordable, nutritious and accessible food supply; caring for public lands and helping people care for private lands; supporting sound sustainable development of rural communities; providing economic opportunities for farm and rural residents; expanding global markets for agricultural and forest products and services; and working to reduce hunger in America and throughout the world.”

The mission should describe the fundamental purpose of an organization or initiative in concrete terms. It is a concise statement that outlines the identity of the organization, what it does and where it is headed in the future.

USDA eGovernment Mission

Source: USDA Strategic Plan FY 2000-2005. USDA Web site had slight variations in this mission statement.

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“To preserve the plants, animals and natural communities that represent the diversity of life on Earth by protecting the lands and waters they need to survive.”

-Nature Conservancy

“To promote the economic security of the nation’s people through compassionate and vigilant leadership in shaping and managing America’s social security programs”- Social Security Administration

“Team with the GE businesses to achieve technology excellence in current and future generations of products, processes, and services. Share technology across GE's businesses. Ensure leadership technology in all GE businesses.”- General Electric (GE), Corporate R&D

Mission statements drive the organization’s course and generate a strong organizational purpose…

“To produce an adequate volume of circulating coinage for the nation to conduct trade and commerce.” -United States Mint

“To provide state-of-the-art Information Management technology and services to enhance the Department of State’s electronic communications. Manage the Department’s information resources and technology infrastructure.”- Dept of State, Info Resource Mgt


“Establish Starbucks as the premier purveyor of the finest coffee in the world

while maintaining our uncompromising principles while we grow.” -Starbucks

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• Does the mission describe the role of eGovernment at USDA?

– Does it articulate our purpose -- what we do now? Aspire to do?

– Does it justify our existence?

– How the Program will do its job (i.e., by, through…)

– Who our customers are

• Is it reflective of USDA’s mission statement?

Straw Mission

“To empower citizens, partners and employees fostering collaboration in a customer-centric, market-driven, results-oriented organization by utilizing information and communications technologies.”

Questions to consider when reviewing the Straw Mission…


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It serves as the fundamental context upon which the organization bases its existence and guides its statement of mission.

The vision sets the USDA eGovernment Program apart from other efforts and establishes an ideal and unique image for a common future.

The vision is “owned” by top leadership of the organization, and requires buy-in and commitment from members throughout the organization.

Agriculture’s Vision…

“A healthy and productive Nation in harmony with the land.”

A vision statement is a compelling assertion about the future…

USDA eGovernment Vision

Source: USDA Strategic Plan FY 2000-2005. USDA Web site had slight variations in this mission statement.

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“Empower people through great software - any time, any place and on any device.”

- Microsoft Corporation

“Inspire a dramatic change in what users expect from their computers, allowing people to create, capture and communicate their ideas as never before.”

- Silicon Graphics

“Foster initiative and creativity by allowing the individual great freedom of action in attaining well-defined objectives.”

-Hewlett Packard

Vision statements should be memorable, drive organizational decisions and generate a strong organizational identity. Can you tell the bad one?

“Put a soft drink within arms length of everyone in the world.”

-Coca-Cola“We help put America through school.”

- Department of Education, Student Financial Administration

“Continue strengthening the ability of the Department of State to achieve IS foreign policy objectives through effective and efficient Information Resource Management and deployment of Information Technology. Develop and implement sound IT investment plans, which support mission objectives and customers.”

-Dept of State, Information Resource Management


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• Is the vision valid?

• Is the vision compelling? exciting? cool?

• Does the vision encompass what USDA is striving to achieve from a business point of view? Is it reflective of USDA’s vision statement?

• Is the vision able to endure? Is it big and bold enough andable to account for change?

Straw Vision

“A unified, virtual USDA making a measurable difference in the lives of the American people and the strength of our communities and economy.”

Questions to consider when reviewing the Straw Vision…


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Summary of Changes

• Purpose statement: Addressed the need for fostering citizen-centric government Emphasized the use of eGov technology as an enabler for delivering USDA

products and services

• Authority: Included the President’s Management and Performance Management Agenda

• Roles & Responsibilities: Modified the membership of agency-specific committees/ integrated project

teams headed by each agency’s Working Group member Included additional responsibilities for the Executive Council and Working

Group, and added responsibilities for the OCIO

Handout of revised Charter

eGovernment Executive Council Charter

In light of the Council’s active involvement in developing and implementing a Departmental eGovernment Program, we recommend that the group revisit its charter, specifically to

address the following suggestions from EGWG members:

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• Provide comments and feedback on Mission and Vision Statements for eGovernment at USDA and on revised Charter

Contact Dennis Egan at 202.720.8546 or Barbara LaCour at 202.690.2118 or reply to eGov mailbox at [email protected]

Be prepared to discuss and ratify at next EGWG meeting

• Formulate or reshape your Agency eGovernment Integrated Project Team (IPT) by Wednesday, October 31, 2001

Send names, titles, email and phone information to eGov mailbox

Immediate Next Steps

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• Convene Agency eGovernment IPT kickoff meetings by Tuesday, November 6, 2001

Contact Dennis Egan or eGov Team mailbox with date and time of meeting and if desired to request presence of Project Team at kickoff

• Executive Council members set up interviews with Under Secretaries. Conducted by eGov Team.

Focused on introducing Program and confirming strategic intent, priorities and challenges

Schedule between 10/29/2001-11/12/2001 at their convenience.

45 minutes – 1 hour; Sample email request to be sent to you as follow-up to this meeting

Immediate Next Steps (continued)

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• Executive Council members set up Mission Area visioning sessions with Deputy Under Secretaries, Agency Leads and key staff:

Schedule between 11/05/2001-11/21/2001 ideally AFTER associated Under Secretary meeting

2-3 hours; Sample email invitation to be sent to you as follow-up to this meeting

• Next EGWG meetings on November 7, 2001 and November 28, 2001

There will be other working/visioning sessions in addition to these bi-weekly ones

Immediate Next Steps (continued)

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• Keys to Success

Agency Roles and ResponsibilitiesMeasuring ProgressStarting to Work Right Now




Questions & Answers

Agenda

Documents

U.S. Department of Agriculture eGovernment Program October 24, 2001 eGovernment Executive Council & Working Group Program Kickoff Meeting Greg Carnill,