DOI Enterprise Resource Management Program

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DOI Enterprise Resource Management Program

• CPIC Advance
• Last Updated January 2005
• Prepared by Samantha Goldstein
• Enterprise Resource Manager

United States Department of the Interior
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ERM Program Highlights

• ERM Program was officially established in
  February 2003 to support the Administrations
  E-Government Goal emphasizing improved delivery
  of IT products and services at reduced costs.
• Key ERM Program Objectives are to
• - Coordinate and consolidate the acquisition and
  management of IT hardware software products
  across DOI.
• - Ensure that acquired IT products and services
  comply with standards and specifications
  prescribed by enterprise architecture (updated
  TRM versions).
• - Provide marketing and outreach to DOI users on
  enterprise-wide contracts to ensure that they can
  quickly and easily obtain the products that they
  need through on-line ordering systems.
• Key information related to the contracts
  covered under the ERM Program, is posted on DOIs
  password-protected storefront -
  http//www.doi.gov/ocio/erm/
• Prior to establishment of ERM Program, DOI
  bureaus contracted out separately for IT products
  and services without any type of acquisition
  coordination. This lead to wasted resources, and
  acquiring products that did not always support
  DOIs technical infrastructure.

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Key Phases of Acquisition Process Used to
Establish DOI-wide Agreements
Phase 1 Establish Technical Working Group
Phase 2 Define Requirements
Phase 4 Establish Procurement
Identify Requirements
DOI Stakeholder
Draft SOW
Conduct Price Evaluation
Issue RFQ
Obtain Vendor Responses
Request Clarification
Establish Range Considerations
Conduct Negotiations
Issue RFI
Appoint Program Manager
DOR ARB
Conduct Technical Evaluation
Phase 3 Develop Solicitation
DOI Architect
Appoint Technical Team
Obtain Best and Final Offer
Evaluate RFI
Issue Award
Complete Source Selection
Finalize Award Decision
Administer Contract
DOI IPT
Appoint CO
Finalize Acquisition Strategy
DOI ERM
Document Standardization Decision
Appoint Price Evaluation Team
Draft Solicitation
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Hardware BPA Highlights

• Vendors Currently warded BPAs
• PCs Servers - Dell Corp.
• Ultralight Laptops - NCS Technologies,
  Inc.
• Traveler / Telecommuter Laptops - IBM Corp.
• Tape Library - loDynamix
• Duration of Agreement
• Established in June August 2003, with a 1
  year base period and 1 Option Year for renewal.
• Contract Re-compete Deadline
• Contracts are currently up for re-competition
  / renegotiation.
• Emphasis is placed on reviewing and revamping
  existing requirements for select hardware
  equipment that will be used as basis for new
  solicitations.
• New awards for select equipment need to be
  made between June September 2005.

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Hardware BPA Highlights

• Key Advantages of Using Hardware BPA
• Establishes Product Standards for Select
  Equipment. All hardware equipment products on
  BPA have standard configurations with select
  options that conform to the requirements
  developed and agreed to by DOIs Platform Domain
  Architecture Team (DAT), and the acquisition
  community. This ensures that appropriate
  equipment is in place to support key DOI
  infrastructure initiatives. Requirements will be
  continuously reviewed and updated.
• Yields Substantial Cost Savings. DOIs combined
  savings for FY 2003 and FY 2004 total nearly 11
  million, or 19 below GSA-schedule pricing.
• Provides for Flexibility in Purchasing. BPA
  contract type allows DOI customers to purchase
  desktops, laptops, and servers directly off the
  contract at anytime throughout the duration of
  the contract, without having to commit to
  specific quantities up-front.
• Promotes Acquisition of Up-to-Date Products.
  Each BPA goes through a technology refresh review
  by the DAT on a quarterly basis to ensure that
  DOI is taking advantage of the latest
  technological advances.
• Promotes E-Commerce Goals. Established on-line
  orderings systems for each BPA/vendor allow DOI
  customers to place orders and make purchases on
  the spot.

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Hardware BPA HighlightsDOI GSA Cost
Comparisons for FY 2003 2004(IDIQ
Basis)(Dollars in Millions)
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Software ELA Highlights

• Following Software ELAs are Established
• - Oracle Enterprise Agreement - Environmental
  Systems Research Institute (ESRI)
• - Microsoft Enterprise Agreement - MAXIMO
  Facility Management Software
• - Symantec Enterprise Agreement - FBMS-support
  Software Licenses
• ELA Structure Consists of Two Types
• Minimum Seat Enrollment - Commitment is
  required up-front for a specified number of seats
  for DOI to obtain maximum cost-savings. This
  offering usually consists of license bundles and
  maintenance that best fits DOI needs. The
  estimated savings to DOI from entering into ELAs,
  total over 58 million, or 51 below
  GSA-schedule pricing.
• Additional BPA Purchase Option ELAs also
  include a true-up option where DOI customers
  can purchase additional quantities of select
  products offered by Oracle, Microsoft, Symantec
  throughout the duration of the contract. In FY
  2004, DOI saved another 1 million, or 23 below
  GSA-schedule pricing for these optional products.

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Software ELA Highlights

• Key Advantages of Establishing Software ELAs
• Provides a Standard Microsoft Operating System
  Across DOI Organization. DOI standardized on
  Microsoft desktop and server products in
  September 2002, and is deploying the Active
  Directory throughout the Department to ensure
  that critical systems are consistently secured
  and managed across the enterprise.
• Promotes Using Standard Software to Support
  Major IT Projects / Systems. Established ELAs
  enable project managers to have easy access to
  the appropriate IT tools needed to implement
  major IT initiatives that support DOIs key
  missions and programs.
• Enables DOI to Leverage Higher Volume
  Purchasing Power for Widely Used IT Products. By
  pooling together common requirements, DOI is
  able to obtain software at significantly lower
  cost than the individual bureaus would be able
  to obtain on their own.

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Software ELA Highlights DOI GSA Cost
Comparisons for Basic ELA Offerings(Minimum Seat
Enrollment Required)(Dollars in Millions)
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Summary of ERM Program Accomplishments to Date

• Established ERM Program Umbrella for Hardware
  and Software Contracts. Prepared marketing
  packages that outlined specific products
  offerings available under each contract to DOI
  users, and the savings generated from pursuing
  consolidated acquisitions in comparison with
  GSA-schedule pricing.
• Developed Process to Capture DOI Cost-Savings /
  Avoidance. Given current data constraints, the
  comparison is based on comparing DOI costs for
  select products covered under each contract, with
  GSA-schedule costs for similar products. The
  underlying assumption is that without the
  consolidated contract, DOI customers would have
  still purchased the same product quantities off
  the GSA-schedule.
• Expanded Marketing Outreach for Existing
  Contracts. Revamped and updated the storefront
  link http//www.doi.gov/ocio/erm/ to provide
  DOI customers with most up-to-date information so
  that they can easily access the products that
  they need off established contract vehicles.
• Strengthened Collaboration Role w/ Domain
  Architecture Teams, ESRI rep, and Other Technical
  Experts. Participated in ongoing phone
  conferences and monthly meetings held by Platform
  DAT to address issues surrounding the existing
  hardware BPA, and plans to re-compete for select
  equipment, based on changing DOI-user
  requirements.
• Defined Acquisition Process Used for
  Establishing Future DOI-wide Contracts.
  Consistent with product standards and
  specifications outlined in the updated TRM
  version, the majority of future DOI-wide
  contracts will be established according to four
  key phases prescribed by the Federal Acquisition
  Process.

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ERM Program Challenges / Opportunities

• Inconsistent Tracking of Hardware Software
  Licensing Costs that Support Major Infrastructure
  Initiatives
• - In concert with OMBs budget guidance for FY
  2006, DOIs Office of Budget (POB) and the OCIO
  IT-PMD are emphasizing the need for more
  consistent tracking of investments reflected in
  the IT Infrastructure Business Case. This
  includes the hardware and software licensing
  costs that support the major infrastructure
  initiatives.
• - Currently, the bureaus are all tracking
  hardware and software licensing costs
  differently, making it difficult for DOI to
  accurately capture 41 million in hardware
  costs, and 56 million in software licensing
  costs in the Infrastructure Business Case, and in
  Part II of Exhibit 53.
• - Given the magnitude of these licensing costs,
  there is an opportunity to capture them more
  accurately and consistently in the FY 2007
  budget cycle by allocating them according to the
  defined OMB Budget Cluster and Category.

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Categorization of DOI-wide Agreements by Budget
Cluster and Category
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Next Steps

• Achieving More Consist Tracking of Licensing
  Costs in FY 2007 Infrastructure Business Case
• - Formal guidance will be issued by the OCIO IT
  PMD for the FY 2007 budget cycle to provide
  direction to the bureaus on how to allocate their
  respective hardware and software licensing costs
  by the appropriate Budget Category and Cluster,
  as provided in the table.
• - In the meantime each bureau should be getting
  ready for updating the business case by striving
  to accurately capture their respective licensing
  costs for the mentioned hardware and software
  agreements.
• - The OCIO will also be developing a breakout of
  these costs by bureau that the bureaus can
  in-turn use for reference as they proceed to
  reconcile their initial figures against those
  provided by the Department.