Creating a Government that Delivers Results

1
Creating a Government that Delivers Results

• Mary Mitchell
• Deputy Associate Administrator
• Office of Electronic Government Technology
• www.estrategy.gov
• www.egov.gov

2
President's Management Agenda

• Issued August 2001
• 1. Strategic Management of Capital
• 2. Competitive Sourcing
• 3. Improved Financial Sourcing
• 4. Expanded Electronic Government
• 5. Budget and Performance Integration

3
Moving to a Citizen-centered Government

• The Vision an order of magnitude improvement in
  the federal governments value to the citizen
  with decisions in minutes or hours, not weeks or
  months.E-Government Definition the use of
  digital technologies to transform government
  operations in order to improve effectiveness,
  efficiency, and service delivery.
• The Principles
• Citizen-Centered, Results-Oriented, Market-based
• Integral component of Presidents Management
  Agenda
• Simplify and Unify
• Government likes to begin things - to declare
  grand new programs and causes. But good
  beginnings are not the measure of success. What
  matters in the end is completion. Performance.
  Results. Not just making promises, but making
  good on promises." President George W. Bush

4
What Citizens Have to Say

• Of American Internet users, 67 have used e-Govt
  Web site
• said conducting transactions with government is
  easier because of e-government. 
• 74 of this group believe that
• the benefits of e-government will continue to
  grow and
• positively effect the way government operates
  over the next 5-10 years
• Privacy and security is still a serious concern
• 45 of Americans strongly agree submit personal
  information to government Web sites, will allow
  government to provide them with better services. 
  
• nearly 45 believe they may risk the security and
  privacy of their personal information by
  submitting it to govt Web sites
• Source Hart-Teeter Research by The Council for
  Excellence in Government with support from
  Accenture, April 2003

5
Focus on Unifying and Simplifying Around Citizen
Needs

• Individuals building easy to find one-stop-shops
  for citizens -- creating single points of easy
  entry to access high quality government services.
• Businesses reduce burden on businesses through
  use of Internet protocols, un-complicating
  interactions, and consolidating myriad redundant
  reporting requirements.
• Intergovernmental make it easier for states and
  localities to meet reporting requirements, while
  enabling better performance measurement and
  results, especially for grants.
• Internal efficiency and effectiveness reduce
  costs for federal government administration by
  using best practices in areas such as supply
  chain management, financial management, and
  knowledge management.

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FY2004 Federal IT Investment Portfolio 59
Billion Requested!
(dollars in billions)
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2004 Budget Federal IT Investment Portfolio

(dollars in billions)
380 projects (8 Bn) have good business cases
over 650 projects (21 Bn) on At-risk List
requiring business case enhancements (e.g.,
security, project plan)
4.7 (IT Security is
included in the
Mission Area and
Office
Auto/Infrastructure)
1
21
37
Mission Area Projects
Office Automation /Infrastructure
Enterprise Architecture
IT Security
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E-Gov Strategy No Magic Formula Exists for
Delivering Results
Managing Partner GSA EPA Treas HHS SBA DOC
Government to Business
Government to Citizen
Managing Partner GSA Treas DoEd DOI Labor
1. Federal Asset Sales 2. Online Rulemaking
Management 3. Expanded Electronic Tax
Products 4. Consolidated Health Informatics 5.
Business Compliance One Stop 6. International
Trade Process Streamlining
1. USA Service 2. Free File
3. Online Access for Loans 4.
Recreation One Stop 5. Eligibility Assistance
Online
E-Authentication
Government to Government
Internal Effectiveness and Efficiency
Managing Partner OPM OPM OPM GSA GSA NARA OPM
Managing Partner SSA HHS DHS DOI DHS
1. e-Training 2.
Recruitment One Stop 3. Enterprise HR
Integration (includes e-Clearance) 4. e-Travel
5. Integrated Acquisition 6. e-Records
Management 7. Payroll Processing
1. e-Vital 2. e-Grants 3. Disaster
Management 4. Geospatial Information One
Stop 5. Project SAFECOM
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Progress Is Being Made

• Government wide
• Firstgov 3 clicks to service, one of Yahoos 50
  Most Incredibly Useful Websites over 500
  increase
• Free Tax Filing for at least 60, made easy with
  trust 2.7 M filers
• Govbenefits.gov (USA Today Hot Site)
  uncomplicates the welfare bureaucracy making it
  easy to find needed services
• Regulations.gov makes it easy to find, read
  comment on proposed regs (600K hits in 1st
  week)
• Golearn.gov providing training for pennies per
  student to 45,000 Feds in 1st six months, over
  45 M visitors
• Recreation.gov clickable map
• E-Payroll Consolidation to two winning teams
  from 22 providers
• E-Gov Act Signed Administrator and Office fully
  operational

• Within Agencies
• All but 7 agencies making significant progress in
  addressing chronic problems and joining in
  citizen-centered E-gov Solutions
• Some Examples
• Energy, VA, Justice have elevated CIO role to
  drive change results
• VA-DOD integrated patient medical records to
  provide seamless service to veterans
• Education performance data initiative streamlines
  data collection burdens and eliminate redundancy
• Energy Department integrating disparate HR, FM,
  procurement, facilities management, and budgeting
  systems
• GISRA baselines and Plans of Action and
  Milestones are used to define and track security
  improvements with 50-100 improvement in key
  areas

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Before Social Service Benefits were more than
1000 clicks to service
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After Only 3 Clicks Next Phase Focuses On
Integrated Fed-State Application Form
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Integrated Acquisition Environment
A secure business environment that facilitates
and supports cost-effective acquisition of goods
and services in support of mission performance.
Value Proposition

• Business Value
• Eliminate redundant data collection and provide
  increased visibility of contracts to ordering
  offices.
• Government Value
• Purchase of goods and services faster and less
  expensive by eliminating duplicative systems and
  processes while providing more access to small
  businesses. Consolidate common functions through
  a shared services environment.

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Federal Asset Sales
Creates a single, one-stop access point for
businesses to find and buy government assets.
Value Proposition

• Business Value
• Provide a single point for Federal assets sales
  making it quicker and easier to find and buy
  assets
• Offer a wide range of optional value added pre-
  and post-sale services
• Government Value
• Consolidate and optimize the asset sales function
• Help agencies determine the most effective
  on-line or off-line channel available to dispose
  of their assets

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FAS Scope Asset Recovery and Disposition
FAS charter Identify, recommend and implement
improvements for asset recovery and disposition,
making it easier for agencies, businesses, and
citizens to find and acquire/buy federal assets
IAE Scope
FAS Scope
E-gov Project
Asset Phase
Purchase of asset by federal agency
Use of asset by purchasing agency until it is no
longer needed
Identification, processing, reporting, and
transfer of excess property among federal agencies
Transfer of surplus property to non-federal
public agencies and other specifically designated
recipients
Sale of asset to the public
Asset Phase Purpose
Financial Assets, and certain Real and Personal
Property assets do not migrate through a
utilization and donation process
Asset Use (Asset Management) is not in scope
for either FAS or IAE (Integrated Acquisition
Environment)
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Value Proposition
eTravel
A collaborative, inter-agency effort to realize
the efficiencies, cost-savings and increased
service associated with a common approach to
managing the Governments travel function.

• Citizen Value
• Provide one-stop integrated travel services for
  all federal employees.
• Government Value
• Provide consolidation, cost savings and
  accountability to enable tracking of travel
  expenditures and improve decision making.

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ePayroll

• Consolidates 22 Federal payroll systems to
  simplify, standardize and better integrate
  payroll, human resources, and finance functions.

Value Proposition

• Business Value
• Standardization and better service to employees
  from unified service delivery
• Government Value
• Improves the link between performance budgets
• Provides information needed to make well-informed
  decisions
• Generates cost savings through economies of
  volume and avoids costs by limiting capital
  system modernization activities

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Value Proposition
eAuthentication
Public trust in the security of information
exchanged over the Internet plays a vital role in
the e-Gov transformation.

• Citizen Value
• Want a trusted, consistent method of proving
  identity to the federal government and protection
  of the confidentiality and sensitivity of data.
• Government Value
• Want reduce costs, complexity and cycle times for
  authentication of individuals when this is
  required by agencies.

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Standard Authentication Policy
Policy
G2C
G2B
G2G
IEE
Level 1
OMB E-Authentication Guidance
NIST Technical Guidance
Level 2
Level 3
Level 4
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Online Rulemaking and Management
(Point of Entry, Authentication, Service
Directory)
Public/Citizen Services
Customer
Publish Docket Calendar
Policy Search Engine
Policy Review
Feedback
Discussion Forums
Policy Profile
Alerts and Subscriptions
FAQs, Links
Conceptual
Government Services
Policy Repository
Business Rules
Content Publishing
Common Business Processes
Content Management
Policies, Local repositories
DOT
USDA
EPA
HHS
ENERGY
INTERIOR
Agencies
Page 19
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The Business of Government Federal Architecture
Is About Improving IT Investment Business
Decisions
Federal Enterprise Architecture Business
Reference Model
Program Admin
Compliance
Asset Management Defense Natl Security
Ops Diplomacy Foreign Relations Disaster
Management Domestic Economy Energy
Management Grants/Loans/Awards Insurance Permits/L
icensing Social Services Education Recreation
National Resources RD Science
Areas of Business
Consumer Safety Environment Management Labor Law
Enforcement Other Regulatory Compliance Tax
Collection Trade (Import/Export) Transportation Le
gal
Lines of Business
Support Delivery of Services
Legislative Management Information Management
Internal Controls and Monitoring Regulatory
Creation
Internal Functions
Internal Operations / Infrastructure
HR Finance Travel Supply Chain Management
(Acquisition/Inventory Cntl/Logistics) Admin
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Need to Simplify and Unify Federal Business Lines
Internet/ Portal
Government- to-Citizen Access Channels
Services to Citizens
Services to Citizens
Program Admin
Compliance
Program Admin
Compliance
On average 10 Cabinet Departments and agencies
per Line of Business
Public Asset Management
Public Asset Management
Regulated Activity Approval
Regulated Activity Approval
Marketable Asset Management
Marketable Asset Management
Consumer Safety
Consumer Safety
Defense Natl Security Ops
Defense Natl Security Ops
Environmental Management
Environmental Management
Diplomacy Foreign Relations
Diplomacy Foreign Relations
Law Enforcement
Law Enforcement
Disaster Management
Disaster Management
Legal
Legal
Domestic Economy
Domestic Economy
Revenue Collection
Revenue Collection
Education
Education
Trade (Import/Export)
Trade (Import/Export)
Energy Management
Energy Management
Transportation
Transportation
Insurance
Insurance
Workforce Management
Workforce Management
Public Health
Public Health
Recreation National Resources
Recreation National Resources
Employee- to-Employee Access Channels
Social Services
Social Services
RD Science
RD Science

• Telephone
• Voice
• Interactive

Web Services
E-system to System
Public/Private Partnerships
Intranet/ Portal
Face to Face
Fax
Mail
Support Delivery of Services
On average 21 Cabinet Departments and agencies
per Line of Business
Legislative Management Business Management of
Information IT Management Planning and Resource
Allocation Regulatory Management
Controls and Oversight Public Affairs Internal
Risk Management and Mitigation Federal Financial
Assistance
All 24 Cabinet Departments and agencies per Line
of Business
Internal Operations / Infrastructure
Inter-Agency
Intra-Agency
Human Resources, Financial Management Admin
Supply Chain Management
Human Resources, Financial Management Admin
Supply Chain Management
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Guiding Principles for Continued Federal IT
Investments

• Focus on citizen centered, results oriented, and
  market based government investments, not internal
  agency refinements
• Simplify and unify redundant activities
• define migration plans, sunset, consolidation
• Ability to identify and manage measures of
  success,
• Support Homeland Security, War on Terrorism, and
  Revitalizing the Economy,
• Align investments with the PMA E-Gov initiatives,
  
• Strategic partnerships with state, local, other
  federal agencies, non-profits, and private
  industry to perform government business

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Building A Solid Business Case Value
Measurement Toolkit

• Five Step Process
• Develop Decision Framework
• Uses OMB evaluation criteria to help set
  priorities
• Consider Risk
• Assess Risks and Determine if Falls within
  organizations risk tolerance boundary
• Define Measures of Success and Targets
• Can evaluation criteria in acquisition process
• Estimate Costs
• Considers a full range of costs for IT
  investments
• Pull together the information
• Perform value-per-dollar assessment
• Step by Step Guide avail CIO.gov Best Practices

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Key Elements In The IT Agenda

• Driving results productivity growth IT and
  management reform investments that create an
  order of magnitude improvement in value to the
  citizen, especially homeland security info
  sharing and knowledge flow
• IT Cost Controls Consolidation of redundant and
  overlapping investments, Enterprise-wide
  licensing, Fixing cost overruns, Competing away
  excess IT Services charges
• E-Gov Act implementation Government wide
  architecture governance, including web-based
  strategies for improving access to high quality
  information and services
• Cyber Security Desktop, data, applications,
  networks, threat and vulnerability focused,
  business continuity, privacy protection
• IT workforce Obtain needed project management,
  CIO staff, and architects with a passion for
  success in leveraging IT spending for strategic
  results eliminate piecemeal, redundant, poorly
  defined and technology-focused IT investments

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The Federal Government has a multi-Billion Dollar
Consolidation Opportunity

• Citizen Centered Consolidation and migration to
  the 24 E-Government Initiatives
• Lines of Business Overlap and leverage
  assessment on IT spending for Common Functions
• Financial Management,
• Human Resources,
• Data and Statistics Development,
• Public Health Information,
• Criminal Investigations,
• Monetary Benefits
• Office Automation Infrastructure Leveraging
  enterprise licensing for less on better terms

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Getting Results Continued Attack on Six Chronic
Problems

• Paving Cow Paths Agencies automate management
  problems, instead of improving processes and
  leveraging e-business solutions to fix them
• Redundant Buying Agencies buy the same item
  independently, instead driving economies of scale
  or creating one-stop points of service
• Program Management Few systems delivered on
  time, on budget
• Poor Modernization Blueprints Few agencies have
  a business-driven enterprise architecture, a
  roadmap that shows what IT investments will be
  used to improve performance
• Islands of Automation
• Citizens must deal with multiple agencies (22,000
  websites) to get service, instead of a single
  point of service website or call center
• Agencies experience difficulty in collaborating
  for key missions like Homeland Security.
• Inadequate Cyber Security IT security has been
  seen as an IT or funding issue, instead of agency
  management issue

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Computer Security Some Noticeable Progress,
Other Agencies Still Challenged

• By Dec 31, 2003
• All agencies have adequate enterprise POAM
  processes
• 80 of Federal IT systems certified and
  accredited
• 80 of 2004 major IT investments have security
  integrated into systems life cycle
• Secure existing before investing in new

• Progress in Common Weaknesses
• Senior Management Attention
• IT Security Performance Measures (status and
  staff)
• Security Education and Awareness
• Integration into Investment Decisions and
  Management
• Securing Contractor Services
• Vulnerability Detection, Reporting, and Sharing
  Processes
• Systems Certified

Getting to Green

• GISRA, FISMA
• OMB Guidance

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Achieving Transformation Agenda

• Economies of Scale moving to . . . economies of
  process
• Interoperability between agencies
• Standards based interfaces (rich in throughput
  not basic).
• Multi-agency means enterprise operating within
  enterprises under new governance structures
• Horizontal and vertical integration of
  organizations and systems
• We cannot afford to operate as 57 Government
  stovepipes it provides poor citizen service.

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Enterprise Licensing SmartBUY

• Acquire software licenses on a government-wide
  basis
• Interagency Launch Team formed
• Working with the CIO Council Architecture and
  Infrastructure Committee
• Performance metrics by July 1, 2004
• 5 agreements in place
• 100 million annualized savings (orders under
  SmartBUY agreements prices vs. FY 03 prices)
• 80 of major agencies use SmartBUY agreements or
  benefit from SmartBUY agreements prices

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E-Gov Directions

• Expanded use of internet transactions will make
  functional boundaries transparent
• Fostered interagency and cross-sector leadership
• Adopted open frameworks and proven commercial
  practices and products
• Improved support for security and managing
  privacy across multiple applications

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E-Gov Directions

• Increased use of web-based, automatic processes
• Increased automated links between (ERP) HR,
  Travel, Procurement and Finance
• XML and Web Service approaches
• Use of integrated call centers and web
• Use of common authentication processes for
  logical and physical access
• Use of e-Forms

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What Key Trends Are Being Watched?

• Increasing broadband content and transaction
  interoperability between government, industry,
  and individuals.
• Commodity transaction components that facilitate
  increasingly agile integration shared services
  and online transactions drive business process
  integration (x-engineering).
• Web services that provide business services
• Cross-platform process design and web services
  integration/implementation tools
• Service delivery models that lower transaction
  costs and empower customers
• Focus on privacy and security in information
  sharing tools

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E-government in FY 2004Delivering Performance
Breakthroughs

• Citizens See Results My Government. My Terms
  -- improved visibly
• RESPONSIVENESS Decisions in minutes or hours,
  not weeks
• BURDEN REDUCTION and Simplification
• No need for expensive help to make a government
  filing
• Businesses do not have submit the same data
  multiple times
• Focus IT investment On Results that Matter using
  Enterprise Architecture to Refine the
  Modernization Blueprint
• Agencies Migrate to Cross Agency Solution by June
  2004 or September 2004
• Single Business Case for Office Automation and
  Infrastructure to Achieve Consolidation and
  Benchmark Performance for each Department and
  Cabinet Agency

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Success Requires A Passion for Solutions

• Measures of success linked to program performance
• Successful Management of Change requires
  innovation
• Transform Unify and simplify around customer
  needs
• Address chronic problems, cant ignore them
• Good ideas that lack proper security and business
  case
• Opportunities to leverage partially funded,
  redundant IT initiatives to get full benefit
• Cant allow efforts to focus on just Web enabling

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Major Continued Challenges

• Sustained Top-down Leadership
• Integrating eGov Strategy with Federal Budget
  Process
• Joint Partnerships Arent Joint Yet
• Achilles Heel Project Management