Department of the Interior, Enterprise Architecture Program

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Department of the Interior, Enterprise
Architecture Program

• OIG Mtg. 02/07/2006
• Presented By Colleen Coggins

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Agenda

• Inventory Management
• As-Is and Target High-Level Overview
• Process Flows
• Add System
• Historical/Ongoing, Target
• Remove System
• As-Is, Long-Term
• Update CA Status (Attributes)
• As-Is, Target (Implemented as of March 2006)

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Data Collection Policy and Guidance were created
to assist in establishing uniformity and
reusability

• Sources of Guidance
• Population and Maintenance Policy
• Phase Guidance
• FAQs
• DEAR Data Entry Tutorial
• Periodic Training Session Materials
• Regular Interior Architecture Working Group
  (IAWG) Meetings
• Concept of Operations Document
• Inventory Change Management Processes are
  maturing from manual requests to integrated
  workflow processes over 2006

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The following as-is process flows are part of the
larger controls and processes in place governing
Inventory change management as part of this
high-level value chain
Color Code used to link to related process flow
5
The following target process flows are part of
the larger controls and processes in place
governing Inventory change management as part of
this high-level value chain
Color Code used to link to related process flow
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Agenda

• Inventory Management
• As-Is and Target High-Level Overview
• Process Flows
• Add System
• Historical/Ongoing
• Remove System
• As-Is, Long-Term
• Update CA Status (Attributes)
• As-Is, Long-Term
• Release Management
• As-Is and Target High-Level Overview
• Release Process Flow
• As-Is, Near-Term Target

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Data Collection Time Frame Summary
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FOLLOWING SLIDE NARRATIVE Historical and As-Is
System Inventory Data Collection

• Depicts Data Collection from 2003 and 2004
• A1 8/2003 thru 11/2003
• Shows Initial Data Collection drafted by the DOI
  EA Program utilizing various sources available
  across the department
• Reconciling the list into one system Inventory
  in DEAR based on the OMB Circular A-130 Policy
• A2 1/2004 thru 3/2004
• Using draft baseline, bureaus validated the
  inventory
• Data Collection Guidance and Templates were used
  to standardize data collection and updates
• B1 4/2004 on
• Maintenance of DEAR and the system inventory has
  been based on the OCIO Directive on Population
  and Maintenance of DEAR to the IAWG,
  Modernization Blueprint Teams and Bureau CIOs
• IAWG uses the DEAR Wizard to add systems or make
  updates to system detail

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DIAGRAM Historical Process Flow - Add System
(Phased)
System Discovery
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FOLLOWING SLIDE NARRATIVE Add system from
Inventory Target Long-Term

• Depicts Add Target Process after integrating with
  OCIO Portal Capabilities
• A1
• Discovery of a System Addition and notification
  queued
• A2
• Notification is sent to IAWG which can
  accept/reject addition
• A3
• Notification on decision is sent to queue
• A4
• Upon Approval, Notification engine automatically
  processes Record acceptance (Tag with inventory
  ID, update status, notify involved parties)
• A5
• Maintain

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DIAGRAM Target Long-Term Process Flow - Add
System
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Agenda

• Inventory Management
• As-Is and Target High-Level Overview
• Process Flows
• Add System
• Historical/Ongoing
• Remove System
• As-Is, Long-Term
• Update CA Status (Attributes)
• As-Is, Long-Term
• Release Management
• As-Is and Target High-Level Overview
• Release Process Flow
• As-Is, Near-Term Target

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Inventory Management Controls

• Policy dictates that Bureau CIOs must maintain
  accurate and complete inventories
• Inventory additions can be made via DEAR System
  Wizard tool guiding Mandatory Fields and assuring
  business rules are met
• Inventory removals are currently a manual request
  process approved by CIOs
• This is to assure that records of inventory
  removals are kept for each inventory record
  within DEAR
• Sample Remove Request Reasons Captured
• System has been retired and is no longer funded
• System was mis-entered, and should be a
  sub-system of System ID X
• System was mis-entered, and is a duplicate of
  System ID X
• Project was cancelled, and System never/no longer
  funded

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FOLLOWING SLIDE NARRATIVE Remove system from
Inventory As-Is

• A1
• Discovery of a System removal is informed to the
  IAWG
• A2
• IAWG requests removal of system
• DEAR Admin tags and queues up request until
  approved
• A3
• IAWG seeks approval/denial of removal from Bureau
  CIO
• If Denied, DEAR Admin resets to Current Inventory
  Status
• A4
• Upon DEAR Admin receiving written Approval (via
  email/other), and at release time, the system
  architecture detail is removed with the Inventory
  record kept for records keeping.

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DIAGRAM As-Is Process Flow - Delete System
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FOLLOWING SLIDE NARRATIVE Remove system from
Inventory Target Long-Term

• Depicts Removal Target Process after integrating
  with OCIO Portal Capabilities
• A1
• Discovery of a System removal request and
  notification queued
• A2
• Notification is sent to IAWG and thus sent onto
  to CIO via notification
• A3
• CIO approves/denies request via workflow email
  and is sent to parties involved (requestor (i.e.
  Blueprint Team), IAWG, self, admin)
• A4
• Upon Approval, Notification engine automatically
  processes Record cleanup (Tagging, Records
  keeping, and detail removal)

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DIAGRAM Target Process Flow - Delete System
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Agenda

• Inventory Management
• As-Is and Target High-Level Overview
• Process Flows
• Add System
• Historical/Ongoing
• Remove System
• As-Is, Long-Term
• Update CA Status (Attributes)
• As-Is, Long-Term
• Release Management
• As-Is and Target High-Level Overview
• Release Process Flow
• As-Is, Near-Term Target

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The DOI EA program is responsible for maintaining
the Enterprise Inventory
Complete

• CA and EA Inventory have been synchronized twice
  since mid-2005 ongoing quarterly
• Attributes tracked in Command Center CA Module
  are now captured in DEAR including
• CA System Name, Status and Categorization
• CA Package Date and Contact Details

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FOLLOWING SLIDE NARRATIVE Update CA
Status/Inventory As-Is

• Depicts Data Exchange Integration between CA
  Command Center and DEAR on quarterly
  synchronization/update
• A1
• CA Attributes and CA Systems (aka Accreditation
  Boundaries) are updated in Command Center
• A2
• CA generates a report from Command Center and
  submits to DOI EA Program in standard Excel
  Template
• A3
• At Release, Attributes are updated in DEAR and
  new CA systems are added
• A7 step is the actual release
• A4
• After release, IAWG reviews the DOI Reporting
  Site for unmatched DEAR system inventory
• A5
• IAWG and BITSMs discuss and report to DOI EA
  Program updates to CA System attributes or
  mapping to DEAR system inventory
• A6
• DEAR Admin performs updates as requested by IAWG
  in BEAR
• A7
• Release process migrated BEAR updates to DEAR and
  re-release information to all BEARs

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DIAGRAM As-Is Process Flow - CA Update
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FOLLOWING SLIDE NARRATIVE Update CA
Status/Inventory Target

• Assumes retirement of CA Module in Command
  Center, and CA Module is live in DEAR as
  authoritative source of CA systems at DOI
• A1
• CA is performed by the Bureau IT Security
  Managers (BITSM) members that may produce changes
  to CA System status (attribute updates, new CA
  System, etc.)
• A2
• Architecture work is performed by IAWG that may
  discover new system or changes to system
  resulting in unmatched DEAR System to CA System
  relationship
• A3
• Changes mentioned are queued and reviewed on
  Reporting Site definitively showing gap
• A4
• BITSM (involving IAWG coordination where
  applicable) update CA System changes in DEAR via
  CA Wizard
• A5
• CA Package Documents are updated to reflect
  changes in DEAR

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DIAGRAM Target Process Flow - CA Update
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EA and CA inventory maintenance will progress to
integrated transactional support by mid-2006
Quality

• Real-Time BEAR Synchronization based on new
  Capabilities within Telelogic Toolset (SA v10.3)
  Product currently in testing
• Simple Workflow is also in the development queue
  to enhance inventory management controls

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Conclusion

• DEAR Inventory Management controls, policy,
  processes, and mechanisms are established and in
  action
• Policy on Inventory Management Controls is being
  updated to require CA and DEAR inventory
  alignment
• DEAR and CA Command Center tool performs
  quarterly synchronization
• DEAR is targeted to replace the CA CC Module in
  Spring 2006.