BY07 Exhibit 300 Planning

1
BY07 Exhibit 300 Planning

• CPIC Planning Meeting
• April 7, 2005
• OCIO IT Portfolio Management Division

2
Agenda

• Introductions
• BY07 Business Case Schedule
• BY07 Guidance
• Umbrella Business Case Structure
• Action Items for Business Case Owners
• Update Performance Based Management Section I.H
• Review and update project description with OMB
  alignment information (E-Gov, LoB and SmartBuy)
• Plan for SME reviews as required (security,
  enterprise architecture, acquisition, privacy,
  and records)
• Submit next FY05 Quarterly Report.
• Draft BY07 Exhibit 300 as required by Bureau
  CPIC.
• QA

3
Introductions

• OCIO Portfolio Management Division
• Cyndy Anderson, Chief-Acting (cyndy_anderson_at_ios.d
  oi.gov)
• Jerry Smith (gerald_smith_at_ios.doi.gov)
• Meeting room participants
• Name, bureau, Business Case
• Conference call participants
• Name, bureau, location, Business Case

4
BY07 Business Case Schedule

• Late March BY07 Exhibit 300 Guidance Issued
  (Budget/OCIO)
• May 2 Draft BY07 Exhibit 300 to DOI Bureaus
  might establish earlier deadlines to support
  internal review and Bureau IRB meetings
• May 9 through 13 Initial DOI Scoring completed
• May 18 BY07 Portfolio presentation to DOI IRB
• Late June Revised versions due to DOI
• July 15 Second DOI scoring completed
• August 15 Final BY07 Portfolio presentation to
  DOI IRB
• September 12 2007 Budget submitted to OMB

5
BY07 Guidance

• OCIO guidance should be issued soon
• Template for 300-1 Required Fields
• Investment Definition (Investment Name, Class)
• Description Information (Agency, Bureau, 4 Digit
  UPI Code, Name of Investment, 2 Digit UPI Code,
  OMB Exh 53 Mission Area, OMB Short Description,
  Exh 53 Part, Investment Type)
• Enterprise Architecture Business FEA BRM
  Mapping
• Summary of Spending Table and Funding Sources
  Tables
• Brief Description (Section I.A.1)
• Agency Mission Support (Section I.B.1)
• Customers (Section I.B.5)
• Stakeholders (Section I.B.6)
• Project Manager (Section I.D.1) and Sponsor
  (Section I.D.4)

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BY07 Guidance

• Template for 300-1 Required Fields (Continued)
• Privacy Impact Assessment Completed? (Section
  II.B.5)
• Investment Certified and Accredited? (Section
  II.B.2.B)
• Total Dollar Amount Allocated to IT Security
  (Section II.B.1.A)
• Account Identification Code and Title
• For Budget Year, of Total Investment for
  Hardware, Software and Services Acquisitions
  (Section I.G.8.A, B, C)
• Section 508 Compliance (Section I.G.7)
• If Multi-Agency, Identify Agencies and
  Organizations Affected Partnering Strategies
  (Sections I.B.7, I.B.7a)
• Date of Acquisition Plan (Section I.G.6)
• Date of Cost Benefit Analysis (Section I.E.4)
• Date of Risk Management Plan (Section I.F.1)

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BY07 Guidance

• Template for Bureau Contribution Form (Old
  Exhibit 300-2) Required Fields
• Investment Definition (Investment Name, Class)
• Description Information (Agency, Bureau, 4 Digit
  UPI Code, Name of Investment, 2 Digit UPI Code,
  OMB Exh 53 Mission Area, OMB Short Description,
  Exh 53 Part, Investment Type)
• Enterprise Architecture Business FEA BRM
  Mapping
• Summary of Spending Table and Funding Sources
  Tables
• Brief Description (Section I.A.1)

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BY07 Guidance (Cont.)

• Umbrella Business Case Structure - Example
• Umbrella Business Case (root) linked to
• Exhibit 300-1 (non-major business case bureau 1)
• Exhibit 300-1 (non-major business case bureau 2)
• Exhibit 300 (business case bureau 3)
• Bureau Contribution Form (funding source, bureau
  4)
• Real Life Example 1 FFS Umbrella Business Case
  linked to
• BOR Bureau Contribution Form
• NPS Bureau Contribution Form
• USGS Bureau Contribution Form
• Etc.
• Real Life Example 2 Capstone Facilities
  Management System linked to
• NPS Exhibit 300-1 (description of NPS activities)
• BLM Exhibit 300-1 (description of BOR activities)
• FWS Bureau Contribution Form
• Etc.
• I WILL WORK VERY CLOSELY WITH YOU ON THIS
  PROCESS!

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BY07 Guidance (Cont.)

• Other information related to eCPIC
• New features being introduced
• Interface with Microsoft Project (March 18)
• Status fields (to denote approval, OMB submission
  status, etc.)
• Additional eCPIC training sessions being offered
  by OCIO April 21-22 (_at_USGS in Reston VA)
• Morning and afternoon sessions.
• Some sessions geared towards beginners others
  will be more advanced.
• More information when it becomes available.

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Action Items Update Section I.H

• Performance Based (PB) Management System
• BY07 Guidance presented by Gerald Smith, IT
  Portfolio Management Division
• Section I.H.2 Original baseline (OMB-approved
  at investment outset)
• Section I.H.3 Proposed baseline/current
  baseline (applicable only if OMB approved the
  changes)
• Section I.H.4 Actual performance and variance
  from OMB-approved baseline (original or current)
• Useful Segment discussion
• DME project - Earned Value Management System
  (EVMS)
• Steady State project - Operational Analysis

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Action Items Plan for Bureau SME Reviews

• Areas for SME review include
• Security
• Privacy, Records Management
• Acquisition Strategy
• Enterprise Architecture
• As noted earlier, work with EA SME to validate
  BRM, SRM and TRM information
• Need to describe what you provide with the
  funding for this project vs. what you use to get
  the project completed
• Contact the SMEs for assistance as needed. You
  will be required to keep a form indicating the
  that SME has reviewed your business case on file.

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Action Items Provide Revised BY07 Exhibit 300
by April 25

• Your revised BY07 Exhibit 300 must be updated in
  eCPIC as determined by Bureau CPIC Coordinators.
  Please notify them via e-mail that this has been
  completed. Message should read
• My BY07 Exhibit 300 is ready for submission to
  OCIO.
• Name of Investment
• Version
• Priority for BY07 business case revisions
• Performance Based Management Section I.H
• Updated tables
• Project Description Section I.A
• Review and provide current project information
• Add OMB alignment information (E-Gov, LoB,
  SmartBuy)
• Performance Goals and Measures Section I.C
• Update with actual performance results
• Security and Privacy Section II.B
• Update with current CA information and dates
• Revise for security score lower than 4
• All other sections
• Update sections receiving scores lower than 4
  (Scoring information provided.)

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Action Items Submit FY05 Quarterly Reports

• Send your next quarterly report for the period
  January-March to CPIC Coordinators.
• Email softcopy and include the names of all
  persons signing.
• FAX/Deliver paper hardcopy with two signatures
  (project manager and project sponsor, CPIC
  Coordinator should get E-Gov and CIO signatures)
• You should be discussing your project with your
  project sponsor at least monthly provides them
  early warning if the project is starting to slip.
  Use the CPIC monthly report format for this, if
  you like.
• Future Dates
• Third Quarter FY05 (April-June) due July 14, 2005
• Fourth Quarter FY05 (July-September) due October
  14, 2005
• Monthly and Corrective Action Reports (CAR)
• Current status

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Questions?