PPBES: FY20092013 IT Planning Guidance and Matrix

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PPBES FY2009-2013 IT Planning Guidance and
Matrix

• Dennis Morgan
• IT Services Program Manager
• June 20, 2006 CIO Council Meeting

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Importance

• All NOAA programs use IT to support one or more
  capabilities
• Accounting for each programs IT costs is
  important
• Integral to NOAA-wide planning and to drive
  future investment in IT for program requirements
• NOAA alignment with E-GOV and OMB Line of
  Business Initiatives
• Source information for DOC, OMB, and
  Congressional reporting requirements
• CIO Council plans to use the IT Planning Matrix
  during the program assessment process

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Background

• A working group of the NOAA CIO Council recently
  developed the FY2009-2013 IT Planning Guidance
  and Matrix to assist PMs in determining the IT
  portion of their programs overall costs
• PPIs FY2009-2013 Planning Guidance Memorandum
  III Supplemental (dated 5/26/06) instructed Goal
  Teams to direct programs to use the guidance for
  planning purposes
• Unlike the Education and Research Councils, there
  is no IT Planning section in CasaNOSA, nor
  instructions in the POP User Manual

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The Assignment for Program Managers

• PPBES Program Operating Plan (POP) development
• use FY2009-2013 IT Planning Guidance and Matrix
  to calculate program IT costs at Current Program
  Resources level http//www.cio.noaa.gov/itmanage
  ment/ITPlanningGuidanceFinalFY09-13.doc
• Submit a completed IT Planning Matrix via email
  to Dennis Morgan and the CIO Council
  Representative assigned to his/her Goal
• Draft matrix due by 7/7/06 (same day as Draft
  POP)
• Final matrix due by 7/28/06 (same day as Final
  POP)

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Assistance
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IT Areas Covered by Matrix

• Application Hosting
• Archiving
• Data Networks (LAN)
• Desktop / Seat Management and Support
• Enterprise Architecture
• Facility Management
• High Performance Computing
• IT Security
• Metadata
• NOAAnet

• Technology Refresh
• Desktops
• Laptops
• Servers
• Mainframes
• Routers
• Switches
• Storage
• Telecommunications
• Web Presence
• Workforce Collaboration

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Instructions

• PMs are allowed to make slight adjustments to the
  cost per unit rate or other planning parameters
  must document their rationale in Comments
• Program employees are full-time or part-time
  federal or contractor employees
• Avoid double-counting because employees can
  support one or more programs
• Make adjustments based on changes in federal and
  contractor staffing levels for FY2009-2013
• Every IT Area may not apply provide for those
  that do

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Example 1Archiving

• Includes all costs associated with the archival
  of large array and environmental modeling data
• Data growth projected to increase from 8,000
  terabytes (FY05) to 25,000 TB (FY14)
• Long-term data archiving will be handled by the
  Comprehensive Large Array Stewardship System
  (CLASS)
• Remember to include the annual data growth rate
  
• Lets assume that 100 terabytes of data need to
  be archived in FY2009 and the annual data growth
  rate is 20 Program XYZs archival cost is
• FY2009 100 terabytes 1,100/terabyte 110,000
• FY2010 120 terabytes 1,100/terabyte 132,000
• FY2011 144 terabytes 1,100/terabyte 158,400
• FY2012 173 terabytes 1,100/terabyte 190,300
• FY2013 208 terabytes 1,100/terabyte 228,800

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Example 2Desktop / Seat Management and Support

• Includes all costs associated with operating and
  managing networked desktop and laptop computers,
  leasing or purchasing, software, licensing, file
  and print services, help desk services, patch
  management, remote access, virus protection, etc.
• Note Cost for non-networked desktop and laptop
  computers determined in Technology Refresh
  section
• FY2009, Program XYZ
• Cost per unit 4,100
• of Employees 50
• 4,100 x 50 205,000

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Questions and CIO Council Discussion
11
Backup Slides
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Purpose

• Review FY2009-2013 IT Planning Guidance and
  Matrix for Program Managers to use during Program
  Operating Plan (POP) development
• Obtain CIO Council approval of FY2009 - 2013 IT
  Planning Guidance
• Discuss planning issues and path forward

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Background

• All NOAA Programs directly or indirectly use
  Information Technology (IT) to support one or
  more capabilities.
• As a result, Programs need to include IT funding
  in their FY2009 2013 planning.
• This planning guidance was developed by the NOAA
  Chief Information Officer to assist Program
  Managers in determining the appropriate number of
  IT dollars necessary to support existing and new
  programs.

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Working Group Members

• Jim Goudouros, NESDIS, 713-3388
• Al Robinson, NESDIS, 713-9198
• Jim Sargent, NMFS, 713-2372 x172
• Christine McNerney, NOS, 713-1156 x104
• Brenda Taylor, NWS, 713-3513 x120
• Sandy Wine, OAR, 713-9040 x127
• Greg Bass, NMAO, 713-3425 x179

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Contributors

• Federal
• Gary Falk, OCIO, 713-3513 x152
• Ira Grossman, OCIO, 713-3525 x140
• Herb Hawkins, NWS, 713-0425 x202
• Sue Kennedy, PPI, 713-1622 x186
• John Kyler, OCIO, 713-3333 x162
• Mark Noto, NESDIS, [phone]
• Cliff Schoenberger, OCIO, 713-3333 x217
• Allison Soussi-Tanani, OAR, 713-9040 x186
• Kathy Stowe, OCIO, 713-3573 x165
• Commercial
• Martha Combs, Microsoft, [phone]
• Teri Terhost, BEA Systems, [phone]
• Patty Torregrossa, EMC, [phone]
• Rick Underwood, EMC, [phone]
• Note Commercial vendors were contacted to obtain
  product pricing (with discounts) for
  implementation and ongoing maintenance. Vendors
  were told that any information provided would be
  used solely for the purpose of planning and does
  not constitute intent to buy.

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Headcount

1 Numbers based on NOAA Personnel System,
October 17, 2005 2 Numbers based on NOAA
Locator database, May 5, 2006 3 Number includes
292 Commissioned Officers.
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Application Hosting

• Includes all costs (e.g. application software,
  maintenance, labor and services) associated with
  operating and managing back-end applications
  (e.g. financial systems, human resources systems,
  procurement systems, property management systems,
  etc.) that support the business and/or scientific
  communities.
• Currently not provisioned as a commoditized
  service
• Program Managers encouraged to consult with IT
  staff to determine program requirements and
  factor in cost for this area
• Rate Not applicable

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Archiving

• Includes all costs associated with the archival
  of large array and environmental modeling data.
• Data growth projected to increase from 8,000 TB
  (FY05) to 25,000 TB (FY14)
• CLASS funding profile is 189.243M (FY05 FY14)
• Includes CLASS campaigns, metadata, QA/QC,
  reprocessing, and operations maintenance
• Core CLASS not included (50.457M)
• Assumption Enterprise storage for 25,000
  terabytes needed by 2014
• Rate 1,100 per terabyte (FY09 13)

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Data Networks (LAN)

• Includes all costs (e.g. labor, services,
  maintenance) associated with operating and
  managing a data network (i.e. local area network)
• Cost provided by OCIO and refined by NESDIS
• Compared against DOE-HQ model and DOE Savannah
  River Site model
• Assumption Does not include funding for
  technology refresh.
• Composite Rate 240 per employee (FY09 13)

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Desktop / Seat Management and Support

• Includes all costs associated with operating and
  managing networked desktop and laptop computers,
  leasing or purchasing, software, licensing, file
  and print services, help desk services, patch
  management, remote access, virus protection, etc.
• Note Cost for non-networked desktop and laptop
  computers determined in Technology Refresh
  section
• Cost based on Deloitte Study and refined by
  NESDIS and NOS
• Compared against DOE-HQ model and DOE Savannah
  River Site model
• Assumption Service model in place by FY09
• Composite Rate 4,100 per employee (FY09 13)

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Enterprise Architecture

• Includes cost for development and maintenance of
  a multi-tiered business/technical reference model
  that depicts the interrelationship between
  business processes and IT
• Cost provided by OCIO
• EA Consultants, 1.465M, ongoing
• EA Training, 390K (Assume 2 year duration)
• IPv6, 2M
• Per NOAA CIO guidance, IPv6 removed
• Rate 110 per employee (FY09 10), 90 per
  employee (FY11 13)

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Facility Management

• Predominately covered under FY09 Facility
  Management Guidance
• Covers custodial cleaning, maintenance/repair,
  utilities, roads/grounds, real property
  alterations, facilities planning, environmental,
  safety, security, vehicles, housing, preventive
  maintenance
• Facility specific rate provided by applicable LO
  CFO
• Does not include cost for new purchase or
  replacement of physical assets
• Includes cost for backup power (e.g. diesel
  generators and uninterruptible power supplies),
  physical security (e.g. access control) and video
  surveillance
• Currently not provisioned as a commoditized
  service
• Program Managers encouraged to consult with IT
  staff to determine program requirements and
  factor in cost for this area
• Rate Not applicable

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High Performance Computing

• Excludes Environmental Modeling Program
• Currently not provisioned as a commoditized
  service
• Per OCIO guidance, verbiage added to raise
  awareness among Program Managers
• Program Managers encouraged to consult with IT
  staff to determine any HPC requirement and factor
  in cost for this service
• Rate Not applicable

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IT Security

• Covers all facets of IT Security
• Cost derived by NESDIS
• Source What Your Organization Should Be Spending
  for Information Security, March 9, 2005, Gartner
  Group
• Study indicates a guideline for IT Security
  cost may range between 3 - 6 of overall IT
  budget
• Study indicates that IT security costs is
  correlated with maturity of IT operations
• Centralized IT Operations yields lower IT
  Security cost
• Decentralized IT Operations yields higher IT
  Security cost
• Study also suggests that IT Security cost may
  actually range between 10 - 14 of overall IT
  Budget if all costs were operationalized
• FY06 NOAA IT Budget, 540M (Exhibit 53)
• FY06 calculated IT Security cost (per employee
  per year)
• 952 (3 of IT Budget)
• 1,905 (6 of IT Budget)
• 3,200 (10 of IT Budget)
• 4,500 (14 of IT Budget)
• Rate 6 of Programs IT budget (preferred
  method) or 2) 2,000 per employee.
• For high impact systems, Programs instructed to
  use 8 (FY09 -13)

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Metadata

• Covers the cost associated with the generation
  and maintenance of environmental and geospatial
  metadata
• Currently not provisioned as a commoditized
  service
• Per OCIO guidance, verbiage added to raise
  awareness among Program Managers
• Program Managers encouraged to consult with IT
  staff to determine metadata requirement and
  factor in cost for this service
• Rate Not applicable

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NOAAnet

• Includes all cost associated with operating a
  Wide Area Network.
• Cost provided by OCIO
• Assumption Service model in place by FY09
• 6.4M 7.0M annual cost (est.)
• Includes 4.5M for data services
• Rate 380 per employee (FY09 13)

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Technology Refresh

• Includes hardware and support cost for replacing
  aging and/or outdated non-networked desktop and
  laptop computers.
• Note Cost for networked desktop and laptop
  computers determined in Desktop Management
  section
• Also includes cost for replacing servers,
  mainframes, routers, switches, tapes drives, tape
  libraries and tape media.
• Equipment cost suggested by OCIO
• Rates
• 2,0001 per desktop or laptop (FY09 - 13)
• 10,000 - 50,000 per server (FY09 - 13)
• 200,000 - 1,000,000 per mainframe (FY09 - 13)
• 8,000 - 80,000 per router (FY09 - 13)
• 5,000 - 70,000 per switch (FY09 - 13)
• 10,000 - 1,000,000 per storage device (FY09 -
  13)
• 1 Does not include annual support cost of 2,400

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Telecommunications

• Includes all cost associated with local, long
  distance, international and video services
• Estimated total cost provided by OCIO
• 21.7M annually (est.)
• 8.2M voice/video (est.)
• 3.6M, centralized FTS billing (local)
• 2.4M, centralized FTS billing (long
  distance/video)
• 2.2M, decentralized voice in Field (est.)
• 13.5M data services (est.)
• 4.5M, centralized FTS billing and captured in
  NOAAnet pool
• 9.0M commercial services (est.)
• Cost associated with FTS direct billing unknown
  at this time
• Compared against DOE-HQ Model and DOE Savannah
  River Site model
• Rate 480 per employee (FY09 -13)

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Web Presence

• Includes all cost associated with Internet
  access, web portal and web content management
• Costs provided by OAR and OCIO
• Assumptions Initial product implementation in
  FY09, 250K per year for Internet 2 (HPCC) funded
  by OCIO
• Internet Access, 450K per year
• Web Portal, 2.81M (initial) and 616K ongoing
• Web Content Management, 2.15M (initial) and
  550K ongoing
• Composite rate 320 per employee (FY09) and 95
  per employee (FY10 13)

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Workforce Collaboration

• Includes all cost associated with business
  process management, document management, records
  management, electronic whiteboards and unified
  messaging
• Costs provided by NOS and OAR and refined by
  NESDIS
• Assumptions E-Mail and electronic whiteboards in
  place by FY09. Implementation for remaining
  products in FY09.
• Business Process Management, 1.735M (initial)
  and 504K ongoing
• Document Management, 1.74M (initial) and 504K
  maintenance
• Records Management, 1.74M (initial) and 504K
  maintenance
• Electronic Whiteboards, 162K per year
• Unified Messaging, 3.72M ongoing maintenance,
  not bundled in desktop management rate
• Composite rate 535 per employee (FY09) and 320
  per employee (FY10 13)

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FY2009-2013 Planning Issues

• IT Planning guidance does not dovetail well with
  the Programmatic (and Capabilities) view of the
  world because
• Capabilities focus on programmatic competencies
  (i.e. 45 Programs)
• Programs are commonly spread among multiple line
  offices
• 17 Programs associated with a single LO
• 28 Programs associated with multiple LOs
• Vast majority of Programs have multiple
  capabilities (i.e. 37 out of 45 Programs)
• Developing IT Planning Guidance at the Capability
  level is highly problematic
• IT Planning Guidance does not mesh well with
  Programs and Capabilities. IT Planning Guidance
  better suited at organizational level.
• IT planning at Program/Capability level may be
  too abstract for Program Managers.
• Determining IT costs for a consumption based
  model is difficult due to decentralized nature of
  the IT environment.

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FY2010-2014 Planning Strategy

• Follow-up with Program Managers and discuss
  strengths and challenges of FY2009-2013 IT
  Planning Guidance (Sep 2006)
• Partner with PPI early in planning process (Nov
  2006)
• Develop linkage between Programs, Capabilities
  and Organizations to reduce abstraction and
  improve quality
• Consult with Peter Olivere (NOAA Budget) and Dave
  McClure (OCIO matrix to NOAA Budget)
• Review and improve area definitions, processes,
  roles and responsibilities and obtain NEP/NEC
  approval (Jan/Feb 2007)
• Examine areas that may be partially covered by
  other guidance such as Facility Management
• Explore adding Cellular Service, Process
  (Technical) Computing, Software Development and
  Spectrum Management
• Consider redesigning the IT Planning Guidance
  template for wider acceptance and use