eGovernment Working Group Meeting

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• eGovernment Working Group Meeting
• Chris Niedermayer, USDA eGovernment Executive

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Agenda

• Welcome
• OMB Meeting Highlights and Scorecard
• Business Case Review and Approval Schedule
• Guest Speaker Data Management Business Case
• eGovernment Conference
• Next Steps and Wrap-up
• Q A

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OMB Meeting Highlights and Scorecard

• OMB USDA Budget Review meeting June 11, 2002
• OBPA, OCFO, OCIO and OCPO
• Presidents Management Agenda 2nd Quarter
  Scorecard results
• eGovernment Progress in Implementing the
  Presidents Management Agenda category earned a
  GREEN rating
• Many factors contributed to the rating,
  including
• Strategic planning efforts of the Working Group
  and Executive Council,
• Business case development, and
• Participation in government-wide Presidential
  eGovernment initiatives
• See handout for full description

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Agenda

• Welcome
• OMB Meeting Highlights and Scorecard
• Business Case Review and Approval Schedule
• Guest Speaker Data Management Business Case
• eGovernment Conference
• Next Steps and Wrap-up
• Q A

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Business Case Review and Approval Schedule
Integrated project plan for eGovernment and IT
Capital Planning teams. Final goal is Smart
Choice Candidates approval from Deputy Secretary
and EITIRB. Key Tasks include
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Agenda

• Welcome
• OMB Meeting Highlights and Scorecard
• Business Case Review and Approval Schedule
• Guest Speaker Data Management Business Case
• eGovernment Conference
• Next Steps and Wrap-up
• Q A

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EGWG Briefing Topics

• Past Briefings
• Universal Telecommunications Network (UTN)
  February 13
• Export.gov (Quicksilver) February 20
• eEligibility (Quicksilver) February 27
• Geospatial One Stop (Quicksilver) March 13
• Integrated Acquisition System (eProcurement)
  March 13
• Capital Planning and Investments (CPIC) March
  27
• eTraining (Quicksilver) April 9
• eLoans (Quicksilver) April 24
• Smart Choice Candidate Business Cases May 8 -
  present
• Todays Briefing
• Smart Choice Candidate Business Case Data
  Management
• Planned Briefings
• Additional Smart Choice Candidate Business Cases
• Additional USDA-related Presidential
  (Quicksilver) initiatives
• Cyber Security
• Enterprise Architecture

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Guest Speaker
Data Management Business Case Bob Hocutt, Lead
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• eGovernment Smart Choice Business Case
• Data Management

June 19, 2002
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Agenda

• Business Case Team Members
• Background and Context
• Overview of As-Is and To-Be Environments
• Value Proposition
• High-Level Timeline Milestones
• Summary of Costs Benefits
• Risks, Dependencies, Performance Measures

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Data Management Business Case Team Members
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Background and Context
Data management consistently surfaces as an area
of opportunity as USDA seeks to accomplish its
mission and vision in the spirit of eGovernment.

• Data management functions in USDA have
  historically been performed at the agency or
  mission area level, instead of from a USDA-wide,
  cross-agency perspective. This results in
  numerous redundancies and inefficiencies as well
  as an inadequate mechanism for collaborating and
  reusing information.
• Data management at USDA will address a number of
  high profile, high value issues
• Citizen centered government
• The Presidents Management Agenda leveraged
  funding decisions
• The Paperwork Reduction Act
• Faster response in time of crisis
• USDA strategic and enabling eGovernment
  initiatives require data management
• The presidential initiative for USA Services
• A key component of the USDA Enterprise
  Architecture (EA)

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USDA As-Is Overview Business
The As-Is state of data management in USDA is
mixed and varies widely from mission area to
mission area and agency to agency.

• GovernanceThe Agencies and Mission Areas that
  make up USDA have for many years pursued a
  technology direction that meets their individual
  goals, and leverages their IT strengths and
  investments but has led to a certain amount of
  individualism, data duplication and a general
  lack of awareness of related efforts. In spite of
  the distributed nature of todays environment
  however, the process of managing data in USDA
  today is in some ways very top-down.
• Data management strategy Agencies with larger
  investments in IT resources and technology
  perform their routine tasks with different
  strategies. Individual strategies are based on
  agency mission,skill sets and IT investments and,
  while netting valid results, do not always
  encourage collaboration or reuse, and perhaps
  have different guidelines and principals.
• Unified Standards CriteriaIn the larger context
  of unified standards, many of the projects
  currently underway could arguably be considered
  point solutions that while meeting agency or
  mission area goals, may not be designed to meet
  eGovernment data management goals. USDA has as a
  result of its history, adopted many standards
  within the agencies and mission areas, which are
  not easily replaced.

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USDA As-Is Overview Business
The As-Is state of data management in USDA is
mixed and varies widely from mission area to
mission area and agency to agency.

• Collaboration The collaboration efforts
  currently underway also vary widely in their
  scope and effectiveness. Many of the official
  efforts often do not meet expectations, however
  it is clear that collaboration does and can work,
  although these efforts are sometimes under the
  radar and not well known.
•  Data Sharing and Reuse In spite of current
  situation, some Agencies have succeeded in
  finding ways to share data and information in a
  way that meets the needs of their customers, and
  mission areas. It is perhaps more than a
  coincidence that these efforts are very much in
  line with the requirements eGovernment places
  upon agencies to engage in this type of activity

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USDA To-Be Overview Business
The goals of eGovernment are clear, and USDA must
be able to support eGovernment driven Data
Management activities that support the
Presidents mandates and agenda. In order to meet
these goals, the following components should be
in place

• Governance We envision that the Data Management
  organization will consist of the following
  entities an Executive Sponsor, a Program
  Management Office (PMO), a Steering Committee,
  Community Project Sponsors, and Communities of
  Interest.
• Strategy We envision a comprehensive eGovernment
  data management strategy that outlines general
  guidelines and principals to be used by
  communities of interest in finding solutions to
  the problems eGovernment brings to the table.
• Unified Standards Criteria In order to meet
  customer expectations and business goals,
  standards will have to be researched, evaluated,
  developed or otherwise adopted.
• Collaboration We envision an environment where
  information can be collected and shared across
  the Department, and procedures and methods exist
  for the free exchange of information regarding
  different projects undertaken.
• Data Sharing and Reuse Primary goal of
  eGovernment however there are many important
  eGovernment driven data management issues that
  may produce other, equally important and enabling
  deliverables. Things like standards
  investigation, and a review of industry best
  practices do not immediately address the primary
  goal of sharing data, but might very well
  contribute to another effort to share data and
  make it successful.

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Data Management Organizational Structure
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Value Proposition
There is significant value to be realized from
implementing data management in USDA.

• Strategic
• Enable other eGovernment initiatives to deploy
  faster at a reduced cost.
• Provide USDA customers with the ability to
  opt-in to share their data across agencies,
  thereby allowing them to enter information once
  and make it available to multiple applications.
• Financial
• Reduce development and maintenance costs of new
  and existing applications
• Improve quality of data to decrease risk and
  reduce cost.
• Eliminate unnecessary data duplication and the
  effort and resources required to maintain
  duplicate data stores.
• Operational
• Increase collaboration and reduce development
  waste within USDA by providing centralized access
  to data management best practices and lessons
  learned.
• Reduce operational inefficiencies such as
  duplication and fragmentation by streamlining
  processes.
• Reduce turnaround times for data requests by
  storing information in a common data repository.
• Save time and effort by encouraging use and
  access of data in ways that allow multiple uses
  of the same data set.

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High-Level Timeline Milestones
Data Management requires careful planning and a
clearly defined approach and scope therefore,
the implementation will be divided into three
phases.
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Cost-Benefit Analysis
The table below summarizes the costs and benefits
of implementing data management in USDA, as well
as the net present value and return on
investment.
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Risks, Dependencies, and Performance Measures
This initiative will create a thorough risk
assessment and management plan to minimize,
mitigate, and address each identified risk. In
addition, performance goals will be defined and
measured in order to focus effort, motivate
performance, and evaluate success.

• Risks
• Enterprise data management governance overlaps
  with existing agency data governance entities
• Past data management initiatives have not
  produced measurable benefit
• Data management services are not delivered in a
  timely manner or in sync with dependent strategic
  initiatives
• Sensitive information not properly identified in
  terms of enterprise wide data sharing
• Dependencies
• This initiative is dependent on the successful
  completion of the departments Enterprise
  Architecture
• The Presidential Initiative for USA Services is
  not directly dependant on data management, but
  these two initiatives should be closely
  integrated
• The following eGov initiatives are dependant on
  data management eLoans, eGrants, Web Based
  Supply Chain, Online Trade, and eAuthentication.
• Performance Measures
• Agencies, Mission Areas, eGovernment initiatives,
  and other initiatives in USDA use Data Management
  as a routine business practice

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Agenda

• Welcome
• OMB Meeting Highlights and Scorecard
• Business Case Review and Approval Schedule
• Guest Speaker Data Management Business Case
• eGovernment Conference
• Next Steps and Wrap-up
• Q A

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eGovernment Conference

• E-Gov 2002, June 24th 27th, Washington
  Convention Center
• Discounted registration still available through
  OCIO. Contact Howard Baker at 720-8657 for
  further details.
• USDA Breakout Session on Thursday, June 27, 10
  a.m. 11 a.m.

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Agenda

• Welcome
• OMB Meeting Highlights and Scorecard
• Business Case Review and Approval Schedule
• Guest Speaker Data Management Business Case
• eGovernment Conference
• Next Steps and Wrap-up
• Q A

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Next Steps Wrap-up

• Working Group members need to brief their Agency
  Heads and Agency Steering Committees on the
  business cases by Wednesday, June 26
• Briefing materials will be available on the eGov
  Web site
• Please e-mail the eGov mailbox once you have held
  your briefings
• We continue to welcome your contributions to and
  suggestions about the eGovernment Web site
• In the Spotlight suggestions?
• WebCAAF article on site, ERS and Geospatial One
  Stop in progress

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Agenda

• Welcome
• OMB Meeting Highlights and Scorecard
• Business Case Review and Approval Schedule
• Guest Speaker Data Management Business Case
• eGovernment Conference
• Next Steps and Wrap-up
• Q A

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Questions and Answers
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