**INFORMATION TECHNOLOGY MANAGEMENT**

**RESPONSIBLE PROGRAM MANAGER**

## Karen S. Evans Marc S. Hollander

## Chief Information Officer Chief Information Officer 

> National Nuclear Security Administration

**DESCRIPTION OF PROBLEM**

> The Department has experienced problems in fully implementing the
> Clinger‑Cohen Act of 1996 and in meeting the requirements of Office of
> Management and Budget Circular A‑130. In summary, these requirements
> establish Federal agency Chief Information Officers (CIOs) with a
> broad set of responsibilities for maximizing mission accomplishment
> through improved and more cost-effective use of information
> technology. Significant barriers to implementing these
> responsibilities include a decentralized approach to information
> technology management, the limited control and influence by the CIO in
> the program budgeting process and the lack of an information
> technology baseline. Without a technology baseline, Information
> Technology (IT) managers do not have enough information to make sound
> IT investment decisions, and due to the decentralized IT management
> and limited influence of the CIO in program decision-making, the CIO
> cannot guide the acquisition and management of IT resources in the
> Department.
>
> Audit reports indicate that the Department does not yet have an
> effective investment strategy and management tools for corporate
> information technology activities. Examples of problems identified in
> audits include continued effort in certain areas of the Department on
> developing duplicative information systems, lack of an enterprise
> architecture, limited success in leveraging enterprise‑wide software
> contracts with significant savings potential, and lack of a
> comprehensive framework for acquiring information technology related
> assets and support services in a cost effective manner. When the
> Department establishes an Enterprise Architecture, it will describe
> the necessary technology baseline and define the context for future IT
> acquisitions. This document, in conjunction with the other elements
> identified above would enable the Department to fully implement
> Clinger-Cohen requirements.

**PRIOR YEAR ACCOMPLISHMENTS**

> To address these problems, the Department made changes to the
> management structure to make the Office of the Chief Information
> Officer a direct report to the Secretary and the primary official for
> Department-wide information management issues. The establishment of an
> enterprise-wide license for Microsoft software will save millions of
> dollars that would have been spent on multiple, small contracts for
> site or program specific licenses. The Department deployed the
> Information Technology Investment Portfolio System (ITIPS) to the
> Headquarters program level to provide automated support for the IT
> capital planning process and establish an electronic method for
> managing the DOE IT portfolio. In March 2002, the Department launched
> the Innovative Department of Energy E-Government Applications Task
> Force to identify high priority DOE E-Government investments. The
> Department also developed an Information Resource Management (IRM)
> Strategic Plan that includes specific goals, objectives, strategies
> and performance measures targeted at the reform of IT management
> processes associated with the Clinger-Cohen Act including the
> reduction duplicative IT system investments. In addition, the
> Department developed a high-level Enterprise Architecture with an
> information technology baseline to guide IT investment decision-making
> and submitted it to the Office of Management and Budget in September
> 2002, along with the IRM Strategic Plan and other reporting associated
> with the FY 2004 Budget Request.
>
> In support of the President's Management Agenda goal of expanding
> electronic government, the Department completed the E-Government
> Strategic Action Plan to identify high priority E-Government
> investments for the Department. The Department has developed a plan
> for more DOE-wide Enterprise License Agreements beginning with initial
> discussions this fiscal year and funding any agreements with FY 2004
> funds, if not sooner. The Extended Common Integrated Technology
> Environment (eXCITE) initiative was launched to consolidate all
> aspects of common IT systems throughout DOE as a way to improve
> services, increase IT purchasing power, and reduce overall IT
> expenditures. The Department has also developed an acquisition
> framework for corporate systems and procedures for acquiring
> information technology related assets and support services.

+---------------------------------+--------+--------+--------+--------+
|                                 | **Pro  |        |        |        |
|                                 | jected |        |        |        |
|                                 | Comp   |        |        |        |
|                                 | letion |        |        |        |
|                                 | Date** |        |        |        |
+---------------------------------+--------+--------+--------+--------+
| **PLANNED CRITICAL**            | **     | **Cur  | **R    | **R    |
|                                 | Previo | rent** | espons | espons |
| **MILESTONES**                  | usly** |        | ible** | ible** |
|                                 |        | **Comp |        |        |
|                                 | **Repo | letion | **Of   | **     |
|                                 | rted** | Date** | fice** | Indivi |
|                                 |        |        |        | dual** |
|                                 | **     |        |        |        |
|                                 | Date** |        |        |        |
+---------------------------------+--------+--------+--------+--------+
| Establish an automated          | N/A    | 10/03  | CIO    | T      |
| repository for the Departmental |        |        |        | heanne |
| Enterprise Architecture to      |        |        |        |        |
| support maintenance and         |        |        |        | Gordon |
| analysis.                       |        |        |        |        |
+---------------------------------+--------+--------+--------+--------+
| Establish Memorandums of        | N/A    | 10/03  | CIO    | T      |
| Agreements with all             |        |        |        | heanne |
| Headquarters Offices for eXCITE |        |        |        |        |
| participation and continue with |        |        |        | Gordon |
| program roll-out.               |        |        |        |        |
+---------------------------------+--------+--------+--------+--------+
| Implement control reviews for   | N/A    | 12/03  | CIO    | T      |
| all major IT investments.       |        |        |        | heanne |
|                                 |        |        |        |        |
|                                 |        |        |        | Gordon |
+---------------------------------+--------+--------+--------+--------+
| Submit a revised DOE Enterprise | N/A    | 12/03  | CIO    | T      |
| Architecture document to the    |        |        |        | heanne |
| Office of Management and        |        |        |        |        |
| Budget.                         |        |        |        | Gordon |
+---------------------------------+--------+--------+--------+--------+
| Submit a draft DOE Order that   | N/A    | 12/03  | CIO    | T      |
| will establish explicit         |        |        |        | heanne |
| requirements for information    |        |        |        |        |
| technology management within    |        |        |        | ##     |
| the Department to the           |        |        |        | #####  |
| Directives System.              |        |        |        | Gordon |
+---------------------------------+--------+--------+--------+--------+
| Develop a DOE Order that will   | 12/03  | 03/04  | CIO    | T      |
| establish explicit requirements |        |        |        | heanne |
| for information technology      |        |        |        |        |
| management within the           |        |        |        | Gordon |
| Department.                     |        |        |        |        |
+---------------------------------+--------+--------+--------+--------+
| Fully Document the Enterprise   | 12/03  | 03/04  | CIO    | T      |
| Architecture to identify IT     |        |        |        | heanne |
| inventory by increasing the     |        |        |        |        |
| level of detail and including   |        |        |        | ##     |
| mandatory standards.            |        |        |        | #####  |
|                                 |        |        |        | Gordon |
+---------------------------------+--------+--------+--------+--------+
| Complete an automated support   | N/A    | 03/04  | CIO    | T      |
| tool pilot project for IT       |        |        |        | heanne |
| project and portfolio           |        |        |        |        |
| management.                     |        |        |        | Gordon |
+---------------------------------+--------+--------+--------+--------+
| Initiate an additional          | N/A    | 03/04  | CIO    | T      |
| enterprise-wide licensing       |        |        |        | heanne |
| agreement for the Department.   |        |        |        |        |
|                                 |        |        |        | Gordon |
+---------------------------------+--------+--------+--------+--------+
| Fully implement the IT capital  | 12/03  | 03/04  | CIO    | T      |
| planning process.               |        |        |        | heanne |
|                                 |        |        |        |        |
|                                 |        |        |        | ##     |
|                                 |        |        |        | #####  |
|                                 |        |        |        | Gordon |
+---------------------------------+--------+--------+--------+--------+
| Implement E-Government          | N/A    | 09/04  | NNSA   | W      |
| initiatives within NNSA.        |        |        |        | illiam |
|                                 |        |        |        | Hu     |
|                                 |        |        |        | nteman |
+---------------------------------+--------+--------+--------+--------+
| Implement NNSA's cyber security | N/A    | 10/04  | NNSA   | W      |
| policy.                         |        |        |        | illiam |
|                                 |        |        |        | Hu     |
|                                 |        |        |        | nteman |
+---------------------------------+--------+--------+--------+--------+

**PROGRESS STATUS**

The Department has made significant progress during this past year to
strengthen management of information technology resources. The
E-Government strategic plan, the IRM Strategic Plan, and the Enterprise
Architecture Document provided guidance to all organizations to stop
work on duplicative local systems. The Draft DOE Order to establish
requirements for information technology management throughout the
Department was developed and is to be issued early in FY 2004. The
implementation of ITIPS serves as the first step to the development of
an IT baseline and inventory of systems. The systems, projects, and
initiatives identified in ITIPS combined with the DOE Enterprise
Architecture, document the DOE IT inventory

**PROPOSED CLOSURE DATE**

This Significant Issue will be closed out by the end of FY 2004. By that
time, substantive actions will be completed to support closure of this
issue. Specifically, the Enterprise Architecture will be fully
documented, the E-Government and IRM Strategic Plans will be matured and
in use, the IT capital planning process will be fully implemented
Department-wide, the DOE Order should be in place, and an additional
DOE-wide Enterprise License Agreement will have been developed.

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