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##### Integrated Acquisition Environment (IAE)

##### Governance Description

**Version 1.7**

**September 23, 2005**

###### IAE Program Management Office

Table of Contents

[Vision and Principles 5](#vision-and-principles)

[Roles and Responsibilities 6](#roles-and-responsibilities)

[Acquisition Committee for E-Gov 6](#acquisition-committee-for-e-gov)

[IAE Program Management Office 7](#iae-program-management-office-1)

[Business Area Managers and Teams 7](#business-area-managers-and-teams)

[Shared System Stewards 8](#shared-system-stewards)

[Configuration Control Board 9](#configuration-control-board)

[User Groups 9](#user-groups)

[Industry Outreach 9](#industry-outreach)

[Councils: Chief Acquisition Officers, Chief Financial Officers, and
Chief Information Officers
10](#councils-chief-acquisition-officers-chief-financial-officers-and-chief-information-officers)

[IAE Managing Partner (GSA) 10](#iae-managing-partner-gsa)

[OMB 10](#omb)

[Office of Electronic Government and Information Technology
10](#office-of-electronic-government-and-information-technology)

[Offices of Federal Procurement Policy and Federal Financial Management
10](#offices-of-federal-procurement-policy-and-federal-financial-management)

[Resource Management Offices (RMOs)
10](#resource-management-offices-rmos)

[Contributing Agencies 10](#contributing-agencies)

[Architecture 11](#architecture)

[Alignment with Federal Enterprise Architecture
11](#alignment-with-federal-enterprise-architecture)

[Information System Security and Risk Management
11](#information-system-security-and-risk-management)

[Initiation 11](#initiation)

[Review and Approval 11](#review-and-approval)

[Notification 11](#notification)

[Authentication 11](#authentication)

[Budget and Capital Planning Process
12](#budget-and-capital-planning-process)

[Costs: Development, Maintenance and Evaluation (DM&E)
12](#costs-development-maintenance-and-evaluation-dme)

[Development 12](#development)

[Review 12](#review)

[OMB 300 12](#omb-300)

[Preparation 12](#preparation)

[Review 12](#review-1)

[Submission 12](#submission)

[Configuration Management 13](#configuration-management)

[Communications Outreach and Change Management Support
13](#communications-outreach-and-change-management-support)

[Initiation 13](#initiation-1)

[Review 13](#review-2)

[Approval 13](#approval)

[Implementation 13](#implementation)

[Metrics 14](#metrics)

[Initiation 14](#initiation-2)

[Review 14](#review-3)

[Approval 14](#approval-1)

[Implementation and Notification 14](#implementation-and-notification)

[Policy 14](#policy)

[Attachment B: 16](#attachment-b-iae-governance-structure-diagram)

[IAE Governance Structure Diagram
16](#attachment-b-iae-governance-structure-diagram)

# Vision and Principles

The IAE, in support of the Office of Management and Budget (OMB) and the
Acquisition Community, seeks to unify and simplify the acquisition
process across the federal government for the benefit of both buyers and
sellers. The IAE is being built on the framework of a shared services
model where no single organization has "ownership". Rather the services
are a collection of capabilities built on standards and are accessible
over the Internet. In this model, the IAE serves as the access point for
various services and provides a set of tools and capabilities that can
be leveraged by the acquisition community to conduct business across the
government and with the vendor community.

The governance model is a tiered structure of management that links
acquisition needs across the federal space with how these systems and
services are developed and run to meet the needs of federal acquisition
communities. This approach was derived from the acquisition process
itself and reflects the multi-stakeholder nature of the environment in
its guidance and decision-making processes.

The governance components are:

> A. Acquisition Committee for E-Gov (ACE), an executive steering
> committee that provides strategy, vision, scope and resources;
>
> B. Program Management Office, which executes and manages the
> operations;
>
> C. Business Area Managers - Business Managers oversee a portfolio of
>
> related systems to ensure execution of IAE strategy and
> inter-operability of the shared systems;
>
> D. Multi-agency Business Area Teams that guide system requirements and
>
> development;
>
> E. Shared System Stewards that execute the development, operations and
> maintenance of the IAE shared systems

F.  IAE Change Control Board (CCB) that approves and prioritizes
    enhancements across shared systems under the auspices of the IAE
    Configuration Management (CM) Plan that provides the process for
    making ongoing enhancements to the shared systems and ensuring their
    ongoing inter-operability.

The governance approach provides a pragmatic, yet comprehensive
framework for developing, managing, and evolving this shared services
environment. This approach is based on the following principles:

-   Provides venues for stakeholders to voice concerns and insights, and
    contribute to solutions;

-   Provides forums for vested parties to make trade-off decisions;

-   Provides clear and efficient decision, review and resolution paths,
    minimizing decision bottlenecks;

-   Provides a continuous feedback and development loop to ensure
    currency of the environment;

-   Integrates management of each shared system with the cross-agency
    governance;

-   Provides the means for evaluating the inter-locking/inter-dependent
    requirements of the systems.

# 

# Roles and Responsibilities

## Acquisition Committee for E-Gov

> The Acquisition Committee for E-Gov (ACE) is a multi-agency,
> multi-function oversight body and steering committee providing review
> of the IAE initiative and related policy and investments. The ACE,
> established under the Chief Acquisition Officers Council (CAOC), is
> composed of representatives from the (CAOC), OMB-OFPP, OMB-E-Gov, CFO
> Council, CIO Council, Small Agency Council, Partner agencies, Managing
> Partner, , and the IAE Program Management Office. A CAOC member,
> approved by the CAOC, chairs the ACE.
>
> The goals of the ACE are to:

-   Provide strategic direction for the IAE;

-   Establish the IAE Initiative's portfolio, which contains
    acquisition-related projects and systems that support multiple
    agencies;

-   Ensure the alignment of IAE information technology capital
    investments with business goals as required by the Federal
    architecture framework specifications and acquisition regulations;

-   Review, approve, and enforce IAE architecture specifications (e.g.,
    standards, constraints, guidelines, processes, and products) for use
    within the acquisition community;

-   Provide oversight and governance to joint federal acquisition
    programs and initiatives related to IAE information technology;

-   Ensure alignment with the CFO Council requirements and the Federal
    Architecture Framework.

> The responsibilities of the ACE are to:

-   Interface with other government-wide councils;

-   Provide vision, guidance and executive-level decision-making for the
    IAE Initiative;

-   Provide management oversight regarding scope, priorities, budget,
    and funding;

-   Serve as liaison to other government-wide councils;

-   Serve as a Source Selection Review Board (SSRB) for projects within
    the IAE Initiative portfolio;

-   Review the IAE Initiative's OMB Exhibit 300 in coordination with the
    IAE Program Management Office (PMO) and provide input and feedback
    prior to OMB submission;

-   Recommend the inclusion and prioritization of initiatives and
    projects within the IAE portfolio to OMB;

-   Provide ruling on IAE Configuration Control Board (CCB)
    recommendations that exceed approved current scope and budget.

## IAE Program Management Office

> The IAE Program Management Office (PMO), as part of the Managing
> Partner agency, executes and manages the operations. The PMO is
> responsible for driving relevant policy, planning, development,
> operation, technical guidance, standards, metrics, and currency of the
> IAE to meet the goals and objectives of the business case and to meet
> the needs of the federal agencies. The PMO is responsible for, and
> oversees ongoing alignment across Federal Agencies, as system
> migrations occur over time. The PMO, led by a Program Manager and
> Deputy Program Manager, works with Business Managers and System
> Stewards to ensure the inter-operability of shared systems.

## Business Area Managers and Teams

> The shared services within the scope of the IAE have been grouped into
> one of four Business Areas within the IAE PMO. The Business Area Teams
> are made up of representatives from the Federal Agencies. Their
> purpose is to provide business-area perspective and make trade-off
> decisions that serve business needs within their area. Business areas
> work collectively to ensure appropriate trade-off decisions across the
> initiative.
>
> The Business Teams play a significant role in system development
> through participation in business process mapping, requirements
> development, testing, and adoption and utilization planning. They also
> contribute to system enhancement by surfacing and clarifying
> business/functional needs, and providing input on the business impact
> of system enhancement alternatives.
>
> Each business area has a manager, who is responsible for execution of
> the IAE strategy, working in partnership with the System Stewards to
> lead system development and ensure interoperability of the shared
> systems.
>
> The following table describes the Business Areas and their key
> objectives.

+-----------------------------------+----------------------------------+
| **Business Area**                 | **Key Objectives**               |
+-----------------------------------+----------------------------------+
| Business Partner Network (BPN)    | Provide a single point of        |
|                                   | registration and validation of   |
|                                   | trading partner data accessed by |
|                                   | all agencies.                    |
+-----------------------------------+----------------------------------+
| Intra-Governmental Transactions   | Reduce the cost and make         |
| (IGT)                             | transparent the ordering,        |
|                                   | billing, and collections of      |
| \- Deleted per OMB, 7 July, 2005  | intra-governmental transactions  |
|                                   | by increasing the visibility and |
|                                   | beginning to integrate those     |
|                                   | transactions into the            |
|                                   | acquisition process.             |
+-----------------------------------+----------------------------------+
| EMarketplace                      | Implement a capability to        |
|                                   | enhance market research and      |
|                                   | enable on-line purchasing to     |
|                                   | simplify selection and           |
|                                   | facilitate leverage of           |
|                                   | Government buying.               |
+-----------------------------------+----------------------------------+
| Acquisition Information Reporting | Implement a central point for    |
| (AIR)                             | consolidated collection and      |
|                                   | access of statistical and        |
|                                   | management information related   |
|                                   | to government acquisitions       |
+-----------------------------------+----------------------------------+

> The IAE PMO provides technical guidance and identifies standards
> related to data elements, information exchanges, XML, system and/or
> project documentation, and enterprise architecture. The IAE PMO will
> develop a standard glossary and vocabulary to facilitate exchange of
> data between and within agencies. This guidance is used in the
> development and implementation of the IAE Shared Systems and
> establishes a single context for all agencies to follow to
> communication with the shared services environment.

  ----------------------------------- -----------------------------------
  **Infrastructure**                  **Key Objectives**

  IAE Portal                          Single point of access and
                                      integration for the Shared Systems
                                      and the agencies.
  ----------------------------------- -----------------------------------

## Shared System Stewards

> The systems that comprise the IAE are a combination of existing
> systems within the federal government and systems that were developed
> specifically to meet the business objectives of the IAE. The
> IAE-associated systems provide shared services across the federal
> acquisition community.
>
> The System Stewards provide project management, operations,
> maintenance and update of their respective systems. They work in
> coordination with the IAE PMO and the Configuration Management Plan to
> implement, update and synchronize services across the environment. To
> build utilization and inter-operability, System Stewards are
> responsible for promoting system benefits and attaining
> migration/alignment. The System Stewards are linked to the governance
> structure through the IAE PMO and work in partnership with the IAE
> Business Area Managers to achieve adoption and acceptance within
> agencies.
>
> The System Stewards obtain funding from the IAE PMO and in return they
> provide project management, operations, and maintenance of the system.
> (Some Shared Systems still obtain sustainment funding through their
> home agencies.) Funding will is transferred to the Shared Systems
> Stewards via memorandums of Agreement executed annually.
>
> The Stewards are responsible for developing the cost estimates, which
> role up into total IAE budget, and tracking actual cost data
> throughout the life cycle, including migration/alignment. The Stewards
> obtain approval from the IAE PMO for technical milestones and ensure
> appropriate documentation for the system development lifecycle.
>
> They are responsible for receiving and managing input from their
> various user communities via CCBs or user groups as appropriate for
> the stage in the life cycle, for tracking issues, and for technical
> implementation of system changes. The Stewards are also responsible
> for identifying future needs and potential enhancements.

## Configuration Control Board

> IAE's Configuration Management Plan designates the IAE CCB as the
> formal decision-making body for change requests (CR's) that have
> multi-system or broad agency impact, call for statutory change or new
> capability, impact policy, or exceed a shared system's approved
> budget. The responsibility of the CCB is to make decisions that
> improve acquisition life cycle performance across the Federal space,
> integrate cross-system functioning, and meet regulatory requirements.
> The CCB is chaired by the IAE Program Manager, with System Stewards as
> voting members. CR's outside the defined scope of IAE are referred to
> the ACE for disposition

## User Groups

> User Groups are formed by the System Stewards to (1) surface
> operational problems and opportunities, (2) participate in development
> groups on specific projects supporting a business need, and (3) serve
> as a communications channel between IAE and the larger user community.

Existing user groups will continue to function. The IAE portal will also
provide opportunity for feedback on all IAE systems. Requests would be
funneled to the appropriate user group for consideration.

## Industry Outreach

> The Integrated Acquisition Environment PMO reaches out to industry
> groups for to provide industry perspective on priority needs, best
> practices, trends, and technology and architecture options.

## Councils: Chief Acquisition Officers, Chief Financial Officers, and Chief Information Officers

> These Councils provide (1) oversight and input to the Acquisition
> Committee for E-Gov and (2) commitment, support, and advocacy of the
> IAE within their own communities. The IAE PMO keeps Councils informed
> and coordinates with them on issues as appropriate.

## IAE Managing Partner (GSA)

> The managing partner is represented on IAE's governance board, the
> ACE. IAE is a part of the managing partner agency which provides
> infrastructure support such as acquisition, finance and legal support,
> and staffing for the IAE PMO. The partner also provides OMB 300
> review, concurrence and submission.

## OMB

### Office of Electronic Government and Information Technology

> The E-Gov Office approves development project priorities, authorizes
> project with funding concurrence of OMB RMOs, and monitors project
> performance against the OMB 300. The Office encourages agency
> utilization of IAE resources through budget passback process, MOU
> execution and PMA Scorecard quarterly reviews. IAE's specific point of
> contact within OMB is the Portfolio Manager for Internal Efficiency
> and Effectiveness.

### Offices of Federal Procurement Policy and Federal Financial Management

> OFPP and OFFM provide policy guidance regarding acquisition and
> financial management respectively.

### Resource Management Offices (RMOs)

> The RMO role is to:

-   Authorize development project funding with concurrence of ACE

-   Review and score OMB 300

-   Review budget and distribute pass-back to agencies

-   Monitor and measure performance against OMB 300; validate project
    status against that performance

-   Review and approve performance measures as part of OMB 300 exercise

## Contributing Agencies

The Federal Agencies are responsible to support the initiative, provide
resources (both monetary and in-kind), implement, migrate and eliminate
redundant systems, etc. as applicable.

# Architecture

## Alignment with Federal Enterprise Architecture

> The IAE PMO is responsible for ensuring alignment with the Federal
> Enterprise Architecture.

## Information System Security and Risk Management

**[C&A]{.underline}**

### Initiation

> The Certification and Accreditation (C&A) process is initiated by a
> system steward as part of bringing a system into production and
> provided to the Information System Security Manager (ISSM) for the
> system. It is the host agency's responsibility to determine the
> standards for approval (e.g. DITSCAP, NIACAP, NIST) to be used for the
> C&A process.

### Review and Approval

> ISSM reviews and approves C&A package and forwards it to the
> Designated Approving Authority (DAA) for the system's host agency for
> approval.

### Notification

> The DAA notifies the System Steward that they have Authority to
> Operate. The Steward, in turn, notifies the IAE PMO.

## [Authentication]{.underline}

> The IAE follows the guidance provided by the e-Authentication project
> office.

**[ISAs]{.underline}**

> System Stewards ensure that Inter-Agency Security Agreements (ISAs)
> are put in place where appropriate, and that they are adhered to.

# Budget and Capital Planning Process

## Costs: Development, Maintenance and Evaluation (DM&E)

### Development

> Shared system owners provide budget planning input, which the IAE
> program office consolidates. The program office develops the budget
> and forecast in light of OMB 300 priorities and those priorities
> arising from the decisions of the IAE Change Control Board. The ACE
> reviews and approves the budget. GSA, in turn, reviews and concurs.
>
> OMB reviews the budget and distributes pass-back to agencies. The
> program office then prepares MOUs which detail the total agency
> contribution and its in-kind and cash components. The agencies sign
> the MOU, confirming agreement, Agencies then make their cash
> contribution and where applicable, direct in-kind contributions to the
> shared system stewards within their agency.

### Review

> Shared system owners provide budget status, which is consolidated by
> the IAE program office for review. The program office tracks and
> manages the budget.
>
> The ACE reviews the OMB 300 and recommends approval or disapproval.

## OMB 300

### Preparation

> Shared systems owner provide input along with business area Managers
> and Analysts who also provide consultation in preparation of the 300.
> The IAE program office manages the preparation of the OMB 300 with
> funding agencies and other stakeholders, and performs EVM. The program
> office also develops the artifact for submission and approval.

### Review

> The ACE approves the funding model, which is reviewed by the Chief
> Acquisition Officers Council. The ACE reviews the OMB 300 and
> recommends approval or disapproval.

### Submission

> After ACE review and approval, GSA reviews and submits the 300 to OMB
> for review and scoring.

# Configuration Management

The IAE PMO manages system development, change requests, and
enhancements in accordance with the Configuration Management Process and
IAE Change Control Board Charter, as drafted by the PMO and approved by
the ACE.

The IAE configuration management (CM) process (documented in the
Configuration Management Plan) is the core business process for managing
the changes required to keep systems current with needs and aligned with
one another. The process provides for the systematic identification,
evaluation, disposition and implementation of key structural components
(e.g. data elements) and multi-system changes to previously base-lined
hardware and software products. These changes impact functionality,
cost, and/or schedule. The CM process facilitates structure, control,
and the management of changes to all software, related hardware, and
infrastructure components.

Each shared system steward is expected to establish a configuration
management process within its program, to include an issue tracking
capability, to allow integration with the IAE CM and Change Control
Board processes. Shared System CCBs are to be chaired by an agency
representative.

# Communications Outreach and Change Management Support

## Initiation

> The IAE program office develops the concept and plan for
> communications and the means for ongoing update and multi-directional
> information sharing (e.g. web sites).
>
> The program office also initiates and develops the concepts and
> frameworks for outreach to stakeholders and for change
> management/transition support to agencies. Needs assessment and plan
> development is done in consultation with business managers, analysts,
> and business area steering committees.

## Review 

> The resulting plans are reviewed by the IAE Program Manager and others
> as the program manager deems relevant.

## Approval

> The plans are approved by the IAE Program Manager.

## Implementation

> The IAE program office manages the implementation of the
> communications, outreach and change management plans. Program office
> resources offer and provide consultation to agencies regarding
> communications needs, and organizational and workforce readiness and
> preparation for IAE-related transitions.

# Metrics

## Initiation

> Metrics were developed by the PMO as a part of the OMB 300 submission.
> IAE PMO is responsible for portfolio metrics from system inception
> through migration/alignment to operations and maintenance. Shared
> System Stewards or the IAE PMO may initiate system-specific metrics.
> The PMO also initiates relevant PMO metrics as necessary to guide and
> track program office performance.

## Review 

> The IAE PMO works with Business Managers and Shared System Stewards to
> establish system-appropriate measures. Internal PMO measures are
> reviewed by the IAE Program Manager. The ACE reviews all metrics and
> may suggest changes.

## Approval

> OMB, in coordination with ACE, approves metrics to be reported to them
> quarterly. System-specific and internal PMO metrics are approved by
> the IAE Program Manager.

## Implementation and Notification

> OMB metrics are tracked by the PMO and reported as specified. Shared
> System Stewards track system performance on metrics throughout the
> life cycle (including monitoring, migration/alignment, cost and
> benefits) and report status to the IAE PMO. Reports are shared with
> all partner agencies. The PMO tracks its own measures and reports to
> the IAE Program Manager who updates the ACE.

# Policy

Certain system enhancements may require changes to policy or regulation.
Such changes are submitted through the regular maintenance process for
those documents.

**Attachment A: Acquisition Committee for E-Gov (ACE) Membership**

  ------------ ------------- -------------- ------------------------------- ----------- --------------
  ***NAME***   *** ***       ***PHONE***    ***EMAIL***                     ***DEPT /   ***STATUS***
                                                                            AGENCY***   

  Albert Sligh Agency Rep    202-401-3515   Albert.Sligh@dhs.gov            DHS         Voting Member

  Arthur       Agency Rep    202-205-7218   Arthur.Collins@sba.gov          SBA         Voting Member
  Collins                                                                               

  David        Managing      202-501-1043   David.Drabkin@gsa.gov           GSA         Voting Member
  Drabkin      Partner                                                                  

  Debra        Agency Rep    202-208-6352   Debra_Sonderman@ios.doi.gov     Interior    Voting Member
  Sonderman                                                                             

  Deidre Lee   Agency Rep    703-695-7145   Deidre.Lee@osd.mil              DoD         Voting Member

  Glenn Perry  Agency Rep    202-245-6200   Glenn.Perry@ed.gov              Education   Voting Member

  Julie Basile OMB Rep       202-395-4821   Julie_Basile@omb.eop.gov        OMB, OFPP   Voting Member

  Kathleen     CFO Council   202-501-1721   Kathleen.Turco@gsa.gov          GSA         Voting Member
  Turco                                                                                 

  Chris Smith  CFO Council   202-219-3567   Christopher.Smith@gsa.gov       GSA         Voting Member
               (alternate)                                                              

  Mark Krzysko Agency Rep    703-614-3882   Mark.Krzysko@osd.mil            DoD         Voting Member

  Mary Lynn    Small Agency  301-415-6179   mls2@nrc.gov                    NRC         Voting Member
  Scott        Council                                                                  

  Michael Sade Chair, ACE    202-482-4248   msade@doc.gov                   Commerce    Voting Member

  Stan March   Agency Rep    410-965-9455   Stan.March@ssa.gov              SSA         Voting Member

  Thomas       Agency Rep    202-622-1039   Thomas.Sharpe@do.treas.gov      Treasury    Voting Member
  Sharpe                                                                                

  Tom Hughes   CIO Council   410-966-5738   Tom.Hughes@ssa.gov              SSA         Voting Member

  Richard Hopf Agency Rep    202-287-1310   Richard.Hopf@hq.doe.gov         Energy      Voting Member

  Doug Baptist Agency Rep    202-287-1658   Douglas.Baptist@hq.doe.gov      Energy      Voting Member
               (alternate)                                                              

  Earl         Dep PM, IAE   703-872-8609   Earl.Warrington@gsa.gov         GSA - IAE   Non-voting
  Warrington                                                                PMO         Member

  Teresa       Program       703-872-8610   Teresa.Sorrenti@gsa.gov         GSA - IAE   Non-voting
  Sorrenti     Manager, IAE                                                 PMO         Member

  Tim Young    Portfolio     202-395-0368   Timothy_K.\_Young@omb.eop.gov   OMB, E-Gov  Non-voting
               Manager                                                                  Member
  ------------ ------------- -------------- ------------------------------- ----------- --------------

#  

# 

# Attachment B: IAE Governance Structure Diagram 

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