IT Planning Guidance

FY2009 -- 2013

**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.

**Instructions**

Program Managers are requested to use Table 1, "IT Planning Matrix," to
develop their IT costs for FY2009 -- 2013. Specific instructions for
completing each area contained in Table 1 are included below. Program
Managers are allowed to make slight adjustments to the cost per unit
rate or other planning parameters. However, Program Managers must
document their rationale for making any adjustment/change in the
Comments section of Table 1.

For planning purposes, a Program employee is considered a full-time or
part-time federal or contractor employee. Programs are cautioned to
avoid double counting the number of Program employees used in these
calculations because employees can support one or more Programs. Also,
please make any adjustments necessary based on changes in federal and
contractor staffing levels for FY2009 -- 2013.

In some cases, one or more areas listed in Table 1 may not apply to your
Program. Please do not include funding for any area that is funded
outside your Program. We suggest Program Managers work with the
appropriate Line Office and Chief Information Officer (i.e. IT Staff)
for any assistance that you may need when completing this table.

**Specific Instructions**

**Application Hosting:** This area includes all application software,
maintenance, labor, and service costs 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. These platforms
customarily run on MVS, Unix (e.g. AIX, IRIX, Linux, Solaris, etc.),
VMS, or other operating systems. Since this area is not considered a
commoditized service, Program Managers are encouraged to consult with
their IT staff to determine Program requirements and factor in the cost
for this area. \[Note: Don't include the cost for hardware and its
operating system. Please refer to the Technology Refresh section.\]

**Archiving:** Program Managers should include all costs associated with
archiving large array and environmental modeling data. Long-term data
archiving will be handled by the Comprehensive Large Array Stewardship
System. The cost of archiving is determined by multiplying the number of
terabytes of data to be archived in a year by \$1,100 per terabyte. For
example, the cost for archiving 100 terabytes of data is \$110,000 (100
terabytes × \$1,100/terabyte). Don't forget to include the annual data
growth rate when calculating this cost. For example, if you assume that
100 terabytes of data need to be archived in FY09 and the annual data
growth rate is 20%, the Program's archival cost is:

> FY09 100 terabytes × \$1,100/terabyte = \$110,000
>
> FY10 120 terabytes × \$1,100/terabyte = \$132,000
>
> FY11 144 terabytes × \$1,100/terabyte = \$158,400
>
> FY12 173 terabytes × \$1,100/terabyte = \$190,300
>
> FY13 208 terabytes × \$1,100/terabyte = \$228,800

**Data Networks (LAN):** This area includes all software, maintenance,
labor, and service costs associated with operating and managing a data
network. Program Managers should include all costs associated with data
networks. This cost is determined by multiplying the total number of
employees in a program by \$240 per employee. \[Note: This area does not
include the cost of purchasing equipment such as servers, routers, and
switches. Please see the Technology Refresh section for determining the
cost of these items.\]

**Desktop Management:** This area includes all hardware, software,
maintenance, labor, and service costs associated with operating and
managing [networked]{.underline} desktop and laptop computers, leasing
or purchasing, software, licensing, file and print services, help desk
services, patch management, remote access, virus protection, etc.
Program Managers should include all costs associated with desktop
management. This cost is determined by multiplying the total number of
employees in a program by \$4,100 per employee. \[Note: Don't calculate
the cost for [non-networked]{.underline} desktops and laptops by this
method. Please refer to the Technology Refresh section.\]

**Enterprise Architecture:** This area includes the cost for the
development and maintenance of a multi-tiered business/technical
reference model that depicts the interrelationship between business
processes and IT. Program Managers should include all costs associated
with corporate enterprise architecture activities. This cost is
determined by multiplying the number of employees in a program by \$110
per employee for FY2009 -- 2010 and \$90 per employee or FY2011 -- 2013.

**Facility Management:** Normally, this area includes all facility
hardware, software, maintenance, labor, and service costs associated
with managing and operating a dedicated facility (i.e. data center) used
primarily for housing IT equipment. However, since this area overlaps
with many items covered by the FY2009 Facilities Program Guidance, for
the purposes of this exercise, this area focuses exclusively on three
components---backup power equipment (i.e. diesel generators,
uninterruptible power supplies), physical security devices (e.g. access
control readers), and video surveillance equipment. Program Managers
should report only IT dollars used for the purchase or replacement of
backup power equipment, physical security devices, and video
surveillance equipment. Since this area is not considered a commoditized
service, Program Managers are encouraged to consult with their IT staff
to determine Program requirements and the cost for this area. \[Note:
Don't include IT dollars for general facility maintenance because this
cost is covered by Fixed Operational and Facilities Sustainment.\]

**High Performance Computing:** With the exception of the Environmental
Modeling Program, Program Managers should be aware of the need for high
performance computing. Since high performance computing is not
considered a commoditized service, Program Managers are encouraged to
consult with their IT staff to determine any high performance computing
requirement and factor in the cost for this service.

**IT Security:** Program Managers must include adequate funding to
properly develop, maintain, and support a robust IT Security Program.
Typical items include disaster recovery, business continuity planning,
certification and accreditation, forensics analysis, intrusion detection
and penetration testing. Due to the heavy reliance on IT within NOAA,
Program Managers are required to fund this area. Programs that rely on
low or moderate impact systems must fund this area at a level equivalent
to 6% of the Program's total IT budget. Programs that rely on high
impact (formally known as mission critical) systems must fund this area
at a level equivalent to 8% of the Program's total IT budget. For cases
where the total IT budget is unknown, Programs may determine this cost
by multiplying the total number of employees in a program by \$2,000 per
employee.

**Metadata:** This area covers the cost associated with the generation
and maintenance of environmental and geospatial metadata. Program
Managers need to fund this activity, which has been underfunded for many
years. Since the generation and maintenance of metadata is not
considered a commoditized service, Program Managers are encouraged to
consult with a NOAA Metadata Working Group member or Dr. Ted Habermann
(<ted.habermann@noaa.gov>) at 303-497-6472.

**NOAAnet:** This area provides network access to internal and external
information resources. Program Managers should include all costs
associated with the transition and maintenance of NOAAnet---a
consolidated wide area network that relies on Multiprotocol Label
Switching. This cost is determined by multiplying the number of
employees in a program by \$380 per employee.

**Technology Refresh:** This area includes the cost associated with
[non-networked]{.underline} desktop and laptop computers. This area also
covers the cost for servers, mainframes, routers, switches, and storage.

[Desktop and Laptop Computers]{.underline}

Program Managers should include hardware, software, maintenance, and
labor costs associated with the replacement of aging and/or outdated
[non-networked]{.underline} desktop and laptop computers. Best business
practice calls for annual replacement approximating one-third (1/3) of
the organization's non-networked desktop and laptop inventory. For
planning purposes, this cost is determined by adding two
components---hardware and support. The hardware cost is determined by
multiplying one-third (1/3) of the total number of non-networked desktop
and laptop computers by \$2,000 per computer. The support cost is
determined by multiplying the total number of desktop and laptop
computers by \$2,400 per computer.

For example, the total annual cost for thirty (30) non-networked desktop
computers is:

> (1/3 × 30 × \$2,000) + (30 × \$2,400) = \$92,000

\[Note: Don't calculate the cost for [networked]{.underline} desktops
and laptops by this method. Please refer to the Desktop Management
section.\]

[Mainframes and Servers]{.underline}

Program Managers should include the purchase or lease price of hardware,
operating system, utilities, maintenance, and services associated with
the replacement of aging and/or outdated mainframes and servers. Based
on best business practice, servers should be replaced every three years
and mainframes replaced every three to five years. For planning
purposes, this cost is determined by multiplying one-third (1/3) of the
total number of servers used in a program by \$10,000 to \$50,000 per
server. For mainframes, this cost is determined by multiplying one-third
(1/3) to one-fifth (1/5) the total number of mainframes used in a
program by \$200,000 to \$1,000,000 per mainframe. Please consult with
your IT staff for assistance in determining the proper cost for server
and mainframe replacement. \[Note: Don't include the cost for servers
used for file and print services. This cost is captured under Desktop
Management.\]

[Routers and Switches]{.underline}

Program Managers should include the purchase or lease price of hardware,
software, maintenance, and services associated with the replacement of
aging and/or outdated routers and switches. Based on best business
practice, routers/switches should be replaced every five years. For
planning purposes, this cost is determined by multiplying one-fifth
(1/5) of the total number of routers and switches used in a program by
\$8,000 to \$80,000 per router and \$5,000 to \$70,000 per switch.
Please consult with your IT staff for assistance in determining the
proper cost for router and switch replacement. \[Note: Don't include the
cost for an edge router because this is provided as part of NOAAnet.\]

[Storage]{.underline}

Program Managers should include the purchase or lease price of hardware,
software, maintenance, and services associated with the replacement of
aging and/or outdated direct attached storage, network attached storage,
storage area networks, tape drives, tape libraries, and tape media.
Based on best business practice, storage devices should be replaced
every three to five years. For planning purposes, this cost is
determined by multiplying one-third (1/3) to one-fifth (1/5) of the
total number of storage devices used in a program by \$10,000 to
\$1,000,000 per device. Please consult with your IT staff for assistance
in determining the proper cost for storage device replacement. \[Note:
Don't include the cost for file and print storage because this is
provided as part of Desktop Management.\]

**Telecommunications:** This area includes all costs associated with
local, long distance, international, and video services. Program
Managers should include all costs associated with telecommunication
services. This cost is determined by multiplying the number of employees
in a program by \$480 per employee.

**Web Presence:** This area includes all costs associated with Internet
access, Web portals, and Web content management. Program Managers should
include all costs associated with Web presence activities. This cost is
determined by multiplying the total number of employees in a program by
\$320 per employee for FY2009 and \$95 per employee for FY2010 -- 2013.

**Workforce Collaboration**: This area includes all costs associated
with business process management, document management, records
management, electronic whiteboards (i.e. WebEx), and unified messaging.
Program Managers should include all costs associated with workforce
collaboration activities. This cost is determined by multiplying the
total number of employees in a program by \$535 per employee for FY2009
and \$320 per employee for FY2010 -- 2013.

**Identification of IT Activities within CasaNOSA**

The CIO Council strongly encourages all Programs to use the
"Alternatives" section within CasaNOSA to identify and describe specific
new IT activities, requirements, projects, or systems as well as any
increases above the current baseline. Table 1, "IT Planning Matrix," can
be used to support new IT requests and should be attached to the Program
Operation Plan as supporting documentation.

**Table 1**

**IT Planning Matrix**

**FY2009 -- 2013**

+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| **P    |        |        |     |     |     |     |     |          |
| rogram |        |        |     |     |     |     |     |          |
| N      |        |        |     |     |     |     |     |          |
| ame:** |        |        |     |     |     |     |     |          |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| **Cap  |        |        |     |     |     |     |     |          |
| abilit |        |        |     |     |     |     |     |          |
| ies:** |        |        |     |     |     |     |     |          |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| **     | **\#   | **Cost | **  | **  | **  | **  | **  | *        |
| Area** | of     | per    | FY0 | FY1 | FY1 | FY1 | FY1 | *Notes** |
|        | u      | unit** | 9** | 0** | 1** | 2** | 3** |          |
|        | nits** |        |     |     |     |     |     |          |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| Appli  | N/A    | N/A    |     |     |     |     |     | See      |
| cation |        |        |     |     |     |     |     | inst     |
| H      |        |        |     |     |     |     |     | ructions |
| osting |        |        |     |     |     |     |     |          |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| Arc    | \# of  | \      |     |     |     |     |     |          |
| hiving | ter    | $1,100 |     |     |     |     |     |          |
|        | abytes |        |     |     |     |     |     |          |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| Data   | \# of  | \$240  |     |     |     |     |     | Cost per |
| Ne     | emp    |        |     |     |     |     |     | unit     |
| tworks | loyees |        |     |     |     |     |     | does not |
|        |        |        |     |     |     |     |     | include  |
| (LAN)  |        |        |     |     |     |     |     | e        |
|        |        |        |     |     |     |     |     | quipment |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| D      | \# of  | \      |     |     |     |     |     | Use only |
| esktop | emp    | $4,100 |     |     |     |     |     | for      |
| Mana   | loyees |        |     |     |     |     |     | n        |
| gement |        |        |     |     |     |     |     | etworked |
|        |        |        |     |     |     |     |     | desktops |
|        |        |        |     |     |     |     |     | and      |
|        |        |        |     |     |     |     |     | laptops  |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| Ente   | \# of  | \$110  |     |     |     |     |     |          |
| rprise | emp    | (FY    |     |     |     |     |     |          |
| Archit | loyees | 09-10) |     |     |     |     |     |          |
| ecture |        |        |     |     |     |     |     |          |
|        |        | \$90   |     |     |     |     |     |          |
|        |        | (FY    |     |     |     |     |     |          |
|        |        | 11-13) |     |     |     |     |     |          |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| Fa     | N/A    | N/A    |     |     |     |     |     | See      |
| cility |        |        |     |     |     |     |     | inst     |
| Mana   |        |        |     |     |     |     |     | ructions |
| gement |        |        |     |     |     |     |     |          |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| High   | N/A    | N/A    |     |     |     |     |     | See      |
| Perfo  |        |        |     |     |     |     |     | inst     |
| rmance |        |        |     |     |     |     |     | ructions |
| Com    |        |        |     |     |     |     |     |          |
| puting |        |        |     |     |     |     |     |          |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| IT     | Total  | 6%     |     |     |     |     |     | Use 8%   |
| Se     | IT     |        |     |     |     |     |     | if you   |
| curity | Budget |        |     |     |     |     |     | have     |
|        |        |        |     |     |     |     |     | high     |
|        |        |        |     |     |     |     |     | impact   |
|        |        |        |     |     |     |     |     | systems  |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| Me     | N/A    | N/A    |     |     |     |     |     | See      |
| tadata |        |        |     |     |     |     |     | inst     |
|        |        |        |     |     |     |     |     | ructions |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| N      | \# of  | \$380  |     |     |     |     |     |          |
| OAAnet | emp    |        |     |     |     |     |     |          |
|        | loyees |        |     |     |     |     |     |          |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| Tech   | N/A    | N/A    |     |     |     |     |     | See      |
| R      |        |        |     |     |     |     |     | instr    |
| efresh |        |        |     |     |     |     |     | uctions, |
| (Deskt |        |        |     |     |     |     |     | use only |
| ops/La |        |        |     |     |     |     |     | for      |
| ptops) |        |        |     |     |     |     |     | non-n    |
|        |        |        |     |     |     |     |     | etworked |
|        |        |        |     |     |     |     |     | desktops |
|        |        |        |     |     |     |     |     | and      |
|        |        |        |     |     |     |     |     | laptops  |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| Tech   | 1/3 \# | \$     |     |     |     |     |     | See      |
| R      | of     | 10,000 |     |     |     |     |     | inst     |
| efresh | s      | to     |     |     |     |     |     | ructions |
| (      | ervers | \$     |     |     |     |     |     |          |
| Server |        | 50,000 |     |     |     |     |     |          |
| )      |        |        |     |     |     |     |     |          |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| Tech   | 1/3 to | \$2    |     |     |     |     |     | See      |
| R      | 1/5 \# | 00,000 |     |     |     |     |     | inst     |
| efresh | of     | to     |     |     |     |     |     | ructions |
|        | main   | \$1,0  |     |     |     |     |     |          |
| (Main  | frames | 00,000 |     |     |     |     |     |          |
| frame) |        |        |     |     |     |     |     |          |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| Tech   | 1/5 \# | \      |     |     |     |     |     | See      |
| R      | of     | $8,000 |     |     |     |     |     | inst     |
| efresh | r      | to     |     |     |     |     |     | ructions |
| (R     | outers | \$     |     |     |     |     |     |          |
| outer) |        | 80,000 |     |     |     |     |     |          |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| Tech   | 1/5 \# | \      |     |     |     |     |     | See      |
| R      | of     | $5,000 |     |     |     |     |     | inst     |
| efresh | sw     | to     |     |     |     |     |     | ructions |
| (S     | itches | \$     |     |     |     |     |     |          |
| witch) |        | 70,000 |     |     |     |     |     |          |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| Tech   | 1/3 to | \$     |     |     |     |     |     | See      |
| R      | 1/5 \# | 10,000 |     |     |     |     |     | inst     |
| efresh | of     | to     |     |     |     |     |     | ructions |
|        | s      | \$1,0  |     |     |     |     |     |          |
| (St    | torage | 00,000 |     |     |     |     |     |          |
| orage) | d      |        |     |     |     |     |     |          |
|        | evices |        |     |     |     |     |     |          |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| T      | \# of  | \$480  |     |     |     |     |     |          |
| elecom | emp    |        |     |     |     |     |     |          |
|        | loyees |        |     |     |     |     |     |          |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| Web    | \# of  | \$320  |     |     |     |     |     |          |
|        | emp    | (FY09) |     |     |     |     |     |          |
| Pr     | loyees |        |     |     |     |     |     |          |
| esence |        | \$95   |     |     |     |     |     |          |
|        |        | (FY    |     |     |     |     |     |          |
|        |        | 10-13) |     |     |     |     |     |          |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| Wor    | \# of  | \$535  |     |     |     |     |     |          |
| kforce | emp    | (FY09) |     |     |     |     |     |          |
| C      | loyees |        |     |     |     |     |     |          |
| ollabo |        | \$320  |     |     |     |     |     |          |
| ration |        | (FY    |     |     |     |     |     |          |
|        |        | 10-13) |     |     |     |     |     |          |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+
| Co     |        |        |     |     |     |     |     |          |
| mments |        |        |     |     |     |     |     |          |
+--------+--------+--------+-----+-----+-----+-----+-----+----------+