# Presentation: 665278

## Implementing Electronic Government –

**Implementing Electronic Government –**
**Improving Services to Businesses, Citizens, and Our Own Employees**
***Lunchtime Learning Series***

- Keith Thurston
- General Services Administration
- Office of Electronic Government and Technology
- Web sites: egov.gov estrategy.gov
- June 30, 2004

## FY2004 Federal IT Investment Portfolio: $59 Billion Requested!

**(dollars in billions)**

**Notes:**
First -  The US Government is probably the largest single buyer of information technology

That includes the things you make -  hardware, software and networks for civilian agencies and the military.

Looking to Improve the amount that is spent the best way – E-Gov initiatives working with agencies to define migration plans 

That will clearly be true when we become ONE buyer 

In the procurement process, many agencies use General Services Administration schedules program

## 2004 Budget Federal IT Investment 

**2004 Budget Federal IT Investment **
**Portfolio **

** **

**(dollars in billions)**

**$4.7 (IT Security is **

**included in the **

**Mission Area and **

**Office **

**Auto/Infrastructure)**

**$37**

**$21**

**$1**

**Mission Area Projects**

**Office Automation**
**/Infrastructure**

**Enterprise Architecture**

**IT Security**

***500+ projects ($8 B) have good  business cases;  over 750 projects ($21 B) were “At-risk” requiring business case enhancements***
** ****Better project management**
** ****Integration with the Modernization Blueprint**
** ****Satisfy the security criterion **
** ****Link the investment to agency strategic goals and provide performance objectives**
** ****Adequately address the risks**

**Notes:**
Of the $59 billion you can see that $37 billion is for mission over projects and $21 billion for infrastructure and desktops.

Of the business cases that come in, over half had business cases – “At Risk” because of the weak case for one of the 5 areas  shown.

## President Bush’s 5 Point Management Agenda

## Delivering an E-Government is a new role for IT investment

**The Vision: **an order of magnitude improvement in the federal government’s value to the citizen.
**The Definition**:  the use of digital technologies to transform government operations in order to improve effectiveness, efficiency, and service delivery.
**The Principles:**
*** ******Integral component of President’s Management Agenda***
*** ******Market-based, Results-oriented, Citizen-Centered***
*** ******Simplify & Unify***
*“**Government likes to begin things - to declare grand new programs and causes. But good beginnings are not the measure of success. What matters in the end is completion. Performance. Results. Not just making promises, but making good on promises."*  President George W. Bush

**Notes:**
Watch the progress at egov.gov

With all that expenditure of funds – we are looking at ways to spend it better – and really use IT to transform Government.

President Bush included the advancement of government.  He included eGovernment as on of his top five management ager

The vision of E-Government is to 
The Vision: an order of magnitude improvement in the federal government’s value to the citizen.
The Definition:  the use of digital technologies to transform government operations in order to improve effectiveness, efficiency, and service delivery.
The Principles:
 Integral component of President’s Management Agenda
 Market-based, Results-oriented, Citizen-Centered
 Simplify & Unify

## Key Elements Of Presidents Management Council E-Gov Agenda

*Driving results & productivity growth*
*IT cost controls*
*E-Gov Act implementation*
*Cyber Security*
*IT workforce*

**Notes:**
Driving results & productivity growth: IT and management reform investments that create an order of magnitude improvement in value to the citizen, especially homeland security info sharing and knowledge flow
IT Cost Controls: Consolidation of redundant and overlapping investments, Single Business Case for Infrastructure (DOL a model), Enterprise Licensing, Fixing cost overruns, Competing away excess IT Services charges 
E-Gov Act implementation: Government wide architecture governance, including web-based strategies for improving access to high quality information and services
Cyber Security: Desktop, data, applications, networks, threat and vulnerability focused, business continuity, privacy protection
IT workforce: Conduct training and recruitment to obtain project management skills, strategic CIO staff, and architects that have a Passion for Solutions

## The Business Architecture – That Isn’t

- ... each agency supports 17 lines of business (average)

## Simplify and Unify Business Lines 

**On average 10 Cabinet Departments and agencies per Line of Business**

**On average 21 Cabinet Departments and agencies per Line of Business**

**All 24 Cabinet Departments and agencies per Line of Business**

***Government-***
***to-Citizen***
***Access Channels***

***Employee- ***
***to-Employee ***
***Access Channels***

- Internal Operations / Infrastructure

**Human Resources,  Financial Management Admin                       Supply Chain Management **

**Human Resources,  Financial Management Admin                       Supply Chain Management **

**Inter-Agency**

**Intra-Agency**

- Support Delivery of Services

**Legislative Management**
**Business Management of Information**
**IT Management**
**Planning and Resource Allocation**
**Regulatory Management**

**Controls and Oversight**
**Public Affairs**
**Internal Risk Management and Mitigation**
**Federal Financial Assistance**

- Web
- Services

- Telephone
- Voice
- Interactive

- E-system
- to System

- Public/Private
- Partnerships

- Fax

- Face to
- Face

- Mail

- Program Admin

- Compliance

- Services to Citizens

**Public Asset Management**

**Marketable Asset Management**

**Defense & Nat’l Security Ops**

**Diplomacy & Foreign Relations**

**Disaster Management**

**Domestic Economy**

**Education**

**Energy Management**

**Insurance**

**Public Health**

**Recreation & National Resources**

**Social Services**

**R&D & Science**

**Regulated Activity Approval**

**Consumer Safety**

**Environmental Management**

**Law Enforcement**

**Legal**

**Revenue Collection**

**Trade (Import/Export)**

**Transportation**

**Workforce Management**

**Program Admin**

**Compliance**

- Services to Citizens

**Public Asset Management**

**Marketable Asset Management**

**Defense & Nat’l Security Ops**

**Diplomacy & Foreign Relations**

**Disaster Management**

**Domestic Economy**

**Education**

**Energy Management**

**Insurance**

**Public Health**

**Recreation & National Resources**

**Social Services**

**R&D & Science**

**Regulated Activity Approval**

**Consumer Safety**

**Environmental Management**

**Law Enforcement**

**Legal**

**Revenue Collection**

**Trade (Import/Export)**

**Transportation**

**Workforce Management**

- Internet/
- Portal

- Intranet/
- Portal

**Notes:**
We are basing our approach designing the government along business lines.
This is a diagram of the Business Reference Model or BRM.
This shows version one of the business architecture,  Then we look for lead agencies and convergence of infrastructure around the business line.

One business lines is LOANS (Farm loans, student loans, Federal home loans).  They are all loan loan systems.
Another,  business line is disaster response – and we have a lot of agencies doing that work – as you will see.

The attempt is to Simplify a process or Unify around a line of business

Ans.. Maximize the Value Chain of information – so that we capture the information ONCE and use it many times.

## What Citizens Have to Say

**Of American Internet users, 67% have used a Government Web site or online service**
**– ****said conducting transactions with government is easier because of e-government.  **
**74% of this group believe that **
**the benefits of e-government will continue to grow and **
**positively effect the way government operates over next 5-10 years **
**Privacy and security is still a serious concern **
**45% of Americans strongly agree submit personal information to government Web sites, will allow government to provide them with better services.  **
**nearly 45% believe they may risk the security and privacy of their personal information by submitting it to government Web sites**
**Source Hart-Teeter Research by The Council for Excellence in Government with support from Accenture, April 2003**

## Focus on Unifying and Simplifying Around Citizen Needs

**Focus on Unifying and Simplifying Around Citizen Needs**

***Individuals:*** building easy to find one-stop-shops for citizens -- creating single points of easy entry to access high quality government services.
***Businesses:*** reduce burden on businesses through use of Internet protocols, un-complicating interactions, and consolidating myriad redundant reporting requirements.
***Intergovernmental:*** make it easier for states and localities to meet reporting requirements, while enabling better performance measurement and results, especially for grants.
***Internal efficiency and effectiveness:*** reduce costs for federal government administration by using best practices in areas such as supply chain management, financial management, and knowledge management.

## Lesson Learned: Citizen-centered Gov’t can work, but Not Easy

**Government to Citizen**

**Government to Government**
**	****	****	**

**Internal Effectiveness and Efficiency**

**1.  USA Service****	****	****        **
**2.  Free File ****	****	****        **
**3.  Online Access for Loans        **
**4.  Recreation One Stop****	**
**5.  Eligibility Assistance **
**     ****Online**

**1.  e-Vital**
**2.  e-Grants**
**3.  Disaster Management**
**4.  Geospatial Information**
**     ****One Stop **
**5.  Project SAFECOM      **

**1.  e-Training                           **
**2.  Recruitment One Stop**
**3.  Enterprise HR Integration (includes e-Clearance)**
**4.  e-Travel **
**5.  Integrated Acquisition****	**
**6.  e-Records Management**
**7.  Payroll Processing**

**Lesson Learned: Citizen-centered Gov’t can work, but Not Easy**

**Managing Partner**
**OPM**
**OPM**
**OPM**
**GSA**
**GSA**
**NARA**
**OPM**

**Managing Partner**
**SSA**
**HHS**
**FEMA**
**DOI**
**FEMA**

**Managing Partner**** **
**GSA**
**TREAS**
**DoEd**
**DOI**
**Labor**

**Government to Business**

**1.  Federal Asset Sales****	**
**2.  Online Rulemaking Management**
**3.  Expanded Electronic Tax Products**
**4.  Consolidated Health Informatics **
**5.  Business Compliance One Stop**
**6.  International Trade Process Streamlining**

**Managing Partner**
**GSA**
**EPA**
**Treas**
**HHS**
**SBA**
**DOC**

**E-Authentication**

**Notes:**
We cross walked the top 28 agencies and identified 30 lines of business that became the basis for the Business Reference Model (BRM)

For instance – in Grants and Loans we showed 21 of the top 28 agencies. Each a was operating one or separate stove pipes based on program (800 Grants programs, each enacted by a separate legislation.

Consolidate systems and get all of the agency programs to work together in a way that services the citizens better.  It takes looking a business line more as Government wide enterprises.

We found 487 different activates in the 30 lines of business. Each line of business was being performed by an average of 19 agencies.

The 24 e-Gov initiatives all perform some type of business transaction in providing services to the public.  All of the e-Gov initiative transactions require some level of authentication.

The Federal e-Authentication initiative provides common infrastructure for authenticating the public to do business with Government.

Citizen-centric services means that we work to provide common ways for the public to do business with the Government, regardless of the type of service or transaction involved. 

## Federal Government has multi-Billion Dollar Consolidation Opportunities

## SmartBUY aggregates current and planned software requirements 
SmartBUY does not dictate an agency’s choice of software
SmartBUY depends on vendors’ willingness to participate in a model which is primarily based on an aggregation of current and planned requirements for selected  software

**SmartBUY *****does not***** dictate an agency’s choice of software**
**SmartBUY depends on vendors’ willingness to participate in a model which is *****primarily***** based on an aggregation of current and planned requirements for *****selected*****  software**

**SmartBUY Enterprise Software Licensing Initiative**

## OMB Issued Memorandum – Feb. 25, 2004

**  ****Jointly Issued by Karen Evans & Robert Burton**
**  ****Goal to accelerate SmartBUY**
**  ****Requires Agencies to submit software requirements to OMB and GSA by category (as part of annual budget submission) **
**  ****Requires waiver for purchasing software under potential SmartBUY award**
**Agency Baseline Established**
** ****CIO and SPE compile list of acquisitions in CY03, and CY04 projections**

**SmartBUY Status**

## SmartBUY What we are doing

**Now**
**Analyzing government wide data call to better understand requirements**
**Pursue selected market categories by RFI **
**Receiving feedback from agency and software vendor representatives**
**Take advantage of near term e-Gov opportunities**
**Near Term**
**October - SmartBUY deals in selected categories; Include yearly options in renewals**
**Agency software projections sent to GSA and OMB by category for the next two fiscal years**

## Long Term Approach

- Agency Enterprise Architecture

- Software Asset
- Management

- Gov’twide
- Enterprise
- Licensing

## Business Gateway

**Business Gateway**
**Reducing Burden on Businesses**

## Slide 18

**Notes:**
Portal and eForms Catelog launched May 19
– Contained 2850 out of 4200

Search a number of ways
 – By Form Number
 - By Agency
 - By name,  class or collection budget information (assigned when agency authorized to require info)

## Slide 19

## Business Gateway -- eForms

- Current
-    Easy way to find regulatory requirements and forms
- Planned
-    Information on what forms to file
-    File required forms online
-    Fill it in once, use many
-    Reduced number of forms to file
-    Information packaged by industry sector

## Value Proposition

- Citizen Value
**Provide one-stop integrated travel services for all federal employees.**
- Government Value
**Provide consolidation, cost savings and accountability to enable tracking of travel expenditures and improve decision making**.

**eTravel**

- A collaborative, inter-agency effort to realize the efficiencies, cost-savings and increased service associated with a common approach to managing the Government’s travel function.

- May 21, 2001

## ePayroll

**   **Consolidates 22 Federal payroll systems to simplify, standardize and better integrate payroll, human resources, and finance functions.

**Business Value**** **
- Standardization and better service to employees from unified service delivery** **
**Government Value**
- Improves link between performance & budgets
- Provides information needed to make informed decisions
- Generates cost savings through economies of volume and avoids costs by limiting capital system modernization activities

**Value Proposition**

**Notes:**
simplify and standardize Federal HR/payroll policies and procedures and better integrate payroll, human resources, and finance functions. The initiative will: 
Consolidates Federal payroll processing to the existing systems into two cross-service providers.
Exercise central governance over payroll policy to standardize and simplify payroll procedures.
Leverage recent technology investments across Federal agencies to more quickly modernize payroll service delivery within carefully crafted enterprise architecture for human resources and payroll activities.
The four largest providers of Federal civilian employee payroll services handle over 80 percent of the total civilian payroll, serving nearly 1.9 million employees.
Progress to Date:
Selected Two partnerships to pursue modernization and standardization agenda
Identified dozens of opportunities to standardize policies 
• Migration plans started – 2/01/03
•Implemented policy changes -  2nd quarter FY 2003
Next Steps:
• Develop detailed migration plans – 3rd quarter FY 2003
• Develop Strategic Plan for Technology – 3rd quarter FY 2003

## GovBenefits: Now Only 3 Clicks ... Next Focus on Integrated Fed-State Application Form 

**GovBenefits: Now Only 3 Clicks ... Next Focus on Integrated Fed-State Application Form **

**Notes:**
Before: Access to Social Service Benefits were “more than 1000” clicks to service

## Progress Is Being Made

- Government wide
- Firstgov: 3 clicks to service, one of Yahoo’s 50 Most Incredibly Useful Websites; over 500% increase
- Free Tax Filing for at least 60%, made easy with trust; 2.7 M filers
- Govbenefits.gov: (USA Today Hot Site) uncomplicates the welfare bureaucracy making it easy to find needed services
- Regulations.gov: makes it easy to find, read &comment on proposed regs (>600K hits in 1st week)
- Golearn.gov: providing training for pennies per student to 45,000 Feds in  1st six months, over 45 M visitors
- Recreation.gov: clickable map
- E-Payroll: Consolidation to two winning teams from 22 providers
- E-Gov Act Signed; Administrator and Office fully operational

**Within Agencies**
- All but 7 agencies making significant progress in addressing chronic problems and joining in citizen-centered E-gov Solutions
***Some Examples***
- Energy, VA, & Justice have elevated CIO role to drive change & results
- VA-DOD integrated patient medical records to provide seamless service to veterans
- Education performance data initiative streamlines data collection burdens and eliminate redundancy
- Energy Department integrating disparate HR, FM, procurement, facilities management, and budgeting systems
- GISRA baselines and Plans of Action and Milestones are used to define and track security improvements with 50%-100% improvement in key areas

## Ongoing E-Gov Directions

- Expanded use of internet transactions will make functional boundaries transparent
- Fostered interagency and cross-sector leadership
- Adopted open frameworks and proven commercial practices and products
- Improved support for security and managing privacy across multiple applications

**Notes:**
Broad-based internet use will lead to the merging of transactionx in order to maximize cost efficiencies.

Re-engineering processes for E-Gov requires significant change, but the obstacles for such change can be mitigated by coordinating similar activities across sectors and agencies, migrating to common business practices, and adopting common architecture infrastructure.  This will require leadership.

The greatest efficiencies will be gained by advancing and adopting industry standards, moving from proprietary to open platforms, and avoiding proprietary solutions.

## Implementing Electronic Government –

**Implementing Electronic Government –**
**Improving Services to Businesses, Citizens, and Our Own Employees**
***Lunchtime Learning Series***

- Keith Thurston
- General Services Administration
- Office of Electronic Government and Technology
- Web sites: egov.gov estrategy.gov
- June 30, 2004