# Presentation: 160857

## PPBES:  FY2009-2013 IT Planning Guidance and Matrix 

- Dennis Morgan
- IT Services Program Manager
- June 20, 2006 CIO Council Meeting

- 6/20/2006

## Importance

- All NOAA programs use IT to support one or more capabilities
- Accounting for each program’s IT costs is important
- Integral to NOAA-wide planning and to drive future investment in IT for program requirements
- NOAA alignment with E-GOV and OMB Line of Business Initiatives
- Source information for DOC, OMB, and Congressional reporting requirements
- CIO Council plans to use the IT Planning Matrix during the program assessment process

- 6/20/2006

## Background

- A working group of the NOAA CIO Council recently developed the FY2009-2013 IT Planning Guidance and Matrix to assist PMs in determining the IT portion of their program’s overall costs
- PPI’s “FY2009-2013 Planning Guidance Memorandum III Supplemental” (dated 5/26/06) instructed Goal Teams to direct programs to use the guidance for planning purposes
- Unlike the Education and Research Councils, there is no IT Planning section in CasaNOSA, nor instructions in the POP User Manual

- 6/20/2006

## The Assignment for Program Managers

- PPBES: Program Operating Plan (POP) development
- use FY2009-2013 IT Planning Guidance and Matrix to calculate program IT costs at “Current Program Resources” level _[http://www.cio.noaa.gov/itmanagement/ITPlanningGuidanceFinalFY09-13.doc](http://www.cio.noaa.gov/itmanagement/ITPlanningGuidanceFinalFY09-13.doc)__  _
- Submit a completed IT Planning Matrix via email to Dennis Morgan and the CIO Council Representative assigned to his/her Goal
- Draft matrix due by 7/7/06 (same day as Draft POP)
- Final matrix due by 7/28/06 (same day as Final POP)

- 6/20/2006

## Assistance

| Goal | Assigned 
CIO Council
Representative | Assigned 
Working Group 
Member |
| --- | --- | --- |
| Ecosystem | Larry Tyminski | Jim Sargent 
713-2372 x172 |
| Climate | Nancy Huang  | Sandy Wine 
713-9040 x127  |
| Weather &
Water | Paul Chan | Brenda Taylor 
713-3513 x120  |
| Commerce &
Transportation | Hugh Johnson | Christine McNerney 
713-1156 x104  |
| Mission
Support | John Villemarette 
Greg Bass  | Dennis Morgan 
713-3555 x205 |

- 6/20/2006

## IT Areas Covered by Matrix

- Application Hosting
- Archiving
- Data Networks (LAN)
- Desktop / Seat Management and Support
- Enterprise Architecture
- Facility Management
- High Performance Computing
- IT Security
- Metadata
- NOAAnet

- Technology Refresh
- Desktops
- Laptops
- Servers
- Mainframes
- Routers
- Switches
- Storage
- Telecommunications
- Web Presence
- Workforce Collaboration

- 6/20/2006

## Instructions

- PMs are allowed to make slight adjustments to the cost per unit rate or other planning parameters; must document their rationale in Comments
- Program employees are full-time or part-time federal or contractor employees
- Avoid double-counting because employees can support one or more programs
- Make adjustments based on changes in federal and contractor staffing levels for FY2009-2013
- Every IT Area may not apply; provide $ for those that do

- 6/20/2006

## Example 1:Archiving

- Includes all costs associated with the archival of large array and environmental modeling data
- Data growth projected to increase from 8,000 terabytes (FY05) to 25,000 TB (FY14)
- Long-term data archiving will be handled by the Comprehensive Large Array Stewardship System (CLASS)
- Remember to include the _annual data growth rate_
- Let’s assume that 100 terabytes of data need to be archived in FY2009 and the annual data growth rate is 20%; Program XYZ’s archival cost is:
- FY2009	100 terabytes × $1,100/terabyte = $110,000
- FY2010	120 terabytes × $1,100/terabyte = $132,000
- FY2011	144 terabytes × $1,100/terabyte = $158,400
- FY2012	173 terabytes × $1,100/terabyte = $190,300
- FY2013	208 terabytes × $1,100/terabyte = $228,800

- 6/20/2006

## Example 2:Desktop / Seat Management and Support

- Includes all costs associated with operating and managing _networked_ desktop and laptop computers, leasing or purchasing, software, licensing, file and print services, help desk services, patch management, remote access, virus protection, etc.
- Note: Cost for _non-networked_ desktop and laptop computers determined in Technology Refresh section
- FY2009, Program XYZ:
- Cost per unit = $4,100
- # of Employees = 50
- $4,100 x 50 = $205,000

- 6/20/2006

## Questions and CIO Council Discussion

- 6/20/2006

## Backup Slides

- 6/20/2006

## Purpose

- Review FY2009-2013 IT Planning Guidance and Matrix for Program Managers to use during Program Operating Plan (POP) development
- Obtain CIO Council approval of FY2009 - 2013 IT Planning Guidance
- Discuss planning issues and path forward

- 6/20/2006

## 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.

- 6/20/2006

## Working Group Members

- Jim Goudouros, NESDIS, 713-3388
- Al Robinson, NESDIS, 713-9198
- Jim Sargent, NMFS, 713-2372 x172
- Christine McNerney, NOS, 713-1156 x104
- Brenda Taylor, NWS, 713-3513 x120
- Sandy Wine, OAR, 713-9040 x127
- Greg Bass, NMAO, 713-3425 x179

- 6/20/2006

## Contributors

- Federal
- Gary Falk, OCIO, 713-3513 x152
- Ira Grossman, OCIO, 713-3525 x140
- Herb Hawkins, NWS, 713-0425 x202
- Sue Kennedy, PPI, 713-1622 x186
- John Kyler, OCIO, 713-3333 x162
- Mark Noto, NESDIS, (240) 676-3987
- Cliff Schoenberger, OCIO, 713-3333 x217
- Allison Soussi-Tanani, OAR, 713-9040 x186
- Kathy Stowe, OCIO, 713-3573 x165
- Commercial
- Martha Combs, Microsoft, (202) 247-1736
- Teri Terhost, BEA Systems, (202) 298-0467
- Patty Torregrossa, EMC, (703) 970-5766
- Rick Underwood, EMC, (508) 249-9886
- Note: Commercial vendors were contacted to obtain product pricing (with discounts) for implementation and ongoing maintenance.  Vendors were told that any information provided would be used solely for the purpose of planning and does not constitute intent to buy.

- 6/20/2006

## Headcount

| Office | Feds 1 | Contractors 2 | Total |
| --- | --- | --- | --- |
| NESDIS | 823 | 779 | 1602 |
| NMAO | 800 3 | 30 | 830 |
| NMFS | 3073 | 781 | 3854 |
| NOS | 1210 | 769 | 1979 |
| NWS | 4844 | 930 | 5774 |
| OAR | 885 | 592 | 1477 |
| OFA | 861 | 224 | 1085 |
| PPI | 9 | 9 | 18 |
| USEC | 308 | 57 | 365 |
| Total | 12813 | 4171 | 16984 
Note: 17000 used for rate calculation |

- 1  Numbers based on NOAA Personnel System, October 17, 2005
- 2  Numbers based on NOAA Locator database, May 5, 2006
- 3  Number includes 292 Commissioned Officers.

- 6/20/2006

## Application Hosting

- Includes all costs (e.g. application software, maintenance, labor and services) 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.
- Currently not provisioned as a commoditized service
- Program Managers encouraged to consult with IT staff to determine program requirements and factor in cost for this area
- Rate: Not applicable

- 6/20/2006

## Archiving

- Includes all costs associated with the archival of large array and environmental modeling data.
- Data growth projected to increase from 8,000 TB (FY05) to 25,000 TB (FY14)
- CLASS funding profile is $189.243M (FY05 – FY14)
- Includes CLASS campaigns, metadata, QA/QC, reprocessing, and operations & maintenance
- Core CLASS not included ($50.457M)
- Assumption: Enterprise storage for 25,000 terabytes needed by 2014
- Rate: $1,100 per terabyte (FY09 – 13)

- 6/20/2006

## Data Networks (LAN)

- Includes all costs (e.g. labor, services, maintenance) associated with operating and managing a data network (i.e. local area network)
- Cost provided by OCIO and refined by NESDIS
- Compared against DOE-HQ model and DOE Savannah River Site model
- Assumption: Does not include funding for technology refresh.
- Composite Rate: $240 per employee (FY09 – 13)

- 6/20/2006

## Desktop / Seat Management and Support

- Includes all costs associated with operating and managing _networked_ desktop and laptop computers, leasing or purchasing, software, licensing, file and print services, help desk services, patch management, remote access, virus protection, etc.
- Note: Cost for _non-networked_ desktop and laptop computers determined in Technology Refresh section
- Cost based on Deloitte Study and refined by NESDIS and NOS
- Compared against DOE-HQ model and DOE Savannah River Site model
- Assumption: Service model in place by FY09
- Composite Rate: $4,100 per employee (FY09 – 13)

- 6/20/2006

## Enterprise Architecture

- Includes cost for development and maintenance of a multi-tiered business/technical reference model that depicts the interrelationship between business processes and IT
- Cost provided by OCIO
- EA Consultants, $1.465M, ongoing
- EA Training, $390K (Assume 2 year duration)
- IPv6, $2M
- Per NOAA CIO guidance, IPv6 removed
- Rate: $110 per employee (FY09 – 10), $90 per employee (FY11 – 13)

- 6/20/2006

## Facility Management

- Predominately covered under FY09 Facility Management Guidance
- Covers custodial cleaning, maintenance/repair, utilities, roads/grounds, real property alterations, facilities planning, environmental, safety, security, vehicles, housing, preventive maintenance
- Facility specific rate provided by applicable LO CFO
- Does not include cost for new purchase or replacement of physical assets
- Includes cost for backup power (e.g. diesel generators and uninterruptible power supplies), physical security (e.g. access control) and video surveillance
- Currently not provisioned as a commoditized service
- Program Managers encouraged to consult with IT staff to determine program requirements and factor in cost for this area
- Rate: Not applicable

- 6/20/2006

## High Performance Computing

- Excludes Environmental Modeling Program
- Currently not provisioned as a commoditized service
- Per OCIO guidance, verbiage added to raise awareness among Program Managers
- Program Managers encouraged to consult with IT staff to determine any HPC requirement and factor in cost for this service
- Rate: Not applicable

- 6/20/2006

## IT Security

- Covers all facets of IT Security
- Cost derived by NESDIS
- Source: What Your Organization Should Be Spending for Information Security, March 9, 2005, Gartner Group
- Study indicates a “guideline” for IT Security cost may range between 3% - 6% of overall IT budget
- Study indicates that IT security costs is correlated with maturity of IT operations
- Centralized IT Operations yields lower IT Security cost
- Decentralized IT Operations yields higher IT Security cost
- Study also suggests that IT Security cost may actually range between 10%  - 14% of overall IT Budget if all costs were operationalized
- FY06 NOAA IT Budget, $540M (Exhibit 53)
- FY06 calculated IT Security cost (per employee per year):
- $952 (3% of IT Budget)
- $1,905 (6% of IT Budget)
- $3,200 (10% of IT Budget)
- $4,500 (14% of IT Budget)
- Rate: 6% of Program’s IT budget (preferred method) or 2) $2,000 per employee.
- For high impact systems, Programs instructed to use 8% (FY09 -13)

- 6/20/2006

## Metadata

- Covers the cost associated with the generation and maintenance of environmental and geospatial metadata
- Currently not provisioned as a commoditized service
- Per OCIO guidance, verbiage added to raise awareness among Program Managers
- Program Managers encouraged to consult with IT staff to determine metadata requirement and factor in cost for this service
- Rate: Not applicable

- 6/20/2006

## NOAAnet

- Includes all cost associated with operating a Wide Area Network.
- Cost provided by OCIO
- Assumption: Service model in place by FY09
- $6.4M – 7.0M annual cost (est.)
- Includes $4.5M for data services
- Rate: $380 per employee (FY09 – 13)

- 6/20/2006

## Technology Refresh

- Includes hardware and support cost for replacing aging and/or outdated _non-networked_ desktop and laptop computers.
- Note: Cost for _networked_ desktop and laptop computers determined in Desktop Management section
- Also includes cost for replacing servers, mainframes, routers, switches, tapes drives, tape libraries and tape media.
- Equipment cost suggested by OCIO
- Rates:
- $2,0001 per desktop or laptop (FY09 - 13)
- $10,000 - $50,000 per server (FY09 - 13)
- $200,000 - $1,000,000 per mainframe (FY09 - 13)
- $8,000 - $80,000 per router (FY09 - 13)
- $5,000 - $70,000 per switch (FY09 - 13)
- $10,000 - $1,000,000 per storage device (FY09 - 13)
- 	1 Does not include annual support cost of $2,400

- 6/20/2006

## Telecommunications

- Includes all cost associated with local, long distance, international and video services
- Estimated total cost provided by OCIO
- $21.7M annually (est.)
- $8.2M voice/video (est.)
- $3.6M, centralized FTS billing (local)
- $2.4M, centralized FTS billing (long distance/video)
- $2.2M, decentralized voice in Field (est.)
- $13.5M data services (est.)
- $4.5M, centralized FTS billing and captured in NOAAnet pool
- $9.0M commercial services (est.)
- Cost associated with FTS direct billing unknown at this time
- Compared against DOE-HQ Model and DOE Savannah River Site model
- Rate: $480 per employee (FY09 -13)

- 6/20/2006

## Web Presence

- Includes all cost associated with Internet access, web portal and web content management
- Costs provided by OAR and OCIO
- Assumptions: Initial product implementation in FY09, $250K per year for Internet 2 (HPCC) funded by OCIO
- Internet Access, $450K per year
- Web Portal, $2.81M (initial) and $616K ongoing
- Web Content Management, $2.15M (initial) and $550K ongoing
- Composite rate: $320 per employee (FY09) and $95 per employee (FY10 – 13)

- 6/20/2006

## Workforce Collaboration

- Includes all cost associated with business process management, document management, records management, electronic whiteboards and unified messaging
- Costs provided by NOS and OAR and refined by NESDIS
- Assumptions: E-Mail and electronic whiteboards in place by FY09.  Implementation for remaining products in FY09.
- Business Process Management, $1.735M (initial) and $504K ongoing
- Document Management, $1.74M (initial) and $504K maintenance
- Records Management, $1.74M (initial) and $504K maintenance
- Electronic Whiteboards, $162K per year
- Unified Messaging, $3.72M ongoing maintenance, not bundled in desktop management rate
- Composite rate: $535 per employee (FY09) and $320 per employee (FY10 – 13)

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## FY2009-2013 Planning Issues

- IT Planning guidance does not dovetail well with the Programmatic  (and Capabilities) view of the world because:
-  Capabilities focus on programmatic competencies (i.e. 45 Programs)
-  Programs are commonly spread among multiple line offices
- 17 Programs associated with a single LO
- 28 Programs associated with multiple LOs
- Vast majority of Programs have multiple capabilities (i.e. 37 out of 45 Programs)
- Developing IT Planning Guidance at the Capability level is highly problematic
- IT Planning Guidance does not mesh well with Programs and Capabilities.  IT Planning Guidance better suited at organizational level.
- IT planning at Program/Capability level may be too abstract for Program Managers.
- Determining IT costs for a consumption based model is difficult due to decentralized nature of the IT environment.

- 6/20/2006

## FY2010-2014 Planning Strategy

- Follow-up with Program Managers and discuss strengths and challenges of FY2009-2013 IT Planning Guidance (Sep 2006)
- Partner with PPI early in planning process (Nov 2006)
- Develop linkage between Programs, Capabilities and Organizations to reduce abstraction and improve quality
- Consult with Peter Olivere (NOAA Budget) and Dave McClure (OCIO matrix to NOAA Budget)
- Review and improve area definitions, processes, roles and responsibilities and obtain NEP/NEC approval (Jan/Feb 2007)
- Examine areas that may be partially covered by other guidance such as Facility Management
- Explore adding Cellular Service, Process (Technical) Computing, Software Development and Spectrum Management
- Consider redesigning the IT Planning Guidance template for wider acceptance and use

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