# Presentation: 665448

## DOI 2005 Budget to OMBParticipant Briefing, April 2, 2003

**FY 2005 Capital Planning**
**Ron Shepherd OCIO- IT PMD**
**(202) 208-7072**
**Ron_e_shepherd@ios.doi.gov**

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**Notes:**
Ron, I am not sure we are talking about FY2004 or FY2005. The March 6th memo refers to FY 2004 whereas last week we were talking about FY 2005. You may need to fix this presentation if this is about 2004 not 2005. Or at least change the memo.

## What is to be accomplished?

**Complete adherence to OMB Circular A-11 for all IT Projects including Exhibits 53 and 300 (OMB says A-11 98% Solution in late April, Final at the end of June)**
**Establish and manage a comprehensive DOI Portfolio****(Re: GAO AMID 10.1.23)**
**All Bureau Major Exhibit 300s must be transmitted with a letter stating that they have been approved by a chartered Bureau IT Investment Board per their CPIC process and have received appropriate reviews and approvals**** ****(a format will be provided with who, how, format, checklist attachment)**
**Departmental reviews and approvals**

## Accomplishments (Continued)

**ALL Exhibit 300’s must meet the following criteria (Re: DOI OCIO Memo dated March 6, 2003.):**
**Have scores ****≥**** 31 overall for the 10 rating criteria. (Re: OMB Circular A-11, Section 300.10-16) **
**Have a score equal to or greater than 4 on Security and Privacy (Part II. Section II.B)**
**All Exhibit 300’s are due to OCIO IT Portfolio Management Division (IT PMD) by May 9, 2003 (CC: POB)**
**All Exhibit 53 information is due to Pam Haze, POB by May 9, 2003 (CC: IT PMD)**

## OMB/DOI Exhibit Requirements

**Major IT systems are reported on Exhibit 300 "Capital Asset Plan and Business Case".  One or more “meets” classifies the project as Major.  The criteria for determining major status for BY 2005 is OMB A-11 and DOI guidance including:**** **
**Systems with annual costs ****≥**** $5 million**** OR Total Life Cycle costs ****≥**** $35M**
**Financial management systems (any percentage financial) with total life-cycle costs of more than ****$500,000****  **
**Projects and initiatives supporting the President's Management Agenda, of special interest to OMB, or are E-Gov or Web-enabled (regardless of the cost)  **** **
**Major projects are to account for at least 60 percent of the IT investment portfolio (Exhibit 53)**** **
**All non-Major IT investments require an OMB Exhibit ****300-1 Project Profile (new proposed OMB requirement)**

## BY 2005 Resources

**Bureau internal scoring will be approved by Chartered Bureau IT Investment Boards per their CPIC process prior to submission to DOI**
**The DOI IT Investment Management Excellence Center is providing Bureau assistance**
**Expertise throughout the Department will be engaged as appropriate**
**DOI POB will complete the Exhibit 53 in cooperation with PMD and submitted with the CIO’s concurrence**
**The OCIO IT PMD will maintain a master tracking list for Quality Assurance and Oversight**

## Important Factors to Note

**Short timeframe:  May 9****th**** - June 5****th**
**Quality Exhibit 300’s**
**Quality security plans**
**Compliance and alignment with the (incomplete) Federal Enterprise Architecture (FEA) and the Interior Enterprise Architecture (IEA)**

## Schedule

**May 9****th**** – all BY 2005 Bureau Submissions (Exhibits 300 and 53) for BY 2005 are due  (300s to IT PMD and 53s to POB with CCs to each)**
**May 9****th**** through May 23****rd**** –**** Quality Assurance Screening, Initial (raw) Scoring & PMD Review (Subject Matter Experts (SMEs) PPP, PAM, PPA, POB, OCIO).**
**May 23****rd**** through June 5****th**** – Business Case improvement based on (SME) feedback. The Points of Contact will coordinate solutions to bring scores to acceptable levels.**
**June 5****th**** through June 12****th**** – PMD/IMEC will rescore the improved sections of the Exhibit 300 for final rating.**
**June 12****th**** through June 17****th**** – DOI PMD/IMEC will prepare decisional materials and agenda for ITMC Meeting**
**June 18****th**** and 19****th**** **** - Final Decisions by ITMC**
**MEC, MIT, and Secretary decisions**** are to be completed by ****August 4, 2003**
**September 8****th****  - OMB submission from DOI Budget Office due **** **
**The OMB will have adjustments to the Exhibit 300 format by mid-April. **_**Be advised changes will be required before final budget submission.**_

**Notes:**
Ron, you will need to get Strategic Planning and Enterprise Architecture on board with this schedule. They will also need to construct a rating and ranking system to permit a ranking of all systems in the DOI Portfolio before the ITMC meeting.

## Points of Contact (POC)

**DOI IT PMD will be POC for:**
**BLM**
**Office of the Secretary – Fire and Law Enforcement**
**OST **
**OSM**
**DOI IT IMEC will be POC for:**
**BIA**
**BOR**
**Office of the Secretary (except Fire and Law Enforcement)**
**USGS**
**USFWS**
**National Park Service**
**MMS**

## Agency Personnel - POC

**DOI PMD contacts: **
**Ron Shepherd (202-208-7072)**
**Lynn Evers-Ertman (202-219-0867)**
**Laura Downey (202-501-6077)**** **
**DOI IT IMEC contacts:**
**Cathy Cooney (303-236-6630)**
**Joe Rasmussen (303-236-0140)**
**John Foster (303-236-1588)**

**Notes:**
Need Carlton’s phone number.

## Items to pay attention to:

**All Exhibits 300 and 53 are considered pre-decisional and ****not subject to release under FOIA****.**
**All Exhibit 300’s are required to have a ****date and time stamp on title page ****to serve as version control.**
**The submission process will be ****cut off at prescribed dates**** and no further submissions will be accepted.**
**Each bureau will verify their single Point of Contact (currently the Capital Planning Coordinator serves this function) to coordinate the bureau’s submission(s) and corrective actions. **
**Dubious dependencies**
**Final Release of OMB CircularA-11****– it is expected at the end of June with interim draft versions.  Bureaus need to be prepared to make last minute OMB required modifications before the September 8****th**** DOI Budget submission to OMB.**

## Summary

**This is a short duration and highly intensive effort.  All bureaus must actively participate to achieve success and obtain budgetary resources. **
**Your bureau commitment to quality will increase your chances for project approval at requested levels and overall IT budget requests.**

## OMB Highlights as of 3/18/03

**Tying IT investments to the Federal Enterprise Architecture**
**Submission of the Exhibit 300-1 (non-major project profile)**
**Tying IT investments to budget justification**
**Adding FTE, federal contractor, and hardware/software acquisition breakdown to project summary of spending table**
**Single DOI-level Exhibit 300s for Telecommunications, Infrastructure, and Office Automation**