# Presentation: 935749

## eGovernment Executive Council &
Working Group 
Program Kickoff Meeting

Greg Carnill, USDA eBusiness Executive
Barbara LaCour and Dennis Egan, USDA eBusiness Project Mgrs

**Working Group **
**Program Kickoff Meeting**
- Greg Carnill, USDA eBusiness Executive
- Barbara LaCour and Dennis Egan, USDA eBusiness Project Mgrs

## Introductions
Project Review
Goals and Ground Rules
Approach, Deliverables, and Structure
Keys to Success 
Agency and OCIO Roles and Responsibilities
Measuring Progress
Starting to Work Right Now
Crafting a Mission and Vision
Ratifying Charter
Immediate Next Steps
Questions & Answers	

**Project Review**
- Goals and Ground Rules
- Approach, Deliverables, and Structure
- Keys to Success
**Agency and OCIO Roles and Responsibilities**
**Measuring Progress**
**Starting to Work Right Now**
- Crafting a Mission and Vision
- Ratifying Charter
- Immediate Next Steps
**Questions & Answers****	**

**Agenda**

## eGovernment Framework Project Goals

**We have established a number of ambitious Project Goals.  Do you have others to add?**

***Understand and own***** the eGov vision**
***See eGov as real***** and here to stay**
***Educate***** about eGov and the opportunities for business transformation**
***Engage and involve***** all levels**
***Recognize, build upon and publicize***** the Department’s eGov *****successes***
***Leverage***** enterprise opportunities, cross-mission area solutions and *****sharing of best practices***
**Achieve *****measurable, iterative and cumulative***** successes which add value**
**Maintain *****citizen/customer-centric***** focus**

## Project Approach

**Project **

**Work Plan**

**(1**

**-**

**2 Weeks)**

**Readiness Assessment**

**(**

**8 Weeks)**

**Methodology**

**(**

**Plan**

**(**

**Communications Plan**

**(15 weeks)**

**1**

**2**

**eGovernment **

**Strategic and Tactical **

**(13**

** ****Weeks)**

**4**

**6**

**Month 1**

**Month 2**

**Month 3**

**Month 4**

**Duration:****	**** October 12th to January 25th.  **
**Parallel Activities. **
**Significant effort and cooperation across USDA.**

## Project Tasks and Deliverables

**6 interdependent tasks designed to begin USDA’s eGov transformation.**

**Task 1**

**Detailed project work plan**

**Task 2**

**Readiness assessment and analysis**

**Task 1**

**Detailed Project Work Plan**

**Task 2**

**Readiness Assessment **
**and Analysis**

**Task 3**

**USDA eGovernment Planning and  Implementation Methodology **

- Project initiation activities that establish an effective working relationship, define roles/responsibilities, outline project goals and solidify logistics.

- An assessment of the USDA’s current environment for eGovernment including future challenges and trends and key recommendations to address new eBusiness developments.

- A toolkit representing the eGovernment planning process.  It will be used to develop the enterprise-level eGovernment Strategic Plan and agency-level eGovernment tactical plans.

- Kick-Off Meeting
- Detailed project work plan
- Progress reporting process

- eReadiness Assessment documenting how: industry changes, stakeholder demands, organizational limitations, technical environments and legislative pressures affect eBusiness at the USDA

- eGovernment Strategic Planning Guidebook including:
- Templates
- Frameworks
- Best Practice Examples
- Samples and Planning Tools

## Project Tasks and Deliverables

**Task 1**

**Detailed project work plan**

**Task 2**

**Readiness assessment and analysis**

**Detailed project work plan**

**Readiness assessment and analysis**

**USDA eGovernment Planning and**
** ****Implementation Methodology **

**Task 4**

**USDA eGovernment Strategic and Tactical Plan**

**Task 5**

**Governance Process and Model; Recommended eGovernment Policies and Standards **

**Task 6**

**Communication, Informational, Marketing Strategy, and Presentation Materials **

- A Department-wide strategic plan that provides a mission, vision, and goals to transform traditional USDA operations to an eBusiness.

- An organizational process and model including recommended eGovernment policies and standards.

- Ongoing communication messages and materials that ensure awareness, understanding, buy-in, and commitment throughout the life of the eGovernment transformation process.

- Departmental eGovernment Strategic and Tactical Plan including a Corporate Mission, Vision, Goals, eGovernment Short/Long Term Opportunities, and Implementation Path

- Identification of necessary policy to support eGovernment
- eGovernment Governance Model outlining leadership, processes and organization structures

- Communication Plan
- Awards/Incentive Program recommendations
- Marketing and information materials
- Presentation materials

**Project Tasks and Deliverables**

## Project Structure

- Set overall project direction and guidance
- Ensure resources and participation
- Make decisions and recommendations

**Senior Project Management**

- Strategy

- Manager,

- Marty Rodgers

- USDA

- Accenture

**Team Leader**

- Process Consultant,
- Kara Fujita

**Project Steering Committee **

- Dwight Hutchins

- USDA

- Accenture

**Deputy Secretary**
**CIO**
**eBusiness Executive**
**eGov Exec Council**

**Subject Matter **
**Experts (as needed)**** **

- •

- Technology

- Manager,

- Adam Siegel

- Project Manager,
- Dennis Egan

- eBusiness

- Deputy Lead

- Barbara Lacour

**Project Coordination **
**and Implementation **

** **

**eGov Working Group**

- Technical/Strat specialists (e.g. CyberSecurity, CRM, 508, eFILE
- Creating Internet
- Advantage and other KX

**Project Structure**

## Project Structure

- Experienced Tech Consultant,

- Daniel C. Anderson

- •

- Org.  & Human Performance Analyst,

- Kelley M. Duggan

**Technology Assessment **

**and Policy Team**

**Cultural Assessment **

**Governance, and **

**Communications Team**

**Accenture**

**USDA**

**USDA**

**Accenture**

**Team Leader**

- Process Consultant,
- Kara Fujita

- Project Manager,
- Dennis Egan

- •

- Agency CIOs and OCIO

- •

- Ron Anderson, NITC

- •

- eGov Working Group as needed

- •

- Office of Comm/Web Team

**Strategic and Tactical **

**Development Team**

- •

- Strategy

- Consultant,  Carole

- Gardner

- •

**eGov**

**Agency IPTs**

**USDA**

**Accenture**

- Provide insight into business functions
- Assess and communicate needs and priorities
- Provide contacts and schedule meetings

- •

- Susan Moore, OCIO

**The Deputy Secretary and eGov Executive Council will lead this effort.  The OCIO and EGWG will provide facilitation across the Department.  And Accenture will support the OCIO and EGWG. (continued)**

- Analyze industries and business impacts
- Conduct stakeholder analysis
- Develop corporate vision
- Create strategy

- Provide insight into technology environment
- Assess and communicate needs and priorities
- Provide contacts and schedule meetings

- Analyze and assess eInfrastructure
- Make technical recommendations

- Provide insight into organizational functions and roles/responsibilities
- Assess and communicate needs and priorities
- Provide contacts and schedule meetings

- Analyze organizational management and process structures
- Develop communications plan
- Develop communications materials

**Project Structure**

## Keys to Success

**eStrategy must flow from Departmental Strategy/Mission**** **
**Adhere to Principles of Good Strategy**** **
**Top Down **_**and**_** Bottom Up Leadership**** **
**OCIO and Agencies/Mission Areas must work together**
**Communicate, educate, train.  Repeat.**
**Keep momentum**

**Notes:**
eGovernment is about business transformation more so than technology as such it is about our mission critical processes, our core customers and to be successful our strategy must enable our mission

Principles:  Iterative, implementable, measurable; comprised of mission, vision, goals, objectives, ST-LT initiatives, implementation path, and performance measures

Need change to happen at all levels and everyone has a role to play – business and tech, top to bottom of organization, large agencies and small.  Sponsorship from top business leadership is key.  Education, training and communication must reach all employees.

eGovernment gives us the opportunity to serve our customers and business partners irrespective of silos and to breakdown physical barriers which may have inhibited us in the past.

This is a marathon not a sprint.  This is the beginning of our change journey.  eGovernment will increasingly be government in the years to come.  There will be ups and downs – together we’ll get thru them.

## Introductions
Project Review
Goals and Ground Rules
Approach, Deliverables, and Structure
Keys to Success 
Agency and OCIO Roles and Responsibilities
Measuring Progress
Starting to Work Right Now
Crafting a Mission and Vision
Ratifying Charter
Immediate Next Steps
Questions & Answers	

**Project Review**
- Goals and Ground Rules
- Approach, Deliverables, and Structure
- Keys to Success
**Agency and OCIO Roles and Responsibilities**
**Measuring Progress**
**Starting to Work Right Now**
- Crafting a Mission and Vision
- Ratifying Charter
- Immediate Next Steps
**Questions & Answers****	**

**Agenda**

**Notes:**
There is loads of work to get done for this project and with this program.

So let’s roll up our sleeves and start right now.

## Agency Roles and Responsibilities

**Suggested/prospective membership**
**EGWG member chairs**
**Agency Lead and eGov Exec Council member as *****ex-officio***
**Focus on strategy **_**and**_** implementation, business **_**and**_** tech**
**Be Champions of Change**

**Agency Roles and Responsibilities**

**Notes:**
Strategy  Organizational Change  Implement
Business and Technology
Top down and bottom up

## Agency Roles and Responsibilities

**Provide input into Strategy and Tactical Plan**
**Comments and feedback on mission, vision, goals, objectives**
**Attend and help set up visioning sessions, focus groups, and interviews**
**Prioritization of cross-agency, enterprise and interdepartmental initiatives**
**Craft Agency-specific strategies using methodology**
**Review overall Plan drafts and provide comment**
**Facilitate concurrence of overall plan**
**Share best practices**
**“****Own” Implementation of Agency and Mission Area initiatives**
**Be active in enterprise and Mission Area solutions**
**Report progress (e.g., Scorecard and Quarterly monitoring reports)**

**Agency Roles and Responsibilities**

## OCIO Roles and Responsibilities

**Facilitate process on behalf of Deputy Secretary**
**Provide direction and guidance for eGovernment Program overall**
**Conduct Interviews, Visioning Sessions and Focus Groups**
**Draft deliverables for Agency/Mission Area review**
**Develop marketing and educational materials**
**Provide support to Agencies and Mission Areas as requested and to extent practicable**

**OCIO Roles and Responsibilities**

## Measuring Performance

**Measuring Performance**

**A scorecard or dashboard will be used to measure our performance throughout the Project****and the Program ensuring that the whole Department is participating and moving forward.**

- See Handout

## Introductions
Project Review
Goals and Ground Rules
Approach, Deliverables, and Structure
Keys to Success 
Agency and OCIO Roles and Responsibilities
Measuring Progress
Starting to Work Right Now
Crafting a Mission and Vision
Ratifying Charter
Immediate Next Steps
Questions & Answers	

**Project Review**
- Goals and Ground Rules
- Approach, Deliverables, and Structure
- Keys to Success
**Agency and OCIO Roles and Responsibilities**
**Measuring Progress**
**Starting to Work Right Now**
- Crafting a Mission and Vision
- Ratifying Charter
- Immediate Next Steps
**Questions & Answers****	**

**Agenda**

**Notes:**
There is loads of work to get done for this project and with this program.

So let’s roll up our sleeves and start right now.

## USDA eGovernment Mission

***Agriculture’s Mission***
*“**To enhance the quality  of life for the American people by supporting production Agriculture; ensuring a safe, affordable, nutritious and accessible food supply; caring for public lands and helping people care for private lands; supporting sound sustainable development of rural communities; providing economic opportunities for farm and rural residents; expanding global markets for agricultural and forest products and services; and working to reduce hunger in America and throughout the world.”*

**The mission should describe the fundamental purpose of an organization or initiative in concrete terms.  It is a concise statement that outlines the identity of the organization, what it does and where it is headed in the future.**

**USDA eGovernment Mission**

**Source:  USDA Strategic Plan FY 2000-2005.  USDA Web site had slight variations in this mission statement.**

**Notes:**
Our eGovernment mission must reflect and flow from our Agency’s mission.

eGovernment is about business transformation more so than technology as such it is about our mission critical processes, our core customers and to be successful our strategy must enable our mission

## USDA eGovernment Mission

*“**To preserve the plants, animals and natural communities that represent the *
*diversity of life on Earth by protecting the lands and waters they need to survive.”*** ****	****	**
**	****	****	****	****	****	****-Nature Conservancy**

*“**To promote the economic security of the nation’s people through compassionate and vigilant leadership in shaping and managing America’s social security programs”***- Social Security Administration**

*“**Team with the GE businesses to achieve technology excellence in current and future generations of products, processes, and services. Share technology across GE's businesses. Ensure leadership technology in all GE businesses.**”***- General Electric (GE),  Corporate R&D**

**Mission statements drive the organization’s course and generate a strong organizational purpose...**

*“**To produce an adequate volume of circulating coinage for the nation to conduct trade and commerce.” ***-United States Mint**

*“**To provide state-of-the-art Information Management technology and services to enhance the Department of State’s electronic communications. Manage the Department’s information resources and technology infrastructure.”***- Dept of State, Info Resource Mgt**

**USDA eGovernment Mission**

*“**Establish Starbucks as the premier purveyor of the finest coffee in the world*
* **while maintaining our uncompromising principles while we grow.”** ***-Starbucks*** *

## USDA eGovernment Mission

*Does it articulate our purpose -- what we do now? Aspire to do?*
*Does it justify our existence?*
*How the Program will do its job (i.e., by, through...) *
*Who our customers are** *
*Is it reflective of USDA’s mission statement?*

***Straw Mission***
*“**To empower citizens, partners and employees fostering collaboration in a customer-centric, market-driven, results-oriented organization by utilizing information and communications technologies.”*

**Questions to consider when reviewing the Straw Mission...**

**USDA eGovernment Mission**

## USDA eGovernment Vision

*The vision sets the USDA eGovernment Program apart from other efforts and establishes an ideal and unique image for a common future.*
*The vision is “owned” by top leadership of the organization, and requires buy-in and commitment from members throughout the organization.*

***Agriculture’s Vision...***
*“**A healthy and productive Nation in harmony with the land.”*

**A vision statement is a compelling assertion about the future...**

**USDA eGovernment Vision**

**Source:  USDA Strategic Plan FY 2000-2005.  USDA Web site had slight variations in this mission statement.**

## USDA eGovernment Vision

*“**Empower people through great software - any time, any place and on any device.”*
**- Microsoft Corporation**

*“**Inspire a dramatic change in what users expect from their computers, allowing people to create, capture and communicate their ideas as never before.”*
**- Silicon Graphics**
*“**Foster initiative and creativity by allowing the individual great freedom of action in attaining well-defined objectives.”*
**-Hewlett Packard**

**Vision statements should be memorable, drive organizational decisions and generate a strong organizational identity.  Can you tell the bad one?**

*“**Put a soft drink within arms length of everyone in the world.”*
**-Coca-Cola**

*“**We help put America through school.”*
**- Department of Education, Student Financial Administration**

**USDA eGovernment Vision**

## USDA eGovernment Vision

*Is the vision compelling? exciting? cool?*
*Does the vision encompass what USDA is striving to achieve from a business point of view?  Is it reflective of USDA’s vision statement?*
*Is the vision able to endure?  Is it big and bold enough and**able to account for change?*

***Straw Vision***
*“**A unified, virtual USDA making a measurable difference in the lives of the American people and the strength of our communities and economy.”*

**Questions to consider when reviewing the Straw Vision...**

**USDA eGovernment Vision**

## 

Summary of Changes
Purpose statement: 
Addressed the need for fostering citizen-centric government
Emphasized the use of eGov technology as an enabler for delivering USDA products and services
Authority:
Included the President’s Management and Performance Management Agenda
Roles & Responsibilities:
Modified the membership of agency-specific committees/ integrated project teams headed by each agency’s Working Group member
Included additional responsibilities for the Executive Council and Working Group, and added responsibilities for the OCIO
Handout of revised Charter

**Summary of Changes**
**Purpose statement: **
***Addressed the need for fostering citizen-centric government***
***Emphasized the use of eGov technology as an enabler for delivering USDA products and services***
**Authority:**
***Included the President’s Management and Performance Management Agenda***
**Roles & Responsibilities:**
***Modified the membership of agency-specific committees/ integrated project teams headed by each agency’s Working Group member***
***Included additional responsibilities for the Executive Council and Working Group, and added responsibilities for the OCIO***
**Handout of revised Charter**

**eGovernment Executive Council Charter**

**In light of the Council’s active involvement in developing and implementing a Departmental ****eGovernment Program, we recommend that the group revisit its charter, specifically to **
**address the following suggestions from EGWG members:**

## Provide comments and feedback on Mission and Vision Statements for eGovernment at USDA and on revised Charter
Contact Dennis Egan at 202.720.8546 or Barbara LaCour at 202.690.2118 or reply to eGov mailbox at egov@usda.gov
Be prepared to discuss and ratify at next EGWG meeting

Formulate or reshape your Agency eGovernment Integrated Project Team (IPT) by Wednesday, October 31, 2001
Send names, titles, email and phone information to eGov mailbox

***Contact Dennis Egan at 202.720.8546 or Barbara LaCour at 202.690.2118 or reply to eGov mailbox at egov@usda.gov***
***Be prepared to discuss and ratify at next EGWG meeting***
**Formulate or reshape your Agency eGovernment Integrated Project Team (IPT) by Wednesday, October 31, 2001**
***Send names, titles, email and phone information to eGov mailbox***

**Immediate Next Steps**

## Convene Agency eGovernment IPT kickoff meetings by Tuesday, November 6, 2001
Contact Dennis Egan or eGov Team mailbox with date and time of meeting and if desired to request presence of Project Team at kickoff 

Executive Council members set up interviews with Under Secretaries.  Conducted by eGov Team.  
Focused on introducing Program and confirming strategic intent, priorities and challenges
Schedule between 10/29/2001-11/12/2001 at their convenience.
45 minutes – 1 hour; Sample email request to be sent to you as follow-up to this meeting

***Contact Dennis Egan or eGov Team mailbox with date and time of meeting and if desired to request presence of Project Team at kickoff ***
**Executive Council members set up interviews with Under Secretaries.  Conducted by eGov Team.  **
***Focused on introducing Program and confirming strategic intent, priorities and challenges***
***Schedule between 10/29/2001-11/12/2001 at their convenience.***
***45 minutes – 1 hour; Sample email request to be sent to you as follow-up to this meeting***

**Immediate Next Steps (continued)**

## Executive Council members set up Mission Area visioning sessions with Deputy Under Secretaries, Agency Leads and key staff:
Schedule between 11/05/2001-11/21/2001 ideally AFTER associated Under Secretary meeting
2-3 hours; Sample email invitation to be sent to you as follow-up to this meeting

Next EGWG meetings on November 7, 2001 and November 28, 2001
There will be other working/visioning sessions in addition to these bi-weekly ones

***Schedule between 11/05/2001-11/21/2001 ideally AFTER associated Under Secretary meeting***
***2-3 hours; Sample email invitation to be sent to you as follow-up to this meeting***
**Next EGWG meetings on November 7, 2001 and November 28, 2001**
***There will be other working/visioning sessions in addition to these bi-weekly ones***

**Immediate Next Steps (continued)**

## Introductions
Project Review
Goals and Ground Rules
Approach, Deliverables, and Structure
Keys to Success 
Agency Roles and Responsibilities
Measuring Progress
Starting to Work Right Now
Crafting a Mission and Vision
Ratifying Charter
Immediate Next Steps
Questions & Answers	

**Project Review**
- Goals and Ground Rules
- Approach, Deliverables, and Structure
- Keys to Success
**Agency Roles and Responsibilities**
**Measuring Progress**
**Starting to Work Right Now**
- Crafting a Mission and Vision
- Ratifying Charter
- Immediate Next Steps
**Questions & Answers****	**

**Agenda**