# Presentation: 642294

## Wednesday, October 22, 2008

- Records Management Integrated Project Team Kick-Off Session
- 1:30 pm – 3:00 pm
- HHS Auditorium

- October 22, 2008

## Agenda 

- Agenda Overview: Vision, Goals and Objectives
- 	Terry Nicolosi, Director, OCIO Office of Resources Mgmt
- Welcome and Acknowledgements
- 	Charlie Johnson, Assistant Secretary for Resources and Technology
- Records Management Program Status and Future
- 	Co-Leads: Integrated Project Team (IPT)
- 	Larry Gray, HHS Departmental Records Officer
- 	Vickie Robey, CMS Records Officer
- OMB Chief Architect on Enterprise Architecture and Records Management
- 	Introduction by HHS Deputy CIO John Teeter
- 	Kshemendra N. Paul, OMB Chief Architect
- Embedding Records Management into Agency Business Processes
- 	Laurence Brewer, CRM; NARA Director of Lifecycle Management
- Records Management (RM) Enterprise Architecture (EA)
- 			Quarterly Goals and Objectives
- 	Mary Forbes, Lead Enterprise Architect
- Next Steps
- 	Terry Nicolosi, Director of ORM

- October 22, 2008

**Notes:**
Overview of Session and Introduction of AS Charlie Johnson:                    Terry Nicolosi, Director, ORM, OCIO        1:30-1:40 pm
Welcome and Acknowledgements                                                          Charlie Johnson, ASRT                           1:40-1:45 pm
Records Management Current and Future Program                                  Larry Gray, HHS Dept Records Ofcr        1:45-1:55 pm
Best Practice: CMS Mailbox Management Tips/BPM                               Vickie Robey, CMS Records Ofcr            1:55-2:05 pm
Introduction of OMB Chief Architect                                                        John Teeter, HHS Deputy CIO                 2:05-2:10 pm
OMB: EA and Records Management                                                      Kshemendra Paul, OMB Chief Arch         2:10-2:25pm
NARA: Embedding RM into Agency Business Practice                            Laurence Brewer                                    2:25-2:45 pm
HHS Chief Architect for Records Management                                         Mary Forbes                                          2:45-2:55 pm
Close with Next Steps                                                                           Terry Nicolosi                                        2:55-3:00 pm

## Vision: HHS will facilitate the quality, coordination and effectiveness of building a Department-wide electronic records management system;Goals: Define and implement simplified standard processes and standard data definitions for records management; protect the confidentiality and integrity of HHS records while providing appropriate access and availability of these records; Standardize and improve the efficiency of the collection of HHS records, reduce the financial burden storage of HHS resources across the department.Objectives: Meet the NARA Bulletin 2006-02 (government-wide deadline of September 30, 2009) for agencies to identify and schedule all existing records;Meet the EA RM IPT Quarterly milestones for FY 2009.

**Vision, Goals and Objectives**

- October 22, 2008

**Notes:**
Terry

## Assistant Secretary for Resources and TechnologyCharlie Johnson

**Welcome and Acknowledgements**

- October 22, 2008

## Larry Gray, Departmental Records OfficerWhat are we doing?

**Current and Future of HHS RM Program**

- The Department RM Program has taken the lead to standardize Record Keeping Policies, Practices, and Guidelines across the organization.
- Created the HHS Records Management Council.
- Revised RM Policies.
- Documenting the Functions being performed.
- Department Wide-Inventory conducted.
- Cross walk mission statements and organization charts to a Records Schedule.

- October 22, 2008

**Notes:**
Larry

## RM Council (Partnership with IPT) 

**Current and Future of HHS RM Program**

- RM Charter requires members to establish continuous program improvement by ensuring that RM issues are addressed in:
- Strategic Planning
- Business Process Design
- Capital Planning and Investment Control
- Solutions Development Lifecycle
- Enterprise Architecture
- Information Security
- E-Government

- October 22, 2008

**Notes:**
Larry

## Current and Future of HHS RM Program

- Records Officers as the subject matter experts in Records Management play an integral role in the successful transformation to a successful department wide records management program.The Partnership will allow the RM community to push forward with not only the normal end of year requirements but also meet the additional requirements for an Administration change.

- October 22, 2008

**Notes:**
Larry

## Current and Future of HHS RM Program

- Vickie Robey, CMS Records Officer

- Working with IT and EA to identify RM processes.
- Pioneered Electronic Filing of E-mail
- Developing E-Recordkeeping Business Process Management (BPM)
- Completed records management piece for a FOIA and Correspondence BPM
- Submitted to NARA our electronic systems inventory.

- October 22, 2008

**Notes:**
Vickie

## HHS Deputy Chief Information OfficerJohn Teeter

**Introduction of OMB Chief Architect**

- October 22, 2008

## OMB Chief Enterprise Architect Kshemendra N. Paul

**Enterprise Architecture and Records Management**

- October 22, 2008

## Embedding Records Management into Agency Business Processes

- Laurence Brewer, CRM
- Director, Lifecycle Management Division
- National Archives and Records Administration

- October 22, 2008

## Adapting to the current business environment requires IT & RM collaboration to ensure:A systematic approach to managing recordsCoordinated records, information, and knowledge management strategiesTechnology is utilized effectivelyRM requirements are addressed early in the life cycle

**Goals**

- October 22, 2008

## Agency records management procedures do not integrate  people, policies, processes and technology well Agency enterprise architectures (EA) do not systemically  address records management requirementsAgency planning and execution of IT investments often overlooks the value of records management (RM)Systems are often funded, designed and implemented without adequate thought about how those records will be managed over their entire lifecycle

**Challenges**

- October 22, 2008

## NARA Bulletin 2006-03 Availability of Federal Enterprise Architecture (FEA) RM Profile, released December 23, 2005 http://www.archives.gov/records-mgmt/bulletins/2006/2006-03.htmlA framework for embedding records management into IT governance and development processes A resource to guide integrating records management seamlessly into agency business processes

**Strategies**

- October 22, 2008

## Establish a common Government-wide framework for identifying records management requirementsIdentify records management issues and requirements and link them to their implementing technologies and business processesBuild records management requirements into agency IT governance processes for enterprise architecture (e.g., CPIC, BPD, SDLC)

**Strategies**

- October 22, 2008

## Conceptual view

- October 22, 2008

## Continue to socialize and implement RM ProfilePlanning Webinar in early 2009 Leverage related tools and technologies (e.g., Toolkit for Electronic Records, Records Management Services)

**Next Steps**

- October 22, 2008

## Laurence Brewer, CRMDirector, Lifecycle Management DivisionNational Archives and Records Administrationlaurence.brewer@nara.gov(301) 837-1539

**Contact information**

- October 22, 2008

## Records Management (RM) Enterprise Architecture (EA) Quarterly Goals and Objectives

- Mary ForbesHHS Lead Enterprise Architect

- October 22, 2008

## Architecture is the Plan for Realizing Your Vision 

- Gaps

- October 22, 2008

## Records Management EA Approach

- Leverage work of NARA and other federal partners
- Use structured methodology for collection and analysis of segment-related information
- HHS Architecture Development Methodology (ADM)
- Federal Segment Architecture Methodology (FSAM)

- Provides

- RM Transition Plan

- October 22, 2008

## EA Quarterly Objectives and Goals:First Quarter (ending December 2008) 

- Identify and Document Current Records Management Business Process Activities
- Review Existing Records Management Business Process Models
- Conduct Stakeholder Interviews
- Develop Current RM Business Process Models Applicable to HHS and all OPDIVs
- Validate Findings with Integrated Program Team

- IPT

- October 22, 2008

## EA Quarterly Objectives and Goals:Second Quarter (ending March 2009)

- Develop Gap Analysis
- Review Existing Documentation including
- RM Self Assessment Survey Results
- NARA CRF 36
- Conduct Interviews with OPDIVs to identify Target State of RM
- Develop Gap Analysis Document
- Review and Validate Findings with IPT

- IPT

- October 22, 2008

## EA Quarterly Objectives and Goals:Third Quarter (ending June 2009)

- Develop Target RM Business Process Activities
- Incorporate Gap Analysis Findings into Target RM Business Process Models
- Develop Target RM Business Process Models
- Validate Findings with IPT

- IPT

- October 22, 2008

## EA Quarterly Objectives and Goals:Fourth Quarter (ending September 2009)

- Create RM Segment Transition Plan
- Incorporate Baseline and Target Artifacts Created From ADM and FSAM
- Develop RM Segment Transition Plan
- Review and Finalize with IPT

- IPT

- October 22, 2008

## RM EA Approach – Development of the Transition Plan

- The RM Segment Transition Plan will:
- Provide HHS an Overview of the Key Elements Necessary to Successfully Transition from the Current State of the Segment to the Desired State
- Identify Cost Saving, Efficient, and Timely Strategies for Transitioning the Segment
- Minimize the Impact on Personnel, Current Operations, and Operating Divisions (OPDIVs)

- October 22, 2008

## EA Quarterly Objectives and Goals:Fourth Quarter (ending September 2009)

- EA Team

- IPT

- OBJECTIVE

- RM TRANSITION PLAN

- Management

- Supports

- Supports

- October 22, 2008

## The “So What?”

- The way we work has changed.
- The way we manage the records of that work has not kept pace.
- Systems are often funded, designed and implemented without adequate thought for the records they create and how those records will be managed across time.
- Critical electronic records can be:
- buried with marginally important information
- difficult, time consuming and expensive to find or worse—
- deleted, destroyed or overwritten before their time
- stored in obsolete formats and no longer accessible
- Business processes with poorly managed records are often more costly, more risky, harder to defend and slower.
**Enterprise Architecture and The Records Management Profile are key to catching up and keeping pace. **

*L. Reynolds Cahoon, 2006*

- October 22, 2008

## Next Steps

- Sign up for being a member of the Integrated Project Team at our registration table;
- Send me your questions, comments, suggestions regarding IPT at _[terry.nicolosi@hhs.gov](mailto:terry.nicolosi@hhs.gov)_;
- First IPT member working session to be held the week of January 26, 2009 to review and finalize first quarter milestone;
- All presentations and information will be posted on our OCIO Records Management internet site;
*Thank you all for being with us today and thanks to our speakers. We look forward to working with all of you on Records Management.*

- October 22, 2008

**Notes:**
Terry

## Terry Nicolosi Director, Office of Resources Management, Office of the CIODepartment of Health and Human ServicesTerry.Nicolosi@hhs.gov(202) 690-6162

**Contact Information**

- October 22, 2008

**Notes:**
Terry

## Name:___________________________________Email:____________________________________Comments, Questions, Suggestions:_____________________________________________________________________________________________________________________________________________________________________________

**Comments, Questions, Suggestions**

- October 22, 2008