# Presentation: 038335

## Department of the Interior, Enterprise Architecture Program

- OIG  Mtg.  02/07/2006
- Presented By:  Colleen Coggins

## Agenda

- Inventory Management
- As-Is and Target High-Level Overview
- Process Flows
- Add System
- Historical/Ongoing, Target
- Remove System
- As-Is, Long-Term
- Update C&A Status (Attributes)
- As-Is, Target (Implemented as of March 2006)

## Data Collection Policy and Guidance were created to assist in establishing uniformity and reusability

- Sources of Guidance
- Population and Maintenance Policy
- Phase Guidance
- FAQs
- DEAR Data Entry Tutorial
- Periodic Training Session Materials
- Regular Interior Architecture Working Group (IAWG) Meetings
- Concept of Operations Document
- Inventory Change Management Processes are maturing from manual requests to integrated workflow processes over 2006

## The following as-is process flows are part of the larger controls and processes in place governing Inventory change management as part of this high-level value chain

- *Color Code used to link to related process flow

## The following target  process flows are part of the larger controls and processes in place governing Inventory change management as part of this high-level value chain

- *Color Code used to link to related process flow

## Agenda

- Inventory Management
- As-Is and Target High-Level Overview
- Process Flows
- Add System
- Historical/Ongoing
- Remove System
- As-Is, Long-Term
- Update C&A Status (Attributes)
- As-Is, Long-Term
- Release Management
- As-Is and Target High-Level Overview
- Release Process Flow
- As-Is, Near-Term Target

## Data Collection Time Frame Summary

|  | 8/1/
2003 | 11/1/
2003 | 2/1/
2004 | 5/1/
2004 | 8/1/
2004 | 11/1/
2004 | 2/1/
2005 | 5/1/
2005 | 8/1/
2005 | 11/1/
2005 | 2/1/
2006 |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| Phase 0 – Collecting Initial Inventory  |   |   |  |  |  |  |  |  |  |  |  |
| Phase 1 – Bureaus Validating Inventories  |  |  |   |  |  |  |  |  |  |  |  |
| Phase 2 – Mapping inventories to DOI TRM and FEA SRM  |  |  |  |   |  |  |  |  |  |  |  |
| Initial 4 DOI Blueprints |  |  |  |   |   |   |  |  |  |  |  |
| Phase 3a – ... DOI PRM  |  |  |  |  |   |  |  |  |  |  |  |
| Phase 3b – ... DOI BRM  |  |  |  |  |  |   |  |  |  |  |  |
| Phase 4a – ... DOI DRM Information Classes  |  |  |  |  |  |  |  |   |  |  |  |
| Phase 4b Pilot – DOI DRM Entities for Law Enforcement and Recreation  |  |  |  |  |  |  |  |  |   |  |  |
| Bureau Blueprints |  |  |  |  |  |  |  |  |  |   |   |

## FOLLOWING SLIDE NARRATIVE:	Historical and As-Is System Inventory Data Collection

- Depicts Data Collection from 2003 and 2004
- A1 – 8/2003 thru 11/2003
- Shows Initial Data Collection drafted by the DOI EA Program utilizing various sources available across the department
- Reconciling the list into one system 	Inventory in DEAR based on the OMB Circular A-130 Policy
- A2 – 1/2004 thru 3/2004
- Using draft baseline, bureaus validated the inventory
- Data Collection Guidance and Templates were used to standardize data collection and updates
- B1 – 4/2004 on
- Maintenance of DEAR and the system inventory has been based on the OCIO Directive on Population and Maintenance of DEAR to the IAWG, Modernization Blueprint Teams and Bureau CIOs
- IAWG uses the DEAR Wizard to add systems or make updates to system detail

## DIAGRAM: Historical Process Flow - Add System (Phased)

- System Discovery

## FOLLOWING SLIDE NARRATIVE:	Add system from Inventory – Target Long-Term

- Depicts Add Target Process after integrating with OCIO Portal Capabilities
- A1
- Discovery of a System Addition and notification queued
- A2
- Notification is sent to IAWG which can accept/reject addition
- A3
- Notification on decision is sent to queue
- A4
- Upon Approval, Notification engine automatically processes Record acceptance (Tag with inventory ID, update status, notify involved parties)
- A5
- Maintain

## DIAGRAM: Target Long-Term Process Flow - Add System

## Agenda

- Inventory Management
- As-Is and Target High-Level Overview
- Process Flows
- Add System
- Historical/Ongoing
- Remove System
- As-Is, Long-Term
- Update C&A Status (Attributes)
- As-Is, Long-Term
- Release Management
- As-Is and Target High-Level Overview
- Release Process Flow
- As-Is, Near-Term Target

## Inventory Management Controls

- Policy dictates that Bureau CIOs must maintain accurate and complete inventories
- Inventory additions can be made via DEAR System Wizard tool guiding Mandatory Fields and assuring business rules are met
- Inventory removals are currently a manual request process approved by CIOs
- This is to assure that records of inventory removals are kept for each inventory record within DEAR
- Sample Remove Request Reasons Captured:
- System has been retired and is no longer funded
- System was mis-entered, and should be a sub-system of System ID X
- System was mis-entered, and is a duplicate of System ID X
- Project was cancelled, and System never/no longer funded

## FOLLOWING SLIDE NARRATIVE:	Remove system from Inventory – As-Is

- A1
- Discovery of a System removal is informed to the IAWG
- A2
- IAWG requests removal of system
- DEAR Admin tags and queues up request until approved
- A3
- IAWG seeks approval/denial of removal from Bureau CIO
- If Denied, DEAR Admin resets to Current Inventory Status
- A4
- Upon DEAR Admin receiving written Approval (via email/other), and at release time, the system architecture detail is removed with the Inventory record kept for records keeping.

## DIAGRAM: As-Is Process Flow - Delete System

## FOLLOWING SLIDE NARRATIVE:	Remove system from Inventory – Target Long-Term

- Depicts Removal Target Process after integrating with OCIO Portal Capabilities
- A1
- Discovery of a System removal request and notification queued
- A2
- Notification is sent to IAWG and thus sent onto to CIO via notification
- A3
- CIO approves/denies request via workflow email and is sent to parties involved (requestor (i.e. Blueprint Team), IAWG, self, admin)
- A4
- Upon Approval, Notification engine automatically processes Record cleanup (Tagging, Records keeping, and detail removal)

## DIAGRAM: Target Process Flow - Delete System

## Agenda

- Inventory Management
- As-Is and Target High-Level Overview
- Process Flows
- Add System
- Historical/Ongoing
- Remove System
- As-Is, Long-Term
- Update C&A Status (Attributes)
- As-Is, Long-Term
- Release Management
- As-Is and Target High-Level Overview
- Release Process Flow
- As-Is, Near-Term Target

## The DOI EA program is responsible for maintaining the Enterprise Inventory

- C&A and EA Inventory have been synchronized twice since mid-2005 ongoing quarterly
- Attributes tracked in Command Center C&A Module are now captured in DEAR including
- C&A System Name, Status and Categorization
- C&A Package Date and Contact Details

- Complete

## FOLLOWING SLIDE NARRATIVE:	Update C&A Status/Inventory – As-Is

- Depicts Data Exchange Integration between C&A Command Center and DEAR on quarterly synchronization/update
- A1
- C&A Attributes and C&A Systems (aka Accreditation Boundaries) are updated in Command Center
- A2
- C&A generates a report from Command Center and submits to DOI EA Program in standard Excel Template
- A3
- At Release, Attributes are updated in DEAR and new C&A systems are added
- A7 step is the actual release
- A4
- After release, IAWG reviews the DOI Reporting Site for unmatched DEAR system inventory
- A5
- IAWG and BITSMs discuss and report to DOI EA Program updates to C&A System attributes or mapping to DEAR system inventory
- A6
- DEAR Admin performs updates as requested by IAWG in BEAR
- A7
- Release process migrated BEAR updates to DEAR and re-release information to all BEARs

## DIAGRAM: As-Is Process Flow - C&A Update

## FOLLOWING SLIDE NARRATIVE:	Update C&A Status/Inventory – Target

- Assumes retirement of C&A Module in Command Center, and C&A Module is live in DEAR as authoritative source of C&A systems at DOI
- A1
- C&A is performed by the Bureau IT Security Managers (BITSM) members that may produce changes to C&A System status (attribute updates, new C&A System, etc.)
- A2
- Architecture work is performed by IAWG that may discover new system or changes to system resulting in unmatched DEAR System to C&A System relationship
- A3
- Changes mentioned are queued and reviewed on Reporting Site definitively showing gap
- A4
- BITSM (involving IAWG coordination where applicable) update C&A System changes in DEAR via C&A “Wizard”
- A5
- C&A Package Documents are updated to reflect changes in DEAR

## DIAGRAM: Target Process Flow - C&A Update

## EA and C&A inventory maintenance will progress to integrated transactional support by mid-2006

- Quality

|  | Jan-06 | Feb-06 | Mar-06 | Apr-06 | May-06 | Jun-06 | Jul-06 | Aug-06 | Sep-06 |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| BEAR Synchronization |  |  |  | Real-time after March |  |  |   |   |   |
| CPIC Synchronization |  |  |  |  |  |  |  |  |  |
| C&A Quarterly Synchronization/Update |  |  |  |  | Real-time after April |  |  |   |   |
|           - Method - Command Center Import |  |  |  |  |  |  |  |  |  |
|          - Method - SneakerNet |  |  |  |  |  |  |  |  |  |
|                 Training |  |  |  |  |  |  |  |  |  |
|                  Parallel DEAR & Command Center |  |  |  |  |  |  |  |  |  |
|           - Method - DEAR C&A Wizard |  |  |  |  | Real-time after April |  |  |   |   |
|                  Retire Comm Center C&A Module |  |  |  |  |  |  |  |  |  |

- Real-Time BEAR Synchronization based on new Capabilities within Telelogic Toolset (SA v10.3) – Product currently in testing
- Simple Workflow is also in the development queue to enhance inventory management controls

## Conclusion

- DEAR Inventory Management controls, policy, processes, and mechanisms are _**established**_ and in action
- Policy on Inventory Management Controls is being updated to require C&A and DEAR inventory alignment
- DEAR and C&A Command Center tool performs quarterly synchronization
- DEAR is targeted to replace the C&A CC Module in Spring 2006.