# Presentation: 578213

## BY07 Exhibit 300 Planning

**CPIC Planning Meeting **
**April 7, 2005**
- OCIO IT Portfolio Management Division

## Agenda

- Introductions
- BY07 Business Case Schedule
- BY07 Guidance
- Umbrella Business Case Structure
- Action Items for Business Case Owners:
- Update Performance Based Management Section I.H
- Review and update project description with OMB alignment information (E-Gov, LoB and SmartBuy)
- Plan for SME reviews as required (security, enterprise architecture, acquisition, privacy, and records)
- Submit next FY05 Quarterly Report.
- Draft BY07 Exhibit 300 as required by Bureau CPIC.
- Q&A

## Introductions

- OCIO Portfolio Management Division
- Cyndy Anderson, Chief-Acting (cyndy_anderson@ios.doi.gov)
- Jerry Smith (gerald_smith@ios.doi.gov)
- Meeting room participants
- Name, bureau, Business Case
- Conference call participants
- Name, bureau, location, Business Case

## BY07 Business Case Schedule

- Late March – BY07 Exhibit 300 Guidance Issued (Budget/OCIO)
- May 2 – Draft BY07 Exhibit 300 to DOI; Bureaus might establish earlier deadlines to support internal review and Bureau IRB meetings
- May 9 through 13 – Initial DOI Scoring completed
- May 18 – BY07 Portfolio presentation to DOI IRB
- Late June – Revised versions due to DOI
- July 15 – Second DOI scoring completed
- August 15 – Final BY07 Portfolio presentation to DOI IRB
- September 12 – 2007 Budget submitted to OMB

## BY07 Guidance

- OCIO guidance should be issued soon
- Template for 300-1 – Required Fields
- Investment Definition (Investment Name, Class)
- Description Information (Agency, Bureau, 4 Digit UPI Code, Name of Investment, 2 Digit UPI Code, OMB Exh 53 Mission Area, OMB Short Description, Exh 53 Part, Investment Type)
- Enterprise Architecture – Business – FEA BRM Mapping
- Summary of Spending Table and Funding Sources Tables
- Brief Description (Section I.A.1)
- Agency Mission Support (Section I.B.1)
- Customers (Section I.B.5)
- Stakeholders (Section I.B.6)
- Project Manager (Section I.D.1) and Sponsor (Section I.D.4)

## BY07 Guidance

- Template for 300-1 – Required Fields (Continued)
- Privacy Impact Assessment Completed? (Section II.B.5)
- Investment Certified and Accredited? (Section II.B.2.B)
- Total Dollar Amount Allocated to IT Security (Section II.B.1.A)
- Account Identification Code and Title
- For Budget Year, % of Total Investment for Hardware, Software and Services Acquisitions (Section I.G.8.A, B, C)
- Section 508 Compliance (Section I.G.7)
- If Multi-Agency, Identify Agencies and Organizations Affected; Partnering Strategies (Sections I.B.7, I.B.7a)
- Date of Acquisition Plan (Section I.G.6)
- Date of Cost Benefit Analysis (Section I.E.4)
- Date of Risk Management Plan (Section I.F.1)

## BY07 Guidance

- Template for Bureau Contribution Form (Old Exhibit 300-2) Required Fields
- Investment Definition (Investment Name, Class)
- Description Information (Agency, Bureau, 4 Digit UPI Code, Name of Investment, 2 Digit UPI Code, OMB Exh 53 Mission Area, OMB Short Description, Exh 53 Part, Investment Type)
- Enterprise Architecture – Business – FEA BRM Mapping
- Summary of Spending Table and Funding Sources Tables
- Brief Description (Section I.A.1)

## BY07 Guidance (Cont.)

- Umbrella Business Case Structure - Example
**Umbrella Business Case (root) – linked to:**
- Exhibit 300-1 (non-major business case bureau 1)
- Exhibit 300-1 (non-major business case bureau 2)
- Exhibit 300 (business case bureau 3)
- Bureau Contribution Form (funding source, bureau 4)
**Real Life Example 1 – FFS Umbrella Business Case – linked to:**
- BOR Bureau Contribution Form
- NPS Bureau Contribution Form
- USGS Bureau Contribution Form
- Etc.
**Real Life Example 2 – Capstone Facilities Management System – linked to:**
- NPS Exhibit 300-1 (description of NPS activities)
- BLM Exhibit 300-1 (description of BOR activities)
- FWS Bureau Contribution Form
- Etc.
**I WILL WORK VERY CLOSELY WITH YOU ON THIS PROCESS!**

**Notes:**
First example is the Infrastructure Business Case:  SOLNet – non-major; ESN – major; Bureau Contributions – for ESN, EEAS, Integrated Voice Communications System (new MIB phone system), infrastructure cluster items, etc.
All items – 300s, 300-1s, Bureau Contributions (aka sub-components) due APRIL 25

## BY07 Guidance (Cont.)

- Other information related to eCPIC
- New features being introduced:
- Interface with Microsoft Project (March 18)
- Status fields (to denote approval, OMB submission status, etc.)
- Additional eCPIC training sessions being offered by OCIO April 21-22 (@USGS in Reston VA)
- Morning and afternoon sessions.
- Some sessions geared towards beginners; others will be more advanced.
- More information when it becomes available.

## Action Items – Update Section I.H

- Performance Based (PB) Management System
- BY07 Guidance presented by Gerald Smith, IT Portfolio Management Division
- Section I.H.2 – Original baseline (OMB-approved at investment outset)
- Section I.H.3 – Proposed baseline/current baseline (applicable only if OMB approved the changes)
- Section I.H.4 – Actual performance and variance from OMB-approved baseline (original or current)
- Useful Segment discussion
- DME project - Earned Value Management System (EVMS)
- Steady State project - Operational Analysis

## Action Items – Plan for Bureau SME Reviews

- Areas for SME review include:
- Security
- Privacy, Records Management –
- Acquisition Strategy
- Enterprise Architecture
- As noted earlier, work with EA SME to validate BRM, SRM and TRM information
- Need to describe what you provide with the funding for this project vs. what you use to get the project completed
- Contact the SMEs for assistance as needed.  You will be required to keep a form indicating the that SME has reviewed your business case on file.

**Notes:**
Contact the SMEs if your scores in that area need improvement; signatures will be required at the time of final submission to OMB – August submission.

## Action Items – Provide Revised BY07 Exhibit 300 by April 25

**Your revised BY07 Exhibit 300 must be updated in eCPIC as determined by Bureau CPIC Coordinators.  Please notify them via e-mail that this has been completed.  Message should read:**
- 	“My BY07 Exhibit 300 is ready for submission to OCIO.
- 		Name of Investment:
- 		Version #:”
- Priority for BY07 business case revisions:
- Performance Based Management Section I.H
- Updated tables
- Project Description Section I.A
- Review and provide current project information
- Add OMB alignment information (E-Gov, LoB, SmartBuy)
- Performance Goals and Measures Section I.C
- Update with actual performance results
- Security and Privacy Section II.B
- Update with current C&A information and dates
- Revise for security score lower than 4
- All other sections
- Update sections receiving scores lower than 4 (Scoring information provided.)

**Notes:**
If I don’t receive a message from you in a timely manner, I will lock down a version for you and that is the version that will be reported to OCIO as your official version.

## Action Items – Submit FY05 Quarterly Reports

- Send your next quarterly report for the period January-March to CPIC Coordinators.
- Email softcopy and include the names of all persons signing.
- FAX/Deliver paper hardcopy with two signatures (project manager and project sponsor, CPIC Coordinator should get E-Gov and CIO signatures)
- You should be discussing your project with your project sponsor at least monthly – provides them early warning if the project is starting to slip.  Use the CPIC monthly report format for this, if you like.
- Future Dates
- Third Quarter FY05 (April-June) due July 14, 2005
- Fourth Quarter FY05 (July-September) due October 14, 2005
- Monthly and Corrective Action Reports (CAR)
- Current status

## Questions?