Organizational Execution Plan Briefing Template 11 April 2013 Department of Defense

Template Overview Purpose: The purpose of this Briefing Template is to provide Components and ODOs with instructions and required format to prepare and present the OEP Brief for submission. This template is a critical part of the DBS Investment Management Process Guidance, specifically the Organizational Execution Plan Briefing Elements section (found in 2.2). Instructions for the submission slides are provided in the notes section for each slide. For instructions to complete this template, click View -> Notes Page in the PowerPoint menu. Charts were placed in the OEP briefing template to show where charts conceptually fit in the OEP briefing. All charts requesting data must be submitted in the excel spreadsheet. For MILDEPs, all data must be submitted by each respective OEP Chapter submission Submit the completed OEP Brief (PowerPoint and Excel files) via signed e-mail to IRB.Support.Staff@osd.mil no later than 14 June 2013. When submitting, please name the attached files using the following naming convention: Component name_chapter name_OEP_submission date. For example, “Army_FM_OEP_14062013”. (‘Chapter name’ not applicable to ODOs because they submit one combined OEP) Instructions: Instructions will be provided for each slide in this section. *NOTE: Delete this slide for OEP submission.

Sample* Portfolio Business Summary Portfolio Certification Request: Sample Portfolio Introduction Our acquisition and logistics management function obtains spare parts from defense suppliers, receives and stores them, and provides them to Component customers. Approximately $600M of inventory is acquired annually, with annual business costs of approximately $150M. Request certification of $38M for 6 IT systems. Our IT funding request this year will have a focus on development and modernization to improve efficiency of our warehousing function. Primary Business Process Operations Major Cost Drivers Contracting Processes requires approximately $29M of the $150M annual business cost (direct and indirect) Receipt and Warehousing Processes absorbs approx. $39M of the $150M business costs (direct and indirect) Order Fulfillment and Distribution Processes requires approx. $42M of the $150M (direct and indirect) Other costs (e.g., management, business information) absorb approx. $2m of the $150M IT infrastructure costs $38M of the $150M Contract writing – transaction volume / complexity of contracts drive labor volume hours/labor costs due to cycle time Receipt and warehousing – transaction volume with cycle time * labor hours/labor costs and equipment operational costs Order fulfillment and distribution - transaction volume with cycle time * labor hours/labor costs and equipment operational costs Etc. Instructions: Introduce the portfolio from a business operations perspective as shown in the example: Explain the business operations - the major business process(es), functions, activities, and outcomes supported by defense business IT systems in this functional portfolio Provide high level relevant financial information or costs of the business operations, if known Provide and explain the key cost drivers of the business operations. Cost drivers are factors that drive the cost of a particular activity or the unit of an activity that causes the change of an activity cost. Include number of covered DBSs in the portfolio and the amount of the FY 2014 portfolio certification request. Special Instructions for Defense Agencies: Describe all major business processes the agency supports across all functional portfolios and the associated costs. *Sample: Delete instructions and content in italicized blue font (provided for illustration purposes only!). Cost business rules drive the above Department of Defense

Sample* Strategic Alignment Instructions: Identify portfolio priorities, goals, and objectives in order to highlight how improvements in business operations and cost savings will be made and how they are essential to achieving the overall strategy. Show how the OEP aligns with the projected outcomes of the appropriate Functional Strategy(ies) and the goals of the DoD’s Strategic Management Plan (SMP). Generate a “Goal/Objective ID#” that relates to a goal and objective of a functional strategy. This Component-generated number will be referenced throughout the OEP. Answer Y/N to the IT, BPR, cost, and measure columns. The IT column refers to whether IT is involved in meeting the goal. The BPR column refers to whether BPR needs to be conducted to meet the goal. The cost column refers whether the cost incurred to meet the goal is known. The measures column refers to whether performance measures have been developed. Note: This chart was placed in the OEP briefing template to show where charts conceptually fit in the OEP briefing. All charts requesting data must be submitted in the excel spreadsheet. For MILDEPs, all data must be submitted by each respective OEP Chapter submission *Sample: Delete instructions and content in italicized blue font (provided for illustration purposes only!). FY 2012-13 SMP and FY 2013 functional strategy goals used for this example. FY 2014 functional strategy goals should be used.

Sample* Performance Measures Instructions: Focus on portfolio/organizational goals so the OEP can be expressed at a lower level of detail. Benefits are the expected capability or cost outcome resulting from the investment and larger impact of the goals. Measures should be provided in accordance with the component’s SMP strategic alignment and Functional Strategy outcomes. Performance measures are used to assess to the expected benefits of the goal/objective. They are a forward-looking application to project investment outcomes. Implementation date is the date when the benefits are expected to be realized. Note: This chart was placed in the OEP briefing template to show where charts conceptually fit in the OEP briefing. All charts requesting data must be submitted in the excel spreadsheet. For MILDEPs, all data must be submitted by each respective OEP Chapter submission *Sample: Delete instructions and content in italicized blue font (provided for illustration purposes only!).

Sample* Portfolio Defense Business IT Systems Summary OEP Certification Request: # of DBS in OEP: Planned and Actual Funds by Fund Type DM & CS (past and over FYDP) Covered DBS by Certification FY 2014 Funding Request Covered DBS by Transition Plan State (past and over FYDP) Covered DBS by Functional Area (Use this for Other than MILDEPS) Instructions: Please make sure appropriate data is updated in all authoritative sources by 14 June. It is the intent of the DCMO to validate from the authoritative sources for analysis and comparison. The covered DBSs by transition plan state (past and over FYDP) represents the progress toward the Target Environment with the retirement of legacy systems. Covered DBSs by Functional Area data is for DoD Components other than the MILDEPs, because MILDEPs present separately by covered DBSs by each portfolio while other DoD Components present all covered DBSs. Note: These chart were placed in the OEP briefing template to show where charts conceptually fit in the OEP briefing. All charts requesting data must be submitted in the excel spreadsheet. For MILDEPs, all data must be submitted by each respective OEP Chapter submission *Sample: Delete instructions and content in italicized blue font (provided for illustration purposes only!). Department of Defense

Sample* IT Efficiency Include any notes here. Instructions: Identify IT efficiencies with a goal of 10% reduction in Current Services across the entire portfolio relative to prior year OEP. Show if realized or planned. DBS added to the OEP in FY14 do not count against the 10% efficiency goal. The efficiencies identified are intended to capture reductions from the previous year and may include previously directed reductions. Some examples of portfolio optimization efforts that can result in cost savings are: reduced footprint; increased interoperability; increased migration to ERPs; changes to implementation schedules or accelerated sunset schedule; increased use of enterprise systems; consolidation and reuse of shared services and elimination of antiquated and redundant mission operations; reduction associated with adopting enterprise-wide standards; cost savings and/or cost avoidance identified through reviews of business processes, data, applications, and technology; decreasing the number of servers, increasing the percentage of operating systems that are virtual, and decreasing the demand for data center square footage; decreasing the number of technology products that duplicate existing capabilities and the extent to which it has decreased the number of obsolete systems in its IT inventory, using enterprise architecture; and eliminating legacy systems. Note: This chart was placed in the OEP briefing template to show where charts conceptually fit in the OEP briefing. All charts requesting data must be submitted in the excel spreadsheet. For MILDEPs, all data must be submitted by each respective OEP Chapter submission *Sample: Delete instructions and content in italicized blue font (provided for illustration purposes only!). Include any notes here.

Portfolio Accomplishments Expected FY2013 end of year business results/outcomes Define major business results/outcomes bound by a measurable benefit that are expected to be realized in FY2014 Instructions: For systems with Dev/Mod in FY 2013 or FY 2012, or even with substantial Current Services (CS) funding, provide expected FY 2013 specific improvements in business operations and cost savings resulting from successful DBS programs. For FY 2014, summarize expected significant business results/outcomes. Note: These are results that could be reported in the 2014 report to Congress. Delete instructions below, provided for illustration purposes only!

Changes in transition plan state from FY2013 OEP PCA Results Changes in transition plan state from FY2013 OEP Systems sunsetted in previous year (FY2013) Provide actions taken and associated cost avoidance for sunsetted systems Certification requests not recommended by PCA <<insert certification requests not recommended>> Instructions: Provide a summary of results of annual review (title 10 U.S.C. section 2222(g)). Results would include any covered DBSs with a change in transition plan state and the reason for the change, sunset results for legacy systems, any changes in termination dates of legacy covered DBSs, any revision of milestones and performance measures in the FY 2013 OEP, progress against BEA or BPR plan, any significant changes in plans such as funding amounts, and certification requests not recommended by PCA (what was not sent forward). Delete instructions, provided for illustration purposes only!

Sample* Compliance: Mandatory Enterprise Standards Instructions: Identify mandatory enterprise standards that apply to this OEP. Verify whether or not compliance with standard has been achieved. If compliance has not been achieved, provide the cost estimate to implement and test the standard, as well as the expected date for compliance. Note: This chart was placed in the OEP briefing template to show where charts conceptually fit in the OEP briefing. All charts requesting data must be submitted in the excel spreadsheet. For MILDEPs, all data must be submitted by each respective OEP Chapter submission *Sample: Delete instructions and content in italicized blue font (provided for illustration purposes only!).

Sample* Portfolio Enterprise Resource Planning (ERP) Instructions: Provide DITPR ID. Identify the ERP acronyms for the ERPs contained in the OEP. Describe the ERP capability. Identify the sunk costs of the ERP (DM costs only). Identify future opportunities for BPR. Describe benefits realized to indicate overall value of ERP. Identify measures used to track benefits. PCA has latitude to alter the formatting of this slide as needed and/or include additional comments at the bottom. Note: This chart was placed in the OEP briefing template to show where charts conceptually fit in the OEP briefing. All charts requesting data must be submitted in the excel spreadsheet. For MILDEPs, all data must be submitted by each respective OEP Chapter submission *Sample: Delete instructions and content in italicized blue font (provided for illustration purposes only!).

Sample* Compliance: Mandatory Enterprise Systems Instructions: List all of the applicable mandatory Enterprise Systems and indicate if they are used or have data pulled from or fed to the other systems. For OEPs that currently have their own system that performs the same function as the mandatory Enterprise System, the OEP should provide a plan for transitioning to the mandatory Enterprise System. Examples of additional data that should be provided include adoption rate of mandatory Enterprise Systems and the benefits realized. All Enterprise Systems should be addressed in the OEP, with the exception of Federal Systems. If implementation has not been achieved, identify a plan for implementation. Provide the achieved date of compliance or expected compliance date, as applicable. Note: This chart was placed in the OEP briefing template to show where charts conceptually fit in the OEP briefing. All charts requesting data must be submitted in the excel spreadsheet. For MILDEPs, all data must be submitted by each respective OEP Chapter submission *Sample: Delete instructions and content in italicized blue font (provided for illustration purposes only!)

Sample* Roadmap to the Target Environment and a Corresponding Execution Timeline (SV-8) Instructions: Show how systems are aligned to the desired end state (including sunset dates or timeframes and interoperability with other systems as appropriate) using the Systems Evolution (SV-8) viewpoint. Include any sunsetted systems subsumed by ERPs. Include prior year to show what should have been sunsetted and what was actually eliminated. Include dates or show timeframes for sunset. Please make sure appropriate data is updated in all authoritative sources by 15 June. It is the intent of the DCMO to validate from the authoritative sources for analysis and comparison. The SV-8 presented must be consistent with the data entered into the DITPR ETP screen. *Sample: Delete content, provided for illustration purposes only! Data listed in graph should be replaced with data related to Component’s portfolio and/or or Agency’s respective portfolio

Sample* Portfolio Risks and Challenges Instructions: Describe risks or challenges that inhibit the Component’s ability to reach its desired end state. If applicable, address risks and challenges to integration into the BEA (title 10 section 2222(e)(1)) requirement). These risks or challenges could include BEA and BPR compliance matters, such as use of mandatory standards or enterprise systems stated in functional strategies, or a lack of needed standards or enterprise systems. Risks applicable to the entire Department, such as sequestration, should not be included in the chart. Note: This chart was placed in the OEP briefing template to show where charts conceptually fit in the OEP briefing. All charts requesting data must be submitted in the excel spreadsheet. For MILDEPs, all data must be submitted by each respective OEP Chapter submission *Sample: Delete instructions and content in italicized blue font (provided for illustration purposes only!).