U.S. Department of Agriculture eGovernment Program eGovernment Smart Choice Business Case: Content Management May 8, 2002

U.S. Department of Agriculture eGovernment Program 2  Business Case Team Members  Background and Context  Overview of ‘As-Is’ and ‘To-Be’ Environments  Value Proposition  High-Level Timeline & Milestones  Summary of Costs & Benefits  Risks, Dependencies, & Performance Measures Agenda

U.S. Department of Agriculture eGovernment Program 3 CONTENT MANAGEMENT Business Case Team Members Doug Parry, Co-LeaderERS Milton Ericksen, Co-LeaderOCE/WAOB Rick SchuchardtREE eGov Rep Jim HorsfieldERS Gary BeckerFSIS Dania FergusonNASS Nathan CrispNASS Melanie GardnerNAL Janet OsorioRMA Paul AydelottNRCS Kathy TingFAS Adam SiegeleGovernment Project Team Liesl AwalteGovernment Project Team

U.S. Department of Agriculture eGovernment Program 4 Background and Context  USDA Smart Choice enabling initiative  Relevant to GPEA, FOIA, Section 508  Supports Digital Preservation, Enterprise Document Management Systems, Knowledge Management  Interacts with Portals, Information Management, Web Presence, and eAuthentication business cases Content Management (CM) is a broad behind-the-scenes technologically-based enabling process Business Process Cycle for Content Origination and Delivery What the customer sees – screen, paper, form,etc

U.S. Department of Agriculture eGovernment Program 5 USDA As-Is Overview — Business  Thousands of content providers are delivering uncoordinated information through manually operated, static websites  In USDA, six million pages are available to the public and to employees  200 dedicated webmasters across USDA, thousands of online content editors  Manual business process - no automation of content management USDA is one of the largest information producers in the Federal Government

U.S. Department of Agriculture eGovernment Program 6 USDA As-Is Overview — Technology  C reate – Webmasters may get involved in review and clearance  Review –Different work-flow processes exist. No enforcement of review prior to web posting  Aggregate and Manage – No consistency of taxonomy or meta-data. Customers have to self-navigate  Distribute and Deliver – Ad hoc timetables and procedures. No customer customization  Archive or Delete – No consistency to updating, removal of outmoded content or standards for archiving content Websites largely use static, manually generated HTML pages

U.S. Department of Agriculture eGovernment Program 7 USDA To-Be Overview — Business  Create – Content creation operates as a role-specific collaborative effort  Review – Content review paths and responsibilities are designated and enforced  Aggregate and Manage – Taxonomy and meta-data standards support and promote collaboration and interchange  Distribute and Deliver – Content delivery is scheduled and provides a consistent feel to customers  Archive and Delete – Retention and deletion guidelines are institutionalized Coordination and collaboration can break down the stovepipe business model

U.S. Department of Agriculture eGovernment Program 8 USDA To-Be Overview — Technology  Create --Create content once – templates  Review – Content follows paths with notification alerts and preview capabilities  Aggregate and Manage – Common taxonomies and standardized meta-data in conjunction with open standards allow for interchange and robust searches  Distribute and Deliver -- Users find the information they need in the form they want. Content offering can be customized by customer  Archive and Delete – Automated processes archive or delete content Technology solutions have been developed that provide structure to content and its management

U.S. Department of Agriculture eGovernment Program 9 Value Proposition  Strategic: Manage and track roles and responsibilities associated with content development and delivery in compliance with Federal Mandates  Financial: Free up resources from duplicative and routine manual actions to allow for enhanced concentration on higher level analysis and management or reallocation of scarce resources  Operational: Agencies play on the same field with known rules and assurance of appropriate content development, security, and exposure Adoption of Content Management will enable users and content developers to collaborate across the Department and support content creation for the benefit of customers

U.S. Department of Agriculture eGovernment Program 10 High-Level Timeline & Milestones Task/MilestoneDescriptionDate Achieved 1Define roles and responsibilities for the CM team and agency working group members /Members named Year 1 2Create the RFP(s) for business partner support /Make selections Year 1 3Make scalable Hw and Sw procurements /Hardware and software available Year 1 4Bring CM capabilities to the Department Portal. Solicit and select agency pilots /Pilots selected Year 1 5Manage pilots within guidelines /Pilots operationalYear 2 6Measure pilot success, develop roll-out package, embark on roll-out /Additional agencies sign on Year 3 7Maintain training, troubleshooting, and dynamic oversight to expand and maintain Departmental CM /Agencies view CM as routine Years 4 on Departmental adoption of Content Management will proceed by phases and require oversight management

U.S. Department of Agriculture eGovernment Program 11 Cost-Benefit Analysis Content Management offers tangible, measurable benefits plus a host of intangible benefits Analysis (in $000s) Year 1Year 2Year 3Year 4Year 5Year 6Year 7 Total Annual Benefits 06,60048,52783,00397,05398,30399,553 Discounted Annual Benefits 06,29744,17572,09280,42677,72475,100 Total Annual Costs 855,39015,68919,47413,3745,0304,710 Discounted Annual Costs 855,14214,28216,91411,0823,9773,553 Discounted Net -851,15529,89355,17869,34473,74771,547 Cumulative Discounted Net -851,07030,96286,141155,484229,231300,778 Net Present Value300,778 Return on Investment546% Benefits accrue from: -Improved document handling, -Content reuse, -Process automation, -Avoiding multiple systems, -Support of FOIA, 508

U.S. Department of Agriculture eGovernment Program 12 Risks, Dependencies, and Performance Measures The Business Case identifies risks associated with cost, scheduling, technology, implementation, and security Risks:  Cost of technology and implementation is greater than estimated  Business processes will not be adopted to support efficient use of CM  Users are not comfortable with sensitivity to privacy and content providers are not comfortable with content security  Dependencies: Content Management success depends on Web Presence, Portals, Enterprise Document Management, and on Taxonomies  Performance Measures: Agencies use Content Management as a routine business practice