0 eCPIC User Training: Resource Library These training materials are owned by the Federal Government. They can be used or modified only by FESCOM member agencies.

1 Resource Library 2 – Resource Library Overview 7 – Global Resource Library 11 – Investment and Portfolio Resource Library 17 – Managing Resources 20 – Resource Library Management (Admins Only)

2 Resource Library: Use Case  Agency: General Services Administration  Need/Problem:GSA wanted to augment their Select decisions and Control reviews by analyzing supplemental data— including each major investment’s risk management capabilities, operational analysis conclusions, etc.  eCPIC Solution: Rather than having investment owners transcribe information that already existed in other documents, GSA harnessed eCPIC’s investment-level Resource Library functionality. PMs uploaded their Risk Management Plans, Risk Registers, Operational Analyses, and Alternatives Analyses directly into eCPIC on a regular basis. Having current versions of these documents on hand helped the Portfolio Management Division to produce robust analytical reports, enabled GSA leadership to make better IT decisions, and allowed the agency to respond quickly to OMB document requests.

3 Introduction  eCPIC provides a Resource Library that allows users to access and download reference materials from anywhere in the application, including the Home Page. Users can add a resource to the Resource Library, make it public or private, and link it to resource categories, investments, or portfolios.  The following slides include a walkthrough on various attributes within the Resource Library, including adding, deleting, editing, viewing artifacts. This guide also highlights the value that this Resource Library functionality can bring to your agency.

4 Agency Business Value  Utilizing the eCPIC Resource Library can help agencies mature and manage their CPIC processes. Additionally, utilizing the Resource Library to collect important investment related CPIC documentation will provide your agency’s CPIC office with easy access to the most up-to-date information for agency leadership and CPIC initiatives, such as OMB TechStats.  The General Resource Library provides a centralized place for eCPIC offices to post and disseminate general eCPIC information to your eCPIC user community. These resources may include: OMB Guidance Agency Guidance CPIC Select, Control, and Evaluate Templates and Tools eCPIC Training Presentations CPIC Training Presentations and Documentation  With the Portfolio and Investment Resource Library levels, owners can utilize the tool to submit, share, and store CPIC related documentation. These resources may include: Risk Documentation Operational Analyses Security Information Quality Assurance Plans Control and Select Scorecards

5 Resource Library Definitions and Levels  There are three different types of Resource Library levels that resources (i.e. documents and links) can be posted to. These three levels include:  General Resource Library: A global repository where system administrators have the ability to make resources accessible to the general public, internal and external to eCPIC. At this level administrators are the only individuals that have the ability to add, remove, and update resources.  Portfolio Resource Library: A portfolio specific repository. At this level users with access to a specific portfolio in eCPIC are able to share resources with other users that have access to the Portfolio.  Investment Resource Library: An investment specific repository. At this level users with access to a specific investment in eCPIC are able to share resources with other users that have access to the investment.  Note: Administrators have the ability to post at all three of the Resource Library levels. Access and posting privileges at the Portfolio and Investment Resource Library levels require rights to be granted to the user from an eCPIC administrator.

6 Resource Library 2 – Resource Library Overview 7 – Global Resource Library 11 – Investment and Portfolio Resource Library 17 – Managing Resources 20 – Resource Library Management (Admins Only)

7 eCPIC Home Page  eCPIC provides access to the General Resource Library on the eCPIC Home Screen. The General Resource Library is accessible to users without logging into eCPIC. The General Resource Library link allows agencies to access and download reference materials from the application’s Home Page.  Click this link to open a new pop-up window with a directory of resources provided by the system administrators.  Agencies define their own resource categories (seen as folders in the pop-up window below), to organize resource documents.

8 Resource Library Homepage  Click the Resource Library button on the Navigation Panel to enter the Resource Library module. A new window will open with a directory of resources provided by the system administrators.  Note: Since administrators can control users’ access to different application functions, some of the features displayed here may not appear on individual users’ screens. Resource Library Categories Edit or Delete resources belonging to you Investment and Portfolio Level Resource Navigation General Resource Library

9 Navigating the Resource Library Module  Navigation options in the toolbar and navigation panel allow users to access investment and portfolio resources available only for users with access to a specific investment or portfolio.  Users can edit or delete all resources belonging to them by selecting the Here link.  Note: Resources are not added through the Resource Library module but users will be able to view them there once they are added.

10 Resource Library 2 – Resource Library Overview 7 – Global Resource Library 11 – Investment and Portfolio Resource Library 17 – Managing Resources 20 – Resource Library Management (Admins Only)

11 Adding an Investment or Portfolio Resource 1)Click on the “Toggle Resource List icon” in the Navigation toolbar. 2)The “Resource List” icon will appear on the right side of the screen. 3)Place the mouse over the icon to show the Investment Resource Library and investment messages.  Open the investment or portfolio that you want to add a resource to (in this example, we are using Investment 1 in the Investment module)

12 Adding a Portfolio or Investment Resource  In the Resource Library window, click the Add Resource button. The ‘Add Resource’ form will open. 1)In the ‘Add Resource’ form, enter the Title, Author, and Description. 2)If there are resource categories available, users will see them listed in the ‘Available Category’ box. Associate the resource with a category by highlighting the specific category and clicking the button to move it to the ‘Selected Category’ box. 3)If adding a web link (e.g. website, SharePoint, FTP Site), do not forget to add to the beginning of the link. If adding a document, click the Browse button and navigate to find the appropriate file. After all information has been completed, click the Add button. The resource will now be associated with the investment and any category specified in the Resource Library. eCPIC Tip: When adding a Resource Title it is a best practice to use a standardized naming convention which includes a date

13 Locating the Newly Added Resource in the Investments Module  The new resource (Quality Assurance Plan 2015_05_14_14) that we just added in the Investment module is now accessible from two areas within the eCPIC tool. The file is located in both the Investment module where it was added and the Resource Library module when you select “Investment 1” from the Select Resources by Investment drop down box. eCPIC Tip: Resources can be located using the Search Bar in the Navigation Panel.

14  Just like the Investment Resource Library, resources can be added within the Portfolios module, then viewed and managed within the Resource Library module. Locating the Newly Added Resource in the Portfolios Module

15 Adding a Message to the Resource Library  An additional piece of functionality in the Investment or Portfolio module Resource Libraries is the ability to post messages for other users that have access to the Investment or Portfolio’s Resource Library.  Below the Add Resource link there is a section called “Messages”. Within this section you can post and access messages by other users.  To add a message, simply type your message in the free text box and click the Add Message link.  The message will post above the free text box like the message from System Admin, “FY14 Q3 Control….” as well as the owner of the comment and date posted.  Users are able to Edit and Delete messages via the links provided in the box. Users are also able to export the list of messages to an MS Excel spreadsheet by clicking the icon.

16 Resource Library 2 – Resource Library Overview 7 – Global Resource Library 11 – Investment and Portfolio Resource Library 17 – Managing Resources 20 – Resource Library Management (Admins Only)

17 Editing and Deleting a Resource  Click the Resource Library button on the Navigation Panel to enter the Resource Library module.  Click on the Here link to edit or delete resources belonging to you.

18 Editing and Deleting a Resource  To modify or remove resources that you have added to the Resource Library, click the Edit or Delete link next to the desired resource.  Global, Investment, and Portfolio resources that you have added will be listed in this section.  Note: Only the user that added the resource or an eCPIC administrator has the ability to delete or edit a resource.  If you click the Edit link, a new screen will open providing you the option to update the Resource Title, Author, and Description for the resource. After editing the fields for the resource click the Save button.

19 Resource Library 2 – Resource Library Overview 7 – Global Resource Library 11 – Investment and Portfolio Resource Library 17 – Managing Resources 20 – Resource Library Management (Admins Only)

20 Adding Resources in the Admin Module  eCPIC Administrators can add resources directly into the Global, Investment, or Portfolio Resource Libraries from within the Admin module.  To add a resource in the Admin module, hover over Add in the top navigation pane, and select Add Resource in the drop down menu.

21 Adding Resources in the Admin Module  Administrators can associate resources with categories, portfolios, investments, and even specific processes and sections of investments.  Items declared as “Public” will be added to the Global Resource Library, and will therefore be accessible to the general public.

22 Managing Resources in the Admin Module  To manage resources in the Admin module, hover over Resource Library in the top navigation pane and select Resource Management from the drop down menu.  Admins have the ability to manage all resources in eCPIC, not just resources that belong to them.  Similar to the ‘Resource Management’ page in the Resource Library module, Admins will be able to Edit or Delete resources.

23 Managing Resource Categories in the Admin Module  eCPIC Administrators can manage resource categories in the Admin module by hovering over Resource Library and selecting Resource Category Management from the drop down menu.  Here, categories can be added, removed, and edited. To add a new resource category, click Here. To edit or delete, click the Edit or Delete links next to the category.  There are three category types that are based on the three Resource Library levels: General Library, Investments, and Portfolios.  Based on these category types, users will have access to different directories depending on the resource level they’re accessing. For example, users accessing investment resources will have access to investment category types.

24 Resource Library: Exercise Exercise Objectives: During this exercise you will have an opportunity to practice navigating and utilizing the eCPIC Resource Library. This exercise includes: Exercise StepsStep Description Reference Slides Finding the Resource in the Global Library Locate the resource you just uploaded in the Global Resource Library.8 Add a ResourceAdd a resource to the investment level Resource Library. Enter the Title, Author, and Description in the pop-up Resource Form Add, Edit, and Delete a Message Add a message in the open text field for all other users with access to the investment (e.g. A new resource has been added to the Resource Library.). After adding the message locate the new message and modify it. Export a list of all of the messages to an MS Excel File. Delete the new message from the Investment Resource Library. 15 Edit and Delete Resource Edit the new resource and update the Resource Title, Author, Description and save the changes. Finally, delete the resource from the Resource Library