U.S. Department of Agriculture eGovernment Program June 19, 2002 eGovernment Working Group Meeting Chris Niedermayer, USDA eGovernment Executive

U.S. Department of Agriculture eGovernment Program 2  Welcome  OMB Meeting Highlights and Scorecard  Business Case Review and Approval Schedule  Guest Speaker: Data Management Business Case  eGovernment Conference  Next Steps and Wrap-up  Q & A Agenda

U.S. Department of Agriculture eGovernment Program 3 OMB Meeting Highlights and Scorecard OMB USDA Budget Review meeting June 11, 2002  OBPA, OCFO, OCIO and OCPO President’s Management Agenda 2 nd Quarter Scorecard results  eGovernment: Progress in Implementing the President’s Management Agenda category earned a GREEN rating  Many factors contributed to the rating, including: Strategic planning efforts of the Working Group and Executive Council, Business case development, and Participation in government-wide Presidential eGovernment initiatives  See handout for full description

U.S. Department of Agriculture eGovernment Program 4 Agenda  Welcome  OMB Meeting Highlights and Scorecard  Business Case Review and Approval Schedule  Guest Speaker: Data Management Business Case  eGovernment Conference  Next Steps and Wrap-up  Q & A

U.S. Department of Agriculture eGovernment Program 5 Business Case Review and Approval Schedule Integrated project plan for eGovernment and IT Capital Planning teams. Final goal is Smart Choice Candidates’ approval from Deputy Secretary and EITIRB. Key Tasks include: DateTaskAssigned to: CompleteDevelop Business Cases and Determine Funding Recommendations Business Case Teams; eGovernment Executive Council June 26, 2002Brief Agency Steering Committees and Agency Heads eGovernment Working Group June 26, 2002Brief Under and Assistant Secretaries eGovernment Executive Council July 17, 2002Conduct EITIRB Meeting to Review Smart Choice Business Case Candidates eGovernment Executive Council

U.S. Department of Agriculture eGovernment Program 6 Agenda  Welcome  OMB Meeting Highlights and Scorecard  Business Case Review and Approval Schedule  Guest Speaker: Data Management Business Case  eGovernment Conference  Next Steps and Wrap-up  Q & A

U.S. Department of Agriculture eGovernment Program 7 EGWG Briefing Topics Past Briefings:  Universal Telecommunications Network (UTN) — February 13  Export.gov (Quicksilver) — February 20  eEligibility (Quicksilver) — February 27  Geospatial One Stop (Quicksilver) — March 13  Integrated Acquisition System (eProcurement) — March 13  Capital Planning and Investments (CPIC) — March 27  eTraining (Quicksilver) — April 9  eLoans (Quicksilver) — April 24  Smart Choice Candidate Business Cases – May 8 - present Today’s Briefing:  Smart Choice Candidate Business Case: Data Management Planned Briefings:  Additional Smart Choice Candidate Business Cases  Additional USDA-related Presidential (Quicksilver) initiatives  Cyber Security  Enterprise Architecture  GPEA/Paperwork Reduction Act

U.S. Department of Agriculture eGovernment Program 8 Guest Speaker Data Management Business Case Bob Hocutt, Lead

U.S. Department of Agriculture eGovernment Program June 19, 2002 eGovernment Smart Choice Business Case: Data Management June 19, 2002

U.S. Department of Agriculture eGovernment Program 10  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 11 Data Management Business Case Team Members Bob Hocutt – Team LeadNASS Rick Schuchardt – eGov LiaisonNASS George LaugelliAPHIS John KingForest Service Susan CarlsonRD Dave AndersonNRCS Cynthia DickinsonCSREES Kent HooverNASS Paul WhitmoreFFAS Pamela MasonARS Dennis EganOCIO Laura JozwiakFSA Eva MurphyFSIS Larry BlimFNS Susie MaxwellRD

U.S. Department of Agriculture eGovernment Program 12 Background and Context Data management functions in USDA have historically been performed at the agency or mission area level, instead of from a USDA-wide, cross-agency perspective. This results in numerous redundancies and inefficiencies as well as an inadequate mechanism for collaborating and reusing information. Data management at USDA will address a number of high profile, high value issues:  “Citizen centered” government  The President’s Management Agenda – leveraged funding decisions  The Paperwork Reduction Act  Faster response in time of crisis  USDA strategic and enabling eGovernment initiatives require data management  The presidential initiative for USA Services  A key component of the USDA Enterprise Architecture (EA) Data management consistently surfaces as an area of opportunity as USDA seeks to accomplish its mission and vision in the spirit of eGovernment.

U.S. Department of Agriculture eGovernment Program 13 USDA As-Is Overview — Business  Governance:The Agencies and Mission Areas that make up USDA have for many years pursued a technology direction that meets their individual goals, and leverages their IT strengths and investments but has led to a certain amount of ‘individualism’, data duplication and a general lack of awareness of related efforts. In spite of the distributed nature of today’s environment however, the process of managing data in USDA today is in some ways very ‘top-down’.  Data management strategy: Agencies with larger investments in IT resources and technology perform their routine tasks with different strategies. Individual strategies are based on agency mission,skill sets and IT investments and, while netting valid results, do not always encourage collaboration or reuse, and perhaps have different guidelines and principals.  Unified Standards Criteria:In the larger context of unified standards, many of the projects currently underway could arguably be considered ‘point solutions’ that while meeting agency or mission area goals, may not be designed to meet eGovernment data management goals. USDA has as a result of its history, adopted many standards within the agencies and mission areas, which are not easily replaced. The ‘As-Is’ state of data management in USDA is mixed and varies widely from mission area to mission area and agency to agency.

U.S. Department of Agriculture eGovernment Program 14 USDA As-Is Overview — Business  Collaboration: The collaboration efforts currently underway also vary widely in their scope and effectiveness. Many of the ‘official’ efforts often do not meet expectations, however it is clear that collaboration does and can work, although these efforts are sometimes ‘under the radar’ and not well known.  Data Sharing and Reuse: In spite of current situation, some Agencies have succeeded in finding ways to share data and information in a way that meets the needs of their customers, and mission areas. It is perhaps more than a coincidence that these efforts are very much in line with the requirements eGovernment places upon agencies to engage in this type of activity The ‘As-Is’ state of data management in USDA is mixed and varies widely from mission area to mission area and agency to agency.

U.S. Department of Agriculture eGovernment Program 15 USDA To-Be Overview — Business  Governance: We envision that the Data Management organization will consist of the following entities: an Executive Sponsor, a Program Management Office (PMO), a Steering Committee, Community Project Sponsors, and Communities of Interest.  Strategy: We envision a comprehensive eGovernment data management strategy that outlines general guidelines and principals to be used by communities of interest in finding solutions to the problems eGovernment brings to the table.  Unified Standards Criteria: In order to meet customer expectations and business goals, standards will have to be researched, evaluated, developed or otherwise adopted.  Collaboration: We envision an environment where information can be collected and shared across the Department, and procedures and methods exist for the free exchange of information regarding different projects undertaken.  Data Sharing and Reuse: Primary goal of eGovernment however there are many important eGovernment driven data management issues that may produce other, equally important and enabling deliverables. Things like standards investigation, and a review of industry best practices do not immediately address the primary goal of sharing data, but might very well contribute to another effort to share data and make it successful. The goals of eGovernment are clear, and USDA must be able to support eGovernment driven Data Management activities that support the President’s mandates and agenda. In order to meet these goals, the following components should be in place:

U.S. Department of Agriculture eGovernment Program 16 Data Management Organizational Structure

U.S. Department of Agriculture eGovernment Program 17 Value Proposition Strategic:  Enable other eGovernment initiatives to deploy faster at a reduced cost.  Provide USDA customers with the ability to “opt-in” to share their data across agencies, thereby allowing them to enter information once and make it available to multiple applications. Financial:  Reduce development and maintenance costs of new and existing applications  Improve quality of data to decrease risk and reduce cost.  Eliminate unnecessary data duplication and the effort and resources required to maintain duplicate data stores. Operational:  Increase collaboration and reduce development waste within USDA by providing centralized access to data management best practices and lessons learned.  Reduce operational inefficiencies such as duplication and fragmentation by streamlining processes.  Reduce turnaround times for data requests by storing information in a common data repository.  Save time and effort by encouraging use and access of data in ways that allow multiple uses of the same data set. There is significant value to be realized from implementing data management in USDA.

U.S. Department of Agriculture eGovernment Program 18 High-Level Timeline & Milestones Task/MilestoneDescriptionDate Achieved 1Create a Data Management Program Management Office (PMO) July – December Create Steering CommitteeJuly – December Define Communities of Interest roles and responsibilities January 2003 – June Identify Community Project Sponsor for initial project or projects January 2003 – June Conduct an inventory of data management projects January 2003 – June Select first data management project(s)July 2003 – ongoing 7Build Community of InterestJuly 2003 – ongoing 8Develop data management deliverable(s)July 2003 – ongoing 9Rollout deliverable(s)July 2003 – ongoing Data Management requires careful planning and a clearly defined approach and scope; therefore, the implementation will be divided into three phases.

U.S. Department of Agriculture eGovernment Program 19 Cost-Benefit Analysis The table below summarizes the costs and benefits of implementing data management in USDA, as well as the net present value and return on investment. Analysis (in $000s) Year 1Year 2Year 3Year 4Year 5Year 6Year 7 Total Annual Benefits4544,2887,7549,0057,766 Discounted Annual Benefits4544,0917,0587,8216,435 Total Annual Costs3001,1471,6341,6451,096 Discounted Annual Costs3001,0941,4871, Discounted Net1542,9965,5716,3925,527 Cumulative Discounted Net1543,1508,72215,11420,641 Net Present Value20,642 Return on Investment395%

U.S. Department of Agriculture eGovernment Program 20 Risks, Dependencies, and Performance Measures Risks:  Enterprise data management governance overlaps with existing agency data governance entities  Past data management initiatives have not produced measurable benefit  Data management services are not delivered in a timely manner or in sync with dependent strategic initiatives  Sensitive information not properly identified in terms of enterprise wide data sharing Dependencies:  This initiative is dependent on the successful completion of the department’s Enterprise Architecture  The Presidential Initiative for USA Services is not directly dependant on data management, but these two initiatives should be closely integrated  The following eGov initiatives are dependant on data management:: eLoans, eGrants, Web Based Supply Chain, Online Trade, and eAuthentication. Performance Measures:  Agencies, Mission Areas, eGovernment initiatives, and other initiatives in USDA use Data Management as a routine business practice This initiative will create a thorough risk assessment and management plan to minimize, mitigate, and address each identified risk. In addition, performance goals will be defined and measured in order to focus effort, motivate performance, and evaluate success.

U.S. Department of Agriculture eGovernment Program 21 Agenda  Welcome  OMB Meeting Highlights and Scorecard  Business Case Review and Approval Schedule  Guest Speaker: Data Management Business Case  eGovernment Conference  Next Steps and Wrap-up  Q & A

U.S. Department of Agriculture eGovernment Program 22 eGovernment Conference E-Gov 2002, June 24th – 27th, Washington Convention Center  Discounted registration still available through OCIO. Contact Howard Baker at for further details.  USDA Breakout Session on Thursday, June 27, 10 a.m. – 11 a.m.

U.S. Department of Agriculture eGovernment Program 23 Agenda  Welcome  OMB Meeting Highlights and Scorecard  Business Case Review and Approval Schedule  Guest Speaker: Data Management Business Case  eGovernment Conference  Next Steps and Wrap-up  Q & A

U.S. Department of Agriculture eGovernment Program 24 Next Steps & Wrap-up Working Group members need to brief their Agency Heads and Agency Steering Committees on the business cases by Wednesday, June 26 Briefing materials will be available on the eGov Web site Please the eGov mailbox once you have held your briefings We continue to welcome your contributions to and suggestions about the eGovernment Web site  In the Spotlight suggestions?  WebCAAF article on site, ERS and Geospatial One Stop in progress

U.S. Department of Agriculture eGovernment Program 25 Agenda  Welcome  OMB Meeting Highlights and Scorecard  Business Case Review and Approval Schedule  Guest Speaker: Data Management Business Case  eGovernment Conference  Next Steps and Wrap-up  Q & A

U.S. Department of Agriculture eGovernment Program 26 Questions and Answers ??