U.S. Department of Agriculture eGovernment Program eDeployment Kickoff August 26, 2003

eDeployment Kickoff United States Department of Agriculture eGovernment Program 2 Agenda I. Introduction II. Product Selection Process III. Product Assessment Team IV. Next Steps

eDeployment Kickoff United States Department of Agriculture eGovernment Program 3 Introduction The path to enterprise services at USDA continues…  Business cases were completed in January Detailed requirements were defined by a cross-agency team Alternatives were identified and analyzed Cost/Benefit analysis was performed for each alternative Performance factors were defined  OMB 300 completed for FY04 budget cycle  OMB 300 submitted for FY05 budget cycle  eBoard adopted the approach April 1, 2003 and requested we move to the implementation phase eBoard adopted the approach of centralized enterprise services that can be leveraged by agencies vs. development of specific agency solutions for enabling technologies  Beginning to support pre-implementation tasks…

eDeployment Kickoff United States Department of Agriculture eGovernment Program 4 Introduction To prepare to build enterprise services, we must first select products that meet our requirements, and create technical designs for how they will function… Marketing and Communications Change Management Planning and Implementation, Agency Assistance Project Management Prioritize Requirements Evaluate existing functional and technical requirements Prioritize requirements to facilitate the vendor assessment process Identify Agency Stakeholders Identify agencies participating in eDeployment initiative Define roles and responsibilities for stakeholders Identify USDA team for product and service selection process for each initiative: Portal Web Content Management Document /Records Management Assess Agencies’ Architecture Assess current architectures for agencies in the enablement project. Survey & Screen Vendors Evaluate existing contracts Assess product market Define product screening criteria Select vendor finalists Develop Product Assessment Material Finalize product and service selection criteria Prepare evaluation questions Evaluate & Select Final Vendor Solutions Conduct vendor demo Compare cost & benefits of vendor short list Total cost of ownership Finalize product and service selection Procure final product for each initiative Develop Physical and Application Architecture Document physical and application architecture for selected vendor solution Document security architecture Define Technology Framework Define technology guidelines for Hardware OS Web Servers Databases Product and Service SelectionArchitecture Definition Product and Service Selection Preparation Market Research Evaluations from other Government agencies Existing contracts Create vendor short list based on research

eDeployment Kickoff United States Department of Agriculture eGovernment Program 5 Product Selection Process The product selection process will consist of three major activities: prepare, collect information and evaluate. I.Prepare for product selection: we will use, as input, the UDSA requirements, defined in the select level business case, technology architecture assessment, technology guiding principles, existing contract information and industry standards to produce: Prioritized requirements Product short list Selection criteria RFI Live test demonstration documents (LTD) Product score cards II.Collect information : this process will use as input the short list of products identified, RFI, and LTD resulting in: Completed RFI responses Product demonstrations III.Evaluate results: products will be evaluated using the RFI responses and demonstrations resulting in: Completed product score cards Assessment of scores Reach consensus on product recommendations

eDeployment Kickoff United States Department of Agriculture eGovernment Program 6 Product Selection Process - Timeline The product selection process will follow a timeline ending in mid October: Distribute RFI RFI Responses Due Presentations Begin Product Scoring Completed Final Product Selected Sept 8 Presentations Completed Sept 15Sept 22Oct 1 Oct 15Oct 23 Prepare Now

eDeployment Kickoff United States Department of Agriculture eGovernment Program 7 Prepare for Product Selection  Completing the preparation stage will provide: Finalized, weighted and consistent selection criteria Finalized RFI document that includes: USDA and project overviews, technical guiding principles and product questions based on selection criteria Live Test Demonstration (LTD) documents Product score cards based on selection criteria to be used during product evaluation Finalize Selection Criteria Define LTDs Create RFI Create selection criteria based on USDA functional & technical requirements and vendor viability Define and assign weights Create score cards based on selection criteria Score cards will be used at the evaluation stage of the product selection Assemble RFI based on selection criteria, and include USDA overview, project overview and evaluation questions Define LTDs based on selection criteria The product selection process is defined by our contracting officers and the Federal Acquisition Regulation (FAR.) Develop Short List of Products Create Product Score Cards Create short list of products based on: USDA requirements Current market product viability Past performance Multi-initiative fit Complementary product offerings Installed base at USDA Existing contracts

eDeployment Kickoff United States Department of Agriculture eGovernment Program 8 Collect Information The first two steps of the information collection activity will involve distributing the RFIs and reviewing responses before product demonstrations are performed  RFIs will be distributed electronically to the appropriate product sales individual.  There will be a deadline to have all responses returned to the USDA product selection team.  By September 15, all responses will be received by the USDA product selection team and the short list of products will be revised to identify those that most closely meet each initiative’s selection criteria. Distribute RFI RFI Responses Due Presentations Begin Product Scoring Completed Final Product Selected Presentations Completed Prepare Sept 8 Now Sept 15Sept 22Oct 1 Oct 15Oct 23

eDeployment Kickoff United States Department of Agriculture eGovernment Program 9 Collect Information – Product Demonstrations A revised short listed of product vendors will receive details about the LTDs, USDA specific architecture requests and meeting logistics  Product vendors will be required to meet the demonstration criteria outlined in the LTD’s  Product vendors will be asked to propose an architectural solution to USDA involving their solution and USDA’s current physical and envisioned conceptual architecture for the eDeployment project. Distribute RFI RFI Responses Due Presentations Begin Product Scoring Completed Final Product Selected Presentations Completed Prepare Sept 8 Now Sept 15Sept 22Oct 1 Oct 15Oct 23

eDeployment Kickoff United States Department of Agriculture eGovernment Program 10 Collect Information - Product Demonstrations On-site presentations will be scheduled with selected vendors to give them an opportunity to present and demonstrate the applicability of their solution. These sessions will also allow USDA product selection team to ask outstanding questions  Oral presentations and demonstrations will be 3 hours in length: – 10 minute introduction – 30 minutes for presentation – 90 minute product demonstration/hands-on session – 20 minute question and answer – 30 minute debrief  When not participating in product presentations meetings, the USDA product selection team will continue to assess responses and complete product scoring for those products which have completed their presentations. Distribute RFI RFI Responses Due Presentations Begin Product Scoring Completed Final Product Selected Presentations Completed Prepare Sept 8 Now Sept 15Sept 22Oct 1 Oct 15Oct 23

eDeployment Kickoff United States Department of Agriculture eGovernment Program 11 Evaluate Results - Product Scoring Product scoring will be completed after all product demonstrations have been concluded  Participants will independently score each product and these independent scores will be aggregated into an average USDA product selection team score. Products will be evaluated based on those composite team scores.  Throughout the product scoring process (and evaluation process) analysis will be performed across the initiatives to identify synergy between products offered by a common vendor. Distribute RFI RFI Responses Due Presentations Begin Product Scoring Completed Final Product Selected Presentations Completed Prepare Sept 8 Now Sept 15Sept 22Oct 1 Oct 15Oct 23

eDeployment Kickoff United States Department of Agriculture eGovernment Program 12 Evaluate Results - Product Comparison Scores for each product will be used along with pricing information to reach consensus on the appropriate product for each initiative  Comparison charts and statistics will be created based on the scores to illustrate which product meets the most of the critical selection criteria for each initiative.  A lifecycle cost analysis will be performed for each solution based on the licensing information given in the questionnaire responses and pricing discussions with vendors. Sample Product Comparison Charts

eDeployment Kickoff United States Department of Agriculture eGovernment Program 13 eDeployment Product Selection Team Each initiative will have an agency-led team tasked to perform all steps of the product selection process. Additionally, there will be a technology architecture team that will span across all initiatives  The initiative specific teams will be responsible for: Identifying and refining selection criteria Finalizing RFIs Finalizing LTD documents Preparing and completing product score cards  The technology architecture team will be supported by agency technical resources. The team will provide deep technical skills to the product selection process. The team will address any supporting technology needs for eDeployment around hardware or applications. Participate in the product assessment process across initiatives in order to identify products that could provide a holistic solution. Project Manager Technology Architecture Portals Document/Records Management Content Management eGov PMO Other Enablers Strategic Initiatives

eDeployment Kickoff United States Department of Agriculture eGovernment Program 14 Next Steps The Next Steps to begin the product selection process for each initiative are:  Agency representatives need to sign non-disclosure agreements  Portal and Web Content Management Initiative Kick-Offs (Aug 27)  Start Product Assessment Process (Aug 28)  Document/records management meeting to be held next week  Review schedule distributed in individual kickoff meetings and ensure participants from each agency can attend