U.S. Department of Agriculture eGovernment Program Select Level Business Cases Overview of Business...

U.S. Department of Agriculture

eGovernment Program

eGovernment Program

Select Level Business Cases

Overview of Business Case Sections

2

U.S. Department of Agriculture eGovernment Program

Select Level Business Case Document Overview

The following are the major sections of the select level business case:

Overview• Introduction• Executive Summary• Concept of Operations• Secretarial Priority

Business Profile• Performance Measures• Functional Requirements

Risk Profile• Risk Management Plan• Initiative Pilot/Prototype Plans

Financial Profile • Funding Source Identification• Cost Benefit Analysis• Alternatives Analysis

Technological Profile • Technical Requirements• Security Plan• Telecommunications Plan• Analysis of Existing Systems (if

applicable)• Technical Architecture Plan• eGovernment Plan

Management and Planning Profile• Project Plan • Acquisition Plan

Implementation Planning Documents

• eGovernment Solutions Center Concept of Operations

• Technical Architecture Approach

3


Overview - Introduction

The Introduction will outline the Select Level Business Case Documents…

Definition:

The Introduction provides a high-level overview of the business case for the capability. The table of contents will list each section that will be included in the document along with brief, high level overview of each component of the document.

Sections of Document:

Introductory Page

Table of Contents

Major Questions Answered:

• What capability does the business case support?

• What documents are contained in the business case?

• What information will be revealed in the business case?

Length: 5 pages

Time to Complete: 2 weeks

Document Format: Word

Information Needed:

This section will require the input of each of the sections of the document, but does not require additional information.

Groups Need to Provide Input: OCIO, Steering Committee, Key Agency Contacts

Groups Need to Review Document: OCIO, Steering Committee, Key Agency Contacts

4


Overview – Executive Summary

The Executive Summary will summarize the findings in the business case…

Definition:

The Executive Summary gives an overview of the entire document and explains the capability at a high level. It will describe the new capability and explain the value proposition and impact. An overview of alternatives and an explanation of the proposed implementation plan will be included.


Introduction, Current Capability, Desired Capability, Value Proposition, Impacts, Alternatives Analysis, Implementation


• What is the investment?

• What are the existing systems that currently provide functionality?

• What is the needed capability?

• What are the benefits?

• What are the impacts?

• What are the alternatives to the proposed system?

• What is the implementation plan for the capability?

Length: 20 pages


Document Format: Word, Visio, with Excel as needed

Information Needed: This section will require the input of each of the sections of the document, but does not require additional information.

Groups Need to Provide Input: OCIO, Steering Committee, Key Agency Contacts, CFO, CPIC, Telecommunications Group, Security Group

Groups Need to Review Document: OCIO, CFO, Key Agency Contacts, Investment Groups

5


Overview – Concept of Operations

The Concept of Operations will detail the capability and services provided…

Definition:

The Concept of Operations details out the concept for the new services to be provided by the capability. It will include a description of the capability, or functionality, that is needed. Next, it will describe the governance that will be implemented along with the business case. The administration of the capability will be proposed. Finally, the collaboration needs among teams will be described.


Introduction, Capability Desired, including – Vision, Governance, Administration, Collaboration


• What is the capability?

• What will be provided with the capability?

• What are the services?

• What will this capability look like? How will it be implemented?

• What methods of governance will be used?

• What groups will have responsibility for the capability?

• What collaboration across teams will be needed?

Length: 10 pages



Information Needed:

Most of the information for this section will come from the Pre-select business cases. Some additional detail will be provided about each of the sections.

Groups Need to Provide Input: OCIO, Steering Committee, Key Agency Contacts, ACIOs

Groups Need to Review Document: OCIO, Steering Committee, Key Agency Contacts, ACIOs

6


Overview – Secretarial Priority

The Secretarial Priority emphasizes the priority the capability has…

Definition:

The Secretarial Priority details out the concept for the new services to be provided by the capability and provide an overview of the priority that the Secretary places on this initiative. The document will also describe support of the Secretary for the capability and the business case.


Introduction

Overview of Capability

Secretarial Priority


• What will be provided?

• What are the services?

• What is the capability?

• What priority does the Secretary place on this initiative?

Length: 5 pages



Information Needed:

Part of the information for this section will come from the Concept of Operations. The rest of the document will be pulled from other existing documents that describe the alignment of the capability with the priorities of Secretary.



7


Business Profile – Performance Measures

Performance Measures show us how to measure our success…

Definition:

The Performance Measures defines the benchmarks that can be created for the capability based on the functional requirements. The measures are used for monitoring success of progress (how to achieve mission goal), focus of investment (on clear and applicable goals), and practicality and cost-effectiveness of the investment.


Introduction, High Level Requirements, Performance Measures, eGovernment Strategy, Collect Data on Performance Measures


• What are the performance measures that can be created based on the functional requirements?

• Can the performance measure be used to determine the level of investment risk and whether the investment will meet performance target?

• Is it useful for monitoring progress and evaluating the degree of success?

• Does it help build a reliable baseline and cost-effectively collect performance data at periodic intervals?

Length: 20 pages


Document Format: Word, with Visio as needed

Information Needed:

• The strategic objectives of USDA

• The Functional Requirements



8


Business Profile – Functional Requirements

Functional Requirements detail the ‘what’ of the capability…

Definition:

The Functional Requirements outlines the requirements needed to fulfill the capability. Once the key business drivers have been identified, a business requirements analysis is conducted. The business requirements analysis identifies how personnel conduct business activities in order to fulfill mission requirements, meet objectives and perform their tactical plans. A discussion of any assumptions will created to correspond with requirements.


Introduction, Current Situation, Customers/Users, Business Requirements, Assumptions


• What are the overall goals of this capability?

• What is needed for each of the capabilities?

• What functionality is desired?

• Who are the stakeholders for this project?

• What are some assumptions that had to be made to create the requirements?

• What are some situations that are standard that need to be considered?

Length: 20 pages


Document Format: Word, with Power Point and/or Visio as needed

Information Needed:

• High-level project objectives

• Key customers and stakeholders

• Business drivers

Groups Need to Provide Input: OCIO, Steering Committee, Key Agency Contacts, Agency resources, Subject area leads

Groups Need to Review Document: OCIO, Steering Committee, Key Agency Contacts, Agency resources, Subject area leads

9


Risk Profile – Risk Management Plan

The Risk Management plan reveals risks and how to mitigate them…

Definition:

The Risk Management Plan identifies and analyzes the risks to the project and creates a mitigation plan for each risk. Each type of risk is identified and analyzed. Then mitigation strategies and tracking plans for risk management are detailed for each of the identified risks.


Introduction, Identify Risks, Analyze Risks,

Mitigate Risks, Track Risks


• What are the risks for the project?

• What risks are related?

• What variables affect the impact of the identified risks?

• What are the root causes of the risks?

• What steps should be followed to manage the risks identified?

Length: 10 pages


Document Format: Word, with Excel as needed

Information Needed:

• Financial Risks

• Technical Risks

• Operational Risks & Organizational Risks

• Schedule Risks & Legal and Contractual Risks

Groups Need to Provide Input: OCIO, Steering Committee, Key Agency Contacts, Security , Telecom, ACIOs

Groups Need to Review Document: OCIO, Steering Committee, Key Agency Contacts, Security , Telecom, ACIOs

10


Risk Assessment for eAuthentication

The Risk Assessment will be completed to determine the eAuth Requirements…

Definition:

The Risk Assessment for eAuthentication documents the results of the risk assessment team and the risk analysis process. It describes the purpose and scope of the risk assessment as well as which systems/components will be assessed. For each system, a statement of potential threats and observations about risk assessment is discussed.


Introduction, Risk Analysis Methodology - Information Gathering Techniques, Documentation, Groups Interviewed, System characterization - System information, System Life Cycle, System Diagram, Threat Statement, Risk Assessment Results


• What are the risks?

• What risks will be analyzed?

• What techniques are used?

• What groups were interviewed?

• What is the system purpose? What are the components? What is the architecture?

• What are the threats? What causes them?

• What are the ratings of the risks? What did the results reveal?

Length: 40 pages


Document Format: Word, Excel, Diagrams

Information Needed:

• Information about the existing systems, including the details of the system and what threats or risks the system might create to prevent the success of the project.

Groups Need to Provide Input: OCIO, Key Agency Contacts, System owner/ Operational team

Groups Need to Review Document: OCIO, Key Agency Contacts, System owner/ Operational team

11


Risk Profile – Initiative Pilot/Prototype Plans

Pilots help to ensure that the end solution will work using a small test group…

Definition:

This Initiative Pilot/Prototype plan explains why a prototype of the capability will be created, what groups will use it, what functionality will they be testing, and how long it will be in use. The prototype description include the technical architectures, hardware requirements, and software requirements. A description of how risks are being examined and/or mitigated by the prototype is included.


Introduction

For each prototype: Introduction, Related Risk, Description, System Design Flow, Software, Equipment, Conclusion


• What groups will join the prototype?

• What risk exists that requires the prototype to be created?

• How does information pass between the components in the system?

• What software components are required?

• What hardware components are required?

• How will the system help mitigate or prove the risk away?

Length: 20 pages



Information Needed:

• Prototype Agencies Ready to implement

• Technical architectures

• Hardware & Software Requirements

• Risk profiles and Risk Management Plan



12


Financial Profile – Funding Source Identification

The Funding Source helps to show how the capability will be funded…

Definition:

The Funding Source Identification outlines the funding source for the project. The Project Sponsor identifies a potential funding source for the EITIRB to continue investment support. The Project Sponsor then gets approval from the appropriate offices, as needed, depending upon the investment’s characteristics. The members of the IPT should assist in coordinating these actions within their respective functional areas.


Outline of funding Source,

Budget Cycle Approval, EITRIB Process,

CFO Approval, Performance Plan


• What funding source should be used?

• Was the project approved for previous year budget cycle?

• Did the EITRIB approve funding for this year?

• Did the CFO review the cost goal?

• Is this investment included in the agency's annual performance plan or multiple agency performance plan?

Length: 10 pages



Information Needed:

• Understanding of the budget approval cycle

• Understanding of the EITRIB process

• Approval of the CFO

• Performance planning documentation

Groups Need to Provide Input: OCIO, Steering Committee, Key Agency Contacts, CFO, OBPA, Contracting Officer, Office of General Counsel

Groups Need to Review Document: OCIO, Steering Committee, Key Agency Contacts, CFO, OBPA, Contracting Officer, Office of General Counsel

13


Financial Profile – Cost Benefit Analysis

Cost Benefit Analysis shows whether an investment is a good choice…

Definition:

The Cost Benefit Analysis identifies all of the cost and benefits associated with the project in a manner that an analysis can be conducted. After all of the costs and benefits are identifies and estimated, calculations are performed on each alternative to determine the rate of return on the project. The CBA will also outline the methodology that was used to create the calculation for ROI and IRR.

Sections of Document: Introduction, Current Process, Conceptual Architecture Overview, Technical Approach Alternatives, Assumptions, Estimate Lifecycle Costs, Estimate Benefits, Discounted Lifecycle Costs and Benefits, Perform Sensitivity Analysis, Evaluate Alternative, Alternatives Selection


• What are the systems costs? What are the costs to run the system, what are the software, hardware costs? What are the cost limitations on the system?

• What are the benefits that the new capability will deliver?

• What is the Return on Investment?

• What is the IRR?

• Which is the best alternative to move forward?

Length: 50 pages


Document Format: Word, Excel

Information Needed:

• Current USDA object class codes

• Current personnel costs

• Costs for existing process and procedures

• The depreciation schedule that USDA uses

Groups Need to Provide Input: OCIO, Steering Committee, Key Agency Contacts, Investment Groups, CFO, CPIC

Groups Need to Review Document: OCIO, Steering Committee, Key Agency Contacts, Investment Groups, CFO, CPIC

14


Financial Profile – Alternatives Analysis

The Alternatives Analysis reveals each of the technical approach options…

Definition:

The Alternatives Analysis details each of the technical approach alternatives and explains why the alternatives need to be evaluated. Each alternative is reviewed completely from an impacts, scope and schedule perspective to ensure that the correct alternative is selected. The market, functionality, architecture, scope, and impact will be examined for each of the alternatives that are being considered.


Introduction, Alternatives Analysis

For each Alternative: Market Analysis, Functionality of Alternative, Architecture of Alternative, Scope of Approach, Impacts on Existing Processes


• What were the market drivers towards the selection of this capability alternative?

• What is the functionality process for the alternative?

• How will the alternative look from a architecture point of view?

• What is the scope of the alternative?

• What are the impacts to the existing systems and process?

Information Needed:

• Current Market/Business Drivers

• Existing Technology in each agency

• Impacts for each of the alternatives presented

Length: 20 pages



Groups Need to Provide Input: OCIO, Steering Committee, Key Agency Contacts, CFO, OBPA, Contracting Officer, Office of General Counsel

Groups Need to Review Document: OCIO, Steering Committee, Key Agency Contacts, CFO, OBPA, Contracting Officer, Office of General Counsel

15


Technological Profile – Technological Requirements

Technical Requirements show what we need to implement the system here…

Definition:

The Technical Requirements details what is technically needed for the capability and become the key input into the next step of the architecture definition. It examines the architecture of related current system, lists key architecture drivers, creates a list of technical requirements, and describes any assumptions that are being made.


Introduction, Current Technical Architecture Assessment, Architecture Drivers, Technical Requirements, Assumptions


• What current systems are involved in the Architecture of the Enabler? What requirements are met or effected by current systems?

• What user usage is expected? What functional uses are expected? What uptime, scalability are required?

• What are the specific technical requirements (based on expected usage)?

• What basic assumptions were made that effect or direct the technical requirements?

Length: 20 pages

Information Needed:

• Background about the current USDA systems

• Understanding of the architecture drivers

• Analysis of the technical requirements

• An understanding of the assumptions made


Document Format: Word, with Visio and/or Excel as needed

Groups Need to Provide Input: OCIO, Steering Committee, Key Agency Contacts, ACIOs, Security, Telecom

Groups Need to Review Document: OCIO, Steering Committee, Key Agency Contacts, ACIOs, Security, Telecom

16


Technological Profile - Security Plans

The Security Plan will detail any security risks and how we can prevent them…

Definition:

The Security Plan describes the existing security systems, including the system name, responsible organizations, information contacts, assignment of security responsibility, system operational status, general description/purpose, system environment, system interconnection/information sharing, applicable laws, standards and policies, information sensitivity.


System Identification, Security Requirements, Management Controls, Operational Controls, Technical Controls, Security Technical Architecture, Technical Overview


• What are the existing security systems?

• What are the security requirements for the new system?

• What is the plan for the technical architecture as it relates to security?

• What are the controls can be put in place to mitigate any security risks?

Length: 30 pages



Information Needed:

• Information about the existing systems

• The security requirements for the new system

• Management controls, operational controls, technical controls, technical architecture

Groups Need to Provide Input: OCIO, Steering Committee, Key Agency Contacts, Data centers, System owner, Developer/vendor, Security

Groups Need to Review Document: OCIO, Steering Committee, Key Agency Contacts, Data centers, System owner, Developer/vendor, Security

17


Technological Profile - Telecommunications Plan

The Telecommunications Plan describes how the capability fits in the plan…

Definition:

The Telecommunications Plan provides an overview of the capability from the opinion of the telecommunications department.

Sections of Document: Requirements Summary, Existing Telecom Environment, Support Plan, Telecommunications Plan for System Infrastructure, Technical Overview, Sources for Services & Equipment, Cost Benefit Analysis/Component List, Enterprise Architecture, Performance Measure, Special Requirements of the Project, Security Required, Identification of Data Sensitivity, Security Analysis


• What is the current state of the telecom environment?

• What support is needed?

• What telecommunications services and equipment will be deployed for this project? Are the design considerations and implementation requirements reflected in the plan?

• How will services and equipment be acquired? Will resource sharing be an option?

Length: 30 pages



Information Needed:

• Telecom related requirements

• Current telecom setup

• Telecom Acquisition options and preferences

• Telecom equipment estimated costs

Groups Need to Provide Input: OCIO, Steering Committee, Key Agency Contacts, Telecom Group

Groups Need to Review Document: OCIO, Steering Committee, Key Agency Contacts, Telecom Group

18


Technological Profile - Analysis of Systems

The Analysis of Systems is an inventory of all existing systems…

Definition:

The Analysis of Systems contains a listing and analysis of all the existing systems, including existing contracts, a detailed description of the system’s functionality, whether the system is custom or packaged, how scalable the system is, the longevity of the system, what levels of testing have been completed on the system, who created the system, and who maintains the system.

Sections of Document: Introduction, Existing Systems Inventory, For each Existing System: Introduction, Existing Contracts (if any), Detailed Description of the system’s functionality, Custom vs. Packaged, Scalability, Longevity, Testing, System Creator, System Maintainer


• What is the system?

• What does the system do?

• How does the system work?

• What components (software/hardware) are used?

• How many and what type of users are involved?

• What is the performance of the system?

• Who are the users of the system?

Length: 20 pages



Information Needed:

• Specific details are needed for each of the existing systems.

• A full description of the existing system

• Who uses the existing system



19


Technological Profile – Technical Architecture Plan

The Technical Architecture Plan shows how the new system will look…

Definition:

The Technical Architecture Plan contains the architecture plan for the new capability, including the components, sequencing plan, and impacts. The target architecture will reflect the judgments about the future uses and characteristics of information within the enterprise, reflect the business requirements to focus on opportunities to automate aspects of work and/or the access to information needed.


Introduction, Current Architecture, Target Architecture, Sequencing Plan, Enterprise Architecture Impacts


• What is the baseline architecture? What are the existing capabilities?

• What is the new capability architecture? What are the components?

• What toolset should be used for the Enterprise Architecture?

• Define the Architecture Impact and how they impact the capabilities?

Length: 40 pages



Information Needed:

• Details about the current architecture

• Description of the new architecture

• Factors that impact the sequencing of the development

Groups Need to Provide Input: OCIO, Steering Committee, Key Agency Contacts, ACIOs, NITC, Data Centers

Groups Need to Review Document: OCIO, Steering Committee, Key Agency Contacts, ACIOs, NITC, Data Centers

20


Technological Profile - eGovernment Plan

The eGovernment Plan compares how the initiative supports eGovernment…

Definition:

The eGovernment Plan describes the eGovernment initiatives and explains how the new capabilities align with those initiatives. At a high level, this document defines the alignment of the project with the USDA eGovernment strategy. It also defines the "Challenging new Environment" that is the impetus for the eGovernment Plan.


Introduction, Alignment Overview, Environment Summary, Alignment w/ Mission and Guiding Principles, Enabling Strategic Opportunities, Summary


• How does this align with eGovernment Strategy?

• How will this capability foster and improve the strategy?

• How does this fit into the existing environment?

• How will it help to further the eGovernment initiative?

• How does the capability fit in with the mission and principles?

Length: 20 pages



Information Needed:

• Background about the eGovernment initiatives

• Which ones are being targeted in this capability

• CPIC scorecard



21


Management and Planning Profile - Project Plan

The Project Plan shows dates for the implementation of the capability…

Definition:

The Project Plan contains the planning documents for running and managing the project, including the communications plan, staffing plan, quality assurance plan, project schedule, budget, and project deliverables.


Introduction, Communication Plan, Staffing Plan, Quality Assurance Plan, Project Schedule, Budget, Project Deliverables


• How will information be communicated, including the key messages, target audience, timing, etc.?

• How will the project be staffed? Will outsourcing be considered for staffing the project? How will the team be structured?

• What is the plan for assuring quality delivery?

• What is the project schedule?

• What is the project budget?

• What are the project deliverables?

Length: 30 pages



Information Needed:

• Inputs and details for the communication, staffing and quality assurance plans

• Timelines and estimates for the completion time for each deliverable, a budget, created using the CBA, a description of the key project deliverables



22


Management and Planning Profile - Acquisition Plan

The Acquisition Plan details out what will be purchased and under what contract…

Definition:

The Acquisition Plan describes the costs associated with the identified acquisitions. It also discusses the hardware and software purchases that will be necessary for the new capability. Finally, a description of the preferred service contracts for Development, Operation and Maintenance will be included.


Estimated Overall Acquisition Cost

Hardware and Software Purchases

Service Contracts for System Development, Operation, and Maintenance


• What are each of the acquisitions? What are the costs of each of those per fiscal year? What is the total acquisition cost per fiscal year?

• What types of hardware/software purchases will be needed? How will these be obtained? Who will be in charge of ordering? Are we on schedule with the required steps in the procurement process?

• What service contracts (for system development, operation, and maintenance) will be required by this effort?

Length: 10 pages



Information Needed:

• Estimated Cost by Fiscal Year by Acquisition

• Needed hardware, needed software, identify steps for the Procurement Process

• Contract Types, Contract Administration



23


Technical Architecture Approach

The Technical Architecture Approach pulls all 7 capabilities into one solution…

Definition:

The Technical Architecture Approach describes the to-be technical architecture for the solution. It examines the technical and functional drivers and maps them to the required architectures for the new system. It explains the software and hardware vendors available for partnerships.

Sections of Document: Introduction, Application/ Solution End Goal, Technical Requirements Drivers, Functional Requirements Drivers, Technology Alliances Plan, Development Architecture, Execution Architecture, Operations Architecture, Security Architecture Components, Interface/Integration Architecture, Implementation Plan


• What is the capability that is desired? What are the components that are needed?

• What are the technical requirements?

• What are the functional requirements?

• What are the software and hardware vendors that USDA can partner with to achieve the end result?

• What are the development, execution, operations, security, integration architectures?

• What is the implementation plan?

Length: 50 pages



Information Needed:

• The technical and functional requirements will be an input into this document

• Vendor analysis will be required to access potential partnerships to be made

• An understanding of the current architecture



24


eGovernment Solutions Center Concept of Operations

The Concept of Operations details the who, what, and how for the solution…

Definition:

The Concept of Operations contains a detailed description of the solution center concept and vision. It explains how this solution center fits in with the strategic goals of USDA. It details the processes and roles and responsibilities for the center. Change management strategies and governance is described.


Introduction, Strategic Vision, Functional Requirements Drivers, Solution Center Processes, Solution Center Roles and Responsibilities, Solution Center Change Management, Governance, Implementation Plan, Performance Indicators


• What is the capability that is desired?

• What processes will need to be created for the center? What processes will the agencies need to follow?

• What are the roles and responsibilities of the new solutions center?

• What is the change management strategy?

• What are the governance measures?

• What are the measures for performance?

Length: 30 pages



Information Needed:

• This document requires understand of the strategic goals of the USDA.

• The current processes and strategies for delivering similar services need to be understood.



U.S. Department of Agriculture eGovernment Program Select Level Business Cases Overview of Business...

Documents

Transcript of U.S. Department of Agriculture eGovernment Program Select Level Business Cases Overview of Business...