Integrated Governance Process Overview - Integrated IT Governance Process (IGP)

							U.S. Department of Agriculture Information and Technology Management Office of the Chief Information Officer

Integrated IT Governance Process

May 2007

Information and Technology Management

Defining Integrated IT Governance

...the set of responsibilities and practices exercised by senior management of the enterprise designed to establish and communicate strategic direction, ensure realization of goals and objectives, mitigate risk, and verify that assigned resources are used in an effective and efficient manner.
--- IT Governance Institute (ITGI), 2003

ITGI is a research think tank that exists to be the leading reference on IT-enabled business systems governance for the global business community. ITGI publishes and maintains COBIT (Control Objectives for Information and related Technology). Versions 1, 2, and 3 of COBIT were published in 1996, 1998, and 2000 respectively.

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Information and Technology Management

Would you like a 20% increase on your ROI?

―Companies with effective IT governance have profits that are 20% higher than other companies pursuing similar strategies.‖
• Weill and Ross

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Information and Technology Management

IGP Goals
1. Transparent and timely decisions 2. Leverage cross agency opportunities for improved citizen services and cost savings

3. Increase information security and stakeholder privacy
4. High fiscal accountability; budget request supported by project planning 5. Implement a consistent USDA IT infrastructure 6. Measurable returns from our IT investments 7. Compliance with federal and presidential mandates

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Information and Technology Management

You are already doing much of IGP You already are: • Planning your investments (major and non-major)

• Requesting acquisition approvals
• Managing your projects

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Information and Technology Management

IGP simply pulls these threads together
OCIO Capital Planning Requirements
Acquisition Acquisition Acquisition Approval Approval Request Approval Request

Planning

E A R E V IE W

I&O

1.
Document Preparation and Submission
AGENCY AGENCY DOCUMENTS: AGENCY DOCUMENTS: DOCUMENTS: Mission Mission Planned Acquisitions Mission Planned Acquisitions Timelines Acquisitions Planned Timelines Cost Timelines Cost Cost

Request (AAR)

OCIO Review

Acquisition Approval
C P IC

Integrated governance ensures that every USDA IT investment will both a) support the agency/USDA mission & b) advance the USDA IT infrastructure.

5.
Acquisition Approval Cost and Schedule Status Reporting

7.

2.
Investment Review Cycle
E A R E VIE W

I&O

OCIO Review

C PIC

AGENCY AGENCY DOCUMENTS: AGENCY DOCUMENTS: DOCUMENTS: Mission Mission Planned Acquisitions Mission Planned Timelines Acquisitions Planned Acquisitions Timelines Cost Timelines Cost Cost

4.
Investment Analysis & Revision

Purchase Orders 1.Salaries 2.Services Equipment

ECCB PE E R R E V IE W

AGENCY R EV IEW

IT BUDGET REVIEW

6.
OMB “pass back” to OBPA
e war Soft

Procurement and Asset Tracking Systems software
ations Applic
FTEs Software Applications

OCFO & OBPA

FTEs

ns Applicatio

USDA IT INFRASTRUCTURE
FTEs

Soft war e

3.
E-Board Approval for submission to OMB

E-BOARD REVIEW

“Line of sight” provides visibility from planning through implementation.

FTE s
Softw are

ns atio plic Ap
Applications

FTEs

s tion lica App

Managing Projects
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Information and Technology Management

USDA already is required to approve any IT acquisition over $25K. Acquisition Approval Process
Is it…

Planning

Acquisition Request

Part of an approved investment? In line with USDA architecture?

Approved Acquisition Request

Detailed investment information allows us to answer these questions.
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Procurement & Implementation

Information and Technology Management

IGP simply frontloads the information collection

Planning

Acquisition Approval Process
Is it…

Acquisition Request

Part of an approved investment? In line with USDA architecture?

Approved Acquisition Request

If we collect the information when we know it, the whole process will be easier, more efficient.
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Procurement & Implementation

Information and Technology Management

When do we know the information?

Planning
Strategic approach Business case

Acquisition
Contract type Specific product & version Vendor

Implementation
Cost variance Schedule variance

Alternatives analysis Expected benefits Project schedule Acquisition plan Project costs

Estimated cost to complete

On well-planned projects, these get increasingly detailed and accurate as the project progresses.

These need to be specific by the time of the AAR

These monitor the implementation of each specific acquisition (contract) as well as the overall project.

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Information and Technology Management

Providing the IGP information is easy
Yes, there are 155 potential categories per system But we expect that the average system will only have 12 – 15 applicable categories Simply complete the applicable systems tab with the few applicable categories

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Information and Technology Management

Providing the IGP information is easy
Yes, there are 155 potential categories per system But we expect that the average system will only have 12 – 15 applicable categories Simply complete the applicable systems tab with the few applicable categories And the Investment tab is automatically populated.

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Information and Technology Management

eAuthentication Example

EXAMPLE
Investment Name Number of Applicable Systems FY07 Investment Budget Applicable LCC categories (out of 70+) Level of Effort to Complete LCCs USDA eAuthentication Service 1 $5.78 million 8 15 Minutes

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Information and Technology Management

To Accomplish This, the IGP Team Will: 1. Use portfolio analysis (at both agency and USDA levels) to identify new IT investment opportunities) 2. Evaluate new IT requirements in light of
• USDA’s current infrastructure and target architecture—including standards for technology, privacy, security, etc.

•

What each agency’s mission requires.

3. Provide agency Heads, CIOs and CFOs with line of sight on IT investments from planning, through acquisition and implementation, and to ROI.

4. Make consistent use of IT rules, plans, standards, etc., easier

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