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    • Department of the Interior, Enterprise Architecture Program OIG Mtg. 02/07/2006 Presented By: Colleen Coggins
    • Agenda
      • Inventory Management
          • As-Is and Target High-Level Overview
          • Process Flows
            • Add System
              • Historical/Ongoing, Target
            • Remove System
              • As-Is, Long-Term
            • Update C&A Status (Attributes)
              • As-Is, Target (Implemented as of March 2006)
    • Data Collection Policy and Guidance were created to assist in establishing uniformity and reusability
      • Sources of Guidance
        • Population and Maintenance Policy
        • Phase Guidance
        • FAQs
        • DEAR Data Entry Tutorial
        • Periodic Training Session Materials
        • Regular Interior Architecture Working Group (IAWG) Meetings
        • Concept of Operations Document
      • Inventory Change Management Processes are maturing from manual requests to integrated workflow processes over 2006
    • The following as-is process flows are part of the larger controls and processes in place governing Inventory change management as part of this high-level value chain *Color Code used to link to related process flow
    • The following target process flows are part of the larger controls and processes in place governing Inventory change management as part of this high-level value chain *Color Code used to link to related process flow
    • Agenda
      • Inventory Management
          • As-Is and Target High-Level Overview
          • Process Flows
            • Add System
              • Historical/Ongoing
            • Remove System
              • As-Is, Long-Term
            • Update C&A Status (Attributes)
              • As-Is, Long-Term
      • Release Management
          • As-Is and Target High-Level Overview
            • Release Process Flow
              • As-Is, Near-Term Target
    • Data Collection Time Frame Summary     Bureau Blueprints   Phase 4b Pilot – DOI DRM Entities for Law Enforcement and Recreation   Phase 4a – … DOI DRM Information Classes   Phase 3b – … DOI BRM   Phase 3a – … DOI PRM       Initial 4 DOI Blueprints   Phase 2 – Mapping inventories to DOI TRM and FEA SRM   Phase 1 – Bureaus Validating Inventories     Phase 0 – Collecting Initial Inventory 2/1/ 2006 11/1/ 2005 8/1/ 2005 5/1/ 2005 2/1/ 2005 11/1/ 2004 8/1/ 2004 5/1/ 2004 2/1/ 2004 11/1/ 2003 8/1/ 2003
    • FOLLOWING SLIDE NARRATIVE: Historical and As-Is System Inventory Data Collection
      • Depicts Data Collection from 2003 and 2004
      • A1 – 8/2003 thru 11/2003
        • Shows Initial Data Collection drafted by the DOI EA Program utilizing various sources available across the department
        • Reconciling the list into one system Inventory in DEAR based on the OMB Circular A-130 Policy
      • A2 – 1/2004 thru 3/2004
        • Using draft baseline, bureaus validated the inventory
        • Data Collection Guidance and Templates were used to standardize data collection and updates
      • B1 – 4/2004 on
        • Maintenance of DEAR and the system inventory has been based on the OCIO Directive on Population and Maintenance of DEAR to the IAWG, Modernization Blueprint Teams and Bureau CIOs
        • IAWG uses the DEAR Wizard to add systems or make updates to system detail
    • DIAGRAM: Historical Process Flow - Add System (Phased) System Discovery
    • FOLLOWING SLIDE NARRATIVE: Add system from Inventory – Target Long-Term
      • Depicts Add Target Process after integrating with OCIO Portal Capabilities
      • A1
        • Discovery of a System Addition and notification queued
      • A2
        • Notification is sent to IAWG which can accept/reject addition
      • A3
        • Notification on decision is sent to queue
      • A4
        • Upon Approval, Notification engine automatically processes Record acceptance (Tag with inventory ID, update status, notify involved parties)
      • A5
        • Maintain
    • DIAGRAM: Target Long-Term Process Flow - Add System
    • Agenda
      • Inventory Management
          • As-Is and Target High-Level Overview
          • Process Flows
            • Add System
              • Historical/Ongoing
            • Remove System
              • As-Is, Long-Term
            • Update C&A Status (Attributes)
              • As-Is, Long-Term
      • Release Management
          • As-Is and Target High-Level Overview
            • Release Process Flow
              • As-Is, Near-Term Target
    • Inventory Management Controls
      • Policy dictates that Bureau CIOs must maintain accurate and complete inventories
        • Inventory additions can be made via DEAR System Wizard tool guiding Mandatory Fields and assuring business rules are met
        • Inventory removals are currently a manual request process approved by CIOs
          • This is to assure that records of inventory removals are kept for each inventory record within DEAR
          • Sample Remove Request Reasons Captured:
            • System has been retired and is no longer funded
            • System was mis-entered, and should be a sub-system of System ID X
            • System was mis-entered, and is a duplicate of System ID X
            • Project was cancelled, and System never/no longer funded
    • FOLLOWING SLIDE NARRATIVE: Remove system from Inventory – As-Is
      • A1
        • Discovery of a System removal is informed to the IAWG
      • A2
        • IAWG requests removal of system
        • DEAR Admin tags and queues up request until approved
      • A3
        • IAWG seeks approval/denial of removal from Bureau CIO
        • If Denied, DEAR Admin resets to Current Inventory Status
      • A4
        • Upon DEAR Admin receiving written Approval (via email/other), and at release time, the system architecture detail is removed with the Inventory record kept for records keeping.
    • DIAGRAM: As-Is Process Flow - Delete System
    • FOLLOWING SLIDE NARRATIVE: Remove system from Inventory – Target Long-Term
      • Depicts Removal Target Process after integrating with OCIO Portal Capabilities
      • A1
        • Discovery of a System removal request and notification queued
      • A2
        • Notification is sent to IAWG and thus sent onto to CIO via notification
      • A3
        • CIO approves/denies request via workflow email and is sent to parties involved (requestor (i.e. Blueprint Team), IAWG, self, admin)
      • A4
        • Upon Approval, Notification engine automatically processes Record cleanup (Tagging, Records keeping, and detail removal)
    • DIAGRAM: Target Process Flow - Delete System
    • Agenda
      • Inventory Management
          • As-Is and Target High-Level Overview
          • Process Flows
            • Add System
              • Historical/Ongoing
            • Remove System
              • As-Is, Long-Term
            • Update C&A Status (Attributes)
              • As-Is, Long-Term
      • Release Management
          • As-Is and Target High-Level Overview
            • Release Process Flow
              • As-Is, Near-Term Target
    • The DOI EA program is responsible for maintaining the Enterprise Inventory
      • C&A and EA Inventory have been synchronized twice since mid-2005 ongoing quarterly
        • Attributes tracked in Command Center C&A Module are now captured in DEAR including
          • C&A System Name, Status and Categorization
          • C&A Package Date and Contact Details
      Complete
    • FOLLOWING SLIDE NARRATIVE: Update C&A Status/Inventory – As-Is
      • Depicts Data Exchange Integration between C&A Command Center and DEAR on quarterly synchronization/update
      • A1
        • C&A Attributes and C&A Systems (aka Accreditation Boundaries) are updated in Command Center
      • A2
        • C&A generates a report from Command Center and submits to DOI EA Program in standard Excel Template
      • A3
        • At Release, Attributes are updated in DEAR and new C&A systems are added
        • A7 step is the actual release
      • A4
        • After release, IAWG reviews the DOI Reporting Site for unmatched DEAR system inventory
      • A5
        • IAWG and BITSMs discuss and report to DOI EA Program updates to C&A System attributes or mapping to DEAR system inventory
      • A6
        • DEAR Admin performs updates as requested by IAWG in BEAR
      • A7
        • Release process migrated BEAR updates to DEAR and re-release information to all BEARs
    • DIAGRAM: As-Is Process Flow - C&A Update
    • FOLLOWING SLIDE NARRATIVE: Update C&A Status/Inventory – Target
      • Assumes retirement of C&A Module in Command Center, and C&A Module is live in DEAR as authoritative source of C&A systems at DOI
      • A1
        • C&A is performed by the Bureau IT Security Managers (BITSM) members that may produce changes to C&A System status (attribute updates, new C&A System, etc.)
      • A2
        • Architecture work is performed by IAWG that may discover new system or changes to system resulting in unmatched DEAR System to C&A System relationship
      • A3
        • Changes mentioned are queued and reviewed on Reporting Site definitively showing gap
      • A4
        • BITSM (involving IAWG coordination where applicable) update C&A System changes in DEAR via C&A “Wizard”
      • A5
        • C&A Package Documents are updated to reflect changes in DEAR
    • DIAGRAM: Target Process Flow - C&A Update
    • EA and C&A inventory maintenance will progress to integrated transactional support by mid-2006 Quality
      • Real-Time BEAR Synchronization based on new Capabilities within Telelogic Toolset (SA v10.3) – Product currently in testing
      • Simple Workflow is also in the development queue to enhance inventory management controls
      Retire Comm Center C&A Module     Real-time after April - Method - DEAR C&A Wizard Parallel DEAR & Command Center Training - Method - SneakerNet - Method - Command Center Import     Real-time after April C&A Quarterly Synchronization/Update CPIC Synchronization       Real-time after March BEAR Synchronization Sep-06 Aug-06 Jul-06 Jun-06 May-06 Apr-06 Mar-06 Feb-06 Jan-06
    • Conclusion
      • DEAR Inventory Management controls, policy, processes, and mechanisms are established and in action
        • Policy on Inventory Management Controls is being updated to require C&A and DEAR inventory alignment
        • DEAR and C&A Command Center tool performs quarterly synchronization
        • DEAR is targeted to replace the C&A CC Module in Spring 2006.