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  1. 1. Department of the Interior, Enterprise Architecture Program OIG Mtg. 02/07/2006 Presented By: Colleen Coggins
  2. 2. Agenda <ul><li>Inventory Management </li></ul><ul><ul><ul><li>As-Is and Target High-Level Overview </li></ul></ul></ul><ul><ul><ul><li>Process Flows </li></ul></ul></ul><ul><ul><ul><ul><li>Add System </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Historical/Ongoing, Target </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><li>Remove System </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>As-Is, Long-Term </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><li>Update C&A Status (Attributes) </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>As-Is, Target (Implemented as of March 2006) </li></ul></ul></ul></ul></ul>
  3. 3. Data Collection Policy and Guidance were created to assist in establishing uniformity and reusability <ul><li>Sources of Guidance </li></ul><ul><ul><li>Population and Maintenance Policy </li></ul></ul><ul><ul><li>Phase Guidance </li></ul></ul><ul><ul><li>FAQs </li></ul></ul><ul><ul><li>DEAR Data Entry Tutorial </li></ul></ul><ul><ul><li>Periodic Training Session Materials </li></ul></ul><ul><ul><li>Regular Interior Architecture Working Group (IAWG) Meetings </li></ul></ul><ul><ul><li>Concept of Operations Document </li></ul></ul><ul><li>Inventory Change Management Processes are maturing from manual requests to integrated workflow processes over 2006 </li></ul>
  4. 4. 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
  5. 5. 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
  6. 6. Agenda <ul><li>Inventory Management </li></ul><ul><ul><ul><li>As-Is and Target High-Level Overview </li></ul></ul></ul><ul><ul><ul><li>Process Flows </li></ul></ul></ul><ul><ul><ul><ul><li>Add System </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Historical/Ongoing </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><li>Remove System </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>As-Is, Long-Term </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><li>Update C&A Status (Attributes) </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>As-Is, Long-Term </li></ul></ul></ul></ul></ul><ul><li>Release Management </li></ul><ul><ul><ul><li>As-Is and Target High-Level Overview </li></ul></ul></ul><ul><ul><ul><ul><li>Release Process Flow </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>As-Is, Near-Term Target </li></ul></ul></ul></ul></ul>
  7. 7. 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
  8. 8. FOLLOWING SLIDE NARRATIVE: Historical and As-Is System Inventory Data Collection <ul><li>Depicts Data Collection from 2003 and 2004 </li></ul><ul><li>A1 – 8/2003 thru 11/2003 </li></ul><ul><ul><li>Shows Initial Data Collection drafted by the DOI EA Program utilizing various sources available across the department </li></ul></ul><ul><ul><li>Reconciling the list into one system Inventory in DEAR based on the OMB Circular A-130 Policy </li></ul></ul><ul><li>A2 – 1/2004 thru 3/2004 </li></ul><ul><ul><li>Using draft baseline, bureaus validated the inventory </li></ul></ul><ul><ul><li>Data Collection Guidance and Templates were used to standardize data collection and updates </li></ul></ul><ul><li>B1 – 4/2004 on </li></ul><ul><ul><li>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 </li></ul></ul><ul><ul><li>IAWG uses the DEAR Wizard to add systems or make updates to system detail </li></ul></ul>
  9. 9. DIAGRAM: Historical Process Flow - Add System (Phased) System Discovery
  10. 10. FOLLOWING SLIDE NARRATIVE: Add system from Inventory – Target Long-Term <ul><li>Depicts Add Target Process after integrating with OCIO Portal Capabilities </li></ul><ul><li>A1 </li></ul><ul><ul><li>Discovery of a System Addition and notification queued </li></ul></ul><ul><li>A2 </li></ul><ul><ul><li>Notification is sent to IAWG which can accept/reject addition </li></ul></ul><ul><li>A3 </li></ul><ul><ul><li>Notification on decision is sent to queue </li></ul></ul><ul><li>A4 </li></ul><ul><ul><li>Upon Approval, Notification engine automatically processes Record acceptance (Tag with inventory ID, update status, notify involved parties) </li></ul></ul><ul><li>A5 </li></ul><ul><ul><li>Maintain </li></ul></ul>
  11. 11. DIAGRAM: Target Long-Term Process Flow - Add System
  12. 12. Agenda <ul><li>Inventory Management </li></ul><ul><ul><ul><li>As-Is and Target High-Level Overview </li></ul></ul></ul><ul><ul><ul><li>Process Flows </li></ul></ul></ul><ul><ul><ul><ul><li>Add System </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Historical/Ongoing </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><li>Remove System </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>As-Is, Long-Term </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><li>Update C&A Status (Attributes) </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>As-Is, Long-Term </li></ul></ul></ul></ul></ul><ul><li>Release Management </li></ul><ul><ul><ul><li>As-Is and Target High-Level Overview </li></ul></ul></ul><ul><ul><ul><ul><li>Release Process Flow </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>As-Is, Near-Term Target </li></ul></ul></ul></ul></ul>
  13. 13. Inventory Management Controls <ul><li>Policy dictates that Bureau CIOs must maintain accurate and complete inventories </li></ul><ul><ul><li>Inventory additions can be made via DEAR System Wizard tool guiding Mandatory Fields and assuring business rules are met </li></ul></ul><ul><ul><li>Inventory removals are currently a manual request process approved by CIOs </li></ul></ul><ul><ul><ul><li>This is to assure that records of inventory removals are kept for each inventory record within DEAR </li></ul></ul></ul><ul><ul><ul><li>Sample Remove Request Reasons Captured: </li></ul></ul></ul><ul><ul><ul><ul><li>System has been retired and is no longer funded </li></ul></ul></ul></ul><ul><ul><ul><ul><li>System was mis-entered, and should be a sub-system of System ID X </li></ul></ul></ul></ul><ul><ul><ul><ul><li>System was mis-entered, and is a duplicate of System ID X </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Project was cancelled, and System never/no longer funded </li></ul></ul></ul></ul>
  14. 14. FOLLOWING SLIDE NARRATIVE: Remove system from Inventory – As-Is <ul><li>A1 </li></ul><ul><ul><li>Discovery of a System removal is informed to the IAWG </li></ul></ul><ul><li>A2 </li></ul><ul><ul><li>IAWG requests removal of system </li></ul></ul><ul><ul><li>DEAR Admin tags and queues up request until approved </li></ul></ul><ul><li>A3 </li></ul><ul><ul><li>IAWG seeks approval/denial of removal from Bureau CIO </li></ul></ul><ul><ul><li>If Denied, DEAR Admin resets to Current Inventory Status </li></ul></ul><ul><li>A4 </li></ul><ul><ul><li>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. </li></ul></ul>
  15. 15. DIAGRAM: As-Is Process Flow - Delete System
  16. 16. FOLLOWING SLIDE NARRATIVE: Remove system from Inventory – Target Long-Term <ul><li>Depicts Removal Target Process after integrating with OCIO Portal Capabilities </li></ul><ul><li>A1 </li></ul><ul><ul><li>Discovery of a System removal request and notification queued </li></ul></ul><ul><li>A2 </li></ul><ul><ul><li>Notification is sent to IAWG and thus sent onto to CIO via notification </li></ul></ul><ul><li>A3 </li></ul><ul><ul><li>CIO approves/denies request via workflow email and is sent to parties involved (requestor (i.e. Blueprint Team), IAWG, self, admin) </li></ul></ul><ul><li>A4 </li></ul><ul><ul><li>Upon Approval, Notification engine automatically processes Record cleanup (Tagging, Records keeping, and detail removal) </li></ul></ul>
  17. 17. DIAGRAM: Target Process Flow - Delete System
  18. 18. Agenda <ul><li>Inventory Management </li></ul><ul><ul><ul><li>As-Is and Target High-Level Overview </li></ul></ul></ul><ul><ul><ul><li>Process Flows </li></ul></ul></ul><ul><ul><ul><ul><li>Add System </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Historical/Ongoing </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><li>Remove System </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>As-Is, Long-Term </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><li>Update C&A Status (Attributes) </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>As-Is, Long-Term </li></ul></ul></ul></ul></ul><ul><li>Release Management </li></ul><ul><ul><ul><li>As-Is and Target High-Level Overview </li></ul></ul></ul><ul><ul><ul><ul><li>Release Process Flow </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>As-Is, Near-Term Target </li></ul></ul></ul></ul></ul>
  19. 19. The DOI EA program is responsible for maintaining the Enterprise Inventory <ul><li>C&A and EA Inventory have been synchronized twice since mid-2005 ongoing quarterly </li></ul><ul><ul><li>Attributes tracked in Command Center C&A Module are now captured in DEAR including </li></ul></ul><ul><ul><ul><li>C&A System Name, Status and Categorization </li></ul></ul></ul><ul><ul><ul><li>C&A Package Date and Contact Details </li></ul></ul></ul>Complete
  20. 20. FOLLOWING SLIDE NARRATIVE: Update C&A Status/Inventory – As-Is <ul><li>Depicts Data Exchange Integration between C&A Command Center and DEAR on quarterly synchronization/update </li></ul><ul><li>A1 </li></ul><ul><ul><li>C&A Attributes and C&A Systems (aka Accreditation Boundaries) are updated in Command Center </li></ul></ul><ul><li>A2 </li></ul><ul><ul><li>C&A generates a report from Command Center and submits to DOI EA Program in standard Excel Template </li></ul></ul><ul><li>A3 </li></ul><ul><ul><li>At Release, Attributes are updated in DEAR and new C&A systems are added </li></ul></ul><ul><ul><li>A7 step is the actual release </li></ul></ul><ul><li>A4 </li></ul><ul><ul><li>After release, IAWG reviews the DOI Reporting Site for unmatched DEAR system inventory </li></ul></ul><ul><li>A5 </li></ul><ul><ul><li>IAWG and BITSMs discuss and report to DOI EA Program updates to C&A System attributes or mapping to DEAR system inventory </li></ul></ul><ul><li>A6 </li></ul><ul><ul><li>DEAR Admin performs updates as requested by IAWG in BEAR </li></ul></ul><ul><li>A7 </li></ul><ul><ul><li>Release process migrated BEAR updates to DEAR and re-release information to all BEARs </li></ul></ul>
  21. 21. DIAGRAM: As-Is Process Flow - C&A Update
  22. 22. FOLLOWING SLIDE NARRATIVE: Update C&A Status/Inventory – Target <ul><li>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 </li></ul><ul><li>A1 </li></ul><ul><ul><li>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.) </li></ul></ul><ul><li>A2 </li></ul><ul><ul><li>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 </li></ul></ul><ul><li>A3 </li></ul><ul><ul><li>Changes mentioned are queued and reviewed on Reporting Site definitively showing gap </li></ul></ul><ul><li>A4 </li></ul><ul><ul><li>BITSM (involving IAWG coordination where applicable) update C&A System changes in DEAR via C&A “Wizard” </li></ul></ul><ul><li>A5 </li></ul><ul><ul><li>C&A Package Documents are updated to reflect changes in DEAR </li></ul></ul>
  23. 23. DIAGRAM: Target Process Flow - C&A Update
  24. 24. EA and C&A inventory maintenance will progress to integrated transactional support by mid-2006 Quality <ul><li>Real-Time BEAR Synchronization based on new Capabilities within Telelogic Toolset (SA v10.3) – Product currently in testing </li></ul><ul><li>Simple Workflow is also in the development queue to enhance inventory management controls </li></ul>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
  25. 25. Conclusion <ul><li>DEAR Inventory Management controls, policy, processes, and mechanisms are established and in action </li></ul><ul><ul><li>Policy on Inventory Management Controls is being updated to require C&A and DEAR inventory alignment </li></ul></ul><ul><ul><li>DEAR and C&A Command Center tool performs quarterly synchronization </li></ul></ul><ul><ul><li>DEAR is targeted to replace the C&A CC Module in Spring 2006. </li></ul></ul>

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