Program Management of SSA's Data Center OMB 300 Program
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Program Management of SSA's Data Center OMB 300 Program

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Presentation given at Bio-IT World 2013 Boston, MA on April 10, 2013 on Program Management of SSA's Data Center OMB 300 Program.

Presentation given at Bio-IT World 2013 Boston, MA on April 10, 2013 on Program Management of SSA's Data Center OMB 300 Program.

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  • State Disclaimer. If Chair, Welcome Sponsors, Thank Speakers, Request Questions be within Scope, Respect Time Limitations, and not be of a Proprietary Nature.
  • An OMB 300 is a high $ Federal IT Program.Taxes are GOING UP, Public Demands Transparency, wants to know what we are spending $ on.
  • This is a BIG SHIP, it TAKES TIME to TURN.
  • OM is ALWAYS Spent, even during a CT. SSA will ALWAYS need a phone system to run, we do not need to archive old documents to continue operations.
  • Storage -> Backup Critical.
  • Note: Good Rule of Thumb Invoked at ~ $100K @ 10% variance per month.
  • If a Problem Occurs, a Change in the Variance will Show before it is readily apparent.
  • When EVERYTHING has a VARIANCE its meaning Diminishes.
  • Cuts to DME Spending have been going on for years in the Gov’t.No one seems to notice. Catastrophic Later?
  • Working File Contains Expense Type (DME or OM), Labor Type (FTE,CWY,SEI), and Monthly Variance.
  • This sheet is mailed to all Project Managers in the Program who have a variance.
  • SharePoint provides an Ideal Repository to show Due Diligence in the Event of an Audit by the IG or OMB.
  • Security Risks why SSA is not in the Cloud. Example: Laptop Loss with PII.Force Majeur: Earthquake in MD 2011 5.5 -> Could have been 8.5 – SSC can pick up entire workload in 48 hours. If both destroyed, everyone who got a check last month gets one the following month until new data center rebuilt from Tape Archives.
  • SME Input Example: Water Pipes in NCC.Probability and Impact often an inverse relationship. Example: Nuclear War.
  • Single Vendor Monopoly -> Mainframes limited by FAR, may contain no non American Parts.Delays due to Failure to Timely Award Contracts -> CA $22M.
  • Bins H,M,L same as Drug Solubility Bins. Common in Industry. Doing Well, OK, or Bad.
  • This form in SharePoint Risk Library.
  • We need to ask “Are we still going down the right path?” on an annual basis. Product lifecycles often 18 months to obsolescence.
  • Inflation figure often understated due to omission of Energy and Food in Calculation.10% Risk adjustment when no Internal or External (Gartner, Forrester, Corporate Board) data is available.
  • Slip in performance attributed to CR.
  • Again, neither cost nor schedule variance alone can predict program health. They have a symbiotic relationship so both are present on the Dashboard.
  • Repeat Disclaimer.

Program Management of SSA's Data Center OMB 300 Program Presentation Transcript

  • 1. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.Program Management of theNational Computer Center (NCC)Brian BissettOffice of Telecommunications and Systems Operations (OTSO)Office of Enterprise IT Services ManagementDivision of Resources Management and Acquisition (DRMA)April 10, 20134/27/2013 brian.bissett@ssa.gov 1
  • 2. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.Objectives of SSA’s OMB 300sProvide actionable information to SSA executives.Provide Early Intervention for Programs which beginto Underperform.Identify Program Risks, both current and future.Provide Transparency to the Public on thePerformance of High Dollar Programs.Identify Alternatives to the Current Program.Rank Program Performance Monthly by the CIO andProgram Managers.Produce and Store an Auditable Trail of ProgramMetrics.4/27/2013 brian.bissett@ssa.gov 2
  • 3. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.IT Infrastructure at SSAHow Large is the Program - $407.4 M.4/27/2013 brian.bissett@ssa.gov 3http://www.itdashboard.gov/portfolios/agency=016,bureau=00,business_function=139
  • 4. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.Types of InvestmentsDME – Development Modernization andEnhancement; i.e. “making it better.”Example: SEI – R132 Imaging Architecture.OM – Operations and Maintenance, i.e.keeping what you have running.Example: SEI – R820 Telecommunication SupportServices.OM must continue during a CR.4/27/2013 brian.bissett@ssa.gov 4
  • 5. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.Typical Data Center InvestmentsConfiguration ManagementConsolidation & VirtualizationIT FacilitiesMainframe Software & ConfigurationNetwork and TelecommunicationsSecurityStorage (We add 2 Million Records/Week!)4/27/2013 brian.bissett@ssa.gov 5
  • 6. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.EVM Reporting RequirementsOMB Requires Federal Agencies’ Major ITInitiatives execute within ±10% variance ofcost, schedule, and performance goals.Initiatives not within the ±10% tolerance limitmust specify corrective actions, includingpotential initiative termination.OMB Circular A-11, Section 300.54/27/2013 brian.bissett@ssa.gov 6
  • 7. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.Not All Variances are EqualA variance of 10% on:$100,000,000 = $10 Million$100,000 = $10K$10,000 = $1KAll Equal under OMB guidelines and requirereporting.Good Rule of Thumb: If the dollar value of thevariance does not exceed the annual salary ofthe program manager, omit from reporting.4/27/2013 brian.bissett@ssa.gov 7
  • 8. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.VarianceVariance is “the Canary in the Coal Mine.”Variances are tracked for all Program EffortsTwo Variances are Important:Cost Variance (CV)CV = Earned Value (EV) – Actual Cost (AC)+ Underspent; - OverspentSchedule VarianceSV = Earned Value (EV) – Planned Value (PV)+ Ahead of Schedule; - Behind Schedule4/27/2013 brian.bissett@ssa.gov 8
  • 9. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.A Single Variance Cannot PredictProgram HealthJust because the Cost Variance is positive(program underspent) does not mean theProgram is Healthy.It is possible to underspend but also fail toachieve program milestones and functionality.Similarly just because the Schedule Varianceis positive (ahead of schedule) does not meanthe program is healthy.It may have cost twice as much as planned to stayon schedule!4/27/2013 brian.bissett@ssa.gov 9
  • 10. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.Continuing Resolutions (CRs)When Congress cannot agree on a budget wehave a Continuing Resolution (CR).A CR is a bridge to fund the government untilit can agree on a final budget.A CR provides government agencies fundingat the prior year’s budget level until theresolution expires, or a budget is passed.Money can only be spent for “OperationsEssential” functions.4/27/2013 brian.bissett@ssa.gov 10
  • 11. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.EVM and Continuing ResolutionsContinuing Resolutions destroy the ability ofEVM to effectively manage programs inseveral ways:Most Programs can no longer spend what theyplanned to spend for two reasons:Spending must be Operations Essential.If you planned to spend more than last year you can’t.Program Estimates are No Longer valid.Programs have Many More Variances.4/27/2013 brian.bissett@ssa.gov 11
  • 12. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.Continuing Resolutions → KTLO“Keeping the Lights On”During a CR most agencies go into KTLOmode.DME spending is drastically reduced.OM spending is maintained.Save now - Innovate, and Update later.4/27/2013 brian.bissett@ssa.gov 12
  • 13. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.Program Data CompilationA Portfolio Managercreates a reportabout the Projects inthe Program via SQLQueries to variousagency Databases.i.e. The Working File.4/27/2013 brian.bissett@ssa.gov 13
  • 14. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.Working File for Data CenterContains all SEI, FTE, and CWY expenses forthe Program in both DME and OM categories.4/27/2013 brian.bissett@ssa.gov 14
  • 15. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.VRTP – A “Meaningful” VarianceVRTP = Variance Relative to PROGRAM.4/27/2013 brian.bissett@ssa.gov 15Significant Variance to ProgramInsignificant Variance to Program
  • 16. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.Notification of VarianceAutomated Code Creates this Worksheet.4/27/2013 brian.bissett@ssa.gov 16
  • 17. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.VarianceCollection4/27/2013 brian.bissett@ssa.gov 17Project Managers fillout an InfoPath form toReport Variances totheir Projects.The InfoPath forms arearchived in aSharePoint Library forproof of due diligencein the event of an auditby OMB/GAO.
  • 18. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.SharePoint Repository forProgram InformationSharePoint Archive contains Information for Audits.4/27/2013 brian.bissett@ssa.gov 18
  • 19. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.Performance Metrics(Define a Successful Data Center)Availability is a key Performance Metric for the DataCenter Program.Reported to eCPIC.4/27/2013 brian.bissett@ssa.gov 19
  • 20. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.Program RisksRisk - a measure of future uncertainties in achievingprogram performance goals and objectives withindefined cost, schedule, and performanceconstraints.Common Risk Categories:Security (Threats – Viruses, PII Breaches, etc.)Technology Maturity/ObsolescenceSupplier Capability (threat to COE, etc.)Sole Source ProvidersExponential Cost Growth (Budgetary)Force Majeure4/27/2013 brian.bissett@ssa.gov 20
  • 21. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.Risk Management ProcessIdentify Program RisksSeek Subject Matter Expert (SME) InputRisk AnalysisHow likely is this to happen? (Probability)How damaging if it happens? (Impact)Develop Mitigation StrategiesCan include “None” for low probability risks.Track Risks for Continued Relevance4/27/2013 brian.bissett@ssa.gov 21
  • 22. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.Typical and Atypical DC RisksSingle Vendor Monopoly (Mainframes).Violations of Privacy Regulations (PII).Spikes in Mainframe MIPS requirements.Delays due to Failure to Timely AwardContracts.Obsolescence.Hardware or Software Failures.4/27/2013 brian.bissett@ssa.gov 22
  • 23. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.Risk RankingQualitative and Quantitative Factors used to RankRisks.Qualitative - Impact & Probability AssessmentQuantitative – Score CalculationHighest Risk – Score = 25Lowest Risk – Score = 14/27/2013 brian.bissett@ssa.gov 23
  • 24. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.InfoPath Risk Reporting4/27/2013 brian.bissett@ssa.gov 24
  • 25. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.Alternatives AnalysisMust Meet OMB Circular A-11 Requirements.Must Include financial and non-financial;qualitative and quantitative benefits.Provide a minimum of Three (3) viablealternatives plus the status quo.Rank order results of status quo vs. all viablealternatives.Utilize a minimum of a Ten (10) year Lifecycle.4/27/2013 brian.bissett@ssa.gov 25
  • 26. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.Alternatives AnalysisAccount for all stages of the alternatives lifecycle:Planning and DevelopmentAcquisition and ImplementationOperations and MaintenanceAccount for inflation using Assumptions in OMBCircular A-94 Appendix C. (The Fisher Equation)Account for the Time Value of Money in the Analysis:Nominal Dollars Versus Real Dollars (aka: CurrentDollars vs. Constant Dollars)Risk Adjust Lifecycle Costs and Benefits using a 10%risk factor when no risk analysis is available.4/27/2013 brian.bissett@ssa.gov 26
  • 27. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.IT Dashboard Agency CIOAgency CIO hasfinal authority onEvaluating theInvestment andmakesperformanceavailable to thePublic via theFederal ITDashboarditdashboard.gov4/27/2013 brian.bissett@ssa.gov 27
  • 28. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.IT Dashboard Project SummaryThe Planned Total Costs of Projects along with:Cost and Schedule Variance4/27/2013 brian.bissett@ssa.gov 28
  • 29. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.Selected PublicationsAutomated Data Analysis with ExcelSoftcover: 442 PagesChapman & Hall (June 2007)ISBN: 1-58488-885-7Practical Pharmaceutical LaboratoryAutomationHardcover: 464 pagesPublisher: CRC Press (May 2003)ISBN: 08493181494/27/2013 brian.bissett@ssa.gov 29
  • 30. Disclaimer: Not an official spokesperson for SSA. The views expressed herein by the author do not necessarily reflect the views of SSA. The information provided is of ageneral, broad, sweeping, large, wide-ranging, wide-reaching and wide-spread nature, and a competent authority with specialized knowledge is the only one who can address the specificcircumstances of your situation.AcknowledgementsMark Irwin, Division Director OTSO/DRMAChris Goetz, Program Manager, TelecomQuinn Solem, Program Manager, Office AutoMaria White, Team Leader, OMB300 & EVMCecilia Lorenzo, DC Portfolio Manager FY 12Matt Buchman, DC Portfolio Manager FY 13Anissa Matthews, EVM PMO Staff4/27/2013 brian.bissett@ssa.gov 30