BY08 - Integrated Contacts Management System (ICMS)
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BY08 - Integrated Contacts Management System (ICMS) BY08 - Integrated Contacts Management System (ICMS) Document Transcript

  • ICMS BY2008 – President’s Budget BY08 - Integrated Contracts Management System (ICMS) INITIATIVE DEFINITION BY08 Initiative Definition BY08 Template Name IT Investment BY2008 Investment Name BY08 - Integrated Contracts Management System (ICMS) Investment Revision Number 5 Is this investment a consolidated business case? No Point of Contact Madden, Judy Revision Comment Class IT I.A: OVERVIEW BY08 Descriptive Information BY08 Date of Submission 9/11/2006 Agency Environmental Protection Agency Bureau Office of Administration and Resources Management BY08 - Integrated Contracts Management System Name of this Capital Asset (ICMS) Full UPI Code 020-00-01-16-01-6013-00 Four Digit UPI Code 6013 Two Digit UPI Code 00 Exhibit 53 Part IT Investments by Mission Area OMB Investment Type 01 - Major Investment OMB Exhibit 53 Major Mission Area Multi-Goal IT Investments PY Full UPI Code 020-00-01-16-01-6013-00-405-146 What kind of investment will this be in this Budget Year? Operations and Maintenance If this investment supports homeland security, Indicate by corresponding number which homeland security mission area(s) this investment supports? Consistent with the integrated acquisition business OMB Short Description case 55 - All of the systems within this investment have Investment C&A Status been through a C&A Process and have been granted Full Authority to Operate Screening Questions BY08 What was the first budget year this investment was FY2001 or earlier submitted to OMB? Provide a brief summary and justification for this investment, including a brief description of how this closes in part or in whole an identified agency performance gap: This investment consists of the ICMS, Small Purchase/Electronic Data Interchange (SPEDI) and Program Office Interface (POI), which are legacy, custom-built software applications operated at multiple locations across the Agency. EPA requires goods and services provided by the private sector, ranging from computer equipment to emergency response and environmental cleanup services, to accomplish the Agency's mission. These systems automate business processes used by EPA acquisition personnel to acquire the needed goods and services and to manage the resulting contracts. POI is also used by EPA Program Office personnel and their contractors to manage contracts and exchange tasking information. The applications produce solicitations, contracts, purchase orders, contract modifications, and work orders/tasking documents. ICMS and SPEDI connect electronically to the Federal Procurement Data System - Next Generation (FPDS-NG) for real-time reporting of contract actions, as required by law. FPDS-NG is a component of the Integrated Acquisition Environment (IAE), one of 24 E-gov initiatives under the President's Management Agenda. ICMS also leverages other IAE components, such as the Central Contractor Registry (CCR), Federal Business Opportunities (FBO), Excluded Parties Listing System (EPLS), On-line Representations and Certifications (ORCA) and Wage Determinations On-Line (WDOL). The IAE components are shared systems, used by agencies across the government. ICMS is considered a back-office system, that supports internal business processes, uses IAE components appropriately, and provides information about EPA contracting activity, both internally and externally. Did the Agency's Executive/Investment Committee Yes approve this request? 1 of 21
  • ICMS BY2008 – President’s Budget If "yes," what was the date of this approval? 5/11/2006 Did the Project Manager review this Exhibit? Yes Contact information of Project Manager? Project Manager Name Madden, Judy Project Manager Phone Number 202-564-4327 Project Manager E-mail madden.judy@epa.gov Has the agency developed and/or promoted cost Yes effective, energy efficient and environmentally sustainable techniques or practices for this project. Will this investment include electronic assets (including Yes computers)? Is this investment for new construction or major retrofit No of a Federal building or facility? (answer applicable to non-IT assets only) If "yes," is an ESPC or UESC being used to help fund this investment? If "yes," will this investment meet sustainable design principles? If "yes," is it designed to be 30% more energy efficient than relevant code? Does this investment directly support one of the PMA Yes initiatives? Budget Performance Integration, Expanded E- If "yes," check all of the PMA initiatives that apply: Government, Financial Performance Does this investment support a program assessed using No the Program Assessment Rating Tool (PART)? (For more information about the PART, visit www.whitehouse.gov/omb/part.) Does this investment address a weakness found during the PART Review? If "yes," what is the name of the PARTed program? If "yes," what PART rating did it receive? Is this investment for information technology? Yes Expanded eGov: Utilizes a number of government- wide shared systems that comprise the Integrated Acquisition Environment (IAE), one of twenty-four eGov initiatives under the President's Management Agenda. Briefly describe how this asset directly supports the Budget Performance Integration: Provides visibility identified initiative(s)? for tracking funds obligated on contracts and budgetary aspects of contract performance. Financial Performance: Contributes to end-to-end visibility of financial information and contractor performance in support of Agency mission. IT Screening Questions BY08 If the answer to Question: "Is this investment for information technology?" was "Yes," complete this sub-section. If the answer is "No," do not answer this sub-section. What is the level of the IT Project? (per CIO Council PM Level 2 Guidance) What project management qualifications does the (1) Project manager has been validated as qualified Project Manager have? (per CIO Council's PM Guidance): for this investment Is this investment identified as "high risk" on the Q4 - Yes FY 2006 agency high risk report (per OMB's "high risk" memo)? Is this a financial management system? Yes If "yes", does this investment address a FFMIA Yes compliance area? If "yes," which FFMIA compliance area? Federal financial management systems requirements If "no," what does it address? If "yes," please identify the system name(s) and system acronym(s) as reported in the most recent financial systems inventory update required by Circular A-11 section 52 Integrated Contracts Management System (ICMS) Small Purchase / Electronic Data Interchange (SPEDI) 2 of 21
  • ICMS BY2008 – President’s Budget (The Program Office interface (POI) is NOT a financial management system and is NOT reported in the financail systems inventory.) Provide the Percentage Financial Management for the 5 budget year What is the percentage breakout for the total FY2008 100 funding request for the following? (This should total 100%) For budget year, what percentage of the total 15 investment is for hardware? For budget year, what percentage of the total 30 investment is for software? For budget year, what percentage of the total 55 investment is for services? For budget year, what percentage of the total investment is for other services? If this project produces information dissemination N/A products for the public, are these products published to the Internet in conformance with OMB Memorandum 05- 04 and included in your agency inventory, schedules and priorities? Contact information of individual responsible for privacy related questions: Privacy Officer Name Hutt, Judy Privacy Officer Phone Number 202-566-1668 Privacy Officer Title Agency Privacy Act Officer Privacy Officer E-mail hutt.judy@epa.gov Are the records produced by this investment Yes appropriately scheduled with the National Archives and Records Administration's approval? I.B: SUMMARY OF SPENDING BY08 Summary of Spending BY08 Provide the total estimated life-cycle cost for this investment by completing the following table. All amounts represent budget authority in millions, and are rounded to three decimal places. Federal personnel costs should be included only in the row designated "Government FTE Cost," and should be excluded from the amounts shown for "Planning," "Full Acquisition," and "Operation/Maintenance." The "TOTAL" estimated annual cost of the investment is the sum of costs for "Planning," "Full Acquisition," and "Operation/Maintenance." For Federal buildings and facilities, life-cycle costs should include long term energy, environmental, decommissioning, and/or restoration costs. The costs associated with the entire life-cycle of the investment should be included in this report. * Costs in SUMMARY OF SPENDING FOR PROJECT STAGES thousands PY - 1 BY + 4 PY CY BY BY + 1 BY + 2 BY + 3 and and Total 2006 2007 2008 2009 2010 2011 Earlier Beyond Planning Budgetary Resources 0 0 0 0 0 0 0 0 0 Outlays 0 0 0 0 0 0 0 0 0 Preliminary Design Budgetary 0 0 0 0 0 0 0 0 0 Resources Outlays 0 0 0 0 0 0 0 0 0 Contract Services Budgetary 0 0 0 0 0 0 0 0 0 Resources Outlays 0 0 0 0 0 0 0 0 0 Acquisition Budgetary Resources 0 0 0 0 0 0 0 0 0 Outlays 0 0 0 0 0 0 0 0 0 3 of 21
  • ICMS BY2008 – President’s Budget Development Budgetary 0 0 0 0 0 0 0 0 0 Resources Outlays 0 0 0 0 0 0 0 0 0 Government FTE Budgetary 0 0 0 0 0 0 0 0 0 Resources Outlays 0 0 0 0 0 0 0 0 0 Infrastructure Expenses Budgetary 0 0 0 0 0 0 0 0 0 Resources Outlays 0 0 0 0 0 0 0 0 0 Subtotal Planning & Acquisition Budgetary Resources 0 0 0 0 0 0 0 0 0 Outlays 0 0 0 0 0 0 0 0 0 Operations & Maintenance Budgetary Resources 10988 1900 1900 1900 0 0 0 0 Outlays 0 0 0 0 0 0 0 0 0 TOTAL Budgetary Resources 10988 1900 1900 1900 0 0 0 0 Outlays 0 0 0 0 0 0 0 0 0 Government FTE Costs Budgetary Resources 4030 1066 1119 1175 0 0 0 0 Planning Budgetary 0 0 0 0 0 0 0 0 0 Resources Acquisition Budgetary 0 0 0 0 0 0 0 0 0 Resources Maintenance Budgetary 4030 1066 1119 1175 0 0 Resources Note: For the cross-agency investments, this table should include all funding (both managing partner and partner agencies). Government FTE Costs should not be included as part of the TOTAL represented. Full Time Equivalents BY08 Use the following table to provide the number of Government Full Time Equivalents (FTE) represented by the Government FTE Costs in the Summary of Spending Table. Numbers should be entered in decimal format for each of the categories listed. FTE Table PY - PY - PY - PY - PY - PY - PY CY BY BY + BY + BY + BY + BY + BY + BY + BY + Total 6 5 4 3 2 1 2006 2007 2008 1 2 3 4 5 6 7 8 2000 2001 2002 2003 2004 2005 2009 2010 2011 2012 2013 2014 2015 2016 Financial 0.75 0.75 0.75 0.75 1.0 1.0 1.0 1.0 1.0 1.0 1.0 0 0 0 0 0 0 10 Management Security 0.50 0.50 0.50 0.50 0.60 0.60 0.60 0.60 0.60 0.60 0.60 0 0 0 0 0 0 6.2 Program 0.20 0.20 0.20 0.40 1.0 1.0 1.0 1.0 1.0 1.0 1.0 0 0 0 0 0 0 8 Management IT 1.0 1.0 1.0 1.0 3.0 3.0 3.0 3.0 3.0 3.0 3.0 0 0 0 0 0 0 25 Other 3.0 3.0 3.0 3.0 4.0 4.0 4.0 4.0 4.0 4.0 4.0 0 0 0 0 0 0 40 Total* 5.45 5.45 5.45 5.65 9.60 9.60 9.60 9.60 9.60 9.60 9.60 0 0 0 0 0 0 89.2 *This row represents the 'Number of FTE represented by cost' from Summary of Spending table and will 4 of 21
  • ICMS BY2008 – President’s Budget be sent to OMB. Funding Questions BY08 Will this project require the agency to hire additional No FTE's? How many and in what year? If the summary of spending has changed from the FY2007 President's budget request, briefly explain those changes. Provide the Percent Budget Formulation (BF) for the budget year Provide the Percent Budget Execution (BE) for the budget year Funding Sources BY08 * Costs in Funding Sources thousands FS Row PY - PY - PY - PY - PY - PY - PY CY BY BY + BY + BY + BY + BY + BY + BY + BY + Total Name: Type 6 5 4 3 2 1 2006 2007 2008 1 2 3 4 5 6 7 8 MAX 2000 2001 2002 2003 2004 2005 2009 2010 2011 2012 2013 2014 2015 2016 Code Total DME 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Yearly SS 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Budgets Total 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 5 of 21
  • ICMS BY2008 – President’s Budget I.C: ACQUISITION/CONTRACT STRATEGY BY08 Contract/Task Order Table BY08 Complete the table for all (including all non-Federal) contracts and/or task orders currently in place or planned for this investment. Total Value should include all option years for each contract. Contracts and/or task orders completed do not need to be included. Contract/Task Orders Table Row Contract or Type of Has the If so what Start date End date Total Is this an Is it Competitively What, if Is EVM in Does Name CO Contact Contracting If N/A, has Number Task Order Contract/ contract is the date of of Value of Interagency performance awarded? any, the the of CO information Officer the agency Number Task been of the Contract/ Contract/ Contract/ Acquisition? based? alternative contract? contract (phone/email) Certification determined Order awarded? award? If Task Task Task financing include Level the CO not, what Order Order Order option is the assigned has is the being required the planned used? security competencies award and and skills date? privacy necessary to clauses? support this acquisition? fixed labor Glass, 919-541-1344 / 1 EP05D001080 Yes 9/29/2005 10/1/2005 10/30/2006 312 Yes No Yes NA No Yes Level 3 rate Karen glass.karen@epa.gov fixed labor Glass, 919-541-1344 / 2 EP05D001206 Yes 9/28/2005 10/1/2005 9/30/2006 223 Yes No Yes NA No Yes Level 3 rate Karen glass.karen@epa.gov fixed labor Glass, 919-541-1344 / 3 EP06D000098 Yes 3/8/2006 3/8/2006 9/30/2007 1210 Yes No Yes NA No Yes Level 3 rate Karen glass.karen@epa.gov fixed labor Glass, 919-541-1344 / 4 EP06D0000125 Yes 12/29/2005 12/31/2005 9/30/2006 201 Yes No Yes NA No Yes Level 3 rate Karen glass.karen@epa.gov 6 of 21
  • ICMS BY2008 – President’s Budget Contract/Task Order Questions BY08 If earned value is not required or will not be a contract requirement for any of the contracts or task orders above, explain why: This investment is in the Steady State Phase (Operations and Maintenance) of the System Life Cycle. No additional development is anticipated for the ICMS investment during the remainder of its useful life. Do the contracts ensure Section 508 compliance? No The applications comprising the ICMS investment were developed in the early 1990s and are not 508 Explain why (508 Compliance)? compliant. EPA has determined that retrofitting these applications for 508 compliance would be cost prohibitive. Is there an acquisition plan which has been approved in Yes accordance with agency requirements? What is the date of your acquisition plan? 8/4/2005 If "no," will an acquisition plan be developed? If "no," briefly explain why: I.D: PERFORMANCE INFORMATION BY08 Performance Goals & Measures BY08 Agencies must use the Performance Goals and Measures Table below for reporting performance goals and measures for all non-IT investments and for existing IT investments that were initiated prior to FY 2005. The table can be extended to include measures for years beyond FY 2006. Performance Goals and Measures Fiscal Strategic Goal(s) Performance Actual/baseline Planned Performance Metric Year Supported Measure (from Previous Performance Metric Results (Actual) Year) (Target) 2003 Goal 10 Effective Add task order / POI can manage Number of COMPLETED. Task Management (old delivery order Work Assignment contracts managed order functionality strategic plan) functionality to contracts only in POI can increase has been added to POI. This is by 10 each year. POI. New task necessary because For each contract order contracts are contracts currently managed in POI, being managed in being managed in project officers can POI. POI are being save 10 to 15% of recompeted as their time task order compared to contracts. Also, managing with this contracts with functionality, POI spreadsheets and can be used to other mostly manage any EPA manual methods. contract. 2003 Goal 10 Effective Use vendor data EPA maintains its 100% utilization of PARTIALLY Management (old provided by the own vendor files in CCR vendor data COMPLETE. EPA is strategic plan) Central Contractor ICMS and SPEDI (Federal mandate). using CCR vendor Registry (CCR). Will save estimated data in ICMS at all CCR is part of the one-half FTE per locations and Integrated year across EPA SPEDI in Acquisition and improve data Washington DC. Environment (IAE), quality. Other SPEDI of the e-Gov locations will use initiatives under CCR vendor data the President's when the office's Management centralized Agenda. CCR computing benefits the vendor environment is community by fully implemented. providing a website for vendors to register 7 of 21
  • ICMS BY2008 – President’s Budget once to be able to do business with any federal agency and benefits agencies by providing accurate up-to-date vendor data supplied by the vendors themselves. 2004 Supports all 5 Centralize the EPA's acquisition Cost avoidance: PARTIALLY goals in EPA's applications to run applications are EPA will not have COMPLETE. EPA Strategic Plan: on host servers in distributed to replace the has migrated most Clean Air, Clean EPA's Office of systems, running regional Oracle of the regional and Safe Water, Acquisition on aging servers in application contracting offices Preserve and Management, regional offices. servers. to the centralized Restore the Land, providing remote EPA is in the environment. The Healthy access via process of remaining Communities and Terminal Services. migrating users of contracting offices Ecosystems, and (Technical the acquisition and laboratories Compliance and upgrade) applications to a will move to the Environmental centralized centralized Stewardship. environment. This environment in the project will be first quarter of completed in 2006. FY2007. 2005 Supports all 5 Submit detailed Small 100% of detailed COMPLETED. goals in EPA's information about purchase/simplified SPEDI actions will 100% of FY2005 Strategic Plan: these actions to acquisition data be submitted to SPEDI actions Clean Air, Clean FPDS-NG when the reported to FPDS FPDS-NG submitted and Safe Water, action is finalized. (the old Federal electronically when electronically to Preserve and This is an initiative Procurement Data action is finalized. FPDS-NG. FY2006 Restore the Land, of the Integrated System) in SPEDI actions are Healthy Acquisition summary form also submitted Communities and Environment (IAE), only. electronically at Ecosystems, and one of the 24 eGov time of award. Compliance and programs under Environmental the President's Stewardship. Management Agenda (PMA). This will increase visibility into EPA contract actions for external stakeholders. 2006 Supports all 5 Fully test the the Contingency and Successful COMPLETED. Initial goals in EPA's contingency and Disaster Recovery implementation of test of the Strategic Plan: disaster recovery Plans in draft and the alternate site contingency plan Clean Air, Clean plans, including not fully tested. and initial test of was conducted and Safe Water, implementation of the contingency August 15, 2006. Preserve and mirrored servers at plan during 2006. Restore the Land, an alternate site. Healthy Communities and Ecosystems, and Compliance and Environmental Stewardship. 2007 Supports all 5 Update Contingency and Successful testing goals in EPA's contingency, Disaster Recovery of alternate site Strategic Plan: disaster recovery plans developed including operating Clean Air, Clean and security plans. and tested in for 4 hours live and Safe Water, Conduct annual 2006. Incorporate from alternate site. Preserve and test of contingency results of initial Restore the Land, plan. test into plans and 8 of 21
  • ICMS BY2008 – President’s Budget Healthy retest. Communities and Ecosystems, and Compliance and Environmental Stewardship. 2007 Supports all 5 Maintain secure EPA's legacy Zero unauthorized goals in EPA's environment. No acquisition access to restricted Strategic Plan: deterioration in the systems are documents. Clean Air, Clean security of the scheduled for and Safe Water, production retirement in Preserve and environment. 2010. EPA must Restore the Land, maintain a secure Healthy environment for Communities and these applications Ecosystems, and as long as they Compliance and remain in Environmental production. Stewardship. 2008 Supports all 5 Maintain secure 6 identified Less than 2 actual goals in EPA's environment. No possible security violations. Strategic Plan: deterioration in the violations. 3 actual Clean Air, Clean security of the violations. and Safe Water, production Preserve and environment. This Restore the Land, will be measured Healthy thru number of Communities and security incidents Ecosystems, and shown in Compliance and automated Environmental auditing reports on Stewardship. the environment. 2008 Supports all 5 Increased 413 Help Desk Decrease in goals in EPA's knowledge and tickets on average average help desk Strategic Plan: understanding of in system during a tickets per month Clean Air, Clean the ICMs 30 day period. by 10%. and Safe Water, application. This Preserve and will be determined Restore the Land, via a decrease in Healthy the number of help Communities and desk tickets that Ecosystems, and are entered into Compliance and the Grouplink Environmental system in support Stewardship. of the acquistion applications. 2008 Supports all 5 Update 4 plans O plans up-to- 4 Up-to-date and goals in EPA's required for date. Contingency, approved Strategic Plan: information Disaster Recovery, Contingency Plan, Clean Air, Clean security. The plans GSS and Disaster Recovery and Safe Water, to be updated are Application Plan, GSS and Preserve and the contingency, security plans in Application Restore the Land, disaster recovery, place but out of Security plans to Healthy GSS and date due to change reflect terminal Communities and Application in environment. services Ecosystems, and security plans. consolidated Compliance and environment. Environmental Stewardship. 9 of 21
  • ICMS BY2008 – President’s Budget FEA Performance Reference Model (PRM) BY08 FEA PRM Fiscal Strategic Measurement Measurement Measurement Measurement Baseline Planned Actual Year Goal(s) Area Category Grouping Indicator Improvement Results Supported to the Baseline All new IT investments initiated for FY 2005 and beyond must use Table 2 and are required to use the Federal Enterprise Architecture (FEA) Performance Reference Model (PRM). Please use Table 2 and the PRM to identify the performance information pertaining to this major IT investment. Map all Measurement Indicators to the corresponding ""Measurement Area"" and ""Measurement Grouping"" identified in the PRM. There should be at least one Measurement Indicator for at least four different Measurement Areas (for each fiscal year). The PRM is available at www.egov.gov. I.E: SECURITY AND PRIVACY BY08 Costs & Risks BY08 In order to successfully address this area of the business case, each question below must be answered at the system/application level, not at a program or agency level. Systems supporting this investment on the planning and operational systems security tables should match the systems on the privacy table below. Systems on the Operational Security Table must be included on your agency FISMA system inventory and should be easily referenced in the inventory (i.e., should use the same name or identifier). All systems supporting and/or part of this investment should be included in the tables below, inclusive of both agency owned systems and contractor systems. For IT investments under development, security and privacy planning must proceed in parallel with the development of the system/s to ensure IT security and privacy requirements and costs are identified and incorporated into the overall lifecycle of the system/s. Please respond to the questions below and verify the system owner took the following actions: Have the IT security costs for the system(s) been Yes identified and integrated into the overall costs of the investment? Provide the Percentage IT Security for the budget year 5 Is identifying and assessing security and privacy risks a Yes part of the overall risk management effort for each system supporting or part of this investment. Security: Planning Systems BY08 Systems in Planning - Security Name of Agency/ or Contractor Operated Planned Operational Planned or Actual C&A System System? Date Completion Date Security: Operational Systems BY08 Operational Systems - Security Name of Agency/ or NIST FIPS Has C&A Date C&A What Date Date the System Contractor 199 Risk been Complete standards Complete(d): contingency Operated Impact Completed, were used Security plan tested System? level using NIST for the Control 800-37? Security Testing Controls tests? Integrated FIPS 200 / Government Contracts Moderate Yes 6/30/2005 NIST 800- 9/20/2006 8/15/2006 Only Management 53 10 of 21
  • ICMS BY2008 – President’s Budget System (ICMS) Program FIPS 200 / Office Government Moderate Yes 6/30/2005 NIST 800- 9/20/2006 8/15/2006 Interface Only 53 (POI) Small Purchase / FIPS 200 / Electronic Government Moderate Yes 6/30/2005 NIST 800- 9/20/2006 8/15/2006 Data Only 53 Interchange (SPEDI) Security: Weaknesses & Contractor Procedures BY08 Have any weaknesses, not yet remediated, related to Yes any of the systems part of or supporting this investment been identified by the agency or IG? If "yes," have those weaknesses been incorporated into Yes the agency's plan of action and milestone process? Indicate whether an increase in IT security funding is No requested to remediate IT security weaknesses? If "yes," specify the amount, provide a general description of the weakness, and explain how the funding request will remediate the weakness. How are contractor security procedures monitored, verified, and validated by the agency for the contractor systems above? Privacy: Planning & Operational Systems BY08 Planning & Operational Systems - Privacy Name of System Is this a Is there a Privacy Is the PIA Is a System of Was a new or new Impact Assessment available to the Records Notice amended SORN system? (PIA) that covers this public? (SORN) published in FY system? required for 06? this system? No, because a PIA No, because the Integrated is not yet system is not a Contracts No Yes. required to be No Privacy Act Management completed at this system of System (ICMS) time. records. No, because the No, because a PIA No, because the system does not is not yet system is not a Program Office No contain, process, or required to be No Privacy Act Interface (POI) transmit personal completed at this system of identifying information. time. records. No, because a PIA No, because the Small Purchase / is not yet system is not a Electronic Data No Yes. required to be No Privacy Act Interchange completed at this system of (SPEDI) time. records. I.F: ENTERPRISE ARCHITECTURE (EA) BY08 General EA Questions BY08 In order to successfully address this area of the business case and capital asset plan you must ensure the investment is included in the agency's EA and Capital Planning and Investment Control (CPIC) process, and is mapped to and supports the FEA. You must also ensure the business case demonstrates the relationship between the investment and the business, performance, data, services, application, and technology layers of the agency's 11 of 21
  • ICMS BY2008 – President’s Budget EA. Is this investment included in your agency's target No enterprise architecture? If "no," please explain why this investment is not included in your agency's target enterprise architecture? Is this investment included in the agency's EA Transition No Strategy? If "yes," provide the investment name as identified in the Transition Strategy provided in the agency's most recent annual EA Assessment. If "no," please explain why this investment is not included in the agency's EA Transition Strategy? ICMS is not included in EPA's most recent Transition Strategy and Sequencing Plan because that plan focused exclusively on investments in the Development, Modernization or Enhancement phase and the planned use of EPA's Central Service Components. FEA SRM BY08 Identify the service components funded by this major IT investment (e.g., knowledge management, content management, customer relationship management, etc.). Provide this information in the format of the following table. For detailed guidance regarding components, please refer to http://www.whitehouse.gov/omb/egov/. Service Component Reference Model (SRM) Table Agency Agency Service FEA SRM FEA SRM FEA Service FEA Internal BY Component Component Domain Service Type Component Component Service or Funding Name Description Reused Component External Percentage Name Reused Reuse? UPI ICMS & SPEDI link electronically ICMS & to FPDS-NG for SPEDI - submission of Report contract actions. contract FPDS-NG is a 023-30- actions to government- Back Office Data Data Data 01-02-01- the Federal wide reporting External 2 Services Management Exchange Exchange 0230-24- Procurement system and is a 405-143 Data System component of - Next the eGov Generation Integrated (FPDS-NG) Acquisition Environment (IAE). Office of Data Mart Acquisition includes ICMS Business No Management and SPEDI data Analytical Reporting Ad Hoc 7 Reuse (OAM) Data for consolidated Services Mart reporting Supports acquisition business process from generation of Request for Quotation (RFQ), Business Supply Ordering / No SPEDI creation of Management Chain 16 Purchasing Reuse Purchase Order, Services Management modification of Purchase Order, through close- out of Purchase Order. Supports Business Supply acquisition and No ICMS Management Chain Procurement 31 contract Reuse Services Management management 12 of 21
  • ICMS BY2008 – President’s Budget business processes, from creation of solicitation, contract award, contract modifications, through contract close-out. ICMS and SPEDI use vendor data provided by the government- wide Central 023-30- ICMS & Contractor Customer Partner Partner Customer 01-02-01- SPEDI - Registry (CCR), Relationship Relationship Relationship External 1 Services 0230-24- Vendor data an initiative of Management Management Management 405-143 the eGov Integrated Acquisition Environment (IAE). Solicitations created in ICMS & SPEDI are sent ICMS & to the Federal 023-30- SPEDI - Customer Partner Partner Business Customer 01-02-01- Public Relationship Relationship Relationship External 1 Opportunities Services 0230-24- posting of Management Management Management (FBO) for posting 405-143 solicitations on the publically- accessible FBO web site. Access to every contract in ICMS and purchase request/purchase ICMS & order in SPEDI is SPEDI - controlled by an Support Security Access No Access 5 internal Access Services Management Control Reuse Control Control List Process (ACL) unique to that specific contractual activity. Use existing SRM Components or identify as "NEW". A "NEW" component is one not already identified as a service component in the FEA SRM. A reused component is one being funded by another investment, but being used by this investment. Rather than answer yes or no, identify the reused service component funded by the other investment and identify the other investment using the Unique Project Identifier (UPI) code from the OMB Ex 300 or Ex 53 submission. 'Internal' reuse is within an agency. For example, one agency within a department is reusing a service component provided by another agency within the same department. 'External' reuse is one agency within a department reusing a service component provided by another agency in another department. A good example of this is an E-Gov initiative service being reused by multiple organizations across the federal government. Please provide the percentage of the BY requested funding amount used for each service component listed in the table. If external, provide the funding level transferred to another agency to pay for the service. FEA TRM BY08 To demonstrate how this major IT investment aligns with the FEA Technical Reference Model (TRM), please list the Service Areas, Categories, Standards, and Service Specifications supporting this IT investment. Technical Reference Model (TRM) Table FEA SRM FEA TRM Service FEA TRM Service FEA TRM Service Service Specification (i.e. 13 of 21
  • ICMS BY2008 – President’s Budget Component Area Category Standard vendor or product name) Ordering / Component Business Logic Platform Dependent Purchasing Framework Component Procurement Business Logic Platform Dependent Framework Partner Component Relationship Data Interchange Data Exchange Framework Management Partner Component Relationship Data Interchange Data Exchange Framework Management Component Data Reporting and Ad Hoc Framework Management Analysis Component Supporting Security Access Control Security Framework Services Service Access and Other Electronic Data Exchange Access Channels Delivery Channels Service Access and Other Electronic Data Exchange Access Channels Delivery Channels Service Access and Other Electronic Data Exchange Access Channels Delivery Channels Ordering / Service Access and Service Authentication / Purchasing Delivery Requirements Single Sign-on Service Access and Service Authentication / Procurement Delivery Requirements Single Sign-on Ordering / Service Access and Service Hosting Purchasing Delivery Requirements Service Access and Service Procurement Hosting Delivery Requirements Service Access and Service Legislative / Procurement Delivery Requirements Compliance Ordering / Service Access and Service Legislative / Purchasing Delivery Requirements Compliance Ordering / Service Access and Supporting Network Service Transport Purchasing Delivery Services Service Access and Supporting Network Procurement Service Transport Delivery Services Service Platform and Database / Procurement Database Infrastructure Storage Service Platform and Database / Procurement Database Infrastructure Storage Ordering / Service Platform and Database / Database Purchasing Infrastructure Storage Service Platform and Procurement Delivery Servers Application Servers Infrastructure Ordering / Service Platform and Delivery Servers Application Servers Purchasing Infrastructure Service Platform and Hardware / Local Area Network Procurement Infrastructure Infrastructure (LAN) Ordering / Service Platform and Hardware / Local Area Network Purchasing Infrastructure Infrastructure (LAN) Service Platform and Hardware / Procurement Peripherals Infrastructure Infrastructure Ordering / Service Platform and Hardware / Peripherals Purchasing Infrastructure Infrastructure Service Platform and Hardware / Servers / Procurement Infrastructure Infrastructure Computers 14 of 21
  • ICMS BY2008 – President’s Budget Ordering / Service Platform and Hardware / Servers / Purchasing Infrastructure Infrastructure Computers Ordering / Service Platform and Support Platform Dependent Purchasing Infrastructure Platforms Service Platform and Support Procurement Platform Dependent Infrastructure Platforms Service Components identified in the previous question should be entered in this column. Please enter multiple rows for FEA SRM Components supported by multiple TRM Service Specifications In the Service Specification field, Agencies should provide information on the specified technical standard or vendor product mapped to the FEA TRM Service Standard, including model or version numbers, as appropriate. Reuse & Information Sharing BY08 Will the application leverage existing components and/or Yes applications across the Government (i.e., FirstGov, Pay.Gov, etc)? If "yes," please describe how the application will leverage existing components and/or applications across the Government. This investment leverages existing components of the Integrated Acquisition Environment (IAE). IAE components used within the ICMS applications include the Central Contractor Registry (CCR), Federal Procurement Data System - Next Generation (FPDS-NG), Federal Business Opportunities (FBO), Excluded Parties Listing System (EPLS), Wage Determinations On-Line (WDOL), and Electronic Subcontractor Reporting System (eSRS). CCR is a government-wide database of vendor information, provided and maintained by the vendors. FPDS-NG is a government-wide database of all contract actions issued by all Federal agencies. EPA complies with the mandate to report all contract actions, above the threshold of $2500, to FPDS-NG upon award. FBO is a publically-accessible web site providing information on solicitations and other selected contracting-related activities. EPLS lists vendors that have been debarred from entering into contracts with the government. WDOL allows contracting officers to obtain wage information from the Department of Labor online. eSRS includes information on subcontracting activities related to government contracts and is maintained by the contractors themselves. Other IAE components, such as the National Institute of Health's past performance database, are used by EPA's contracting officers, but are not linked electronically to the ICMS applications. Does this investment provide the public with access to a No government automated information system? If "yes," does customer access require specific software (e.g., a specific web browser version)? If "yes," provide the specific product name(s) and version number(s) of the required software and the date when the public will be able to access this investment by any software (i.e. to ensure equitable and timely access of government information and services). FEA Primary Mapping BY08 FEA Primary Mapping Reference Model: BRM Management of Government Business Area: Resources Line of Business: Supply Chain Management Sub Function: Services Acquisition Mapping Code: 405146 II.A: ALTERNATIVES ANALYSIS BY08 Analysis Background BY08 Part II should be completed only for investments identified as "Planning" or "Full Acquisition," or "Mixed Life- Cycle" investments in response to Question 6 in Part I, Section A above. In selecting the best capital asset, you should identify and consider at least three viable alternatives, in addition to the current baseline, i.e., the status quo. Use OMB Circular A- 94 for all investments, and the Clinger Cohen Act of 1996 for IT investments, to determine the criteria you should use in your Benefit/Cost Analysis. Did you conduct an alternatives analysis for this project? If "yes," what is the date of the analysis? 15 of 21
  • ICMS BY2008 – President’s Budget If "no," what is the anticipated date this analysis will be completed? If no analysis is planned, please briefly explain why: Alternatives Table BY08 Use the results of your alternatives analysis to complete the following table: Alternatives Analysis Results Send to Alternative Description of Risk Adjusted Lifecycle Risk Adjusted Lifecycle OMB Analyzed Alternative Costs estimate Benefits estimate Selected Alternative BY08 Which alternative was selected by the Initiative Governance process and why was it chosen? What specific qualitative benefits will be realized? II.B: RISK MANAGEMENT BY08 Risk Management Plan BY08 You should have performed a risk assessment during the early planning and initial concept phase of this investment's life- cycle, developed a risk-adjusted life-cycle cost estimate and a plan to eliminate, mitigate or manage risk, and be actively managing risk throughout the investment's life-cycle. Does the investment have a Risk Management Plan? Yes What is the date of the risk management plan? 8/31/2004 Has the Risk Management Plan been significantly changed Yes since last year's submission to OMB? If "yes," describe any significant changes to the Risk Management Plan: If there currently is no risk plan, will a plan be developed? If "yes," what is the planned completion date of the risk plan? If "no," what is the strategy for managing the risks? Investment Risks BY08 Briefly describe how investment risks are reflected in the life cycle cost estimate and investment schedule: II.C: COST AND SCHEDULE PERFORMANCE BY08 Earned Value BY08 Does the earned value management system meet the criteria in ANSI/EIA Standard - 748? Answer the following questions about current cumulative cost and schedule performance. The numbers reported below should reflect current actual information. (Per OMB requirements Cost/Schedule Performance information should include both Government and Contractor Costs): What is the Planned Value (PV)? What is the Earned Value (EV)? What is the actual cost of work performed (AC)? What costs are included in the reported Cost/Schedule Contractor and Government Performance information (Government Only/Contractor Only/Both)? EVMS "As of" date: 1/1/1900 What is the calculated Schedule Performance Index (SPI = EV/PV)? What is the schedule variance (SV = EV-PV)? What is the calculated Cost Performance Index (CPI = EV/AC)? What is the cost variance (CV = EV-AC)? EVM is required only on DME portions of investments. For mixed lifecycle investments, O&M milestones should still be 16 of 21
  • ICMS BY2008 – President’s Budget included in the table (Comparison of Initial Baseline and Current Approved Baseline). This table should accurately reflect the milestones in the initial baseline, as well as milestones in the current baseline. Answer the following questions about the status of this investment. Include information on all appropriate capital assets supporting this investment except for assets in which the performance information is reported in a separate exhibit 300. Cost/Schedule Variance BY08 Is the CV% or SV% greater than 10%? (CV%= CV/EV x 100; SV%= SV/PV x 100) If "yes," was it the CV or SV or both? If "yes," explain the variance: If "yes," what corrective actions are being taken? What is the most current "Estimate at Completion"? Performance Baseline BY08 Have any significant changes been made to the baseline during the past fiscal year? Complete the following table to compare actual performance against the current performance baseline and to the initial performance baseline. In the Current Baseline section, for all milestones listed, you should provide both the baseline and actual completion dates (e.g., "03/23/2003"/ "04/28/2004") and the baseline and actual total costs (in $ Millions). In the event that a milestone is not found in both the initial and current baseline, leave the associated cells blank. Note that the 'Description of Milestone' and 'Percent Complete' fields are required. Indicate 0 for any milestone no longer active. If "yes," when was it approved by OMB? Comparison of Initial Baseline and Current Approved Baseline Current Initial Baseline Current Baseline Baseline Description Variance Milestone Percent of Number Planned Completion Complete Milestone Total Cost Total Cost Schedule Completion Date Cost (Estimated) (# days) Date Planned Actual Planned Actual Project III.A: RISK MANAGEMENT BY08 Risk Management Plan BY08 Part III should be completed only for investments identified as "Operation and Maintenance" (Steady State) in response to Question 6 in Part I, Section A above. You should have performed a risk assessment during the early planning and initial concept phase of this investment's life- cycle, developed a risk-adjusted life-cycle cost estimate and a plan to eliminate, mitigate or manage risk, and be actively managing risk throughout the investment's life-cycle. Does the investment have a Risk Management Plan? Yes What is the date of the risk management plan? 8/31/2004 Has the Risk Management Plan been significantly changed Yes since last year's submission to OMB? If "yes," describe any significant changes to the Risk Management Plan: If there currently is no risk plan, will a plan be developed? If "yes," what is the planned completion date of the risk plan? If "no," what is the strategy for managing the risks? III.B: COST AND SCHEDULE PERFORMANCE BY08 Operational Analysis BY08 Was operational analysis conducted? No If "yes," provide the date the operational analysis was completed. Please provide a brief summary of the operational analysis results. 17 of 21
  • ICMS BY2008 – President’s Budget If "no," please explain why it was not conducted and if there are any plans to conduct operational analysis in the future: Performance Baseline BY08 Complete the following table to compare actual cost performance against the planned cost performance baseline. Milestones reported may include specific individual scheduled preventative and predictable corrective maintenance activities, or may be the total of planned annual operation and maintenance efforts. What costs are included in the reported Cost/Schedule Contractor and Government Performance information (Government Only/Contractor Only/Both)? Comparison of Plan vs. Actual Performance Table Planned Actual Variance Milestone Description of Number Milestone Completion Total Completion Total Schedule (# Cost Date Cost Date Cost days) Annual Operationa & 1 09/30/2005 $2.660 09/30/2005 $2.660 0 $0.000 Maintenance Annual Operationa & 2 09/30/2006 $2.970 09/30/2006 $2.970 0 $0.000 Maintenance Annual Operations & 3 09/30/2007 $3.020 Maintenance Annual Operations & 4 09/30/2008 $3.080 Maintenance Project Totals 09/30/2010 09/30/2006 $5.630 IV.A: E-GOV AND LINES OF BUSINESS OVERSIGHT BY08 Partners BY08 Part IV should be completed only for investments identified as an E-Gov initiative or a Line of Business(LOB), i.e., selected the "E-Gov and LOB Oversight" choice in response to Question 6 in Part I, Section A above. Investments identified as "E-Gov and LOB Oversight" will complete only Parts I and IV of the exhibit 300. Multi-agency initiatives, such as E-Gov and LOB initiatives, should develop a joint exhibit 300. As a joint exhibit 300, please identify the agency stakeholders. Provide the partner agency and partner agency approval date for this joint exhibit 300. Stakeholder Table Partner Agency Name Partner Agency Joint Exhibit Approval Date Partnering Strategies BY08 Provide the partnering strategies you are implementing with the participating agencies and organizations. Identify all partner agency capital assets supporting the common solution; Managing Partner capital assets should also be included in this joint exhibit 300. These capital assets should be included in the Summary of Spending table of Part I, Section B. (Partner Agency Asset UPIs should also appear on the Partner Agency's exhibit 53) Partner Capital Assets within this Investment Partner Agency Name Partner Agency Partner Agency Asset Title Partner Agency Exhibit 53 UPI (BY2008) Partner Funding BY08 For jointly funded initiative activities, provide in the "Partner Funding Strategies Table": the name(s) of partner agencies; the UPI of the partner agency investments; and the partner agency contributions for CY and BY. Please indicate partner contribution amounts (in-kind contributions should also be included in this amount) and fee-for- service amounts. (Partner Agency Asset UPIs should also appear on the Partner Agency's exhibit 53. For non-IT fee-for-service amounts the Partner exhibit 53 UPI can be left blank) Partner Funding Strategies 18 of 21
  • ICMS BY2008 – President’s Budget Partner Partner Partner exhibit 53 CY CY Fee-for- BY BY Fee-for- Agency Name Agency UPI (BY2008) Contribution Service Contribution Service Analysis Background BY08 An Alternatives Analysis for E-Gov and LOB initiatives should also be obtained. At least three viable alternatives, in addition to the current baseline (i.e., the status quo), should be included in the joint exhibit 300. Use OMB Circular A-94 for all investments, and the Clinger Cohen Act of 1996 for IT investments, to determine the criteria you should use in your Benefit/Cost Analysis. Did you conduct an alternatives analysis for this project? If "yes," what is the date of the analysis? If "no," what is the anticipated date this analysis will be completed? If no analysis is planned, please briefly explain why: Alternatives Table BY08 Use the results of your alternatives analysis to complete the following table: Alternatives Analysis Results Send to Alternative Description of Risk Adjusted Lifecycle Risk Adjusted Lifecycle OMB Analyzed Alternative Costs estimate Benefits estimate Selected Alternative BY08 Which alternative was selected by the Initiative Governance process and why was it chosen? What specific qualitative benefits will be realized? Quantitative Benefits BY08 What specific quantitative benefits will be realized (using current dollars) Use the results of your alternatives analysis to complete the following table: Federal Quantitative Benefits Budgeted Cost Justification for Budgeted Cost Justification for Cost Avoidance Cost Avoidance Savings Savings PY - 6 0 0 2000 PY - 5 0 0 2001 PY - 4 0 0 2002 PY - 3 0 0 2003 PY - 2 0 0 2004 PY - 1 0 0 2005 PY 2006 0 0 CY 2007 0 0 BY 2008 0 0 BY + 1 0 0 2009 BY + 2 0 0 19 of 21
  • ICMS BY2008 – President’s Budget 2010 BY + 3 0 0 2011 BY + 4 0 0 2012 BY + 5 0 0 2013 BY + 6 0 0 2014 BY + 7 0 0 2015 BY + 8 0 0 2016 Total LLC 0 0 Benefit IV.B: RISK MANAGEMENT BY08 Risk Management Plan BY08 You should have performed a risk assessment during the early planning and initial concept phase of this investment's life-cycle, developed a risk-adjusted life-cycle cost estimate and a plan to eliminate, mitigate or manage risk, and be actively managing risk throughout the investment's life-cycle. Does the investment have a Risk Management Plan? Yes What is the date of the risk management plan? 8/31/2004 Has the Risk Management Plan been significantly changed since last Yes year's submission to OMB? If "yes," describe any significant changes to the Risk Management Plan: If there currently is no risk plan, will a plan be developed? If "yes," what is the planned completion date of the risk plan? If "no," what is the strategy for managing the risks? Investment Risks BY08 Briefly describe how investment risks are reflected in the life cycle cost estimate and investment schedule: IV.C: COST AND SCHEDULE PERFORMANCE BY08 Earned Value BY08 You should also periodically be measuring the performance of operational assets against the baseline established during the planning or full acquisition phase (i.e., operational analysis), and be properly operating and maintaining the asset to maximize its useful life. Operational analysis may identify the need to redesign or modify an asset by identifying previously undetected faults in design, construction, or installation/integration, highlighting whether actual operation and maintenance costs vary significantly from budgeted costs, or documenting that the asset is failing to meet program requirements. Are you using EVM to manage this investment? If "no," explain plans to implement EVM: Please provide a brief summary of the operational analysis results. This sub-sections questions are NOT applicable for capital assets with ONLY O&M Answer the following questions about current cumulative cost and schedule performance. The numbers reported below should reflect current actual information. (Per OMB requirements Cost/Schedule Performance information should include both Government and Contractor Costs): What costs are included in the reported Cost/Schedule Performance Contractor and Government information (Government Only/Contractor Only/Both)? EVMS "As of" date: 1/1/1900 What is the Planned Value (PV)? What is the Earned Value (EV)? What is the actual cost of work performed (AC)? 20 of 21
  • ICMS BY2008 – President’s Budget What is the calculated Schedule Performance Index (SPI = EV/PV)? What is the schedule variance (SV = EV-PV)? What is the calculated Cost Performance Index (CPI = EV/AC)? What is the cost variance (CV = EV-AC)? EVM is required only on DME portions of investments. For mixed lifecycle investments, O&M milestones should still be included in the table (Comparison of Initial Baseline and Current Approved Baseline). This table should accurately reflect the milestones in the initial baseline, as well as milestones in the current baseline. Does the earned value management system meet the criteria in ANSI/EIA Standard - 748? Cost/Schedule Variance BY08 Is the CV% or SV% greater than 10%? (CV%= CV/EV x 100; SV%= SV/PV x 100) If "yes," was it the CV or SV or both? If "yes," explain the variance: If "yes," what corrective actions are being taken? What is the most current "Estimate at Completion"? Performance Baseline BY08 Have any significant changes been made to the baseline during the past fiscal year? Complete the following table to compare actual performance against the current performance baseline and to the initial performance baseline. In the Current Baseline section, for all milestones listed, you should provide both the baseline and actual completion dates (e.g., "03/23/2003"/ "04/28/2004") and the baseline and actual total costs (in $ Millions). In the event that a milestone is not found in both the initial and current baseline, leave the associated cells blank. Note that the 'Description of Milestone' and 'Percent Complete' fields are required. Indicate 0 for any milestone no longer active. If "yes," when was it approved by OMB? Answer the following questions about the status of this investment. Include information on all appropriate capital assets supporting this investment except for assets in which the performance information is reported in a separate exhibit 300. Comparison of Initial Baseline and Current Approved Baseline (EGov) Current Initial Baseline Current Baseline Baseline Description Variance Agency Milestone Percent of Responsible Number Planned Completion Complete Milestone Total Cost Total Cost Schedule For Activity Completion Date Cost (Estimated) (# days) Date Planned Actual Planned Actual Project 21 of 21