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Agency Priority Goal Action Plan IT Modernization Goal Leaders: Karen Mummaw, Acting Chief Information Officer, Bureau of Information Resource Management Fiscal Year 2018, Quarter 3 Overview Goal Statement o Enhance user and mission efficiency by increasing the productivity, usability, security, and relevance of IT solutions supporting the Department. By September 30, 2019, the Department will establish a secure cloud-based platform to improve Information Technology (IT) service delivery by: implementing an Identity Management System (IDMS) solution for all Department systems, transitioning users to cloud collaboration platforms, closing redundant data centers, modernizing target architecture, and continuing to deploy wireless (Wi-Fi) Department wide. Challenge o Legacy systems pose investment and security risks and rely on increasingly costly and obsolete technologies; o Some IT investments do not benefit from full governance rigor, which may result in duplication, lack of strategic business and technical alignment, and investment risk. Opportunity o Provide single sign on for all users to access cloud-based and legacy systems/services; o Design systems to target architecture to mitigate security risks posed by legacy systems and enhance overall IT security performance; o Accelerate modernization of the Department’s technology services, closure of data centers, and offer improved access to business data through commercial cloud services, cloud-ready digital identities, and cloud provided foundational services (i.e. email, Wi-Fi and productivity tools); and o Restructure governance processes and IT portfolio (shifting an increased percentage to the budget from operations and maintenance (O&M) to development and modernization and enhancements (DM&E)). 2 Leadership Core Team: This IT Agency Priority Goal (APG) is a result of the Department’s IT Modernization initiative. Below is a high level organization representing the leadership support structure in place. Secretary Under Secretary of Management Chief Information Officer (CIO) Principal Deputy Chief Information Officer (PDCIO) Deputy CIO for Information Deputy CIO for Operations Deputy CIO for Foreign Operations Deputy CIO for Business Assurance Management & Planning Chief Information Security Officer (CISSO) Improve Enterprise Wide Data Improve Enterprise Wide Data Real Time Collaboration / Work Modernizing IT Systems & Service Accessibility & Security Accessibility, MDM, EMD, Anytime, Anywhere Delivery & & O/S & Domestic Wi-Fi, & Sourcing Governance Initiatives & IT Service Cloud Collaboration Platform Strategy Delivery Modernization Standard Security Controls for Cloud Platform 3 Key Milestones 1. 2. 3. Improve Enterprise-Wide Data Real Time Collaboration / Work Modernize IT Systems and Accessibility Anytime, Anywhere Service Delivery Right Data to the Right People Ecosystem to Support Mobility Ecosystem to Adapt to a Changing Workforce Identify a certified project manager Identify a certified project manager and submit Identify a certified project manager and submit and submit a complete IDMS business a complete business case to the eGov PMO for a complete business case to the eGov PMO for case to the eGovPMO - Q3 FY 2018 each of the projects below – Q3 FY 2018 each of the projects below – Q3 FY 2018 IDMS for Cloud and for Cloud Collaboration Platform Governance Initiatives & IT Services Delivery On-Premise Applications • Ensure all core functionality is available • Build IT Modernization focused EA • Use governance to identify and domestically and begin providing targeted roadmap – Q4 FY 2018 procure an appropriate IDMS services overseas – Q1 FY 2019 • Develop new Service Delivery governance solution – Q3 FY 2018 Overseas and Domestic Wi-Fi – A model – Q4 FY 2018 • Pilot cloud application access Foundational Enterprise Service • Develop a modernized Enterprise through IDMS – Q4 FY 2018 • Develop and launch a consolidated rollout Architecture (EA) program – Q4 FY 2018 strategy – Q1 FY 2019 • Upgrade service delivery governance • First production, on premise application access via IDMS – Q1 FY Mobile Device Management and Conversion processes and risk management 2019 Strategy – A Foundational Enterprise Service framework – Q2 FY 2019 • Use governance to modernize mobile • Upgrade IT portfolio investments and • Launch additional legacy and cloud device management – Q4 FY 2018 systems modernization using new EA and integration with IDMS – Q2 FY 2019 service delivery model – Q3 FY 2019 See pages 5-9 for detailed milestones for each subproject. 4 Summary of Progress – Q3 FY18 Improve Enterprise-Wide Data Accessibility Milestones Milestone Milestone Change from Key Milestones Due Date Status Last Quarter Comments IDMS – IRM/VMO Implement requirements Q1 FY18 Completed N/A gathering and analysis Identify a PM and submit IDMS Q3 FY18 Completed Yes The business case was business case to the eGov PMO submitted in January and the select phase package was submitted in June. Design IDMS solution and Q3 FY18 Completed Yes The solution and acquisition develop acquisition plan plan was submitted as part of the select phase package in June. Pilot cloud Q4 FY18 Planned N/A application/integration access through IDMS Solution First production, on premise Q1 FY19 Planned N/A application access via IDMS Expand legacy system integration Q2 FY19 Planned N/A with IDMS 5 Summary of Progress – Q3 FY18 Real Time Collaboration / Work Anytime, Anywhere Milestones Milestone Milestone Change from Key Milestones Due Date Status Last Quarter Comments Cloud Collaboration – IRM/OPS/SIO Implement requirements gathering Q1 FY18 Completed N/A and analysis Identify a PM and submit business Q3 FY18 In Process Yes A PM has been identified and the case to the eGov PMO business case is being developed and will be completed in Q4 FY18. Deploy collaboration capabilities to Q3 FY18 In Process Yes MS Office Online and Skype is targeted domestic and overseas available to 100% of Department locations, including Outlook Online, users, while 52% are using cloud- Skype, SharePoint Online, OneDrive based mail capabilities. Other Web, OneDrive Sync, InTune, and collaboration capabilities are still Office Online being deployed. Expand domestic and overseas cloud Q1 FY19 Planned N/A collaboration capabilities 6 Summary of Progress – Q3 FY18 Real Time Collaboration / Work Anytime, Anywhere Milestones - Milestone Milestone Change from Key Milestones Due Date Status Last Quarter Comments Overseas and Domestic Wi-Fi - IRM/FO Finalize pilot and develop plan Q1 FY18 Completed N/A Identify a PM and submit Wi-Fi Q3 FY18 In Process Yes A PM has been identified and the business case to the eGov PMO business case is being developed and will be completed in Q4 FY18. Identify target domestic and overseas Q3 FY18 Completed Yes 18 posts were identified for FY18 locations for Wi-Fi install / upgrades implementation. Deploy Wi-Fi to planned FY18 Q4 FY18 In Process Yes Kabul is the last post identified in locations FY18 to be completed. Currently being deployed. Expand domestic and overseas Wi-Fi Q1 FY19 Planned N/A Deployment 7 Summary of Progress – Q3 FY18 Real Time Collaboration / Work Anytime, Anywhere Milestones (Cont.) Milestone Milestone Change from Last Key Milestones Due Date Status Quarter Comments Mobile Device Management (MDM) and Conversion Strategy - IRM/OPS/MRA Implement requirements gathering Q1 FY18 Completed N/A and analysis Initiate pilot and develop plan Q2 FY18 Completed N/A Identify a PM and submit MDM Q3 FY18 Completed Yes business case to the eGov PMO Begin upgrade/modernization of MDM Q4 FY18 Planned N/A Solution Expand upgrade/modernize MDM Q2 FY19 Planned N/A Solution Retire Legacy MDMs Q4 FY19 Planned N/A 8 Summary of Progress – Q3 FY18 Modernize IT Systems and Service Delivery Milestones Milestone Milestone Change from Last Key Milestones Due Date Status Quarter Comments Governance Initiatives & IT Services Delivery - Enterprise Architecture Governance – IRM/BMP/OCA Implement requirements gathering Q1 FY18 Completed N/A and analysis Identify a PM and submit EA business Q3 FY18 In Process Yes A PM has been identified and the case to the eGov PMO business case is being developed and will be completed in Q4 FY18. Develop a modernized EA Program Q4 FY18 In Process Yes A project plan plus associated focused on services program budget and resources are being developed iteratively to generate the appropriate EA services. Build IT Modernization focused EA Q1 FY19 Planned N/A roadmap(s) Update IT portfolio investments and Q3 FY19 Planned N/A systems modernization using modernized EA 9 Summary of Progress – Q3 FY18 Modernize IT Systems and Service Delivery Milestones Milestone Milestone Change from Key Milestones Due Date Status Last Quarter Comments Governance Initiatives & IT Services Delivery - Service Delivery Governance – IRM/BMP/SPO/PM Implement requirements gathering and Q1 FY18 Completed N/A analysis Identify a PM and submit service delivery Q3 FY18 In Process N/A A PM has been identified and the business case to the eGov PMO business case is being developed and will be completed in Q4 FY18. Develop new Service Delivery Model Q4 FY18 In Process Yes Upgrade IT portfolio investments and Q3 FY19 Planned N/A systems modernization using new service delivery model 10 Key Indicators Forecast Forecast Indicator Baseline Target FY18 FY19 Improve Enterprise-Wide Data Accessibility Percentage of users that are leveraging the enterprise IDMS 0 116,000 0% 90% solution thus increasing efficiencies Real Time Collaboration / Work Anytime, Anywhere Percentage of employees transitioned to primary cloud 0 116,000 50% 90% collaboration platform. Percentage of domestic data centers that are closed due to 0 126 15% 30% efficiencies of the cloud. Percentage of Department domestic buildings and overseas posts 18 TBD 10% 30% that support Wi-Fi. Modernize IT Systems and Service Delivery Percentage of systems designed to the target architecture. 0 TBD 0% 20% 11 Data Accuracy and Reliability Data Source Accuracy & Reliability Project: IDMS Central digital ID Store The data source is highly reliable and current. Enterprise GAL There are three core data sources that are required for this effort. First, is the Project: Enterprise Global Address List (GAL) data source is highly reliable and current Anywhere/Anytime that will support user metrics. Second, the Data Center Optimization Initiative (DCOI) report is an annual report providing status about data center Enterprise GAL, DCOI consolidation. Lastly, the Bureau of Administration (A) & Bureau of Overseas Report, A & OBO Building Operations (OBO) provide data regarding building and facilities domestically and overseas. Each system is an accurate data source. Project: Optimized IT Governance & Service iMatrix provides an accurate representation of the approved enterprise Delivery systems within the Department. iMatrix 12 Additional Information Contributing Programs Organizations: o Bureau of Information Resource Management (IRM) Program Activities: o (1) Improve Enterprise-Wide Data Accessibility, (2) Real Time Collaboration / Work Anytime, Anywhere, and (3) Modernize IT Systems and Service Delivery Regulations: o E-Government Act (eGov), Federal IT Acquisition Reform Act (FITARA), Clinger-Cohen Act (CCA),and Modernizing Government Technology Act (MGT), Federal Information Security Management Act (FISMA) Policies: o 1 FAM 270, 5 FAM 820, 12 FAM 610, 5 FAM 910 Other Federal Activities: o Foreign Affairs Cloud Environment Technology (FACET), Foreign Affairs Network (FAN), Strategic Sourcing, Enterprise Mobile Management (EMM) Modernization Stakeholder / Congressional Consultations IRM regularly meets with OMB’s eGov office reporting on these and other IT modernization initiatives and upon request briefs Senate and House committees. 13
Agency Priority Goal Action Plan IT Modernization Goal Leaders: Karen Mummaw, Acting Chief Information Officer, Bureau of Information Resource Management Fiscal Year 2018, Quarter 3 Overview Goal Statement o Enhance user and mission efficiency by increasing the productivity, usability, security, and relevance of IT solutions supporting the Department. By September 30, 2019, the Department will establish a secure cloud-based platform to improve Information Technology (IT) service delivery by: implementing an Identity Management System (IDMS) solution for all Department systems, transitioning users to cloud collaboration platforms, closing redundant data centers, modernizing target architecture, and continuing to deploy wireless (Wi-Fi) Department wide. Challenge o Legacy systems pose investment and security risks and rely on increasingly costly and obsolete technologies; o Some IT investments do not benefit from full governance rigor, which may result in duplication, lack of strategic business and technical alignment, and investment risk. Opportunity o Provide single sign on for all users to access cloud-based and legacy systems/services; o Design systems to target architecture to mitigate security risks posed by legacy systems and enhance overall IT security performance; o Accelerate modernization of the Department’s technology services, closure of data centers, and offer improved access to business data through commercial cloud services, cloud-ready digital identities, and cloud provided foundational services (i.e. email, Wi-Fi and productivity tools); and o Restructure governance processes and IT portfolio (shifting an increased percentage to the budget from operations and maintenance (O&M) to development and modernization and enhancements (DM&E)). 2 Leadership Core Team: This IT Agency Priority Goal (APG) is a result of the Department’s IT Modernization initiative. Below is a high level organization representing the leadership support structure in place. Secretary Under Secretary of Management Chief Information Officer (CIO) Principal Deputy Chief Information Officer (PDCIO) Deputy CIO for Information Deputy CIO for Operations Deputy CIO for Foreign Operations Deputy CIO for Business Assurance Management & Planning Chief Information Security Officer (CISSO) Improve Enterprise Wide Data Improve Enterprise Wide Data Real Time Collaboration / Work Modernizing IT Systems & Service Accessibility & Security Accessibility, MDM, EMD, Anytime, Anywhere Delivery & & O/S & Domestic Wi-Fi, & Sourcing Governance Initiatives & IT Service Cloud Collaboration Platform Strategy Delivery Modernization Standard Security Controls for Cloud Platform 3 Key Milestones 1. 2. 3. Improve Enterprise-Wide Data Real Time Collaboration / Work Modernize IT Systems and Accessibility Anytime, Anywhere Service Delivery Right Data to the Right People Ecosystem to Support Mobility Ecosystem to Adapt to a Changing Workforce Identify a certified project manager Identify a certified project manager and submit Identify a certified project manager and submit and submit a complete IDMS business a complete business case to the eGov PMO for a complete business case to the eGov PMO for case to the eGovPMO - Q3 FY 2018 each of the projects below – Q3 FY 2018 each of the projects below – Q3 FY 2018 IDMS for Cloud and for Cloud Collaboration Platform Governance Initiatives & IT Services Delivery On-Premise Applications • Ensure all core functionality is available • Build IT Modernization focused EA • Use governance to identify and domestically and begin providing targeted roadmap – Q4 FY 2018 procure an appropriate IDMS services overseas – Q1 FY 2019 • Develop new Service Delivery governance solution – Q3 FY 2018 Overseas and Domestic Wi-Fi – A model – Q4 FY 2018 • Pilot cloud application access Foundational Enterprise Service • Develop a modernized Enterprise through IDMS – Q4 FY 2018 • Develop and launch a consolidated rollout Architecture (EA) program – Q4 FY 2018 strategy – Q1 FY 2019 • Upgrade service delivery governance • First production, on premise application access via IDMS – Q1 FY Mobile Device Management and Conversion processes and risk management 2019 Strategy – A Foundational Enterprise Service framework – Q2 FY 2019 • Use governance to modernize mobile • Upgrade IT portfolio investments and • Launch additional legacy and cloud device management – Q4 FY 2018 systems modernization using new EA and integration with IDMS – Q2 FY 2019 service delivery model – Q3 FY 2019 See pages 5-9 for detailed milestones for each subproject. 4 Summary of Progress – Q3 FY18 Improve Enterprise-Wide Data Accessibility Milestones Milestone Milestone Change from Key Milestones Due Date Status Last Quarter Comments IDMS – IRM/VMO Implement requirements Q1 FY18 Completed N/A gathering and analysis Identify a PM and submit IDMS Q3 FY18 Completed Yes The business case was business case to the eGov PMO submitted in January and the select phase package was submitted in June. Design IDMS solution and Q3 FY18 Completed Yes The solution and acquisition develop acquisition plan plan was submitted as part of the select phase package in June. Pilot cloud Q4 FY18 Planned N/A application/integration access through IDMS Solution First production, on premise Q1 FY19 Planned N/A application access via IDMS Expand legacy system integration Q2 FY19 Planned N/A with IDMS 5 Summary of Progress – Q3 FY18 Real Time Collaboration / Work Anytime, Anywhere Milestones Milestone Milestone Change from Key Milestones Due Date Status Last Quarter Comments Cloud Collaboration – IRM/OPS/SIO Implement requirements gathering Q1 FY18 Completed N/A and analysis Identify a PM and submit business Q3 FY18 In Process Yes A PM has been identified and the case to the eGov PMO business case is being developed and will be completed in Q4 FY18. Deploy collaboration capabilities to Q3 FY18 In Process Yes MS Office Online and Skype is targeted domestic and overseas available to 100% of Department locations, including Outlook Online, users, while 52% are using cloud- Skype, SharePoint Online, OneDrive based mail capabilities. Other Web, OneDrive Sync, InTune, and collaboration capabilities are still Office Online being deployed. Expand domestic and overseas cloud Q1 FY19 Planned N/A collaboration capabilities 6 Summary of Progress – Q3 FY18 Real Time Collaboration / Work Anytime, Anywhere Milestones - Milestone Milestone Change from Key Milestones Due Date Status Last Quarter Comments Overseas and Domestic Wi-Fi - IRM/FO Finalize pilot and develop plan Q1 FY18 Completed N/A Identify a PM and submit Wi-Fi Q3 FY18 In Process Yes A PM has been identified and the business case to the eGov PMO business case is being developed and will be completed in Q4 FY18. Identify target domestic and overseas Q3 FY18 Completed Yes 18 posts were identified for FY18 locations for Wi-Fi install / upgrades implementation. Deploy Wi-Fi to planned FY18 Q4 FY18 In Process Yes Kabul is the last post identified in locations FY18 to be completed. Currently being deployed. Expand domestic and overseas Wi-Fi Q1 FY19 Planned N/A Deployment 7 Summary of Progress – Q3 FY18 Real Time Collaboration / Work Anytime, Anywhere Milestones (Cont.) Milestone Milestone Change from Last Key Milestones Due Date Status Quarter Comments Mobile Device Management (MDM) and Conversion Strategy - IRM/OPS/MRA Implement requirements gathering Q1 FY18 Completed N/A and analysis Initiate pilot and develop plan Q2 FY18 Completed N/A Identify a PM and submit MDM Q3 FY18 Completed Yes business case to the eGov PMO Begin upgrade/modernization of MDM Q4 FY18 Planned N/A Solution Expand upgrade/modernize MDM Q2 FY19 Planned N/A Solution Retire Legacy MDMs Q4 FY19 Planned N/A 8 Summary of Progress – Q3 FY18 Modernize IT Systems and Service Delivery Milestones Milestone Milestone Change from Last Key Milestones Due Date Status Quarter Comments Governance Initiatives & IT Services Delivery - Enterprise Architecture Governance – IRM/BMP/OCA Implement requirements gathering Q1 FY18 Completed N/A and analysis Identify a PM and submit EA business Q3 FY18 In Process Yes A PM has been identified and the case to the eGov PMO business case is being developed and will be completed in Q4 FY18. Develop a modernized EA Program Q4 FY18 In Process Yes A project plan plus associated focused on services program budget and resources are being developed iteratively to generate the appropriate EA services. Build IT Modernization focused EA Q1 FY19 Planned N/A roadmap(s) Update IT portfolio investments and Q3 FY19 Planned N/A systems modernization using modernized EA 9 Summary of Progress – Q3 FY18 Modernize IT Systems and Service Delivery Milestones Milestone Milestone Change from Key Milestones Due Date Status Last Quarter Comments Governance Initiatives & IT Services Delivery - Service Delivery Governance – IRM/BMP/SPO/PM Implement requirements gathering and Q1 FY18 Completed N/A analysis Identify a PM and submit service delivery Q3 FY18 In Process N/A A PM has been identified and the business case to the eGov PMO business case is being developed and will be completed in Q4 FY18. Develop new Service Delivery Model Q4 FY18 In Process Yes Upgrade IT portfolio investments and Q3 FY19 Planned N/A systems modernization using new service delivery model 10 Key Indicators Forecast Forecast Indicator Baseline Target FY18 FY19 Improve Enterprise-Wide Data Accessibility Percentage of users that are leveraging the enterprise IDMS 0 116,000 0% 90% solution thus increasing efficiencies Real Time Collaboration / Work Anytime, Anywhere Percentage of employees transitioned to primary cloud 0 116,000 50% 90% collaboration platform. Percentage of domestic data centers that are closed due to 0 126 15% 30% efficiencies of the cloud. Percentage of Department domestic buildings and overseas posts 18 TBD 10% 30% that support Wi-Fi. Modernize IT Systems and Service Delivery Percentage of systems designed to the target architecture. 0 TBD 0% 20% 11 Data Accuracy and Reliability Data Source Accuracy & Reliability Project: IDMS Central digital ID Store The data source is highly reliable and current. Enterprise GAL There are three core data sources that are required for this effort. First, is the Project: Enterprise Global Address List (GAL) data source is highly reliable and current Anywhere/Anytime that will support user metrics. Second, the Data Center Optimization Initiative (DCOI) report is an annual report providing status about data center Enterprise GAL, DCOI consolidation. Lastly, the Bureau of Administration (A) & Bureau of Overseas Report, A & OBO Building Operations (OBO) provide data regarding building and facilities domestically and overseas. Each system is an accurate data source. Project: Optimized IT Governance & Service iMatrix provides an accurate representation of the approved enterprise Delivery systems within the Department. iMatrix 12 Additional Information Contributing Programs Organizations: o Bureau of Information Resource Management (IRM) Program Activities: o (1) Improve Enterprise-Wide Data Accessibility, (2) Real Time Collaboration / Work Anytime, Anywhere, and (3) Modernize IT Systems and Service Delivery Regulations: o E-Government Act (eGov), Federal IT Acquisition Reform Act (FITARA), Clinger-Cohen Act (CCA),and Modernizing Government Technology Act (MGT), Federal Information Security Management Act (FISMA) Policies: o 1 FAM 270, 5 FAM 820, 12 FAM 610, 5 FAM 910 Other Federal Activities: o Foreign Affairs Cloud Environment Technology (FACET), Foreign Affairs Network (FAN), Strategic Sourcing, Enterprise Mobile Management (EMM) Modernization Stakeholder / Congressional Consultations IRM regularly meets with OMB’s eGov office reporting on these and other IT modernization initiatives and upon request briefs Senate and House committees. 13