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selectguide

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selectguide

     General Services Administration

    Select Phase Guide

    FY2011/BY2012 Guidance

    Office of the Chief Information Officer (OCIO)

    March 2010

    Version 4.0

    V4.0

    Document Change Record

    Version Date Description Guidance Major Changes to the Version Number

    1.0 16 JAN 2007 Version 1.0 Draft Initial publication of Draft

    Document Release

    1.0 8 FEB 2007 Version 1.0 Initial publication 2.0 29 FEB 2008 Version 2.0 Draft Updates to FY09-10 Select

    schedule; Updates to FY09-10 Document

    Select process; Changes to

    EBC Long form; Addition of

    EBC Short form

    2.0 19 MAR 2008 Version 2.0 Final Release

    3.0 12 MAR 2009 Version 3.0 Draft Updates to FY10-11 Select

    schedule; Updates to FY10-11 Document

    Select process

    3.0 30 MAR 2009 Version 3.0 Final Release

    4.0 12 MAR 2010 Version 4.0 Draft Updates to FY11-12 Select

    schedule; Updates to FY11-12 Document

    Select process

    2

    V4.0

    Section 1: Purpose and Background ...................................................................................... 4 Section 2: Select Phase Governance ...................................................................................... 4 Section 2.1: Select Phase Governance Information Flow/Roles and Responsibilities ...... 4 Section 3: Select Phase Process Guidelines ......................................................................... 5 Section 3.1: IT Initiative Review and Analysis...................................................................... 5 Section 3.2: Select Phase Process......................................................................................... 9 Section 3.3: Schedule of Activities ...................................................................................... 11 Appendix A: GSA Major IT Investments & OCIO Liaisons .................................................. 12 Appendix B: Acronym List ..................................................................................................... 13 Appendix C: Reference Materials .......................................................................................... 14 Appendix D: Recommended Scoring Criteria ...................................................................... 15 Appendix E: GSA FY2010/BY2010 IT Schedule 17

    3

Section 1: Purpose and Background

    The Clinger-Cohen Act of 1996 establishes a definitive framework for Information Technology (IT) investment management. The Act requires federal agencies to analyze the results achieved through IT initiatives and to introduce rigor and structure into how agencies select and manage their IT projects. The Clinger-Cohen Act lays out specific aspects of the process that agency heads must implement in order to maximize the value of their agency’s IT initiatives, and to assess, manage, and evaluate the risks of their IT acquisitions. In response to the Clinger-Cohen Act, GSA has developed and implemented an IT Investment Management Program (ITIM) that includes three distinct phases for the management of IT initiatives: Select, Control, and Evaluate. During the Select phase GSA (1) identifies and analyzes each project’s risks and returns before

    committing significant funds to any project and (2) selects projects for inclusion in the GSA IT Portfolio that will best support GSA’s mission and strategic goals.

    The primary Select process occurs annually when the Service and Staff Office (SSO) Initiative Review Boards and the GSA Portfolio Management Committee (PMC) and Information Technology Executive Council (ITEC) internally review, analyze, and recommend the IT initiatives to be included in the portfolio. This process directly contributes to the Agency’s budget request and submission process and results in the formulation of the IT

    Portfolio for the previous year (PY-2010), the current year (CY-2011), and the budget year (BY-2012). Section 2: Select Phase Governance

    The Select Phase governance provides the framework for decision-making and accountability required to ensure that IT initiatives meet the strategic and business objectives of the Agency in an efficient and effective manner. Three primary Agency-level Information Technology Investment Management (ITIM) review boards

    the PMC, the ITEC and the Business Systems Council (BSC)facilitate information flow, provide an Agency-

    level perspective to GSA’s IT initiative planning and management, and ensure compliance with the laws and

    guidance from Congress, the Office of Management and Budget (OMB), the Government Accountability Office (GAO), and the GSA Administrator’s guidance for FY2012 Performance Management Process (PMP) and the

    performance Budget Submission. In addition, GSA’s Senior Management Team reviews Select Phase

    recommendations and PMP results to select the annual IT Portfolio.

    Section 2.1: Select Phase Governance Information Flow/Roles and Responsibilities The GSA IT Select Phase includes technical oversight from the PMC and ITEC, as well as business oversight from the BSC. The various committees and roles are illustrated below:

    BSC MembersBSC MembersBSC MembersBSC Select Phase Roles & ResponsibilitiesBSC Select Phase Roles & ResponsibilitiesBSC Select Phase Roles & ResponsibilitiesBusiness Business Business Business Deputy AdministratorDeputy AdministratorDeputy Administrator Review and approve IT Portfolio for Senior Management Team decisionReview and approve IT Portfolio for Senior Management Team decisionReview and approve IT Portfolio for Senior Management Team decisionGSA Chief Information OfficerGSA Chief Information OfficerGSA Chief Information OfficerSystems Systems Systems Systems Ensure Strategic Alignment of IT InitiativesEnsure Strategic Alignment of IT InitiativesEnsure Strategic Alignment of IT InitiativesGSA Chief Financial OfficerGSA Chief Financial OfficerGSA Chief Financial OfficerCouncilCouncilCouncilCouncilCommunicate BSC decisions to the appropriate stakeholdersCommunicate BSC decisions to the appropriate stakeholdersCommunicate BSC decisions to the appropriate stakeholders GSA Chief Human Capital OfficerGSA Chief Human Capital OfficerGSA Chief Human Capital OfficerAssociate Administrator of Government-wide PolicyAssociate Administrator of Government-wide PolicyAssociate Administrator of Government-wide Policy(BSC)(BSC)(BSC)(BSC)Heads of SSOHeads of SSOHeads of SSOsss

    ITEC Select Phase Roles & ResponsibilitiesITEC MembersITEC MembersITEC Select Phase Roles & ResponsibilitiesGSA Chief Information OfficerGSA Chief Information OfficerReview and approve IT PortfolioReview and approve IT Portfolio PBS Chief Information OfficerPBS Chief Information OfficerDevelop recommendation for BSCDevelop recommendation for BSCIT Executive IT Executive IT Executive FAS Chief Information OfficerFAS Chief Information OfficerCommunicate ITEC recommendations to the appropriate stakeholdersCommunicate ITEC recommendations to the appropriate stakeholders OCHCO Director of Office of Information Management OCHCO Director of Office of Information Management CouncilCouncilCouncilOCFO Director of Office of Financial Management SystemsOCFO Director of Office of Financial Management SystemsOGP Deputy Associate Administrator of Office of OGP Deputy Associate Administrator of Office of (ITEC)(ITEC)(ITEC) Technology and PolicyTechnology and PolicyOCSC Deputy Associate AdministratorOCSC Deputy Associate Administrator

    PMC Committee MembersPMC Committee MembersPMC Select Phase Roles & ResponsibilitiesPMC Select Phase Roles & ResponsibilitiesOCIO Director of Enterprise Management ServicesOCIO Director of Enterprise Management ServicesEstablish Select Phase policy and requirementsEstablish Select Phase policy and requirements Portfolio Portfolio Portfolio OCFO RepresentativeOCFO RepresentativeReview SSO IT Portfolios and recommendationsReview SSO IT Portfolios and recommendationsFAS RepresentativeFAS RepresentativeManagement Management Management Conduct analysis on GSA IT PortfolioConduct analysis on GSA IT PortfolioPBS RepresentativePBS Representative CommitteeCommitteeCommitteeDevelop recommendation for ITECDevelop recommendation for ITECOCHCO RepresentativeOCHCO RepresentativeCommunicate PMC decisions to the appropriate stakeholdersCommunicate PMC decisions to the appropriate stakeholdersOGP RepresentativeOGP Representative(PMC)(PMC)(PMC)OCSC RepresentativeOCSC Representative

     Participating SSOsParticipating SSOsSSO Select Phase Roles & ResponsibilitiesSSO Select Phase Roles & ResponsibilitiesOffice of the Chief Information OfficerOffice of the Chief Information OfficerEstablish and follow internal Select Phase processes and guidelinesEstablish and follow internal Select Phase processes and guidelinesOffice of the Chief Financial OfficerOffice of the Chief Financial Officer Adhere to GSA OCIO requirements for selecting, assessing, and Adhere to GSA OCIO requirements for selecting, assessing, and Office of the Chief Human Capital OfficerOffice of the Chief Human Capital Officerprioritizing IT initiativesprioritizing IT initiativesOffice of Government-wide PolicyOffice of Government-wide PolicyService and Service and Conduct analysis on SSO IT PortfolioConduct analysis on SSO IT Portfolio Office of Citizen Services and CommunicationOffice of Citizen Services and CommunicationPresent findings and recommendations to the PMCPresent findings and recommendations to the PMCStaff OfficesStaff OfficesFederal Acquisition ServiceFederal Acquisition ServiceCommunicate SSO recommendations to the appropriate stakeholdersCommunicate SSO recommendations to the appropriate stakeholdersPublic Buildings ServicePublic Buildings Service(SSOs)(SSOs) Office of Emergency Response and RecoveryOffice of Emergency Response and RecoveryOffice of the Inspector GeneralOffice of the Inspector General