U.S. Department of Agriculture eGovernment Program July 24, 2002 eGovernment Working Group Meeting Chris Niedermayer, USDA eGovernment Executive

U.S. Department of Agriculture

eGovernment Program

July 24, 2002

eGovernment Working Group Meeting

Chris Niedermayer, USDA eGovernment Executive

2

U.S. Department of Agriculture eGovernment Program

Welcome

EITIRB Meeting Outcome & Business Case Update

Guest Speaker: USA Services Presidential Initiative

GPEA Update

Next Steps and Wrap-up

Q & A

Agenda

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EITIRB Meeting Outcome

• EITIRB meeting last week yielded positive results. The Board approved all 12 Smart Choices to move to the next phase of the investment management process.

• Staffing:

Each Agency must contribute staff resources over the next 60-90 days to advance the business cases to the select phase.

Requirements: Strategic Opportunities

1 business and 1 technical lead assigned from each agency (NTE 50% time requirement)

Requirements: eGovernment Enablers

Subject matter experts from impacted Agencies participate on business case development efforts (1-3 days/week)

• 1 Functional resource from each Agency and Staff Office (2-3 days/week)

• 1-6 Technical resources from each Agency and Staff Office (2-3 days/week)

To move forward in an integrated fashion and to utilize resources effectively, a single cross- Agency group will be created to assist the business case leads with all enablers. Requires:

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Funding

• FY 2002:

Strategic opportunities funding: Lead agency for each initiative will coordinate impacted agencies to fund next steps as budgets allow. Requires ceasing any single-agency approaches.

Enabling opportunities funding: Each mission area and Departmental Administration will contribute $90K to support next steps for enablers through FY 2002. This is a one-time approach.

• FY 2003: Executive Council to develop funding recommendations over the

summer, dependent upon results of initiatives’ next steps and FY 2003 appropriations.

• FY 2004: Smart choices will follow traditional investment management

process. Strategic initiatives likely to follow lead agency concept, and enablers may require a request for centralized funds.

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Business Cases: Next Steps

• Immediate next step is to move initiatives from Pre-Select to Select phase in the capital planning process.

Assign technical and business staff from each affected agency.

Business cases will require significant additional detail, including:

• Security and telecommunications plans• Additional cost-benefit analysis details (i.e., a cost-benefit analysis for each

alternative)• Additional technical detail and specifications for the chosen

solution/alternative

• A task order to support enablers through FY 2002 is in development. Intended to ensure integrated approach to implementing enablers Provides full-time contractor subject matter experts to assist enabler

teams to define business and technical requirements, analyze alternatives, identify recommended solutions, and develop implementation plan.

• Strategic teams are working to develop individual plans that advance those initiatives according to each case’s unique needs.

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Agenda

Welcome



GPEA Update


Q & A

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EGWG Briefing Topics

• Past Briefings: Universal Telecommunications Network (UTN) — February 13 Export.gov (Presidential Initiative) — February 20 eEligibility (Presidential Initiative) — February 27 Geospatial One Stop (Presidential Initiative) — March 13 Integrated Acquisition System (eProcurement) — March 13 Capital Planning and Investments (CPIC) — March 27 eTraining (Presidential Initiative) — April 9 eLoans (Presidential Initiative) — April 24 Smart Choice Candidate Business Cases – May 8 – June 19 Service Center eForms Demo – July 10

• Today’s Briefings: USA Services (Presidential Initiative) GPEA/Paperwork Reduction Act

• Planned Briefings: Additional USDA-related Presidential Initiatives Cyber Security Enterprise Architecture

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Guest Speaker

Presidential Initiative

Ron AndersonOCIO

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Vision Statement

“Simple and responsive access to government services for citizens”

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Goal and Objective

The goals of the USA Services Project include:

Goal 1:

Integrated multi-channel access that provides easy to use, complete, timely and secure service in support of individual needs. Objective 1: Deploy an integrated web and call center point of

service including email management systems managed by Office of Citizen Services (FirstGov and FCIC-Federal Consumer Information Center).

Objective 2: Implement a pilot routing/tracking solution for email messages from FirstGov to partner agencies.

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Goal and Objective

Goal 2:

Provide services to citizens in a manner that optimizes the timeliness and quality of response. Objective 1: Assess, relative to citizen needs, the existing CRM

(including e-mail) environment and systems and define government-wide citizen-focused response process optimized for timeliness and quality of response to incorporate privacy and security.

Objective 2: Develop and implement a pilot prototype for seamless multi-agency citizen service process (not just e-mail but an integrated case management system) with government accountability and opt-in tracking to connect government services.

Objective 3: Begin to roll out the integrated cross organization process by September 2003

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Today’s Situation

Managing Partners:

USA Service FirstGov General Services Administration

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Today’s Situation (Cont.)

Agency Partners:

Department of Agriculture

Department of Education

Department of Health & Human Services

• Center for Medicare Services

Department of Housing and Urban Development

Department of Labor

Department of Veterans Affairs

Federal Consumer Information Center

Federal Emergency Management Agency

Small Business Administration

Social Security Administration

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Today’s Situation (Cont.)

• Project Charter April 23, 2002

• Request from eGov Executive to eGov Executive Council for Use Case Information May 1, 2002 Food Safety & Inspection Service

• Constituent Listserv

• USDA Meat and Poultry Hotline E-mail

• Draft Work Plan Developed May 17, 2002

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How Did We Get Here?

USDA Meat and Poultry Hotline E-mail

To facilitate communication between the public and technical information specialists with expertise in safe food handling

To assess consumer reaction to media events, food safety emergencies, etc.

To improve response time for frequent requests, e.g., publication orders, through the use of electronic technology

To provide a feedback mechanism for visitors to the USDA Meat and Poultry Hotline Web pages

To supplement the information services currently offered by the USDA Meat and Poultry Hotline in its call center

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How Did We Get Here?

List Server

Provide information regarding FSIS policies, procedures, regulations, FSIS public meetings, Federal Register notices, press and recall releases via a free, e-mail subscription service (listserv). Constituency includes industry, trade, farm and consumer groups, academia, and other individuals.

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Where We Are Going

• Each agency to document their existing e-mail/call center process

• Each agency to document existing CRM process

• Each agency to document their existing interagency relationships (ex. How HHS hands off email/phone inquires to Medicare/Medicaid)

• Each agency to fill in gaps in their process

• Identification of IT tools that can (1) help each agency formalize and streamline their workflow and/or facititate interagency coordination, tracking, routing, maintaining/updating FAQ’s.

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In Summary

A citizen will be able to enter the USA Services system via any channel (beginning with web, e-mail, and telephone) and be connected quickly and easily to immediate services delivered by participating agencies. These services will include everything that the government provides, from routine information to financial and legal transactions to fully integrated case management.

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Agenda

Welcome



GPEA Update


Q & A

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The Government Paperwork Elimination Act of 1998 legislates that all federal agencies must transform their paper-based transactions to electronically based transactions by October 2003, to the extent practicable.

Old Interactions eInteractions

What is GPEA?

Allows citizens direct interaction electronically with the Federal government

Reduces burden on the public for information collection and processing

Functions as catalyst to ensure government takes advantage of benefits of electronic technologies Ensures electronic documents and signatures same “weight” as paper counterparts

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GPEA: One Element of eGovernment

• GPEA is not just about putting forms online; it’s about unifying and simplifying based on customer needs and improving program performance

• Strategic business cases each relate to a number of GPEA transactions

• Enabling business cases, particularly eAuthentication, will help USDA move toward GPEA compliance

• eGovernment Tactical Plans link initiatives to GPEA transactions

• New Exhibit 300 requires tying each investment to GPEA transactions and PRA information collections

President’s

ManagementAgenda

Freedom to E-FILE

Act

USDA eGovernment

Program

GovernmentPaperworkElimination

Act

President’s Management

Agenda

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GPEA Approach

• OCIO is incorporating the OMB GPEA reporting requirement into a larger effort to develop an “information value chain”

Phase I – collect GPEA implementation information required by OMB

Phase II – complete information value chain

• Kick-off meeting on August 5, 2002 for Agency eGov Working Group Members, GPEA Points of Contact, and the PRA Coordinators.

• The OCIO eGov/GPEA Team will meet one-on-one with each agency’s representatives to review the pre-populated spreadsheets.

• Agency representatives will work with the program staff to complete the data necessary for Phase I and II.

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GPEA Roles and Responsibilities

• eGov/GPEA Team (OCIO): Coordinate USDA’s response to the OMB reporting requirement on progress implementing GPEA. The team will work closely with the agency representatives to ensure responses are timely and data is accurate and complete.

• Full-time Mission Area Representatives: “Consult” with their assigned agencies to identify issues and facilitate their resolution. These individuals can also assist in communicating with program areas to obtain status information for implementing GPEA.

• eGovernment Working Group Member: Assist the GPEA Point of Contact in communicating the eGovernment “message” to agency staff and explaining the integration of GPEA into USDA’s overall eGovernment strategy.

• GPEA Point of Contact: Coordinate, in the short term, the compilation of data for their agency in accordance with the specified reporting requirements. In the long term, this person should continue to monitor agency progress during the remaining 15 month period leading up to the October, 2003 deadline.

• PRA Coordinator: Ensures agency compliance with the Paperwork Reduction Act (PRA). Accordingly, this person maintains hardcopy files of the information collection approval requests that have been submitted to OMB for each interaction with the public – the primary focus of GPEA.

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GPEA Timeline

July OctoberAugust September

July 18:

eGovernment Team Kickoff

Meeting

August 1:

Follow-up eGovernment Team Meeting

August 5:

Agency Kickoff Meeting

August 5-12:

Initial One-on-One Agency

Meetings

August 26:

Draft Agency Responses Due

August 30:

Final Agency Responses Due

September 9:

Final Report to OMB Due

October 11:

Final Agency Responses –

Phase II

September 26:

Draft Agency Responses –

Phase II

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Agenda

Welcome



GPEA Update


Q & A

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Next Steps & Wrap-up

• Coordinate with business case team members from your agency

• Attend upcoming Department-wide GPEA kickoff meeting with your

agency’s GPEA and PRA coordinators

• Host agency eGovernment steering committee meeting to update

members on business case progress, Presidential initiatives and GPEA

activities

• We continue to welcome your suggestions about additions to the eGovernment Web site

• Next EGWG meeting will be Wednesday, August 7, at 11 a.m. in 108-A

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Welcome

EITIRB Meeting Outcome


GPEA Update


Q & A

Agenda

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Questions and Answers

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Documents

U.S. Department of Agriculture eGovernment Program July 24, 2002 eGovernment Working Group Meeting Chris Niedermayer, USDA eGovernment Executive