electronic capital planning and investment control (ecpic) business use case may 2014 1
TRANSCRIPT
Table of Contents Overview Solutions for Meeting CPIC Process Challenges
Pre-Select Select Control Evaluate
Implementation Support
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Using eCPIC to support Agency CPIC processes
Overview:– To support the broader use of eCPIC by FESCOM agencies, the eCPIC PMO has
developed a business use case to demonstrate how the eCPIC tool can support agency internal governance, CPIC process requirements, and organizational IT portfolio management.
Purpose:– The purpose of this business use case is to demonstrate how eCPIC can be leveraged
to support agency IT portfolio management processes, with specific focus on the traditional CPIC phases of Pre-Select, Select, Control, and Evaluate.
Objective:– The objective is to provide agency examples of how specific eCPIC functionality can
be utilized to improve agency CPIC processes across the full life cycle.
eCPIC Functionality IntegrationO
bje
ctiv
eS
amp
le
Ag
ency
Act
ivit
ies
Assess value of new initiative and how it fits into the overall IT portfolio .
1. Submitting New Proposals
2. Reviewing Proposals
Annual prioritization of investments in portfolio to address changing strategic needs and delivery constraints.
1. Submitting Requests for Funding
2. Updating Business Cases
3. Business Case Scoring4. Preparing for Budget
Hearings
Ongoing monitoring of investments to assess whether mechanisms are in place to deliver intended benefits.
1. Monthly CIO Assessment
2. Monthly IT Dashboard Updates
3. Quarterly Performance Reviews
Deep dive assessment to determine whether intended benefits (value) are achieved or are on-track to be achieved.
1. Operational Analysis2. Post-Implementation
Review3. Annual Portfolio Review4. PortfolioStat
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eCP
IC
Fu
nct
ion
alit
y
Custom Processes/Data Fields
EDX Reporting Dependency Mapper Automated Workflows
EDX Reporting Custom Processes/Data
Fields Portfolio Graphing Scoring Consolidated Business
Cases
EDX Reporting Scoring Custom Processes/Data
Fields Earned Value Management Resource Library PBCRs
Custom Processes/Data Fields
EDX Reporting Portfolio Dashboards Scoring
Table of Contents Overview Solutions for Meeting CPIC Process Challenges
Pre-Select Project Proposal Submission Managing and Documenting New Proposals
Select Control Evaluate
Implementation Support
Pre-Select: Analyzing New IT Investment Options
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How can eCPIC enhance your Pre-Select process? Provide business leaders a mechanism to submit investment proposals based upon standard approved templates,
customizable to meet an agency’s specific requirements. Normalize data entry from the beginning of the investment lifecycle for use through future CPIC phases. Control the flow of tasks to monitor progress so that nothing is overlooked or lost in the process. Generate audience-specific reports through EDX templates that can instantly provide analytics and pertinent
information formatted to meet your agency’s needs.
ObjectiveAssess value of new
initiative and how it fits into the overall IT portfolio.
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Project Proposal Submission
Agency Challenge:
Centralizing where and standardizing how new proposals for IT Projects are submitted for funding consideration.
eCPIC Solution: Agencies can define the information that all new IT projects must provide to ensure a thorough review can be
conducted. Requirements can be built out as custom fields within eCPIC. These custom fields can be organized into a unique
process that users can access to input their proposal data. Project proposal information is stored in a central location, and all users will have access to identify the essential
elements required to move their proposal forward for review. The Dependency Mapper tool can help proposal submitters illustrate how their proposal will affect other
investments within the agency.
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Dependency Mapper The Dependency Mapper functionality allows investment and project managers to define the inter-dependencies
that exist between investments both internal and external to the agency. Fields are provided to define the dependency, as well as a visualization tool that maps out the investment
relationships.
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Managing and Documenting New Proposals
Agency Challenge:
Ensuring that all new proposals are reviewed by the OCIO and feedback is returned to the proposal submitter.
eCPIC Solution: Moving tasks through eCPIC is simplified and streamlined through the use of triggers, workflows, and event
subscriptions. Users can be notified when certain events occur, and even be instructed on the next task that is required in the
process. Administrators can audit these workflows to determine what step the users are currently on to ensure that
nothing is overlooked or lost through the course of the review process.
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Automated Workflows Automated workflows can help users and administrators manage tasks required to complete CPIC processes. Workflows notify users via email when they have been assigned a new task in the defined process. System
administrators can define the triggers that are used to commence a workflow, or they can manually execute the workflow themselves.
At NGA, for example, workflows are set up to automate their business case scoring process. When a business case is ready to be scored, a notification is sent out to all of the users who are responsible for scoring. When they have finished, the scorers certify the task as completed, moving the process along to the next step.
Pre-SelectPre-Select SelectSelect ControlControl EvaluateEvaluate
Table of Contents Overview Solutions for Meeting CPIC Process Challenges
Pre-Select Select
Funding Request Submission Updating Business Cases Investment Scoring Preparing for Budget Hearings
Control Evaluate
Implementation Support
How can eCPIC enhance your Select process? Provide a standardized template for submitting funding requests and updating business cases. Control access to certain data fields for specific users. Notify users of new tasks and activities assigned to them throughout the system. Create custom scorecards and scoresheets that can accommodate a variety of different scoring strategies. Export all data fields and scoring fields to custom templates that can be used for data analytics, presentations to
leadership, or budget hearings. Bulk import of approved funding data.
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Select: Finalizing Components of the IT Portfolio
ObjectiveAnnual prioritization of
investments in portfolio to address changing strategic
needs and delivery constraints.
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Funding Request Submission
Agency Challenge:
Providing system owners and project managers a central location and standard template for submitting yearly funding requests.
eCPIC Solution: Build custom templates that can easily be used for submissions and data calls. Custom fields allow agencies the flexibility to adhere to internal requirements, as well as meeting the
requirements of OMB. All custom fields can be included in standard eCPIC reports and EDX reporting. The workflow capability can help investment owners manage the tasks required to complete the submission of a
funding request.
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USACE IT Funding Request The USACE IT Funding Request is a custom process that allows users to request funding for the current budget
cycle. The process also allows users to request additional funding beyond their current appropriations and provide
justification for those funds.
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EPA 100 The EPA 100 is a custom process that allows investment or project managers to submit their budgetary resource
needs for the budget year for new and existing investments. The process allows new proposals to be defined and funding levels to be proposed in preparation for the
upcoming year’s budget cycle.
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Updating Business Cases
Agency Challenge:
Allowing system owners and project managers to access the information from prior year funding justifications and update this justification for the upcoming funding request.
eCPIC Solution: Agencies can utilize OMB required fields and their own custom fields to create a business case template that can
be updated for the Select process, then revisited throughout the year as necessary. Access control capabilities in eCPIC allow agency administrators to control how users view the information to
preserve data integrity. The EDX import functionality provides the capability to make bulk updates to data across multiple investments.
This can be utilized for almost every data field in eCPIC, including the Lifecycle Costs table. Consolidated Business Cases allow for agencies to roll data up from child investments to parent investments to
easily consolidate data for submission.
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NASA Summary Investment Business Case (SIBC) The NASA SIBC Process is used to roll up financial and analytical data from child investments into the Ex. 53 and Ex.
300. It is used to pull in IT information from disparate program offices across the agency to a centralized location, and to
aid in the process of categorizing commodity IT.
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HUD Funding EDX Template The HUD Funding EDX Template is used to first export the Life Cycle Cost and Funding Source numbers into MS
Excel, then import the updated numbers back into eCPIC for all major and non-major investments. It also contains a comparison tab that will show any discrepancies between the two tables for any given
investment.
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Consolidated Business Cases Consolidated Business Cases (CBC) provide the capability to establish parent/child relationships between
investments to help manage the structure of the agency IT portfolio. Data is automatically or manually rolled up from child investments to parent investments based upon the data that
is being edited. CBC functionality allows for streamlined investment editing and can ultimately make it easier for agencies to
manage the data of their investments and construct an effective business case.
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Investment Scoring
Agency Challenge:
Centralizing scorecards and score sheets in a single location, and controlling access to scoring fields based on scorer expertise.
eCPIC Solution: eCPIC has several capabilities to accommodate both basic and advanced scoring methodologies: Within the Scoring Module, administrators can create custom scorecards and scoresheets for basic scoring
activities. These scorecards can then be accessed while in the Investments Module to allow users to view the data that they are scoring at the same time.
For more advanced scoring, a custom scoring process can be built directly into the Investments Module. This approach allows for more control over access to scoring fields, but limits the reporting to the EDX export functionality.
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Business Case Scoring Process One FESCOM agency utilizes a Business Case Scoring Process that is a set of custom processes allowing subject
matter experts in multiple different areas to access and score an investment business case. A set of EDX reports is then run off of the responses to provide an overall scoring summary of the investment.
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USACE IT Investment Evaluation Scorecard The USACE IT Investment Evaluation Scorecard is a custom process that provides a template for scoring an
investment based on a large set of criteria and categories. The process includes all of the pertinent background information on the requirement, required documents, and
scoring criteria.
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Preparing for Budget Hearings
Agency Challenge:
Presenting the necessary analytics and justification in a professional way to make a strong argument for the proposed portfolio and funding levels to governance boards and senior leadership.
eCPIC Solution: EDX reporting capabilities allow users to produce tailored, formatted, and reproducible reports quickly and easily
for all items in the IT portfolio. EDX can be leveraged for all data fields in eCPIC, including all custom fields that agencies define.
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DOC Exhibit 53 Analysis Report The DOC Exhibit 53 Analysis Report is an EDX report that is run off the full portfolio of IT investments. It provides
analytics in the form of charts and tables to allow senior leadership and governance boards to make decisions on the composition of the portfolio.
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Table of Contents Overview Solutions for Meeting CPIC Process Challenges
Pre-Select Select Control
Developing CIO Ratings Managing Baseline Changes Quarterly Performance Reviews
Evaluate Implementation Support
Control: Monitoring Investment Health
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How can eCPIC enhance your Control process? Provide custom views of monthly update data for enhanced CIO assessment capabilities. Maintain the current performance information for all investments. Manage baseline changes to the Federal IT Dashboard. Assist with the periodic performance reviews of the IT portfolio. Prepare materials for TechStats and/or corrective action planning sessions.
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ObjectiveOngoing monitoring of investments to assess
whether mechanisms are in place to deliver
intended benefits.
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Developing CIO Ratings
Agency Challenge:
Creating an informative, repeatable assessment process for determining the CIO’s monthly rating of investment health.
eCPIC Solution: Using a combination of the monthly fields that are updated by project managers and agency-defined fields,
administrators can set up a custom process for assessors to view all pertinent investment data and provide an informed rating.
The Project Summary capability provides an in-depth calculation of EVM factors for easily assessing project health. Multiple assessors can view and score an investment without interfering with each other’s work using the access
control capabilities in eCPIC.
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OPM Self-Assessment The OPM Self-Assessment process is a set of questions built out in eCPIC for project managers to provide a
monthly assessment of project health to the CIO for review. The process includes the five OMB assessment factors for the CIO rating, as well as seven OPM-specific factors
defined by the CIO.
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GSA Control Review Scorecard The GSA Control Review Scorecard is a custom process that is used to make recommendations on investment
health to the CIO for the monthly update. It utilizes custom GSA fields that populate an EDX report. Calculations built into the report determine the
recommended rating.
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Managing Baseline Changes
Agency Challenge:
Controlling changes in project or system baselines to manage performance over time.
eCPIC Solution: The Performance Baseline Change Request (PBCR) functionality allows administrators to choose which fields in the
Project Activities table are editable, and they can require project managers to submit a request for changes to any other field.
There are built-in triggers and workflows surrounding the PBCR process in eCPIC that will notify users and administrators when they have received a new task in the process.
Investment revisions allow administrators to save a read-only copy of the investment to compare against future versions.
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Performance Baseline Change Request (PBCR) Process The PBCR Process is a control mechanism for agencies to manage changes to the Project Activities table in eCPIC. PBCRs allow users to submit proposed changes to administrators with justifications that can be exported and
presented to leadership for approval. At most agencies, PBCRs fit into a larger Baseline Management process. At OPM, for example, all proposed
changes from a PBCR are rigorously reviewed and compared against official BCR forms and data in the Primavera system.
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Quarterly Performance Reviews
Agency Challenge:
Obtain the necessary information from investment and project teams to perform an informed evaluation of quarterly investment/project performance.
eCPIC Solution: The annual and monthly investment data required by OMB for submission to the IT Dashboard provides a strong
foundation for a quarterly control review, and the system has the capability to quickly and easily export this data in a meaningful way using the EDX functionality.
Agencies can define their own data fields specifically for control reviews to supplement the data already provided in the Ex. 300B.
Custom processes for scoring and the Scoring Module allow for an investment evaluation to be performed directly in the system to maintain a central location for all control activities.
The Resource Library can be utilized for storing documents required for quarterly evaluation of investment or project performance.
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DOC Action Flag Report The DOC Action Flag Report is a custom EDX report that leverages existing Ex. 300 data to inform Investment
Managers of any issues with investment performance. These reports can be used for Quarterly Control Reviews and/or Monthly CIO Rating Evaluations.
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Quarterly Control Review Process One FESCOM agency has implemented a Quarterly Control Review Process in the investments module for use by
investment managers as a place to input data for the OCIO to perform a quarterly review to determine the health of the investment.
The process requires much more detailed investment data than the basic information provided to OMB in the Ex. 300, and can be performed on all major or non-major investments in the portfolio.
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Resource Library The eCPIC Resource Library is a document repository with a customizable structure for agencies to use for storing
investment and project level artifacts required for reviews or submissions. The structure can be built as basic or as complex as is required to meet an agency’s needs. It can be utilized across
many eCPIC processes.
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Table of Contents Overview Solutions for Meeting CPIC Process Challenges
Pre-Select Select Control Evaluate
Operational Analysis/Post-Implementation Review Annual Portfolio Review PortfolioStat
Implementation Support
Evaluate: Value Assessment of the IT Portfolio
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How can eCPIC enhance your Evaluate process? Maintain custom processes for data gathering and analysis to assist with Post-Implementation Reviews (PIR),
Operational Analyses, and PortfolioStat sessions. Allow agencies to revise investments to compare end results against initial objectives and goals, and to compare
year-to-year performance across the IT portfolio. Extract data across a variety of data fields to produce annual reports for analysis on the overall value achieved
from the portfolio.
ObjectiveDeep dive assessment to
determine whether intended benefits (value) are achieved or are on-
track to be achieved.
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Operational Analysis/Post-Implementation Review
Agency Challenge:
Provide a centralized template for project and investment teams to perform Operational Analyses (OA) and/or Post-Implementation Reviews (PIR), as well as notify teams when these tasks need to be performed.
eCPIC Solution: Custom processes in eCPIC allow for the creation of templates that can be accessed by any number of users across
the user community. Custom fields can be created to drive the direction of the analysis or review, and OMB-defined fields can be added
to the process as read-only to provide background information as a baseline. Setting up workflows can allow administrators to alert project and investment managers that it is time to begin
their OA or PIR process.
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HUD Operational Analysis Process The HUD Operational Analysis is a custom process used to collect operational system data for a bi-annual review or
system performance. The template allows HUD to control where and what information is collected about each system depending on the
requirements that have been laid out by the CIO.
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Post-Implementation Review (PIR) Process One FESCOM agency has implemented a Post-Implementation Review as a custom process used for collecting data
for reviewing recently completed projects. It provides a standard template for all PIRs to fully analyze the value and benefits gained from the successful
completion of a project.
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Annual Portfolio Review
Agency Challenge:
Assessing the overall value and health of the IT Portfolio on an annual basis.
eCPIC Solution: EDX export capabilities allow for the compilation of many different data fields into a single, portfolio level analysis
report. Many of the fields already defined in eCPIC can provide the foundation for this level of analysis, and agencies can
add additional levels of analysis that are required at their agency by utilizing the custom fields capability. This type of report can provide the portfolio-level view that governance boards and senior leadership need to
make decisions going into the next fiscal year budget cycle. Portfolio revisions allow for saving a read-only copy of investment data. This allows administrators to compare end
year results to the goals set at the beginning of the year. It also allows for year-to-year comparisons of investment and portfolio performance.
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CARB Report The Cost, Alignment, Risk, and Benefit (CARB) Report is an EDX report that provides a portfolio level analysis of
investments on those four areas. This report leverages existing Ex. 300 and Ex. 53 information to provide a thorough analysis for an executive level
audience.
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PortfolioStat
Agency Challenge:
Centralizing data collection efforts, producing useful analysis, and providing materials for convening the PortfolioStat session.
eCPIC Solution: Custom fields and processes can be utilized to have eCPIC serve as the database for all information on commodity
IT services across the IT portfolio. Disparate repositories for system information can make the data gathering for this process difficult. eCPIC can help bring that information into a central location.
EDX can be utilized to export the data to excel and organize it into usable charts and tables. EDX can also be used to export portfolio level reports of the data for use as supplemental materials during the
PortfolioStat sessions.
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DOJ Custom Process for PortfolioStat DOJ has implemented a custom process designed to collect the data required to facilitate the PortfolioStat session,
and provide some analytics in the form of EDX reports. DOJ also uses the EDX functionality to import data back into eCPIC to ease the data entry process for users.
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Table of Contents Overview Solutions for Meeting CPIC Process Challenges
Pre-Select Select Control Evaluate
Implementation Support
Implementation Support
The PMO has two main options to support agencies with implementation:
1. Technical Service Support Technical Service hours can be utilized to help agencies strategize and implement the
solutions outlined in this presentation into agency environments. Hours can also be used to enhance current processes in eCPIC, such as implementing
workflows, developing EDX reports, etc.
2. eCPIC Help Desk If you have questions about any of the use case examples presented in this guide,
please feel free to reach out to the Help Desk. Contact the Help Desk to discuss potential Tech Services projects, or to begin the
process for requesting a LOE for a specific task. The Help Desk can be reached by calling 202-508-6577 or emailing [email protected].
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