U S Department of Agriculture e Government Program

U. S. Department of Agriculture e. Government Program e. Government Working Group Meeting Chris Niedermayer, USDA e. Government Executive Barbara La. Cour and Dennis Egan, USDA e. Government Project Mgrs January 30, 2002

U. S. Department of Agriculture e. Government Program Agenda q ü q Welcome Gameboard q. Smart Choice Candidates q. Agency Tactical Planning Preview q. Next Steps and Wrap-Up q. USDA e. Government Survey Drawing 2

U. S. Department of Agriculture e. Government Program November 2001 October 2001 January 2002 December 2001 Project Management* 2 1 Capture USDA Vision n Align e. Gov objectives with USDA strategy & mission 5 Refine and Evaluate Opportunities n. Focus Groups n Legislative imperatives n Internet Best Practices mapped to USDA core processes • Strategy • IT/OCIO initiatives • Business Plans n Conduct e. Strategy Interviews with top USDA business execs including Under. Secs n Kickoff e. Gov Working Group and Exec Council Evaluate External Market n Evaluate USDA customer, partner, and stakeholder current usage/needs 3 Conduct Internal Baseline n Conduct e. Strategy interviews with CIOs n Develop mission/vision & goals/objectives n Kickoff Agency e. Gov Steering Committees n Document current e. Gov capabilities, projects, and initiatives n Tech Readiness Assessment 4 Mission Area e. Strategy Visioning Workshops Assess Capabilities/ Gaps Prioritize Initiatives Develop Value Propositions 6 Recommend e. Gov Strategy and Roadmap 7 Draft and Finalize USDA e. Strategy 8 List of e-Opportunities Governance and Policy Recommendations • Employee survey Document e. Government Strategic Planning Processes for Methodology/Guidebook Marketing and Communications (e. g. , communication plan, brochures, billboards, etc. ) Program Monitoring** *Includes Workplan, Project Scorecard, Status Reports, quality assurance and general project management activities **GPEA, FILE and 4 th Quarter Report e 3

U. S. Department of Agriculture e. Government Program Agenda q ü q Welcome Gameboard Smart Choice Candidates q. Agency Tactical Planning Preview q. Next Steps and Wrap-Up q. USDA e. Government Survey Drawing 4

U. S. Department of Agriculture e. Government Program e. Government Opportunity Identification Under Secretary and Executive Interviews Mission Area Visioning Sessions Working Group Visioning Sessions Industry and Government Best Practice Readiness Assessment 1 Evaluation Criteria “Long List” of Opportunities More than 60 proposed opportunity areas, suggestions and ideas § Similar themes and ideas combined § Did not affect more than one agency § Out of the scope or beyond the range of feasibility for a 5 year time frame 1 Focus groups, employee survey and CIO interviews 2 Based on e. Government Readiness Assessment of current capabilities Strategic • Improves fulfillment of USDA Mission and satisfies at least 1 USDA strategic goal and objective • Fulfills e. Government Mission and satisfies at least 1 e. Government goal and/or objective • Addresses legislative priorities, GAO material weaknesses, OMB guidelines, and/or IG findings • Expands reach and participation of USDA programs (i. e. numbers of beneficiaries) • Mitigates redundancy, duplicative processes Financial • Lowers costs across Department • Revenue generation potential • Leverages existing funding stream, budget priorities • Mitigates waste, fraud and abuse Implementation • Responds to an immediate Dept. need (Urgency) • Can be implemented easily/low level of complexity • Leverages core business capabilities and/or Dept. /agencies have experience with similar effort • Links to current/planned e. Government initiatives • Level of executive support and leadership priorities • Transfer solution from other government or private sector 5 “Short List” 26 Consolidated Opportunities for USDA e. Government Strategic Plan

U. S. Department of Agriculture e. Government Program e. Government Opportunity Prioritization “Short List”e. Government Opportunities 26 e. Government Opportunities for Strategic Plan Ranking Considerations Reprioritization based on new information and weighting § Weighted “short list” based on ease of implementation and executive level support “Shorter List”Smart Choice Candidates Executive Council deliberations yielded 12 Smart Choice Candidates Strategic Working Group Rankings § Balance of Strategic and Enabling Start Small § Balance of Goals and Objectives met Think Big § Portfolio Approach Balance of Level (1) Agency program and administrative managers agencies: § Urgency Ranking § Importance Rankings Yielded § Top 10 “Strategic” Candidates § Top 10 “Enabler” Candidates (1) Interdepartmental, Enterprise-wide, Cross Mission Area/ Cross Agency 6 Enabling § 6 “Strategic” Candidates § 6 “Enabler” Candidates

U. S. Department of Agriculture e. Government Program Smart Choice Candidates The Executive Council determined the final Smart Choice candidates based on the following criteria: Opportunity Areas Strategic q Smart Choices must achieve tangible and measurable results within an 18 month timeframe Enabling Short q Some Smart Choices will be complete in 18 month timeframe Term q Some Smart Choices will be the initial steps of a longer term vision Smart Choices q Mix of Strategic and Enabling opportunities q Addresses all three e. Government strategic goals Long Term q Fulfillment at all levels- Interdepartmental, Enterprise-wide and Cross-Mission Area/Cross Agency 7

U. S. Department of Agriculture e. Government Program Final Smart Choice Candidates The following are the final smart choice candidates recommended by the Executive Council: Strategic Opportunities Enabling Opportunities e. Loans User Authentication and Electronic Signatures Online Export Assistance and Marketing USDA Web Presence (includes Portal strategy) Web-based Supply Chain Management Document/records/correspondence management/workflow tools e. Grants e. Learning e. Procurement Content/Knowledge management Food Safety/Security Tools Data Management 8

U. S. Department of Agriculture e. Government Program Agenda q ü q ü Welcome Gameboard Smart Choice Candidates q. Agency Tactical Planning Preview q. Next Steps and Wrap-Up q. USDA e. Government Survey Drawing 9

U. S. Department of Agriculture e. Government Program Agency Tactical Planning Preview USDA e. Government Strategic Plan FNCP FFAS FNS e. Govern ment FNS Tactical e. Government Plan Tactical Plan FNS e. Govern ment FAS Tactical e. Government Plan Tactical Plan NRE FNS e. Governm ent Tactical FS Plan e. Government Tactical Plan MRP REE FNS e. Governm ent Tactical APHIS Plan e. Government Tactical Plan 10 FNS e. Governm ent Tactical REE Plan e. Government Tactical Plan RD FNS e. Governm ent Tactical RBS Plan e. Government Tactical Plan FSIS e. Government Tactical Plan DA & Staff Offices e. Government Tactical Plan

U. S. Department of Agriculture e. Government Program Agency Tactical Planning Preview q. Formal Agency Tactical Plans will support the overall USDA e. Government Strategic Plan q. Keep it simple as possible but make it useful § Some agencies are way out front, some just beginning § Use information we already have from Departmental Strategy effort, Quarterly and GPEA reports etc. q. Tactical Plans will be simple Word documents; minimum number of pages needed to provide requested information 11

U. S. Department of Agriculture e. Government Program Agency Tactical Planning Preview q. General Content: § Agency Overview: Mission & Vision; Core Customers and Partners/Regulated Industries; Core functions/programs (focus on who we serve vs. how we’re organized) § USDA e. Government Mission, Vision, Strategic Goals and Objectives § Current Agency e. Government Efforts: Success Highlights; Baseline of production e. Government applications in FY 02; e. Government Spending § Proposed Agency e. Government Efforts: Agency-specific e. Government Opportunities; links to USDA goals and objectives; Implementation timelines; Estimate of future e. Government spending requirements § Agency e. Government Steering Committee Membership q. In the next two weeks, a template and schedule will be distributed 12

U. S. Department of Agriculture e. Government Program Agenda q ü q ü q Welcome Gameboard Smart Choice Candidates Agency Tactical Planning Preview Next Steps and Wrap-Up q. USDA e. Government Survey Drawing 13

U. S. Department of Agriculture e. Government Program Next Steps q Each Executive Council member is expected to brief his/her Under/Assistant Secretary, and EC members will present e. Government Strategy and Smart Choices to Deputy Secretary. q EC members will work with Portfolio Managers and CIOs to document e. Government spending and crosswalk with “smart choices”. q Business cases will be developed to determine final “smart choices. ” q Strategic Plan and Guidebook are under internal review before distribution to Working Group for review. q Tactical Planning templates and schedule will be distributed within two weeks. q Meetings for “Phase II” will occur bi-weekly Wednesday mornings. 14

U. S. Department of Agriculture e. Government Program Agenda q ü q ü q ü q Welcome Gameboard Smart Choice Candidates Agency Tactical Planning Preview Next Steps and Wrap-Up USDA e. Government Survey Drawing 15

U. S. Department of Agriculture e. Government Program Survey Results A survey was conducted to gauge the e. Government “readiness” of USDA employees. Three people will win token gifts today for participating. Summarized results are being e-mailed to you today. Survey written for all USDA employees and placed online Survey results from over 4800 USDA employees Thank you, Ira Hobbs 16

U. S. Department of Agriculture e. Government Program Appendix e. Government Smart Choice Candidates 17

U. S. Department of Agriculture e. Government Program e. Loans (Strategic) Description: Provide opportunities for citizens and businesses, including farmers, producers, and rural entrepreneurs, to apply for, obtain and manage USDA loans (direct and guaranteed? ) via the Internet. This initiative should include online customer access to accounts, credit approval and income verification, bill presentment, automatic disbursement to bank accounts and loan documentation routing to appropriate local representatives. e. Loan services should be provided through a common customer interface to simplify customer access to multiple agency services. The initiative requires full integration with the government-wide effort under Quicksilver. Value Proposition: This initiative will empower farmers/producers, rural businessmen, lenders, and rural homeowners to proactively manage their accounts in a manner convenient to their own schedules and preferences. As a major provider of federal loans, USDA will significantly benefit from electronic loan processing and management. A consolidated approach will reduce delays in processing and receiving financial payments, provide a more efficient, streamlined loan process, and reduce the time customers and employees spend seeking and providing personal updates, completing forms, and performing administrative tasks. This initiative could also improve the internal processes of handling loans; shorten decision time and remove human error. Finally, online management of customer loans will enable 24/7 service by the USDA. Short and Long Term Vision Start Small Think Big § Complete and submit loan applications online § Integrate with industry and partners for guaranteed loans and risk-management tools § Automatically notify applicants of loan application status § Real-time integration with customer data to determine qualification, assess preliminary approvals/denials and provide counseling § Make customer account updates available online § Online bill presentment and loan statements § Provide contact information of guarantee providers § Proactive management of high-risk accounts and defaults § Provide risk management education and resources 18

U. S. Department of Agriculture e. Government Program Online Export Assistance and Marketing (Strategic) Description: Establish a virtual export center for USDA customers, regulated industries, and partners to learn about exporting agriculture commodities, including accessing permits and requirements for exporting, and gaining market information about potential selling opportunities. The online export environment would focus on expanding marketing opportunities for small agriculture producers, reduce information gaps and search time, and create an opportunity for collaboration within the industry. This initiative would allow small farmers to aggregate supply to fulfill international demand, access a central location for agriculture trade promotion, and use an export assistance toolkit that would provide step-by-step guidance and assistance for exporting agriculture products. This initiative will integrate with the International Trade and Streamlining effort under Quicksilver. Value Proposition: This initiative will help achieve USDA’s goals to increase U. S. agriculture market share from 18% to 22% internationally. It will empower small, medium and disadvantaged farmers with education and toolkits to expand their reach. It would also provide a central resource for the meat and poultry industry and other USDA regulated industries to expedite their international trading processes, further encouraging exports. Short and Long Term Vision Start Small Think Big • Define customer requirements through focus groups and define “pain points” for exporting and marketing products • Develop online “wizards” that guide citizens and/or partners through the export process; from online wizards, users have access to all relevant forms, contact information, and assistance • Integrate with existing Government efforts offering export assistance (within USDA and Quicksilver) • Integrate with new CRM capabilities to provide real-time assistance, both live and via online chat • Create user-supported knowledge base of best practices and lessons learned during export process • Integrate with citizen and public/private partner databases to enable collaboration 19

U. S. Department of Agriculture e. Government Program Web-based Supply Chain Management (Strategic) Description: This initiative will leverage supply chain management technologies to enable USDA agencies (i. e. , FAS, FSA, AMS, FNS) and their partners (primarily USAID, US school districts, domestic producers, State agencies and industry), to manage commodity purchasing and food distribution seamlessly for USDA programs. Isolated USDA initiatives will be consolidated and supported by flexible new technologies that provide real-time inventory management, food tracking and estimated delivery cycles, order fulfillment, and financial management and allocation. Value Proposition: USDA’s commodity operations exceed $40 billion every year. Migrating to an electronic supply chain capability for USDA’s commodity programs will dramatically reduce cost for USDA agencies and their partners and improve service delivery and management of one of the USDA’s largest functions. In addition supply chain improvements will eliminate duplicative processes, improve service to customers and partners, and streamline administrative functions. Additionally, this initiative will support U. S. National Defense and Security interests by enhancing USDA’s ability to effectively provide international food assistance. Short and Long term Vision Start Small Think Big • Define larger set of requirements for the Department to build on FATES solution • Integrate with specialized portals for buyers and sellers • Construct model (on paper) that includes real performance data from system and manual processes to understand potential benefits all participating partners and agencies • Develop just-in-time (JIT) inventory tracking and purchasing capabilities across the supply chain • Limited-use pilot program 20 • Develop advanced data mining and reporting capabilities in central data repositories

U. S. Department of Agriculture e. Government Program e. Grants (Strategic) Description: This initiative will include a central source for all organizations/agencies that receive USDA grant assistance, including rural businesses, State/local governments, and universities, to access, apply for and manage awards for all USDA grants. Seamless integration with back-end capabilities will allow USDA agencies to manage the grant lifecycle online from customer applications through USDA financial disbursements. This initiative will be developed in conjunction with the e. Grants Quicksilver initiative, to provide seamless access to all Federal grants. Value Proposition: e. Grants will provide public and private organizations faster, flexible and more direct means to navigate and manage the USDA’s grant process. Similar to online loan management, e. Grants will enable better two-way communication between USDA agencies and grant recipients and more efficient financial allocations and performance reporting. e. Grants will also enable better management of grants internally. Short and Long-term Vision Start Small Think Big • Partnership and participation in interdepartmental grant effort (Quicksilver) • Web-based grants management workflow system that web-enables entire grant life cycles • Deploy a comprehensive list and search engine for all USDA grants (in conjunction with the Web Presence initiative) • Grant-writing collaboration capability and integrate with web-based grants management system • Deploy online tools to support eligibility determinations, applications, and provide procedures for obtaining grants 21

U. S. Department of Agriculture e. Government Program e. Procurement (Strategic) Description- This initiative reinforces USDA’s Integrated Acquisition System (IAS) capability which is a web-based solution designed to streamline and automate contract management and acquisition processes throughout USDA. Value Proposition- IAS is being pursued, in conjunction with multiple agency efforts including FSA, FS, and NRCS. Efforts to provide a single gateway for all USDA suppliers and buyers will optimize the value of the USDA’s investments in this area by passing along cost savings to every agency that uses the system. With over 2 billion dollars in transactions annually, an e. Procurement solution has the potential to show large impact. Short and Long term Vision Start Small Think Big • Fully electronic bidding and contract system • Implementation of IAS as Department-wide procurement solution • Integrated document management capability to use with industry partners for seamless information exchange • Migration effort from existing legacy procurement systems and processes to Departmental solution • Integrated e. Procurement solution with e. Marketplaces in the private sector • Integrated e. Procurement solution with Department supply chain management solution for extended automation to inventory and asset management • Integration with financial management tools 22

U. S. Department of Agriculture e. Government Program Food Safety and Security Tools (Strategic) Description: Develop interdepartmental capabilities for collaboration, real-time data collection, and tracking and retrieval of port and plant specific data regarding food animals. All Government parties with responsibility for food safety will have real -time access to entering and tracking data for decision-making purposes and for investigations into causes of foodborne illness which can be coordinated across USDA agencies as well as other Federal and state agencies. Value Proposition: Homeland security heightens the expectations that the USDA can effectively respond to emergencies, quickly communicate outbreaks and thoroughly prevent threats of bio-terrorism. By ensuring the safety of the US food supply and improving USDA’s execution of its mission, this initiative will be critical to protecting the health of all Americans. Short and Long Term Vision Start Small Think Big § Smart ID tags that link to a central data repository to assist in tracking food from initial processing to distribution • Active collaboration on existing efforts in other government Departments (FDA, EPA, Customs) • Integrate with the Wireless initiative under Quicksilver to improve instant communications capability § Develop a harmonized coding system for identification of products. § Handheld computers to field workers for data input and data access at time of need • Define and acquire hardware and software tools for field staff § Integration with industry and government shipping and tracking data to provide field workers richer data to act on § Advanced data mining and reporting capabilities on central data repositories 23

U. S. Department of Agriculture e. Government Program User Authentication and Electronic Signatures (Enabler) Description: Create a Department-wide strategy to define policies and a set of solutions for electronic alternatives to traditional ink signatures for citizens, partners and employees. This initiative will outline the specifications for selecting the most appropriate method based on risk and security levels and will develop a core set of Departmental capabilities around each one. This initiative will be developed in conjunction with the Quicksilver initiative. Value Proposition: A user authentication and authorization capability is critical to enabling e. Government. Properly identifying, verifying, and authenticating users will enable USDA to execute business transactions and accept data online. Further, implementing a consistent solution will enhance capabilities for cross-agency and cross-initiative integration and reduce design, implementation, and support costs. Short and Long Term Vision Start Small Think Big • § Publish electronic signatures guidance for the Department § Develop enhanced employee database to serve as globally available user authentication tool § Publish guidance and conduct vendor analysis on PKI and alternate solutions 24 Integrate with other Government Departments on cross-government user authentication and rights management

U. S. Department of Agriculture e. Government Program USDA Web Presence (Enabler) Description: Enhance USDA web presentation to improve usability and provide a consistent customer experience. This initiative would allow all users to navigate USDA’s websites and portals based on their desired tasks or topics, rather than by USDA's organizational structure. The initiative should redesign and restructure USDA’s web sites based on standard userinterface guidelines for a consistent look and navigation across all USDA sites and web-based applications. The initiative also includes the definition of a portal strategy to ensure the Department is implementing their customer-centric portals consistently and in a manner that can be integrated with other Department applications. Value Proposition: As the USDA web presence matures, and increasing amounts of data and applications are available online, USDA must ensure a simple and consistent user experience across the Department. While many USDA agency’s web sites and future portals are unique and do not share customer groups, these web standards will instill a high level of usability and ease of navigation, ultimately translating to a more effective customer experience. The web presence is also highly visible to all of USDA’s constituencies and will likely become the primary information dissemination mechanism. How information and applications are presented will shape opinions about working with the USDA. Short and Long Term Vision Start Small Think Big • Publish a comprehensive UI style guide for all USDA web-based portals, web sites, and online applications along with templates and graphics for use • Enforce robust meta-data standards for all web pages available publicly and internally in order to yield better search results • Define the scope for portals at USDA • • Define requirements for Departmental portal capability Create or outsource a usability lab for testing all online applications to ensure ease of use • Sponsor an Agency pilot as a proof of concept prototype (AMS) Implement multiple portals based on customer need and integrate with other smart choice initiatives • Enforce global style sheet standards across the Department • • Complete a vendor assessment and select a portal product for Department-wide use • Develop an advanced search engine for searching all USDA web sites 25

U. S. Department of Agriculture e. Government Program Electronic Document/Records Management with Workflow (Enabler) Description: Develop a Departmental solution for managing documents, official records, and correspondence electronically. This initiative would specifically develop the following: 1) Electronic management of records (record identification, expiration tracking, archiving, etc. ), 2) Workflow defining the path and sign-off documents, records, and correspondence need to follow, and 3) A search capability for the intelligent storage and retrieval of documents and records. This initiative will integrate with the corporate taxonomy development effort under the content/knowledge management initiative. Value Proposition: As the Department transitions to more electronic forms of information, ensuring that information moves throughout the organization and can be appropriately stored and easily retrieved is critical. A Department-wide model would provide multiple benefits, not only consolidating the multiple ongoing data and records management efforts, but also greatly accelerating and improving agencies’ ability to comply with Federal records management requirements and the information collection/reuse requirements outlined in the Paperwork Reduction Act and Government Paperwork Elimination Act. Short and Long Term Vision Start Small Think Big • Consolidation of current agency efforts and define Department-wide requirements • • Approval and enforcement of electronic records management policy Document/records/correspondence management client software to all PC’s in the Department (or build a web-based solution accessible via a browser) • • Pilot for single end-to-end workflow process for a standard office document, an official record, and/or a correspondence Advanced search and retrieval capabilities (potential integration with web site search capabilities to locate other document types than web pages) • Department-wide deployment of the controlled correspondence initiative Integrated solution with NARA for outsourcing storage and archiving capabilities • USDA forms made available online using document/records management and workflow capability • 26

U. S. Department of Agriculture e. Government Program e. Learning (Enabler) Description: Develop a Department-wide e. Learning curriculum platform to facilitate online training. A curriculum management system would allow employees and citizens to track their progress in completing a pre-defined curriculum, register for new courses and allow management and trainers to track progress and add new courseware to the online repository. This capability allows any employee or customer to develop, monitor, and manage their respective training curriculum while leveraging common training content. This capability also allows individual Agencies to publish courseware to one location to enable sharing of courseware, etc. Value Proposition: During interviews with several Under Secretaries and CIO's, a top priority was the training of their people, either to bring them up to speed on a computer skill set or to perform on the job training to enhance their current skillet. The definition of a Department-wide curriculum management system will facilitate the steady migration to a hybrid of online and classroom-based training. This will ensure training goals can be met more effectively than with an exclusive classroom-based curriculum. Short and Long Term Vision Start Small Think Big • Department-wide curriculum management capability (outsourced or developed) • Outsourcing arrangements for migration of offline curriculum to be provided online • Online registration capabilities for offline course material • USDA Graduate School as an online university and a potential profit center • Migration of existing online course material to run within curriculum management system • Advanced business simulation capabilities • Definition of standards (user interface, language support, system requirements, etc. ) for e. Learning applications • Integration with knowledge management system to provide training at “point of need” • 27

U. S. Department of Agriculture e. Government Program Data Management (Enabler) Description: Provide the guiding principles and framework for implementing a corporate data management program, including: 1) The definition of a Department-wide data dictionary for back-end data sharing, 2) The creation of centralized databases “of record” and a corporate data architecture, and 3) Data life-cycle management and data sharing strategy. Value Proposition: The number of legacy systems at USDA and the public and private organizations with which it interacts is very large. A data management strategy with all of its components will enable the Department to better perform back-end integration to bring enhanced services, and consolidate disparate data stores in to databases of record. This translates to the reuse of data, large time savings for system integration, additional support for a knowledge management capability, and an opportunity to lead Government and Industry in setting data standards. Short and Long Term Vision Start Small Think Big • Common data dictionary for future development of database-driven applications • Consolidation of redundant data to “databases of record” throughout the Department • Identification of redundant data elements across the Department • Department-wide data warehouses that include robust API’s for interaction with all applications • Development of Department data management strategy for use by all application development efforts • Archiving, storage, back-up and aging strategy • Both participate in and lead data exchange forums • Develop migration plan for legacy data 28

U. S. Department of Agriculture e. Government Program Content/Knowledge Management (Enabler) Description: Develop Departmental solution(s) for managing the development, approval, publishing, sharing, and classification of web pages, documents, multimedia, official records, and correspondence. Value Proposition: As the Department transitions to increasingly creating and utilizing information in an electronic format, new tools and processes must be created that facilitate the creation and sharing of this information both internally and externally. Content and knowledge management prevent the USDA from “re-inventing the wheel” by giving visibility to what employees have built throughout the Department. Content and knowledge management also increase collaboration enterprise-wide, throughout the Federal Government, and with the private sector, potentially saving significant time and resources. Short and Long Term Vision Start Small Think Big • Define corporate taxonomy for consistent classification of all information • Perform vendor analysis of content management capability and execute pilot • Develop advanced search and retrieval capabilities (potential integration with web site search capabilities to locate other document types than web pages) • Enhance employee directory for knowledge sharing purposes • Create Yahoo-style directory of ALL internal sites that is classified using the corporate taxonomy • Integrate Agriculture library as primary knowledge managers to review content and facilitate consistent classification, and manage corporate taxonomy • Integrate content management toolset in to all information sharing processes • Proliferate knowledge sharing “culture” throughout the Department by using knowledge contributions as formal job performance metric, etc. 29