| FY2008 Exhibit 300 | | | | | | | PART I: SUMMARY INFORMATION AND JUSTIFICATION | | In Part I, complete Sections A, B, C, and D for all capital assets (IT and non-IT). Complete Sections E and F for IT capital assets. | | | | | | | Section A: Overview (All Capital Assets) | | The following series of questions are to be completed for all investments. | | | | | | | I. A. 1. Date of Submission: | | 2006-09-11 | | | | |
| I. A. 4. Name of this Capital Asset: | | (short text - 250 characters) | | | Joint Assistance Management System (JAMS)/ Procurement System Improvement Project (PSIP) | | | | |
| I. A. 5. Unique ID: (For IT investments only, see section 53. For all other, use agency ID system.) | | 184-15-01-01-01-1032-00 | | | | |
| I. A. 6. What kind of investment will this be in FY2008? | | (Please NOTE: Investments moving to O&M ONLY in FY2008, with Planning/Acquisition activities prior to FY2008 should not select O&M. These investments should indicate their current status.) | | | Mixed Life Cycle | | | | |
| I. A. 8. Provide a brief summary and justification for this investment, including a brief description of how this, closes in part or in whole, an identified agency performance gap: | | (long text - 2500 characters) | | | BUSINESS PROBLEM Both USAID and the State Department provide significant levels of assistance through various grants and other programs. The USAID assistance budget has grown to over $15B in 2006 with only minor increases in staffing to handle the monitoring and reporting of the results of the assistance grants. USAID’s processes for managing procurements and grants are paper-based, and processes often vary from one mission to another. The State Department provides Federal financial assistance (FFA) through a variety of instruments including grants, cooperative agreements and certain types of contributions. The Department lacks comprehensive and reliable information on Federal financial assistance, which exceeded $5 billion in fiscal year 2005. This is due, in part, to the Department’s use of non-standardized policies and procedures and disparate information systems. The Joint Assistance Management System (JAMS) is a joint effort between USAID and the State Department to collaborate to the maximum extent practicable in the implementation of a single version of software to support their grants and assistance function. The software will directly link to each agency’s respective financial system to reduce errors and increase the speed of processing. Additionally and concurrently, USAID is replacing multiple legacy systems with an integrated tool for simple procurements, e-Catalogs, and large acquisitions and will also integrate with the USAID financial management system. This is the Procurement Systems Improvement Project (PSIP). CURRENT STATUS The JAMS PMO expects to conduct a pilot test of the procurement solution in December of 2006, and plans to complete world-wide rollout by the end of calendar year 2007. Check points, such as a proof of concept test in November 2006 and a pilot test of the full grants solution in August 2007, will ensure that the vendor is on track to meet all of USAID and States user requirements. Our vision is to deploy PSIP world-wide by the end of fiscal year 2008. Additionally, USAID plans to complete JAMS’ rollout by the end of calendar year 08. The State Department will also complete integration with its financial management system once the two components of State Department financial systems are merged in FY08. In FY09 JAMS and PSIP will be 2 independent efforts and thus will submit 2 Exhibit 300s. | | | | |
| I. A. 9. Did the Agency's Executive/Investment Committee approve this request? | | yes | | | | | | | | I. A. 9. a. If "yes", what was the date of this approval? | | 2006-08-08 | | | | |
|
| I. A. 10. Did the Project Manager review this Exhibit? | | yes | | | | |
| I. A. 12. Has the agency developed and/or promoted cost effective, energy-efficient and environmentally sustainable techniques or practices for this project. | | no | | | | | | | | I. A. 12. a. Will this investment include electronic assets (including computers)? | | yes | | | | |
| I. A. 12. b. Is this investment for new construction or major retrofit of a Federal building or facility? (answer applicable to non-IT assets only) | | no | | | | | | | | I. A. 12. b. 1. If "yes", is an ESPC or UESC being used to help fund this investment? | | | |
| I. A. 12. b. 2. If "yes", will this investment meet sustainable design principles? | | | |
| I. A. 12. b. 3. If "yes", is it designed to be 30% more energy efficient than relevant code? | | | |
|
|
| I. A. 13. Does this investment support one of the PMA initiatives? | | yes | | | | | | | | I. A. 13. a. If "yes", check all that apply: | | | |
| I. A. 13. b. Briefly describe how this asset directly supports the identified initiative(s). | | (medium text - 500 characters) | | | PMA GOAL: Improved Financial Performance - JAMS/PSIP systems will be integrated with the USAID and State core financial systems to reduce data entry and facilitate production of timely, reliable information on expenditures. PMA GOAL: Expanded Electronic Government - JAMS and PSIP will allow both agencies to extensively automate gov-to-gov and business-to-gov transactions. USAID and DoS are actively partnering with the e-Grants and Grants.gov initiatives. PSIP will include compliance with IAE, | | | | |
|
| I. A. 14. Does this investment support a program assessed using the Program Assessment Rating Tool (PART)? | | (For more information about the PART, visit www.whitehouse.gov/omb/part.) | | | no | | | | | | | | I. A. 14. a. If "yes", does this investment address a weakness found during the PART review? | | no | | | | |
| I. A. 14. b. If "yes", what is the name of the PARTed Program? | | (short text - 250 characters) | | | | |
| I. A. 14. c. If "yes", what PART rating did it receive? | | | |
|
| I. A. 15. Is this investment for information technology? (see section 53 for definition) | | yes | | | | |
| I. A. 16. What is the level of the IT Project (per CIO Council's PM Guidance)? | | Level 1 - Projects with low-to-moderate complexity and risk. Example: Bureau-level project such as a stand-alone information system that has low- to-moderate complexity and risk. Level 2 - Projects with high complexity and/or risk which are critical to the mission of the organization. Examples: Projects that are part of a portfolio of projects/systems that impact each other and/or impact mission activities. Department-wide projects that impact cross-organizational missions, such as an agency-wide system integration that includes large scale Enterprise Resource Planning (e.g., the DoD Business Mgmt Modernization Program). Level 3 - Projects that have high complexity, and/or risk, and have government-wide impact. Examples: Government-wide initiative (E-GOV, President's Management Agenda). High interest projects with Congress, GAO, OMB, or the general public. Cross-cutting initiative (Homeland Security). | | | Level 2 | | | | |
| I. A. 17. What project management qualifications does the Project Manager have? (per OMB's PM Guidance): | | (1) - The project manager assigned for this investment has been validated as qualified in accordance with OMB PM Guidance.; (2) - The project manager assigned for this investment is in the process of being validated as qualified in accordance with OMB PM Guidance.; (3) - The project manager assigned for this investment is not validated as qualified in accordance with OMB PM Guidance.; (4) - The qualifications for the project manager named have not been evaluated.; (5) - No project manager is currently assigned for this investment.; (6) - N/A -- This is not an IT investment. | | | (1) Project manager has been validated as qualified for this investment | | | | |
| I. A. 18. Is this investment identified as "high risk" on the Q4 - FY 2006 agency high risk report (per OMB's "high risk" memo)? | | yes | | | | |
| I. A. 19. Is this a financial management system? | | no | | | | | | | | I. A. 19. a. If "yes", does this investment address a FFMIA compliance area? | | no | | | | | | | | I. A. 19. a. 1. If "yes" which compliance area? | | (short text - 250 characters) | | | | |
| I. A. 19. a. 2. If "no", what does it address? | | (medium text - 500 characters) | | | Acquistion and Assistance | | | | |
|
| I. A. 19. b. If "yes", please identify the system name(s) and system acronym(s) as reported in the most recent financial systems inventory update required by Circular A-11 section 52 | | (long text - 2500 characters) | | | | |
|
| I. A. 20. What is the percentage breakout for the total FY2008 funding request for the following? (This should total 100%) | | | | | | |
| I. A. 21. If this project produces information dissemination products for the public, are these products published to the Internet in conformance with OMB Memorandum 05-04 and included in your agency inventory, schedules and priorities? | | n/a | | | | |
|
| Section B: Summary of Funding | | | | | | | I. B. 1. Provide the total estimated life-cycle cost for this investment by completing the following table. | All amounts represent budget authority in millions, and are rounded to three decimal places. Federal personnel costs should be included only in the row designated "Government FTE Cost," and should be excluded from the amounts shown for "Planning," "Full Acquisition," and "Operation/Maintenance." The total estimated annual cost of the investment is the sum of costs for "Planning," "Full Acquisition," and "Operation/Maintenance." For Federal buildings and facilities, life-cycle costs should include long term energy, environmental, decommissioning, and/or restoration costs. The costs associated with the entire life-cycle of the investment should be included in this report.
Note: For the cross-agency investments, this table should include all funding (both managing and partner agencies). Government FTE Costs should not be included as part of the TOTAL represented. | | | PY-1 and Spending Prior to 2006 | PY 2006 | CY 2007 | BY 2008 | | Planning | $0.00 | $0.95 | $0.99 | $1.00 | | Acquisition | $0.00 | $4.37 | $17.14 | $9.11 | | Subtotal Planning & Acquisition | $0.00 | $5.31 | $18.64 | $9.11 | | Operations & Maintenance | $0.00 | $0.00 | $0.14 | $9.11 | | TOTAL | $0.00 | $5.31 | $18.78 | $19.22 | | Government FTE Costs | $0.00 | $0.00 | $1.17 | $1.02 | | Number of FTE represented by cost | $0.00 | $0.00 | $15.00 | $15.00 |
| | | | |
| I. B. 2. Will this project require the agency to hire additional FTE's? | | yes | | | | | | | | I. B. 2. a. If "yes", How many and in what year? | | (medium text - 500 characters) | | | 4 FTE in FY07 | | | | |
|
| I. B. 3. If the summary of spending has changed from the FY2007 President's budget request, briefly explain those changes. | | (long text - 2500 characters) | | | The summary of spending has been changed to reflect up to date planning and acquisition costs. The scope, intent, and purpose of the JAMS/PSIP implementation has increased significantly since the FY07 budget request submission. Since the inception of the project, it has been determined that additional functionality will be implemented into both JAMS and PSIP, and this additional work requires additional development and integration costs. Additionally, the Department of State has requested additional funds to integrate JAMS into currently existing secure applications.
Considerable changes to the President’s FY08 Budget as well as OMB’s FY08 Passback had major impacts to this program and resulted in the need for a re-baseline. | | | | |
|
| Section D: Performance Information | In order to successfully address this area of the exhibit 300, performance goals must be provided for the agency and be linked to the annual performance plan. The investment must discuss the agency's mission and strategic goals, and performance measures must be provided. These goals need to map to the gap in the agency's strategic goals and objectives this investment is designed to fill. They are the internal and external performance benefits this investment is expected to deliver to the agency (e.g., improve efficiency by 60 percent, increase citizen participation by 300 percent a year to achieve an overall citizen participation rate of 75 percent by FY 2xxx, etc.). The goals must be clearly measurable investment outcomes, and if applicable, investment outputs. They do not include the completion date of the module, milestones, or investment, or general goals, such as, significant, better, improved that do not have a quantitative or qualitative measure.
Agencies must use Table 1 below for reporting performance goals and measures for all non-IT investments and for existing IT investments that were initiated prior to FY 2005. The table can be extended to include measures for years beyond FY 2006. | | | | | | | I. D. 1. Table 1 | | (Character Limitations: Strategic Goal(s) Supported - 250 Characters; Performance Measure - 250 Characters; Actual/baseline (from Previous Year) - 250 Characters; Planned Performance Metric (Target) - 250 Characters; Performance Metric Results (Actual) - 250 Characters; Measurement Indicator - 250 Characters; Baseline - 250 Characters; Planned Improvement to the Baseline - 250 Characters; Actual Results - 250 Characters) | | | | |
| I. D. 2. Table 2 | | Fiscal Year | Measurement Area | Measurement Grouping | Measurement Indicator | Baseline | Planned Improvement to the Baseline | Actual Results | | 2006 | Mission and Business Results | Planning | Budget Execution: Percentage of appropriated funds that are obligated using a world wide acquisition and assistance system | USAID: 0% DOS:0% | IN DEVELOPMENT | USAID: 0% DOS: 0% | | 2006 | Customer Results | Services Acquisition | Availability: Number of domestic and overseas users benefiting from real time financial integration, web based paperless acquistion and assistance management | USAID:0 DoS 0 | IN DEVELOPMENT | USAID: 0 DOS: 0 | | 2006 | Processes and Activities | Cycle Time | Cycle Time: Percentage of acquisition/assistance actions completed within standard Procurement Action Lead Times (PALTs) or Grant Action Lead Times (GALTs) | USAID: UNKNOWN DoS: UNKNOWN | IN DEVELOPMENT | UNKNOWN | | 2006 | Technology | Information Management | Internal/External Data Sharing: Percentage of standard and ad hoc reports produced accurately and on time for internal and external stakeholders | USAID:UNKNOWN DoS:UNKNOWN | IN DEVELOPMENT | USAID: 0% DOS: 0% | | 2007 | Mission and Business Results | Planning | Budget Execution: Percentage of appropriated funds that are obligated using a world wide acquisition and assistance system | USAID: 0% DoS: 0% | IN DEVELOPMENT | | | 2007 | Customer Results | Service Efficiency | Availability: Number of domestic and overseas users benefiting from real time financial integration, web based paperless acquistion and assistance management | USAID: 0 DoS: 0 | IN DEVELOPMENT | | | 2007 | Processes and Activities | Cycle Time | Cycle Time: Percentage of acquisition/assistance actions completed within standard Procurement Action Lead Times (PALTs) or Grant Action Lead Times (GALTs) | USAID: UNKNOWN DoS: UNKNOWN | IN DEVELOPMENT | | | 2007 | Technology | Information Management | Internal/External Data Sharing: Percentage of standard and ad hoc reports produced accurately and on time for internal and external stakeholders | USAID: UNKNOWN DoS: UNKNOWN | IN DEVELOPMENT | | | 2008 | Mission and Business Results | Planning | Budget Execution: Percentage of appropriated funds that are obligated using a world wide acquisition and assistance system | USAID: 0% DoS: 0% | USAID:0% DoS: 0% DURING 2008, IN PILOT PHASE | | | 2008 | Customer Results | Services Acquisition | Availability: Number of domestic and overseas users benefiting from real time financial integration, web based paperless acquisition and assistance management | USAID: 0 DoS: 0 | USAID: 210 DoS 175 | | | 2008 | Processes and Activities | Cycle Time | Cycle Time: Percentage of performance/assistance actions completed within standard Procurement Action Lead Times (PALTs) or Grant Action Lead Times (GALTs) | USAID: UNKNOWN DoS:UNKNOWN | USAID: 60% DoS 60% | | | 2008 | Technology | Information Management | Internal/External Data Sharing: Percentage of standard and ad hoc reports produced accurately and on time for internal and external stakeholders | USAID: UNKNOWN DoS: UNKNOWN | USAID: 50% DoS: 50% | | | 2009 | Mission and Business Results | Planning | Budget Execution: Percentage of appropriated funds that are obligated using a world wide acquisition and assistance system | USAID: 0% DoS: 0% | USAID: 40% DoS: 55% | | | 2009 | Customer Results | Services Acquisition | Availability: Number of domestic and overseas users benefiting from real time financial integration, web based paperless acquistion and assistance management | USAID: 0 DoS: 0 | USAID 2100 DoS 1750 | | | 2009 | Processes and Activities | Cycle Time | Cycle Time: Percentage of acquisition/assistance actions completed within standard Procurement Action Lead Times (PALTs) or Grant Action Lead Times (GALTs) | USAID: UNKNOWN DoS: UNKNOWN | USAID: 75% DoS: 75% | | | 2009 | Technology | Information Management | Internal/External Data Sharing: Percentage of standard and ad hoc reports produced accurately and on time for internal and external stakeholders | USAID: UNKNOWN DoS: UNKNOWN | USAID: 60% DoS: 60% | |
| | | | |
|
| Section F: Enterprise Architecture (EA) | | In order to successfully address this area of the business case and capital asset plan you must ensure the investment is included in the agency's EA and Capital Planning and Invesment Control (CPIC) process, and is mapped to and supports the FEA. You must also ensure the business case demonstrates the relationship between the investment and the business, performance, data, services, application, and technology layers of the agency's EA. | | | | | | | I. F. 1. Is this investment included in your agency's target enterprise architecture? | | yes | | | | | | | | I. F. 1. a. If "no", please explain why? | | (long text - 2500 characters) | | | | |
|
| I. F. 2. Is this investment included in the agency's EA Transition Strategy? | | yes | | | | | | | | I. F. 2. a. If "yes", provide the investment name as identified in the Transition Strategy provided in the agency's most recent annual EA Assessment. | | (medium text - 500 characters) | | | Joint Assistance Management System/Procurement System Improvement Project | | | | |
| I. F. 2. b. If "no" please explain why? | | (long text - 2500 characters) | | | | |
|
| I. F. 3. Identify the service components funded by this major IT investment (e.g., knowledge management, content management, customer relationship management, etc.). Provide this information in the format of the following table. For detailed guidance regarding components, please refer to http://www.whitehouse.gov/omb/egov/. | | FEA SRM Component - Use existing SRM Components or identify as "NEW". A "NEW" component is one not already identified as a service component in the FEA SRM. FEA Service Component Reused - A reused component is one being funded by another investment, but being used by this investment. Rather than answer yes or no, identify the reused service component funded by the other investment and identify the other investment using the Unique Porject Identifier (UPI) code from the OMB Ex 300 or Ex 53 submission. Internal or External Reuse? - 'Internal' reuse is within an agency. For example, one agency within a department is reusing a service component provided by another agency within the same department. 'External' reuse is one agency within a department reusing a service comonent provided by another agency in another department. A good example of this is an E-Gov initiative service being reused by multiple organizations across the federal government. Funding Percentage - Please provide the percentage of the BY requested funding amount used for each service component listed in the table. If external, provide the funding level transferred to another agency to pay for the service. (Character Limitations: Agency Component Name - 250 Characters; Agency Component Description - 500 Characters) | | | Agency Component Name | Agency Component Description | FEA SRM Service Type | FEA SRM Component | FEA Service Component Reused - Component Name | FEA Service Component Reused - UPI | Internal or External Reuse? | BY Funding Percentage | | Billing and Accounting | N/A | Financial Management | Billing and Accounting | | | No Reuse | 5 | | Credit/Charge | N/A | Financial Management | Credit / Charge | | | No Reuse | 5 | | Expense Management | N/A | Financial Management | Expense Management | | | No Reuse | 5 | | Payment/Settlement | N/A | Financial Management | Payment / Settlement | | | No Reuse | 5 | | Payment/Settlement | N/A | Financial Management | Payment / Settlement | | | No Reuse | 5 | | Auditing | N/A | Financial Management | Auditing | | | No Reuse | 10 | | Currency Translation | N/A | Financial Management | Currency Translation | | | No Reuse | 7 | | Currency Translation | N/A | Financial Management | Currency Translation | | | No Reuse | 3 | | Procurement | N/A | Financial Management | Procurement | | | No Reuse | 15 | | Sourcing Management | N/A | Financial Management | Sourcing Management | | | No Reuse | 2 | | Catalog Management | N/A | Financial Management | Catalog Management | | | No Reuse | 3 | | Ordering/Purchasing | N/A | Financial Management | Ordering / Purchasing | | | No Reuse | 15 | | Invoice/Requisition Management | N/A | Financial Management | Invoice / Requisition Tracking and Approval | | | No Reuse | 10 | | Process Tracking | N/a | Financial Management | Process Tracking | | | No Reuse | 10 |
| | | | |
| I. F. 4. To demonstrate how this major IT investment aligns with the FEA Technical Reference Model (TRM), please list the Service Areas, Categories, Standards, and Service Specifications supporting this IT investment. | | FEA SRM Component - Service Components identified in the previous question should be entered in this column. Please enter multiple rows for FEA SRM Components supported by multiple TRM Service Specifications. Service Specification - In the Service Specification field, Agencies should provide information on the specified technical standard or vendor product mapped to the FEA TRM Service Standard, including model or version numbers, as appropriate. (Character Limitations: Service Specification (i.e., vendor and product name) - 250 characters) | | | FEA SRM Component | FEA TRM Service Area | FEA TRM Service Category | FEA TRM Service Standard | Service Specification (i.e., vendor and product name) | | Billing and Accounting | Service Access and Delivery | Access Channels | Other Electronic Channels | Uniform Resource Locator | | Expense Management | Service Access and Delivery | Delivery Channels | Internet | Vendor Being Selected, Specification will be know next year | | Billing and Accounting | Service Access and Delivery | Delivery Channels | Intranet | Section 508 | | Payment / Settlement | Service Access and Delivery | Service Requirements | Legislative / Compliance | Section 508 | | Billing and Accounting | Service Access and Delivery | Access Channels | Authentication / Single Sign-on | Transport Control Protocal (TCP) | | Sourcing Management | Service Access and Delivery | Delivery Channels | Service Transport | Oracle | | Sourcing Management | Service Platform and Infrastructure | Delivery Channels | Platform Independent | Oracle | | Sourcing Management | Service Platform and Infrastructure | Service Requirements | Platform Independent | Oracle | | Sourcing Management | Service Platform and Infrastructure | Service Transport | Database | Vendor Being Selected Specification will be known next year | | Sourcing Management | Service Platform and Infrastructure | Presentation / Interface | Web Browser | Vendor Being Selected Specification will be known next year | | Billing and Accounting | Service Platform and Infrastructure | Database / Storage | Integrated Development Environment | Vendor Being Selected Specification will be known next year | | Billing and Accounting | Service Platform and Infrastructure | Access Channels | Servers / Computers | Vendor Being Selected Specification will be known next year | | Payment / Settlement | Component Framework | Security | Supporting Security Services | Vendor Being Selected Specification will be known next year | | NEW | Component Framework | Data Interchange | Data Exchange | Vendor Being Selected Specification will be known next year | | NEW | Component Framework | Presentation / Interface | Static Display | Vendor Being Selected Specification will be known next year | | Sourcing Management | Component Framework | Business Logic | Platform Independent | Oracle | | Sourcing Management | Service Interface and Integration | Data Management | Database Connectivity | WebMethods | | Sourcing Management | Service Interface and Integration | Integration | Enterprise Application Integration | Vendor Being Selected | | Sourcing Management | Service Interface and Integration | Interoperability | Data Types / Validation | |
| | | | |
| I. F. 5. Will the application leverage existing components and/or applications across the Government (i.e., FirstGov, Pay.Gov, etc)? | | yes | | | | | | | | I. F. 5. a. If "yes", please describe. | | (long text - 2500 characters) | | | JAMS will use the existing grants.gov application to facilitate both State Department and USAIDs grant management system. | | | | |
|
| I. F. 6. Does this investment provide the public with access to a government automated information system? | | yes | | | | | | | | I. F. 6. a. If "yes", does customer access require specific software (e.g., a specific web browser version)? | | no | | | | | | | | I. F. 6. a. 1. If "yes", provide the specific product name(s) and version number(s) of the required software and the date when the public will be able to access this investment by any software (i.e. to ensure equitable and timely access of government information and services). | | (medium text - 500 characters) | | | | |
|
|
|
|
| PART IV: FOR "E-GOV AND LINES OF BUSINESS OVERSIGHT" ONLY | | Part IV should be completed only for investments which in FY08 are considered an E-Gov initiative or a Line of Business (LOB), i.e., selected the "E-Gov and LOB Oversight" choice in response to Question 6 in Part I, Section A above. Investments currently identified as "E-Gov and LOB Oversight" will complete only Part I and IV of the exhibit 300. | | | | | | | Section A: E-Gov and Lines of Business Oversight (All Capital Assets) | | Multi-agency initiatives, such as E-Gov and LOB initiatives, should develop a joint exhibit 300. | | | | | | | IV. A. 1. Stakeholder Table | | As a joint exhibit 300, please identify the agency stakeholders. Provide the partner agency and partner agency approval date for this joint exhibit 300. | | | | |
| IV. A. 2. Partner Capital Assets within this Investment | | Provide the partnering strategies you are implementing with the participating agencies and organizations. Identify all partner agency capital assets supporting the common solution; Managing Partner capital assets should also be included in this joint exhibit 300. These capital assets should be included in the Summary of Spending table of Part I, Section B. (Character Limitations: Partner Agency Asset Title - 250 Characters) | | | | |
| IV. A. 3. Partner Funding Strategies ($millions) | | For jointly funded initiative activities, provide in the "Partner Funding Strategies Table": the name(s) of partner agencies; the UPI of the partner agency investments; and the partner agency contributions for CY and BY. Please indicate partner contribution amounts (in-kind contributions should also be included in this amount) and fee-for-service amounts. (Partner Agency Asset UPIs should also appear on the Partner Agency's exhibit 53. For non-IT fee-for-service amounts the Partner exhibit 53 UPI can be left blank.) | | | | |
|
|
|
|