eGovernment Executive Council & Working Group Program Kickoff Meeting Greg Carnill, USDA eBusiness Executive

eGovernment Executive Council & Working Group Program Kickoff Meeting Greg Carnill, USDA eBusiness Executive Barbara LaCour and Dennis Egan, USDA eBusiness Project Mgrs

Agenda • Introductions • Project Review • Goals and Ground Rules • Approach, Deliverables, and Structure • Keys to Success • Agency and OCIO Roles and Responsibilities • Measuring Progress • Starting to Work Right Now • Crafting a Mission and Vision • Ratifying Charter • Immediate Next Steps • Questions & Answers

eGovernment Framework Project Goals We have established a number of ambitious Project Goals. Do you have others to add? • Understand and own the eGov vision • See eGov as real and here to stay • Educate about eGov and the opportunities for business transformation • Engage and involve all levels • Recognize, build upon and publicize the Department’s eGov successes • Leverage enterprise opportunities, cross-mission area solutions and sharing of best practices • Achieve measurable, iterative and cumulative successes which add value • Maintain citizen/customer-centric focus

Governance 5 (4 Weeks) eStrategy 3 9 Weeks) Project Approach Duration: October 12th to January 25th. Parallel Activities. Significant effort and cooperation across USDA. Month 1 Month 2 Month 4 Month 3 Readiness Assessment 1 2 ( ( 8 Weeks) Project Work Plan (1 - 2 Weeks) Methodology ( eGovernment 4 Strategic and Tactical Plan (13 Weeks) Communications Plan 6 (15 weeks)

Project Tasks and Deliverables 6 interdependent tasks designed to begin USDA’s eGov transformation. Task 1 Task 2 Task 3 Task 1 Task 2 USDA eGovernment Planning and Implementation Methodology Readiness Assessment and Analysis Detailed Project Work Plan Detailed project work plan Readiness assessment and analysis A toolkit representing the eGovernment planning process. It will be used to develop the enterprise-level eGovernment Strategic Plan and agency-level eGovernment tactical plans. An assessment of the USDA’s current environment for eGovernment including future challenges and trends and key recommendations to address new eBusiness developments. Project initiation activities that establish an effective working relationship, define roles/responsibilities, outline project goals and solidify logistics. • eGovernment Strategic Planning Guidebook including: • Templates • Frameworks • Best Practice Examples • Samples and Planning Tools • eReadiness Assessment documenting how: industry changes, stakeholder demands, organizational limitations, technical environments and legislative pressures affect eBusiness at the USDA • Kick-Off Meeting • Detailed project work plan • Progress reporting process

Project Tasks and Deliverables 6 interdependent tasks designed to begin USDA’s eGov transformation. (continued) Task 1 Task 2 Readiness assessment and analysis USDA eGovernment Planning and Implementation Methodology Detailed project work plan Task 4 Task 5 Task 6 Detailed project work plan Readiness assessment and analysis Communication, Informational, Marketing Strategy, and Presentation Materials Governance Process and Model; Recommended eGovernment Policies and Standards USDA eGovernment Strategic and Tactical Plan A Department-wide strategic plan that provides a mission, vision, and goals to transform traditional USDA operations to an eBusiness. An organizational process and model including recommended eGovernment policies and standards. Ongoing communication messages and materials that ensure awareness, understanding, buy-in, and commitment throughout the life of the eGovernment transformation process. • Communication Plan • Awards/Incentive Program recommendations • Marketing and information materials • Presentation materials • Departmental eGovernment Strategic and Tactical Plan including a Corporate Mission, Vision, Goals, eGovernment Short/Long Term Opportunities, and Implementation Path • Identification of necessary policy to support eGovernment • eGovernment Governance Model outlining leadership, processes and organization structures

• Provide resources and sponsorship • Executive approval of recommendations • Participate in review sessions • Final arbitrators • Ensure coordination of project resources • Provide strategic, technical and organizational recommendations Project Structure The Deputy Secretary and eGov Executive Council will lead this effort. The OCIO and EGWG will provide facilitation across the Department. And Accenture will support the OCIO and EGWG. Project Steering Committee USDA Accenture • Deputy Secretary • CIO • eBusiness Executive • eGov Exec Council Dwight Hutchins Subject Matter Experts (as needed) Project Coordination and Implementation Senior Project Management • Set overall project direction and guidance • Ensure resources and participation • Make decisions and recommendations Accenture USDA • Technical/Strat specialists (e.g. CyberSecurity, CRM, 508, eFILE • Creating Internet • Advantage and other KX • eGov Working Group Strategy Technology • eBusiness Manager, Manager, Deputy Lead Marty Rodgers Adam Siegel Barbara Lacour Team Leader Process Consultant, Kara Fujita Project Manager, Dennis Egan

• Ensure coordination of project resources • Provide strategic, technical and organizational recommendations Project Structure The Deputy Secretary and eGov Executive Council will lead this effort. The OCIO and EGWG will provide facilitation across the Department. And Accenture will support the OCIO and EGWG. (continued) Team Leader Process Consultant, Kara Fujita Project Manager, Dennis Egan Cultural Assessment Strategic and Tactical Technology Assessment Governance, and and Policy Team Development Team Communications Team Accenture USDA Accenture USDA Accenture USDA • Strategy • Agency CIOs and OCIO • Experienced Tech Consultant, • eGov Agency IPTs eGov Working Group as needed • • Org. & Human Performance Analyst, Consultant, Carole • Ron Anderson, NITC Daniel C. Anderson Office of Comm/Web Team Kelley M. Duggan • Gardner • Susan Moore, OCIO • Analyze organizational management and process structures • Develop communications plan • Develop communications materials • Analyze industries and business impacts • Conduct stakeholder analysis • Develop corporate vision • Create strategy • Provide insight into organizational functions and roles/responsibilities • Assess and communicate needs and priorities • Provide contacts and schedule meetings • Analyze and assess eInfrastructure • Make technical recommendations • Provide insight into technology environment • Assess and communicate needs and priorities • Provide contacts and schedule meetings • Provide insight into business functions • Assess and communicate needs and priorities • Provide contacts and schedule meetings

Keys to Success • eStrategy must flow from Departmental Strategy/Mission • Adhere to Principles of Good Strategy • Top Down and Bottom Up Leadership • OCIO and Agencies/Mission Areas must work together • Communicate, educate, train. Repeat. • Keep momentum

Agency Roles and Responsibilities • Form Agency eGovernment Integrated Project Teams (IPTs) • Suggested/prospective membership • EGWG member chairs • Agency Lead and eGov Exec Council member as ex-officio • Focus on strategy and implementation, business and tech • Be Champions of Change

Agency Roles and Responsibilities • Provide input into Strategy and Tactical Plan • Comments and feedback on mission, vision, goals, objectives • Attend and help set up visioning sessions, focus groups, and interviews • Prioritization of cross-agency, enterprise and interdepartmental initiatives • Craft Agency-specific strategies using methodology • Review overall Plan drafts and provide comment • Facilitate concurrence of overall plan • Share best practices • “Own” Implementation of Agency and Mission Area initiatives • Be active in enterprise and Mission Area solutions • Report progress (e.g., Scorecard and Quarterly monitoring reports)

OCIO Roles and Responsibilities • Facilitate process on behalf of Deputy Secretary • Provide direction and guidance for eGovernment Program overall • Conduct Interviews, Visioning Sessions and Focus Groups • Draft deliverables for Agency/Mission Area review • Develop marketing and educational materials • Provide support to Agencies and Mission Areas as requested and to extent practicable

Measuring Performance A scorecard or dashboard will be used to measure our performance throughout the Projectand the Program ensuring that the whole Department is participating and moving forward. See Handout

USDA eGovernment Mission The mission should describe the fundamental purpose of an organization or initiative in concrete terms. It is a concise statement that outlines the identity of the organization, what it does and where it is headed in the future. Agriculture’s Mission “To enhance the quality of life for the American people by supporting production Agriculture; ensuring a safe, affordable, nutritious and accessible food supply; caring for public lands and helping people care for private lands; supporting sound sustainable development of rural communities; providing economic opportunities for farm and rural residents; expanding global markets for agricultural and forest products and services; and working to reduce hunger in America and throughout the world.” Source: USDA Strategic Plan FY 2000-2005. USDA Web site had slight variations in this mission statement.

USDA eGovernment Mission Mission statements drive the organization’s course and generate a strong organizational purpose… “Team with the GE businesses to achieve technology excellence in current and future generations of products, processes, and services. Share technology across GE's businesses. Ensure leadership technology in all GE businesses.”- General Electric (GE), Corporate R&D “To promote the economic security of the nation’s people through compassionate and vigilant leadership in shaping and managing America’s social security programs”- Social Security Administration “To provide state-of-the-art Information Management technology and services to enhance the Department of State’s electronic communications. Manage the Department’s information resources and technology infrastructure.”- Dept of State, Info Resource Mgt “To produce an adequate volume of circulating coinage for the nation to conduct trade and commerce.” -United States Mint “Establish Starbucks as the premier purveyor of the finest coffee in the world while maintaining our uncompromising principles while we grow.”-Starbucks “To preserve the plants, animals and natural communities that represent the diversity of life on Earth by protecting the lands and waters they need to survive.” -Nature Conservancy

USDA eGovernment Mission Questions to consider when reviewing the Straw Mission… Straw Mission “To empower citizens, partners and employees fostering collaboration in a customer-centric, market-driven, results-oriented organization by utilizing information and communications technologies.” • Does the mission describe the role of eGovernment at USDA? • Does it articulate our purpose -- what we do now? Aspire to do? • Does it justify our existence? • How the Program will do its job (i.e., by, through…) • Who our customers are • Is it reflective of USDA’s mission statement?

USDA eGovernment Vision A vision statement is a compelling assertion about the future… Agriculture’s Vision… “A healthy and productive Nation in harmony with the land.” It serves as the fundamental context upon which the organization bases its existence and guides its statement of mission. The vision sets the USDA eGovernment Program apart from other efforts and establishes an ideal and unique image for a common future. The vision is “owned” by top leadership of the organization, and requires buy-in and commitment from members throughout the organization. Source: USDA Strategic Plan FY 2000-2005. USDA Web site had slight variations in this mission statement.

“Continue strengthening the ability of the Department of State to achieve IS foreign policy objectives through effective and efficient Information Resource Management and deployment of Information Technology. Develop and implement sound IT investment plans, which support mission objectives and customers.” -Dept of State, Information Resource Management USDA eGovernment Vision Vision statements should be memorable, drive organizational decisions and generate a strong organizational identity. Can you tell the bad one? “Inspire a dramatic change in what users expect from their computers, allowing people to create, capture and communicate their ideas as never before.” - Silicon Graphics “Foster initiative and creativity by allowing the individual great freedom of action in attaining well-defined objectives.” -Hewlett Packard “Empower people through great software - any time, any place and on any device.” - Microsoft Corporation “Put a soft drink within arms length of everyone in the world.” -Coca-Cola “We help put America through school.” - Department of Education, Student Financial Administration

USDA eGovernment Vision Questions to consider when reviewing the Straw Vision… Straw Vision “A unified, virtual USDA making a measurable difference in the lives of the American people and the strength of our communities and economy.” • Is the vision valid? • Is the vision compelling? exciting? cool? • Does the vision encompass what USDA is striving to achieve from a business point of view? Is it reflective of USDA’s vision statement? • Is the vision able to endure? Is it big and bold enough andable to account for change?

eGovernment Executive Council Charter In light of the Council’s active involvement in developing and implementing a Departmental eGovernment Program, we recommend that the group revisit its charter, specifically to address the following suggestions from EGWG members: • Summary of Changes • Purpose statement: • Addressed the need for fostering citizen-centric government • Emphasized the use of eGov technology as an enabler for delivering USDA products and services • Authority: • Included the President’s Management and Performance Management Agenda • Roles & Responsibilities: • Modified the membership of agency-specific committees/ integrated project teams headed by each agency’s Working Group member • Included additional responsibilities for the Executive Council and Working Group, and added responsibilities for the OCIO • Handout of revised Charter

Immediate Next Steps • Provide comments and feedback on Mission and Vision Statements for eGovernment at USDA and on revised Charter • Contact Dennis Egan at 202.720.8546 or Barbara LaCour at 202.690.2118 or reply to eGov mailbox at egov@usda.gov • Be prepared to discuss and ratify at next EGWG meeting • Formulate or reshape your Agency eGovernment Integrated Project Team (IPT) by Wednesday, October 31, 2001 • Send names, titles, email and phone information to eGov mailbox

Immediate Next Steps (continued) • Convene Agency eGovernment IPT kickoff meetings by Tuesday, November 6, 2001 • Contact Dennis Egan or eGov Team mailbox with date and time of meeting and if desired to request presence of Project Team at kickoff • Executive Council members set up interviews with Under Secretaries. Conducted by eGov Team. • Focused on introducing Program and confirming strategic intent, priorities and challenges • Schedule between 10/29/2001-11/12/2001 at their convenience. • 45 minutes – 1 hour; Sample email request to be sent to you as follow-up to this meeting

Immediate Next Steps (continued) • Executive Council members set up Mission Area visioning sessions with Deputy Under Secretaries, Agency Leads and key staff: • Schedule between 11/05/2001-11/21/2001 ideally AFTER associated Under Secretary meeting • 2-3 hours; Sample email invitation to be sent to you as follow-up to this meeting • Next EGWG meetings on November 7, 2001 and November 28, 2001 • There will be other working/visioning sessions in addition to these bi-weekly ones

Agenda • Introductions • Project Review • Goals and Ground Rules • Approach, Deliverables, and Structure • Keys to Success • Agency Roles and Responsibilities • Measuring Progress • Starting to Work Right Now • Crafting a Mission and Vision • Ratifying Charter • Immediate Next Steps • Questions & Answers

eGovernment Executive Council & Working Group Program Kickoff Meeting Greg Carnill, USDA eBusiness Executive