HHS FITARA MILESTONES REVIEW

As of Date: February 28, 2017

Agency Actions and Milestones Table

Area Actions and Milestones
extracted from Agency FITARA Action Plan
Target Completion Date Status:
Choose - Not Started, In Progress, Complete, Deferred
Status Description:
Describe in detail agency responses to status (e.g. ongoing actions, dependencies, partial milestones).

Budget Formulation
(A-D)

A1/A2
Beginning in the latter part of the FY 2017 budget formulation cycle and phasing in fully in FY 2018 budget cycle, the HHS CIO will collaborate with the HHS CFO and define the IT-related information required and the overall IT approach.  This will build upon current processes in use to identify and report on IT spending represented in the IT Portfolio (in the former Exhibits 53 and 300).

Sep 30, 2016

Complete

  1. Update the HHS CPIC Policy
  2. Incorporate IT budget requirements into Departmental budget guidance

A1/A2
Beginning in the FY 2017 budget formulation cycle and phasing in fully in FY 2018 budget cycle, the HHS CIO and CFO will jointly approve the overall HHS IT budget and the IT budget for investments over $20 million annually/$100 million over 5 years. 

Nov 21, 2016

Complete

  1. Update IT governance framework
  2. Perform joint budget review

 

A1/A2
Building upon current processes in use for IT capital planning and investment control reporting, Division CIOs and CFOs will jointly review, approve and submit a Division IT Budget for submission to HHS consistent with the process and information requirements established by the HHS CIO and CFO.

Nov 21, 2016

Complete

  1. Incorporate IT budget requirements into Departmental budget guidance
  2. Perform Joint Budget Reviews

B1/B2
HHS will use the President’s budget development process in conjunction with the existing IT capital planning process to ensure comprehensive identification of IT spending including programmatic IT and the associated justifications for the budget amounts. 

Sep 30, 2016

Complete

  1. Update HHS CPIC policy

 

 

B1/B2
The HHS CIO will leverage the recently established HHS IT Steering Committees and the HHS CIO Council to identify and review anticipated new IT investments over $20 million prior to formal budget formulation processes.  This will better inform the HHS IT budget decision making and engage discussions earlier than current practice.

Oct 30, 2016

Complete

  1. Update IT governance framework and perform IT budget formulation process
  2. Perform review of IT portfolio review of overall budget and new investments

 

C1
HHS will strengthen its recently established IT governance structure and enhance its management authority through development and implementation of specific and clearly delineated roles and responsibilities of the HHS CIO and the Division CIOs.

Feb 28, 2017

In Progress

  1. Issue OpDiv specific Delegation of Authority memorandums 

C1
The HHS CIO will focus on review and approval through the HHS governance structure of the overall HHS IT portfolio, for IT investments of over $20 million annually/$100 million over 5 years, and for specific Department-wide special initiatives (e.g., cybersecurity). Division CIOs with delegated authority from the HHS CIO will be responsible through Division IT governance processes for the review and approval of the Division IT portfolio, IT investments under $20 million, and for assuring transparency to HHS of investments over $10 million annually/$50 million over 5 years.

Feb 28, 2017

In Progress

  1. Issue OpDiv specific Delegation of Authority memorandums
  2. OpDiv CIOs provide annual budget submission and certification of review

 

C1
The HHS IT Steering Committees, chaired by the CIO along with two co-chairs representing the programmatic aspects of the Domain, will develop and apply criteria to determine magnitude, importance, and risk of IT investments and assist the HHS CIO in assessing the health of the Agency’s portfolio. These criteria will be applied in strategic assessments of the IT investments to allow for a more consistent and rigorous HHS review of investments.

Dec 31, 2015

Complete

  1. Develop and apply criteria to determine magnitude, importance, and risk of IT investments

D1/D2
Beginning with the FY 2017 President’s budget formulation, the HHS CIO and CFO affirm to all three IT-related affirmations in the budget submission.

Dec 2, 2016

Complete

  1. Affirmation statement of IT portfolio

Budget Execution
(E-H, J, L)

E1
The HHS CIO will review the existing stage gate review processes in the EPLC to implement changes for better program/IT engagement.  Divisions will incorporate program centered processes into Division EPLC frameworks.

Aug 9, 2016

Complete

  1. Update the HHS EPLC Policy-Addendum

E2
The HHS CIO will work with the CFO and CAO to provide clear, compelling and meaningful performance metrics within IT investments.

Sep 30, 2016

Complete

  1. Develop best practice on performance
  2. Provide training to COR and PPM (Charter signed Nov 6, 2015 for HHS Training Program for COR/ FAC-PPM)

E2
The HHS CIO will leverage the HHS CIO Council to define strategies and performance measures for Department-wide technology investments.

Sep 30, 2016

Complete

  1. Update HHS IT strategic plan to align with developed performance measures

E2
The HHS CIO will develop and provide guidance to Divisions on best practices in determining high quality performance metrics within the HHS EPLC framework. 

May 3, 2016

Complete

  1. Leverage EPLC community of practices to share best practices

 

E2
Division CIOs will develop enhanced coordination processes among program managers and CIO staff to incorporate metrics that support Division mission, goals and objectives.

Dec 30, 2016

Complete

  1. Create communities of practices to allow for information sharing and best practices, including the use of the CIO Council to better understand and support the mission diversity of HHS.

F1/F2                   
The HHS CIO will work with the HHS CFO, CAO, and Divisions to assess current IT expenditure reporting to determine critical FITARA data needs, how to best integrate the data, and how to improve the quality and utility to better support visibility and accountability. The HHS CIO will also determine how to better integrate disparate data reporting and analytics from a variety of Department-level systems to better inform decision-making.

Mar 31, 2017

 In Progress

  1. Create strategy to improve data quality and automate sharing of data to better support decision making

G1
The HHS CIO will review the landscape of policies and processes to ensure they comprehensively cover all FITARA requirements to include but not limited to incremental development, publicly posting and sharing with OMB.

Dec 31, 2016

Deferred

  1. Create inventory of IT policies
  2. Perform analysis of FITARA impact
  3. Create Plan to update affected policies; EPLC policy (New template) will be updated during FY17
  4. Update affected policies

H1
The HHS CIO will notify OMB of all governance boards he/she is a member of at the beginning of each fiscal year. 

Nov 30, 2016

Complete

  1. A list of HHS CIO Governance Board membership can be found at http://www.hhs.gov/digitalstrategy.

 

H1
HHS Divisions will be required to document their governance and decision-making processes and submit to the HHS Deputy Secretary and HHS CIO as part of the delegation process. With authorities delegated by the HHS CIO, Division CIOs will focus attention on the overall Division IT portfolio, the planning and execution of Division major investments, and all other Division investments.

Jun 23, 2016

Complete

  1. Existing Information and supporting evidence [Pre-FITARA] was gathered and drove the content of the initial Delegation of Authority Memos that was due at the end of April 2016.

 

J1
Continuing the use of TechStats for major IT investments, the HHS CIO has the authority to recommend to the Agency head or her designee the continuation, modification, pause, or termination of a reviewed acquisition, investment, or activity with significant IT component. The HHS Deputy Secretary will be engaged in the resolution, in the event the Division head or Division CIO disagrees with the HHS CIO recommendation.

Nov 30, 2016

Complete

  1. Establish and conduct investment review process

L1/L2
HHS CIO will approve any future movement of funds for IT resources that requires Congressional notification.

 Nov 30, 2016

Complete

  1. Develop a process for the HHS CIO to approve IT resources that requires Congressional notification. This effort  which began in 2015 has matured due to FITARA

Acquisition
(I, K)

I1
The EPLC process will implement improvements in the cost estimation review process consistent with established thresholds, and incorporate into the business case review during the planning phase.

Dec 31, 2016

Deferred

   

  1. Update the EPLC Policy (New Template).  EPLC First Draft Completed May 10, 2016.   EPLC Update (under the New Template) will be updated during FY17

I1
The HHS CIO will work with the Division CIOs to validate acquisition strategies are included IT governance processes.

Jun 30, 2017

In Progress

  1. Perform review of OpDiv level acquisition reviews

I1
The HHS CIO will modify IT management policy to require adequate incremental development principles in IT investments.

Sep 30, 2016

Complete

  1. Finalize CPIC Policy

I2
HHS CAO will use a phased approach for full implementation of all FAC P/PM level requirements and achieve certification. HHS is building internal capacity by developing staff to have the needed levels of experience and training as well as developing a strategic plan to enhance its ability to attract new hires with the expertise and experience required.

Jun 30, 2017

In Progress

  1. Draft plan to design and develop an Information Technology (IT) Acquisition Cadre. 

I2
HHS has been expanding the use of incremental development approaches (such as agile); this also will continue to be phased in and may not be appropriate for all projects or systems.  Generally new projects with less definition on specific IT requirements up front work best for this approach; however, criteria for incremental development are being refined as the Agency gains experience with these approaches.

Dec 31, 2016

Deferred

  1. Establish working group to assess the methodologies used within each OpDiv. The monthly meetings highlight “best practices” to incremental development approaches.  (This is Complete as of Dec 31, 2016)
  2.  Update EPLC Policy (New template). EPLC Policy (under the New Template) will be updated during FY17

K1
When the threshold for HHS review is triggered (at $20 million annually/$100 million over 5 years in IT), the HHS CIO and CAO will review and approve the acquisition. 

Sep 1, 2016

Complete

  1. Update the ITAR Process

K1
Division CIOs with delegated authority from the HHS CIO and the Division Head (or designee such as the Division HCA) will approve acquisition strategies.

Feb 28, 2017

In Progress

  1. Issue OpDiv Specific Delegation of Authority Memos

K1
Acquisition strategies approved at the Department level are expected to have related acquisition plans. 

Aug 15, 2017

In Progress

  1. Update the ITAR guidance

K2
The HHS CAO will publish guidance to contracting officers regarding approval for processing and coding IT acquisitions. 

Aug 15, 2017

In Progress

  1. 1. Publish guidance to contracting community

K2
The HHS CAO will continue to refer planned acquisition strategies and acquisition plans that include IT resources over $20 million annually/$100 million over 5 years to the HHS CIO. The CAO will prevent initiation of a contracting action, or a modification for substantial change to a contract, or inter-agency agreements that include IT over $20 million annually unless the CIO jointly agrees or they are consistent with the acquisition strategy previously approved by the HHS CIO.

Aug 15, 2017

In Progress

  1. Update the ITAR process with identified thresholds

Organization and Workforce
(M-Q)

M1
The HHS CIO will be involved in the following recruitment activities for new Division CIOs: participating in the interview and selection process. The Division Head and HHS CIO will agree on the selection of the Division CIO.

Dec 31, 2015

Complete

  1. The Departmental CIO has participated in the selection of OPDIV CIOs when such vacancies have occurred.  This practice will continue for future vacancies.

N1/N2
The HHS CIO and CHCO will work together to formally establish a new rating element for Division-level CIO performance plans and communicate this new requirement through a policy memorandum to be distributed to all Department and Division level leadership.

May 5, 2016

Complete

 

 

  1. OCIO and OHR have issued a letter that allows the CIO to provide input on OPDIV CIO performance based upon the CIO work plan.

N1/N2
The HHS CIO shall submit mid-year and annual input to the PMAP to Division heads regarding the performance of the Division CIOs.  The Division Head will consider the input from the HHS CIO when determining the initial summary rating and will discuss the input with the Division CIO during progress reviews.

May 5, 2016

Complete

  1. Develop a process that allows the Department CIO to contribute to the Division CIOs PMAP process

 

N1/N2
HHS CIO Work Plans will be a requirement across all HHS Divisions. The Division head or rating official (if other than the Division head) will determine the overall summary rating for Division-level CIOs.

Dec 31, 2015

Complete

  1. Required HHS CIO Work Plans across all HHS Divisions

O1
HHS will publicly post the required Division IT Leadership Directory on the HHS CIO web site.

 

 

Dec 31, 2015

Complete

  1. This action has been completed and can be found at the following locations:
    • Bureau IT Leadership Directory
    • An HTML version at [agency.gov]/digitalstrategy/bureaudirectory.html.
    • A JSON file version at [agency.gov]/digitalstrategy/bureaudirectory.json.

O1
The HHS CIO will include information about employees that hold the duties of a CIO but not the official title in their position description. 

Apr 30, 2017

In Progress

  1. Update the CIO web site

 

P1/P2
The HHS CIO and CHCO will work collaboratively to review and refine competency requirements for IT staff and leadership.

Dec 15, 2016

Complete

  1. HHS has several established workforce and career development programs. The HHS Acquisition Workforce (HHSAW) Program was established to comply with Federal mandates and enhance the professional knowledge and capabilities of personnel involved in various phases of the acquisition lifecycle, across the Department.

P1/P2
The HHS CIO is working with the HHS CHCO on establishing career ladder and competencies for three IT cybersecurity positions.

Dec 15, 2016

Complete

  1. A career path for IT Cybersecurity Project/Program Managers is in draft; the vision is to ensure alignment with NICE, FITARA, and the Acquisition Workforce Development Strategic Plan.

Q1
Changes in reporting relationships (CIO to Agency Heads or Deputy/COO) will strengthen access to Secretary, Deputy Secretary, and Departmental leadership.

Dec 31, 2015

Complete

  1. The HHS CIO is accountable to the HHS Deputy Secretary for purposes of FITARA. The HHS CIO will report to the Deputy Secretary of HHS on a quarterly basis the status of HHS’ progress on each of the four areas in the Common Baseline:  budget formulation, budget execution, acquisition, and human capital. In addition, the HHS CIO will have one performance element specifically on FITARA implementation that the Deputy Secretary will evaluate.

Data Center Optimization Initiative

In accordance with FITARA, beginning in fiscal year 2016, each agency head shall annually publish a Strategic Plan to describe the agency’s consolidation and optimization strategy for fiscal years 2016, 2017, and 2018.

Sep 30, 2016

Complete

Complete the HHS DCOI Strategic Plan

Implement energy metering at all tiered data centers;

 

Sep 30, 2018

In Progress

Report quarterly, progress towards targeted/planned energy metering milestone

Achieve Power Usage Effectiveness (PUE) target of less than or equal  to 1.5 in existing tiered data centers and less than or equal to 1.4 for new data centers;

Sep 30, 2018

In Progress

Report quarterly, progress towards targeted/planned power usage effectiveness

Achieve Virtualization of greater than or equal to 4

Sep 30, 2018

In Progress

Report quarterly, progress towards targeted/planned virtualization

Achieve Server Utilization & Automated Monitoring of greater than or equal to 65% for non-tiered and tiered data centers

Sep 30, 2018

In Progress

Report quarterly, progress towards targeted/planned server utilization and automated monitoring

Achieve Facility Utilization of greater than 80% for tiered data centers

Sep 30, 2018

In Progress

Report quarterly, progress towards targeted/planned facility utilization for tiered data centers

Achieve closure target of 60% of all non-tiered data centers

Sep 30, 2018

In Progress

Report quarterly, progress towards closure of non-tiered data centers

Also available - JSON