{ "milestoneDocument": [ { "updatedDate": "2016-08-30" } ], "milestones": [ { "milestoneID": "1", "milestoneDesc": "DOT CIO and CFO have jointly developed an IT investment review approach that requires Operating Administrations to identify the IT portions of their justifications in greater detail. This data will be compared with existing CPIC and EA portfolio documentation. The comparison will be analyzed and utilized as the basis for OCIO recommendations. This approach meets this objective by adding rigor and transparency to the planning, programming and budgeting process stages and delineates IT resources from other resources.", "milestoneTargetCompletionDate": "2015-10-01", "milestoneStatus": "Complete", "milestoneStatusDesc": "None", "commonBaselineArea": "budgetFormulation" }, { "milestoneID": "2", "milestoneDesc": "The budget process also calls for dedicated IT analysis designed to provide visibility of planned and actual IT spend by delineating those system(s), application(s), and costs tied to capital investments. This approach enhances the accuracy of IT expenditures and provides greater visibility into the Department’s enterprise IT inventory. The DOT will leverage this information as the primary input data to formulate and approve budget requests and inform capital planning and investment control activities.", "milestoneTargetCompletionDate": "2015-10-01", "milestoneStatus": "Complete", "milestoneStatusDesc": "None", "commonBaselineArea": "budgetFormulation" }, { "milestoneID": "3", "milestoneDesc": "The Investment Management Process Guidance will be updated to place increased emphasis on budgeting stages for programs that include IT resources as part of the total lifecycle costs of IT to fully meet the intent of this objective. Program Managers (PM) will be required to follow the Agency’s Earned Value Management Guidance with specific emphasis on independent cost estimates and contract negotiation to ensure appropriate cost models are developed from market research efforts. These rules of the road will help the Department ensure reliable and high-quality cost estimates are defined to help develop realistic should/would lifecycle cost estimates required to inform IT decisions.", "milestoneTargetCompletionDate": "2016-05-31", "milestoneStatus": "Complete", "milestoneStatusDesc": "The Guidance document has been updated to incorporate a number of new business processes that impact cross-functional organizations. The final draft is being coordinated and is expected to be signed out in May 2016. .", "commonBaselineArea": "budgetFormulation" }, { "milestoneID": "4", "milestoneDesc": "The Investment Management Process Guidance will outline the CIOs role and highlight activities performed in the Agency’s pre-budget submission for IT resources.", "milestoneTargetCompletionDate": "2016-05-31", "milestoneStatus": "Complete", "milestoneStatusDesc": "The Guidance document has been updated to incorporate a number of new business processes that impact cross-functional organizations. The final draft is being coordinated and is expected to be signed out in May 2016.", "commonBaselineArea": "budgetFormulation" }, { "milestoneID": "5", "milestoneDesc": "The Office of the CIO in coordination with the Office of the CFO will develop budget guidance for the procurement and management of IT resources.", "milestoneTargetCompletionDate": "2016-05-31", "milestoneStatus": "Complete", "milestoneStatusDesc": "The Guidance document has been updated to incorporate a number of new business processes that impact cross-functional organizations. The final draft is being coordinated and is expected to be signed out in May 2016.", "commonBaselineArea": "budgetFormulation" }, { "milestoneID": "6", "milestoneDesc": "The CIO and CFO will convene joint budget planning meetings with Operating Administration CIOs and Budget staff to review and provide preliminary recommendations and guidance on proposed budget request prior to requesting the Secretary’s decision.", "milestoneTargetCompletionDate": "2016-06-30", "milestoneStatus": "Complete ", "milestoneStatusDesc": "This is a recurring action that takes place during each budget cycle, and therefore has no established end date.", "commonBaselineArea": "budgetFormulation" }, { "milestoneID": "7", "milestoneDesc": "The Investment Management Process Guidance will be updated and placed into the Departmental review and coordination process. The DOT CIO, CFO, and SPE will provide oversight via the IRB. The DOT CIO is evaluating the potential benefits in establishing Program Management reviews to conduct periodic program management assessments as needed. The IRB serves as the final decision authority for rationalizing IT investments across the Department. The Department will continue to leverage existing practices for the disposal of IT resources at the end of their lifecycle Operating Administration CIOs shall ensure that program office/manager estimates are developed using the same or equal criteria mentioned in section I1 & I2 under, “Share acquisition and procurement responsibilities.", "milestoneTargetCompletionDate": "2016-05-31", "milestoneStatus": "Complete", "milestoneStatusDesc": "As previously mentioned, DOT is working on implementing a number of new business processes. The document is being coordinated with cross-functional stakeholders and is expected to be signed out in May, 2016.", "commonBaselineArea": "budgetFormulation" }, { "milestoneID": "8", "milestoneDesc": "The DOT CIO, CFO, and SPE will provide oversight via the IRB. The DOT CIO is evaluating the potential benefits in establishing Program Management reviews to conduct periodic program management assessments as needed. The IRB serves as the final decision authority for rationalizing IT investments across the Department.", "milestoneTargetCompletionDate": "2016-05-31", "milestoneStatus": "InProgress", "milestoneStatusDesc": "The Guidance document has been updated to incorporate a number of new business processes that impact cross-functional organizations. The final draft is being coordinated and is expected to be signed out in May 2016.", "commonBaselineArea": "budgetFormulation" }, { "milestoneID": "9", "milestoneDesc": "The Department will continue to leverage existing practices for the disposal of IT resources at the end of their lifecycle.", "milestoneTargetCompletionDate": "2016-05-31", "milestoneStatus": "Complete", "milestoneStatusDesc": "The Guidance document has been updated to incorporate a number of new business processes that impact cross-functional organizations. The final draft is being coordinated and is expected to be signed out in May 2016.", "commonBaselineArea": "budgetFormulation" }, { "milestoneID": "10", "milestoneDesc": "Operating Administration CIOs shall ensure that program office/manager estimates are developed using the same or equal criteria mentioned in section I1 & I2 under, “Share acquisition and procurement responsibilities.", "milestoneTargetCompletionDate": "2016-05-31", "milestoneStatus": "Complete", "milestoneStatusDesc": "The Guidance document has been updated to incorporate a number of new business processes that impact cross-functional organizations. The final draft is being coordinated and is expected to be signed out in May 2016.", "commonBaselineArea": "budgetFormulation" }, { "milestoneID": "11", "milestoneDesc": "DOT will also ensure that agency budget justification materials in their initial budget submission to OMB include a certification that affirms that the CIO has reviewed and approved the major IT investments portion of this budget request.", "milestoneTargetCompletionDate": "2015-10-31", "milestoneStatus": "Complete", "milestoneStatusDesc": "None.", "commonBaselineArea": "budgetFormulation" }, { "milestoneID": "12", "milestoneDesc": "The OCIO will establish a training program to ensure that PMs are educated and applying Departmental standards in program and project execution.", "milestoneTargetCompletionDate": "2016-05-31", "milestoneStatus": "Deferred", "milestoneStatusDesc": "The training portion of Section E is deferred, as the initiative is dependent upon establishing adequate resources. However, the CIO convened program review panel is expected to be implemented in May 2016.", "commonBaselineArea": "budgetExecution" }, { "milestoneID": "13", "milestoneDesc": "Program Managers and applicable program management office staff will be required to apprise a CIO convened program review panel of a program’s health and status. The review would provide oversight of performance management goals, objectives and metrics to ensure investments are being managed properly and delivering cost-effective business value to the Department. The CIO or his or her designee will chair such review panels on a quarterly schedule, however, reviews may be held on a more or less frequent basis should performance indicators dictate.", "milestoneTargetCompletionDate": "2016-05-31", "milestoneStatus": "Complete", "milestoneStatusDesc": "This process will be in place as a part of the Department’s Enterprise Program Management Board review led by the OCIO.", "commonBaselineArea": "budgetExecution" }, { "milestoneID": "14", "milestoneDesc": "The DOT CIO will require OA CIOs’ to establish internal program oversight processes leveraging “to-be” DOT enterprise criteria", "milestoneTargetCompletionDate": "2016-05-31", "milestoneStatus": "COmplete", "milestoneStatusDesc": "The OA CIOs are being tasked to establish an EPMB equivalent review board to provide lifecycle management oversight of those programs not being directly managed by the Department’s review board.", "commonBaselineArea": "budgetExecution" }, { "milestoneID": "15", "milestoneDesc": "The OA CIOs should also ensure that IT programs/projects focus on achieving strategic objectives.", "milestoneTargetCompletionDate": "2016-05-31", "milestoneStatus": "Complete", "milestoneStatusDesc": "The EPMR process is designed to help provide management oversight and Rigor needed for Capital assets.", "commonBaselineArea": "budgetExecution" }, { "milestoneID": "16", "milestoneDesc": "The DOT CIO and CFO will work with the Operating Administrations to better understand current processes with the goal of defining a consistent approach to an IT expenditure plan. The SPE will work with Operating Administrations to improve contract language to ensure system costs are detailed within procurements that cover more than one system. The Department will leverage the aforementioned updated IT budget process to increase visibility of IT planned expenditure through the use of Operating Administration IT spend plans", "milestoneTargetCompletionDate": "2016-05-31", "milestoneStatus": "COmplete", "milestoneStatusDesc": "The DOT CIO has established a process for improving visibility into OA IT Spend through the use of Spend Plans. The CIO and SPE have jointly produced a Spend Plan Memo and developed Investment Management Guidance that outlines the process for the Operating Administrations to follow. We have received and evaluated nearly half of the plans and we are working with OAs on the level of fidelity required in the plans in order to get the Spend Plan Memo signed. The Investment Management Guidance should be released in May 2016.", "commonBaselineArea": "budgetExecution" }, { "milestoneID": "17", "milestoneDesc": "The DOT will also continue to adhere to OMB policy and leverage current management practices outlined in the IPPM Practitioner’s Guide and Investment Management Process Guidance to conduct all phases of capital planning reporting and project oversight of IT investments.", "milestoneTargetCompletionDate": "2016-05-31", "milestoneStatus": "Complete", "milestoneStatusDesc": "The EPMR process is designed to help provide management oversight and Rigor needed for Capital assets.", "commonBaselineArea": "budgetExecution" }, { "milestoneID": "18", "milestoneDesc": "As part of the aforementioned baseline review, the Investment Management Process Guidance and the IPPM will be updated to strengthen the Department’s program management oversight and milestone review processes, with a focus on incremental development.", "milestoneTargetCompletionDate": "2016-05-31", "milestoneStatus": "Complete", "milestoneStatusDesc": "The Department has drafted and is coordinating the Enterprise Program Management Review Guidance document with stakeholders. The Document is scheduled to be released in May 2016.", "commonBaselineArea": "budgetExecution" }, { "milestoneID": "19", "milestoneDesc": "The DOT will ensure adherence with these responsibilities through regular, collaborative IRB meetings designed to focus on cost, schedule, performance and risk factors to determine the overall health of the IT portfolio. Although the final determination on investment decisions is rendered at the IRB, each Operating Administration is expected to have a bureau-level IRB that reviews investments and informs IRB decisions. The Operating Administration IRB should operate on the principle foundation of the IRB as outlined in the Investment Management Process Guidance, where practicable. Additionally, the DOT CIO or designated representative shall be a participant on Operating Administration IRBs.", "milestoneTargetCompletionDate": "2016-12-31", "milestoneStatus": "Complete", "milestoneStatusDesc": "The EPMR process is designed to help provide management oversight and Rigor needed for Capital assets.", "commonBaselineArea": "budgetExecution" }, { "milestoneID": "20", "milestoneDesc": "The Operating Administration CIO approval of the IDR will certify that investments contained in the portfolio are adequately implementing incremental development and other requirements, as defined in capital planning guidance issued by OMB; 40 U.S.C. § 11319.", "milestoneTargetCompletionDate": "2015-12-31", "milestoneStatus": "Complete", "milestoneStatusDesc": "None.", "commonBaselineArea": "budgetExecution" }, { "milestoneID": "21", "milestoneDesc": "The Department will continue use of the IPPM to manage IT development efforts and commercial off the shelf procurements throughout their lifecycle. The IPPM Practitioner’s Guide will be updated to highlight the requirement for incremental development where practical", "milestoneTargetCompletionDate": "2016-05-31", "milestoneStatus": "Complete", "milestoneStatusDesc": "The Department has drafted and is coordinating the Enterprise Program Management Review Guidance document with stakeholders. The Document is scheduled to be released in May 2016.", "commonBaselineArea": "budgetExecution" }, { "milestoneID": "22", "milestoneDesc": "The Investment Management Process Guidance will be updated to capture final recommendations on modification, termination, or pause of projects. Additionally, the guidance will address notification provisions to meet OMB TechStat notification timelines and IDC submission requirements.", "milestoneTargetCompletionDate": "2016-05-31", "milestoneStatus": "Complete", "milestoneStatusDesc": "The Guidance document has been updated to incorporate a number of new business processes that impact cross-functional organizations. The final draft is being coordinated and is expected to be signed out in May 2016.", "commonBaselineArea": "budgetExecution" }, { "milestoneID": "23", "milestoneDesc": "The Department’s Investment Management Process Guidance will be updated to incorporate formal process used to execute this function.", "milestoneTargetCompletionDate": "2016-12-31", "milestoneStatus": "Complete", "milestoneStatusDesc": "The Guidance document has been updated to incorporate a number of new business processes that impact cross-functional organizations. The final draft is being coordinated and is expected to be signed out in May 2016.", "commonBaselineArea": "budgetExecution" }, { "milestoneID": "24", "milestoneDesc": "The DOT will continue to leverage the SPE-led ASRB, the IRB, and the Department’s EVM guidance.", "milestoneTargetCompletionDate": "2016-05-31", "milestoneStatus": "Complete", "milestoneStatusDesc": "The Guidance document has been updated to incorporate a number of new business processes that impact cross-functional organizations. The final draft is being coordinated and is expected to be signed out in May 2016.", "commonBaselineArea": "Acquisition" }, { "milestoneID": "25", "milestoneDesc": "The Investment Management Process Guidance will be revised for Departmental review by December 31, 2015 and finalized for adoption no later than February 10, 2015.", "milestoneTargetCompletionDate": "2016-02-10", "milestoneStatus": "Complete", "milestoneStatusDesc": "The Guidance document is in final coordination with DOT Stakeholders, and is expected to be signed out May 2016.", "commonBaselineArea": "Acquisition" }, { "milestoneID": "26", "milestoneDesc": "the Department’s Investment Management Process Guidance will be updated to address gaps identified in the baseline review by December 31, 2015, and finalized for adoption no later than February 10, 2016 to aid PMs in determining which contracts require DOT CIO approval and the actions required to secure Operating Administration CIO approval.", "milestoneTargetCompletionDate": "2016-02-10", "milestoneStatus": "Complete", "milestoneStatusDesc": "The Guidance document is in final coordination with DOT Stakeholders, and is expected to be signed out May 2016.", "commonBaselineArea": "Acquisition" }, { "milestoneID": "27", "milestoneDesc": "The Department will make revisions to its July 29, 2008, Deputy Secretary of Transportation-signed memorandum (Advancing the Use and Strategic Value of Information Technology Resources throughout the Department of Transportation) not later than December 31, 2015, to incorporate specific language on DOT CIO approval authority.", "milestoneTargetCompletionDate": "2015-12-31", "milestoneStatus": "Complete", "milestoneStatusDesc": "The CIO and CHCO are in the process of revising the memorandum. The document is expected to be updated in May 2016.", "commonBaselineArea": "OrganizationandWorkforce" }, { "milestoneID": "28", "milestoneDesc": "The DOT CIO will participate on interview panels and approve the selection of Operating Administration CIOs.", "milestoneTargetCompletionDate": "2015-12-31", "milestoneStatus": "Deferred", "milestoneStatusDesc": "The OCHCO is completing a Human Resources management study to inform the feasibility of designating single hatted CIOs across the operating administrations. The study is expected to be complete in October 2016.", "commonBaselineArea": "OrganizationandWorkforce" }, { "milestoneID": "29", "milestoneDesc": "DOT will assess each Operating Administration to determine the appropriateness of moving towards the goal of single-hatted CIOs to ensure IT resources and related issues can be given the required level of attention.", "milestoneTargetCompletionDate": "2015-12-31", "milestoneStatus": "Deferred ", "milestoneStatusDesc": "The OCHCO is completing a Human Resources management study to inform the feasibility of designating single hatted CIOs across the operating administrations. The study is expected to be complete in October 2016.", "commonBaselineArea": "OrganizationandWorkforce" }, { "milestoneID": "30", "milestoneDesc": "The Department will leverage the July 29, 2008, Deputy Secretary of Transportation-signed (Advancing the Use and Strategic Value of Information Technology Resources throughout the Department of Transportation) Memorandum. The memorandum will be updated to specify the role of the DOT CIO in completing performance appraisals for Operating Administration CIOs. Additionally, the memorandum will address the identification of key component CIOs.", "milestoneTargetCompletionDate": "2015-05-31", "milestoneStatus": "Complete", "milestoneStatusDesc": "The memo is in Draft and is expected to be signed in May 2016.", "commonBaselineArea": "OrganizationandWorkforce" }, { "milestoneID": "31", "milestoneDesc": "The Department will establish an Operating Administration IT Leadership Directory with the information required by OMB. The Department will use the OPM / OMB joint Career Path Guide Model (the Guide) to develop and maintain the current IT workforce", "milestoneTargetCompletionDate": "2015-08-31", "milestoneStatus": "Complete", "milestoneStatusDesc": "The IT Leadership Directory has been posted at agency.gov/digitalstrategy.", "commonBaselineArea": "OrganizationandWorkforce" }, { "milestoneID": "32", "milestoneDesc": "The Department will publish DOT Centric Core Competencies to address critical IT areas such as Cybersecurity and CIOs.", "milestoneTargetCompletionDate": "2015-12-31", "milestoneStatus": "Complete", "milestoneStatusDesc": "The Department has choosed to leverage existing DOT OCIO competiencies .", "commonBaselineArea": "OrganizationandWorkforce" } ] }