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OFFICE OF THE CHIEF INFORMATION OFFICER. 4. October 22, 2008. Assistant ... OFFICE OF THE CHIEF INFORMATION OFFICER. Integrated Project Team. HHS RECORDS MANAGEMENT ...

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  1. Wednesday, October 22, 2008 Records Management Integrated Project Team Kick-Off Session 1:30 pm – 3:00 pm HHS Auditorium

  2. Agenda • Agenda Overview: Vision, Goals and Objectives Terry Nicolosi, Director, OCIO Office of Resources Mgmt • Welcome and Acknowledgements Charlie Johnson, Assistant Secretary for Resources and Technology • Records Management Program Status and Future Co-Leads: Integrated Project Team (IPT) Larry Gray, HHS Departmental Records Officer Vickie Robey, CMS Records Officer • OMB Chief Architect on Enterprise Architecture and Records Management Introduction by HHS Deputy CIO John Teeter Kshemendra N. Paul, OMB Chief Architect • Embedding Records Management into Agency Business Processes Laurence Brewer, CRM; NARA Director of Lifecycle Management • Records Management (RM) Enterprise Architecture (EA) Quarterly Goals and Objectives Mary Forbes, Lead Enterprise Architect • Next Steps Terry Nicolosi, Director of ORM

  3. Vision, Goals and Objectives Vision: HHS will facilitate the quality, coordination and effectiveness of building a Department-wide electronic records management system;Goals: Define and implement simplified standard processes and standard data definitions for records management; protect the confidentiality and integrity of HHS records while providing appropriate access and availability of these records; Standardize and improve the efficiency of the collection of HHS records, reduce the financial burden storage of HHS resources across the department.Objectives: Meet the NARA Bulletin 2006-02 (government-wide deadline of September 30, 2009) for agencies to identify and schedule all existing records;Meet the EA RM IPT Quarterly milestones for FY 2009.

  4. Welcome and Acknowledgements Assistant Secretary for Resources and TechnologyCharlie Johnson

  5. Current and Future of HHS RM Program Larry Gray, Departmental Records OfficerWhat are we doing? • The Department RM Program has taken the lead to standardize Record Keeping Policies, Practices, and Guidelines across the organization. • Created the HHS Records Management Council. • Revised RM Policies. • Documenting the Functions being performed. • Department Wide-Inventory conducted. • Cross walk mission statements and organization charts to a Records Schedule.

  6. Current and Future of HHS RM Program RM Council (Partnership with IPT) RM Charter requires members to establish continuous program improvement by ensuring that RM issues are addressed in: • Strategic Planning • Business Process Design • Capital Planning and Investment Control • Solutions Development Lifecycle • Enterprise Architecture • Information Security • E-Government

  7. Current and Future of HHS RM Program Records Officers as the subject matter experts in Records Management play an integral role in the successful transformation to a successful department wide records management program.The Partnership will allow the RM community to push forward with not only the normal end of year requirements but also meet the additional requirements for an Administration change.

  8. Current and Future of HHS RM Program Vickie Robey, CMS Records Officer Working with IT and EA to identify RM processes. Pioneered Electronic Filing of E-mail Developing E-Recordkeeping Business Process Management (BPM) Completed records management piece for a FOIA and Correspondence BPM Submitted to NARA our electronic systems inventory.

  9. Introduction of OMB Chief Architect HHS Deputy Chief Information OfficerJohn Teeter

  10. Enterprise Architecture and Records Management OMB Chief Enterprise Architect Kshemendra N. Paul

  11. Embedding Records Management into Agency Business Processes Laurence Brewer, CRM Director, Lifecycle Management Division National Archives and Records Administration

  12. Goals Adapting to the current business environment requires IT & RM collaboration to ensure:A systematic approach to managing recordsCoordinated records, information, and knowledge management strategiesTechnology is utilized effectivelyRM requirements are addressed early in the life cycle

  13. Challenges Agency records management procedures do not integrate people, policies, processes and technology well Agency enterprise architectures (EA) do not systemically address records management requirementsAgency planning and execution of IT investments often overlooks the value of records management (RM)Systems are often funded, designed and implemented without adequate thought about how those records will be managed over their entire lifecycle

  14. Strategies NARA Bulletin 2006-03 Availability of Federal Enterprise Architecture (FEA) RM Profile, released December 23, 2005http://www.archives.gov/records-mgmt/bulletins/2006/2006-03.htmlA framework for embedding records management into IT governance and development processes A resource to guide integrating records management seamlessly into agency business processes

  15. Strategies Establish a common Government-wide framework for identifying records management requirementsIdentify records management issues and requirements and link them to their implementing technologies and business processesBuild records management requirements into agency IT governance processes for enterprise architecture (e.g., CPIC, BPD, SDLC)

  16. Conceptual view

  17. Next Steps Continue to socialize and implement RM ProfilePlanning Webinar in early 2009 Leverage related tools and technologies (e.g., Toolkit for Electronic Records, Records Management Services)

  18. Contact information Laurence Brewer, CRMDirector, Lifecycle Management DivisionNational Archives and Records Administrationlaurence.brewer@nara.gov(301) 837-1539

  19. Records Management (RM) Enterprise Architecture (EA) Quarterly Goals and Objectives Mary ForbesHHS Lead Enterprise Architect

  20. Architecture is the Plan for Realizing Your Vision Gaps

  21. Records Management EA Approach • Leverage work of NARA and other federal partners • Use structured methodology for collection and analysis of segment-related information • HHS Architecture Development Methodology (ADM) • Federal Segment Architecture Methodology (FSAM) Provides RM Transition Plan

  22. EA Quarterly Objectives and Goals:First Quarter (ending December 2008) • Identify and Document Current Records Management Business Process Activities • Review Existing Records Management Business Process Models • Conduct Stakeholder Interviews • Develop Current RM Business Process Models Applicable to HHS and all OPDIVs • Validate Findings with Integrated Program Team IPT

  23. EA Quarterly Objectives and Goals:Second Quarter (ending March 2009) • Develop Gap Analysis • Review Existing Documentation including • RM Self Assessment Survey Results • NARA CRF 36 • Conduct Interviews with OPDIVs to identify Target State of RM • Develop Gap Analysis Document • Review and Validate Findings with IPT IPT

  24. EA Quarterly Objectives and Goals:Third Quarter (ending June 2009) • Develop Target RM Business Process Activities • Incorporate Gap Analysis Findings into Target RM Business Process Models • Develop Target RM Business Process Models • Validate Findings with IPT IPT

  25. EA Quarterly Objectives and Goals:Fourth Quarter (ending September 2009) • Create RM Segment Transition Plan • Incorporate Baseline and Target Artifacts Created From ADM and FSAM • Develop RM Segment Transition Plan • Review and Finalize with IPT IPT

  26. RM EA Approach – Development of the Transition Plan • The RM Segment Transition Plan will: • Provide HHS an Overview of the Key Elements Necessary to Successfully Transition from the Current State of the Segment to the Desired State • Identify Cost Saving, Efficient, and Timely Strategies for Transitioning the Segment • Minimize the Impact on Personnel, Current Operations, and Operating Divisions (OPDIVs)

  27. EA Quarterly Objectives and Goals:Fourth Quarter (ending September 2009) Supports Supports EA Team IPT Management OBJECTIVE RM TRANSITION PLAN

  28. The “So What?” • The way we work has changed. • The way we manage the records of that work has not kept pace. • Systems are often funded, designed and implemented without adequate thought for the records they create and how those records will be managed across time. • Critical electronic records can be: • buried with marginally important information • difficult, time consuming and expensive to find or worse— • deleted, destroyed or overwritten before their time • stored in obsolete formats and no longer accessible • Business processes with poorly managed records are often more costly, more risky, harder to defend and slower. • Enterprise Architecture and The Records Management Profile are key to catching up and keeping pace. L. Reynolds Cahoon, 2006

  29. Next Steps • Sign up for being a member of the Integrated Project Teamat our registration table; • Send me your questions, comments, suggestions regarding IPT at terry.nicolosi@hhs.gov; • First IPT member working session to be held the week of January 26, 2009 to review and finalize first quarter milestone; • All presentations and information will be posted on our OCIO Records Management internet site; Thank you all for being with us today and thanks to our speakers. We look forward to working with all of you on Records Management.

  30. Contact Information Terry Nicolosi Director, Office of Resources Management, Office of the CIODepartment of Health and Human ServicesTerry.Nicolosi@hhs.gov(202) 690-6162

  31. Comments, Questions, Suggestions Name:___________________________________Email:____________________________________Comments, Questions, Suggestions:_____________________________________________________________________________________________________________________________________________________________________________

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