2012 Planning for ERA

1. 2012 Planning for ERA ACERA Meeting, 11/2/11 Meg Phillips, Office of the COO David Lake, ERA PMO Quyen Nguyen, ERA PMO

2. Topics • ERA Planning • Prioritization Process for Corrective and Adaptive Maintenance • Tolerating Uncertainty! • Current State of ERA • What Corrective and Adaptive Maintenance is on the table for FY12?

3. NARA’s Summer 2011 Planning Activity • Capture all potential changes (bigger than PTR level fixes) to ERA that we would like to make under the O&M contract • Some of these changes support agency adoption, but others support other parts of the system • Prioritize and order the changes so we know where we want to start • Create cost estimates for the top priority changes • Figure out how far down our list our FY12 resources (time, people, money) may go

4. ERA Prioritization Timing • The Exhibit 300 for ERA for FY 2013 was due in September • By August, we needed a working assumption about what tasks we would work on for BOTH • FY 2012 and • FY 2013 • However, the list of potential tasks was not frozen: we will keep adding as things come up, and will choose tasks for the new contractor based on highest priorities at the time.

5. Prioritization Process • The ERA Business Requirements Group (BRG) gathered potential changes from stakeholders • BRG analyzed using a variation of Wiegers’ method, which captures separate 1-9 ratings for: • Benefit • Penalty • Risk (business and technical – basically a measure of how well understood a change is) • Cost

6. Prioritization Process • The ERA Business Requirements Group collected around 90 candidate tasks. • Recommendations for first tasks and the goals they support went to NARA management for input and discussion at the end of June. • Management provided feedback by identifying 3 outcomes ERA changes should support: • All agencies are using ERA by the end of FY12, and they are able to effectively accession and transfer their electronic records to NARA using ERA. • NARA makes high profile/high public demand records available online via OPA. • NARA staff can effectively search, review, and redact Federal and Presidential electronic records in our holdings for FOIA and other purposes.  • In early August, the BRG used the management guidance to identify activities for FY 2012 for the ERA Exhibit 300.

7. Learning to Tolerate Uncertainty:We don’t really know what we’ll be able to do in FY12 • FY12 Budget? • FY13 Budget? • New contractor? • Smooth transition between contracts? • Impact of open PTRs and their priority when we start this work?

8. Current State of ERA Theme 5 Metadata (data about stuff) Themes 1, 2, 4 Ingest/Submission (getting stuff in) Access ( getting stuff out) Theme 3 Repository (a safe place for stuff) Themes 4 and 6

9. Current State of ERA:Themes inCorrective and Adaptive Maintenance • Improve the public’s ability to access e-records through OPA • Increase our flexibility in publishing our electronic data to OPA and enhancing public interaction with it • Make the record submission process streamlined, scalable, reliable, and flexible • Improve NARA staff ability to search and access records and information in Base • Improve processes for capturing, storing, and updating metadata across instances/systems • Improve ERA architecture to promote scalable, evolvable, and cost-effective storage and records management services

10. Questions and Discussion Meg Phillips Office of the COO Meg.phillips@nara.gov 301-837-3111 David Lake ERA PMO David.Lake@nara.gov 301-837-1896 Quyen Nguyen ERA PMO Quyen.Nguyen@nara.gov 301-837-0582