IBR Provides DOI Needed IT Investment Audit Trail
The Client: The Department of the Interior’s (DOI) Office of the Chief Information Officer (OCIO) provides information technology (IT) leadership to the DOI and its bureaus. It is involved in a number of initiatives, including centralizing the department’s IT infrastructure and compliance functions.
The Challenge: When a government agency procures IT systems, it needs confidence that it is managing the process correctly. To that end, DOI’s OCIO hired KeyLogic to set up an ongoing Integrated Baseline Review (IBR) process for its IT investments. The IBR process allows OCIO and its IT contractors to arrive at mutual agreement about costs, schedules, deliverables and risks associated with IT projects. The goal was to create an audit trail to track projects from the request for proposal stage through contract execution.
The Solution: OMB bases its IBR requirements on American National Standards Institute (ANSI) standard 748, which covers Earned Value Management System (EVMS) guidelines. OCIO directed KeyLogic to base its IBR solution on that standard. So KeyLogic implemented its EVMS Assessment Tool, written in Microsoft Excel. Far from being a mere spreadsheet, the EVMS tool allows KeyLogic to comb through granular data on investments, rate the viability and quality of both projects and associated vendors, and suggest improvements as needed.
The Result: With KeyLogic’s help, DOI’s OCIO has successfully implemented an IBR process. This gives the office greater confidence that it is managing its IT projects properly and that vendors are holding up their end. The process also puts OCIO in good standing with the Office of Management and Budget (OMB), which has guidelines that strongly encourage IBR process implementation. KeyLogic continues to use the tool to perform IBR assessments for the office. Other results include:
- Improved Vendor Assessment. Using IBR to assess vendors increases the likelihood that a vendor has the systems and processes in place to properly manage investments.
- Improved Efficiency. IBR lets OCIO issue better, more detailed requests for proposals (RFPs) before projects begin, allowing vendor candidates to respond better. This helps assure the right processes and tools are in place at the beginning of a project. That can result in fewer delays and reduced costs.
- Improved Decision-making. The IBR process can be applied to vendors before contracts are awarded. This can help weed out candidates that are not equipped to handle a particular project. It can also spot problems after contracts are awarded. An ongoing project can be put on hold, for instance, until the vendor has the proper management processes in place.
To learn more about how EVM portfolio management solutions from KeyLogic can help your agency, please contact us today at 888.204.9649.