U.S. Department of Education: Promoting Educational Excellence for all Americans

G5 - Grants Management Re-Design

Exhibit 300: Capital Asset Plan and Business Case Summary
Part I: Summary Information And Justification

Section A: Overview

  1. Date of submission: May 30, 2008
  2. Agency: 018
  3. Bureau: 14
  4. Name of this Capital Asset: G5 - Grants Management Re-Design
  5. Unique Project (Investment) Identifier: 018-14-01-01-01-1341-24
  6. What kind of investment will this be in FY2010? Multi-Agency Collaboration
  7. What was the first budget year this investment was submitted to OMB? FY2003
  8. Provide a brief summary and justification for this investment, including a brief description of how this closes in part or in whole an identified agency performance gap: The G5 investment has been selected and approved by the Office of Management and Budget (OMB) as a Consortia Lead for the Grants Management Line of Business (GMLoB). This investment provides for the replacement of the Department's legacy grant management system - the Grant Administration and Payment System (GAPS) and supports the Line of Business consolidation initiative. The shared service model enables ED to provide services to client agencies that will migrate to the Department of Education's end-to end grant management system. The G5 solution will support the Agency's grant making business process and will be a full lifecycle end-to-end grants management system (from intake of applications, peer review, award, payment, performance monitoring and final closeout of the grant award). The investment was initiated in FY 2004 to gather new or changing requirements related to grants management and to better align to the Department's current business processes and strategic plan. The current system became operational in 1998 and has reached the end of its lifecycle. This initiative will ensure the Department's enterprise-wide grants management system is up to date with current technology trends and with GPEA requirements and that it is closely aligned with both existing and new grant policies and procedures.
  9. Did the Agency's Executive/Investment Committee approve this request? yes
    1. If "yes," what was the date of this approval? Jun 14, 2007
  10. Did the Project Manager review this Exhibit? yes
  11. Contact information of Program/Project Manager?
    1. What is the current FAC-P/PM (for civilian agencies) or DAWIA (for defense agencies) certification level of the program/project manager? New Program Manager
  1. Has the agency developed and/or promoted cost effective, energy efficient and environmentally sustainable techniques or practices for this project. no
    1. Will this investment include electronic assets (including computers)? yes
    2. Is this investment for new construction or major retrofit of a Federal building or facility? (answer applicable to non-IT assets only) no
      1. If "yes," is an ESPC or UESC being used to help fund this investment? [Not answered]
      2. If "yes," will this investment meet sustainable design principles? [Not answered]
      3. If "yes," is it designed to be 30% more energy efficient than relevant code? [Not answered]
  2. Does this investment directly support one of the PMA initiatives? yes
    Financial Performance
    Expanded E-Government
    1. Briefly and specifically describe for each selected how this asset directly supports the identified initiative(s)? Goal 3: Improved Financial Performance Objectives: Make accurate benefits payments to recipients (reduce erroneous payments),Improve the timeliness and reliability of financial data,Receive a "clean audit" of the agency's financial report Goal 4: Expand Electronic Government Objectives: -Reduce the expense and difficulty of doing business with the government , Provide high quality customer service regardless of the access channel,Use the Internet to enable citizens to do business
  3. Does this investment support a program assessed using the Program Assessment Rating Tool (PART)? (For more information about the PART, visit www.whitehouse.gov/omb/part.) no
    1. If "yes," does this investment address a weakness found during a PART review? [Not answered]
    2. If "yes," what is the name of the PARTed program? [Not answered]
    3. If "yes," what rating did the PART receive? [Not answered]
  4. Is this investment for information technology? yes

For information technology investments only:

  1. What is the level of the IT Project? (per CIO Council PM Guidance) Level 3
  2. In addition to the answer in 11(a), what project management qualifications does the Project Manager have? (per CIO Council PM Guidance) (1) Project manager has been validated as qualified for this investment
  3. Is this investment or any project(s) within this investment identified as "high risk" on the Q4-FY 2008 agency high risk report (per OMB Memorandum M-05-23)? yes
  4. Is this a financial management system? yes
    1. If "yes," does this investment address a FFMIA compliance area? yes
      1. If "yes," which compliance area: Federal Financial Management Systems Requirements (JFMIP Functional Requirements)
      2. If "no," what does it address? [Not answered]
    2. If "yes," please identify the system name(s) and system acronym(s) as reported in the most recent financial systems inventory update required by Circular A-11 section 52 Financial Management Support System (FMSS)/Oracle Common Origination and Disbursement (COD)/FSA
  5. What is the percentage breakout for the total FY2010 funding request for the following?
Hardware 0
Software 0
Services 76
Other 24
  1. If this project produces information dissemination products for the public, are these products published to the Internet in conformance with OMB Memorandum 05-04 and included in your agency inventory, schedules and priorities? yes
  2. Contact information of individual responsible for privacy related questions:
   
   
   
   
  1. Are the records produced by this investment appropriately scheduled with the National Archives and Records Administration's approval? yes
  2. Does this investment directly support one of the GAO High Risk Areas? no

Section B: Summary of Spending

  1.  

Table 1: SUMMARY OF SPENDING FOR PROJECT PHASES
(REPORTED IN MILLIONS)
(Estimates for BY+1 and beyond are for planning purposes only and do not represent budget decisions)

  PY-1 and earlier PY 2008 CY 2009 BY 2010 BY+1 2011 BY+2 2012 BY+3 2013 BY+4 and beyond Total
Planning: 0 0 0 0          
Acquisition: 5.54 5.45 5.371 1.82          
Subtotal Planning amp; Acquisition: 5.54 5.45 5.371 1.82          
Operations & Maintenance: 0 0.65 1.85 3.7          
TOTAL: 5.54 6.1 7.221 5.52          

Government FTE Costs should not be included in the amounts provided above.

Government FTE Costs 0.335 0.459 0.601 0.756          
Number of FTE represented by Costs: 3 4 5 6          
  1. Will this project require the agency to hire additional FTE's? yes
    1. If "yes", How many and in what year? 2 additional FTE's may be required in FY 09 depending on the number of consortia partners.
  2. If the summary of spending has changed from the FY2009 President's budget request, briefly explain those changes: In order to mitigate risk and optimize budget dollars the Department has modified the G5 Integrator contract from a Time and Materials contract to a firm-fixed price contract. Based upon contract negotiations the G5 project funding has been stabilized.

Section D: Performance Information

Performance Information Table

Fiscal Year Strategic Goal(s) Supported Measurement Area Measurement Grouping Measurement Indicator Baseline Target Actual Results
2006 Cross-goal Strategy on Managment: Obejctive 1 Customer Results Customer Impact or Burden Selection as a GMLOB consortia lead in order to achieve the goal of reducing the number of grant management systems in the Federal government. The GMLOB is a new initiative and there are no consortia providers. recommended as a GMLOB consortia Lead ED received formal approval from OMB to go forward as a consortia lead on 12/2/2005
2006 Cross-goal Strategy on Managment: Obejctive 1 Mission and Business Results Information Management # of client agencies by 4th Quarter 06 0 1 As of Q4 FY 06 there are no partners. Progress toward performance goals will be reported on a quarterly basis.
2006 Cross-goal Strategy on Managment: Obejctive 1 Processes and Activities Efficiency Project Management Office (PMO) contract will be awarded by April 2006 to establish internal processes and best practices. No PMO exists for project PMO in place PMO contract awarded 4/3/06
2006 Cross-goal Strategy on Managment: Obejctive 1 Technology Data Reliability and Quality # of COTS products reviewed in market analysis to support ED's grant management business process. Market analysis prior to legacy system was not conducted. 8 18 vendors were evaluated to assess viability of COTS solution to support ED's grants management business process
2007 Cross-goal Strategy on Managment: Obejctive 1 Customer Results New Customers and Market Penetration # of client agencies 0 2 ED has no partner agencies
2007 Cross-goal Strategy on Managment: Obejctive 1 Customer Results Customer Satisfaction A formal G5 Governance Structure (consisting of consortia partners and ED) will be adopted and implemented by Q1 FY07 No G5 Consortia Governance structure exists as of Q2 FY06. A formal governance plan that identifies the governance structure and the roles, responsibilities, and governing procedures will be in place by Q1 FY07. As of December 06, a formal governance plan has been adopted and is being implemented. The First G5 Executive Steering Committee meeting will take place on 1/30/2007.
2007 Cross-goal Strategy on Managment: Obejctive 1 Technology Standards Compliance and Deviations Adoption of CMMI Level 3 or better software development lifecycle practices to ensure repeatable, disciplined methodology to solution development. CMMI Level 3 or better does not exist for the project as of Q2 FY06 CMMI Level 3 or better will be adopted by the G5 project. The G5 Integrator is certified at a CMMI level 3 and currently pursuing CMMI level 5 certification
2007 Cross-goal Strategy on Managment: Obejctive 1 Mission and Business Results Central Fiscal Operations client agency participation in development decisions 0 - GMLoB is a new initiative. No baseline information exists. 100% of all client agencies will participate in all G5 development decisions As of December 2006, no partners have joined the ED consortia. OMB has decided to delay the 2nd round of consortia leads. The affect is that an incomplete 2nd round makes it harder for the current consortia leads to close deals with partner agencie
2008 Cross-goal Strategy on Managment: Obejctive 1 Processes and Activities Financial Management ? # of identified requirements 211 total Phase 1 requirements have been identified. 100% implementation of critical requirements 100%
2008 Cross-goal Strategy on Managment: Obejctive 1 Processes and Activities Errors ? # of test cases passed (A&I & UAT) 720 test cases must pass in each test cycle. More than 720 test cases Testing has been delayed. Until testing is complete, the project cannot report the total # of tst cases passed (A&I and UAT). Results will be reported when testing is complete.
2008 Cross-goal Strategy on Managment: Obejctive 1 Processes and Activities Errors ? # of defects found in UAT testing 900 defects can be identified during UAT No more than 900 defects should be encountered in UAT. UAT testing has been delayed. Until UAT testing is complete, the project cannot report the total # of defects foung in UAT. Results will be reported when UAT is complete.
2008 Cross-goal Strategy on Managment: Obejctive 1 Processes and Activities Lifecycle/Change Management ? Total defects found vs. total defects deferred to next build/phase 45 defects can be deferred. No more than 45 defects can be deferred. Testing has been delayed. Until testing is complete, the project cannot report the total # of defects and what will be defrred. Results will be reported when testing is complete.
2008 Cross-goal Strategy on Managment: Obejctive 1 Customer Results Customer Satisfaction % of stakeholders are informed about the G5 implementation 80% of the stakeholders will be informed. No less than 80% will be informed. 95%
2008 Cross-goal Strategy on Managment: Obejctive 1 Customer Results Customer Training % of respondents are prepared to fully utilize the G5 system 70% of respondents will be prepared. No less than 70% will be prepared. 85%
2009 Cross-goal Strategy on Managment: Obejctive 1 Technology Compliance 100% of internal and external customers with disabilities can access and utilize the functionality of the system 100% 100% Progress towards performance goals will be reported on a quarterly basis.
2009 Cross-goal Strategy on Managment: Obejctive 1 Technology Service Availability System Availability G5 will be avavailable 95% of the time 98% uptime Progress towards performance goals will be reported on a quarterly basis.
2009 Cross-goal Strategy on Managment: Obejctive 1 Processes and Activities System Development Change Requests (CR's) will not exceed % of the current project budget baseline 33% 10% Progress towards performance goals will be reported on a quarterly basis.
2009 Cross-goal Strategy on Managment: Obejctive 1 Processes and Activities System Development % of prioritized severity 3&4 Defect Management Records (DMRs) will be resolved by the start of UAT for each project phase 80% 95% Progress towards performance goals will be reported on a quarterly basis.
2009 Cross-goal Strategy on Management: Objective 1 Processes and Activities System Development % of planned test cases execute successfully 90% 90% Progress towards performance goals will be reported on a quarterly basis.
2009 Cross-goal Strategy on Managment: Obejctive 1 Mission and Business Results Elementary, Secondary, and Vocational Education Processing applications from Grants.gov Applications will be processed with 1/2 hour 90% of the time Applications will be processed with 1/2 hour 95% of the time Progress towards performance goals will be reported on a quarterly basis.
2009 Cross-goal Strategy on Managment: Obejctive 1 Customer Results Service Efficiency Timeliness of Hotline issues resolved 95% @ 24 hr 98% Progress towards performance goals will be reported on a quarterly basis.
2010 Cross-goal Strategy on Managment: Obejctive 1 Technology Compliance 100% of internal and external customers with disabilities can access and utilize the functionality of the system 100% 100% Progress towards performance goals will be reported on a quarterly basis.
2010 Cross-goal Strategy on Managment: Obejctive 1 Technology Service Availability System Availability G5 will be avavailable 95% of the time 98% uptime Progress towards performance goals will be reported on a quarterly basis.
2010 Cross-goal Strategy on Managment: Obejctive 1 Processes and Activities System Development Project Change Requests (PCR's) will not exceed % of the current project budget baseline 33% 10% Progress towards performance goals will be reported on a quarterly basis.
2010 Cross-goal Strategy on Managment: Obejctive 1 Processes and Activities System Development % of prioritized severity 3&4 Defect Management Records (DMRs) will be resolved by the start of UAT for each project phase 80% 95% Progress towards performance goals will be reported on a quarterly basis.
2010 Cross-goal Strategy on Management: Objective 1 Processes and Activities System Development % of planned test cases execute successfully 90% 90% Progress towards performance goals will be reported on a quarterly basis.
2010 Cross-goal Strategy on Managment: Obejctive 1 Mission and Business Results Elementary, Secondary, and Vocational Education Processing applications from Grants.gov Applications will be processed with 1/2 hour 90% of the time Applications will be processed with 1/2 hour 95% of the time Progress towards performance goals will be reported on a quarterly basis.
2010 Cross-goal Strategy on Managment: Obejctive 1 Customer Results Service Efficiency Timeliness of Hotline issues resolved 95% @ 24 hr 98% Progress towards performance goals will be reported on a quarterly basis.

Section F: Enterprise Architecture (EA)

  1. Is this investment included in your agency's target enterprise architecture? yes
    1. If "no," please explain why? [Not answered]
  2. Is this investment included in the agency's EA Transition Strategy? yes
    1. If "yes," provide the investment name as identified in the Transition Strategy provided in the agency's most recent annual EA Assessment. G5- Grants Management System Redesign
    2. If "no," please explain why? [Not answered]
  3. Is this investment identified in a completed and approved segment architecture? yes
    1. If "yes," provide the six digit code corresponding to the agency segment architecture. The segment architecture codes are maintained by the agency Chief Architect. For detailed guidance regarding segment architecture codes, please refer to http://www.egov.gov/. 207-000

4. Service Component Reference Model (SRM) Table :

Agency Component Name Agency Component Description FEA SRM Service Type FEA SRM Component Service Component Reused Internal or External Reuse? BY Funding Percentage
Component Name UPI
Contractor Services Services for Design and Development of G5 solution. Financial Management Credit / Charge [Not answered] [Not answered] No Reuse 4
Contractor Services Services for Design and Development of G5 solution. Financial Management Payment / Settlement [Not answered] [Not answered] No Reuse 4
Contractor Services Services for Design and Development of G5 solution. Reporting Standardized / Canned [Not answered] [Not answered] No Reuse 4
Contractor Services Services for Design and Development of G5 solution. Customer Initiated Assistance Online Tutorials [Not answered] [Not answered] No Reuse 4
Contractor Services Services for Design and Development of G5 solution. Customer Initiated Assistance Reservations / Registration [Not answered] [Not answered] No Reuse 3
Contractor Services Services for Design and Development of G5 solution. Customer Initiated Assistance Scheduling [Not answered] [Not answered] No Reuse 4
Contractor Services Services for Design and Development of G5 solution. Customer Initiated Assistance Self-Service [Not answered] [Not answered] No Reuse 4
Contractor Services Services for Design and Development of G5 solution. Customer Relationship Management Customer / Account Management [Not answered] [Not answered] No Reuse 4
Contractor Services Services for Design and Development of G5 solution. Customer Relationship Management Surveys [Not answered] [Not answered] No Reuse 4
Contractor Services Services for Design and Development of G5 solution. Document Management Document Review and Approval [Not answered] [Not answered] No Reuse 4
Contractor Services Services for Design and Development of G5 solution. Document Management Library / Storage [Not answered] [Not answered] No Reuse 4
Contractor Services Services for Design and Development of G5 solution. Knowledge Management Information Retrieval [Not answered] [Not answered] No Reuse 4
Contractor Services Services for Design and Development of G5 solution. Knowledge Management Information Sharing [Not answered] [Not answered] No Reuse 4
Contractor Services Services for Design and Development of G5 solution. Data Management Data Exchange [Not answered] [Not answered] No Reuse 4
Security Provides for ensuring data is stored and accessed in accordance with Federal guidelines. Security Management Identification and Authentication [Not answered] [Not answered] No Reuse 1
Security Provides for ensuring data is stored and accessed in accordance with Federal guidelines. Security Management Digital Signature Management [Not answered] [Not answered] No Reuse 1
Software Provides for procurement of software needed to support G5 solution. Systems Management License Management [Not answered] [Not answered] No Reuse 1
Security Provides for ensuring data is stored and accessed in accordance with Federal guidelines. Security Management Cryptography [Not answered] [Not answered] No Reuse 1
Contractor Services Services for Design and Development of G5 solution. Knowledge Management Knowledge Capture [Not answered] [Not answered] No Reuse 3
Contractor Services Services for Design and Development of G5 solution. Tracking and Workflow Case Management [Not answered] [Not answered] No Reuse 3
Contractor Services Services for Design and Development of G5 solution. Search Query [Not answered] [Not answered] No Reuse 2
Hardware Provide hardware to support G5 solution. Asset / Materials Management Computers / Automation Management [Not answered] [Not answered] No Reuse 6
Independent Verification and Validation Provides for independent assessment and risk mitigation of G5 development efforts Development and Integration Instrumentation and Testing [Not answered] [Not answered] No Reuse 10
Migration from GAPS Provides for the data migration of existing GAPS data to the G5 solution. Development and Integration Legacy Integration [Not answered] [Not answered] No Reuse 2
Project Management Office (PMO) Provide consultation services, administrative support and program support for the G5 project. Management of Processes Program / Project Management [Not answered] [Not answered] No Reuse 8
Training Provides for the training of Education internal and external users on the G5 solution. Human Resources Education / Training [Not answered] [Not answered] No Reuse 5
Security Provides for ensuring data is stored and accessed in accordance with Federal guidelines. Security Management Access Control [Not answered] [Not answered] No Reuse 1
Security Provides for ensuring data is stored and accessed in accordance with Federal guidelines. Security Management Audit Trail Capture and Analysis [Not answered] [Not answered] No Reuse 1

 

5. Technical Reference Model (TRM) Table:

FEA SRM Component FEA TRM Service Area FEA TRM Service Category FEA TRM Service Standard Service Specification
Case Management Service Access and Delivery Access Channels Collaboration / Communications [Not answered]
Credit / Charge Service Access and Delivery Access Channels Other Electronic Channels [Not answered]
Customer / Account Management Service Access and Delivery Delivery Channels Internet IBM WebSeal
Customer / Account Management Service Access and Delivery Service Requirements Legislative / Compliance [Not answered]
Identification and Authentication Service Access and Delivery Service Requirements Authentication / Single Sign-on eAuthentication - GSA
Customer / Account Management Service Access and Delivery Service Requirements Hosting [Not answered]
Customer / Account Management Service Platform and Infrastructure Support Platforms Dependent Platform IBM AIX
Customer / Account Management Service Platform and Infrastructure Software Engineering Integrated Development Environment WebSphere
Customer / Account Management Service Platform and Infrastructure Software Engineering Modeling Rational Data Architect
Customer / Account Management Service Platform and Infrastructure Software Engineering Software Configuration Management IBM Rational ClearCase
Customer / Account Management Service Platform and Infrastructure Software Engineering Test Management IBM Rational Test Manager
Customer / Account Management Service Platform and Infrastructure Delivery Servers Web Servers IBM HTTP Server
Case Management Service Platform and Infrastructure Delivery Servers Application Servers IBM WebSphere Application server
Customer / Account Management Service Platform and Infrastructure Database / Storage Database Oracle 10g
Library / Storage Service Platform and Infrastructure Database / Storage Storage IBM DS4800
Customer / Account Management Service Platform and Infrastructure Hardware / Infrastructure Servers / Computers IBM P-Series
Customer / Account Management Service Platform and Infrastructure Hardware / Infrastructure Network Devices / Standards F5 Big-IP; ASA Firewall; PIX Firewall
Customer / Account Management Component Framework Security Certificates / Digital Signatures [Not answered]
Customer / Account Management Component Framework User Presentation / Interface Static Display IBM WebSphere Portal
Customer / Account Management Component Framework User Presentation / Interface Dynamic Server-Side Display IBM WebSphere Portal
Customer / Account Management Component Framework User Presentation / Interface Content Rendering IBM WebSphere Portal
Customer / Account Management Component Framework Business Logic Dependent Platform IBM WebSphere Process Server
Data Exchange Component Framework Data Interchange Data Exchange Oracle 10g
Information Retrieval Component Framework Data Management Database Connectivity JDBC
Surveys Component Framework Data Management Reporting and Analysis COGNOS
Data Exchange Service Interface and Integration Integration Middleware IBM WebSphere
Data Exchange Service Interface and Integration Interoperability Data Format / Classification IBM Rational Data Architect
Data Exchange Service Interface and Integration Interoperability Data Types / Validation IBM Rational Data Architect
Data Exchange Service Interface and Integration Interface Service Description / Interface IBM WebSphere Enterprise Service Bus
Standardized / Canned Component Framework Data Management Reporting and Analysis COGNOS
Digital Signature Management Component Framework Security Certificates / Digital Signatures PKI
Online Tutorials Component Framework User Presentation / Interface Static Display On-Demand
Reservations / Registration Service Platform and Infrastructure Delivery Servers Application Servers IBM WebSphere Application Server
Scheduling Service Platform and Infrastructure Delivery Servers Application Servers IBM WebSphere Application Server
Self-Service Service Platform and Infrastructure Delivery Servers Portal Servers IBM WebSphere Portal
Document Review and Approval Service Platform and Infrastructure Delivery Servers Dependent Platform IBM WebSphere Process Server
Information Sharing Component Framework Data Interchange Data Exchange Oracle 10g
Computers / Automation Management Service Platform and Infrastructure Hardware / Infrastructure Servers / Computers F5
Query Component Framework Data Interchange Data Exchange Oracle 10g
Access Control Component Framework Security Supporting Security Services Tivoli Access Manager
Audit Trail Capture and Analysis Component Framework Security Database Oracle 10g
Education / Training Component Framework User Presentation / Interface Static Display On-Demand
Legacy Integration Component Framework Data Interchange Data Exchange Oracle 10g
  1. Will the application leverage existing components and/or applications across the Government (i.e., USA.Gov, Pay.Gov, etc)? yes
    1. If "yes," please describe. Grants.gov, pay.gov, eAuthentication - GSA/ORC

Part IV: Planning For "Multi-Agency Collaboration" ONLY

Section A: Multi-Agency Collaboration Oversight (All Capital Assets)

 

1. Stakeholder Table:
Partner Agency Joint exhibit approval date
018 - Department of Education [Not answered]

 

2. Partner Capital Assets within this Investment:

Partner Agency Partner Agency Asset Title Partner Agency Exhibit 53 UPI (BY2010)

There are no Partner Capital Assets.

 

3. Partner Funding Strategies ($millions):

Partner Agency Partner Agency Exhibit 53 UPI (BY2010) CY Contribution CY Fee-for-Service BY Contribution BY Fee-for-Service
018 - Department of Education 018-14-01-01-01-1341-24 6.14 [Not answered] 6.14 [Not answered]
  1. Did you conduct an alternatives analysis for this investment? yes
    1. If "yes," what is the date of the analysis? May 27, 2008
    2. If "no," what is the anticipated date this analysis will be completed? [Not answered]
    3. If no analysis is planned, please briefly explain why: [Not answered]

5. Alternatives Analysis Results:

Alternative Analyzed Description of Alternative Risk Adjusted Lifecycle Costs estimate Risk Adjusted Lifecycle Benefits estimate
1 - Custom Development Acquire the services needed to produce a custom developed system from the ground up. 39.435 8.835
2 - Commercial Off-The Shelf Pursue licensing agreement with a vendor that has an off the shelf full lifecycle grants management solution that meets the Department's and consortia member requirements. 28.018 3.724
3 - Hybrid: Pursue a licensing/purchasing agreement with a vendor that has a grants solution that meets a reasonable percentage of the Department's and the consortia members' requirements but will require a fair amount of changes. 32.498 5.218
4 - Baseline Status Quo - maintain the current Grants Management System and continue to support rapidly aging technology. Major enhancements that have been delayed will need to be made to the system to support the business process. 22.5 0
  1. Which alternative was selected by the Initiative Governance process and why was it chosen? Alternative 1 was selected based primarily on best value, benefit, and the ability to meet the requirements identified in the solicitation. Although the estimated cost will be higher, the resultant product will be a full end-to-end grant management system to support the Departments business process and its designation as a Grants Management Line of Business (GMLoB) consortia lead. The Department conducted a market analysis to determine if there was a COTS product available to meet the grant management requirements of the Federal government. It was determined that the commercial grants management market did not offer a product that would not require significant and costly modifications to meet the needs of the Federal Government. As a GMLoB Consortia lead ED is expected to provide grant technical support to other Federal grants making agencies. The Department believes that the most prudent approach is to take advantage of the newer enabling technologies to assist the grant-making agencies in optimizing their business processes and allowing the agencies grant staff more time to focus on serving the public while providing the public with a user-friendly system with features that efficiently provide and accept information that is pertinent to both parties.
    1. What year will the investment breakeven? (Specifically, when the budgeted costs savings execced the cumulative costs.) 2021
  2. What specific qualitative benefits will be realized? The customized solution will meet the functional requirements put forth by the Department and provide a more user-friendly interface and business process flow. The solution will deliver maximum flexibility/configurability in order to also support the requirements of potential ED consortia members. There will be improved monitoring capabilities as the flexibility to tailor reporting and target specific user groups will be available. Enhancements to this customized solution will be easier to implement versus enhancements to a COTS or hybrid solution due to the extensive base code modifications that will be necessary to the latter. It is also the thought of the Department that the other consortia providers will eventually develop newer systems to replace their legacy system. The custom development alternative will allow the Department to build a system with components that are flexible and portable and therefore as other consortiums build newer systems, the Department can provide some of these components (free of charge) so that certain like-functions will not have to be re-developed

 

8. Federal Quantitative Benefits ($millions):

  Budgeted Cost Savings Cost Avoidance Justification for Budgeted Cost Savings Justification for Budgeted Cost Avoidance
PY-1 and Prior  
PY  
CY  
BY  
BY+1 0.75 0 [Not answered] Expect lower maintenance cost than legacy system GAPS.
BY+2 1 0 [Not answered] Expect lower maintenance cost than legacy system GAPS.
BY+3  
BY+4 and Beyond  
Total LCC Benefit 1.75 0 LCC = Life-cycle cost
  1. Will the selected alternative replace a legacy system in-part or in-whole? yes
    1. If "yes," are the migration costs associated with the migration to the selected alternative included in this investment, the legacy investment, or in a separate migration investment? [Not answered]
    2. If "yes," please provide the following information:

List of Legacy Investment or Systems

Name of the Legacy Investment or Systems UPI if available Date of the System Retirement
Grants Administration Payment System (GAPS) 018-14-01-01-01-1030-00 Dec 31, 2010

Section B: Risk Management (All Capital Assets)

  1. Does the investment have a Risk Management Plan? yes
    1. If "yes," what is the date of the plan? May 5, 2008
    2. Has the Risk Management Plan been significantly changed since last year's submission to OMB? yes
    3. If "yes," describe any significant changes: The Risk Management plan was updated to clarify processes and streamline procedures. The plan also updated the risk identification form to make it easier for the team to assess likelihood, impact and priority of risks.
  2. If there currently is no plan, will a plan be developed? [Not answered]
    1. If "yes," what is the planned completion date? [Not answered]
    2. If "no," what is the strategy for managing the risks? [Not answered]

Section C: Cost and Schedule Performance (All Capital Assets)

  1. Are you using EVM to manage this investment? yes
    1. If "yes," does the earned value management system meet the criteria in ANSI/EIA Standard - 748? yes
    2. If "no," explain plans to implement EVM: [Not answered]
    3. If "N/A," please provide date operational analysis was conducted and a brief summary of the results: [Not answered]
  2. Is the CV% or SV% greater than ± 10%? (CV%= CV/EV x 100; SV%= SV/PV x 100) no
    1. If "yes," was it the? [Not answered]
    2. If "yes," explain the causes of the variance: [Not answered]
    3. If "yes," describe the corrective actions [Not answered]
  3. Has the investment re-baselined during the past fiscal year? no
    1. If "yes," when was it approved by the agency head? [Not answered]

4. Comparison of Initial Baseline and Current Approved Baseline:

Description of Milestone Initial Baseline Current Baseline Current Baseline Variance   Agency Responsible for Activity
Planned Completion Date Total Cost ($M) Estimated Completion Date
Planned:Actual
Total Cost ($M)
Planned:Actual
Schedule:Cost
(# days:$M)
Percent Complete
Facilitation Support for Project Scoping Aug 30, 2004 0.06 Aug 30, 2004 Aug 30, 2004 0.06 0.0605 0 0 100 018 - Department of Education
Requirements Analysis Nov 30, 2005 0.444744 Nov 30, 2005 Nov 30, 2005 0.444744 0.385236 0 0.06 100 018 - Department of Education
Marketing Support Mar 23, 2006 0.120254 Mar 23, 2006 Mar 23, 2006 0.120254 0.125866 0 -0.01 100 018 - Department of Education
Security Sep 30, 2009 0.2 Sep 30, 2009 [Not answered] 0.2 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
FY08 Security Sep 30, 2008 0.1 Sep 30, 2008 [Not answered] 0.1 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
FY07 IV&V Support Sep 30, 2007 0.5 Sep 30, 2007 [Not answered] 0.5 0.495 [Not answered] [Not answered] 100 018 - Department of Education
FY08 IV&V Support Sep 30, 2008 0.6 Sep 30, 2008 [Not answered] 0.6 0.495 [Not answered] [Not answered] 100 018 - Department of Education
FY09 IV&V Support Sep 30, 2009 0.314 Sep 30, 2009 [Not answered] 0.55 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
FY06 PMO Support Sep 30, 2006 0.513 Sep 30, 2006 Sep 30, 2006 0.513 0.270993 0 0.24 100 018 - Department of Education
FY07 PMO Support Sep 30, 2007 0.5 Sep 30, 2007 [Not answered] 0.5 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
FY08 PMO Support Sep 30, 2008 0.5 Sep 30, 2008 [Not answered] 0.5 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
FY09 PMO Support Sep 30, 2009 0.358 Sep 30, 2009 [Not answered] 0.45 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.1.1) Project Initiation - Phase I Dec 30, 2006 0.74 Dec 30, 2006 Dec 14, 2006 0.74 0.74 [Not answered] [Not answered] 100 018 - Department of Education
(1.1.1.2) Project Management Phase 1 Sep 30, 2007 0.388 Sep 30, 2007 Sep 30, 2007 0.388 0.375 0 [Not answered] 100 018 - Department of Education
(1.1.2.1) Overall System Requirements Analysis - Phase 1 Oct 9, 2006 0.69 Oct 9, 2006 Jan 4, 2007 0.69 0.65 [Not answered] [Not answered] 100 018 - Department of Education
(1.1.2.2) Overall System Design- Phase 1 Jan 30, 2007 0.184 Jan 30, 2007 Jan 10, 2007 0.184 0.139 [Not answered] [Not answered] 100 018 - Department of Education
(1.1.3.1) Requirements Analysis Phase I Jan 29, 2007 0.116 Jan 29, 2007 Mar 2, 2007 0.116 0.142 [Not answered] [Not answered] 100 018 - Department of Education
(1.1.3.2) Design and Construction Phase1 Sep 30, 2007 1.567 Sep 30, 2007 Dec 17, 2007 1.567 2.58 [Not answered] [Not answered] 100 018 - Department of Education
(1.1.3.3) Conversion Phase 1 Jul 30, 2007 0.119 Jul 30, 2007 Sep 14, 2007 0.119 0.7 [Not answered] [Not answered] 100 018 - Department of Education
(1.1.3.4) A&I Testing Phase 1 Sep 30, 2007 0.412 Sep 30, 2007 Dec 7, 2007 0.412 0.691 [Not answered] [Not answered] 100 018 - Department of Education
(1.1.3.5) Training Development and Delivery Phase 1 Sep 30, 2007 0.63 Sep 30, 2007 Nov 2, 2007 0.63 0.101 [Not answered] [Not answered] 100 018 - Department of Education
(1.1.3.6) Installation Phase 1 Aug 30, 2007 0.26 Aug 30, 2007 Sep 30, 2007 0.26 0.42 [Not answered] [Not answered] 100 018 - Department of Education
(1.1.3.7) Transition Planning &Support Phase 1 Oct 15, 2007 0.138 Oct 15, 2007 Dec 17, 2007 0.138 0.7 [Not answered] [Not answered] 100 018 - Department of Education
(1.1.3.8) Planning Package-Post Production Support Phase 1 Oct 15, 2007 0.3 Oct 15, 2007 Jan 11, 2008 0.3 0.3 [Not answered] [Not answered] 100 018 - Department of Education
(1.1.3.9) Planning Package- Operations and Maintenance -Phase 1 Nov 2, 2007 0.649 Nov 2, 2007 [Not answered] 0.649 [Not answered] [Not answered] [Not answered] 100 018 - Department of Education
(1.1.3.10)Planning Package - Help Desk - Phase 1 Jan 30, 2008 0.63 Jan 30, 2008 Feb 29, 2008 0.63 0.61 [Not answered] [Not answered] 100 018 - Department of Education
1.1.6.1 Software and Licensing Base Year 1 - Phase 1 Sep 30, 2007 0.398 Sep 30, 2007 Sep 30, 2007 0.398 0.398 [Not answered] [Not answered] 100 018 - Department of Education
(1.1.3.1) G5 Operation & Maintenence Phase 1 Dec 31, 2009 0.444 Dec 31, 2009 [Not answered] 0.444 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.1.1) Project Management Phase 2 Dec 15, 2008 0.293 Dec 15, 2008 [Not answered] 0.293 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.4.1) Phase 2 Requirements Analysis (Elaboration) Jul 28, 2008 0.62 Jul 28, 2008 [Not answered] 0.62 [Not answered] [Not answered] [Not answered] 100 018 - Department of Education
(1.1.4.2) Phase 2 Design and Development Sep 26, 2008 0.902 Sep 26, 2008 [Not answered] 0.902 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.4.3) Phase 2 Conversion Development Dec 12, 2008 0.188 Dec 12, 2008 [Not answered] 0.188 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.4.4)Phase 2 System Testing Oct 20, 2008 0.4 Oct 20, 2008 [Not answered] 0.4 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.4.5) Phase 2 Training Development and Delivery Dec 19, 2008 0.182 Dec 19, 2008 [Not answered] 0.182 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.4.6 )Phase 2 Technical Architecture Dec 1, 2008 0.261 Dec 1, 2008 [Not answered] 0.261 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.4.7) Phase 2 Pre-Implementation Support Dec 5, 2008 0.371 Dec 5, 2008 [Not answered] 0.371 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.4.8) Phase 2 End to End Testing Dec 22, 2008 0.216 Dec 22, 2008 [Not answered] 0.216 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.4.9) Phase 2 Transition Planning and Support Dec 15, 2008 0.167 Dec 15, 2008 [Not answered] 0.167 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.4.10) Phase 2 Post Production Support Dec 29, 2008 0.42 Dec 29, 2008 [Not answered] 0.42 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.4.11) Phase 2 Help Desk Mar 9, 2009 0.103 Mar 9, 2009 [Not answered] 0.103 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.4.12) Phase 2 Operations and Maintenance Dec 14, 2009 0.579 Dec 14, 2009 [Not answered] 0.579 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.2.1) Project Management Phase 3 Dec 15, 2008 0.444 Dec 15, 2008 [Not answered] 0.444 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.5.1) Phase 3 Requirements Analysis Mar 17, 2009 0.495 Mar 17, 2009 [Not answered] 0.495 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.5.2) Phase 3 Design and Development Sep 14, 2009 1.397 Sep 14, 2009 [Not answered] 1.397 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.5.3) Phase 3 Conversion Development Oct 2, 2009 0.538 Oct 2, 2009 [Not answered] 0.538 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.5.4 )Phase 3 System Testing Oct 2, 2009 0.419 Oct 2, 2009 [Not answered] 0.419 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.5.5) Phase 3 Training Development and Delivery Dec 8, 2009 0.182 Dec 8, 2009 [Not answered] 0.182 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.5.6)Phase 3 Technical Architecture Dec 10, 2009 0.474 Dec 10, 2009 [Not answered] 0.474 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.5.7) Phase 3 Pre-Implementation Support Dec 4, 2009 0.31 Dec 4, 2009 [Not answered] 0.31 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.5.8) Phase 3 End to End Testing Dec 2, 2009 0.171 Dec 2, 2009 [Not answered] 0.171 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
(1.1.5.9) Phase 3 Transition Planning and Support Dec 14, 2009 0.14 Dec 14, 2009 [Not answered] 0.14 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
FY07 Software Sep 30, 2007 0.2 Sep 30, 2007 [Not answered] 0.2 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
FY08 Software Sep 30, 2008 0.2 Sep 30, 2008 [Not answered] 0.2 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education
FY09 Software Sep 30, 2009 0.05 Sep 30, 2009 [Not answered] 0.05 [Not answered] [Not answered] [Not answered] 0 018 - Department of Education

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