Attachment_1C_-_FBMS_Governance_Structure_1.pdf

Financial and Business Management System (FBMS) Governance

U.S. Department of the Interior BIO and FBMS Support Services IDIQ

Attachment 1C – FBMS Governance Structure

FBMS Governance

Governance Processes

Bureau funded optimizations

Production Management

FBMS Governance Roles

FBMS Department-level Roles

System Sponsor

System Owners

System Sponsor Advisor

System Manager

Bureau Advocate

FBMS Bureau Roles

Executive Steering Committee (ESC) Principal

Bureau Lead (BL)

Bureau Production Support Lead (BPSL)

Bureau Incident Manager

Bureau Training Coordinator

Bureau Account Controllers

Bureau Security Point of Contact (SPOC)

Bureau Technical Support

FBMS Governance Groups

Executive Steering Committee

FBMS Software Advocacy Leadership Team

FSALT Special Interest Groups

Partnerships

PAM- The Office of Acquisition and Property Management

PFM - The Office of Financial Management

PGM - The Office of Grants Management

POB - The Office of Budget

U.S. Department of the Interior BIO and FBMS Support Services IDIQ

Table of Contents

FBMS Governance The Financial and Business Management System (FBMS) is an integrated business system that supports all organizations/bureaus in the Department of the Interior (DOI or Interior) for acquisition, aviation, budget execution, enterprise information management & reporting, financial management, fleet management, grants & cooperative agreements, real & personal property management, and travel. The FBMS Community is diverse and dispersed, supporting the DOI mission operating locations.

This complex, department-wide community requires active and inclusive governance to enable collaboration across stakeholder communities and ensure success. FBMS is used in the field offices working directly with the public, in the area and regional offices, bureau headquarters and at the department level. The FBMS Community is not only the nearly 13,000 named end users, but all in DOI that are impacted by any of the business areas supported by FBMS.

The purpose of FBMS Governance is to ensure the system supports the business of Interior and remains compliant with all applicable rules and regulations. FBMS governance supports planning for sustaining, optimizing, and leveraging FBMS.

FBMS Governance is documented through governance purpose and process, roles and groups. These are documented below.

PLEASE NOTE: All of the policy offices led by the FBMS System Owners, Office of Acquisition and

Property Management (PAM), Office of Financial Management (PFM), Office of Grants Management

(PGM) and Office of Budget (POB), lead DOI-wide business groups, often referred to as

“partnerships”. Examples of these include the Acquisition Management Partnership (AMP), Chief

Financial Officers Council (CFOC), Financial Assistance Management Partnership (FAMP), and Bureau

Budget Officers (BBO). These groups have previously not had any direct, recognized role in FBMS

Governance. However, their participation is growing, especially in identifying and prioritizing enhancement opportunities. These partnerships have been added to the FBMS Governance Groups areas and their roles are highlighted, as appropriate, in the FBMS Governance Process section and appendix.

U.S. Department of the Interior

Governance Processes The FBMS exists to support the business of Interior. There are two primary areas of FBMS Governance:

system changes and production management. This section provides a quick introduction to the governance areas and processes.

Changes to FBMS need to be business driven or in support of technical resiliency and cyber security.

The business lines supported by FBMS are managed under the purview of the Deputy Assistant

Secretary – Budget, Finance, Grants and Acquisition (DAS-BFGA) and owned and managed by the

FBMS System Owners/policy offices: Office of Acquisition and Property Management (PAM), Office of

Financial Management (PFM), Office of Grants Management (PGM) and Office of Budget (POB). While there is not a standard process for policy creation across these offices, generally these offices work directly with the bureaus through the appropriate partnership(s). The policy offices work together on policies that cross boundaries. Policies that lead to FBMS system changes are recorded as

Optimization Items (OIs) but are treated as mandatory scope and are not prioritized through the FSALT process. Policy issues may arise unexpectantly as part of scope execution or production. When this happens, the issue is escalated by the BIO and addressed to the appropriate policy office or offices.

The BIO is responsible for identifying system changes required for cyber resiliency or security requirements.

System enhancements are managed through two primary scope management processes: planned projects and optimization items. This does not include break/fix items. System enhancements are managed through FBMS release management. Approval of system enhancements, involve a series of review and escalation processes and includes the FBMS System Sponsor, FBMS System Owners/Policy

Offices, Partnerships, FBMS ESC, FSALT and BIO.

Execution of system enhancements includes scope management to ensure projects stay within pre-defined scope, development and maintenance of the project schedules; cost management to ensure projects stay within budget; risk management to accurately identify and mitigate risks; and staffing management to ensure human capital is aligned with project requirements.

Bureau Funded Optimizations

Due to appropriations law and the way FBMS core functions are funded through appropriations, the

BIO is unable to accept additional funding for core FBMS functions. BIO can accept funding for ancillary items that do not detract from core functions. Submission of these types of items will follow the

Optimization Item/Enhancement process below and require a reimbursable agreement. The description of work in the reimbursable agreement will need to be specific. Reimbursable scope must

U.S. Department of the Interior be reviewed by the appropriate Policy Office(s) and the Office of Budget will review to confirm appropriateness of the funding. Additionally, if scope impacts more than one bureau, all impacted bureaus can opt-in to implement.

The FBMS Enhancement Process provides the detail for the processes below:

● FBMS Optimization Item/Enhancement Submission Process;

● SIG Voting and Ranking Process;

● Optimization Item/Enhancement Appeals Process;

● SIG Support to BIO Agile Sprints; and

● Treatment of Recent OIs Released into Production with Undetected Defects.

Production Management

FBMS production issues are managed through communications between the FBMS BIO Production

Management staff (BIO), the Bureau Production Support Leads (BPSL) and FBMS System

Owner/policy offices when needed. These everyday operational issues include user security and user role management, planned outages, changes to normal operations, incident management, and support for FBMS changes managed as Production Operations and Maintenance work, also known as break/fix, and support for implementation of enhancements or expansions of FBMS including new releases. These events are communicated through Production Support and communications around release implementation. Production management also includes system operations in support of year-end/year-begin testing, planning and operations.

U.S. Department of the Interior BIO and FBMS Support Services IDIQ https://doimspp-my.sharepoint.com/:w:/g/personal/mquinlan_ios_doi_gov/Edseoy_EEklKkFYMGNsaOiwB-3A4jGJxm_BkBZangLr_Aw?e=5PDWxo

System Sponsor - The Deputy Assistant Secretary - Budget, Finance, Grants and Acquisition

(DAS-BFGA) is the FBMS System Sponsor and has the overall responsibility for FBMS and related BIO projects. The DAS-BFGA is the chair of the FBMS Executive Steering Committee.

As the System Sponsor the DAS-BFGA is the executive champion, providing leadership on the vision for future utilization of FBMS and support for resources to realize this ever-evolving vision.

U.S. Department of the Interior BIO and FBMS Support Services IDIQ

Attachment 1C – FBMS Governance Structure

FBMS Governance Roles FBMS Governance roles exist at the Department-level and the Bureau-level. The success of FBMS and, more importantly, the DOI business lines supported by FBMS require all roles to work together. This section describes these roles.

FBMS Department-level Roles

The Deputy Assistant Secretary-Budget, Finance, Grants and Acquisition (DAS-BFGA) is the FBMS

System Sponsor. The DAS-BFGA is the highest-level responsible manager for the business lines supported by FBMS and for the system itself. FBMS has four System Owners. These four FBMS

System Owners are the directors of the policy offices that lead the business lines supported by FBMS.

These four offices are the Office of Acquisition and Property Management (PAM), Office of Financial

Management (PFM), Office of Grants Management (PGM) and Office of Budget (POB).

The Business Integration Office (BIO) develops, operates, and maintains FBMS. All five offices report to the DAS-

BFGA. Aligning the BIO and FBMS with the DAS-BFGA ensures the FBMS path forward is business driven. These department-level roles and the bureau roles are described in more detail below. There are several roles at the department-level. These roles represent the FBMS Community as a whole and, partnered with the bureau roles discussed below, ensure success of this department-wide solution.

System Owners - FBMS has four System Owners. The System Owners are the Directors of the

Department-level policy offices that are responsible for the functional areas supported by

FBMS. They provide the vision for their business lines, direction on how FBMS supports related policies, and standard business processes, including initial review and approval of proposed changes to FBMS. The System Owners provide direction and support associated with business operations supported by FBMS and how the BIO supports these business functions. The four FBMS System Owners are:

• Office of Acquisition and Property Management Director (PAM)

• Office of Financial Management Director (PFM)

• Office of Grants Management Director (PGM)

• Office of Budget Director (POB)

• The FBMS System Owners are FBMS Executive Steering Committee (ESC) Principals for their business lines. The FBMS System Owners foster and support the two-way communications for FBMS business with the FBMS community.

System Sponsor Advisor – FBMS has one System Sponsor Advisor. The System Sponsor

Advisor serves as a trusted consultant to the FBMS System Sponsor and provides advice on system related topics. The current System Sponsor Advisors are the Office of Small and

Disadvantaged Business Utilization (OSDBU), The Department of the Interior Chief Data

Officer (CDO) and the Office of the Associate Chief Information Officer (AOCIO). Other

System Sponsor Advisors may be added as necessary.

System Manager - Business Integration Office (BIO) Director - The BIO sustains, optimizes and leverages FBMS. The BIO has the unique responsibility to integrate the FBMS related governance activities across the wide-ranging organizations that are part of the FBMS

Community. The BIO leverages the BIO Technical Platform for the benefit of DOI.

Office of the Chief Information Officer (OCIO) – the OCIO provides leadership to the

Department of the Interior (DOI) and its bureaus in all areas of information management and technology.

Bureau Advocate - This position was originally filled through a detail of a bureau person. In

2020 the FBMS Executive Steering Committee approved moving this to a permanent position within the BIO. For this reason, it is listed with the FBMS governance roles. The Bureau

Advocate works in close liaison with the bureaus and the BIO to ensure bureau concerns and

U.S. Department of the Interior needs are communicated to inform the BIO, in order to allow the BIO to address such concerns as appropriate. The Bureau Advocate is also responsible for communicating potential system changes to the system owners. The Bureau Advocate maintains frequent communications with the FBMS Bureau Leads. The Bureau Advocate serves as the co-chair of the FBMS Software Advocacy Leadership Team (FSALT) and manages DOI’s overall process for

FBMS user participation in providing input on system enhancement by coordinating the review and updating of FSALT documents, and by directing and influencing the activities of the FSALT special interest groups (SIGs) and working groups. Together the FSALT and SIGs provide input on FBMS changes that are ultimately approved by the FBMS System Owners and acted upon by the BIO. The Bureau Advocate assists in obtaining bureau resources necessary to achieve approved FBMS enhancement objectives, as well as coordinating the organization and management of the Optimization Item intake, review, and prioritization processes.

FBMS Bureau Roles

There are many roles at the bureau-level. Interior’s federated business model requires active participation from the bureaus to ensure success of this department-wide solution. These roles include the bureau level executive for strategic direction and several operational roles.

Executive Steering Committee (ESC) Principal - Responsible for the support and use of

FBMS within a bureau. Participates in the FBMS ESC, providing support to the FBMS System

Sponsor, Owners and the BIO as required. These individuals are the executive change champion for FBMS within their bureau. The Bureau FBMS ESC Principal is the primary

Bureau FBMS liaison to the FBMS System Owners/Policy Offices and the BIO for strategic

FBMS initiatives and concerns. These individuals are frequently also their bureau representative on DOI level partnerships.

Bureau Lead (BL) – Primary point of contact (POC) for all bureau FBMS activities. Each bureau supports this role in the manner most appropriate for their bureau. However, for FBMS purposes, the FBMS Bureau Lead reports to the FBMS ESC Principal. The FBMS Bureau Lead coordinates with the responsible offices throughout their bureau to ensure the correct individuals are involved as needed. Through this coordination the FBMS Bureau Lead has the authority to make or coordinate informed decisions on behalf of the bureau. Coordinates all other bureau roles. Coordinates and reports on bureau application development to support interfaces to FBMS. Provides support for field offices and management engagement opportunities.

The FBMS Bureau Lead is the primary Bureau FBMS liaison to the BIO and is responsible for communication, coordination, and interaction on all Bureau complex FBMS activities

U.S. Department of the Interior associated with business-driven system changes and production management. including:

FBMS production support; communication on activities and user assistance, also known as incident management; FBMS security and user role management; and Bureau participation in system enhancements and change management.

The FBMS Bureau Lead is also responsible for communications management across the

Bureau including the Bureau’s Senior Management including the FBMS ESC Principal, Bureau-level FBMS Executive Steering Committee (or similar governance body), and FBMS functional teams in areas such as Acquisitions, Property, Finance, Budget, and/or program offices as applicable.

The FBMS Bureau Lead serves as or identifies someone to serve as the “Bureau Test

Coordinator” whose responsibilities include:

● Determining testers and ensuring testers have the required skills to perform the testing.

● Serving as the initial POC for questions their testers have, working with the Bureau

Advocate first to resolve Bureau Tester issues, and escalating unresolvable issues to the BIO

Test Team.

● Assisting the BIO Test Team if their Bureau’s testers are behind schedule or unresponsive;

and,

● Responding to BIO Test Team inquiries.

Bureau Production Support Lead (BPSL) - Acts as the point of contact (POC) for bureau production support activities and is the primary bureau contact for operational issues and process management. The FBMS Bureau Production Support Lead is responsible for coordinating with the authorized responsible offices within their bureau as needed as well as for the internal bureau communication necessary to coordinate operational activities with the

Bureau Lead, Bureau Training Lead, Bureau Technical Lead and the bureau functional SMEs.

The FBMS BPSL acts as bureau authorized representative on all FBMS Production Support

Meetings with the authority, through proper coordination within their bureau, to make informed decisions on behalf of the bureau as it relates to production operational activities, including bureau support requirements for FBMS break/fix changes. Ensures support for bureau incident management processes necessary to support overall incident resolution.

Escalates incidents to BIO Production Management as necessary. Responsible for bureau end user communication and coordination as is necessary for FBMS Production support. Acts as

POC for operational changes related to FBMS changes due to policy implementation. Will coordinate internally and provide bureau-specific feedback to the Policy Office or BIO as necessary.

Bureau Incident Manager - Serves as the point of contact for incident management at the

U.S. Department of the Interior bureau and acts as the liaison between the bureau subject matter experts (SME) serving in a

Tier 2 help Desk role, the Customer Support Center (CSC) Tier 1 Help Desk and the BIO. In conjunction with the BIO, determines the bureau Tier 2 functional user groups that are required by the bureau and identifies the SMEs who support each of the bureau Tier 2 functional user groups. Assists the BIO in updating the Help Desk Triage Decision Tree to identify correct bureau routing requirements. Participates in the Bison Support System (BSS) training provided by the BIO. May participate in testing of Remedy upgrades. Monitors bureau incident resolution effort and prepares reports to the bureau management or the BIO as required.

Bureau Training Coordinator - Coordinates bureau review of instructor-led training (ILT) course material and computer-based training (CBT) courses. Coordinates bureau trainers and training activities. Participates in planning and organization of training for the bureau.

Participates in training and other meetings. Validates training strategy and identifies risks and conflicts for bureau. Works with DOI Training Lead on bureau training schedule; communicate schedule information to participants. Communicates relevant training-related information to

Bureau Managers, Bureau Lead, and BPSL, as necessary.

Coordinates training strategy for new hires.

Bureau Account Controllers - Provides approval on an on-going basis for end user role assignments for assigned functional area(s). In accordance with Financial Management policy issued by the Office of Financial Management (PFM) performs a separation of duties (SOD) check on proposed end user role assignments and disapproves role assignments that would result in an SOD violation. Provides oversight for the monitoring of SOD mitigating controls for assigned functional area(s). Participates in the annual review of end user accounts.

Bureau Security Point of Contact (SPOC) - Coordinates approvals and training verification for FBMS end user account requests. Creates, modifies, and terminates end user accounts in

FBMS. Maintains appropriate documentation to meet audit retention requirements. Provides technical support for FBMS end user access issues. Coordinates the annual review of end user accounts.

Bureau Technical Support - Coordinates with the Bureau Lead and bureau IT Security

Officer to verify IT security issues are resolved. Coordinates modifications to the bureau standard desktop image and verify it has been tested and certified for deployment.

Monitors the telecommunications network to confirm sufficient bandwidth is provided.

Coordinates any FBMS desktop upgrades, changes, or modifications with bureau IT infrastructure staff. Communicates bureau desktop upgrades, changes, or modification with

FBMS.

U.S. Department of the Interior

U.S. Department of the Interior

Attachment 1C – FBMS Governance Structure

FBMS Governance Groups Since the point of FBMS is to optimize the operations of the Department of the Interior (DOI), FBMS governance is as active and inclusive as possible. Good ideas can come from anyone and often those closest to the operations supported by FBMS are most impacted by system changes. On the other hand, FBMS is designed to support DOI as a whole and needs to support best practices and meet all requirements of the FBMS System Owners/policy offices.

Two-way communication is critical to the success of FBMS. In order to continue to enhance the two-way communication there must be commitment from all governance groups to leverage groups currently in existence. The FSALT will support the SIG Chair and Bureau Advocate to take high-level system enhancement requests to the appropriate Partnership(s) to obtain feedback and engage them as change champions from a business point of view. SIGs will have an active role in briefing appropriate partnerships on SIG activities and accomplishments. Additionally, the Partnerships can leverage the SIGs or the FSALT directly to communicate the strategic/operational initiatives that are being championed by the Partnerships.

FBMS specific governance groups are described below.

Executive Steering Committee

The FBMS Executive Steering Committee (ESC) serves to provide leadership and oversight in the planning, acquisition, implementation, and maintenance of FBMS. The goal of this leadership and oversight is to ensure that FBMS develops and maintains a solution that enables standard system processes for the functions it provides, standard data models, and compliance with legislative, regulatory and policy requirements. The ESC oversees system changes and production. Overall, the

FBMS ESC is responsible for achieving the vision of an integrated, standardized, enterprise business management system that improves how the department conducts the business that enables its mission. The FBMS ESC is chartered by the FBMS System Sponsor, the Deputy Assistant Secretary-

Budget, Finance, Grants and Acquisition. The FBMS ESC Charter outlines the scope; purpose and goals; membership; and roles and responsibilities of the FBMS ESC.

FBMS Software Advocacy Leadership Team

The FBMS Software Advocacy Leadership Team (FSALT) exists to serve the entire FBMS community, with an emphasis on day-to-day business operations in support of DOI’s missions. The overall goal of the FSALT Leadership Team is to support the FBMS System Owners/policy offices and FBMS ESC in

U.S. Department of the Interior

Attachment 1C – FBMS Governance Structure ensuring DOI develops and maintains a solution that meets the needs of the FBMS user community which aligns with the strategic priorities set forth by the FBMS ESC and FBMS program leadership

(FBMS System Sponsor and FBMS System Owners/policy offices). The FSALT is the primary bureau partner with the FBMS System Owners/policy offices and the BIO for both production support and system changes. To support the FBMS System Owners/policy offices and FBMS ESC the FSALT is responsible for representing bureau user interests and for directing and coordinating activities of the subordinate Special Interest Groups (SIGs). The FSALT Leadership Team, in consultation with the FBMS System Owners/policy offices, determine the structure and composition of SIGs, and may appoint other special teams, as needed. The FSALT is chartered by the FBMS ESC. The FSALT Charter outlines the scope; purpose and goals; membership; and roles and responsibilities of the FSALT.

FSALT Special Interest Groups (SIGs) The FSALT established SIGs for several functional areas to share best practices across the FBMS

Community and participate in a structured process for considering proposed software changes or enhancements. The SIGs are comprised of bureau subject matter experts (SME), supported by the appropriate FBMS System Owner/policy office and the BIO.

SIG outputs (e.g., work products, recommendations) are presented to the appropriate FBMS System

Owners/policy office, business Partnership, FBMS ESC and/or FSALT, as appropriate. The FSALT may present recommendations to any of the above groups for approval, as necessary.

The SIGs are broken into several areas focused on the core business lines of Acquisition, Financial

Assistance, Financial Management and Property, as well as FBMS support. The number and purpose of these SIGs will be coordinated with the appropriate FBMS System Owners/policy office, the FSALT and Bureau Leads through the Bureau Advocate, and BIO as appropriate.

● Asset Management Council Operations Board (AMCOB)

● DOI Senior Asset Management Team

● DOI Fleet Managers

● National Housing Council

● DOI Sustainability Council

● Acquisition Innovation Team

● Acquisition Management Partnership (AMP)

● Acquisition System Administrators

● Asset Management Council Executive Steering Committee (AMCESC)

● Asset Management Council Operations Board (AMC OB)

● Bureau Acquisition Career Coordinators

● Charge Card Partnership (CCP)

● DOI Department Energy Conservation Committee (DECC)

● Deputy HCA Group

● DOI Museum Community Hub

● DOI Museum Executive Program Committee (Museum EPC)

● DOI Property Management Partnership

● DOI Space Management Partnership

U.S. Department of the Interior BIO and FBMS Support Services IDIQ

Attachment 1C – FBMS Governance Structure

Partnerships There are multiple business and policy partnerships that manage the business and policies associated with the functional areas supported by FBMS. These partnerships are managed by the appropriate

FBMS System Owner/policy office. These partnerships create a forum that includes the responsible policy office and the bureaus. Most of these also include the BIO as a non-voting member.

Partnerships listed below are known to have a strong involvement with the FBMS Community. For more information on these partnerships, including current rosters, please contact the appropriate

FBMS System Owner/Policy office:

PAM- The Office of Acquisition and Property Management Coordinates Department-wide implementation of Federal policy and regulations for acquisition; and real, personal and museum property. The office also directs activities in several other essential areas including motor vehicle fleet management, space management, energy efficiency, water conservation, renewable energy programs, and capital planning for real and personal property assets.

Associated Partnerships:

● ESC for Executive Museum, Property, and Preservation Council)

● ESC for Financial Assistance and Acquisition

● Federal Preservation Officers

● Fleet Management Partnership

● Interior Museum Program Committee (IMPC)

● Interior Museum Property Committee

● MCMS Administrators

● DOI National Housing Council

● Personal Property Partnership

● Sustainability Advisory Group

● Transportation Coordinators Partnership

PFM - The Office of Financial Management Serves as the focal point for the Department of the Interior's financial matters by providing direction, planning, and oversight for financial policy and procedures, financial reporting, the management control program, accounting policy and systems, and audit follow-up.

Associated Partnerships:

● DOI Chief Financial Officers Council (DOI CFOC)

● Financial Officers Partnership (FOP)

● Financial Statement Guidance Team (FSGT)

PGM - The Office of Grants Management Responsible for providing executive leadership, oversight, and policy for the financial assistance across the DOI.

Associated Partnerships:

● Financial Assistance Management Partnership (FAMP)

POB - The Office of Budget Directs and manages formulation, presentation, justification, and execution funds control for the

Department of the Interior budget.

Associated Partnerships:

● Bureau Budget Officers (BBO)

U.S. Department of the Interior