Technology Updates NAFDPIR 2017

Agenda

• AIS Replacement System Project • Business Management Improvement • Current AIS • Q&A

AIS Replacement Goals/Scope • Multi-user system access capability • Consolidate data from separate AIS instances • Real-time communication between sites • Mobile solution for remote distribution • Solution for rural areas with limited or no

telecommunications capability

AIS Committee • Formed under the auspices of NAFDPIR • Stakeholders provide necessary perspective

and expertise related to AIS • Mission: Identify, review, and prioritize

features within project scope regarding short- and long-term plans for the AIS Replacement System

• Meets on an ongoing basis to discuss the AIS Replacement System

AIS Committee Organization ITO representatives from each Region and representatives from FNS FDD Technology Branch Midwest/ Northeast

Mountain Plains

Southwest/ Southeast

Western FNS

Kristine Schwiderson

Brook Black

Elliott Sarracino

Gregory Nothstine

Linda Munday

Joe Van Alstine

Connie Thompson

Sam Spang

AC Sanchez

Dennis Sullivan

Anna Sterner

AIS Committee Responsibilities • Representing all FDPIR programs within their

respective Region and will serve as a liaison between those programs and the Committee

• Assist in the establishment of overall high-level priorities for the AIS replacement within the scope of the project

• Identify Subject Matter Experts to participate in pertinent discussions when needed

FNS Activities • Documenting AIS data model and associated

business rules is complete • Data migration solutions to move current AIS

data to the new system architecture are being assessed and an initial data extraction utility has been developed and is being tested

• Several technology visits have been conducted and additional visits will be scheduled

• Solution Analysis and Analysis of Alternative Solutions conducted

Solution Analysis Activities and Goals • Conducting analysis to choose the concept for

the product that will be acquired • Documenting current capabilities and translating

capability gaps into solution-specific requirements

• Conducting planning to support a decision on the acquisition strategy for the product

• Analysis of Alternative solutions, key trades between cost and performance, affordability analysis, risk analysis, and planning for risk mitigation

Solution Analysis of Alternatives • Status Quo • Improve existing system • Web-based production system (part of

WBSCM) • Develop a new custom solution • Cloud Solution - Software as a Service

(Saas)/application Platform as a Service (aPaas)

Alternative Analysis – Status Quo No Project – Keep the existing system Reasons for Not Selecting Alternative: • Outdated technology with limited support staff and difficult to

update with new user/program requirements • Distributed, disconnected installations impede collection of

current and accurate information • Limited auditing available within the system • No business process automation • Limited oversight capability due to data latency • Only one user can access each system installation at a time • Duplicate participant data entry required • Current lack of validations may create a number of data errors

Alternative Analysis - Enhancement Improve the existing system Reasons for Not Selecting Alternative: • Outdated technology cannot be sufficiently

enhanced to address concerns with existing system requirements

• Requires a new custom solution

Alternative Analysis – Web-based production system Implementation into a fully integrated, web-based production system (WBSCM) Reason for Not Selecting Alternative: • FNS not the system owner and governed by a multi-agency

project management office (AMS, FAS, FNS, FSA, and USAID) • Multi-agency environment limits the business focused

enhancements and maintenance priorities • Existing customer usability issues (not user-friendly) • SAP software customization has a significantly higher cost • Sizeable operational and maintenance costs • Introduces WBSCM to a higher level of security with the

inclusion of Personally Identifiable Information

Alternative Analysis - Customize Develop a New Custom Solution Reasons for Not Selecting Alternative: • Substantial cost to develop system • Software development process is lengthy • Significant operational and maintenance

costs • Not the strategy for USDA Foods computer

applications

Cloud Computing • Cloud computing is the delivery of hosted

services over the internet. • It enables companies to consume a compute

resource as a utility -- just like electricity -- rather than having to build and maintain computing infrastructures in house.

• Main benefits to cloud computing: • Self service provisioning • Elasticity • Pay per use

Cloud Computing Service Categories • Software as a Service (SaaS) – delivers

software applications over the Internet • Platform as a Service (PaaS) – hosts

software after it is developed • Infrastructure as a Service (IaaS) – supplies

virtual servers and storage

Software as a Service (Saas)/ application Platform as a Service (aPaas) What makes Saas/aPaas ideal for this solution? • Cloud-based customer relationship management • Low setup costs • No hardware or software to maintain • Updates are automated • Usage is scalable • Accessible from any location • Cross device compatibility • Enterprise level cloud security

17 Technical Feasibility – SaaS/aPaaS Development

AIS

AIS Project

A Project

B Project

C Project

SaaS Platform

AIS

B

A C

• Accessible • Scalable • Cloud-Based • Consolidated

SaaS/aPaaS allows AIS and related USDA Foods applications to be consolidated into comprehensive platform

Benefits

AIS outdated technology and evolving requirements make a SaaS/aPaaS solution most beneficial for redesigning the system

Cost Effective

Scalable Infrastructure

Commitment

Proven Business Applications

Scale up or down with business requirements 24 x 7 availability Technology obsolescence is eliminated with regular upgrades

Low setup costs Rapid implementation enabling quick business transformation No hardware or software to maintain

Commitment from stakeholders

FNS, ITO, SDA,

NAFDPIR, and Tribal Leaders

Committee representation

Business software is cloud-based

Gives real-time business

intelligence

Enables standardization across operations

SaaS Possibilities A SaaS platform provides additional opportunities for FDD systems to: • Consolidate the number of USDA Foods

systems • Deliver updated technology • Offer integration with best in class

applications • Afford shorter execution times • Address evolving business operation

Acquisition Process

1. SaaS Vendor Selection Process 2. System Integrator Selection Process

IT Capital Planning • Mandated by Congress and OMB • Agencies must actively manage its IT

program to provide assurances that technology expenditures are necessary and shall result in demonstrated improvements in mission effectiveness and customer service.

SaaS Vendor Selection Process • Market research and identify vendors – complete • USDA/FNS IT Capital Planning approvals – in progress • Sources Sought

• Announcement on FedBizOps that the Government is looking for sources to meet need

• Additional market research • Request for Information (RFI)

• Gain understanding of capabilities and qualifications of SaaS vendors

• Software capabilities questionnaire related to our needs • Evaluate responses from RFI • Vendor Demonstrations • Select SaaS Vendor

System Integrator Selection Process • USDA/FNS IT Capital Planning approval • Determine contract vehicle • Request for Proposal (RFP)

• Elicits bids from vendors proposing solutions and services to meet Government needs

• Competitive process • Evaluate responses • Contract Award

Next Steps to System Integration • Finalize acquisition strategy, acquisition plan,

and source selection plan • Continue to establish requirements that will

be used for preliminary design activities, development and production

• Complete planning for development and release of RFP for system development and integration

Development and Deployment • Agile methodology

• Short development cycles – sprints • User Stories – requirements • As a (role) I want (something) so that (benefit)

• Requirements and solutions evolve through collaboration

• Responsive to change

• Feature prioritization and development in consultation with AIS Committee

• Rapid feature development and delivery • Periodic demonstrations

Business Management Improvement • Project for USDA Foods process improvements

• Procurement, ordering & delivery

• Improve product availability • Long Term Contracting • Procurements at optimal times

• Reduce food costs • USDA Transportation Management

• Reduce administration costs

Business Management Improvement • Minimal direct FDPIR impacts

• Business processes do not change • Order, storage, distribution

• Demand Forecast • Long Term Contracting

• Establish Min & Max contract values • Communicate program needs to suppliers

• Supply and manufacture planning • Tools and training required

Current AIS Updates

Question & Answer