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Federal IT Asset Management: The Government’s SAM Challenges. Alan Vander Mallie, Program Manager U.S. General Services Administration Interagency Policy and Management Division January 2010. Software Asset Management. The GSA Role Federal SAM/ITAM Program The Government’s SAM Framework

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Federal it asset management the government s sam challenges l.jpg

Federal IT Asset Management:The Government’s SAM Challenges

Alan Vander Mallie, Program Manager

U.S. General Services Administration

Interagency Policy and Management Division

January 2010


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Software Asset Management

The GSA Role

  • Federal SAM/ITAM Program

  • The Government’s SAM Framework

  • How’s it working for US?

    • Successes, Challenges & Trends


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GSA Role

GSA has a major role in managing Government assets:

  • Real Property (over $1.4 trillion)

  • Personal Property (disposes > $21 billion per year)

  • Travel and Transportation (>600,000 vehicles/1,460 aircraft/$12.3 billion in annual travel expenditures)

  • Information Technology Strategy (purchase $76 billion/year)

  • Regulatory Information (FAR, FMR, FTR, GSAM)

  • Federal Advisory Committees (public transparency)


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GSA Role

Information Technology spending for FY 2010 may total $76 Billion

  • Mission Systems – approx $44 billion

    • Over 6,000 business cases for mission systems

  • Infrastructure – approx $32 billion

    • 25 major business cases for IT infrastructure


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Federal SAM Program

Purpose

  • Support technology strategy efforts so govt is running in the most secure, open, and efficient way possible

  • Help govt realize technical and social goals -focus on process solutions vs technology solutions

  • Create strategic value from SAM/ITAM

    Goals:

  • Manage Smarter, Buy Smarter, and Increase compliance of IT assets


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Federal SAM Program

Benefits include support for:

  • Aggregated buys through vehicles such as SmartBUY

  • Improved infrastructure optimization and efficient software/hardware usage

  • Closer alignment with approved lists of COTS software (FEA and EA)

  • Better use of acquisition, finance, and installed versus actual usage data

  • Assurance that security features are incorporated into software products as required (e.g., NIST FIPS 140-2 preclude the use of unvalidated encryption protection of sensitive or valuable data within Federal systems)

  • Achieving Section 508 compliance for software/hardware use by persons with disabilities

  • Going Green with IT purchase decisions for more energy efficient IT operating environments & end-of-use disposal


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Federal SAM Program

Cont’d

  • Support for desktop management & core configurations

  • Auto-discovery of installed software via tags

  • Scheduling maintenance upgrades and software/hardware disposition

  • Improving and clarifying software-use policies (who, what, where, when, why)

  • Development of standard federal-wide license use clauses including certified tagging to protect intellectual property and identify/prevent software and hardware piracy

  • Informed software security patching and upgrades, installation and deployment

  • Informed user and IT support staff training.


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Federal SAM Program

Challenges to Establishing Effective SAM:

  • Reason it is not being already done – it is very hard

  • Need for tools to feed SAM dashboard (HW/SW)

  • Data standards for feeder systems do not exist

  • Overall SAM Enterprise Frameworks do not exist

  • Implementing policy that integrates multiple key business processes

  • Dealing with tangible and intangible assets that have many different terms of use depending on the vendor, dealing with each vendor requires a unique approach

  • Try not to create a process that requires excessive overhead for agencies


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Federal SAM Program - Roadmap

Implement

  • Govtwide SAM Programs

  • Promote Govtwide standardization, consolidation and optimization

  • FedITAM website available share

  • best practices and tools

Invest

  • FedITAM Program Realization

  • Launch Website so Citizens, Industry & Government can participate in advancing SAM

  • Highlight use of automated tools

  • Work with Agencies and LOBs re benefits

Architect

  • Discovery & Program Foundation

  • Recommend guidelines and strategic framework

  • Document lessons learned internal/industry

  • Asses current state-of-SAM across Government


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Federal SAM Framework

The Federal SAM Framework focuses on process improvements using ISO 19770 and other SAM/ITAM related standards and tools for:

  • Capturing inventories of deployed software, lists of approved software within FEA and agency enterprise architectures, CPIC investment portfolios, and authorized user data from CIOs;

  • Capturing acquisition, purchasing, and negotiated license usage rights information from CAOs; and

  • Capturing invoice, payment and finance information from CFOs.


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Federal SAM Framework

The goal of communicating a common framework across Government is to:

-- foster visibility of standards and assets, and promote better management, strategic sourcing, and accurate tracking

-- so that information, assets, people, and processes are adequately detected/identified, protected and connected across the federal government.


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Federal SAM Framework

NOTES: The Federal SAM Program & Framework recommends that every software acquisition should be aligned with:

  • OMB policy and guidance for software acquisition and SmartBUY acquisition

  • Federal enterprise architecture (FEA)

  • Agency strategic plans and enterprise architectures

  • Federal security standards

  • Capital planning and investment controls (CPIC)

  • Legislated acquisition and IT requirements.


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Federal SAM Framework

“The Govts SAM framework offers a view into integrated lifecycle management for IT assets”

The Government’s SAM Framework – 6 process areas that cross organizational boundaries:

  • Approving Software & Hardware

  • Managing the Buy

  • Managing Contract Compliance

  • Monitoring Inventory Usage

  • Complying with Policies & Standards

  • Financial & Capital Planning



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How is it Working for US?

ID Management technology strategy for Implementing HSPD12

Initiative has clear and visible govtwide architecture related to a govtwide acquisition strategy which includes a public list of approved & certified products and services.

Website: http://www.IDManagement.gov


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How is it Working for US?

SmartBuy/ESI/GWACs and other Strategic Sourcing agreements

Initiative has CoBranding between GSA and DoD - Use of common clauses, terms & conditions to achieve best value – Mandatory consideration of Smart Buy/ESI contracts in FAR Case 2005-014.

Website: http://www.gsa.gov/smartbuy


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How is it Working for US?

IT Infrastructure Optimization

Initiative promotes use of automated tools and adoption of SAM/ITAM processes – Consolidated hundreds of infrastructure investments into 25 and applied highend consulting and engineering expertise to acquisition and operating plans.



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How is it Working for US?

Questions Raised by Tool Analysis:

  • Do CIOs have the personnel, policies, and procedures in place to optimize IT assets?

  • Do CIOs know what they have, where it is, who is using their IT assets?

  • Do CIOs have the right tools and enough information to optimize and manage their IT assets?

  • Are CIOs buying tools using SmartBUY agreements?


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How is it Working for US?

Published website at www.gsa.gov/feditam to make technology strategy for Federal SAM visible to citizens, industry, and government so we can work together.

Contact and interact with US at [email protected]

Alan Vander Mallie

Federal SAM/ITAM Program Manager

Office of Governmentwide Policy

U.S. General Services Administration

Phone: (202) 501-6901

Email: [email protected]


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