deloitte consulting case competition

Let Technology Do the Work

Deloitte Federal Consulting Case Competition

JKF Consulting of Richmond

Robin Kim, Kelly Farley, Evan Jones, Marie Humphrey

Overview Challenge Solution Impact Timeline Appendix


Executive Summary1. Situation

The National Disaster Management Agency(NDMA) is responsible for managing, preparing, responding to, and mitigating all disasters.

Now NDMA is expecting a significant increase of their full time employees in next three years, due to the additional resources granted by Congress.

2. Challenge Unfortunately, the current badging process cannot handle such an increase

in demand in the near future because of inefficiencies in the system. Changes to the system must be implemented in a timely manner to meet

the needs of NDMA.3. Solution

We will implement a secure, government developed software to significantly increase the efficiency of the badging process at a low cost.

We took into consideration your interest in current industry trends.

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Directive Mandate

Homeland Security Presidential Directive 12: Policy for a Common Identification Standard for Federal Employees and Contractors

Need an efficient, unified system that is compatible with other federal agencies

Need to establish a mandatory, Government-wide standard for secure and reliable forms of identification issued by the Federal Government to its employees

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2



Assumptions

Federal Emergency Management Agency (FEMA)

FEMA has the exact same role as NDMA under the Department of Homeland Security (DHS); therefore, we used FEMA as our model, while taking into account relevant legislation and statistics of other agencies and budgets.

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Category FEMA NDMABranch Under

Department of Homeland Security Department of Homeland Security

Mission “To support citizens to ensure to build, sustain and improve

capability to prepare for, protect against, respond to, recover from

and mitigate all hazards.”

“To manage, prepare, respond to, and mitigate all disasters.”



Assumptions

Number of Full-Time Employees(FTE) will grow at a constant rate

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4

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The badge processing system is primarily paper-based Incapable of tracking badges No e-signatures Lacks data consolidation Approval process not completed electronically

Current system processes the badges at a rate of 30 badges/week

If new system is implemented, original employees are required to get new badges



Mission Statement

“To develop a method with a plan that implements an efficient badging

process to support NDMA’s mission to manage, prepare, respond to, and

mitigate disasters for the safety of American people”


Main Challenge

How can NDMA increase their efficiency so that the

agency can handle a 100% increase in employment

in three years?



Key Challenges

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3

No Set Standard Operating Procedure(SOP)

Slow Communication and Approval Process

Ineffective Management of Information

• All units are involved in badging process• No individuals are solely responsible• No SOP between the offices• SOP for each office exist, but outdated and not used• Most of the individuals spend less than 10% of their time badging without

formal training



Key Challenges

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3



Ineffective Management of Information

• Does not allow for electronic approvals• Process is not completed electronically



Key Challenges

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3



Ineffective Management of Information• Cannot track the badging process• Does not consolidate all information at one location



Approaches

Challenges

Conditions

No set SOP Uncoordinated

process

Slow ProcessNot tracked

Not consolidated

Lacks DataMismanagement

of Information

Set SOPIdentify roles

and responsibility

Faster ProcessElectronic approval Electronic process

Collects DataCan track processConsolidates data

Need a Solution that satisfies such conditions

How can NDMA increase its efficiency?




Solution Tree

How to Increase Efficiency?

Changes in Procedure

New Standard Operating Procedure

for Inter-office Communication

Changes in Human Resources Specialization

Introduce TechnologyDevelop an Integrated

Badging Processing Technology



Alternative Solutions: New SOPHOW?

Conditions

New SOP for inter-office communication Tracking and storage unit Enforcement protocol Formatted and structured communication

Current building has capacity Budget for new hires is available



Alternative Solutions: Human ResourcesHOW?

Conditions

Specialization of badging process with trained personnel Establish centralized badging location to consolidate and enable Create new standard operating procedure Tracking of the badging process

Current building has the capacity Budget for new hires is available



Our Recommendation: TechnologyHOW?

Specialization of badging process Training employees Establishing a centralized badging location to consolidate and enable

tracking of the badging process Create new standard operating procedure

Conditions Current building has the capacity Budget for the new hires is available



Overview of US Access

The GSA HSPD-12 Managed Service Office (MSO) offers federal organizations identity management and credentialing solutions. The USAccess program is a shared service solution that delivers their clients with a managed, shared service solution that simplifies the process of procuring and maintaining PIV compliant credentials that also meets HSPD-12 milestones for issuing the credentials.



Comprehensive Solutions Framework

Introduction of a Government

Developed Digitalized Security Clearance

Technology

Once Implemented, Solves Inefficiencies of

Current System

Results In Effective & Sustainable Badging

System

STAGE 1 STAGE 2 STAGE 3



Stage 1: Implementing HUB & Software



Stage 1: Employee Specialization

Role Administrator

Activator Adjudicator SponsorSecurity OfficerRegistrar






Technology


Current System


System




Stage 2: Benefits

Speeds Internal Business Processes Allows for use of e-signatures Expedites communication Web-based portals for processing Applicant credentials Integrates & generates report

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3

1

Reliable & Sustainable Badging System

Reduces Costs



Speeds Internal Business Processes

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3

1

Reliable & Sustainable Badging System Maintains the credentials throughout their lifecycles High availability and disaster recovery capabilities.

Reduces Costs

Stage 2: Benefits



Speeds Internal Business Processes

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3

1

Reliable & Sustainable Badging System

Reduces Costs Utilizes economies of scale with 70 other agencies sharing the program Minimizes paper expenses Lowers capital expenditures

Stage 2: Benefits






Technology


Current System


System




Stage 3: Projected Efficiency

*See Appendix for Calculation

3 Months Year 1 Year 2 Year 30

5000

10000

15000

20000

25000

30000

System Comparison*

Current US Access

(Badges)

After three years, US Access will issue ~6x as many badges as the current system

Years 3 Months Year 1 Year 2 Year 3

Current System 360 1560 3120 4680

US Access 360 7860 17860 27,860

Added efficiency +0.00% +503.8% +572.4% +595.3%



Stage 3: Projected Efficiency

*See Appendix for Calculation

3 Months Year 1 Year 2 Year 30

5000

10000

15000

20000

25000

30000

System Comparison*

Current US Access Badges Issued

(Badges)

Before the three year deadline, US Access will process badges for the required number of employees

Years 3 Months Year 1 Year 2 Year 3

Current System 360 1560 3120 4680

US Access 360 7860 17860 27,860

Added efficiency +0.00% +503.8% +572.4% +595.3%



Stage 3: Financial ImpactBudget Overview

Base Budget10% ($595M)

Disaster Relief90% ($5.6B)

Budget of NDMA as of Fiscal Year 2013 ($6.2B)

Category Cost($)

Employee Salaries $1,800,000 per year

Station Hub $16,815

Station Maintenance $5,405 / year

Cards $397,586 / year

Card Maintenance $331,051 / year

Total $2,601,714 / year

Base Budget

Cost

% of Cost in Base Budget

Only requires 0.4% of Budget to Implement US Access



Communication and Stakeholders

State & Local Government

Disaster Victims Taxpayers

Relieved Responsibility

Needs better met in

disasters

Effective use of taxpayer

money

Additional resources and

greater productivity

Greater response

capabilities

Maximizes productivity,

minimizes cost

Audi

ence

Inte

rest

sM

etho

ds



Timeline

Start 3 Months Year 1 Year 2 Year 2 September Year 3

US Access is implemented and specialize badging staff

hired

US Access fully implemented and begins operations

Compare number of badges

processed and cost to projected

figures

Reevaluate, compare, and

assess updated data

All current NDMA employees processed

Deadline met



Questions?

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