responsive document crew: hhs: regarding record management and cloud computing (6/24/2011 foia...
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DEPARTMENT OF HEALTH AND HUMAN SERVICES
Office of the Secretary
Washington DC 20201
Meeting MinutesCTO Council Meeting
Januar 10:30 AMDial in number: Participant:
Roll CallCeline Neves, OCIO/EA
Office Member Present
ACF Jenkins, David Jim TysonFu, James
AHRQ Erny, Tim Phone
AoA Banning, Sue
CDC Sagoo, Jaspal PhoneCDC Boyd, Terry Phone
CDC Baum, Earl W Phone
CMS Margush, Doug C.
CMS Wilke, Sherry Phone
FDA Coene, Michael
NIH Burton, Adriane Phone
NIH Bailey, Steve Phone
NIH Akiyama, Darrick Phone
OCIO Mitchell, Timothy Phone
OCIO Neves, Celine Phone
PSC Rollins, Dwayne Phone
SAMHSA Walters, James R. Phone
Welcome - Opening RemarksChair Jaspal Sagoo, CDC Chief Technology Officer (CTO)
Jaspal Sagoo recapped the last meeting and encouraged everyone to read thedocuments in SharePoint. He went on to say that we are in Phase II and assignmentswere distributed.
CDC Transition Plan, Process Documentation, Alternative Analysis Process HHS EA Service Architecture (all of back office support: data architecture,
SOA) ?? Technical Architecture Not yet assigned because it is dependent on
design of the service architecture.
Jas indicated that Celine and he would be reaching out to the members to solicit furtherparticipation as the tasks are rather large.
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Page 2 of 4
Business
Status of Alternate Analysis guidance
The first priority is to provide the guidance to all the OPDIVs on how to conduct the
alternate analysis for cloud computing. The old OMB passback language had givenenough time and latitude to conduct the analysis, but in December new passbacklanguage came out specifying Cloud first for ALL IT investments. What it means for theDepartment is that for every investment, whether it is minor or major, whether it isreported in the OMB-300 or not, the IT organization has to do the analysis for cloud aswell as doing the analysis for hosting internally. As a result, the workgroup needs todevelop the guidance.
After reviewing the OMB-300 submission, where we had put standard language for whatthe Department was doing, OMB came back and asked the Department to specify whatwe are doing and identify timelines for our initiatives. As such, the CTO Council
requested guidance on how to conduct the alternative analysis by the end of January.Jas and the team have started developing the guidance and are seeking assistance.The intent is to present the guidance to the CTO Council so that IT organizations haveguidance on how to conduct the analysis; the draft guidance needs to be completed bythe end of the week, the final guidance needs to be completed by the end of the month,and the alternative analysis needs to be completed by the mid or end of February. Theguidance will go before the CIO council for ratification. The intent of giving the alternateanalysis guidance to the IT organizations is so that they can disseminate it to thebusiness owners that need it so that they can do the analysis come mid-February. Thisis why the timeline has been set so aggressively.
Jas provided a paragraph to Mary Forbes so she can respond back to OMB and satisfytheir requirements. OMB is pushing us to show them we are in earnest makingattempts for all of our investments to look at Cloud first. The paragraph discusses thework the HHS CCAC group is doing; to include the timeline and when the guidance willbe in place. Mary is going to be sending the information to OMB this week. ProvidingOMB accepts our proposal, this committee has a little bit more latitude in timeline if wehave to shift back on the timeline.
The first guidance tells the business owner what they have to tell their IT organizationabout their system; it could be a new system or an enhancement or steady state. Thepass back language doesnt discriminate against investments. All investments must
consider cloud alternative. Jas said they are developing a set of questions in a templateform, similar to a security base line, which asks the same kinds of questions. As soonas the template is ready, it will be sent to the committee to vet. The turn-around time isgoing to be very short. Thats the first part.
Then the analysis begins. The IT organization then determines costing within their ownorganization. The committee will provide guidance on the vendors. Jas is looking atFedRAMP and the Fed CCAC. They are putting together a care package for us. This
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Page 3 of 4
will turn into a list of questions to ask vendors, which will be forwarded to the HHSCCAC members for vetting.
The HHS Governance council has not yet been established.
How does a system already in steady state, production, etc, get back into the loop sothat analysis is done. The obvious choice was the ELPC process.
IT infrastructure is not well represented in the ELPC process; there was a critical partnerrole for EA but not one that specifically addressed the impact of IT initiatives to theoverall IT infrastructure of an organization. So they are proposing to the EA PMO thatIT infrastructure be included in the partnership review so that they can conduct theanalysis in the review process.
Need to ensure that the IT organization has visibility into the earliest stages of an ITinitiative so that we can capture not only the business requirement but also technical
and infrastructure requirements and make sure those are directed to best serviceprovider (remembering that the current guidance from OMB is cloud first). Is there acommercial or government-wide cloud provider that can provide the services at whatsecurity level needed? If not direct the project internally. An RFI is being developed.
The question was posed, where the money is going to come from to transition currentsystems into the cloud. When you do the analysis you need to take this intoconsideration. If its an existing system, part of the analysis will be what the cost will beto transition the system into the cloud. It could well be that the cost is the prohibitingfactor and that is going to have to be factored in. If the cost of moving it is not costeffective, then that will be one of the factors that determine whether the system istransitioned to the cloud. All OMB is saying is that we have to consider cloud first andat least do the analysis.
OMB recognizes the financial constraints that agencies are facing and are working torectify this matter, in particular the way that funding is handled. Many organizationsdont have IT funds for such initiatives.
25 point Implementation plan to reform Federal IT management
Cloud first OMB is expecting us to favor cloud first and address the funding issues(the color of money).
The work breakdown structure is posted in SharePoint.
Discuss the formation of an HHS Cloud Computing Governance Council
Its critical that we have a permanent body that deals with ongoing cloud governance forthe department. It could be that this committee morphs into the governance body. Weneed representation from all the OPDIVs.
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Page 4 of 4
Since there was no dissention, the topic will be raised at the Tuesdays CTO Councilmeeting and will seek membership so that the charter to be developed.
Wrap up
Draft guidance will be distributed to the members for review. There will be a request fora quick turnaround.
CDC will compile a list of vehicles that are being used for procurements throughout thedepartment and the POC as to who the contract holder. That way if theres a particularvendor that the OPDIVs can use, they can leverage the contract.
Next Meeting January 25, 2011 9:00 10:30
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ITSO 1 of 6 Revision: 7/20/204-CCAC Minutes Jan-25-2011 (tracker plus roll call)
CCAC Meeting MinutesDate: 1/25/2011Time: 9:00 10:30 AMLocation: Phone
Attendees: OFFICE MEMBER PRESENT OFFICE MEMBER PRESENT
ACF David Jenkins NIH Steve Bailey
ACF James Fu x NIH Adriane Burton x
ACF Jim Tyson x NIH Darrick Akiyama x
AHRQ Tim Erny x OCIO Timothy Mitchell x
AoA Sue Banning x OCIO Celine Neves x
CDC Jaspal Sagoo x PSC Dwayne Rollins x
CDC Terry Boyd x SAMHSA James R.Walters
CDC Earl W. Baum x EA/OCIO/CTR KumarRadhakrishnan
x
CMS Sherry Wilke x EA/OCIO/CTR Brian Leitao x
CMS Doug C. Margush EA/OCIO/CTR Nick Mistry x
FDA Michael Coene
IHS Bernie Dailleboust
IHS Mark Rives x
Facilitator: Jaspal Sagoo, CDC
Recorder: Nicole DElia
Agenda & NotesTopic/Time/Lead Notes
Welcome/Opening Remarks
- Chair Jaspal Sagoo, CDC ChiefTechnology Officer (CTO)
Action Items:
Need to get minutes out on time for review; need to approve minutes asfirst order of business in future meetings starting with Feb 8
thmeeting
Introduction of New HHS EA TeamMembers
- Earl Baum, CDC& HHS EA Team
Introduction Kumar and Brian: EA portion and helping out with cloudportion for the organization
Have prior experience with implementing cloud; working to enable agood cloud strategy for HHS and making sure we have a goodformulated strategy
Nick Mistry, et al. working with Earl and Jaspal
HHS Cloud Update
- Jaspal Sagoo, CDC
The HHS Cloud Computing Advisory Committee is developing the HHS
Cloud Computing Architecture and Transition Plan, based on input fromthe following sources:
Original OMB Pass back Language Federal CIOs 25-Point document Draft Federal Cloud Computing Strategy document
OMB Cloud Computing Alternative Analysis necessary first step indeveloping and deploying Cloud-hosted services in a consistentmanner across HHS
Customer Requirements Development part of the existing EPLCprocess; done during initiation/concept phase; want to capture sufficient
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ITSO 2 of 6 Revision: 7/20/204-CCAC Minutes Jan-25-2011 (tracker plus roll call)
CCAC Meeting MinutesDate: 1/25/2011Time: 9:00 10:30 AMLocation: Phone
information in the concept stage gate
Cloud Computing Governance provides additional input into thealternative analysis; need to nail down the actual processes and how
they relate to the other processes Looking at forming Governance Council for Cloud Computing
Services, Costs, and Contracts tracking, developing standardizedlanguage for RFIs, cloud service providers, maintain list of approvedvendors/service providers that can be applied to initiatives
Cloud Service Provider Analysis RFI care package (from GSA?) developing templates where each vendor can provide standardized ratecards/includes how to request customized quotes
To some extent looking at internal IT organizations as cloud serviceprovider during Alternative Analysis each internal IT org at OPDIVlevel provide rate card information as well
Proposing formalizing an IA critical partner role for major and smaller
investments, starts at conceptual stage/first stage gate Need to know what it will cost for the existing internal IT organization to
host the system/gather RFI information to see cost for external host
Business Steward IT organization will send from EPLC orindependently to the Business Steward questions that BusinessSteward has to answer about characteristics of the system (similar tosecurity baseline)
Questions/Responses
When is the Alternative Analysis triggered? New investment triggerduring initiation and concept; Steady state/upgrading existing atminimum Alternative Analysis before the 53s and 300s.
Action Items:
Target Key Business Process Model Responsibility: CDC, In Progress carry-on work from reference
architecture worked on last summer
All top-level Cloud Service Processes
Cloud vendor service catalog/rate-sheet maintenance
Cloud alternative analysis
EPLC extensions - IT Infrastructure Critical Partner Role
Target Service Component Architecture
Responsibility: HHS EA, Not Started
HHS Federated Data Architecture
HHS Federated SOA Catalog
Target Technical Architecture
Responsibility: Unassigned, Not Started
Depends on input from the previous steps need to see what thedependencies are
Transition Recommendation & Blueprint Document
Responsibility: CDC, In Progress Terry Boyd
Depends on input from the previous steps; in a holding pattern at themoment
Will need to divide the work up
Sequence Diagram and Milestones should be complete within 90 days,to feed into OMB 120-day guidance core components need to be
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ITSO 3 of 6 Revision: 7/20/204-CCAC Minutes Jan-25-2011 (tracker plus roll call)
CCAC Meeting MinutesDate: 1/25/2011Time: 9:00 10:30 AMLocation: Phone
fairly far along in 120 days
Guidance Development
Target Key Business Process Model: (This flows out of statement of
work) Key Points: nailing down key processes and relationships between
processes
Assigning who owns each process
Define target business processes and their performance includingorganizational relationships
Define target data relationships and business data stewards
Define the target information services
Ensure target business and information architecture addressesstrategic improvement opportunities
Progress To-Date
- Earl Baum, CDC& Charles Martin,CDC
On the contract side CDC, HHS contracting staff; make sure wereasking for enough information from each service provider to come up
with a rate card that is sufficiently useful and complete/accurate
Likewise with the governance enough guidance but not too much
To make this happen: Taking a federated approach each OPDIVmaintains own suite of contracts and list of approved vendors; one sizefits all process is the goal for feeding into analysis
On the back end; adopt recommendation; looking at tying clouddeployment into standardized data architecture HHS wide
Federated approach to SOA; to ensure/have a useful catalog ofservices as we deploy cloud
Overarching set of HHS wide processes/standards; implemented atOPDIV level with OPDIV level additional conditions and procedures ensure everyone is following same general process
Internal IT organizations have potential to become cloud providers forother organizations, not just your own internal programs
Funding issues will ensure that strategies and processes that wedevelop stay within boundaries of current appropriations laws andlanguage
Document templates sanity check, are we capturing everything youneed to know? Feed information back to us
Action Items:
Defined individual/group specific to IT infrastructure within each OPDIVwho handles the alternative analysis; tie to existing EPLC process aswell will send out within next wk or so (recommended for HHS wide)
want consistent POC within each OPDIV Responsibility: CDC? Due around February 1
st
Requirements Definition trying to get enough information w/ogathering too much to do effective analysis; scope, security level- willsensitive data be posted on system?Timeline for system; tie into EPLCdocumentation
Responsibility: CDC? Due around February 1
st
Document Templates for Alternative Analysis Responsibility: CDC?
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ITSO 4 of 6 Revision: 7/20/204-CCAC Minutes Jan-25-2011 (tracker plus roll call)
CCAC Meeting MinutesDate: 1/25/2011Time: 9:00 10:30 AMLocation: Phone
Due around February 1st
Reaching out for contract vehicles, data call for existing contractvehicles and vendors within the OPDIVs; then will figure out how to
request information from all these vendors Responsibility: Jaspal/CDC Due prior to February 8
thmeeting?
Wrap Up Hoping to receive care package RFI from GSA
Prior to next meeting: End of this week/beginning of next week: Jaspalwill be sending out a lot of these documents for comment, first to theCTO Council, then to Mary and John Teeter to be put on the agenda forthe CIO Council.
Next Meeting February 8, 2011 9:00 10:30
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ITSO 5 of 6 Revision: 7/20/201104-CCAC Minutes Jan-25-2011 (tracker plus roll call)
Action Item Tracker:
ID Action Accountable Due Date Status
1
Need to get minutes out on time for review; need to approve minutes
as first order of business in future meetings starting with Feb 8th
meeting
2
Target Key Business Process Model
All top-level Cloud Service Processes
Cloud vendor service catalog/rate-sheet maintenance
Cloud alternative analysis EPLC extensions - IT Infrastructure Critical Partner Role
CDC In Progress
3
Target Service Component Architecture
HHS Federated Data Architecture
HHS Federated SOA CatalogHHS EA Not Started
4Target Technical Architecture
Depends on input from the previous steps
Unassigned Not Started
5
Transition Recommendation & Blueprint Document
Depends on input from the previous steps; in a holding pattern at
the moment
Will need to divide the work up
Sequence Diagram and Milestones should be complete within 90
days, to feed into OMB 120-day guidance
CDC Terry Boyd In
Progress/Holding
Pattern
6
Guidance Development
Target Key Business Process Model
Assigning who owns each process
Define target business processes and their performance including
organizational relationships
Define target data relationships and business data stewards
Define the target information services
Ensure target business and information architecture addresses
strategic improvement opportunities
CDC?
7Defined individual/group specific to IT infrastructure within each
OPDIV who handles the alternative analysis; tie to existing EPLC
CDC? Around
February 1st
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ITSO 6 of 6 Revision: 7/20/201104-CCAC Minutes Jan-25-2011 (tracker plus roll call)
process as well (recommended for HHS wide) identify consistent
POC within each OPDIV
8Requirements Definition/Gathering Timeline for system; tie into
EPLC documentation
CDC? Around
February 1st
9Document Templates for Alternative Analysis CDC? Around
February 1st
10
Data call for existing contract vehicles and vendors within the
OPDIVs, then will figure out how to request information from all
these vendors
CDC Jaspal Prior to
February 8th
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ITSO 1 of 6 Revision: 7/20/205-CCAC Minutes Feb-8-2011
CCAC Meeting MinutesDate: 2/8/2011Time: 9:00 10:30 AMLocation: Phone
Attendees: OFFICE MEMBER PRESENT OFFICE MEMBER PRESENT
ACF David Jenkins NIH Steve Bailey
ACF James Fu X NIH Adriane Burton X
ACF Jim Tyson X NIH Darrick Akiyama X
AHRQ Tim Erny X OCIO Timothy Mitchell X
AoA Sue Banning X OCIO Celine Neves
CDC Jaspal Sagoo X PSC Dwayne Rollins X
CDC Terry Boyd X SAMHSA James R.Walters X
CDC Earl W. Baum X EA/OCIO/CTR KumarRadhakrishnan
X
CMS Sherry Wilke X EA/OCIO/CTR Brian Leitao X
CMS Doug C. Margush X EA/OCIO/CTR Nick Mistry
FDA Michael Coene Jay Burton X
IHS Bernie Dailleboust CDC Charles Martin X
IHS Mark Rives X
Facilitator: Brian Leitao, EA/OCIO/CTR
Recorder: Nicole DElia, EA/OCIO/CTR
Agenda & NotesTopic/Time/Lead Notes
Welcome/Opening Remarks- Chair Jaspal Sagoo, CDC ChiefTechnology Officer (CTO)
Alternative Analysis and SupportingProcesses
- Jaspal Sagoo, CDC
Developing the Alternative Analysis for Cloud first will be used onceratified as guidance for Analysis for each OPDIV; needed for OMB 300s
Action Items:
Read HHS Cloud Computing Implementation and Governance Draftv0.1 (Alternative Analysis first draft) provideinput/comments/questions/errors/omissions
CIO Slides- Jaspal Sagoo, CDC
Slides for the upcoming presentation for CIO Council
3 Must Move services to the Cloud in the next 18 months
CIOCouncil will deliberate
Need to provide guidance to HHS and OPDIVs to consider Cloud first this will be accomplished through the Alternative Analysis
The NIST Definition of Cloud Computing will be covered with the CIOs Will be considering all three service models: SaaS, PaaS, IaaS
The CCAC is: Developing Guidance on Alternatives Analysis for Program
Managers; Developing Information Gathering Template; Developing Process Models and Rules;
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ITSO 2 of 6 Revision: 7/20/205-CCAC Minutes Feb-8-2011
CCAC Meeting MinutesDate: 2/8/2011Time: 9:00 10:30 AMLocation: Phone
Updating EPLC to account for Cloud Innovation
Draft Alternative Analysis document contains: roles, functions,processes and criteria
RFI building in standard way of requesting customized quotes Governance Body will maintain and update list of vendors, make
available to all stakeholders; maintain service provider cost and securitydata
Internal Analysis (cost of hosting system internally) then ExternalAnalysis; based on the RFI responses you get back, makerecommendation this is an iterative process (not a one-time process)
Can accept/reject recommendation but then need to follow protocols
Cloud Training will need to be provided for Critical Partner as well
Work Assignments- Jaspal Sagoo and Earl Baum, CDC
Deliverable A0 Customer Requirements Development
Lead: Earl Baum
Leveraging existing processes to the extent possible
Adding Critical Partner / Alternative Analysis to the EPLCprocess
Security adding to existing CNA process
Trying to provide standardized language and feed into existingprocesses
Tim Mitchell requested to join this workgroup
Deliverable E0 Cloud Computing Support Governance
Lead: should be Sherry Wilke or Doug Margush
Leveraging existing processes to the extent possible here too
Need to fine tune procurement cycle, security
Deliverable B0 Services, Costs, Contracts Ginny Howard, Terry Boyd
Lead: not determined
Internal and external hosting providers
Early draft of contract language for RFI
Potential for interagency collaboration
Need a lead for all of these areas
Deliverable C0 Cloud Support Services
Lead: Kumar
Longer term
Support overall Cloud and other EA HHS architecture
Develop consistent HHS-wide data architecture
NIH working on this as well as HHS EA team Deliverable F0 Solution Implementation
Lead: not determined/CDC?
Date due is after 4/1/2011
Need support from anyone and everyone
Transition Plan/Blueprint that ties everything together turningthis all into a roadmap
End goal: turn suite of processes over to CTO and CIOCouncils for them to use
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ITSO 3 of 6 Revision: 7/20/205-CCAC Minutes Feb-8-2011
CCAC Meeting MinutesDate: 2/8/2011Time: 9:00 10:30 AMLocation: Phone
As deliverables are developed, theyre being tied into this
Security Jay Burton tied closely with Governance workflow
Action Items:
Draft timeline, work assignments for each team
Top level work plan/timeline; include any information needed from otherworkgroups
Look for any gaps in information
Be prepared to talk about your work plans
Jaspal and Earl will provide feedback from the CIO Council, updates onthe document; submission to OMB on February 11th
Wrap Up Contact Brian and Kumar (CC: Earl and Jaspal) to join a workgroup
Next Meeting February 22, 2011 9:00 10:30
Send all information by Friday, February 18th
since Monday, February21
stis Presidents Day
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TSO 4 of 6 Revision: 7/20/201105-CCAC Minutes Feb-8-2011
Action Item Tracker:
ID OPDIV/
Department
Action Item Description Priority
Level
Owner/
Lead
Date
Assigned
Date Due Date
Complete
Percent
Complete
Progress Notes
1
CCAC Minutes Need to get minutes out on time forreview; need to approve minutes as first
order of business in future meetings
starting with Feb 8th
meeting
1/25/2011 In Progress
2
Target Key Business
Process Model
All top-level Cloud Service Processes
Cloud vendor service catalog/rate-sheetmaintenance
Cloud alternative analysis EPLC extensions - IT Infrastructure
Critical Partner Role
CDC 1/25/2011 In Progress
3
Target Service
ComponentArchitecture
HHS Federated Data Architecture
HHS Federated SOA Catalog
HHS EA 1/25/2011 Not Started
4Target Technical
Architecture
Depends on input from the previous steps Unassigned 1/25/2011 Not Started
5
Transition
Recommendation &
Blueprint Document
Depends on input from the previous
steps; in a holding pattern at the
moment
Will need to divide the work up
Sequence Diagram and Milestones
should be complete within 90 days, to
feed into OMB 120-day guidance
CDC Terry
Boyd
1/25/2011 In
Progress/Holding
Pattern
6
Guidance
Development
Target Key Business Process Model
Assigning who owns each process
Define target business processes and
their performance including
organizational relationships
Define target data relationships andbusiness data stewards
CDC? 1/25/2011
0023
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TSO 5 of 6 Revision: 7/20/201105-CCAC Minutes Feb-8-2011
ID OPDIV/
Department
Action Item Description Priority
Level
Owner/
Lead
Date
Assigned
Date Due Date
Complete
Percent
Complete
Progress Notes
Define the target information services
Ensure target business and information
architecture addresses strategicimprovement opportunities
7
Defined IT
Infrastructure POC
Defined individual/group specific to IT
infrastructure within each OPDIV who
handles the alternative analysis; tie to
existing EPLC process as well (recommended for HHS wide) identify
consistent POC within each OPDIV
CDC? 1/25/2011 Around
2/1/2011
8Requirements
Definition/Gathering
Timeline for system; tie into EPLC
documentation
CDC? 1/25/2011 Around
2/1/2011
9
Document
Templates forAlternative Analysis
CDC? 1/25/2011 Around
2/1/2011
10
Data call for existing
contract vehiclesand vendors within
the OPDIVs, then
will figure out howto request
information from all
these vendors
CDC
Jaspal
1/25/2011 Prior to
2/8/2011
11
HHS Cloud
ComputingImplementation and
Governance Draft
v0.1
Read Alternative Analysis first draft and
provideinput/comments/questions/errors/omissions
Medium 2/8/2011 2/22/2011 0% Not Started
12
Workgroup
Timeline and WorkPlan
Draft timeline, work assignments for each
team; include any information needed fromother workgroups
Look for any gaps in information
Be prepared to talk about your work plans
High Workgroup
Leads
2/8/2011 2/22/2011 0% Not Started
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TSO 6 of 6 Revision: 7/20/201105-CCAC Minutes Feb-8-2011
ID OPDIV/
Department
Action Item Description Priority
Level
Owner/
Lead
Date
Assigned
Date Due Date
Complete
Percent
Complete
Progress Notes
13
CDC Feedback from CIO
Council
Provide feedback from the CIO Council,
updates on the document; submission to
OMB on February 11th
Medium Jaspal
Sagoo/Earl
Baum
2/8/2011 2/22/2011 0% Not Started
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ITSO 1 of 6 Revision: 7/20/206-CCAC Minutes Mar-1-2011
CCAC Meeting MinutesDate: 3/1/2011Time: 9:00 10:30 AMLocation: Phone
Attendees: OFFICE MEMBER PRESENT OFFICE MEMBER PRESENT
ACF David Jenkins NIH Steve Bailey X
ACF James Fu X NIH Adriane Burton
ACF Jim Tyson X NIH Darrick Akiyama X
AHRQ Tim Erny X NIH Debbie Bucci X
AoA Sue Banning OCIO Timothy Mitchell
CDC Jaspal Sagoo X OCIO Celine Neves
CDC Terry Boyd X PSC Dwayne Rollins X
CDC Earl W. Baum X SAMHSA James R.Walters
CMS Sherry Wilke EA/OCIO/CTR Kumar
Radhakrishnan
X
CMS Doug C. Margush X EA/OCIO/CTR Brian Leitao
FDA Michael Coene X CDC Jay Burton X
IHS Bernie Dailleboust CDC Charles Martin X
IHS Mark Rives X CDC Ginny Howard X
Facilitator: Nicole DElia, EA/OCIO/CTR
Recorder: Nicole DElia, EA/OCIO/CTR
Agenda & NotesTopic/Time/Lead Notes
Welcome/Opening Remarks- Chair Jaspal Sagoo, CDC ChiefTechnology Officer (CTO)
Alternative Analysis and SupportingProcesses / CTO and CIO CouncilUpdates
- Jaspal Sagoo, CDC
The CTO and CIO Councils expressed anxiety over the governanceprocess
Alternative Analysis EPLC Integration: Various trigger points depending on the lifecycle of the system Trying to simplify and streamline this process; but there is
additional work that is going to need to be done (due to OMBCloud First mandate)
Need full CPIC support
Our job to make sure stakeholders understand their roles andresponsibilities
IT Critical Partner up to the individual programs and IT organizations
A lot of this information should be gathered during the EPLC processalready; not necessarily new work, just formalizing the process
New Initiatives Alternative Analysis triggered: At the end of concept phase determining whether the
initiative can be cloud At the end of the requirements analysis stage Prior to implementation stage sanity check, make sure
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ITSO 2 of 6 Revision: 7/20/206-CCAC Minutes Mar-1-2011
CCAC Meeting MinutesDate: 3/1/2011Time: 9:00 10:30 AMLocation: Phone
sufficient information has been collected
Enhancements Alternative Analysis triggered: Similar process as for new initiatives
Quick touch point on previous stage gates to see what haschanged With upgrades and enhancements, is cloud now feasible?
Steady State Alternative Analysis triggered when OMB 300 isproduced every year
If updates, enhancements, or a technology refresh are planned,they still will have to do the Alternative Analysis
Data Call- Jaspal Sagoo, CDC
Trying to develop vendor list with standard rate cards
Looking to control sprawl; every OPDIV has contract vehicles in place
Asking each OPDIV for feedback on existing contract vehicles, theCOTR, and POC (both on the vendor side and on the procurementside)
Then we will be able to reach out with RFIs weve agreed on
Will compile working spreadsheet of vendors, servicesprovided, and standard rate cards
As soon as the Alternative Analysis document has been blessed, thislist will be necessary to move forward
Work with your CTO to get this information going
Looking for both development vehicles and service vehicles
Action Items:
Will send out generic RFI template; please provide feedback on thisdocument.
Market Research Briefings withVendors
- Jaspal Sagoo, CDC
Vendors have been asking for time to brief the committee
As we look at the vendor list were developing, were going to want tolook at those vendors first
Want to make sure that when vendors provide briefing, it is lessmarketing and more services oriented, including their rate cards
Action Items:
Develop template of questions/formatting for the briefing for eachvendor Kumar will come up with a template and circulate to thecommunity
Work Plan and Timeline Overview- Jaspal Sagoo and Earl Baum, CDC& Workgroup Leads
Deliverable A0 Customer Requirements Development
Lead: Earl Baum
Timeline is complete, pending review
Deliverable will be complete EOM March
Deliverable E0 Cloud Computing Support Governance
Lead: Sherry Wilke or Doug Margush
Still aiming for April 1st
deadline, but need requirements
Deliverable B0 Services, Costs, Contracts Ginny Howard, Terry Boyd
Lead: not determined
Should be able to complete by April 1st
Draft of contract language for RFI has incorporated Ginnyscomments
All committee members need to review the RFI draft so that itcan be sent out to the vendors
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Deliverable C0 Cloud Support Services
Lead: Kumar Radhakrishnan
Draft timeline will be sent to Earl by EOW
Deliverable F0 Solution Implementation
Lead: not determined/CDC?
Looking at 5/1/2011 for the Transition Plan
As deliverables are developed, theyre being tied into this
Security Jay Burton tied closely with Governance workflow
Ties GSA FEDRAMP ANA into CNA process
Tie this to HHS driver
Action Items:
Workgroup leads need to send an email to Earl, CC: Jaspal and Kumarto confirm timelines
Review and comment on draft documents by EOW HHS Cloud Computing RFI Draft v0.1.2 HHS Cloud Computing Implementation and Governance Draft
v0.2.1
Wrap Up Action Items:
Will create list of published documents to track comments, feedback,and approval from each OPDIV for each version Jaspal will showtracker to the CTO Council at the March 8
thmeeting
Next Meeting March 22, 2011 9:00 10:30 AM
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Action Item Tracker:
ID OPDIV/Department
Action Item Description Priority
Level
Owner/ Lead Date
Assigned
Date
Due
Date
Complete
Percent
CompleteProgress Notes
1CCAC Minutes Need to get minutes out on time for review;
need to approve minutes as first order of
business in future meetings
High Nicole DElia 1/25/2011 In Progress
2
Target Key Business Process
Model
All top-level Cloud Service Processes
Cloud vendor service catalog/rate-sheetmaintenance
Cloud alternative analysis EPLC extensions - IT Infrastructure
Critical Partner Role
CDC 1/25/2011 In Progress; Jay Burton will
be providing the CISOviewpoint; Transition Planstill needs to be finalized;
Addressed as far as the
Alternative Analysis draft
document (just need review
and approval)
3
Target Service ComponentArchitecture
HHS Federated Data Architecture
HHS Federated SOA CatalogHHS EA 1/25/2011 In Progress timeline will
be out by Mar 4; will be
reaching out to NIH as
soon as Transition Plan isfinalized
4Target Technical
Architecture
Depends on input from the previous steps Unassigned 1/25/2011 Not Started Dependent on
Item 3
5
Transition Recommendation
& Blueprint Document
Depends on input from the previous
steps; in holding pattern Will need to divide the work up
Sequence Diagram and Milestones
should be complete within 90 days, to
feed into OMB 120-day guidance
CDC Terry
Boyd
1/25/2011 In Progress/Holding Pattern
initial drafts are beingstarted, still need a lot ofinformation
6
Guidance Development Target Key Business Process Model
Assigning who owns each process
Define target business processes andtheir performance including
organizational relationships
Define target data relationships andbusiness data stewards
Define the target information services
Ensure target business and information
architecture addresses strategic
CDC? 1/25/2011 In Progress ties back toItem 2
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TSO 5 of 6 Revision: 7/20/201106-CCAC Minutes Mar-1-2011
ID OPDIV/Department
Action Item Description PriorityLevel
Owner/ Lead DateAssigned
DateDue
DateComplete
PercentComplete
Progress Notes
improvement opportunities
7
Defined IT Infrastructure
POC
Defined individual/group specific to IT
infrastructure within each OPDIV whohandles the alternative analysis; tie toexisting EPLC process as well
(recommended for HHS wide) identify
consistent POC within each OPDIV
Committee
members needto talk to CTOs& CIOs
1/25/2011 Around
2/1/2011
In Progress: Need to have
POC for each OPDIV forcoordination purposes;dont need to necessarily
provide name to the CCAC
8RequirementsDefinition/Gathering
Timeline for system; tie into EPLCdocumentation Draft of this is in the
Governance Document
CDC? 1/25/2011 Around2/1/2011
9Document Templates for
Alternative Analysis
CDC? 1/25/2011 Around
2/1/2011
In Progress: Draft is
complete pending review
10
Data call for existing
contract vehicles and
vendors within the OPDIVs
Data call went out (2/28/2011) Kumar
Radhakrishnan
1/25/2011 Prior to
2/8/2011
In Progress: As information
comes back, will compile
spreadsheet
11HHS Cloud ComputingImplementation and
Governance Draft v0.1
Read Alternative Analysis first draft andprovide
input/comments/questions/errors/omissions
Medium 2/8/2011 2/22/2011
100% Complete: See Item 16
12
Workgroup Timeline andWork Plan
Draft timeline, work assignments for eachteam; include any information needed from
other workgroups
Look for any gaps in informationBe prepared to talk about your work plans
High WorkgroupLeads
2/8/2011 2/22/2011
0% In Progress: See Item 18
13
CDC Feedback from CIO Council Provide feedback from the CIO Council,
updates on the document; submission to
OMB on February 11th
Medium Jaspal
Sagoo/Earl
Baum
2/8/2011 2/22/201
1
3/1/2011 100% Complete
14Market Vendor Question
Template
Starter template of questions for vendors
when they brief the CCAC
Medium Kumar
Radhakrishnan
3/1/2011 In Progress
15
CCAC Published
Documents Tracker
Create tracker to log comments, feedback,
and approval for each OPDIV for CCACdocuments
High Nicole DElia 3/1/2011 3/4/2011 In Progress
16
HHS Cloud Computing
Implementation andGovernance Draft v0.2.1
Read Alternative Analysis draft and provide
input/comments/questions/errors/omissions
High Committee
Members
3/1/2011 3/4/2011 In Progress
17HHS Cloud Computing RFI
Draft v0.1.2
Read RFI draft and provide
input/comments/questions/errors/omissions
High Committee
Members
3/1/2011 3/4/2011 In Progress
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ID OPDIV/Department
Action Item Description PriorityLevel
Owner/ Lead DateAssigned
DateDue
DateComplete
PercentComplete
Progress Notes
18Confirm Workgroup
Timelines
Send email to Earl Baum to confirm the
timeline for each workgroup
High Earl Baum 3/1/2011
0031
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ITSO 1 of 7 Revision: 7/20/207-CCAC Minutes Mar-22-2011
CCAC Meeting MinutesDate: 3/22/2011Time: 9:00 10:30 AMLocation: Phone
Attendees: OFFICE MEMBER PRESENT OFFICE MEMBER PRESENT
ACF David Jenkins NIH Steve Bailey
ACF James Fu X NIH Adriane Burton X
ACF Jim Tyson NIH Darrick Akiyama X
AHRQ Tim Erny X NIH Debbie Bucci X
AoA Sue Banning OCIO Timothy Mitchell X
CDC Jaspal Sagoo OCIO Celine Neves
CDC Terry Boyd PSC Dwayne Rollins X
CDC Earl W. Baum X PSC/CTR Ali Bilgrami X
CMS Sherry Wilke SAMHSA James R. Walters X
CMS Doug C. Margush X EA/OCIO/CTR KumarRadhakrishnan
CMS Daniel Lazenby X CDC Michelle Hines X
FDA Michael Coene CDC Jay Burton
IHS Bernie Dailleboust CDC Charles Martin X
IHS Mark Rives X CDC Ginny Howard X
Facilitator: Nicole DElia, EA/OCIO/CTR
Recorder: Nicole DElia, EA/OCIO/CTR
Agenda & NotesTopic/Time/Lead Notes
Welcome/Opening Remarks- Earl Baum, CDC
SharePoint site now has three additional documents for the committeeto review
We are also working on RFQ documents which will be shared with thecommittee shortly
Action Items:
Review and comment on draft documents by March 29th HHS Cloud Computing RFI Draft v0.1.3 RACI Document Draft v 9 Role of an IT Infrastructure Critical Partner v0.9.8
Approval of 3-1-2011 Minutes- Earl Baum, CDC
Minutes were reviewed by the committee and approved as is
Alternative Analysis and SupportingProcesses / CTO Council Update
- Earl Baum, CDC
We have been focusing our efforts on infrastructure elements
There will be additional work involved and there are questions on wheregovernance is going
Please take the governance document and EPLC IT Infrastructuredocument out to your people to get feedback
We want to make sure we are capturing the right level of detail
Jaspal presented the Governance and Implementation document to theCTO Council
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CCAC Meeting MinutesDate: 3/22/2011Time: 9:00 10:30 AMLocation: Phone
Received mostly positive responses, with 2 exceptions Security Comments: the document is being too restrictive at
this point for what can go to the cloud
Check with your local CISOs and ask for feedback Want to achieve a consensus
Maybe add caveat to the document OPDIVs can bemore restrictive than what we proscribe, but cannot beless restrictive than this document
NIH Comments: regarded the level of effort/work/moneyrequired to implement
We acknowledge there is additional work, trying tominimize this to the extent possible, but still need tomake sure we capture enough information
Working on trying to make sure the right people/SMEsare doing this work
Funding will continue to be an issue until Congress
changes appropriations language, but this is amandate, we have to consider Cloud First
Action Items:
Nicole will send out the CTO Council comments on the Governanceand Implementation Document
Committee members need to review the comments and theGovernance Document with their CISOs and other relevant members ofyour organization
Data Call- Earl Baum, CDC
Asking each OPDIV for feedback on existing contract vehicles (thatinclude cloud services), the COTR, and POC (both on the vendor sideand on the procurement side)
Work with your CTO to get this information going
Looking for both development vehicles and service vehicles, not limited
to cloud hosting providers If you are able to support other OPDIVs on the contract vehicles, make
note of that as well
Action Items:
Data Call needs to be answered by EOW
Market Research Briefings withVendors
- Earl Baum, CDC
Propos
Committee agreed on having 2 presentations per call during existing
CCAC meetings 40 minutes for each presentation 10 minutes for committee business
Committee reviewed Draft Vendor Questionnaire for IaaS want tomake sure that when vendors provide briefing, it is less marketing andmore services oriented, including their rate cards
Additional questions were added to the Security portion of theQuestionnaire, including:
Has the vendor already gone through FedRAMP A&A
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CCAC Meeting MinutesDate: 3/22/2011Time: 9:00 10:30 AMLocation: Phone
and at what level? TIC
Intrusions, Detections
Monitoring health and well-being of the systems from
both SLA and reporting standpoint as well as who hasaccess to those tools/logs and at what level?
HIPPA
2 factor authentication under IAM
Action Items:
If committee members already have representatives for any of thesevendors, please send contact information to Earl, Jaspal, and Nicole
Once the updated Vendor Questionnaire is ready, committee needs toreview for completeness
Then similar questionnaires will be produced for PaaS andSaaS
Jaspal and Earl will begin scheduling these vendor presentations
Work Plan and Timeline Overview- Earl Baum, CDC & WorkgroupLeads
Deliverable A0 Customer Requirements Development Lead: Earl Baum
Ongoing; tied to EPLC ITI Critical Partner documents
Deliverable should be complete and pending review EOMMarch
Customer Requirements documents; RFI; RFQ
Deliverable E0 Cloud Computing Support Governance
Lead: Sherry Wilke / Doug Margush
Meeting this afternoon with Earl to discuss status
Will tie back to Governance and Implementation document
May need to push back April 1st
deadline
Deliverable B0 Services, Costs, Contracts Ginny Howard, Terry Boyd Lead: not determined
Should be able to complete by April 1
Changed to fit SIMs contract (CDC specific)
Get the draft RFQs to Ginny this week
RFQ is driven by what the government needs specifically
Let us know if we are way off base
Number of contracts will be between 1 and many
There are questions that have to be asked strategy wise atHHS level and OPDIV level
What services do we actually want to implement, how do we
pay for it? TBD
Deliverable C0 Cloud Support Services
Lead: Kumar Radhakrishnan
Earl will follow-up with Kumar and team; begin tying NIH intothis
Deliverable F0 Solution Implementation
Lead: Terry Boyd
Looking at 5/1/2011 for the Transition Plan
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CCAC Meeting MinutesDate: 3/22/2011Time: 9:00 10:30 AMLocation: Phone
As deliverables are developed, theyre being tied into this
Looking for specific template and guidance information
Security Jay Burton commented extensively on the draft that went
to the CTO Council Still reviewing the Critical Partner Documents
Ties GSA FedRAMP A&A into C&A process
Action Items:
Review and comment on draft documents by March 29th
Wrap Up Next Meeting April 5, 2011 9:00 10:30 AM
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Action Item Tracker:
ID Action Item Description Priority
Level
Owner/ Lead Date
Assigned
Date
Due
Date
Complete
Percent
CompleteProgress Notes
1CCAC Minutes Need to get minutes out on time for review;
need to approve minutes as first order of
business in future meetings
High Nicole DElia 1/25/11 3/22/11 100% Complete; this is now a regular part ofthe agenda
2
Target Key Business Process
Model
All top-level Cloud Service Processes
Cloud vendor service catalog/rate-sheetmaintenance
Cloud alternative analysis EPLC extensions - IT Infrastructure
Critical Partner Role
CDC 1/25/11 In Progress; Jay Burton will be
providing the CISO viewpoint;Transition Plan still needs to befinalized; Addressed as far as the
Alternative Analysis draft document
(just need review and approval)
3Target Service ComponentArchitecture
HHS Federated Data Architecture HHS Federated SOA Catalog
HHS EA 1/25/11 In Progress timeline will be out byMar 4; will be reaching out to NIH as
soon as Transition Plan is finalized
4 Target Technical Architecture Depends on input from the previous steps Unassigned 1/25/11 Not Started Dependent on Item 3
5
Transition Recommendation &Blueprint Document
Depends on input from the previous steps;in holding pattern
Will need to divide the work up
Sequence Diagram and Milestones should
be complete within 90 days, to feed intoOMB 120-day guidance
CDC TerryBoyd
1/25/11 In Progress/Holding Pattern initialdrafts are being started, still need a lot
of information
6
Guidance Development Target Key Business Process Model
Assigning who owns each process
Define target business processes and their
performance including organizationalrelationships
Define target data relationships andbusiness data stewards
Define the target information services
Ensure target business and informationarchitecture addresses strategic
improvement opportunities
CDC? 1/25/11 In Progress ties back to Item 2
7
Defined IT Infrastructure POC Defined individual/group specific to IT
infrastructure within each OPDIV whohandles the alternative analysis; tie to existing
Committee
members needto talk to CTOs
1/25/11 Around
2/1/11
In Progress: Need to have POC for
each OPDIV for coordinationpurposes; dont need to necessarily
0036
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TSO 6 of 7 Revision: 7/20/201107-CCAC Minutes Mar-22-2011
ID Action Item Description PriorityLevel
Owner/ Lead DateAssigned
DateDue
DateComplete
PercentComplete
Progress Notes
EPLC process as well (recommended for
HHS wide) identify consistent POC withineach OPDIV
& CIOs provide name to the CCAC
8RequirementsDefinition/Gathering
Timeline for system; tie into EPLCdocumentation Draft of this is in the
Governance Document
CDC? 1/25/11 Around2/1/11
In Progress
9Document Templates for
Alternative Analysis
CDC? 1/25/11 Around
2/1/11
In Progress: Draft is complete
pending review
10Data call for existing contractvehicles and vendors within the
OPDIVs
Data call went out (2/28/2011) High KumarRadhakrishnan
1/25/11 3/25/11 20% In Progress: As information comesback, will compile spreadsheet
11HHS Cloud ComputingImplementation and Governance
Draft v0.1
Read Alternative Analysis first draft andprovide
input/comments/questions/errors/omissions
Medium 2/8/11 2/22/11 100% Complete: See Item 16
12
Workgroup Timeline and Work
Plan
Draft timeline, work assignments for each
team; include any information needed fromother workgroups
Look for any gaps in informationBe prepared to talk about your work plans
High Workgroup
Leads
2/8/11 2/22/11 0% In Progress: See Item 18
13
Feedback from CIO Council Provide feedback from the CIO Council,
updates on the document; submission to OMB
on February 11th
Medium Jaspal
Sagoo/Earl
Baum
2/8/11 2/22/11 3/1/11 100% Complete
14
Market Vendor Question
Template
Starter template of questions for vendors
when they brief the CCAC
Medium Kumar
Radhakrishnan
3/1/11 75% In Progress awaiting additional
feedback from Earl & committee
members; then similar questionnaires
will be developed for PaaS and SaaS
15
CCAC Published Documents
Tracker
Create tracker to log comments, feedback, and
approval for each OPDIV for CCACdocuments
High Nicole DElia 3/1/11 3/4/11 3/8/11 100% Complete and posted to SharePoint
16HHS Cloud ComputingImplementation and GovernanceDraft v0.2.1
Read Alternative Analysis draft and provideinput/comments/questions/errors/omissions
High CommitteeMembers
3/1/11 3/4/11 3/7/11 75% In Progress
17 HHS Cloud Computing RFIDraft v0.1.2
Read RFI draft and provideinput/comments/questions/errors/omissions
High CommitteeMembers
3/1/11 3/4/11 3/7/11 100% Complete: See Item 19
18Confirm Workgroup Timelines Send email to Earl Baum to confirm the
timeline for each workgroup
High Earl Baum 3/1/11 In Progress
0037
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TSO 7 of 7 Revision: 7/20/201107-CCAC Minutes Mar-22-2011
ID Action Item Description PriorityLevel
Owner/ Lead DateAssigned
DateDue
DateComplete
PercentComplete
Progress Notes
19HHS Cloud Computing RFI
Draft v0.1.3
Read RFI draft and provide
input/comments/feedback
High Committee
Members
3/22/11 3/29/11
20RACI Document Draft v 9 Read RACI drafts and provide
input/comments/feedbackHigh Committee
Members3/22/11 3/29/11
21Role of an IT Infrastructure
Critical Partner v0.9.8
Read Critical Partner draft and provide
input/comments/feedback
High Committee
Members
3/22/11 3/29/11
22CTO Council Comments on theImplementation and Governance
Document
Review these comments and theImplementation and Governance document
with your CISOs
High CommitteeMembers
3/22/11 3/31/11
23Vendor Contact Information Send contact information for any vendor
representatives that you are already working
with
High CommitteeMembers
3/22/11
24Set up Market VendorPresentations
Begin scheduling these vendor presentations Medium Jaspal Sagoo/Earl Baum
3/22/11
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ITSO 1 of 6 Revision: 7/20/208-CCAC Minutes Apr-05-2011
CCAC Meeting MinutesDate: 4/05/2011Time: 9:00 10:30 AMLocation: Phone
Attendees: OFFICE MEMBER PRESENT OFFICE MEMBER PRESENT
ACF David Jenkins NIH Steve Bailey X
ACF James Fu NIH Adriane Burton
ACF Jim Tyson NIH Darrick Akiyama X
AHRQ Tim Erny NIH Debbie Bucci X
AoA Sue Banning OCIO Timothy Mitchell
CDC Jaspal Sagoo X PSC Dwayne Rollins
CDC Terry Boyd PSC/CTR Ali Bilgrami
CDC Earl W. Baum X SAMHSA James R. Walters
CMS Sherry Wilke X EA/OCIO/CTR Kumar
Radhakrishnan
X
CMS Doug C. Margush X EA/OCIO/CTR Brian Leitao
CMS Daniel Lazenby EA/OCIO/CTR Robert Patt-Corner
X
CMS Don Bartley X CDC Michelle Hines
FDA Michael Coene X CDC Jay Burton
IHS Bernie Dailleboust CDC Charles Martin X
IHS Mark Rives CDC Ginny Howard X
Facilitator: Nicole DElia, EA/OCIO/CTR
Recorder: Nicole DElia, EA/OCIO/CTR
Agenda & NotesTopic/Time/Lead Notes
Welcome/Opening Remarks- Chair Jaspal Sagoo, CDC ChiefTechnology Officer (CTO)
Approval of 3-22-2011 Minutes
- Jaspal Sagoo, CDC
Action Items:
Review the minutes from 3-22-2011 so we can approve them at thenext meeting If there are any errors/omissions please let Nicole know
Alternative Analysis and SupportingProcesses Update
- Jaspal Sagoo, CDC
We are on a fast track to get the documents we have created approved Want to get all of the committee members comments consolidated
On April 11th, the documents will be sent out to the CTO Council so that
they can vote on the documents at the meeting on the 19th
HHS Cloud Computing Information System Questionnaire v0.2.0 Let us know if there are still any areas that need to be captured This is going to be a living document
HHS Cloud Computing RFI Draft v0.1.3 This is a key artifact we have to have complete so that the
Alternative Analysis can be completed We have refined a lot of the language in this document
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ITSO 2 of 6 Revision: 7/20/208-CCAC Minutes Apr-05-2011
CCAC Meeting MinutesDate: 4/05/2011Time: 9:00 10:30 AMLocation: Phone
Pass this along to your procurement staff for them to review, ifyou have time
ITI CP RACI Draft v0.9.1
This document was designed to enumerate who hasresponsibility for what Added a column for accountability
Role of an IT infrastructure Architecture Critical Partner v0.9.8 Dont expect a lot of changes to this document, but we are still
adding members to this workgroup
Once the CTO Council approves these documents, they will be passedalong to the CIO Council for approval the following week
Action Items:
Committee members need to review the following documents andprovide comments and feedback by Friday April 8
th:
HHS Cloud Computing Information System Questionnairev0.2.0
HHS Cloud Computing RFI Draft v0.1.3 ITI CP RACI Draft v0.9.1 Role of an IT infrastructure Architecture Critical Partner v0.9.8
Governance Processes Update
- Doug Margush, CMS
Weve gone through a rough draft , and are working on refining beforesending out to the group
The document that was sent to Jaspal and Earl seems to be on target
Missed the 4/1/2011 deadline, but looks like it will be ready to send tothe group before next Tuesday (4/12)
SOA and Data Architecture Update
- Kumar Radhakrisnan,OCIO/EA/CTR
Working through scheduling issues in order to discuss more in depthwith NIH
Should be beginning to nail stuff down over the next week or so
Data Call- Jaspal Sagoo, CDC
Once we have a complete list, need to send RFI out to the procurement
vehicles Asking each OPDIV for feedback on existing contract vehicles (that
include cloud services), the COTR, and POC (both on the vendor sideand on the procurement side)
Work with your CTO to get this information going
Looking for both development vehicles and service vehicles, not limitedto cloud hosting providers
Action Items:
Will be contacting those OPDIVs who have not yet responded to theData Call
Vendor RFIs and Analysis
- Jaspal Sagoo, CDC
The workload for this is going to be quite large
Going to try to stand up a permanent governance council to maintain
this data Will bring up a permanent governing body again at the CTO
Council meeting Rates and services are in constant flux Our information/baseline data may become stale after a month
or two
Baseline will have to be tackled by this committee, to capture existingcontract vehicles
Need to address the number one concern of the CIO Council preventvendor sprawl, want defined boundary of approved vendors
Even getting this baseline is proving to be a large project
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ITSO 3 of 6 Revision: 7/20/208-CCAC Minutes Apr-05-2011
CCAC Meeting MinutesDate: 4/05/2011Time: 9:00 10:30 AMLocation: Phone
Need some volunteers (2 or 3) to channel this along Coordinate and start working on matrix of vendors and rate
cards
Critical part of the Alternative Analysis IT community needsthis information Send your name to Nicole, if you would like to volunteer If no one volunteers, a lead will be chosen
Once the RFI is ratified, it can be sent to contract offices, who canforward it on to their vendors
CDC sent out a preliminary RFI, which is due back by 4/8, as a litmustest
Will make sure that the RFI is updated based on this litmus test
Action Items:
If you would like to volunteer to be the lead on the RFI analysis, pleasesend an email to Nicole, Jaspal, and Earl
RFI will be updated after CDC litmus test RFI is analyzed
Work Plan and Timeline Overview- Earl Baum, CDC
Looking to tie SOA and Data Architecture into the transition plan byMay
Final transition plan will lag by about a month compared to the otherdeliverables
Built some flexibility into this
How do we assure we get input from every OPDIVs EA/PMO?
Will develop something to send out to the OPDIVs EA, andCPIC offices
Maybe make an announcement to the EA Community
This should be a consideration in the Data Architecture
Action Items:
Reach out to OPDIV EA and CPIC offices regarding the DataArchitecture
Wrap Up Next Meeting April 19, 2011 9:00 10:30 AM
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TSO 4 of 6 Revision: 7/20/201108-CCAC Minutes Apr-05-2011
Action Item Tracker:
ID Action Item Description Priority
Level
Owner/ Lead Date
Assigned
Date
Due
Date
Complete
Percent
CompleteProgress Notes
1CCAC Minutes Need to get minutes out on time for review;
need to approve minutes as first order of
business in future meetings
High Nicole DElia 1/25/11 3/22/11 100% Complete; this is now a regular part ofthe agenda
2
Target Key Business Process
Model
All top-level Cloud Service Processes
Cloud vendor service catalog/rate-sheetmaintenance
Cloud alternative analysis EPLC extensions - IT Infrastructure
Critical Partner Role
CDC 1/25/11 In Progress; Jay Burton will be
providing the CISO viewpoint;Transition Plan still needs to befinalized; Addressed as far as the
Alternative Analysis draft document
(just need review and approval)
3Target Service ComponentArchitecture
HHS Federated Data Architecture HHS Federated SOA Catalog
HHS EA 1/25/11 In Progress timeline will be out byMar 4; will be reaching out to NIH as
soon as Transition Plan is finalized
4 Target Technical Architecture Depends on input from the previous steps Unassigned 1/25/11 Not Started Dependent on Item 3
5
Transition Recommendation &Blueprint Document
Depends on input from the previous steps;in holding pattern
Will need to divide the work up
Sequence Diagram and Milestones should
be complete within 90 days, to feed intoOMB 120-day guidance
CDC TerryBoyd
1/25/11 In Progress/Holding Pattern initialdrafts are being started, still need a lot
of information
6
Guidance Development Target Key Business Process Model
Assigning who owns each process
Define target business processes and their
performance including organizationalrelationships
Define target data relationships andbusiness data stewards
Define the target information services
Ensure target business and informationarchitecture addresses strategic
improvement opportunities
CDC? 1/25/11 In Progress ties back to Item 2
7
Defined IT Infrastructure POC Defined individual/group specific to IT
infrastructure within each OPDIV whohandles the alternative analysis; tie to existing
Committee
members needto talk to CTOs
1/25/11 Around
2/1/11
In Progress: Need to have POC for
each OPDIV for coordinationpurposes; dont need to necessarily
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ID Action Item Description PriorityLevel
Owner/ Lead DateAssigned
DateDue
DateComplete
PercentComplete
Progress Notes
EPLC process as well (recommended for
HHS wide) identify consistent POC withineach OPDIV
& CIOs provide name to the CCAC
8RequirementsDefinition/Gathering
Timeline for system; tie into EPLCdocumentation Draft of this is in the
Governance Document
CDC? 1/25/11 Around2/1/11
In Progress
9Document Templates for
Alternative Analysis
CDC? 1/25/11 Around
2/1/11
In Progress: Draft is complete
pending review
10Data call for existing contractvehicles and vendors within the
OPDIVs
Data call went out (2/28/2011) High KumarRadhakrishnan
1/25/11 3/25/11 75% In Progress: As information comesback, will compile spreadsheet
11HHS Cloud ComputingImplementation and Governance
Draft v0.1
Read Alternative Analysis first draft andprovide
input/comments/questions/errors/omissions
Medium 2/8/11 2/22/11 100% Complete: See Item 16
12
Workgroup Timeline and Work
Plan
Draft timeline, work assignments for each
team; include any information needed fromother workgroups
Look for any gaps in informationBe prepared to talk about your work plans
High Workgroup
Leads
2/8/11 2/22/11 0% In Progress: See Item 18
13
Feedback from CIO Council Provide feedback from the CIO Council,
updates on the document; submission to OMB
on February 11th
Medium Jaspal
Sagoo/Earl
Baum
2/8/11 2/22/11 3/1/11 100% Complete
14
Market Vendor Question
Template
Starter template of questions for vendors
when they brief the CCAC
Medium Kumar
Radhakrishnan
3/1/11 75% In Progress awaiting additional
feedback from Earl & committee
members; then similar questionnaires
will be developed for PaaS and SaaS
15
CCAC Published Documents
Tracker
Create tracker to log comments, feedback, and
approval for each OPDIV for CCACdocuments
High Nicole DElia 3/1/11 3/4/11 3/8/11 100% Complete and posted to SharePoint
16HHS Cloud ComputingImplementation and GovernanceDraft v0.2.1
Read Alternative Analysis draft and provideinput/comments/questions/errors/omissions
High CommitteeMembers
3/1/11 3/4/11 3/7/11 75% In Progress
17 HHS Cloud Computing RFIDraft v0.1.2
Read RFI draft and provideinput/comments/questions/errors/omissions
High CommitteeMembers
3/1/11 3/4/11 3/7/11 100% Complete: See Item 19
18Confirm Workgroup Timelines Send email to Earl Baum to confirm the
timeline for each workgroup
High Earl Baum 3/1/11 In Progress
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ID Action Item Description PriorityLevel
Owner/ Lead DateAssigned
DateDue
DateComplete
PercentComplete
Progress Notes
19HHS Cloud Computing RFI
Draft v0.1.3
Read RFI draft and provide
input/comments/feedback
High Committee
Members
3/22/11 3/29/11 3/29/11 100% Updates were made to the Document
Comment Tracker on SharePoint
20RACI Document Draft v 9 Read RACI drafts and provide
input/comments/feedbackHigh Committee
Members3/22/11 3/29/11 3/29/11 100% Updates were made to the Document
Comment Tracker on SharePoint
21Role of an IT Infrastructure
Critical Partner v0.9.8
Read Critical Partner draft and provide
input/comments/feedback
High Committee
Members
3/22/11 3/29/11 3/29/11 100% Updates were made to the Document
Comment Tracker on SharePoint
22CTO Council Comments on theImplementation and Governance
Document
Review these comments and theImplementation and Governance document
with your CISOs
High CommitteeMembers
3/22/11 3/31/11 In progress; updates were made to theDocument Comment Tracker on
SharePoint
23Vendor Contact Information Send contact information for any vendor
representatives that you are already working
with
High CommitteeMembers
3/22/11
24Set up Market VendorPresentations
Begin scheduling these vendor presentations Medium Jaspal Sagoo/Earl Baum
3/22/11
25HHS Cloud ComputingInformation System
Questionnaire v0.2.0Read Questionnaire and provideinput/comments/feedback
High CommitteeMembers
4/4/11 4/8/11
26HHS Cloud Computing RFI
Draft v0.1.3 Read RFI draft and provideinput/comments/feedback High CommitteeMembers 4/4/11 4/8/1127
ITI CP RACI Draft v0.9.1 Read RACI drafts and provide
input/comments/feedback
High Committee
Members
4/4/11 4/8/11
28
Role of an IT infrastructure
Architecture Critical Partner
v0.9.8Read Critical Partner draft and provide
input/comments/feedback
High Committee
Members
4/4/11 4/8/11
293-22-2011 Meeting Minutes Review meeting minutes and provide errors
and omissions to NicoleHigh Nicole DElia 4/5/11 4/19/11
30
Vendor RFI Analysis Need two or three committee member to
volunteer to be the lead on creating baseline
matrix of vendors, services, and rate cards
High Jaspal Sagoo 4/5/11
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ITSO 1 of 8 Revision: 7/20/209-CCAC Minutes Apr-19-2011
CCAC Meeting MinutesDate: 4/19/2011Time: 9:00 10:30 AMLocation: 502H Humphrey, Phone
Attendees: OFFICE MEMBER PRESENT OFFICE MEMBER PRESENT
ACF David Jenkins NIH Darrick Akiyama X
ACF Gary Cochran Present NIH Debbie Bucci Present
ACF James Fu Present NIH Steve Thornton X
ACF Jim Tyson OCIO Mary Forbes X
AHRQ Tim Erny X OCIO Timothy Mitchell X
AoA Sue Banning X PSC Dwayne Rollins X
CDC Jaspal Sagoo Present PSC/CTR Ali Bilgrami X
CDC Terry Boyd PSC/CTR DeniseUnderwood
X
CDC Earl W. Baum X PSC Ellen Vizzini X
CMS Sherry Wilke X SAMHSA James R. Walters X
CMS Doug C. Margush X HHS/ASPA Richard Stapleton
CMS Daniel Lazenby HHS/ASPA Craig Lafond X
CMS Don Bartley EA/OCIO/CTR KumarRadhakrishnan
Present
CMS Bryce Golwalla EA/OCIO/CTR Robert Patt-Corner
Present
FDA Michael Coene X EA/OCIO/CTR Brian Leitao X
IHS Bernie Dailleboust CDC Michelle Hines XIHS Mark Rives CDC Jay Burton X
NIH Steve Bailey X CDC Charles Martin X
NIH Adriane Burton X CDC Ginny Howard X
Facilitator: Nicole DElia, EA/OCIO/CTR
Recorder: Nicole DElia, EA/OCIO/CTR
Agenda & NotesTopic/Time/Lead Notes
Welcome/Opening Remarks- Chair Jaspal Sagoo, CDC ChiefTechnology Officer (CTO)
Approval of 3-22-2011 and 4-05-2011Minutes
- Jaspal Sagoo, CDC
Minutes were approved for the March 22nd and April 5th meetings.
Action Items:
Email Nicole if you have any questions/comments/errors/omissions forthe minutes
Alternative Analysis and SupportingProcesses / CTO Council Update
Going to try to get these four documents approved by the CTO Councillater today:
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CCAC Meeting MinutesDate: 4/19/2011Time: 9:00 10:30 AMLocation: 502H Humphrey, Phone
- Jaspal Sagoo, CDC HHS Cloud Computing Information System Questionnaire v1.0 HHS Cloud Computing RFI v1.0 ITI CP RACI Draft v1.0
Role of an IT infrastructure Architecture Critical Partner v1.0 They will be living documents, but we need to freeze them in time for
now with the understanding that we will make additional updates asnecessary based on continued feedback and comments
Process for amending approved documents will be discussedat todays CTO Council meeting.
Programs are waiting for the Alternatives Analysis and Guidance
Governance document comments (this document was alreadyapproved by the CTO Council)
We are addressing a mandate up to the individualorganization to determine whether to use cloud, based oncriteria and the EPLC process
We have tidied up some security language FedRAMP simplifies the A&A/C&A, does not replace it
Role of an IT infrastructure Architecture Critical Partner v1.0 This critical partner is very narrowly defined Will be reviewing with CPIC staff to incorporate other existing
critical partners into this documentation James Walters (SAMHSA) who will fill this role for the smaller
OPDIVs that are supported by the ITIO? In general whichever organization supports your IT should be
taking on this role As more programs adopt the EPLC, more stage gates Required to do the Alternatives Analysis burden will fall on
the IT Critical Partner, but should already be gathering most ofthis information
Trying to develop a more streamlined process If a small OPDIV does a program outside of ITIO, then there is
a void only certain programs have followed to EPLC processso far.
We are developing a workflow with swim lanes on how to conduct theAlternative Analysis, which will show roles
Should be ready for distribution in 1-2 weeks
HHS Cloud Computing Information System Questionnaire v1.0 Purpose is to be incorporated in the EPLC process, adding
cloud computing questions
Cloud Alternatives Analysis will be wrapped into the Critical Partner role(IT Infrastructure CP)
There are two Alternatives Analysis processes: CPIC AlternativesAnalysis and now Cloud Alternatives Analysis (triggered first)
Will be changes to the EPLC process going forward Need to meet with the EPLC group
Action Items:
No Action Items
Governance Processes Update
- Doug Margush, CMS
We have a draft for the Governance Process
It is now posted on SharePoint for the committee to view and providecomments (in the Documents for Review folder)
The governance process will be too much work for this body, but iscritical to the implementation of cloud going forward
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ITSO 3 of 8 Revision: 7/20/209-CCAC Minutes Apr-19-2011
CCAC Meeting MinutesDate: 4/19/2011Time: 9:00 10:30 AMLocation: 502H Humphrey, Phone
Action Items:
Please review the Governance Process draft and provide commentsand feedback before May 3rd
SOA and Data Architecture Update
- Kumar Radhakrisnan,OCIO/EA/CTR
Working on pulling necessary documents together Have been simultaneously working on the HHS Cloud Computing
Strategy, trying to divide up time equally
Will be going through documents from NIH
Will provide an update by the end of the week
Action Items:
No Action Items
Data Call- Jaspal Sagoo, CDC
Data Call is almost complete
Still waiting on HRSA and ACF
Once the RFI is ratified, will reach out to these vendors and contractingoffices
Action Items:
Please respond to the Data Call if your OPDIV has not already done so
Vendor RFIs and Analysis
- Group 1: Michael Coene, FDA;Bernie Dailleboust & Mark Rives, IHS
- Group 2: David Jenkins, James Fu,& Jim Tyson, ACF; Tim Erny, AHRQ;Sue Banning, AoA
Were developing the tasks for the two groups now
Will take the RFI to contract vehicles, work with the contract officers
Reach out to vendors; they may come back asking additional clarifyingquestions
End result should be a fairly clear, vetted list of vendors
Required to have completed FedRAMP and submit rate cards forstandard services
Will still have to go through new procurement cycle
Cannot exclude a vendor if they did not answer the RFI, if already havea contract with them
Can get around this issue by issuing a BPA, but this path could limit
options going forward Similar vendors may be on multiple contract vehicles
Need to consider what meets the requirements as well as whats thepath of least resistance.
Action Items:
Set up a conference call for the two workgroups
Review initial RFI analysis from CIMS responses
Work Plan and Timeline Overview- Earl Baum, CDC
Still looking at completing all outstanding draft documents by the end ofMay
Looks like there is sufficient governance to at least generate keymilestones
High level architecture to map out long-term Transition Plan
Still in the May timeframe
Once everything else is complete, 30 days later the Transition Planshould be complete
Need to circle back to the HHS Cloud Computing Strategy
Nothing has really been done yet on the CCAC side
Shared Services and Cloud Computing Architecture is coming out fromScott Bernard (OMB) probably around June or July
Will probably be akin to the LOB work that has been done in
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ITSO 4 of 8 Revision: 7/20/209-CCAC Minutes Apr-19-2011
CCAC Meeting MinutesDate: 4/19/2011Time: 9:00 10:30 AMLocation: 502H Humphrey, Phone
the past
We are at a more detail level here
Action Items:
No Action Items
Wrap Up Next Meeting May 3, 2011 9:00 10:30 AM
Action Items:
Please let Nicole know if you are having any issues accessing thedocuments on SharePoint
Review the Action Item Tracker at the end of the minutes for accuracyand completeness
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Action Item Tracker:
ID Action Item Description Priority
Level
Owner/ Lead Date
Assigned
Date
Due
Date
Complete
Percent
CompleteProgress Notes
2
Target Key Business ProcessModel
All top-level Cloud Service Processes
Cloud vendor service catalog/rate-sheet
maintenance
Cloud alternative analysis EPLC extensions - IT Infrastructure
Critical Partner Role
CDC 1/25/11 In Progress; Jay Burton will beproviding the CISO viewpoint;
Transition Plan still needs to befinalized; Addressed as far as the
Alternative Analysis draft document
(just need review and approval)
3
Target Service Component
Architecture
HHS Federated Data Architecture
HHS Federated SOA Catalog
HHS EA 1/25/11 In Progress timeline will be out by
Mar 4; will be reaching out to NIH assoon as Transition Plan is finalized
4 Target Technical Architecture Depends on input from the previous steps Unassigned 1/25/11 Not Started Dependent on Item 3
5
Transition Recommendation &
Blueprint Document Depends on input from the previous steps;
in holding pattern Will need to divide the work up
Sequence Diagram and Milestones shouldbe complete within 90 days, to feed into
OMB 120-day guidance
CDC Terry
Boyd
1/25/11 In Progress/Holding Pattern initial
drafts are being started, still need a lotof information
6
Guidance Development Target Key Business Process Model
Assigning who owns each process Define target business processes and their
performance including organizationalrelationships
Define target data relationships and
business data stewards Define the target information services
Ensure target business and informationarchitecture addresses strategic
improvement opportunities
CDC? 1/25/11 In Progress ties back to Item 2
7
Defined IT Infrastructure POC Defined individual/group specific to ITinfrastructure within each OPDIV who
handles the alternative analysis; tie to existingEPLC process as well (recommended for
HHS wide) identify consistent POC within
each OPDIV
Committeemembers need
to talk to CTOs& CIOs
1/25/11 Around2/1/11
In Progress: Need to have POC foreach OPDIV for coordination
purposes; dont need to necessarilyprovide name to the CCAC
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ID Action Item Description PriorityLevel
Owner/ Lead DateAssigned
DateDue
DateComplete
PercentComplete
Progress Notes
8
Requirements
Definition/Gathering
Timeline for system; tie into EPLC
documentation Draft of this is in theGovernance Document
CDC? 1/25/11 Around
2/1/11
In Progress
10Data call for existing contractvehicles and vendors within the
OPDIVs
Data call went out (2/28/2011) High Nicole DElia 1/25/11 3/25/11 75% In Progress: As information comesback, will compile spreadsheet
12
Workgroup Timeline and Work
Plan
Draft timeline, work assignments for each
team; include any information needed fromother workgroups
Look for any gaps in informationBe prepared to talk about your work plans
High Workgroup
Leads
2/8/11 2/22/11 0% In Progress: See Item 18
14
Market Vendor QuestionTemplate
Starter template of questions for vendorswhen they brief the CCAC
Medium KumarRadhakrishnan
3/1/11 75% In Progress awaiting additionalfeedback from Earl & committee
members; then similar questionnaireswill be developed for PaaS and SaaS
18Confirm Workgroup Timelines Send email to Earl Baum to confirm the
timeline for each workgroup
High Earl Baum 3/1/11 In Progress
24Set up Market VendorPresentations
Begin scheduling these vendor presentations Medium Jaspal Sagoo/Earl Baum
3/22/11 In Progress
30
Vendor RFI Analysis Two workgroups will be responsible for
creating baseline matrix of vendors, services,
and rate cards
High RFI Analysis
Workgroups
4/5/11 Before
5/3/11
Need to set up conference call for the
workgroups to discuss tasks that need
to be completed
31
Governance Process Draft Review Governance Process Draft and
provide
input/comments/questions/errors/omissions
High Committee
Members
4/19/11 5/3/11
32RFI Analysis from CIMSContract Responses
Review the analysis on the CIMS contractvendor responses to the RFI document
High CommitteeMembers
4/19/11 5/3/11
33
Action Item Tracker Review Action Item Tracker at end of minutes
for accuracy and completeness; send
updates/corrections to Nicole
High Nicole DElia 4/19/11 5/3/11
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CompletedAction Items:
ID Action Item Description Priority
Level
Owner/ Lead Date
Assigned
Date
Due
Date
Complete
Percent
CompleteProgress Notes
1
CCAC Minutes Need to get minutes out on time for review;
need to approve minutes as first order ofbusiness in future meetings
High Nicole DElia 1/25/11 3/22/11 100% Complete; this is now a regular part of
the agenda
9Document Templates for
Alternative Analysis
CDC? 1/25/11 Around
2/1/11
100% Complete
11HHS Cloud ComputingImplementation and Governance
Draft v0.1
Read Alternative Analysis first draft andprovide
input/comments/questions/errors/omissions
Medium 2/8/11 2/22/11 100% Complete: See Item 16
13
Feedback from CIO Council Provide feedback from the CIO Council,
updates on the document; submission to OMBon February 11th
Medium Jaspal
Sagoo/EarlBaum
2/8/11 2/22/11 3/1/11 100% Complete
15
CCAC Published Documents
Tracker
Create tracker to log comments, feedback, and
approval for each OPDIV for CCACdocuments
High Nicole DE