milestoneID,milestoneDesc,milestoneTargetCompletionDate,milestoneStatus,milestoneStatusDesc,commonBaselineArea,dcoiArea
1,"Moving forward, the CIO and the CFO will develop a process to ensure effective advanced integration with the AAS process",12/31/2016,Complete,SBA’s acquisition process has been designed to evaluate and provide for CIO approval of IT contracts early in the budget and acquisition planning processes. SBA’s IT governance processes and budget formulation / execution processes support the FITARA Budget Formulation requirements. The OCFO has drafted its FY 2017 Budget Guidance and completed and approved the development of Government Acquisition Program SOP 20 21 for formalizing these processes and controls.,budgetFormulation,nonDataCenter
2,The process for reviewing new and existing IT investments via the SBA IRB is detailed in SBA 90-82 Procedure for Managing SBA IT Investments-Investment Review Board (IRB).  The process will be revised to include CIO reviews earlier in the pre-budget formulation process to ensure better consonance of effort across the agency,9/30/2016,Complete,"The current version of SBA 90-82 Procedure for Managing SBA IT Investments-Investment Review Board (IRB) details the Agency’s IT governance process.  The IT governance process, already considered an essential part of the CFO’s pre-budget formulation process, provides the CIO with significant early awareness and influence through its facilitation and participation in all IRB activities.  As a result of the IRB’s existing incorporation into the CFO’s budgeting process, it has been determined that no update to SBA 90-82 is required at this time.",budgetFormulation,nonDataCenter
3,"SBA will modify our governance process to incorporate early stage planning. [W]e anticipate that the CIO’s office will complete the planning process for our proposed modification by 3QFY16 and execute any proposed changes to our processes with agency program offices by September 30, 2016",12/31/2016,Complete,SBA’s acquisition process has been designed to evaluate and provide for CIO approval of IT contracts early in the budget and acquisition planning processes. SBA’s IT governance processes and budget formulation / execution processes support the FITARA Budget Formulation requirements.  The OCFO has drafted its FY 2017 Budget Guidance and completed and approved the development of Government Acquisition Program SOP 20 21 for the purpose of formalizing these processes and controls.,budgetFormulation,nonDataCenter
4,"SBA will move the CIO evaluation and concurrence earlier in the budgeting process to ascertain how best to provision the required capability (build, buy, or leverage existing technology)",11/30/2016,Complete,"A new Acquisition SOP 20 21 was put into agency-wide clearance in August 2016. Reviewer comments and feedback are being incorporated or resolved, and we expect to present the policy for Administrator’s consideration in October 2016.  Because of the IRB’s existing incorporation into the CFO’s budgeting process, it has been determined that no update to SBA 90-82 is required at this time.",budgetFormulation,nonDataCenter
5,"An outcome of these review sessions is the CIO’s ability to leverage the TechStat to determine if an investment should be halted, modified or terminated. This process can be strengthened by leveraging various investment and project management automated tools to provide early indications of performance issues.  SBA plans to analyze options for improvement throughout FY16 to enable a budget request (if needed) for the FY18 budget submission",9/30/2016,Complete,"As stated in our implementation plan, we are strongly committed to leveraging the TechStat as a tool to rectify underperforming IT investments.  SBA has already taken steps to identify two investments this fiscal year that required TechStat reviews.  We will continue to utilize the TechStat tool as the CIO determines such a review is warranted.  SBA will continue to leverage current automated tools we have procured to monitor investments (eCPIC) and continue to seek others that may be helpful to identify performance issues as soon as possible.",budgetExecution,nonDataCenter
6,The CIO will update and formally approve the SDM policy in FY 2016 to address requirements for incremental development,12/31/2017,Complete,"The OCIO successfully updated its System Development Methodology (SDM) by expanding the scope to incorporate the essential elements of multiple system and software development documents.  This inclusive approach better ensures the updated SDM provides the guidance and support needed to identify and deliver IT solutions that support the agency’s strategic vision.  The SDM now includes selection criteria and paths for utilization of the Agile project management methodology and, where applicable, the continued use of Waterfall type project management methodologies.  Additionally, the SDM includes updated project management and project scheduling requirements necessary to ensure all major IT investments, at a minimum, deliver functionality every 6 months.",budgetExecution,nonDataCenter
7,"Through the agency investment governance process, the CIO has the ability to review project plans and contracting plans and will use these reviews to ensure appropriate incremental development methodologies are being used. Key monitoring metrics and measures will be defined by June 30, 2016",12/31/2017,Complete,"The OCIO successfully updated its System Development Methodology (SDM) by expanding the scope to incorporate the essential elements of multiple system and software development documents.  This inclusive approach better ensures the updated SDM provides the guidance and support needed to identify and deliver IT solutions that support the agency’s strategic vision.  The SDM now includes selection criteria and paths for utilization of the Agile project management methodology and, where applicable, the continued use of Waterfall type project management methodologies.  Additionally, the SDM includes updated project management and project scheduling requirements necessary to ensure all major IT investments, at a minimum, deliver functionality every 6 months.",budgetExecution,nonDataCenter
8,"The CIO will work with agency leadership and the CFO to determine what other possible boards would merit CIO participation to identify shadow or hidden IT.  Review and revision of membership (if required) will be complete by September 30, 2016",9/30/2016,Complete,"Existing integration of the CIO led IT Governance process and the CFO led budget and acquisition processes provides significant insight and control into IT across all SBA divisions.  As a result, the Agency’s CIO and CFO have not identified any additional boards at SBA requiring CIO membership for identifying shadow or hidden IT.",budgetExecution,nonDataCenter
9,"The CIO and CFO will work together to develop a process to document CIO review and approval of acquisition strategies and plans, IGCEs for IT acquisitions, and issue guidance to program offices and acquisition staff to communicate the requirements",3/31/2017,Complete,"SBA’s acquisition process has been designed to evaluate and provide for CIO approval of IT contracts early in the budget and acquisition planning processes. SBA’s IT governance processes and budget formulation / execution processes support the FITARA Budget Formulation requirements.  The OCFO has drafted its FY 2017 Budget Guidance and completed and approved the development of Government Acquisition Program SOP 20 21 for formalizing these processes and controls.  The OCIO has also implemented an intake process for all IT acquisitions to ensure they are reviewed and evaluated for required approval by the CIO prior to being executed.  Additionally, the OCIO is currently considering opportunities for the automation of this process.",acquisition,nonDataCenter
10,"SBA is also investigating automated tools to enforce the process.  Specifically, SBA is engaged in conversations with vendors to determine the potential to leverage asset management tools.  The acquisition of a supporting tool will be analyzed in FY16 with a target of acquisition and implementation by the end of FY17",3/31/2017,Complete,SBA’s has identified internal resources to design and develop an IT Acquisition Tracking System with implementation targeted for end of FY17.,acquisition,nonDataCenter
11,"Combined with the overall agency IT support requirements, the CIO will collect capability requirements from all SBA program managers",6/30/2018,Complete,"OCIO, in collaboration with OHRS, kicked off the IT Strategic Workforce Planning effort with a deep dive on the as-is IT workforce, and conduct stakeholder meetings to identify the Agency’s IT skill gaps, and develop a holistic approach to determine IT personnel requirements. A gap analysis was completed and OCIO conducted a 2-day workforce planning off-site with key stakeholders in OCA, ODA and OCFO.  The IT Strategic Workforce Plan; a Supplemental SBA IT Strategic Workforce Implementation Plan were completed.  These include initial estimates of key milestones/timeline and impact of implementing the strategies; and an IT Change Management and Communications Plan.",organizationAndWorkforce,nonDataCenter
12,The CIO and CHCO will work with the agency leadership to develop a holistic approach to determine IT personnel requirements,6/30/2018,Complete,"OCIO, in collaboration with OHRS, kicked off the IT Strategic Workforce Planning effort with a deep dive on the as-is IT workforce, and conduct stakeholder meetings to identify the Agency’s IT skill gaps, and develop a holistic approach to determine IT personnel requirements. A gap analysis was completed and OCIO conducted a 2-day workforce planning off-site with key stakeholders in OCA, ODA and OCFO.  The IT Strategic Workforce Plan; a Supplemental SBA IT Strategic Workforce Implementation Plan were completed.  These include initial estimates of key milestones/timeline and impact of implementing the strategies; and an IT Change Management and Communications Plan. Contract award planned to initiate Strategic IT Workforce Plan execution support.  OHRS began work to develop an IT workforce competency model.  CIO provided to OHRS consolidated training requirements for FY19 centralized training budget.",organizationAndWorkforce,nonDataCenter
13,The CIO will coordinate with the CHCO and build an agency-wide working group to develop an IT competency and workforce plan during FY 2019. The required framework will be completed by the end of FY19,9/30/2018,Complete,"Contract award to initiate Strategic IT Workforce Plan execution support completed.  CIO provided to OHRS consolidated training requirements for FY19 centralized training budget. The Office of Human Resources Solutions (OHRS) is leading an Agency-wide strategic workforce development initiative to assess core and leadership competencies within SBA’s occupations. The results of the assessment activities will be used to: (1) better identify and address critical workforce development needs, (2) develop competencies and skills that enhance SBA’s ability to achieve its mission, and (3) inform the strategic workforce plan for the Agency.",organizationAndWorkforce,nonDataCenter
14,The results of the analysis and proposed changes should be formalized by the end of FY19,9/30/2019,Complete,OCIO completed the IT Workforce Strategic Plan and initiated the implementation.  ,organizationAndWorkforce,nonDataCenter
15,Any resultant work force changes would start to occur in FY19,9/30/2019,Complete,(1) complete IT competency model (2) establish an IT Career Manager position (3) Increase leadership engagement (4) Complete workforce skills assessment (5) Establish formal agency-wide training plans and/or curriculum for developing IT workforce skills.,organizationAndWorkforce,nonDataCenter
16,The SBA CIO and enterprise architecture team will actively work with key program offices to refine our annual DCOI strategic plan by required deadlines outlined in M-16-19,4/30/2017,Complete,SBA submitted its updated DCOI Strategic plan by the required deadline outlined in M-16-19.,nonCommonBaseline,other
17,"The SBA CIO will enhance energy conservation procedures and metrics that will emphasize to the maximum extent practicable energy monitoring, metering and reducing technologies, processes, and procedures at our existing data centers.",12/30/2017,Complete,"OCIO has assembled a team of engineers and analysts to move forward with the Data Center Optimization Initiative in earnest. This team is actively installing agents on all SBA servers to monitor, verify, validate, and report our energy usage and other mandated metrics. In addition, this group is currently re-baselining our existing metrics, revising our data center closure plans, integrating those plans with our cloud migration roadmap, and rewriting the DCOI Strategic Plan to ensure full compliance with M16-19. These activities are on track for completion no later than the end of calendar year 2017.",nonCommonBaseline,optimization
18,The SBA CIO will finalize the data center inventory and identify equipment for decommissioning,12/30/2017,Complete,"As a result of shutting down 180+ servers, the data center was overcooling so OCIO raised the temperature from 65 degrees to 73 degrees.  The combination of shutting down the servers and raising the temperature significantly reduced energy consumption.",nonCommonBaseline,optimization
19,OCIO will close six data centers by the end of FY18,12/31/2018,Complete,"SBA plans to meet or exceed all targets of DCOI by the end of FY 18, except for the virtualization and facility utilization metrics for reasons previously explained. OCIO is optimizing and migrating two, tiered data centers to the cloud and will use that experience and lessons learned to migrate additional tiered and non-tiered data centers to the cloud.",nonCommonBaseline,closures
20,SBA will have energy metering capabilities for HQ data center servers.,9/30/2020,InProgress,"SBA will continue to calculate a consolidated PUE rating for the entire environment for the ten tiered and nearly three dozen non-tiered data centers across the country, and the privately-managed data centers. The targeted areas for improving the PUE are the ten government-owned tiered data centers. Strategies implemented in the HQ Data Center to lower the PUE rating will be applied to the non-HQ data centers.",nonCommonBaseline,optimization
21,"SBA will implement automated monitoring, inventory and management tools for HQ data center servers.",2/28/2019,Complete,"SBA has installed monitoring agents in all data centers and exceeded the OMB target for the server utilization & automated monitoring metric. SBA implemented Microsoft Systems Center and Microsoft Operations Manager Suite for automated monitoring and server utilization management. This is a consolidation of the previous tools used to monitor the enterprise: BigFix, EM7, and LanSweeper.",nonCommonBaseline,optimization
22,"SBA expects to experience nearly $1 million in combined cost savings and avoidance in FY 18 by reducing power consumption and repurposing contracts away from physical data center maintenance and toward SBA's cloud migration initiative (about $926,000)",12/31/2018,Deferred,"Although vendor-provided services such as cloud technologies are potential solutions, they are not always more cost-effective alternatives to SBA-hosted services. As a result of work that has occurred over the past years, there will be continuous improvements, but the SBA did not see continued dramatic savings or large-scale closures from ongoing data center consolidation and optimization efforts. Therefore, SBA has established a new cost savings milestone (#26) related to energy cost savings only.",nonCommonBaseline,costSavings
23,SBA will close tiered data centers in alignment with the Cloud Smart strategy.,9/30/2019,Complete,SBA is executing on the closure project plan for remaining data center in accordance with the Cloud Smart strategy. SBA has closed 1 Tiered data center for FY19 as indicated in SBA’s DCOI strategic plan.,nonCommonBaseline,closures
24,SBA will decrease server physical hosts by moving systems from on-premise to cloud hosting.,9/30/2019,Complete,"SBA will accomplish this using a combination of migration to the cloud and replacing older hypervisors with more capable machines. OCIO has already replaced 60 hypervisors and plans on replacing another 32 in FY 19. For FY19, SBA has decreased its physical hosts to 204.",nonCommonBaseline,optimization
25,SBA will decrease under-utilized servers by moving systems from on-premise to cloud hosting.,9/30/2019,Complete,"SBA plans to decrease under-utilized servers using the metrics of 17% CPU utilization. For FY19, SBA exceeded the planned goal of 134 by achieving 89 under-utilized servers.",nonCommonBaseline,optimization
26,SBA will achieve additional DCOI cost savings by reducing the number of servers as part of the cloud migration strategy. ,9/30/2019,Complete,"SBA will continue to monitor energy cost savings utilizing the quarterly invoices. Although SBA did not meet the target for power consumption cost reduction, SBA did exceed the overall cost savings target by repurposing contracts resulting in an overall cost savings of $168K.",nonCommonBaseline,costSavings
27,"SBA will implement a new enterprise wide automated monitoring, inventory and management tools.",8/30/2019,Complete,SBA has installed automated monitoring agents on 410 active devices and implemented performance monitoring modules to improve SBA’s monitoring capabilities and progress in achieving IT cost saving goals. SBA has either met or exceeded the metrics identified in the current SBA’s DCOI strategic plan and results have been reported in SBA’s DCOI JSON as part of the Integrated Data Collection (IDC) FY19 Q3 submission.,nonCommonBaseline,optimization
28,SBA has established and maintained a workforce planning process,7/30/2020,InProgress,"In March 2020, SBA developed a comprehensive IT Strategic Plan for 2020-2022 and realigned the IT Workforce Plan for the same period. The new 2020-2022 IT Workforce Plan updated the progress on all IT workforce planning activities and set new goals and objectives where needed.  The new plan ensures that progress will continue with a steady path forward. With the arrival of a new CIO in June of 2020, the plan will be reviewed by him and finalized by the end of July 2020.",organizationAndWorkforce,nonDataCenter
29,Assess competency and staffing needs regularly ,9/30/2020,Complete,The SBA assessed the 2210 mission critical roles for the first time in 2019.  They plan to reassess the competencies again in August of 2020 and continue to build out competencies for all the parenthetical roles related to IT positions.,organizationAndWorkforce,nonDataCenter
30,Assess gaps in competencies and staffing ,9/30/2021,InProgress,"When SBA performs an assessment of the gap in competencies for IT staff in August of 2020, this will be compared against the data collected in March of 2018 and then completed every other year going forward as part of a regular process",organizationAndWorkforce,nonDataCenter
31,Develop strategies and plans to address gaps in competencies and staffing ,9/30/2021,InProgress,SBA continues to develop additional strategies and plans to address the gaps in competencies and staffing and will realign those strategies once the competencies are re-assessed in August of 2020.,organizationAndWorkforce,nonDataCenter
32,"Implement activities that address gaps (including IT acquisition cadres, cross-functional training of acquisition and program personnel, career paths for program managers, plans to strengthen program management, and use of special hiring authorities) ",9/30/2021,InProgress,SBA continues to use special hiring authorities to bring on the needed staff and has begun the process of developing career paths for all IT staff including program managers. IT Acquisition cadres and cross-functional training of acquisition and program personnel has been discussed but action has not yet been taken.  ,organizationAndWorkforce,nonDataCenter
33,Monitor the agency’s progress in addressing competency and staffing gaps ,9/30/2021,InProgress,SBA continues to monitor progress of its strategies and plans through the IT Workforce Steering Committee monthly. SBA should have baseline information on the competency gaps status after the re-assessment of competencies in August of 2020 and will be able to report those out accordingly.,organizationAndWorkforce,nonDataCenter
34,SBA will achieve additional DCOI cost savings and avoidance through optimization and consolidation. ,9/30/2020,Complete,"SBA will continue to monitor cost savings through energy efficiency and other optimizations. SBA achieved $9,000 in cost savings and avoidance this Fiscal Year.",nonCommonBaseline,costSavings
35,SBA will continue to increase its usage of virtualization in data centers.,9/30/2020,Complete,SBA will continue to virtualize systems to improve optimization in data centers. Systems that are appropriate to replatform will be moved to cloud services. SBA virtualized 50 this Fiscal Year.,nonCommonBaseline,optimization
36,SBA will continue to reduce its number of underutilized servers in data centers.,9/30/2020,Complete,"As SBA continues to virtualize its systems, the number of underutilized production servers will continue to decrease.  SBA reduced the number of underutilized servers to 45 this Fiscal Year.",nonCommonBaseline,optimization
37,SBA will continue to maintain high availability for its agency-owned data centers,9/30/2020,Complete,SBA will continue to maintain its already-high availability for its agency-owned data centers.   SBA achieved 99.96% availability this Fiscal Year.,nonCommonBaseline,optimization
38,"SBA will continue to improve its process to rationalize its application portfolio, addressing the proper placement of systems.",9/30/2021,InProgress,"SBA is currently working on improving its application rationalization process, in alignment with the CIO Council guide on this topic.",nonCommonBaseline,cloudMigration
39,SBA will achieve additional DCOI cost savings and avoidance through optimization and consolidation. ,9/30/2021,InProgress,TBD,nonCommonBaseline,costSavings
40,SBA will continue to increase its usage of virtualization in data centers.,9/30/2021,InProgress,TBD,nonCommonBaseline,optimization
41,SBA will continue to reduce its number of underutilized servers in data centers.,9/30/2021,InProgress,TBD,,
42,SBA will continue to maintain high availability for its agency-owned data centers,9/30/2021,InProgress,TBD,,