United States Department of Agriculture

Research, Education, and Economics

ARS CSREES ERS NASS

Bulletin

Title:	Moratorium on Significant Information Technology Acquisitions

Number:	00-001

Date:	03/15/2000	Expiration:	Remains in effect until
further notification

Originating Office:	Information Technology Division, AFM/ARS

Distribution:	REE Offices in Headquarters, Areas (ARS - AD's, AAO's, PAO's) and Field Locations

Background

This Bulletin specifies the current requirements and procedures to be followed for IT acquisitions under the IT moratorium. On November 12, 1996, the Deputy Secretary placed a moratorium on all significant Information Technology (IT) acquisitions. Initially, the USDA Chief Information Officer (OCIO) defined "significant" as those acquisitions over $250,000. On September 19, 1997, the OCIO reduced this threshold to $25,000 to better manage the Department's efforts to fix Year 2000-related computer problems.

Revised Requirements

On March 14, 2000, the OCIO restored the threshold to $250,000 for all significant IT acquisitions. IT items are defined as automated data processing hardware, telecommunications equipment, software, and support services. Components of a significant IT system include, but are not limited to, personal, laptop, and/or hand held computers, ancillary equipment such as printers and software, telecommunications circuits, switches, routers, network servers, hubs, cabling, and telephone systems. Support services include, but are not limited to, systems development contracts and consulting services. This moratorium applies to orders against all existing contracts and General Services Administration schedules.

The following requirements continue as part of the IT acquisition moratorium:

a.	Renewal of existing contracts for maintenance and leases are exempt if the optional enhancements and/or upgrades do not exceed the $250,000.

b.	IT acquisitions for organizations other than USDA agencies are exempt except when funded by USDA grants.

Some special activities require formal waivers:

c.	Telecommunications Network Stabilization and Migration Program requirements must be satisfied before the acquisition of telecommunications equipment. This includes entry of planned telecommunications acquisitions into the Forecast, Inventory and Reporting System.

d. Software or hardware for major systems within the functional areas of the Department's Corporate Administrative and Financial Systems Portfolio. The purpose is to ensure that agency activities are coordinated with the Secretary's Administrative/Financial Executive Group, while enabling agencies to proceed on priorities that are not part of the corporate portfolio. Specifically, the functional areas include:

Accounting/Budget Execution;

Budget Formulation/Salary Projections;

Human Resources;

Procurement (Purchase Card and other acquisitions);

Property (Personal and Real);

Payroll; and

Travel.

New Overall Requirement

Each waiver request must be include an information security plan that identifies system security requirements and the actions that support those requirements.

Application of Policy to REE

Each requisition (AD-700) over $250,000 forwarded to the Contracting Office must have the OCIO's approved waiver attached. Requirements will not be split in order to circumvent the $250,000 threshold, and the spirit of the moratorium will be observed for acquisitions below $250,000.

REE Contracting Officers will not award a contract/order for an IT acquisition costing over $250,000 or if the acquisition does not meet the exceptions previously listed. To support the Office of Management and Budget's requirement of strong enforcement of the moratorium, the OCIO staff will conduct random checks of contract files of USDA agencies.

Obtaining a Waiver

Requests for a waiver from the moratorium must be submitted by the Agency Administrator through the Under Secretary for Research, Education, and Economics to the OCIO. The OCIO will act on waiver requests in writing within 10 working days and expedite waiver requests to meet agency requirements.

The OCIO may request a technical review of waiver by the members of the Information Resources Management Council. For waivers concerning financial and mixed systems, the OCIO consults with the Office of the Chief Financial Officer. For waivers involving administrative systems, the OCIO consults with the Assistant Secretary for Administration.

Specific REE waiver procedures are explained in Exhibit 1. Exhibit 2 is the modified decision memo format for a waiver request.

KEITH W. ANDERSON

Director

Information Technology Division

Exhibits

1	REE Waiver Procedures

2	IT Moratorium Waiver Request Memorandum

3	REE Information Resource Managers

Exhibit 1

REE WAIVER PROCEDURES

Step	Cognizant Office	Action
1	Requesting Office	Generates the waiver request and cover memo.
2	ARS

- Area Administrative Officers

- Area Directors

- Headquarters - Staff Office

Directors or Deputy

Administrators

NASS - IRM Manager

ERS - IRM Manager

CSREES - IRM Manager

(See Exhibit 3 for listing)

Contact the Director, ITD before submitting the waiver request.

Reviews and forwards request to next appropriate reviewing level with cover memo.

3	ARS - Director, Information Technology Division

NASS - Associate Deputy Administrator for Field Operations

ERS - Director, Information Services Division

CSREES - Assistant to the Administrator	Reviews and forwards request to Agency Administrator.
4	Agency Administrator	Reviews and forwards the waiver request to the Under Secretary by signing the waiver request.
5	Under Secretary	Reviews and forwards the waiver request to the OCIO.
6	OCIO	Approves the waiver request.

PROCESS STEPS

Step 1	The requesting office prepares a waiver in the modified decision memo format provided in Exhibit 2. Use the agency administrator's office letterhead for the waiver request.

Provide a detailed explanation of the mission critical need. Address problems that will result if the waiver is disapproved. Follow the format as closely as possible. Exclusion of information will likely delay approval.

The agency IRM manager will add the current Information Technology Investment Portfolio System (I-TIPS) budget information to the package before forwarding it to the agency administrator. The requesting office should mention the inclusion of the I-TIPS Exhibit in the BUDGET INFORMATION section and list it as an enclosure.

Use a cover memo to transmit the request through the normal management levels to the agency administrator.

Step 2	Using a cover memo, forward the waiver request through the usual management levels or IRM manager. (See Exhibit 3 for listing of REE IRM managers).

Step 3	The agency specified management official will forward the waiver request to the agency administrator.

Step 4	The agency administrator will review, sign, and forward the waiver request through the Under Secretary to the OCIO for approval.

Step 5	The Under Secretary submits the waiver request to the OCIO.

Step 6	The OCIO approves the waiver request and returns it to the agency IRM manager.

NOTE: When submitting the AD-700 to the Contracting Office, attach the approved waiver.

Exhibit 2

USE AGENCY ADMINISTRATOR'S OFFICE LETTERHEAD

INFORMATION TECHNOLOGY MORATORIUM WAIVER REQUEST FOR THE CHIEF INFORMATION OFFICER

THROUGH:	I. Miley Gonzalez

Under Secretary

Research, Education, and Economics

FROM:	Agency Administrator

MISSION CRITICAL JUSTIFICATION:

Identify the unit and location needing the acquisition

Briefly describe the unit's mission

Briefly explain the system applications

Describe the existing hardware, software or information system To: AFM Council/ACS

State the consequence if the acquisition is not approved

DESCRIPTION OF ACQUISITION:

For Hardware or Software requests include:

Technical description of hardware and software

List of cost, quantity, type, and manufacturer name and model, if available

Statement that items will conform to USDA architecture

For Support Services or Services requests, attach:

List of technical and business requirements

Statement of Work, if available

Project Schedule

Indicate start timeframe, major milestones, and completion date

BUDGET INFORMATION:

Dollar amount of acquisition broken out by Fiscal Year and Information Technology category: hardware, software, & support services.

Indicate that the current Information Technology Investment Portfolio System (I-TIPS) budget information is enclosed. (The agency IRM manager will add this information to the package before forwarding it to the agency administrator.)

SECURITY REQUIREMENTS

Include reference to enclosed Information Security Plan.

AGENCY CONTACT:

Name, telephone number, and e-mail address of agency point of contact

DECISION BY THE CHIEF INFORMATION OFFICER:

Approve:	________________________________

Disapprove:	________________________________

Discuss with me:	________________________________

Date:	_________________________________

Exhibit 3

REE IRM MANAGERS

ARS	Keith Anderson

(301) 504-1047

Mail Stop 5119

USDA-ARS-AFM-ITD

5601 Sunnyside Avenue

Beltsville, MD 20705-5119

kanderson@ars.usda.gov
CSREES	Curtis Clark

(202) 720-4241

Water Front, Room 4104

800 9th Street, SW

Washington D.C.

USDA-REE-CSREES-PS- CTDE

SOAGRIBG, Rm 3328

P.O. Box 2216

1400 Independence Ave

Washington D.C. 22050-33213

cclark@reeusda.gov
ERS	Michael Ahrens

(202) 694-5070

USDA-REE-ERS-ISD-ITSB

S3129

1800 M Street NW

Washington, DC 20036-5831

mahrens@econ.ag.gov
NASS	Phillip Zellers

(202) 720-2984

USDA-REE-NASS-ITD-OD

Room 5847

1400 Independence Ave., SW.

Washington, DC 20250

pzellers@nass.usda.gov