U.S. Department of Commerce
Office of the Chief Information Officer

Policy on Administrative Systems

What is the purpose and scope of this policy document?
What is the role of the Commerce Information Technology Review Board (CITRB)? What are administrative systems?
What is the Enterprise Application Integration?
To whom does this policy apply?
Why do we need this policy?
Are there exceptions to this policy?
What are the next steps?
Who is responsible for implementing this policy?
Who can address questions about this policy?

What is the purpose and scope of this policy document?

The purpose of this policy document is to reiterate Commerce policy regarding the development and deployment of administrative systems and to reinforce the role of the Commerce Information Technology Review Board (CITRB).

It is the policy of the Department of Commerce that:

All Commerce operating units must use Government-wide administrative systems, where available.

In the absence of Government-wide systems, Commerce operating units must use Department-wide systems unless a business case conclusively demonstrates that the Department-wide system is not cost-effective and that the proposed system is a better solution.

What is the role of the Commerce Information Technology Review Board (CITRB)?

The CITRB analyzes proposed IT investments to ensure that they are aligned with strategic plans, support mission requirements, comply with architecture goals, minimize project risk including security risk, and demonstrate a positive return on the investment. (See the CITRB charter.) The business case for any proposed administrative system, or substantial modification to an existing administrative system, must first be approved by the Chief Information Officer (CIO) of the operating unit that is sponsoring the system. If approved, the operating unit CIO submits the business care to the CITRB for its review and approval. The proposed system or modification may be developed only after review and approval by the CITRB.

What are administrative systems?

Administrative systems are IT applications that are used to support the mission and programs of the operating unit. Administrative systems to which this policy applies include, but are not limited to, the following functions:

Acquisition
Asset or Inventory Management
Document Management
Enterprise Application Integration
Finance and Accounting
Grants Management
Human Resources Management
Real and Personal Property Management
Records Management
Safety and Occupational Health
Security Clearance Management
Time and Attendance
Training
Travel
Workers' Compensation

What is the Enterprise Application Integration?

The Enterprise Application Integration (EAI) is software that defines and automates business processes that integrate an enterprise's applications and data sources. The Department-wide EAI tool must be used for all systems that interface with the core financial system. Additionally, it must be used for all other administrative systems interfaces unless a business case supporting another solution is developed and approved by the CITRB.

To whom does this policy apply?

This policy applies to all Commerce operating units as well as the Office of the Secretary.

Why do we need this policy?

Commerce needs this policy to realize the economies of scale from shared software costs as well as operations and maintenance costs; ensure optimal exchange of information; and ensure that IT security is incorporated as needed in administrative system interfaces.

Are there exceptions to this policy?

Any exceptions to this policy must be supported by a business case submitted by the CIO of the sponsoring operating unit and approved by the CITRB.

What are the next steps?

Operating units currently using unique administrative systems will migrate to the Government-wide standards when they become available. In the absence of Government-wide standards, operating units currently using unique administrative systems will migrate to the Department's standard administrative systems when it comes time to replace or make significant modifications to those unique systems, unless they can provide business cases to adequately justify maintaining alternate or redundant systems. When planning for or acquiring a new or replacement system, operating units must develop a sufficient business case for such an approach and receive a favorable recommendation from the CITRB.

Who is responsible for implementing this policy?

The Commerce Chief Information Officer, with the support of the CITRB, is responsible for implementing this policy. Operating unit Chief Information Officers are responsible for ensuring that only approved administrative systems are implemented within their operating units.

Who can address questions about this policy?

Lisa Westerback at lwesterback@doc.gov or 202-482-0694 can answer questions about this policy.

Supersedes policy dated: None
Origination date: September 14, 2005;
Approved by: Thomas N. Pyke, Jr., Chief Information Officer, September 14, 2005
Revision status: December 18, 2006