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eCPIC User Training:Introduction to eCPIC

These training materials are owned by the Federal Government. They can be used or modified only by FESCOM member agencies.

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eCPIC OvervieweCPIC provides agencies with these tools to improve their mission effectiveness and operational efficiency in numerous ways. This training session will provide a high-level overview of the application’s features. Subsequent training sessions will provide more detail about the tool’s specific functionalities.

OMB Reporting

Stakeholder Engagement

Investment Management Automation

IT Portfolio Management

Decision-Making

Data Analysis

IT Governance

IT Planning

Business Case

Development

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Introduction to eCPIC: Home Page eCPIC is a web-based application to help agencies manage their IT portfolios. By leveraging this tool, agency leaders, portfolio

managers, and project managers are able to determine the most efficient allocation of their IT portfolios in order to successfully meet their agency’s missions.

To log into eCPIC, open an Internet Explorer window and navigate to the URL that your agency’s Portfolio Management division provided to you.

NOTE: Agency administrators can customize many features in eCPIC, and they can also control the access that users have to particular features and functionality. Therefore, some of the screenshots in this presentation may not look identical to the view from your user account. If you have questions, please contact your agency system administrator.

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Introduction to eCPIC: Home Page

Public Resource Library

Quick Help Links

News and Alerts Window

Login Window

Logo Area

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Introduction to eCPIC: Home Page Click the link to open a pop-up window with a directory of reference materials provided by the system

administrators.

Agencies define their own resource categories (seen as folders in the pop-up window below), to organize resource documents.

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Introduction to eCPIC: Home Page

Quick links provide users with the eCPIC Privacy Statement, direct them to the eCPIC.gov PMO site, help them contact a system administrator, or show them a list of plug-ins and viewers used by some of the application’s functionalities.

The News and Alerts Feature allows agency administrators to post important messages on the eCPIC home screen.

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Introduction to eCPIC: Logging In

Each agency user is provided with an individual login account.

When users receive eCPIC account information, they will be assigned a Login ID and a temporary password. Use that temporary password for the first time logging into the application. The system will automatically prompt users to select a new password.

Remember, passwords are case-sensitive; after three (3) unsuccessful login attempts, the user is locked out of the system. Additionally, user sessions are terminates when inactive for 30 minutes.

All users of the system must: Complete security awareness training

annually. Use passwords that contain a minimum of

eight (8) characters and a combination of letters, numbers and special characters.

Maintain the confidentiality of their passwords.

Change passwords at least every 90 days.

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Introduction to eCPIC: Investments Module

My Profile Link

After logging in, users will see the following main screen:

Toolbar

eCPIC Inbox Log out Link

Navigation PanelInvestment List

Note: Since administrators can control users’ access to different application functions, some of the features displayed here may not appear on individual users’ screens.

Investment View Selector

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Introduction to eCPIC: My Profile

Click the link to edit your user profile attributes. The link opens a pop-up window with two functional tabs as shown on the right:

• Click the tab to change the personal contact information and eCPIC password.

• Click the tab to change the various default views for editing information in the system, and also to toggle eCPIC’s Section 508 compliant view.

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Introduction to eCPIC: Inbox and Toolbar The inbox allows system administrators to communicate with users, and alerts users when a particular workflow event or

action item has occurred. This functionality will be explored in more detail in a subsequent training session. If a user has a new message in their inbox, the icon’s message flag will raise up, like this: .

The toolbar provides icons allowing users to: Create an investment (only visible when the user has been given system access to create investments)

Display a list of custom-built reports

Email the system administrator

Export, import, or access templates for eCPIC Data Exchange

Manage performance baseline table change requests

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Introduction to eCPIC: Investment List The investment list displays investments alphabetically on the screen. Investments form the foundation of most of the data in

eCPIC. Other portfolio management capabilities that we explore later will derive from information and data that has been entered through investments.

Users will only see the investments that they have been given access to by their system administrator. Select this dropdown box: to choose how many investments to display on the screen at once. Use this dropdown box: to select a different investment list view. Administrators can create different

investment views to determine which data will appear in the investment list (in the example below, the view includes investment name, template, class, OMB investment type, etc.).

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Introduction to eCPIC: Table Field Filters Tables can be sorted within eCPIC by clicking on the column header. Filter tables in eCPIC by clicking the link.

With the field filter open, enter criteria into the desired categories, and click to filter the table. Click to undo the filter results, or click to hide the field filter.

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Introduction to eCPIC: Navigation Panel eCPIC’s functionality is categorized into different “modules”. Each module will be expanded upon later in this training session,

and again in more detail throughout subsequent training sessions. Modules are accessed via the Navigation Panel on the left side of the screen. Note: Depending on the permission levels your system administrator has assigned to you, you may not see every eCPIC module

in the Navigation Panel. Click on a module name in the Navigation Panel to enter that module. Hover your mouse over the button to make the Navigation Panel appear. Click this button to force the Navigation

Panel to “pin” on the screen – keeping it visible at all times. Click the button again to make the window “unpin”. This frees up screen space for working within the tool.

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Introduction to eCPIC: Navigation Search Bars

Use the search bar on top of the Navigation Panel to display a list of all objects (investments, portfolios, reports, documents, etc.) throughout the application that include that search term.

For most modules, the Navigation Panel will also contain a type-ahead dropdown box, allowing users to quickly access specific items within that module. Begin to type a specific search term in this box, and a dropdown will appear with valid results:

You can then select an object from this dropdown to jump directly to that object (investment, portfolio, etc.).

Or else, click the icon in the search bar to reveal a scrollable list of all the objects (investments, portfolios, etc.) in the module.

eCPIC Tip: When typing a search term in the type-ahead dropdown box, users may enter any part of the object name to search. The search term does not necessarily have to begin the object name.

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Introduction to eCPIC: Investments Module

The view we have seen so far is from the main page of the Investments module. To enter data or modify an investment, simply click on the investment name in the available list.

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Introduction to eCPIC: Investments Viewer

Toolbar

Create New Investment Icon

Investment Revision Selector

Data Field Titles (Questions) Data Field Entry

Browse Sections Viewer Process Location Information Undo

Before moving forward, let’s explore how investment data is organized in eCPIC to facilitate data calls for OMB and agency reporting.

Save & Navigate Forward

Save

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Introduction to eCPIC: Templates, Processes & Investment Data eCPIC contains one template for each budget year, called “IT Investment BY####”. For each new budget year, GSA provides a

new template. Templates cannot be edited or deleted; agencies cannot create their own templates but can create processes. Each template contains data processes. A process is a collection of data fields representing a “view” into a particular

investment. Each template in eCPIC comes with processes that mirror the OMB Exhibit 300 and Exhibit 53 for that particular budget year. Agencies can also create their own custom processes that are consistent with internal CPIC processes, as well facilitate data calls and analysis.

Each process in turn contains sections and subsections to help organize the data.

Template: BY2014

Process: BY2014 Exhibit 300 Process: BY2014 Agency Control ReviewProcess: BY2014 Exhibit 53

Section: Section: Section:

Subsection: Subsection: Subsection:

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Template: BY2014

Process: BY2014 Exhibit 300 Process: BY2014 Agency Control ReviewProcess: BY2014 Exhibit 53

Section: Section: Section:

Subsection: Subsection: Subsection:

Investment Name

Introduction to eCPIC: Templates, Processes & Investment Data

Last Date of Alternative

Analysis

Agency CIO Rating

Investment UII Code

Funding Sources

Table

IT Security Spending

Last Date of Investment

TechStat

Segment Architecture

Code

Example Data Fields:

Last Date of Investment

TechStat

Investment Name

Investment Name

Investment Name

Investment UII Code

Investment UII Code

Last Date of Alternative

Analysis

Cost & Schedule

Table

IT Security Spending

Funding Sources

Table

Funding Sources

Table

Segment Architecture

Code

IT Security Spending

Last Date of Alternative

Analysis

Segment Architecture

Code

Cost & Schedule

Table

Agency CIO Rating

This slide shows that the data fields can be used in multiple processes. These data fields represent the most granular level of information about an investment.

If an investment owner changes a data field in one process, that same change is carried over into all other processes that contain the same data field. This saves time and improves data integrity.

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Introduction to eCPIC: Investment Viewer The view below shows how data fields are actually presented in an investment within the application. The fields being displayed

are included within your agency’s “Exhibit 300 BY14” process. The Process Location bar at the top of the screen shows which process, section, and subsection is currently in view. Data field questions are presented down the page screen. A data field may have a blue ‘information’ icon ( ) next to it. Hover over this icon to see helpful information that the

administrator has provided about answering the data field.Browse Sections

Viewer

Data Field Titles (Questions) Data Field Entry

Data Field Information Icon

Process Location Information

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Introduction to eCPIC: Browse Sections (Process Explorer)

Use the Browse Sections window to locate processes, navigate to and update data.

As we showed earlier, data in the Investments module is always organized into a 3-tiered structure (processes, sections, subsections). Each of those tiers are shown in this window. Clicking on the process, section, or subsection name brings a user directly to that location:

• Processes: Click on a process name to display a read-only view of the entire process

• Sections: Click on a section name to view an editable page of the entire section

• Subsections: Click on a subsection name to view an editable page showing only that subsection

eCPIC is automatically populated with processes for the OMB A-11 templates, Exhibit 300 and Exhibit 53. These processes will be explained in more detail in a later training session.

If an agency has built their own custom processes, they will also be accessible in the Browse Sections window.

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Introduction to eCPIC: Investment Navigation IconsAllows the user to undo any changes that have been made since their last save. Once the work has been saved, the changes cannot be undone.Saves the changes you made on the current screen.Saves the current page and navigates to the next subsection in the current process.

eCPIC Tip: Be sure to save your work often to avoid being timed out and accidentally losing unsaved work. eCPIC has an automatic time-out feature after 30 inactive minutes to secure data in the application.

Once you save the page, the icon will appear, confirming that there is no unsaved information.

If you have information on the current page that has not yet been saved, the icon will appear next to the save button.

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Introduction to eCPIC: Investment Toolbar

The toolbar at the top of the screen contains a number of helpful icons:

Create a new investment Toggle investment edit / view mode ( )

View a list of custom-built reports Zoom into text area

Print the current process Financial trend analysis

Email the system administrator Review investment

Export the investment Exhibit 300 to XML Access spell checker

Export the full investment (all processes) to XML Toggle resource list

Export the investment Exhibit 300 to Word 2007 Toggle scoring pane

Export the full investment (all Processes) to Word 2007 View investment dashboard

View investment history Toggle investment unlocked / locked Mode ( )

Create a new investment revision View EDX feature

Delete the investment User permissions

Link the investment to another investment Group permissions

View investment’s membership Roles

These icons and their functionality will be visited in more detail in subsequent training sessions.

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Click the icon in the toolbar to instantly generate a copy of the Exhibit 300 in XML format. Click the icon to instantly generate a copy of the Exhibit 300 in MS Word 2007 format.

Exhibit 300 in XML format Exhibit 300 in MS Word 2007 format

Introduction to eCPIC: Exporting Exhibit 300’s

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Introduction to eCPIC: Investment Revisions

Investment Revision Selector

Create New Revision Icon

Investment revisions, which are generated by the System Administrator, maintain a snapshot of investments at a specific point in time. By creating investment revisions at important milestones, such as annual OMB submissions, agencies can maintain a valuable historical record of their investments and can track changes over time.

Only the most recent revision, often referred to as “the working copy”, can be altered. All previous revisions are designated read-only.

Select to view previous investment revisions with the dropdown selector box in the Navigation Panel. Note: Users do not have the ability to create new revisions unless they have been granted that permission by the System

Administrator.

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Introduction to eCPIC: Creating an Investment Revision

Click the icon in the toolbar to create a new investment revision. As detailed in the previous slide, only System Administrators can make revisions unless users are given the rights.

Complete the information in the pop-up window that appears, and click the button.

eCPIC Tip: Use the revision comments to remind yourself and other users why you made this particular revision. Example—”BY14 Exhibit 300: September Submission”.

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Introduction to eCPIC: Other Modules

To this point, we have focused on the Investments module in eCPIC. Now we will show some brief highlights of the tool’s other modules accessible via the Navigation pane.

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Introduction to eCPIC: Reporting Module

The Reporting module provides ad-hoc, fully-customizable reports on a single investment, groups of selected investments, or on predefined portfolios (groups of investments).

Reports can be formatted to export in either MS Excel or MS Word. Reports are easily created by clicking on the desired fields. Once created, a report can be saved and executed as frequently as

preferred.

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Introduction to eCPIC: Portfolios Module

The Portfolios module contains tools to analyze groups of investments. There are 16 graph types from which agencies can select to analyze their portfolio data.

This module is used for monitoring, controlling, reporting, and analysis. For example, a portfolio can be created for the investments aligned to a particular bureau or division, or for the agency’s major investments.

A customizable dashboard provides real-time visual display of portfolios’ status and health, while dynamic reporting, graphing and charting capabilities provide flexible customization of portfolio analysis.

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Introduction to eCPIC: Resource Library

eCPIC has three Resource Libraries – a public library accessible via the login page, as well as investment and portfolio libraries. Investment owners can upload documents or create URLs to link to documents in content management systems like MS

SharePoint.

Note: By posting documents, such as Risk Management Plans and Alternatives Analyses, in investment resource libraries, users will improve the timeliness and quality of investment reviews. This will also reduce the effort to provide the information to OMB for major investments.

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Introduction to eCPIC: Scoring Module

The Scoring module enables agency administrators to create tailored scorecards to evaluate investments for the annual select process and for monthly evaluation (CIO Ratings) for the control process.

Investment owners can view scores and comments instantaneously, which can be used to highlight the individual areas that need to address prior to OMB submission.

In the view above, the investment scores are indicated by a green, yellow, or red rating.

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Introduction to eCPIC: OMB Submission Module

In the OMB Submission module, groups of investments or portfolios can be selected to prepare, generate, and submit IT Dashboard updates and A-11 artifacts—including the Exhibit 53 and Exhibit 300.

eCPIC’s direct connection to OMB’s Federal IT Dashboard allows agencies to validate submissions, review any warning and/or error messages, and prepare feedback to investment owners to ensure high-quality submissions prior to submission.

By the use of investment and portfolio revisions, previous OMB submissions can be stored and maintained in eCPIC for later analysis.

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Introduction to eCPIC: Admin Module

The Admin module is used by agency administrators to tailor the tool to the agency’s desired configuration. Many customizable features allow agencies to control access and information sharing, monitor investment changes, automate agency business processes, and prepare audit reports.

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Introduction to eCPIC: User Guide

Click the Help button to access the eCPIC User Guide with detailed instructions and walkthroughs of all tool functionality.

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Introduction to eCPIC: Reference

Further Reading – Refer to the following sections of the eCPIC User Guide for additional details on the material covered in this training session:

Section 1.1: Overview Section 1.3: Navigating eCPIC Section 2.1: Public Resource Library Section 3: Login Section 4.1: Investments Overview Section 5: Reporting Section 6.1: Portfolios Overview Section 7.1: Resource Library Overview Section 8.1: Scoring Overview Section 9: OMB Submission Section 10: Help Module

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Introduction to eCPIC: Exercises

Exercise Steps

StepDescription

ReferenceSlides

Log in to eCPIC

Log in to eCPIC using your temporary password, and choose a new password of your own selection. Once in the system, open the My Profile link to view your profile information.

6-8

Locate an investment

On the Investments module main page, use the field filter feature, as well as the type-ahead “Select Investment” dropdown box in the Navigation Panel to location investments in the system.

11-13

Open an investment

Open an investment, and use the Browse Sections window to navigate to a particular subsection of the Exhibit 300 or Exhibit 53 process.

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Explore Other

Modules

Use the Navigation Panel to explore any of the other modules that you can access.

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Open User Guide

Open the eCPIC User Guide and browse the detailed explanations of the tool’s functionality. We will explore these functionalities in subsequent training sessions.

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Exercise Objectives – During this exercise you will have an opportunity to practice navigating and utilizing the eCPIC tool. This exercise includes: