On June 1, 2009 the Obama Administration launched the IT Dashboard. Through the IT Dashboard, Federal agencies and the public have the ability to view details of Federal information technology (IT) investments online and to track their progress over time. The IT Dashboard displays data received from agency Exhibit 53 and Exhibit 300 reports, including general information on over 7,000 Federal IT investments and detailed data for over 700 of those investments that agencies classify as "major." Agency Chief Information Officers (CIO) are responsible for evaluating and updating select data on a regular basis, which is accomplished through interfaces provided by the IT Dashboard.
The IT Dashboard shines light onto the performance and spending of IT investments across the Federal Government. If a project is over budget or behind schedule, you can see by how much money and time, and you can see the person responsible--not just contact information but also their picture. The IT Dashboard gives the public access to the same tools and analysis that the government uses to oversee the performance of the Federal IT investments. The transparency and analysis features of the IT Dashboard make it harder for underperforming projects to go unnoticed, and easier for the government to focus action on the projects where it’s needed most.
The IT Dashboard is a website enabling federal agencies, industry, the general public and other stakeholders to view details of federal information technology investments.
The IT Dashboard displays a subset of data from agency Exhibit 53 and Exhibit 300 reports, and agency updated activity information, agency CIO evaluations, and other investment information reported by agencies. For a list of data feeds available to the public on the IT Dashboard, see "Publicly Available Data Feeds".
The following 27 agencies have data available on the IT Dashboard:
The Exhibit 53 is composed of four parts:
The Exhibit 300 is composed of two parts:
The Agency Chief Information Officer (CIO) rates each investment based on his or her best judgment, using a set of pre-established criteria. As a rule, the Evaluation should reflect the CIO's assessment of the risk and the investment's ability to accomplish its goals. CIOs should consult with appropriate stakeholders in making their evaluation, such as Chief Acquisition Officers, program managers, etc.
The following factors and supporting examples should be used to inform the Evaluation:
|Evaluation Factor||Supporting Examples|
Evaluation ratings are based on a five-point risk scale, as follows:
|Evaluation (By Agency CIO)||Color|
|4-Moderately Low Risk||Green|
|2-Moderately High Risk||Red|
The agency CIO should update the rating as soon as new information becomes available, affecting the assessment of a given investment.
Agencies provide contract information on "Awarded Contracts" and "Pre-awarded, Post-Solicitation" to the IT Dashboard. Any "Future Planned Contract" or "Sub-contract Award" is not required to be reported, however an agency may provide information on "Future Planned Contracts" or "Closed Contracts" if desired. Future Contracts will not be made public as this information is "Procurement Sensitive".
Contracts should be updated as they are awarded. Both, the FAR and the Federal Funding Accountability and Transparency Act of 2006 require reporting of these contracts within thirty days of award. As soon as this information is available on USAspending.gov, agencies should update the IT Dashboard. The IT Dashboard links to www.USAspending.gov for contract information.
Each contract submitted to the IT Dashboard that is not matched by the agency with USAspending.gov is clearly indicated with a red "X" symbol () as an invalid Contract Number. The following fields are used to determine a match:
If a contract match with USASpending is not found based on the data provided by the agency, the IT Dashboard displays the red “X” symbol with the following note: “Agency-provided contract information does not match with a www.USASpending.gov record.”
To assist in the linkage of contract and task order numbers from the Exhibit 300 Contracts Table to USASpending, agencies should provide the following information to the IT Dashboard for "Contract/Task Order Numbers," based on the FPDS-NG data requirements (as specified in the FPDS-NG Data Element Dictionary https://www.fpds.gov/downloads/Version_1.4.2_specs/FPDSNG_DataDictionary_V1.4.2.pdf).
|Part of Indefinite Delivery Vehicle (IDV)?||Procurement Instrument Identifier (PIID)||Example|
|No||Data Element 1A (NTE 50 characters)||"00063200203DNBCHC020042"|
|Yes||Data Element 1A, and the Referenced PIID, Data Element 1C (NTE 100 characters)||"GS09Q08DN0165-IDV-GS10F0216N"|
No, Agencies are not required to report interagency agreements to the IT Dashboard. However, OMB expects agencies to report all interagency agreements as contributions in the Exhibit 53.
A project is a temporary endeavor undertaken to accomplish a unique product or service with a defined start and end point and specific objectives that, when attained, signify completion. Projects are undertaken for development, modernization, enhancement, disposal, or maintenance of an IT asset. Projects are composed of activities. Agencies should provide an update to project activities and operational performance when the activities occur or when performance metrics are measured; atleast once per calendar month.
Yes, Full Time Equivalent (FTE) costs should be included in the Projects/Activities costs.
Operational performance identifies performance targets for major investments. Each metric indicates how often actual measurements will be reported (monthly, quarterly or semi-annually) and provides a unit of measure. There are two essential types of operations metrics:
Results Specific: A minimum of two metrics must be provided, which measure the effectiveness of the investment in delivering the desired service or support level; if applicable, at least one metric should reflect customer results (e.g.; "Service Quality").
Activities and Technology Specific: A minimum of three metrics must be provided, which measure the investment against its defined process standards or technical service level agreements (SLAs) (e.g.; "Reliability and Availability"). At least one of these metrics must have a monthly "Reporting Frequency."
At least one metric must have a monthly reporting frequency and no metric should be reported less frequently than annually.
|Project Level Cost and Schedule Variance Rating||Evaluation (by agency CIO)||Color|
|≥ 30%||1 or 2||Red|
|≥ 10% and < 30%||3||Yellow|
|< 10%||4 or 5||Green|
The IT Dashboard shows whether each project is over or under budget. Project cost variance is a roll-up of the variance of the activities within the project and is calculated as follows:
|Cost Variance||"Planned Total Costs" - "Projected or Actual Total Cost"|
|Cost Variance (Percentage)||("Cost Variance" / "Planned Total Cost") x 100|
Additionally, projected values are used only when actual values are not provided.
Roll-ups are obtained by summing the costs of all the included lowest level child activities.
The IT Dashboard shows whether each project is ahead of or behind schedule. Project schedule variance is calculated as follows:
|Schedule Variance in days for an Activity:||"Planned Completion Date" – "Actual or Projected Completion Date"|
|End Point Schedule Variance in days for a Project:||"Latest Planned Completion Date of all activities"- "Latest Actual OR Projected Completion Date of all activities"|
|Schedule Duration in days for an Activity:||"Planned Completion Date*" – "Planned Start Date"|
|End Point Schedule Duration in days for a Project:||"Latest Planned Completion Date* of all activities" – "Earliest Planned Start Date of all activities"|
|Project Schedule Variance (Percentage):||(Variance in Days/ Duration) x 100|
*Additionally, projected values are used only when actual values are not provided. If Planned Completion Date has passed, then today’s date is used instead.
The investment status will show that the investment is "Current" IF:
If these conditions are not met, the investment status will display as "Update Required".
Agencies report spending on investments using two fields: agency funding and agency contributions. These fields describe contributions between agencies. When displaying "spending," the IT Dashboard uses two approaches depending on what is being reported.
|Agency Funding||Agency Contributions|
|When describing a single investment, "spending" refers to the total budgetary resources, including agency funding and agency contributions. This applies on pages such as the Investment Dashboard, Search Results, and others.||X||X|
|When referring to aggregate spending figures across multiple investments, "spending" only includes budgetary resources based on agency funding amounts for the given fiscal year to avoid double-counting agency contributions. This applies on pages such as the Agency and Business tabs of the Portfolio page, the Treemap, and others.||X|
Only agency-authorized users have access to submit updates to the IT Dashboard.
To receive access to IT Dashboard, agency users should log into the main MAX Portal and request access to the "ITDashboard" application: (https://max.omb.gov/maxportal/sa/appsChangeForm.do). Once access is requested, the agency user should coordinate with their agency administrator to approve access. Agency users are assigned the appropriate role in order to view or submit data to the IT Dashboard.
All agency related IT Dashboard information is submitted and updated using an XML API (System-to-System Integration or manual XML upload).
The IT Dashboard reports the results of multiple types of agency "operations" to their data. Some changes to agency data are only possible under certain types of "operations." For instance, agencies cannot change the "planned end date" of a project's activity through regular updates—they can only do this through a "rebaseline, replan, or correction" operation.
Agencies are expected to use the appropriate operations based on their agency rebaseline policy consistent with OMB Memo M-10-27
The majority of the Exhibit 53 data elements are populated by agencies during the yearly Exhibit 53 submissions. The majority of the Exhibit 300 data elements are populated by agencies during the full Exhibit 300 submissions and monthly investment updates. However, there are some exceptions where fields are calculated, system-derived, system-generated or originate from the Exhibit 53 submission.
The following feeds are available in the public view:
|Exhibit 53A||An overview of each Exhibit 53 submission|
|Exhibit 53C||An overview of each agencies’ Cloud Computing Portfolio.|
|Exhibit 53 Funding Sources||Funding source information includes Total IT Spending for the PY, CY and BY, and a breakdown of DME and O&M costs.|
|Activities||Activity data includes cost, schedule and variance information|
|Investment Baseline History||Provides a history of investment rebaselines, replans and corrections.|
|CIO Evaluation History||Provides a history of the evaluation by CIO ratings and comments.|
|Contracts||Overview of contract information including information matched with USAspending.gov|
|Exhibit 300A||Exhibit 300A submission information, as well as Evaluation (by Agency CIO) information, and dates of last change to activities, contracts, and performance metrics.|
|Investment Trends||Provides a history of investment CIO Evaluations over time, as well as legacy investment ratings and variances|
|Performance Metrics||Overview of an investment's operational performance in regards to "Results-Specific" and "Activities or Technology-Specific" metrics|
|Performance Metric Actuals||Overview of the actual results of an investment’s performance metrics in comparison to their targets|
|Projects||Project data includes cost, schedule and variance information|
|Life Cycle Costs||Life Cycle Cost information broken down into planning costs, DME, O&M, and Government FTE costs.|
|Techincal Solutions Requirements||Indicates whether an investment in whole or in part specifically addresses various technical solution requirements|
|Techincal Solutions Requirements URLs||Provides a list of URLs which correspond to the technical solution requirements|
|Investments Eliminated or Reduced||An agency-provided list of investments that will result in the elimination or reduction of other investments.|
|Investment Related URLs||Provides URLs related to the investment and indicates how they are related|
|Bureau||Provides a list of Bureaus based on the OMB Circular A-11 Appendix C|
|Agency||Provides a list of Agencies based on the OMB Circular A-11 Appendix C|
Although a key goal of the IT Dashboard is improving accountability and performance through transparency, not all data agencies compile about the Federal IT portfolio is suitable for public release. There are four categories of data which the IT Dashboard does not share with the public:
Agencies should not redact information sent to the IT Dashboard. Processes have been put into place to ensure sensitive information will not be publicly displayed. To prevent the exposure of potentially sensitive data, agencies should ensure submissions are consistent with requested data (e.g., avoid identifying contracts not yet awarded as "awarded").
The portfolio page provides an aggregate view of IT investments reported to the IT Dashboard. The Evaluation (by agency CIO) pie chart shows the current distribution of Red/Yellow/Green investments according to the Evaluation rating (see the CIO Evaluations section for additional information on the evaluation colors). Similarly, the Project Cost and Schedule pie charts show a distribution of Red/Yellow/Green projects according to their Cost/Schedule variance.
Evaluation trends are shown starting from October 2009 as these ratings have been recorded since the initial launch of the IT Dashboard. Projects were introduced as a concept in the FY2013 reporting schema, so project trends are only available from September 2011 onward.
By default, the portfolio charts show the distribution based on the count of investments/projects. This view can be adjusted via the radio button below the charts to see a cost based view of investment/projects.
The investment dashboard displays detailed information on a single IT investment. The investment's Evaluation (by agency CIO) is graphed alongside the Agency and Government-wide evaluation averages for comparison purposes. Baseline Change Occurrences are plotted on the same chart. The timeframe can also be changed by the user. Additional features on the investment dashboard include: Investment title and description, Project information, Operational Performance, Contracts, the Exhibit 300 archive, the Current Exhibit 300PDF, Investment Change History, Related URLs, and other investment metrics.
The Trends chart under the “Visualization” navigation dropdown is a multi-dimensional chart which allows users to explore several indicators over time. Users can select the desired indicators and view their values for each agency based on the X-axis, Y-axis, Color, Size, and Fiscal Year. The data can be visualized as a bubble chart, bar graph or line graph.
The Treemap is a hierarchal chart composed of blocks and sub-blocks which represent categorical dimensions. The data displayed on the Treemap may be customized by selecting a Fiscal Year, Size/Color indicator, and up to three drilldowns. Users can then explore the selected criteria by clicking a box and viewing the corresponding results. The table below the chart lists the investments based on the box selections and chosen criteria.
The Data Quality Report is an area where agencies can review which investments have potential data quality issues across 6 major categories. Within each category, there are certain metrics which can trigger a red flag based on pre-determined thresholds in the investment data. For detailed information about the data quality report metrics, what each of them mean, and how they are calculated, please refer to the Data Quality Report - Detailed Metrics documentation.
The data reported to the IT Dashboard is based on the Office of Management and Budget's Exhibit 53 and Exhibit 300 referred to in OMB Circular A-11. The design of these exhibits is typically updated on an annual basis, so the types of data reported to the IT Dashboard may vary year to year. Because these exhibits are related to agencies' budget submissions to OMB, "editions" of IT Dashboard data can be tied to the year of the budget being planned at any given time.
Starting in August 2012, archive versions of IT Dashboard data for previous budget years will be maintained for public access. Generally speaking, data submitted from September to August relate to a single, common budget year. The following table shows the history of submissions to the IT Dashboard and how to access their archived version, if available.
|Start Month||End Month||Budget Year||URL (if available)|
|June 2009||August 2010||FY2011 Edition|
|September 2010||August 2011||FY2012 Edition|
|September 2011||August 2012||FY2013 Edition||http://it-2013.itdashboard.gov|
|September 2012||August 2013||FY2014 Edition||http://www.itdashboard.gov|
The IT Dashboard team is always looking for ways to improve analytical capabilities and user experience. User feedback is always appreciated and can be submitted via the Feedback link at the top of each page.