The Computerworld Honors Program
Honoring those who use Information Technology to benefit society
LOCATION:
Arlington, VA, US

YEAR:
2008

STATUS:
Laureate

CATEGORY:
Government

NOMINATING COMPANY:
IBM

ORGANIZATION:
Army National Guard

PROJECT NAME:
PRIDE Web Modernization



Introductory Overview
Planning Resource Infrastructure Development and Evaluation (PRIDE) is the Army National Guard’s real property database of record to support facility management lifecycle from planning, design, construction, managing to disposal at both the state and federal level. The Army National Guard Bureau Installations Division (NGB-ARI) is required to maintain PRIDE system in accordance with Executive Order 13327. NGB-ARI must maintain system functionality and meet DA and DoD real property system requirements. This system is being upgraded to contain an integrated web based suite of modules for use in tracking National Guard Bureau (NGB) and individual state level facility management actions. The system helps manage distribution, tracking and reporting of the funds for the Military Construction (MILCON), Sustainment, Restoration, and Modernization (SRM), and Base Operations (BASOPS) programs. The PRIDE Web Upgrade will help NGB confirms to federal real property system standards and can be seamlessly used by Federal and state governments instead of using separate systems. The modernization improves efficiencies reducing costs to the ARNG and taxpayers. The project standardizes, complies, and is interoperable with other applications, and provides business intelligence.

The project introduces the concept of business processes, work flow and user friendly screens which empowers the users and leadership to use the system and helps system audit ability and separation of duties. This will reduce the work load on specific individuals by moving the extra work to others who are responsible for the updates / approvals. This will ensure quality and accurate representation of actions taken on the system record. An example of the sustainable business process is that the master planner identifies a need for a new facility, creates a new facility number, and enters an under construction facility at the site required. Then the project engineer creates a MILCON project using the facility data already entered by the master planner. Then the master planner can obtain a long range construction plan report of all the planned projects for prioritization. When that project is authorized by Congress and a construction directive is authorized, the project engineer assigns funds to the project and subsequently to that facility. Upon acceptance and provision of an acceptance document, the real property specialist changes the facility reportability code to reportable. During the remainder of the lifecycle, maintenance work orders are entered into PRIDE against that facility.

PRIDE is a Real-Time Computer Integrated Facility Management (CIFM) application. It consists of an Internet accessible one central Oracle database maintained by NGB-AIS. PRIDE is a client-server application installed at users’ desktop throughout the National Guard Bureau Army Installation Division (NGB-ARI), the States, and Territories. The three primary facility management modules are listed below:

• Real Property Inventory Management – Reports the following:
o Land
o Buildings
o Structures
o Utilities
• Project Management
o Assists the States and NGB in planning and tracking the execution of state and federal project dollars against facilities
o Functionality to track various phases, tasks, financial accounts, and project milestones
• Maintenance Management – Records the execution of the following items:
o Facility maintenance work orders
o Utility maintenance
o Warranties
o Emergency replacements

It also upgrades the system architecture to an n-tier, web platform. As a web-based application, multiple servers can be implemented to enhance performance. The PRIDE system is used for planning, managing and external reporting. Facilitate the timelier execution of over $6 billion in Military Construction (MILCON), $7 billion Sustainment, Restoration, and Modernization (SRM) projects and $37 billion Real Property Value of State owned and federal owned property. It includes interfaces to report real property inventory data to Headquarters Installation Information System (HQIIS) and CFO Act related real property data to report Annual Financial Statement/Auditing and to the Defense Property Accountability System (DPAS).

The Importance of Technology
How did the technology you used contribute to this project and why was it important?
The technology selected by NGB-ARI-RE provides Web-based facilities, real estate and project management solutions to automate, integrate and manage the full array of Design-through-Operation business functions, a concept that comprises all the processes related to facilities from space planning and project management, through operations and maintenance, to transaction management and lease administration. To get a better sense of what the modernization project aims to do and why it is important, let me provide some background on the challenges we are currently facing in a legacy environment. It was important that the solution bring all these interrelated functions together in one powerful and highly flexible solution and removed all of the issues that are shown below.

1) The user interface is very unfriendly to both an experienced and new user.
2) The time to learn the system and be effective has a long curve.
3) This results in human errors that are introduced and inefficiencies.
4) The Data entry is time-consuming because of the myriad of screens.
5) The system cannot be configured to meet the business process.
6) The system performance is very slow.
7) Maintenance/technical support of the application is expensive.
8) Most of the Help Desk tickets for PRIDE are related to client software configuration and user account management issues.
9) The data quality is less than expected.
10) The data volume is less than expected due to lack of use due to the myriad of issues.
11) The current user interface does not meet NGB-AIS architectural guidelines.

My project specifically targets on major functional design changes which will allow the NGB to resolve many of the common inefficiencies of the legacy system. The major changes we are adopting are:

 Workflow modeling – A fundamental aspect of system setup is to create the appropriate workflow model within the system, i.e. define you business process to the system. Instead of having to live with a rigid structure (projects>phases>tasks for example) the system allows you to define the structure your organization uses to track facilities or projects. Within this structure, you not only define the data elements, but also the triggers (like approvals and modifications) that walk users through the process. This allows the application to flow more like your business process rather than fitting your process into a rigid database structure.

 Interface customization – Through the Momentum programming interface the user screens can be customized to only include necessary data elements and indicate required data elements. Links to data element definitions and other helpful resources can be included directly on the page. Screens can be specific to states, groups, or even specific individuals. Built on top of the workflow model, the interface can be intuitive to the user who understands the business process.

In addition to these enterprise licenses, NGB also purchased 54 workstation licenses for CAD Integrator (one for each state).

Other key licenses purchased as part of this project are:
 Momentum – Programming interface that allows customization of the interface, objects, and data elements within the system.
 BusinessConnect – Provides a programming interface to connect Tririga applications to other enterprise level applications, such as accounting, human resources, etc.
 Crystal Reports – Licenses for users to connect and create their own custom reports using Crystal Reports.
 AutoCad Integration is built-in and allows uploading of drawing and plans into the application for reviews.



Benefits
Has your project helped those it was designed to help?   Yes

Has your project fundamentally changed how tasks are performed?   Yes

What new advantage or opportunity does your project provide to people?
The modernization of the Legacy system upgrades the current client-server to a web enabled application. The PRIDE Web application is designed to capture all the key elements for Facilities and Projects. It introduces new scalable technology to accommodate growth as the application user adoption increases due to the intuitive, flexible and easy to follow application processes. The PRIDE Web application has strong emphasis on compliance with the NGB business processes, Business Enterprise Architecture (BEA), Army’s Real Property Inventory Requirements (RIPR) and also Chief Financial Officer's Act (CFOA). The users have a navigation path within the application that helps provide a hierarchical view with easy and quick data entry as well as data retrieval. There are smart sections where the users can enter filters and query the data to fetch multiple records that meet the filter. The application provides ability these records that have been fetched from the database and export them in multiple data formats [Microsoft Excel, CSV, PDF, and HTML]. It has the ability to upload data into the application from a Microsoft Excel. This uploaded data is subjected to the same set of validation the application performs when a user is entering any data via the data entry screen. The functionality takes away the need to create external databases for creating summarized reporting and other adhoc reporting needs. This can now be achieved using Excel instead of the database.

The user screens which have many inbuilt pick lists helps with bring higher efficiencies to the user community. This in turn enables the users to input accurate information in the system which helps NGB report accurately to Office of the Secretary of Defense (OSD). This helps gets appropriate funding required by the states for the project execution. The other benefits for the users are flexibility using the ARNG facility management business processes.
The projects module in the PRIDE Web application changes how tasks are performed. The PRIDE Web Project forced the teams to re-examine and refine the processes and underscored the importance of clearly defining workflows and approval milestones. Security protocols have also been addressed which were previously not incorporated into the process. The graphical user interface (GUI) is intuitive and has the flexibility to ensure that changes to the GUI can continue to be made after the initial deployment. The PRIDE Web application has customizable portal sections that can be configured to deliver graphical view and performance metrics to the NGB leadership without having to run reports thus saving a lot of their time. Another functionality of PRIDE Web application is the inbuilt data warehousing capability.The application flow can be tailored to closely match the ARNG’s existing business processes. Changes to the application flow can continue after the initial modernization deployment to adapt to changes in or additions to existing business operations. New federal and state requirements emerge constantly and this flexibility is critical to doing business within the ARNG.
An Enterprise license allows access to the four following modules:

• Real Estate – Replaces the current real property module in PRIDE; Tracks all of the existing real property information in PRIDE including leases. Allows definition of accounts for facilities and lease management.
• Project Management - Replaces the current project management module in PRIDE; Tracks more project elements, including change orders and schedules. It will allow definition of project budget and accounts, input of contracts and invoices against those accounts.
• Operations – Replaces the current maintenance management module in PRIDE; Contains employee self service to allow users in the field to submit service requests, tracks service contracts and preventative maintenance; includes warehouse inventory; allows for definition of budget and accounts.


If possible, include an example of how the project has benefited a specific individual, enterprise or organization. Please include personal quotes from individuals who have directly benefited from your work.
The assessment of 189 Louisiana National Guard (LANG) buildings affected by Hurricanes Katrina and Rita. After Katrina, LANG personnel and experts from Jacobs Engineering were on the ground with National Guard Bureau (NGB) representatives, with whom we partnered to develop a plan to assess and estimate the damage caused by the Hurricane. Within two weeks of the Hurricane, ten teams of architects/engineers (A/Es) assessed the damage, developed reports, and documented the specific damage via text and photographs.

Three teams of LANG documentation specialists were mobilized to input the data into the appropriate Federal forms and PRIDE system that will tack the process (DD Form 1390/91 for new construction or NGB 420R for renovation/repair) and attached these forms to the full reports. This allowed the LANG immediate access to validated information, which was provided to Congress through the NGB and the Department of the Army. Through a combination of supplemental federal funding bills, reallocations of the Army’s funding, as well as State of Louisiana funded projects, we were able to obtain all necessary resources for the implementation of a program that addressed the repair, restoration and reconstruction of the damaged or destroyed facilities. As funds became available, immediate programming planning activities had to be conducted to address the obligation of over $480 million ($210 million to re-establish Jackson Barracks) before October 1, 2006 and end 2015. A special challenge was presented by the historic restoration of Jackson Barracks, which alone represents close to half of the overall cost of the entire LANG reconstruction program.

The information from NGB-ARI’s PRIDE provided to LANG and the Department of the Army was used to justify and secure congressional funding under Supplemental Legislations. In addition to the projects required for reconstruction and restoration, projects originally slated for future years were pulled forward based on cost, readiness, and military stationing plans. The PRIDE Web integrated web based suite of modules for use in tracking National Guard Bureau (NGB) and individual state level facility management actions. The system helps manage distribution, tracking and reporting of the funds for for the Military Construction (MILCON), Sustainment, Restoration, and Modernization (SRM), and Base Operations (BASOPS) programs. This will reduce the work load on specific individuals by moving the extra work to others who are responsible for the updates / approvals. This will ensure quality and accurate representation of actions taken on the system record. A total of over $480 million was allocated for the reconstruction of LANG facilities, of which, $173 million were allocated for the reconstruction and repair of damaged facilities at Jackson Barracks. The State of Louisiana has funded an additional $37 million for needs not covered by Federal funding. Please see attached files to show example of the NGB projects at New Orleans, LA.


Originality
Is it the first, the only, the best or the most effective application of its kind?   All of the above

What are the exceptional aspects of your project?
The PRIDE Web application will be the first application meeting the compliance requirements of Department of Defense (DoD). It will be the most comprehensive state of the art facility management system across the DoD components. PRIDE Web will support facility management processes and workflows from the National Guard Bureau all the way down to the 54 states, territories, and the District of Columbia. The flexibility of the software will allow us to meet the needs of essentially 54 different businesses. The PRIDE Web application is designed to capture all the key elements for Facilities and Projects. It introduces new scalable technology to accommodate growth as the application user adoption increases due to the intuitive, flexible and easy to follow application processes. The PRIDE Web application has strong emphasis on compliance with the NGB business processes, Business Enterprise Architecture (BEA), Army’s Real Property Inventory Requirements (RIPR) and also Chief Financial Officer's Act (CFOA). The users have a navigation path within the application that helps provide a hierarchical view with easy and quick data entry as well as data retrieval. There are smart sections where the users can enter filters and query the data to fetch multiple records that meet the filter. The application provides ability these records that have been fetched from the database and export them in multiple data formats [Microsoft Excel, CSV, PDF, and HTML]. It has the ability to upload data into the application from a Microsoft Excel. This uploaded data is subjected to the same set of validation the application performs when a user is entering any data via the data entry screen. The functionality takes away the need to create external databases for creating summarized reporting and other adhoc reporting needs. This can now be achieved using Excel instead of the database.

An exceptional aspect of the project is our ability to be inclusive of a wide variety of stakeholders scattered in the various states. This project also provided us a much needed opportunity to re-examine our business processes and workflows and we have been able to integrate many independent processes. From a technical perspective, the associated relationships in the database instead of the hierarchical structure, allows for much better technology.


Difficulty
What were the most important obstacles that had to be overcome in order for your work to be successful? Technical problems? Resources? Expertise? Organizational problems?
The PRIDE Web project management had first obstacles in engaging the stakeholders. The stakeholders included the 5 branches of the NBG-ARI division and the 54 states. The challenge was getting the 54 states to allow for standardization as each of the state had variation in the maintenance processes. I worked with the project team and decided to setup on 5 standard processes that would be initially adopted for the states. This helped in containing the level of changes that was required for meeting the needs of every single state for the maintenance processes.
Another clear challenge was the getting clearly defined requirements. There was no documentation for the existing processes that were used in legacy pride system. As an organization we did not have any existing process documents. So we had the requirements document reviewed across a large cross section of the stakeholders. This helped getting the document to a more granular and correct view.
The PRIDE Web application had to meet DoD security requirements. Recognize a significant portion of this project will be to meet all DOD, Army, and NGB information technology security requirements. Undergoing the DIACAP process and CAC enabling to be certified and get the ATO, PRIDE CCB and the Army IRB. These requirements take significant time to document and achieve, however it will result in more confident support of the PRIDE system at those levels.

Often the most innovative projects encounter the greatest resistance when they are originally proposed. If you had to fight for approval or funding, please provide a summary of the objections you faced and how you overcame them.
The PRIDE Web application required significant funding and had to undergo the rigorous process with the DoD Investment Review Board (IRB) which required me to provide strong justification for the business case and benefits. The IRB has senior ranking officials within the government which scrutinize the value of DoD investments in technology. The reviews were long running and protracted.

Success
Has your project achieved or exceeded its goals?   Exceeded

Is it fully operational?   No

How do you see your project's innovation benefiting other applications, organizations, or global communities?
The PRIDE Web application is primarily a NGB resource and will be used by the NGB staff and the State Guard. It will help the state user become an avid user due to the seamless and intuitive functionality that has been setup. The state users will have cleaner data to work with and will help better application utilization. On the other hand NGB will have all the right data for reporting to the OSD. The PRIDE Web application has strong emphasis on compliance with the NGB business processes, Business Enterprise Architecture (BEA), Army’s Real Property Inventory Requirements (RIPR) and also Chief Financial Officer's Act (CFOA). The National Guard will have better managed facilities. The application will be more transparent and accountable to The Congress, DoD, Army, and ultimately the taxpayers.

How quickly has your targeted audience of users embraced your innovation? Or, how rapidly do you predict they will?
The PRIDE Web application look and feel was unfolded at a NGB-ARI User conference and the response has been very positive and encouraging. The users are very much looking forward for an application that provides them streamlined, intuitive and easy data entry, data extraction and reporting solution. This is the goal for the users. The demonstrations provided on the PRIDE Web gave them an idea their goal was also going to be achieved with the PRIDE Web application. The deployment is expected to be accepted immediately by the users as this change is mandated by NGB however there will some sections who will be resistant to change as this upgrade also adds certain level of security around the data and this security aspect may not be welcome as it will restrict unfettered access to data. The transition and training planning has been initiated by MAJ Simmons and the project team. This will further help increase the rate at which the users will adopt the new technology.
Digital/Visual Materials
The Program welcomes nominees to submit digital and visual images with their Case Study. We are currently only accepting .gif, .jpg and .xls files that are 1MB or smaller. The submission of these materials is not required; however, please note that a maximum of three files will be accepted per nominee. These files will be added to the end of your Case Study and will be labeled as "Appendix 1", "Appendix 2" or "Appendix 3." Finally, feel free to reference these images in the text of your Case Study by specifically referring to them as "Appendix 1", "Appendix 2" or "Appendix 3."

Currently Uploaded Appendices:
Appendix1.JPG
Appendix2.xls
Appendix3.xls