DEPARTMENT OF THE ARMY ASSISTANT CHIEF OF STAFF FOR INSTALLATION MANAGEMENT 600 ARMY PENTAGON WASHINGTON, DC 20310-0600 MEMORANDUM FOR SEE DISTRIBUTION SUBJECT: Geographic Information Systems (GIS) Waivers, Certifications and Army Portfolio Management System (APMS) 1. References: a. Army Regulation 25-1, Army Knowledge Management and Information Technology, 15 July 04. b. Memorandum, SAIS-ZR-1, 03 Feb 05, subject: FYO5 Army Knowledge Management (AKM) Goal 1 Resource Execution Guidance. c. Directive: 10 U.S.C. 2222 (a) (1) as amended by section 332 of the National Defense Authorization Act for FYO5. 2. Policy and Guidance for GIS waivers, certifications and APMS is enclosed for immediate compliance and implementation. a. In accordance with reference 1(a) and (b), all GIS systems must be entered in APMS. Initial suspense is 13 Dec 05. As additional systems are identified or developed, they must be immediately identified in APMS. b. In accordance with reference 1(a) and (b), waivers must be obtained for applicable GIS expenditures prior to obligation of funds. c. In accordance with reference 1(c), certification must be obtained for applicable GIS systems prior to obligation of funds. etc ® Pace PaneDAIM-ZA SUBJECT: Geographic Information Systems (GIS) Waivers, Certifications and Army Portfolio Management System (APMS) 3. The OACSIM points of contact are Mr. Joshua Delmonico, DAIM-ZS, (703) 602- 2851, Joshua.Delmonico@hqda.army.mil, Mr. Jamie Markol, DAIM-ZS, (703) 602-0287, Jonathan.Markol@hqda.army.mil and Mr. Tony Whitehead, DAIM-ZS, (703) 602-5180, Tony.Whitehead @ hqda.army.mil. Lieutenant General, GS Assistant Chief of Statf for Installation Management DISTRIBUTION: DARNG NGB-ARE NGB-ARI NGB-ART NGB-AIS NGB-AVN CFSC SFIM-AEC-CO IMAH-ZA, DAIM-ZS. DAIM-FD DAIM-BD. DAIM-RD DAIM-ZR DAIM-ZXA DAIM-CD. DAIM-EDEnclosure 1 Geographic Information Services (GIS) Waivers, Certifications and Army Portfolio Management System (APMS) 26 October 2005 1. Purpose. This document provides policy guidance on waivers, certification and the APMS pertaining to installation and training site GIS systems and GIS expenditures within the Department of Army (Active, Reserve and National Guard). 2. Scope. This policy statement applies to all Headquarters, Department of the Army- funded (in-house or contracted) installation GIS systems and Information Technology (IT) expenditures, 3, Background. To effectively manage the Installations and Environment (I&E) domain GIS expenditures it is necessary to comply with existing policy and guidance. This document provides clarification on common questions relating to how IT policy on waivers, certification and APMS apply to GIS systems. 4, APMS. According to AR 25-1 all existing, proposed and newly created systems must be entered in the APMS. The definition for systems is included in AR25-1. APMS can be found at httos:/mww_us.army.mil/suite/portal.do?$p=84688. In order to obtain a waiver or a certification to spend funds your system must have an U.S. Army Information Technology Registry (AITR) number. This number is obtained by registering your system in the APMS. All existing, proposed and newly created spatial (GIS and Computer-Aided Design and Drafting (CADD)) systems must be entered in APMS. All GIS systems that meet any of the following criteria must be entered into APMS: a) any GIS that has an internet or intranet publishing capability (such as ArcIMS or MapGuide), b) any GIS system that stores data in a relational database management system ((such as Oracle or SQL Server) Microsoft Access is exempted from this, requirement)), c) utilizes ArcSDE. Desktop GIS and CADD software such as ArcView, ArcGIS, and AutoCad should not be input into APMS. 5. Waivers. According to AR 25-1 all IT expenditures greater than $25K utilizing Operations and Maintenance funds (including Operations and Maintenance Army (OMA), Operations and Maintenance Army Reserve (OMAR), Operations and Maintenance Army National Guard (OMNG)), or greater than $100K utilizing Research Development and Acquisition (RDA) funds require a waiver from ClO/G6. IT ‘expenditures include the following: a) salaries of staff performing IT work, b) hardware and software expenditures, and c) contracted IT support including system development and operations and maintenance. Waivers can be submitted at httos://akodisc4ko1,us.army.mil/PAC/workflow/home.isp. Waivers should be submitted for systems at the training site level and not rolled up and submitted as one waiver. An IT expenditure for GIS includes the following: a) salaries of GIS technicians, database administrators, system administrators and programmers, b) GIS hardware and software expenditures, and c) contracted IT support including system development andoperations and maintenance. Spatial data (CADD and GIS) development or purchases are not considered an IT expenditure and does not require a waiver. 6. Certification. According to 10 U.S.C. 2222 (a) (1), as added by section 332 of the National Defense Authorization Act for FY05, funds appropriated to the Department of the Defense may not be obligated for a defense business system modernization that will have a total cost greater than $1 million over the life cycle of the developmentmodification effort unless approved by the Defense Business System Management Committee (DBSMC) within the Office of the Secretary of Defense. The DBSMC is chaired by the Deputy Secretary of Defense. Additional information available at http:/ww.acq.osd.mil/bmmp/. Failure to comply with this requirement can result in a Violation of the Anti-Deficiency Act with associated fines and jail penalties. Modernization is defined as new development or changes/modifications to existing systems that improve capability or performance. New GIS system functionality includes the following: a) addition of a web mapping capability (e.g. ArcIMS or MapGuide), b) new tool development in a web environment, c) customizing of commercial off-the-shelf (COTS) software (e.g. customizing and ArclMS site), and d) establishing a metadata server.