Approvals and Waivers for Obligation of Funds for Data Servers and Data Centers

DON OCIO Memo - Publish Date: 05/31/18


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This memo provides updated amplifying guidance regarding Department of the Navy (DON) implementation of authority delegated by the Department of Defense Chief Information Officer (DoD CIO) to the Military Departments for the approval of all data server and data center related obligations.

Subj: APPROVALS AND WAIVERS FOR OBLIGATION OF FUNDS FOR DATA SERVERS AND DATA CENTERS

Ref: (a) DON Chief Information Officer Memorandum, "Approvals/Waivers for Obligation of Funds for Data Servers and Centers," of September 1, 2015
(b) DoD Chief Information Officer Memorandum, "Approvals/Waivers for Obligation of Funds for Data Servers and Centers," of June 9, 2014
(c) DoD Chief Information Officer Memorandum, "Office of the Secretary of Defense Guidance for Fiscal Year 2019 Information Technology and Cyberspace Activities Budget Submissions," of August 9, 2017
(d) DoD Chieflnformation Officer (CIO) Memorandum, "Changes in DoD Data Center Inventory and Consolidation Implementation Plan Reporting Requirements," of March 31, 2015
(e) Office of Management and Budget Memorandum, "Data Center Optimization Initiative (DCOI)," of August 1, 2016

Encl: (1) DON Data Server and Data Center Waiver Request Form
(2) DON Data Server and Data Center Waiver Request Form Instructions
(3) DON Data Server and Data Center Waiver Scope Matrix and FAQ
(4) DON Urgent Data Server and Data Center Waiver Procedures

This memorandum cancels and replaces reference (a).

The purpose of this memorandum is to provide updated amplifying guidance regarding Department of the Navy (DON) implementation of authority delegated by the Department of Defense Chief Information Officer (DoD CIO) to the Military Departments in reference (b) to approve all data server and data center related obligations, except as noted below:

  • Existing data centers obligating development and/or modernization resources within twelve (12) months of planned closure as reported in the DoD Data Center Inventory Management (DCIM) system
  • Obligations for existing data centers without records in DCIM
  • Obligations for establishment of a new data center or significant expansion of an existing data center
Enclosures (1) through (4) are provided to enhance understanding and compliance with DoD CIO policy, and to accelerate DON approval of data server and data center related obligations.

The DON will continue the following practices in regard to obligation of funds for data servers and data centers:

  • DON CIO will submit quarterly Data Center Obligation Summary Reports for the Secretariat, the Navy, and the Marine Corps to DoD CIO within 45 days of the end of each fiscal year quarter per reference (b );
  • The DON Secretariat, Navy, and Marine Corps Budget Submitting Offices will maintain complete and accurate data center budget information for all Core Data Centers, Component Enterprise Data Centers, and Installation Processing Nodes in the DON's Program/Budget Information System - Information Technology (PBIS-IT). PBIS-IT data will feed into the DoD's Select and Native Programming Data Input System - Information Technology (SNaP-IT), the official database for data center budgets per reference (c)
    • Although Special Purpose Processing Node data centers are not required to provide individual budget details in SNaP-IT, their budgets are required to be represented in the overall Information Technology/Cyberspace Activities Budget submission within Non-Core (Sub-segment 020) IT Infrastructure (Segment 600) Investments per reference ( c );
  • The DON Secretariat, Navy, and Marine Corps will maintain complete and accurate data center facility inventory records in the DoD Data Center Inventory Management (DCIM) system, per references (d) and (e);
  • DON CIO will ensure that each Secretariat, Navy, and Marine Corps data server or data center related investment aligns with the planned end-state, milestones, and dates reported in DCIM as part of the Data Server and Data Center Waiver review and approval process, per references (b) through ( e );
  • To ensure that all transactions are recorded and reported in accordance with this guidance, the Data Server and Data Center Waiver review and approval process shall employ the Navy's Information Technology Approval System (NAV-ITAS) and the Marine Corps' Information Technology Procurement Request/Review and Approval System (ITPRAS) as the sole Navy and Marine Corps vehicles for submitting and processing Data Server and Data Center Waivers within the DON; and
  • The DON Secretariat, Navy, or Marine Corps may not budget any funds or resources toward initiating a new data center, or significantly expanding an existing data center (with significant defined as an eighteen percent or greater increase in data center gross square footage of raised floor and/or white space), without final approval from the Office of Management and Budget Office of the Federal Chief Information Officer, per reference (e). To request approval, commands must submit written justification via the Data Server and Data Center Waiver review and approval process, per references (b) through ( e ), that includes analysis of alternatives (including opportunities for cloud services, inter-agency shared services, and third party co-location) and explanation of the net reduction in the agency's data center inventory that will be accomplished by the new or expanded data center (such as through consolidation of multiple existing data centers into a single new data center).
The DON point of contact is Mr. Randy Darrow, randy.darrow@navy.mil or 703-695- 1986.

Signed by:
Darnen O. Hofheinz
CAPT, USN
Director

TAGS: DCC, Forms/Reports, Infrastructure, Investment Management, ITEAA

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