UNCLASSIFIED ROUTINE R 031256Z OCT 16 FM CNO WASHINGTON DC TO NAVADMIN INFO CNO WASHINGTON DC BT UNCLAS NAVADMIN 222/16 MSGID/NAVADMIN/CNO WASHINGTON DC/N2N6/SEP// SUBJ/INFORMATION TECHNOLOGY PROCUREMENT REQUEST APPROVAL PROCESS FISCAL YEAR 2017 GUIDANCE// REF/A/MSG/CNO WASHINGTON DC/011830ZFEB16// REF/B/MSG/CNO WASHINGTON DC/041557ZFEB16// NARR/REF A IS NAVADMIN 021/16, FY16 ITPR APPROVAL PROCESS. REF B IS NAVADMIN 026/16, GUIDANCE FOR MIGRATION FROM ALL LEGACY VERSIONS OF WINDOWS OPERATING SYSTEMS TO WINDOWS 10// RMKS/1. This NAVADMIN cancels and supersedes reference (a), guidance for the Information Technology Procurement Request (ITPR) and approval process. For Fiscal Year 2017 (FY17) the approval system name has changed from Navy Information Dominance Approval System to Navy Information Technology Approval System (NAV ITAS). The name change has no effect on the ITPR process or capability of the system. All subordinate commands should refer to their Echelon II Command Information Office (CIO) for additional guidance in regards to this NAVADMIN, as local policy may be more restrictive in capturing command Information Technology (IT) spend. 2. Information Technology Acquisition Approval Process ensures effective and efficient expenditure of funding to acquire IT capabilities, prevent duplicate investments, provide visibility on all Navy IT related expenditures, and ultimately achieve strategic sourcing for IT procurement. Command Contracting Officers and Purchasing Agents, including those operating at Fleet Logistic Centers may "initiate" contracting actions however; they are not authorized to "obligate" government funds without an approved ITPR control number included with the procurement documents. 3. All Programs of Record (POR), including Defense Business System requests are encouraged to utilize the systems subject matter expert exemption Speed Pass. In addition all PORs and non-PORs are encouraged to submit annual Spend Plan requests; an approved spend plan eliminates submitting subsequent requests during the fiscal year. 4. The following IT procurement guidance for FY17 applies to all IT assets, defined to including hardware, software, maintenance, contract support, telecommunication services, and back office IT that supports tactical programs reported in the Program Budget Information System-IT (PBIS-IT) or National Intelligence Program (NIP) reporting and oversight databases and resourced with the Navy and/or NIP appropriated funds. Echelon II Command Information Officers (CIOs) are authorized at their discretion to utilize the ITPR process to track IT procurements resourced outside of the Navy’s IT budget. Commands acting as Executive Agents for Department of Defense (DoD) programs using non-Navy IT budget dollars to procure hardware, software, maintenance, support, or telecommunications in support of other DoD components (e.g. Defense Health Agency) or non-DoD agency programs (e.g. Department of Energy) may submit an ITPR for tracking purposes. Expenditures for such requests will not be reported in the IT expenditure reporting summary. All ITPRs, regardless of funding source, shall be properly scoped for the required need and shall not be segmented to avoid the IT dollar thresholds or IT oversight and governance. a. IT asset requests of $25,000 or less, including assets purchased via the Government Credit Card in accordance with Echelon II CIO authorization, are exempt from this ITRP process. To assist in reporting IT spend of less than $25,000, NAV ITAS provides an abbreviated ITPR smart form that is designed for local command review and approval by a designated Trusted Agent. Commands that opt to use the $25,000 or less NAV ITAS abbreviated smart form are not required to submit a quarterly spend report. Echelon II commands that do not require subordinate commands to utilize the abbreviated smart form must submit a spend report at the end of each quarter to Department of the Navy, Deputy Chief Information Officer Navy (DDCIO(N)). Restrictions to the $25,000 threshold can be found in paragraph 5. For ITPRs less than $500,000 the Echelon II CIO retains discretion to set a local approval threshold amount for assigned Echelon III and below commands. In addition Echelon II CIOs retain discretion in regards to utilizing the abbreviated ITPR smart form for all requests less than $500,000. Restrictions to using the abbreviated form can be found in paragraph 5. All requests $500,000 or greater will route to the DDCIO(N) for approval. ITPRs submitted for $20 million or greater require Chief of Naval Operations (OPNAV N80) staff review. OPNAV N80 will in coordination with DDCIO(N) recommend final approval or disapproval. If further review is required, N80 will present the request to the Resources Requirement Review Board for a final procurement decision. b. Procurement requests must be submitted electronically via NAV ITAS for: (1) Business mission area programs certified and approved in the year of execution by the Defense Business Council/Investment Review Board and non- programs of record software, hardware, maintenance, and support services. (2) Fleet/Outside the Continental United States (OCONUS) network centric IT assets (i.e. consolidated afloat network enterprise services and One-Net including all support service contracts regardless of contract value). (3) Next Generation (NGEN) program management and network IT infrastructure only. (4) Cryptologic (UNCLASSIFIED) IT assets including support service contracts regardless of contract value. (5) UNCLASSIFIED IT assets procured using Military Intelligence Program and NIP funds. CLASSIFIED IT assets are not part of this process and should never be submitted using this unclassified system. Submission of classified ITPRs requires prior coordination with DDCIO(N) and the Naval Intelligence Activity Command Information Officer. (6) IT for industrial/base operating support (i.e., heating, ventilation, air conditioning, perimeter security, and anti -terrorism force protection) including all support service contracts regardless of contract value. (7) Ashore excepted network infrastructure assets including all support service contracts regardless of contract value. (8) Commercial off the shelf (COTS) and Government modified off the shelf (GOTS) software. (9) Telecommunications commercially supported handheld wireless communication devices, non-tactical radios, and telecommunication service support contracts regardless of contract value. (10) Back office IT that supports oversight and program management operations of Program Executive Office, Program Manager Warfare or Program Manager Air and Weapon Systems support (i.e., portals, hardware, and software tools, engineering services, financial management, installation, and support service contracts regardless of contract value). (11) Research, Development, Test, and Evaluation laboratory network infrastructure that supports weapon system replication, trainers, ranges, and simulators, including all service and staff support contracts regardless of contract value. (12) Small Business Innovative Research pilots/proofs of concept if funding source is in PBIS IT. (13) Bureau of Medicine and Surgery, IT assets procured using Continental United States/OCONUS Navy IT funding dollars and shipboard IT assets that support Fleet Force Health Protection operations, including all staff and service support contracts regardless of contract value. c. Windows 10 Secure Host Baseline (WIN 10 SHB) migration. Per reference (b), all DoD component organizations must migrate from Microsoft legacy operating systems to the Defense Information Service Agency (DISA) approved WIN 10 SHB version by 31 January 2017. In order for product keys to work with the DISA approved WIN 10 SHB, commands must submit an ITPR to purchase Windows Software Assurance (SA). SA allows for updates of the operating system version using the purchased product keys. Additional information can be found at the DON ESL Link: https://navy.deps.mil/peoeis /sites/pmm110/microsoft/default.aspx). Note: The Windows SA Upgrade CLINS are not specific to version. There are two CLINS - one is a "platform" price (includes Office) and the other is without Office. Additionally, there is no requirement to procure WIN7 in order to transition to WIN10; however, some engineering, software or enterprise technical issues will require a move to WIN7 and then to WIN10. If that situation exists, it will require an explanation in the ITPR Executive Summary in order for an approval decision to be made. d. Multi-Function Devices (MFD) policy. Echelon II Command Information Officers must continue to use Defense Logistics Agency (DLA) services or Electronic Mall (eMall) for printer leases and procurements purchases. If DLA, DoD eMall, or NGEN (eMarketplace) cannot satisfy the printing requirements, a waiver request and Business Case Analysis (BCA), that includes a justification for deviating from using DLAs printing services recommendations must be submitted through NAV ITAS. All print service requests for NGEN, must be submitted via your NGEN command technical representative. There is no requirement to submit ITPRs when obtaining printers and MFDs using the NGEN CLIN process for NGEN print services. DDCIO(N)'s NAV ITAS MFD procurement cut-off date for FY17 is 20 July 2017, which will allow requestors to meet the DLA cut-off date of 31 July 2017. Requests submitted after 20 July 2017 will not be considered unless there are extenuating circumstances related. e. Commands shall continue to submit an ITPR for all software and maintenance products procured from any DON Enterprise License Agreement (ELA), and Enterprise Software Initiative (ESI) including all PORs. There are no exceptions or approval alternatives, no matter the source of funding or core products that have been funded by the enterprise (e.g. oracle core products). If a DON ELA/ESI cannot satisfy the requirement, an automated waiver request, that includes a justification for deviating from using DON ELA, must be submitted through NAV ITAS. Catalog products, Blanket Purchase Agreement (BPA) software products, and core products centrally funded and paid annually must have ITPRs submitted within NAV ITAS. Software vendors will not initiate procurement actions without ITPR approval. f. Commands must submit an ITPR with detailed justification for the procurement or sustainment of portals, websites, and web presence that are considered a collaboration or information sharing IT environment used to enhance operational or business mission areas. All portal submissions will be reviewed and adjudicated by DDCIO(N) regardless of the total cost. g. Commands must submit an ITPR with a BCA and Engineering Analysis for every Commercial Cloud Computing Services (CCCS) request. All CCCS requests will be reviewed and adjudicated by DDCIO(N). Negotiations between commands and vendors are not authorized. h. To ensure data center and server hardware transactions are compliant with the National Defense Authorization Act Fiscal Year 2012 section 2867 waiver review and approvals, all requests must be submitted through NAV ITAS. This includes all PORs, including major automated information systems, defense business systems, and supporting back office IT. There are no exceptions or approval alternatives. i. Commands must submit an ITPR with detailed justification for the procurement of new Navy IT help desks or upgrades (technology refresh and software/hardware updates) to existing help desks that are on track to be consolidated into the Navy Enterprise help desk. All help desk submissions will be reviewed and adjudicated by DDCIO(N). This includes all PORs, no exceptions or approval alternatives. j. Commands must submit an ITPR for the procurement of all WiFi connections. All WiFi connections must be configurable and secured in accordance with the Navy’s mobility policy. 5. Restrictions apply to the $25,000 local command approval and use of the abbreviated smart form for requests less than $500,000. The following are not exempt and not authorized to use the abbreviated smart form. a. MFD/DLA print services. b. Software/maintenance products using any DON ELA/ESI. c. Procurement/maintenance support of portals, websites, and web presences. d. Commercial cloud computing services, Data Center and server hardware/software waiver reviews and approvals. e. FY17 year of execution approved Defense Business System requirements. f. Navy IT Help Desks or upgrades, (technology refresh and software/hardware updates). g. New COTS and GOTS applications not registered in the DON Applications Database Management System and not approved for use by the assigned Functional Area Manager. h. Contract support services that will exceed the $25,000 threshold over the course of the contract (includes option years). 6. The following are exempt and do not require submission or approval: a. Weapons and Platform IT designated systems not reported in PBIS-IT (e.g., command, control, computer, communications, intelligence, surveillance, and reconnaissance). b. Consumables, (e.g., batteries and power supplies, surge protectors, paper, toner, ink, compact disc, digital video disc media). c. Peripherals (e.g. Smart Card/Common Access Card readers and sleds, computer monitors or televisions used for command display purposes, digital cameras not used for perimeter security or surveillance, traditional telephone handsets, mouse, keyboard, joysticks, trackballs, computer microphones, speakers or headsets). d. NGEN priced and un-priced contract line item numbers not associated with NGEN program management. e. Consumable spare parts for computers (e.g. motherboards, removable internal/external hard drives, memory cards). f. Personnel IT training and subscriptions not reported in the IT budget. g. Attendance at vendor or government sponsored IT conferences. 7. Organizational responsibilities: a. Echelon II CIOs and budget submitting offices: reference and incorporate revised policy contained in this NAVADMIN into local regulations and standard operating procedures. b. Assigned Type Commander (TYCOM): NAV ITAS Command Managers must assist afloat command users with ITPR submissions and are responsible for ensuring the ITPRs they approve for their command and their subordinate commands are complete and acceptable. Pacific Fleet and United States Fleet Forces Command Customer Service Representatives (CSR) will support TYCOM and afloat command users with ITPR submissions as required. c. Command CSRs: Responsible for modifying and validating streamlined workflows, assisting new and existing users aligned to their command in the creation of NAV ITAS accounts, ITPR requests, answer general questions about the process/tool and communicate new guidance and policy affecting the ITPR process. d. Trusted Agent: Assigned at the Echelon III and below, responsible for reviewing and approving ITPRs $25,000 or less. 8. Point of contact is Mr. Michael Cricchio, OPNAV N2N6BC1 at (571) 256-8510 or email: michael.cricchio1(at)navy.mil. 9. Released by VADM Jan E. Tighe, Deputy Chief of Naval Operations for Information Warfare, OPNAV N2N6.// BT #0001 NNNN UNCLASSIFIED//