Role of IT in the Decennial Census

The Bureau estimates that it will spend about $3 billion on automation and  IT for the 2010 Census, including four major systems acquisitions that are  expected to play a critical role in improving its coverage, accuracy, and  efficiency. Decennial IT Acquisitions Are at Various Stages of Development and Show Mixed Progress against Schedule and Cost Baselines

Three key systems acquisitions for the 2010 Census are in process, and a  fourth contract was recently awarded. As a result, Dress Rehearsal operational testing will  not address the full complement of systems and functionality that was  originally planned, and the Bureau has not yet finalized its plans for  further system tests. Delaying functionality increases the importance of  system testing after the Dress Rehearsal operational testing to ensure that  the decennial systems work as intended. The project life-cycle costs have already increased. The contract was awarded in September 2007. For example, three of the four project teams  had developed strategies to identify the scope of the risk management  effort. However, three project teams had weaknesses in identifying risks,  establishing adequate mitigation plans, and reporting risk status to  executive-level officials. Three project teams (MTAIP, FDCA, and DADS II) developed mitigation  plans that were often untimely or included incomplete activities and  milestones for addressing the risks. The Bureau’s project teams for each of the four acquisitions have  implemented many practices associated with establishing sound and  capable risk management processes, but they are not always consistent:  the teams have not always identified risks, developed complete risk  mitigation plans, or briefed senior-level officials on risks and mitigation  plans. Until the  project teams and the Decennial Management Division implement  appropriate risk management activities, they face an increased probability  that decennial systems will not be delivered on schedule and within  budget or perform as expected. To strengthen risk management activities for the decennial census  acquisitions, the Secretary should also direct the Director of the Census  Bureau to ensure that project teams  identify and develop a comprehensive list of risks for the acquisitions,  particularly those for system interfaces and mobile computing devices,  and analyze them to determine probability of occurrence and appropriate  mitigating actions;   develop risk mitigation plans for the significant risks, including defining  the mitigating actions, milestones, thresholds, and resources; and   provide regular briefings on significant risks to senior executives, so that  they can play a role in mitigating these risks. In addition, the project identified  systems interfaces as a risk. Appendix I: Objectives, Scope, and Methodology

Our objectives were to (1) determine the status and plans, including  schedule and costs, for four key information technology (IT) acquisitions,  and (2) assess whether the Census Bureau is adequately managing the  risks facing these key system acquisitions.
Why GAO Did This Study

Automation and information technology (IT) are expected to play a critical role in the 2010 decennial census. The Census Bureau plans to spend about $3 billion on automation and technology that are to improve the accuracy and efficiency of census collection, processing, and dissemination. The Bureau is holding what it refers to as a Dress Rehearsal, during which it plans to conduct operational testing that includes the decennial systems. In view of the importance of IT acquisitions to the upcoming census, GAO was asked to (1) determine the status and plans for four key IT acquisitions, including schedule and cost, and (2) assess whether the Bureau is adequately managing associated risks. To achieve its objectives, GAO analyzed acquisition documents and the projects' risk management activities and compared these activities to industry standards.

What GAO Found

Three key systems acquisitions for the 2010 Census are in process, and a fourth contract was recently awarded. The ongoing acquisitions show mixed progress in meeting schedule and cost estimates. Currently, two of the projects are not on schedule, and the Bureau plans to delay certain functionality. The award of the fourth contract, originally scheduled for 2005, was awarded in September 2007. In addition, one project has incurred cost overruns and increases to its projected life-cycle cost. As a result of the schedule changes, the full complement of systems and functionality that were originally planned will not be available for the Dress Rehearsal operational testing. This limitation increases the importance of further system testing to ensure that the decennial systems work as intended. The Bureau's project teams for each of the four IT acquisitions have performed many practices associated with establishing sound and capable risk management processes, but critical weaknesses remain. Three project teams had developed a risk management strategy that identified the scope of the risk management effort. However, not all project teams had identified risks, established mitigation plans, or reported risks to executive-level officials. For example, one project team did not adequately identify risks associated with performance issues experienced by mobile computing devices. In addition, three project teams developed mitigation plans that were often untimely or included incomplete activities and milestones for addressing the risks. Until the project teams implement key risk management activities, they face an increased probability that decennial systems will not be delivered on schedule and within budget or perform as expected.