HUD's Web Management Operating Procedures

Section 2: General Procedures

N: Management Planning

HUD's web products exist to support achievement of HUD's mission and strategic goals; therefore, Web Managers and Web Coordinators throughout the Department should work with their organizations to identify opportunities to use the web in management planning.

Departmental Web Team Duties

• State of the Web: The management planning cycle for the Departmental Web Team normally starts in March or April, with the writing of the annual State of the Web Report. In that report, the Web Team documents the status and accomplishments in web management for the past year and the major goals and objectives for the next year. Plans include any actions required by law, regulation, OMB policy, or other official policy. The State of the Web Report is sent through the Director of ODOC to the Deputy Secretary, and it is posted on the Internet website on Bookshelf 15, with a prominent link on hud@work. The Web Team also prepares a transmittal memo for the Deputy Secretary, in case he/she wants to send the report to all Principle Staff, officially.
  
  
• Management Plan: In September, it's time to develop the Deputy Secretary's guidance for the Management Plan for the coming year. We write the section in the ODOC portion of the Deputy Secretary's guidance that pertains to web management. Normally, we simply copy the same goals and objectives that we've articulated in the State of the Web report.
  
  We also work with Web Managers to identify some suggestions that they can provide in their management chains for ways to use the web to implement strategic goals (see Appendix I).
  
  We encourage Web Managers throughout the Department to report significant web-related successes achieved through the Management Plan process, and we share those with the Director of ODOC.
  
  
• QMR Standards: Also in September, we revise and update the annual Quality Management Review standards related to web management. If there are changes, we make sure that the Regional Web Managers are aware of them. See Section 3-I for more information on the process and web management responsibilities. Current QMR web management criteria and evaluation methodology are in Appendix J.
  
  
• Financial Management 5-Year Plan: Sometime in the fall (it varies from August to October), the CFO asks the Departmental Web Team to update the "E-Government" section of the annual update to the Financial Management 5-Year Plan. This is a document that is required by OMB policy. Again, we use what we've written in the State of the Web to document accomplishments and describe the goals and objectives that we've laid out for the coming year.
  
  
• Annual E-Government Report: In December, the CIO is required to submit HUD's annual report on achievement of the E-Government Act. The Departmental Web Team reports on HUD's achievement of and compliance with the OMB Policy Memo M-05-04, Policies for Federal Agency Public Websites and any supplemental guidance or requirements mandated by OMB.
  
  
• Annual Budget Process for the Working Capital Fund: Working with the Office of Administration, the Departmental Web Team develops the annual budget for technical support of the Internet, intranet (for the Departmental Web Team and Regional Web Managers), kiosks, and HUD-PCs. Normally, the planning process starts in February. The Web Team develops the budget for ongoing maintenance of the content of the websites for the Web Team, the Regional Web Managers, and the small Headquarters Offices, for new development efforts for generic capabilities (for example, a new discussion software that all Web Managers could use), and for content support of the kiosks and HUD-PCs. The Web Team is the "project sponsor" for Internet/intranet and kiosks/HUD-PCs. Office of Administration staff are typically the GTRs and GTMs on support contracts.

Responsibilities of All Web Managers

All Web Managers are responsible for being involved in the Department's processes for management planning.

• Management consulting: Web Managers should work with the managers in their organizations on an ongoing basis to help them use the web to meet goals and to solve problems.
  
  
• Management Plan: Web Managers should identify new ideas for using the web to meet Management Plan goals and take action to market their ideas with the managers in their organizations, during the annual Management Plan development process in the fall. If possible, Web Managers should get on Management Plan committees, where you'll be able to consult and provide expert advice as Management Plan activities are being discussed. Web Managers should report significant web-related Management Plan successes to the Departmental Web Team so they can be included in the annual State of the Web report.
  
  
• QMRs: Regional Web Managers can use the QMR process as a opportunity to meet with managers to discuss new ways to use the web to make their operations more effective.