Internal Scanning Worksheet

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1. Purpose:
   1. To summarize the interfaces between the HS Agency's internal entities and the IT division, noting the relationships in terms of the responsibilities and dependencies. This leads to an understanding of the influences the internal entities and the IT Division exert on one another. For strategic planning purposes it is not necessary to define each interface precisely but only to identify and characterize them in terms of the types of information exchanged. This includes an understanding of the relationships among the HS Agency's internal entities, as well as between these entities and the HS IT Division.
   2. Each row should include a reference to the source data that was used to develop the summary. This source data could take any form, such as a report, presentation, Web site, or an individual.
      
2. Instructions:
   1. Column 1 lists the internal entities (e.g., programs, organizational structures, or individuals within the HS Agency scope).
   2. Column 2 lists the electronic and manual interfaces to this entity (e.g., the IT division receives electronic problem reports from users).
   3. Column 3 lists the responsibilities the IT Division has to the entity (what goes out of the IT division).  Responsibilities indicate objects (technology resources, information services, reports, etc.) that the entity expects to receive from the IT division (e.g., standard software applications on all users workstations).
   4. Column 4 gives the dependencies the IT Division has on the entity. (what comes into the IT division). Dependencies indicate objects (funding, IT needs, facilities) that the HS Agency provides to the IT division (e.g., functional requirements, policy, or interpretations of Federal law).
   5. Column 5 lists the constraints on the interfaces, responsibilities, or dependencies that originate within the HS Agency, possibly in reaction to constraints imposed from outside the HS Agency (e.g., Human Resource policy, budgets, contracting law, staffing).
   6. Column 6 documents any quality measures or perceptions about the interface or associated support (such as that gained from user surveys). Consider whether the information is passed in a timely manner, if it is accurate, or if it is presented in a usable form.
   7. Column 7 lists potential changes to an entity or the relationship. This may include organizational changes or changes to ongoing programs. For each possible change, include the following:

      i. Expected time frame

      ii. Likelihood of occurring

1. Column 8 describes the relationships.
2. Column 9 is for collecting other information about the entity that might impact either the HS Agency or the IT Division.
3. All entities listed in the Internal Environment Data Collection Plan Worksheet must be described.
4. Example (TANF)

Example - Internal Scanning Worksheet

Internal Scanning Worksheet