Library Working through Agile Delivery Method Challenges for Copyright IT Modernization Project

What Office of Inspector General Evaluated

We evaluated the Chief Information Office and US Copyright Office's compliance with the Library’s systems development life cycle and project management life cycle policies and directives and to determine if the Recordation IT system modernization project is currently on schedule and within budget.

What Office of Inspector General Found

We found:

• The project status tracking lacks sufficient detail.
• The suitability of system development life cycle methodologies is not assessed before beginning system development.
• The minimum viable product is over-defined.
• Project responsibilities do not follow agile best practices.
• Scrum events depart from best practices. 
• Risk register is missing contingency plans for project risks.

What Office of Inspector General Recommends

We recommended the Library:

• Develop and implement guidance to track and resolve project health issues for projects using agile, hybrid, or similar methodologies.
• Align guidance with standards like PMI and Office of Management and Budget guidelines, incorporate Earned Value Analysis (EVA) to measure project budgeting and progress, and update dashboard tools for improved transparency.
• Ensure all stakeholders understand the development methodology. Implement stakeholder engagement plans, evaluate risks prior to project initiation, and document best practices for governance and meetings, including optimizing meeting size and content.
• Work with project owners and governance boards to standardize program and project report formats and content, aligning reporting with Project Management Institute or other risk management standards.
• Develop directives for blending System Development Life Cycle approaches tailored to project needs. Secure approval from business owners and financial oversight entities like Financial Services Directorate regarding cost management.
• Create a checklist of required elements for initiating projects, including System Development Life Cycle methodology approval and completing an agile suitability scorecard. Require Chief Information Officer or Deputy Chief Information Officer approval of the checklist prior to starting system development.
• Map the development methodology used for Recordation Modernization Initiative minimal viable product to Library of Congress Directive 5-310.2, address deviations with risk mitigation strategies, and obtain concurrence from Financial Services Directorate and the Register of Copyrights.
• Define the purpose of minimum viable product in agile development. Coordinate with relevant offices (e.g., Contracts and Grants Directorate for contract management, Financial Services Directorate for cost management) and codify the definition and process into policies.
• Collaborate with legal counsel and Contracts and Grants Directorate to align development contract responsibilities with Project Management Institute's Agile Practice Guide. Establish risk mitigation strategies for instances where the Library chooses to deviate from agile best practices.
• Update the Agile at the Library site and other relevant guidance to align with The Scrum Guide and Project Management Institute standards.
• Create checklists and supervisory controls to ensure adherence to updated agile guidance. Ensure proper implementation methodologies during projects.