Background
WillCo Tech is a leader in cybersecurity compliance management solutions (CyberSTAR and IASTAR). For several years, WillCo Tech has provided the underlying software for the Army Training and Certification Tracking program (ATCTS), which is integral in managing the compliance and certification of cyber personnel across the entire Army. It integrates with prominent training providers, such as CompTIA, enabling cyber workers to request vouchers to take certification exams directly within the ATCTS platform.
Given the nature of cybersecurity roles and the constant need for up-to-date certifications, the Army purchases a substantial number of pre-paid certification test vouchers each year. These vouchers are then issued to eligible civilian and military cyber workers as required.
Problem Statement
By mid-2024, the US Army encountered a significant challenge: they had exhausted their annual budget for certification test vouchers but still faced a massive backlog of voucher requests. This situation arose due to several contributing factors:
- CompTIA Vouchers Do Not Expire: Unlike many other prepaid vouchers, CompTIA's vouchers do not have an expiration date. While this provides flexibility, it also resulted in vouchers being unused for extended periods.
- Misassigned and Unused Vouchers: The Army had issued several vouchers to personnel who were no longer in active roles, no longer affiliated with the Army as civilians or military personnel, or no longer serving in cyber-related positions.
Contributing Factors to the Problem
- Unassigned Vouchers: ATCTS allows administrators to unassign unused vouchers. However, this process was only possible one by one, making it labor-intensive and inefficient for large-scale adjustments.
Solution Implementation
To address the voucher management issue, WillCo Tech collaborated closely with our Army point of contact, who was responsible for overseeing the ATCTS program. The following steps were taken:
- Data Analysis and Reporting: The first step was to generate comprehensive reports identifying all unused vouchers within ATCTS. These reports helped pinpoint approximately 3,500 vouchers, valued at around $50 each, eligible for reassignment.
- Development of a Mass Update Feature: Recognizing the limitations of the existing system, WillCo Tech developed a functionality within ATCTS that enabled mass unassignment of vouchers. This feature significantly reduced the time and effort required to manage voucher allocations, allowing administrators to swiftly unassign multiple vouchers and reallocate them to eligible personnel.
Outcomes
The implementation of the mass update feature led to immediate benefits:
- Cost Savings: By reclaiming and reallocating 3,500 vouchers, the Army effectively saved approximately $175,000. These vouchers could be reassigned to active cyber workers, ensuring they had the resources needed to maintain their certifications and readiness.
- Operational Efficiency: The ability to perform mass updates transformed a previously tedious task into a streamlined process, freeing up administrative resources and allowing for better focus on other critical compliance and training activities.
- Enhanced Accountability: With improved tracking and management capabilities, the Army can more accurately monitor voucher usage and identify discrepancies, minimizing wastage and optimizing budget utilization.
Conclusion
The successful collaboration between WillCo Tech and the US Army highlights the importance of efficient resource management in cybersecurity compliance. This case study underscores a critical message: If you don’t have an automated system to track your vouchers, you’re potentially losing a lot of money. The enhancements made to ATCTS have not only resolved the issue of voucher shortages but also laid the groundwork for improved voucher management practices in the future.
WillCo Tech continues to enhance its flagship SaaS product, CyberSTAR, to meet the DoD's dynamic needs and ensure compliance, readiness, and cost-effectiveness across its cyber workforce.
