FS Breakout Session

Discussion with Clyde Shumway (retired Director of CS&T)

• Clyde Shumway was one of the original technical architects of the DG system and had significant influence on the procurement, design, implementation, support, and technical management policies for the DG.
• Influences that are affecting IT management in the FS:
• IT is not part of the FS business.
• IT will never get the technology right. The agency business moves too quickly for technology procurement and implementation to keep up.
• Pressure to reinvent government.
• Politicizing of the Forest Service.
• More demands from the public.
• The FS needs to use technology to return democracy to the public. For people to have access to democracy they must have access to technology.
• Keep your eyes on the principles that make government work, ie, establish networks, accessible information, and easy to use technology.
• Surprised at the complexity and volume of work that the IT staff now has to deal with.
• Current FS organization is obsolete based on the information needs required to accomplish the FS mission. For example the FS hangs on to the concept of districts whereas forests with work centers might be a better model.
• The dilemma is that the FS is trying to modernize its information while trying to fit it into an archaic organizational structure.
• Those companies that put control and structure on their technology investment got the most back on their investment. Those that didn't had marginal returns on their investment.
• For the FS to be successful with data management we have to get out of theory and focus on developing data that is structured, and clearly defined. FS should not try to tackle IM issues on a monolithic scale but rather start small and expand.

Telecommunications Management

• Presented by Jayne Handley.
• TNSMP has been put into directives system.
• Phase 1 (stabilization of the USDA networks) has been completed. Phase 2, which migrates existing networks and applications to the USDA enterprise network, is now underway.
• The next DAR meeting will be in conjunction with the FTS2000 meeting in March.
• An MOU is being established to share telecom services with 107 USDA/DOI sites. The USDA CIO and all agency chiefs will sign the MOU.
• The baseline specifications for the USDA network will be complete by March 98.
• The USDA network may or may not use existing FS nodes.
• USDA network will extend down to the lowest level USDA office. Ultimately, the FS will only be responsible for the wiring inside the building.
• No decision has been made yet on what support role the FS and USDA will have in managing the network.
• Telecommunications Ordering and Billing Information (TOBI) will replace FIR, and will be available in Spring 98.
• Enterprise Network Operations Center (ENOC) will take over operations and maintenance of the USDA network. Some or all of this function will be contracted out.
• Radio issues
• New FS contract being developed and will be out by April. Radio equipment will only be analog. BLM's new contract will also be awarded by April, and will have digital radio technology on it.
• FS working with other agencies on a national public wireless network.
• FY98 charges for spectrum management will go out to field in November and will be about $310,000 agency-wide.
• WO will convene a team to look at the analog vs. digital radio issues. Send nominations to Jayne Handley.

PC Integration

• Presented by Jim Reid (OSE). Presentation available on the FSWeb.
• Applix on PC has a presentation package similar to PowerPoint.
• Strategy
• Contract pc workstations
• Legacy pcs
• Software image
• PC Image
• Widows 95
• Exceed
• PCE
• Applixware
• Synchronize
• NetFinity
• AntiVirus
• Internet Explorer 4.0
• Lotus SmartSuite
• PC image can be loaded over the network although it's not recommended.
• All printers and data on IBM server will be available to PC client.
• J drive points to DFS space, K is unit space, and L is home space.
• It takes 12 minutes to load FS image on PC and about 20 minutes to load over the network.
• Printers on the network can be easily mapped to the PC desktop.
• There are 3 profiles on the PC: one is root, another is guest, and the 3^rd are individual users profiles.
• PC software will detect duplicate ip addresses.
• Contract PC image CD is only for contract PCs. Legacy PC CD with Applix and Exceed is for legacy PCs. OSE is making CDs available for field units.
• Abnet, the PC vendor, has set up a web site for units to check the status of their PC orders (fsweb.r1.fs.fed.us).
• Management Issues
• Load PC image on all PCs.
• Software licensing
• Training and Support
• Biggest problem units have with PC installations is that they don not configure the server side properly.
• FSWeb will the principle means to distribute information on PCs.
• If a server has 2 ethernet cards DCE has trouble communicating thru the second ethernet card.

IRM Planning and Technical Approvals

• Presented by Rob Holmes (IRM).
• Following USDA letter on Y2K the FS technical approval was reduced to $0 except for expenditures to meet Y2K compliance. Once we meet the Y2K requirements TA will be restored.

Year 2000 Assessment

• Presented by Jack Arthur and Rich Kang
• Assessment categories
• 452 NAMP + new (resource estimates), due by November 1.
• Hardware  fixed, portable, comm
• COTs
• Forms
• Other (facilities, postage, etc).
• Each FS unit is responsible for conducting a thorough review for each of the above categories to identify the vulnerabilities, planned actions, and needed resources.
• Items that need to be worked out
• Tracking progress on repairs
• How do we test if an item is Y2K compliant?
• Continued management so we don't go to sleep at the switch again.
• Process to add/remove/change items on the list
• Y2K requirements will not go away. The FS will not receive TA and the associated funding for IBM and other technology procurements until we demonstrate a good faith effort to deal with Y2K issues.
• Next step
• Report to USDA
• Waiver for IBM for FY98 at USDA now ($76 million)
• Plans will be tracked, monthly reports are required by USDA,OMB, GAO.
• Keep the plan up to date, and integrate with the rest of our management process (A11).
• DG to IBM conversion (applications, data, etc) is considered part of Y2K effort.

DG to IBM Conversion

• Presented by Jack Arthur.
• Region 4 recently had a catastrophic DG failure. They were unable to fix it quickly enough and had to fax every RO timesheet to NFC. This failure occurred because of the age of the DG equipment.
• One station director contacted CIO recently to complain about not having remote access in place.
• It is critical that units continue migration to OpenMail. All ROs should fully implemented on OpenMail by January 1, 1998.
• Need to get with senior management to get them converted to email and serve as advocates.
• The IBM version of Paycheck will be released to the field on November 11, 1997. The new version will have client software on the IBM and the collection point process on the DG.
• IBM DG mailing list needs to be moved to a web-based format.

Small District Telecom

• Telecom not big enough for server
• Identify software needed to do job
• Look at PC client software
• What impact will Oracle, Paycheck, APOS, and ARCView have district systems?

Upgrading ESRI/GIS Software

• Current GIS software on IBM contract needs to be upgraded to incorporate new tools from ESRI.

PC Software

• Generally costs $1 million+ to get a national PC software solution for any particular functionality.
• IBM provides software configuration management for both the server and PC client environments.

IRM Planning

• Rather than developing the typical monolithic reports such as A-11, use the Y2K web-based model to regularly update budget information.

Communicating IBM Goals to FS Management

• Need to get IBM implementation issues in front of FS leadership.

 WCF Management

• FS must ensure WCF replacement plans are complete.
• Look at R-1 example.
• Need a national workshop to discuss technology WCF issues.
• Need guidance on the number of years each type of technology should be capitalized over

 How Do We Share Freeware?

• Post on unit FSWeb sites.
• Look at IBM model:
• Post on intranet
• Set up discussion forum
• Identify support structure
• Keep track of who accesses and remove those that aren't accessed frequently.

Interim Hardware, How do we manage?

• WO identified 28 types of hardware that the FS owned prior to contract award that IBM would potentially support.
• A letter was sent out from the WO that described the process to put these items under the contract.

 Radio Replacement Planning and Coordination

• Need to address finance issues.
• Need to look at potential change to digital radios.

Software Revision Locking on the DG

l Group chose to defer discussion of this.

PC Workshop

• When copying Windows files to Unix and vice versa PC Enterprise does the automatic Windows to Unix conversion.
• Desktop has a simplified log off icon rather than accessing the Start menu.

Corporate Information Sharing

• File Structure
• Presented by Mickie Marjerson (IRM, WO).
• OSTIB has been released to setup official file structure.
• Developed macro that helps SIMs manage access. Will be released soon.
• Additional information is available on FSWeb (fsweb.wo.fs.fed.us) and will be put into directives.
• Shared staff info goes into Office, staff information goes into Unit.
• Electronic FOIA
• Requirements
  • Provide requested formats
  • Reasonable effort
  • Electronic Reading Room
  • Final Opinions
  • Directives
  • Frequently Requested Records
  • Reference Guide
  • Information Systems Index
• September letter
  • Identify frequently requested records
  • Outline process
  • November Workshop
• Letter pending to extend process to other categories of records.
• FOIA web page at www.fs.fed.s/im/foia
• EFOIA Process
• 1997 centralize; 1998 decentralize
• Steps to make EFOIA available:
• 1. Identify records
• 2. Redact (remote info)
• 3. Format for web
• 4. Post on web
• 5. Update indexes that point to web page
• 6. Share lessons learned
• Web Internet Access
• Netscape has been released
• Enabled telnet, ftp, http, https to go straight out FS firewall. These services had been held back because out internal networks had not been advertised. These services are not available to external users.
• Washington Office to Missoula network connection has been a bottleneck.
• Installing additional internet access points.
• Extending the DMZs/ R4 tunnel. This will allow field units to set up web servers. A logical firewall would be extended into the FS network.
• Web- Intranet
• Search engines. New search engine will allow indexing of individual web directories.
• Tools
  • Perl, TCL/TK are web cgi programming tools that will be released by WO. WO will also provide templates and tips on using.
  • Applix 4.3 comes with an HTML web authoring tool.
  • ECPs
  • An upcoming IBM software update will have the Netscape web server software.
• Web  Extranet
• Allows other agencies to view the FS intranet.
• Will include NFC, and BLM.
• Alternative internet access (waivers, security plans). The Department has identified sites in Research and R10 that are using non-USDA internet providers. All FS sites must use FS network to get internet access.
• Internet appropriate use policy. DOI has put out a policy but the USDA has not. R3 has developed a draft policy. Current FS policy is that government equipment is for official use only.
• Use Fsweb to publish recurrent news rather than email.
• IRM Competencies
• Presented by Mickie Marjerison (IRM, WO)
• Currently identifying core competencies for all technology jobs. WO Personnel is the lead.
• BLM has done a lot of work in this area.
• Seabelle Ball in the WO is the working on the IRM skills. Field should send comments of draft proposal to her (sball/wo )
• Forms Migration
• 40 of 266 forms migrated from CEO to Applix.
• Prioritizing; half expected by January.
• Revise forms management handbook by January.
• Forms, status, and user instructions accessible from WO FSWeb home page.
• FSWeb Directives Home Page
• Contains all information on the use, development, publishing, and management of FS directives.
• All manuals and handbooks are now on the IBM and accessible from the FSWeb and internet.
• Contains link to USDA directives site.
• Email
• The WO is completely converted.
• Official mailroom OSTIB distributed.
• 44 gateways installed.
• Implementation is painful.
• Field units must continue to aggressively move users over to Openmail.
• Things being worked on
  • Applix 4.3 will be released soon. Allows viewing of all document types without having to file first.
  • Paycheck will be released on November 11. Working on collection mechanism for the IBM.
  • Permission bits problem.
  • Directories TIB for building directories from Openmail.
  • Installing additional internet gateways.
  • WO working with IBM on setting up fax capability for IBM system.
  • FS-wide mail directory will be available by the end of November.
  • Mailing lists have become archaic. People should start using the web, instead, to communicate information.
  • IBM is currently migrating their 220,000 users from a host-based system to Lotus Notes and it's very painful. IBM recommends getting the FS senior management involved in using the new technology. Also, start removing disk space from the DG.