INFORMAHON RESOURCES MANAGEMENT STEERING COMMITTEE MEETING SUMMARY l985.3 f c.2 U.8. EPA Headquarters Ubreuv .^^^ M«» code3201 12°° Pennsylvania Avenue NW Washington DC 20460 Office of Information Resources Management U.S. Environmental Protection Agency Washington, D.C. ------- IRM STEERING COMMITTEE MEETING SUMMARY December 16, 1985 Prepared By The Office of Information Resources Management with assistance from TSG/WESTON under Contract #68-01-6919-037 ------- IRM STEERING COMMITTEE MEETING SUMMARY December 16, 1985 BACKGROUND OF IRM STEERING COMMITTEE Information Resources Management (IRM) plays a key role in the effective implementation of the environmental programs managed oy EPA and the state agencies. IRM services include a wide variety of activities involving data collection and management, hardware and software technologies, data processing, and communication and reporting. IRM initiatives involves al 1 Agency programs. The Agency's senior managers depend upon IRM activities to nelp structure approaches to environmental decision-making, to aid in assessing risks to the ecosystem, to help determine effects on human healtn, and to respond effec- tively to new Agency policies and direction. IRM services also come to play in the day-to-day contact with the states, other agencies, Congress and trie public. Effective development and management of these services is directly related to the overall success of meeting the Agency's goals and objectives. As a consequence of the important role IRM actions assume in the Agency's mission, the Administrator established an EPA Information Resources Steering Committee. Membership on the Steering Committee was drawn from all major EPA components and the states: IRM Steering Committee Committee Chairman: Mr. Ed Hanley Director of the Office of Information Resources Management Committee Members: Mr. William W. Rice Deputy Regional Administrator Region VII Mr. Kerrigan G. Clough Assistant Regional Administrator for Policy and Management Region VIII Mr. Alvin R, Morris Director, Water Management Division Region III Mr. Ralph R. Bauer Director, Environmental Services Division Region X ------- Mr. Erich Bretthauer Director, Environmental Monitoring Systems Lab/ORU Ms, Marion Mlay Director, Office of Ground-Water Protection Ms. Susan F. Vogt Director, Asbestos Action Program Mr. C. Morgan Kinghorn Comptroller, OARM Mr. Ronald Brand Director, Office of Underground Storage Tanks Mr. James McCormick Chief, Accountability Systans Branch Management Systems Division Mr. Gerald A. Emison Director, Office of Air Quality Planning and Standards, OAR Research Triangle Park, NC Mr. J. Leonard Ledbetter Commissioner, Georgia Department of Natural Resources Atlanta, GA The IRM Steering Committee Charter The IRM Steering Committee advises the EPA Uffice of Information Resources Management (OIRM) on IRM policies, resources, and priorities and assists JlKM in communicating and implementing these actions within the Agency. Tne Administrator established the Steering Committee to: 1. Implenent IRM policies and programs to support Agency priorities in tne following areas: integration of environmental protection policies and strate- gies across media and program lines; measurement and management for environmental results; * consistent development and broad use of risk assessment data and methods across all EPA programs; and effective support of state environmental agencies and pro- grams. 2. Develop strategies and programs to ensure that EPA and state managers and staff possess the skills and knowledge required to plan, manage, and use information resources and technology effectively. ------- 3. Implement the Agency's ADP Modernization Program, including the steps necessary to assure responsiveness to EPA and state field operations. 4. Develop and implement responsible information security policies and programs that assure compliance with federal law and regulations and are consistent with the Agency's information-sharing goals. EPA INFORMATION TECHNOLOGY AND RESOURCES The FY'85 ADP Budget Information resources management is integral to the Agency's mission. It includes very visible activities; it accounts for a significant part of the Agency's budget; and most importantly, it is through IRM that tne Agency collects data and draws conclusions about program performance and accomplisn- ments. With a FY'85 ADP budget of $99.2 million (mostly hardware and soft- ware) it is clear that the Agency investments in this field are considerable (see Appendix A for more detailed information). The FY'85 ADP budget was allocated in the following manner: Budgeted Item Software Hardware Facility Management Data Communication Supplies/Other FY'86 TOTAL ADP BUDGET Dollar Amount $ 44.3M 5 30.3M $ 11. OM $ 7.3M $ 6.3M % of Total ADP Budget 454 JU 11% 1% b% $ 99.2M 100* ADP spending increased sharply in FY'85 from its FY'84 total of $66.9M. As a percentage of overall Agency spending, however, ADP growth has been moderate, with a projection of a slight decrease in spending for FY'86. The FY'85 AUP increases were in four areas: Budgeted Itejn Hardware New Systems Data Communication Software Operations and Maintenance Dollar Amount $12M $ 8M $ 2M 510M FY'85 % Increase 122/i increase 105% increase 43% increase 29% increase ------- Though EPA spends less money (as a percentage of total appropriation} on information technology than, for example, NASA, the Department of Energy, or the Department of Defense, the budgeted funds still warrant careful assess- ment. OMB and Congress want and need detailed information on the Agency's IRM investments. The IRM Steering Committee will assist tne Agency in examining ways to best respond to and conply with directives from GSA, OMB, ana Congress. CurrentActivities to Develop EPA's Information Technology A number of initiatives have been recently completed or are underway to further enhance the Agency's resources and facilities. (See Appendix B for more detail.) 1. HOC IBM Technology Upgrade (June 1, 1985 - November 3, 1985J EPA was fortunate in drawing an early position in the IBM lottery for the newly announced mainframe with significantly increased capacity. As a result, the Agency was able to secure sufficient mainframe capacity to meet our needs through FY 1988; and possibly through the remainder of tne decade. Equally important, the fortuitous timing made it possible to sell the replaced mainframe at a very favorable price, thereby freeing-up FY'86 funds to begin the replace- ment of regional computers. 2. Logical Mainframes (August 20, 1935 - Octooer 31, 1985} New hardware, IBM 4361s, are being acquired to replace the obsolete POP ll/70s in New York, Denver NEIC, and Seattle. A contract vehicle will be in place by the 2nd quarter of FY 1986 to acquire this equipment and, in subsequent years, to replace the POP ll/70s in all EPA regions, assuming funds are available. 3. DEC VAX (October 1, 1985 - September 30, 1986) A joint OARM/ORD program is underway to replace obsolete ORL) laboratory computers. Contracts have been awarded for a portion of this effort, witn tne remaining awards due in FY'86. The laboratory upgrades have the following installation schedules: Las Vegas 12/85 Ouluth 1/86 Others 1/86 Narragansett 4/86 EMSL at RTP 4/86 Replacement computers will be acquired for the remaining ORU labs in FY'86 and beyond, if funds are available from ORD. ------- PC Implementation (October 1, 1985 - Septemoer 4. Agency-wide 30, 1986) The Agency will award a contract in FY'86 to meet its pro- jected PC needs for the next five years. This contract will provide ATs, PCs, lap computers and peripheral equipment, software, training and support services. The contract will permit EPA and its contractors to acquire up to 7,bOu PCs over the next five years. 5. Tejecojmunications Upgrade (November 1, 1985 - January 1986 j Under this effort, direct, high speed data communication links will be established between NCC, all EPA regions, Cincinnati and Headquarters. This initiative includes Primenet, and SNA support. Two additional projects involve the introduction of more efficient "user friendly" software language. The first is the fourth generation language FOCUS on the mainframe or PC. FOCUS allows, for example, for user created customized reports, statistical computations and graphic features. FOCUS reduces the data processing shop's application development time. FOCUS was installed at NCC in December 1985 and is now oeing used on a pilot basis for several national applications and by the EPA regions to convert software from POP ll/70s to IBMs. The other software language project is BASIS, which was installed at NCC in October of 1985. BASIS fills the gap by its ability to work with text efficiently, using its Keyword search. 8ASIS will replace the Chemical infor- mation System. BASIS does require computer professional involvement in the system development. Several Steering Committee members asked how tne PRIME computers got into the Agency's overall strategy. OIRM and OOP responded by saying that the PRIME technology is an integral component of the overall program and will continue to be relied on as the Agency's "department computers", used for discrete applications such as the Asbestos Systan, the Office Resource Management System (ORMS) and similar applications that serve office-level units. Agency plans include programs to upgrade PRIME telecommunications support at all EPA sites. FEDERAL IRM POLICIES AND INITIATIVES AFFECT EPA A government directive that places IRM in the spotlight is tne GSA Triennial Review. EPA is in the "2nd year agency review group", placing its review from 1987-1989. The Steering Committee will need to consider ways for the Agency to prepare for this review. The federal IRM regulatory environment is witnessing a more proactive role from the oversight agencies. GSA regulations have been issued and OMB has issued OMB circular A-130. The key issue is productivity, initiatives focus in the following areas: UMB and GSA IkM ------- "Mission based" planning - asking the line program managers to be responsible as the users. This type of planning requires the program managers to think through all their program needs, short- and long-term, in assessing IRM initiatives, § "Market Economy" for in-house data processing. Tnis would include morecontracting out to the market by invididual managers who could then manage federal data centers. Software Costs are the largest growing dollar item in the information technology business. OMB/GSA want agencies to have formal policies on software development. The goal is to develop policy and standards to aim at a 20% cut in costs of software maintenance. In addition, OMB/GSA are asking agencies to develop strategies on their "major systems". The strategies examine data needs, date use, development and maintenance. Additionally, OMB/GSA initiatives address the need for uniform ADP procurement and delegation policies; ensuring information security efforts; developing five-year technology plans; and placing more emphasis on return-on-investment thresholds for new ADP investments. NEW PROGRAM NEEDS PROMPT INFORMATION MANAGEMENT INITIATIVES Recent and interesting information management projects in support of new EPA programsThe Underground Storage Tank (LIST) Program, and the Asbestos-in- Schools Hazard Abatement Programwere reviewed. In addition, the Region IV/Georgia system pilot study was discussed. Susan Vogt, Director, Asbestos Action Program, discussed the Asbestos data management success story that entailed the development of a completely new PRIME system to manage the review of a large number of applications and assisted EPA in making grant and loan awards to 189 school Districts, all within 6 months. The project also involved providing a portable PC, to assist states in gathering, controlling quality, and preparing data for submission to EPA. The states will track projects using the PCs, wnile tne regions and Headquarters will monitor projects and the program's progress using the Grants Information and Control System (GICS). The Asbestos System demonstrates the potential speed and efficiency from tne use of "fourth generation languages." In this case, INFO, PRIME-based soft- ware, was used. Ron Brand. Director, Office of Underground Storage Tanks, described current efforts toward the development of a database to support the UST program. This is a particularly challenging endeavor because it is estimated that several million UST sites exist in the U.S. Brand indicated tnat the sheer numbers necessitate focusing on a subset of sites and require that EPA work closely with selected states to begin building an effective information base. He reported that the "Revelation" software package will be used, and tnat 35-40 states have already signed up for workshops on managing the underground storage tank data. ------- Leonard Ledbetter, Commissioner of the Georgia Department of Natural Resources discussed the Region IV Georgia pilot study that focused on making Georgia's environmental systems compatible with EPA regional systems. Georgia worked with EPA to acquire and install a PRIME computer. The State received imple- mentation support from the Regional office and ongoing assistance by a consultant. As a result of the effort, Region IV reported a savings of six to eight workyears. Data from the State is compatible with the Regional office systems so there are no lags or additional costs required in exchanging infor- mation. Georgia previously spent $500,000 a year and now spends $150,000 on system support. Mr. Ledbetter also stated that Georgia is getting mucn nigher quality data with the new system. THE STEERING COMMITTEE BEGINS TO DEFINE AN AGENDA OF ISSUES The IRM Steering Committee is responsible for advising the Office of informa- tion Resources Management concerning IRM policies, resources, and priorities, and for assisting OIRM in communicating and implementing tnese policies and priorities within EPA. In this capacity, the Committee will assist OIRM in conducting periodic reviews of the Agency's information resources and the policies and programs for managing these resources, and in designing improve- ments where needed. As part of the discussions at the first Steering Committee meeting, several issues and statements were raised by Steering Committee members for Committee attention. This list is just the beginning of the many topics to be discussed over the next several meetings. It serves as a starting point for furtner defining the agenda. t Policy for States: The states are the principal source and primary user of EPA data. Despite this, EPA has no con- sistent policy or practice related to state information resources or access to EPA's databases, PTanning IRM Costs: Many new projects ana in essence new computer systems appear "half-planned. The requirements are analyzed and planned but tne system development costs are consistently understated. Producti vity: The effect of using more PCs and ADP resources needs to be linked to productivity. Return on investment must be calculated into the procurement deci- sions. Software Standards: Policies and standards are needed to develop and maintain software. New systems are being developed on minicomputers, microcomputers, and mainframes without much standardization. The Committee needs to examine how much flexibility the Agency can exert in this area. Uniform ADP Procurement and Delegation Policies: The Agency is at the thresholdof acquiring significant ADP resources and enhancements of existing equipment. These procurement ------- activities need to be assessed and delegation policies clearly identified. Opportunities for EPA financial support of state systems should be analyzed. Compatibility with EPA Equipment: Given the increase in application on the PCs and FRe number of state-initiated sytems, the hardware and software compatibility issue becomes a more serious concern. Environmenta1 Monitoring: AOP is the "tip of the iceberg". ADPeqiTals15-20% of information costs while monitoring equals 80-35%. ?: The concept and discipline of information needs to be marketed to senior managers. The explore different vehicles to Marketin managernen Steering Committee should facilitate this. State Incentives; With increased delegation, states are directlymanaging more of the nation's environmental programs. As federal program requirements cnange or new initiatives develop, e.g., groundwater, the IRM needs will also change. The Steering Committee should explore ways to encourage state participation in IRM activities. Attention must also be given to limiting excessive burden of new data collection on the states. EPA and the states should explore ways in which IRM activities can oe better shared. The Region IV/Georgia effort demonstrates a success story that should be communicated to other regions and states. Cross-Media Databases: More of the attention in the late 1980s and 1990s will be given to cross-media environmental management. OIRM is already assisting the Agency's ground- water office in designing a cross-media groundwater data- base. The Committee may suggest other areas for this type of application. » System Operation and Maintenance Costs: EPA has found that poor system design is a significant contributor to expensive system operation and maintenance costs. The Committee may wish to assess ways in which greater attention can be focused on the system design stage (with OIRM/OOP assis- tance) in order to reduce costs later. COMMITTEE FOLLOW-UP Ed Hanley closed the meeting expressing his appreciation of Steering Committee members' time and effort. He reiterated that their charter was difficult but that the Agency needs their guidance and direction. Committee members are asked to stay abreast of IRM initiatives in their offices and to share this information with other members. The IRM Steering Committee will meet quarterly, at a minimum. ------- APPENDIX A IRM STEERING COMMITTEE December 16, 1985 PRESENTED BY ED HANLEY, DIRECTOR OFFICE OF INFORMATION RESOURCES MANAGEMENT ------- I. Information Resources for Environmental Protection A. EPA Information Technology B. State Information Technology C. Environmental Monitoring Data & Costs ------- FY85 ADP Budget Hardware ($30.3 M) 31% Software ($44.3 M) 45% Supplies/Other ($6.3 M) 6% Facility Management ($11.0M) 11% Data Communication ($7.3 M) 7% $99.2 Million ------- Who Spends What ADP $ ? OARM (OIRM and OOP) Budget & Spend Timeshare to Operate NCC, WIC and Data Links to All EPA Will Budget for Regional Minicomputers Programs/Regions/Labs Allocate & Use Timeshare Budget & Spend for Software Development & Operations; Office Automation PCs; and l\lon-EPA Timesharing ------- ADP Spending Increased Sharply in FY 1985 ... 10 9 8 7 6 5 4 3 2 1 0 $99.2 M FY81 FY82 FY83 FY84 FY85 Although Timeshare Continued to Decline as % of Total ------- The '85 ADP Increases Were Primarily in Four Areas: New Systems Software Operations & Maintenance Hardware FY85 Increase $8M +105% $12.0M +122% Data Communication +$2.0M +43% ------- New Systems Development Increases Across the Board, With Largest in OSWER, OPTS and OARM (Payroll) Pipeline Full for First Time Since 1980 Projects Appear "Half- Planned" Requirements $ Budgeted, Development $ Not One Certain ResultIncrease in Systems Operations & Maintenance Thru '80s ------- Software Operations and Maintenance Increase Was Planned, Budgeted for in Advance Long Overdue Increase Poor Support & Documentation Has Been a Common Failing Accompanied by Sharp Increase in Contracting Out - Reduced EPA FTEs by 100 Increase Contractor-EPA Ratio From 1.5 to 2.9 ------- Hardware $M PC Purchases +4.0 ORD Lab Computers +6.0 National Computer Center +3.0 Other Office Automation -1.0 Note: PCs 8- Distributed Computer Have 8* Will Continue to Show Largest Increases ------- Electronic Mail Growth Reflects Growing No. of Workstations No. of E-Mail Boxes 900 800 700 600 500 400 300 100 0 HQ RO States 82 83 t , 84 85 ------- Despite '85 Increase, EPA Spends Less on Information Technology Than Comparable (?) Agencies 12 10 8 % 6 ENERGY DoD EPA I < Agric. 83 84 85 86 % of Total Appropriation Spent on Information Technology ------- B. State Information Technology States are Principal Source & Primary User of EPA Data Despite This, EPA Has No Consistent Policy or Practice Re: State Information Resources or Access to EPA's NOTE: 46 States Used $1.2M in Timeshare During FY1985 61% Financed w/State $ 6 States Account for 50% (CA, GA, NJ, NY, SC and TN) ------- State Access to EPA Systems Varies By R.O and Program H.W. *IMo State Access ------- States With Systems Comparable to EPA's RO With Few Exceptions, States With Strongest Information Systems Are Heaviest Users of EPA Systems ------- C. Environmental Monitoring ADP = 15-20% of Information Costs $100M/460 FTEs 80% Monitoring cr-iMonitoring = 80-85% ^$400+ M/2500 FTEs ADP Is the Tip of the Iceberg Information Resources = 1/3 of Annual Operating Budget 1/4 of Agency FTEs ------- C. Federal IRM Regulatory Environment Oversight Agencies More Proactive GSA Regulation Issued, OMB Circular Soon to Follow Issue in BudgetEven if No New Investment Key Issue = Productivity ------- OMB/GSA IRM Initiatives "Mission-Based" Planning User's Responsibility "Market Economy" for In-House Data Processing Software Costs: Formal Agency Policy & Standards 20% Cut in Maintenance "Major Systems" Strategies ------- OMB/GSA (Continued) Uniform ADP Procurement & Delegations Policy Formal Information Security w/Mandatory Program Training? Triennial Review of All Major Systems (EPA in '37) Five Year Technology Plan "ROI" Threshold for New Investments Including Software ------- EPA IRM Initiatives State Information Systems Support Strategy, Including Uniform Financing Policy Cross-Cutting Analyses & Policies Enforcement/Compliance Groundwater Others (e.g., Air Toxics, Acute Hazards) Data Standards (e.g., Lab Sample Records, Biomonitoring, Facility ID) Software Engineering Standards ------- APPENDIX B IRM STEERING COMMITTEE MEETING December 16, 1985 PRESENTED BY WILLIS GREENSTREET, DIRECTOR OFFICE OF ADMINISTRATION AND RESOURCES MANAGEMENT RESEARCH TRIANGLE PARK ------- OFFICE OF DATA PROCESSING AGENCY-WIDE PC IMPLEMENTATION LOGICAL MAINFRAMES TELECOMMUNICATIONS UPGRADE IBM 309O NCC/IBM TECHNICAL UPGRADE DEC VAX IMPLEMENTATION MAJOR PROJECTS ------- NCC/IBM TECHNICAL UPGRADE START DATE JUNE 1, 1985 COMPLETION DATE NOVEMBER 3, 1985 KEY FEATURES/BENEFITS 0 1.8 TIMES FASTER THAN 3081K 0 FASTER TURNAROUND FOR BATCH JOBS SELF-DIAGNOSIS WHEN THERE IS AN INTERNAL PROBLEM 0 MORE USERS CAN ACCESS AT ONE TIME 0 EXPANDABLE ------- LOGICAL MAINFRAMES START DATE AUGUST 20, 1985 COMPLETION DATE OCTOBER 31, 1986 KEY FEATURES/BENEFITS ° REPLACE OBSOLETE REMOTE PROCESSING SYSTEMS WITH STATE-OF-THE-ART TECHNOLOGY PROVIDE COMPATIBLE SYSTEM AND USER SOFTWARE WITH ALL AGENCY IBM PROCESSING RESOURCES ------- DEC VAX IMPLEMENTATION START DATE OCTOBER 1, 1985 COMPLETION DATE SEPTEMBER 30, 1986 INSTALLATIONS SCHEDULED LAS VEGAS 12/85 DULUTH 1/86 ATHENS 1/86 NARRA6ANSETT 2/86 CINCINNATI 4/86 EMSL AT RTP 4/86 KEY FEATURES/BENEFITS 0 STATE-OF-THE-ART COMPUTERS FOR AGENCY RESEARCH PROGRAM * INCREASED LOCAL COMPUTING CAPACITY IN R&D LABS ------- AGENCY-WIDE PC IMPLEMENTATION START DATE OCTOBER 1, 1985 AWARD DATE MAY 5, 1986 COMPLETION DATE SEPTEMBER 30, 1986 KEY FEATURES/BENEFITS e PROVIDES AGENCY WITH A STANDARD ORDERING CONTRACT 0 CENTRALIZED MANAGEMENT AND CONTROL OF PC CONTRACT 0 CONSISTENT LEVEL OF SUPPORT SERVICES FOR ALL AGENCY PC'S 0 ENSURE QUALITY EQUIPMENT AND TIMELY DELIVERY 0 8,300 PERSONAL COMPUTER PROCUREMENT ------- TELECOMMUNICATIONS UPGRADE START DATE NOVEMBER 1, 1985 COMPLETION DATE JANUARY, 1987 KEY FEATURES/BENEFITS 0 INCREASED SERVICES WITH REDUCED COSTS 0 PROVIDE UPGRADE IN SPEED, FEATURES, AND RELIABILITY 0 PR1MENET 0 2400 ASYNCHRONOUS DIAL-UP ------- PLUS TWO PROJECTS ENHANCING N C C ' S SOFTWARE REPERTOIRE ------- FOCUS START DATE SEPTEMBER, COMPLETION DATE FOCUS WAS INSTALLED AT NCC ON DECEMBER 1, 1985 KEY FEATURES/BENEFITS 0 USER ORIENTED!!!!!! 0 LEADING PRODUCT (I.E., FOURTH GENERATION LANGUAGE INFORMATION CENTER SOFTWARE) OF ITS KIND IN THE INDUSTRY 0 ALLOWS USERS TO RETRIEVE AND ANALYZE INFORMATION WITHOUT REQUIRING THE ASSISTANCE OF ADP PROFESSIONALS 0 AVAILABLE ON PC'S, REGIONAL COMPUTERS (I.E., LOGICAL MAINFRAMES) AND THE NATIONAL COMPUTER CENTER LARGE SCALE COMPUTER ------- FOCUS - CONTINUED ' ANALYZES AND PRESENTS INFORMATION THROUGH "USER- CREATED" CUSTOMIZED REPORTS, STATISTICAL COMPUTATIONS, AND MANAGEMENT LEVEL PRESENTATION GRAPHICS 0 FOR THE MORE COMPLEX COMPUTER APPLICATIONS, SIGNIFICANTLY REDUCES THE TRADITIONAL DP SHOP'S APPLICATION DEVELOPMENT TIME 4 8 EXTREMELY EASY TO LEARN (3-DAY COURSE) ------- BASIS START DATE AUGUST, 1984 COMPLETION DATE BASIS WAS INSTALLED AT NCC ON OCTOBER 24, 1985 KEY FEATURES/BENEFITS 0 EASY TO LEARN AND USE 0 PROVIDES TEXT SEARCHING CAPABILITY » 9 WILL REPLACE CHEMICAL INFORMATION SYSTEM e FOURTH GENERATION RETRIEVAL CAPABILITY 0 HIGH DEGREE OF SECURITY ------- |