260B13001
U.S. EPA
Office of
Environmental
Information
FY 2014 National Program
Manager Guidance
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TABLE OF CONTENTS
I. Executive
Summary 2
II. National Areas of
Focus 3
A. Expanding the Conversation on Environmentalism 3
B. Strengthening State, Tribal and International Relationships 4
C. Strengthening EPA's Workforce and Capabilities 6
D. Information Security 7
E. EPA Geospatial Platform 7
F. Exchange Network 9
G. E-Enterprise 11
H. Toxic Release Inventory 12
I. EPA Data Quality Program 13
III. Program -Specific
Guidance 14
A. Facility Registry Service (FRS) Data Quality 15
B. Content Management 16
C. One EPA Web 17
D. Expanding the Use of EZTech and Moving to a More Enterprise-wise
Entity 18
E. Shared Service Strategy (Commodity IT) 18
F. National Library Network 19
OEI National Program Manager Guidance Appendices:
• Appendix A: OEI Explanation of Changes from FY 2013 to FY 2014
• Appendix B: OEI National Program Manager Guidance Contacts
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OFFICE OF ENVIRONMENTAL INFORMATION
FISCAL YEAR 2014 NATIONAL PROGRAM
MANAGER GUIDANCE
AGENCY OVERVIEW TO THE FY 2014 NPM GUIDANCES
The Overview of EPA's National Program Manager Guidances (NPM Guidances)
communicates important agency-wide information and should be reviewed in conjunction
with each of the draft Program Managers' FY 2014 NPM Guidances and corresponding
appendices. The Overview also includes relevant background information and cross-
program areas that are important to effective implementation of EPA's environmental
programs in FY 2014. Read the overview at:
http ://www2. epa.gov/planandbudget/fy2014.
I. INTRODUCTION
The Office of Environmental Information (OEI) National Program Manager (NPM)
Guidance for FY 2014 describes how program priorities, implementation strategies, and
key actions will support government-wide initiatives and improve operational
effectiveness and efficiency of EPA's programs while supporting increased transparency
and quality of environmental data.
This Guidance describes key actions OEI will undertake, with support from across EPA,
and with states, tribes, and territories in FY 2014.
OFFICE OF ENVIRONMENTAL INFORMATION
Within the Agency, OEI serves to deliver information, technology and services to
advance the protection of human health and the environment. OEI's foundational
leadership values: vision, integrity, resilience, talent management, unity and excellence
(VIRTUE) support the overall goals and mission of OEI to lead, innovate, and transform
how EPA uses information in FY 2014 and beyond.
As an office that supports achievement of all Agency environmental programs and EPA's
NPM for Information, the Chief Information Officer (CIO), has a set vision in which
information is readily available and serves as a strategic resource for protecting the
environment and human health. The mission and vision directly support the
Administrator's Priorities, the Agency Strategic Plan, and Cross-Cutting Fundamental
Strategies. On July 10, 2012, CIO Malcolm Jackson announced five goals towards OEI's
mission:
1) Prepare Employees for the Future;
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2) Deliver Customer-Focused Services and Solutions;
3) Enable Business Anytime and Anywhere;
4) Find, Understand, and Use Information for Environmental Protection; and
5) Collect, Exchange, and Manage Information
IMPLEMENTATION STRATEGIES
OEI's NPM Guidance describes, in general terms, the work that needs to be done in FY
2014 to support EPA's FY 2010-2015 Strategic Plan, including the Cross-Cutting
Fundamental Strategies, which support National Areas of Focus, as well as the five goals
towards OEI's mission. OEI is providing guidance in the interest of transparency and to
enhance emphasis within the Agency.
As described through this Guidance, the key to transforming and improving operations
relies on shared Information Management/Information Technology (IM/IT) solutions and
platforms. This guidance is provided with the expectation that all EPA organizations will
participate in consistent application of the most effective platforms to enhance the IT
effort.
II. NATIONAL AREAS OF FOCUS
A. Expanding the Conversation on Environmentalism
Description:
EPA is continuing efforts to engage and empower communities and partners, including
those who have been historically under-represented, in order to support and advance
environmental protection and human health nationwide. In FY 2014, OEI will continue
to expand the conversation on environmentalism by leveraging EPA's Open Government
Plan to improve access to environmental data while also engaging and empowering
communities and partners. Increasing the availability of publicly accessible Agency data
increases transparency, expands public participation, and encourages collaboration
among stakeholders to find solutions for environmental problems. EPA continues to
expand community involvement and engagement and recognizes that some information
cannot be shared due to security and other reasons. EPA commits to working with the
tribes to develop approaches to strike this balance by determining the ways the tribes can
report all their data to EPA but indicate which data they would like used for internal
purposes only.
Activities:
In FY 2014, OEI will:
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• Track and report on progress in implementing EPA's Open Government Plan and
Strategic Data Action Plan; and
• Support EPA publishing 60 new datasets and 5 applications in Data.gov to
improve access to EPA's data in support of community and citizen involvement in
environmental decision-making.
• Collaborate with the Office of Enforcement and Compliance Assurance (OECA)
to expand the availability and use of emissions monitoring information under the
E-Enterprise and the Next Generation compliance initiatives. OEI will facilitate
the exchange and reuse of new monitoring data, and will make the data publicly
available.
EPA programs and regions will work together to implement Open Government by:
• Assigning regional data stewards and data system coordinators to catalog their
datasets (e.g., raw data, GIS data) in the Environmental Dataset Gateway (EDG)
and their IT services (e.g., software tools, REST web services, widgets) in the
Reusable Component Services (RCS). OEI manages and integrates the EDG and
RCS, including tools, standards, and procedures to create, validate, and catalog
metadata for data resources and their IT services. EDG pulls from RCS and feeds
metadata records for Federal public data resources to Data.gov and other
interagency sharing sites which, in turn, make the resources available to the
public;
• Supporting Data.gov communities, which focus and facilitate public discussion on
topics such as Energy, Law and Ocean data; and
• Promoting opportunities for the public to participate and collaborate in the
decision-making processes and development of solutions supporting the Agency's
missions and objectives. This includes utilization ofRegulations.gov to engage
the public in the development of EPA regulations.
B. Strengthening State, Tribal, and International
Relationships
Description:
EPA is committed to delivering a clean and healthy environment through consultation
and shared accountability with states, tribes, and the global. As part of this commitment,
OEI will ensure that Executive Order 13175 on Consultation with Indian tribal
governments and the EPA Policy on Consultation and Coordination with Indian tribes
(May 2011 Consultation Policy) are appropriately applied to actions or decisions that
have the potential to affect tribal interests. EPA's relationship with states and tribes will
grow stronger as a result of the activities described below. For example, the Exchange
Network currently provides significant benefits to EPA and its partners by improving
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information quality, timeliness, and accessibility as well as making state, tribal, and EPA
data exchanges more efficient. The Exchange Network (described in Sections IIP) has
the potential to provide additional benefits in the future as it matures and expands. E-
Enterprise and the TRI program (described in Sections IIG and IIH) also promise
significant benefits for EPA, the Agency's state and tribal partners, and the regulated
community.
Activities:
In FY 2014, OEI will continue to strengthen state, tribal, and international relationships
by:
• Implementing the OEI Tribal Strategy(progress made toward these goals and
objectives will be detailed in the annual Tribal Accomplishments Report);
• Providing leadership and support to International Pollutant Release and Transfer
Register (PRTR) efforts aimed at protecting vulnerable communities and
sustainable development;
• Co-chairing joint EPA-state-tribal governance bodies such as the Exchange
Network Leadership Council;
• Co-chairing Integrated Project Teams (IPT) with state and tribes to address
specific information management or partnership issues (e.g., virtual node services
IPT, Exchange Network communications, E-Enterprise and outreach IPT); and
• Co-chairing the 2014 Exchange Network National Meeting which is attended by
representatives from EPA, states, tribes, and territories, both in planning and
actively participating as moderators and presenters.
EPA programs and regions will work together to strengthen state, tribal and international
relationships by:
• Supporting state and tribal participation in the grant programs for E-Enterprise
and the Exchange Network described in Sections IIP and IIG below; and
• Participating in IPT's with the states and tribes to address specific information
management or partnership issues.
States, tribes, and territories will likewise work together by:
• Participating in EPA-state-tribal governance bodies;
• Participating in IPT's with OEI, programs, and regions to address specific
information management or partnership issues; and
• Participating in EPA's grant programs. In addition to strengthening relationships
among partner governments, this participation will offer a concerted effort to
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reduce regulatory burden and streamline the processes and technologies for
electronic transactions for the regulated community.
C. Strengthening EPA's Workforce and Capabilities
Description:
OEI is an Agency partner in strengthening EPA's workforce and capabilities, ensuring
that EPA is an excellent workplace, with a workforce positioned to meet and address the
environmental challenges of the future.
Activities:
In FY 2014, OEI will support:
One EPA Workplace: EPA's Intranet presence provides employees with access to the
tools, applications, and information they need to work effectively. One EPA Workplace
will continue to provide employees with uniform access to enterprise web-based tools,
applications, and resources regardless of their physical location. EPA programs will:
• Adopt the Agency's standard templates for all program and local sites to provide
a consistent look and feel across the Agency's Intranet; and
• Participate in the planning to determine a migration path for Intranet content into
an Agency standard Web content management system.
Section 508 Program: The EPA's Section 508 (of the Rehabilitation Act) program was
developed to ensure that our electronic and information technology (EIT) is accessible to
people with disabilities. The program will:
• Provide 508 services that support the evolving goals and priorities across the
Agency and responds to the EIT needs of EPA staff and the public; and
• Expand the 508 Toolkit to provide additional factsheets, resources, best practices,
and other tools for achieving 508 compliance for common EIT (presentations,
work documents, PDFs, etc.).
EPA programs and regions should ensure that all EIT developed, procured, maintained,
or used is accessible to people with disabilities.
Videoconference Equipment: In FY 2014, OEI will continue to expand and promote the
use of videoconferencing for routine activity and for events that have typically been
addressed by way of travel. An event planning/execution model will be implemented to
structure and formalize large conferencing events to facilitate the reduction of travel and
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conferencing costs while meeting the Agency mission. This model will incorporate other
tools such as Web conferencing.
The activity will also have improved help desk support which will provide an enhanced
capability of accessing and analyzing data to enhance decision-making for service
improvements. Videoconferencing utilization will continue to be monitored and reported
to ensure those resources are fully utilized to the fullest extent possible.
Collaboration Tools: As part of the Agency effort to increase efficiency and expand
telework in FY 2014, OEI will continue implementing My Workplace and other
appropriate collaboration tools. These tools will support EPA employees in both their
individual and cooperative work, irrespective of their geographical location.
Furthermore, OEI will evaluate, identify, integrate, and deploy collaboration tools
(including communication, conferencing, and coordination tools) into One EPA
Workplace to improve employees' access to, awareness of, and proficiency in applying
current and emerging technologies to enable their environmental protection work.
D. Information Security
Description:
Effective information security requires vigilance and the ability to adapt to new
challenges every day. Threats to EPA's information and information entrusted to EPA,
such as the public's and partners' data, continue to evolve and increase the potential to
impact on EPA's ability to successfully provide essential services.
Activities:
In FY 2014, OEI will:
• Build on progress made in evolving the information security program by taking
actions such as:
o Maturing use of continuous monitoring tools and processes,
o Focusing on protecting information,
o Measuring performance,
o Maturing risk management processes,
o Continuing to update and implement the information security architecture,
o Refining incident management capabilities, and
o Continuing to update system security plans to meet EPA-defined standard
format and content.
• Use Personal Identity Verification (PIV) cards to expand multi-factor
authentication protections;
• Continue to improve user awareness and foster desired behavior;
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• Strengthen the role-based training and credentialing program; and
• Continue to update existing procedures for programs and regions to support
Primary Information Security Officers and comply with security policies.
E. EPA Geospatial Platform
Description:
EPA has historically been at the forefront of integrating place-based approaches into its
environmental program efforts. Geospatial technology has become ubiquitous, and the
growth in use of these technologies has been extremely rapid.
Activities:
In FY 2014, OEIwill:
• Ensure that the GeoPlatform is fully operational and used as the solution of
choice by all Agency programs.
• Ensure that the usage of the GeoPlatform continues to expand within EPA, with
active users growing from 675 by the end of FY13 to over 1000 by the end of
FY14, costs avoided by using the GeoPlatform to publish internal and public
mapping tools increasing by at least 30% from FY13 to FY14, and the number of
shareable maps, geodata services, and applications available for use via the
GeoPlatform also increasing by at least 30% during FY14.
• Centrally track geospatial software, data licenses, and infrastructure services to
support the Geospatial Program and GeoPlatform. OEI will develop options to
present to the Quality Information Council (QIC) for allocating costs for the
program and GeoPlatform across the Agency.
EPA programs and regions will support implementation and adoption of the EPA
GeoPlatform:
• Through geospatial leads in each NPM and Region, provide input on key aspects
of GeoPlatform development and associated governance issues; and
o Coordinate web mapping application development and deployment efforts
within their office to assure that the GeoPlatform and associated enterprise
licenses are being leveraged, and relevant geospatial data services are
published using the EPA GeoPlatform and the EPA Environmental
Dataset Gateway;
o Serve as the point of contact for GIS user support and training for both
desktop analysis and EPA GeoPlatform components;
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o Assist the national geospatial support team with managing geospatial
software license distribution and tracking within each office;
o Advise the GIO and the OEI Geospatial Team with regards to technology
decisions, including implementation of new data and capabilities on the
EPA GeoPlatform; and
o Support National Geospatial Program performance and cost management
and tracking efforts through timely responses to data calls and providing
other assistance as needed.
F. Exchange Network
Description:
The Environmental Information Exchange Network (Exchange Network) is a
collaborative effort among the U.S. EPA, states, tribes, and territories to exchange
environmental data securely over the Internet. In FY 2014, EPA and its Network partners
should focus in two areas. The first area of focus is the ongoing efforts to complete
implementation of reporting to priority data systems using the Exchange Network. As
previously communicated by both the Administrator and Deputy Administrator, EPA and
its partners should continue to use the Exchange Network to share critical program data,
thereby lowering costs, increasing data quality and timeliness, and leading to better
informed environmental decision making. Moreover, partners that are currently using the
Network to report data using the Network should continue to do so. Partners that have
used the Network in the past to report data, but are not currently doing so should resume
use of the Network.
The second area of focus includes the initiatives and projects for implementing the
second phase of the Network. In Phase 2, the Network community will:
• Expand Network publishing (data owners making their information available to
other partners on the Network using automated services);
• Develop applications (both mobile and desktop) and websites (including public
sites) that analyze and/or display data accessed using Exchange Network services;
• Expand the use of the Network for data reporting to additional EPA data systems;
• Expand intra-partner data sharing including programs where EPA does not have a
central data store (e.g., institutional controls for cleanup sites); and
• Develop new technologies that make using the Network easier and less costly.
Activities:
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In FY 2014, OEIwill:
• Expand from 75 to 80 the number of major EPA environmental systems that use
Central Data Exchange (CDX), enabling faster receipt, processing, and quality
checking of data;
• Increase from 95 to 98 the number of states, tribes, and territories that will be able
to exchange data with CDX through nodes in real time, using standards and
automated data-quality checking;
• Increase from 70,000 to 75,000, the number of unique users from states, tribes,
laboratories, and others that actively use CDX to report environmental data
electronically to EPA;
• Conduct robust outreach activities to increase awareness of virtual Node and
CROMERR services and the benefits of using these services;
• Approve CROMERR applications from authorized programs that propose to use
shared CROMERR services;
• Continue implementing tools, such as online application forms, to speed up
CROMERR application processing;
• Provide expanded access to approved solutions, updates and status on
CROMERR applications;
• Enhance available CROMERR application guidance materials, technical
assistance, and develop additional materials as needed;
• Establish a CROMERR central customer help desk;
• Conduct ad hoc state forums to highlight and identify approaches that facilitate
CROMERR compliance; and
• Increase the number of tribes that join the Network through the use of virtual
Node services from one in FY 2013 to five in FY 2014, and increase the number
of existing partners with virtual Node services from six in FY 2013 to ten in FY
2014.
How EPA programs and regions will work together to support the Exchange Network:
• Adhere to the requirements of the Data Exchange Procedure (CIO Transmittal No.
11-002) and ensure that EPA information collection applications are designed for
interoperability with CDX services;
• Request that program grant recipients make specific commitments for using the
Network for the ongoing exchange of data with Agency priority data systems;
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• Make Exchange Network data reporting an eligible activity for funding under
categorical program grants;
• Expand the number of systems able to receive data through the Exchange
Network; and
• Enable data publishing for all 10 priority data systems.
How states, tribes, and territories can support the Exchange Network:
• Implement the data flows using grant funding and continue utilizing the Exchange
Network for data exchange; and
• Participate in governance and surface issues of concern early to Agency contacts.
As a reminder, data systems operations and maintenance for Exchange Network data flows
are eligible activities for funding under categorical program grants.
G. E-Enterprise
Description:
E-Enterprise is an Agency-wide initiative to expand access to environmental monitoring
data, streamline regulatory information collections, and achieve performance goals for
regulatory burden reduction and cost avoidance. The E-Enterprise program will be
institutionalized through policies, supported by shared services, coordinated with
governmental partners, and overseen by intra-agency and interagency governance
structures.
OEI's role in E-Enterprise will focus on leveraging information technology to streamline
transact!onal services for regulated entities. A key component of E-Enterprise is
converting existing paper-based regulatory programs to electronic systems. This
initiative will also make the best use of EPA, state, tribal, and third-party resources by
implementing shared (central) information technology and data services that enable re-
use, rather than continuing to build disconnected, separate information systems. Among
several areas of consideration, EPA and states are working to provide shared services that
can meet reporting requirements under the Cross-Media Electronic Reporting Rule and
virtual Exchange Network Node services that consolidate and reduce operational
resources by centralizing and sharing services. In FY 2014, EPA intends to have these
services available as an option for data exchange partners.
Activities:
In FY 2014, OEIwill:
• Working with E-Enterprise governance, establish an integrated project plan with
the identification of key milestones and important interdependences. The
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performance goals will include objectives for regulatory burden reductions and IT
program cost avoidance and/or return on investment.
• Update the existing Exchange Network grant program to support states and tribes
with integration and interoperability standards for services related to the E-
Enterprise initiative.
• Collaborate with the Office of Enforcement and Compliance Assurance to
facilitate the exchange and reuse of new advanced monitoring data, and make the
data publicly available.
EPA programs and regions should provide the following support to the E-Enterprise
program:
• The Office of Policy and program offices should coordinate with the E-Enterprise
governance structure to meet the requirements of Executive Order 13610 and the
corresponding June 22, 2012 OMB memorandum on "Reducing Reporting and
Paperwork Burdens."
• Senior Information Officials and Information Management Officers for the
program offices and regions should support the processes for establishing E-
Enterprise.
States, tribes, and territories should work together with OEI by:
• Co-chairing Integrated Project Teams (IPT) with OEI, program offices, and
regions to address specific information management or partnership issues (e.g.,
virtual node services IPT, Exchange Network communications, E-Enterprise and
outreach IPT).
H.Toxics Release Inventory
Description:
The Toxics Release Inventory (TRI) Program is EPA's flagship Community Right-to-
Know program. The data are used by the public, industry, EPA, and other government
agencies to assess potential hazards to human health and the environment and to identify
pollution prevention opportunities. As such, it is critical that the Agency ensure the data
are relevant to users, delivered in a timely fashion, and are of the highest possible quality.
More information about the TRI Program can be found at http://www.epa.gov/tri.
Activities:
In FY 2014, OEI will continue to:
• Address the growing demand for sustainability and pollution prevention data
through enhancements to TRI-MEweb that increase reporting of TRI information
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and identify new opportunities to encourage the use of TRI data to promote
pollution prevention (e.g., use webinars and other outreach efforts to
communicate enhancements to the reporting community);
• Collaborate with academic institutions to broaden the understanding and use of
TRI data; and
• Provide opportunities for consultation with tribal governments on issues that may
affect tribal interests.
EPA programs and regions should continue to work with OEI to implement the TRI
program and in particular:
• Enhance the TRI data quality by conducting 500 annual data quality checks;
• Support the expansion of efforts to develop approaches to engage communities in
using TRI and related information;
• Participate in the planning and implementation of TRI related training and
outreach opportunities including the Spring 2014 TRI and Environmental
Conditions in Communities National Training Conference (tentative);
• Actively participate in the Agency TRI Steering committee and work with OEI to
collaboratively identify TRI Program implementation priorities and goals; and
• EPA Regions should conduct data quality checks to enhance accuracy and
reliability of TRI data in support of the EPA performance measure to perform 500
data quality checks in FY 2014; and
• Participate in the development and implementation of TRI related training and
outreach opportunities focusing on expanding the use of pollution prevention data
collected by the TRI program.
I. EPA Quality Program
Description:
OEI will continue to implement a program that enhances the quality of data and
information used in environmental decision-making. OEI will provide Quality Assurance
(QA) policies, procedures, standards, guidance, training and technical support to assist
EPA organizations in the implementation of their quality management system. OEI will
also provide oversight of the quality programs being implemented by EPA organization
to ensure the environmental data being collected, produced, and used by organizations is
of appropriate quality for its intended use. Additionally, OEI will continue to use
technology tools to improve the effectiveness of the EPA Quality Program. More
information about the EPA Quality Program can be found at http://www.epa.gov/quality.
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Activities:
In FY 2014, OEIwill:
• Initiate the revision of the EPA Quality Policy (CIO 2106.0)1 and Procedure
(2106-P-01)2 in collaboration with the EPA QA Community3;
• Provide technical support and guidance to EPA organizations implementing the
QA Standard for Environmental Data (CIO 2106-S-01)4 and to non-EPA
organizations implementing QA Standard CIO 2106-S-025. When the Quality
Standard (CIO 2106-S-02), which will replace CIO 2105.0, is issued, further
guidance will be provided about the effective implementation dates;
• Complete at least nine Quality Management Plan (QMP) reviews;
• Conduct Quality System Assessments (QSAs) of at least six EPA organizations.
Generally, OEI conducts a QSA of each EPA organization every three years;6
• Provide the 2014/2015 QA Annual Report and Work Plan (QAARWP) template
developed by an internal OEI-led workgroup and review the 2013/2014
QAARWPs submitted by EPA Organizations;
• Provide training for the EPA QA community by:
o Hosting virtual training events; and
o Updating at least 10% of the core QA courses and making them available
in Skillport.
• Collaborate with the EPA QA Community to address Agency-wide concerns
regarding the quality of data used to support environmental decision-making;
• Continue to integrate other program initiatives such as the Field Operations Group
(FOG) Guidelines and the Forum on Environmental Measurements (FEM)
Laboratory Competency policies into the EPA Quality Program. Plan to issue the
FOG Guidelines as a Quality Policy (CIO 2106) Procedure. Solicit feedback on
agency implementation of the FEM Laboratory Competency policies during
Quality System Assessments;
1 EPA Quality Policy (http://www.epa.gov/irmpoli8/policies/21060.pdf)
2 Procedure for Quality Policy (http://www.epa.gOv/irmpoli8/policies/2106pO 1 .pdf)
3 OCFO Overview to the FY 2014 NPM Guidances http://www2.epa. gov/planandbudget/fv2014
4 Final Draft Quality Standard for Environmental Data Collection, Production and Use by EPA
Organizations, (CIO 2106-S-01), [OEI plans to issue the standard in FY 2014]
5 Final Draft Quality Standard for Environmental Data Collection, Production and Use by non-EPA
Organizations, CIO 2106-S-02), [OEI plans to issue the standard in FY 2014]
6 EPA Order, 5360.1 (CIO 2105.0), Section 7(a)(3), (http://www.epa.gov/irmpoli8/policies/21050.pdf)
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• Provide an annual EPA Quality Program summary report. The report will provide
an overview of the status of the EPA Quality Management and the proposed
activities for the next fiscal year; and
• Provide oversight of EPA Information Quality Guidelines and facilitate the
development of Agency responses to the public's request for correction of EPA
disseminated information.
III. Program Specific Guidance
A. Facility Registry Service (FRS) Data Quality
Description:
The Facilities Registry Service (FRS) integrates data from over 90 different datasets, and
assigns a unique identifier to facilities, sites, or places of interest from 22 program offices
as well as 57 states, tribes, and territories. FRS improves program facility data validity
from roughly 40% to over 95% by selecting representative geospatial data, along with
integrating contact, corporate and location information from these multiple data sources.
This allows EPA, the public, academic, and investment communities to evaluate
compliance with multiple environmental regulations. In addition, by providing a robust,
complete view of facility information, FRS facilitates cross-media analyses, including
community based initiatives, environmental justice analyses, National Environmental
Policy Act (NEPA) assessments, and emergency response efforts. More information on
FRS can be found at http://www.epa.gov/frs.
Activities:
In FY 2014, OEIwill:
• Continue to improve the quality of EPA data on regulated facilities and their
locations by continually upgrading data stewardship tools, making processing
more transparent; engaging states to utilize FRS data; developing improved tools
for identifying and correcting data errors; and building a network of data
stewards; and
• Evaluate the results of a comprehensive requirements gathering process
conducted in 2013 and will develop and test new ways for meeting these complex
requirements. This includes developing and testing new policies, data models,
data quality processes and training that could improve the ways that FRS
associates information on regulated facilities with their components, contacts, and
parent organizations.
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Regions are encouraged to actively participate in these efforts and in monthly FRS Web
conferences, as well as targeted data quality improvement initiatives.
B. Content Management
Description:
EPA has identified a gap in delivering consistent content services to the Agency, as
documented in a November 2010 Federal Managers Financial Integrity Act (FMFIA)
weakness. The Agency is developing a comprehensive content management strategy to
remediate this gap, including governance (policy, procedures, and standards) and a multi-
project effort in the areas of FOIA, Records, and eDiscovery. The following activities
describe EPA's commitments under this plan.
Activities:
In FY 2014, OEIwill:
• Continue developing tools to facilitate electronic content management, including
use of the newly launched eDiscovery Service;
• Continue developing and supporting tools that facilitate electronic content
management and will continue working with the Agency's Electronic Discovery
Workgroup (EWG) on the eDiscovery workflow model that will serve as the
foundation for the Agency's eDiscovery Service. This includes continued
development of electronic data searches, storage and protection of discovered
information, and development of tools for use by the EPA legal community to
present data in legal settings;
• Develop national Freedom of Information Act (FOIA) processing procedures;
revise FOIA regulations; fully transition to the new shared-service FOIA system
(FOIA Online); expand partnership with other federal agencies to reduce
duplicative systems and websites, increase processing efficiency, and expand
public transparency and openness;
• Develop a FOIA Policy; Delegation; and mandate trainings to implement the
Workgroup recommendations in FY 2014;
• Institute EPA mandatory use of FOIAonline. Its records compliant repository will
address the FOIA component of the FMFIA weakness;
• Identify and establish processes to capture "electronic" versions of records, and
eliminating wherever possible, receiving or printing paper copies; and
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• In August 2012, OMB and National Archives and Records Administration
(NARA) released the Managing Government Records Directive which
mandates electronic recordkeeping to ensure transparency, efficiency, and
accountability (see "Features" on http://intranet.epa.gov/records/). The
Directive included a number of specific requirements to fulfill this mandate,
including that each agency will develop and begin to implement plans to
achieve this transition by December 31, 2013.
OEI will work with programs and regions on the development and implementation of this
plan, the transition to email records management, and the transition to electronic records
management via the cross-agency Records Work Group under the Quality Information
Council's Electronic Content Subcommittee (see http://intranet.epa.gov/ecs/).
C. One EPA Web
Description:
All of the contents on EPA's website (www.epa.gov) will be transformed under OneEPA
Web by September 30, 2014. This means that content on www.epa.gov will be
redesigned as either a resource directory or microsite or moved to the searchable
collection and tagged with quality metadata. All content remaining on www.epa.gov that
might be of value for historic or reference purposes will become part of a searchable
archive.
One EPA Web rebuilds www.epa.gov to:
• Improve the delivery of priority messages and information to the public, and
• Ensure people are able to find the right information to accomplish their tasks
online.
Activities:
During FY 2014, OEI will focus on:
• Supporting content transformation into the Drupal-based Web content
management and publishing system through user training and system
enhancements;
• Implementing a searchable archive infrastructure for relevant content that is no
longer actively managed; and
• Providing an updated suite of Web analytics and quality assurance tools to
support effective site management.
In FY 2014, EPA programs and regions should focus on:
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Developing and publishing resource directories and microsites for topics and high
quality metadata for the searchable collection in accordance with the OneEPA
transformation. This includes the transformation of content into the Drupal-based
Web content management system.
D. Expanding the Use of EZ Tech and Moving to a More
Enterprise-wide Entity
Description:
OEI will continue to design, develop, and deploy information management and
information technology solutions for the enterprise across the Agency. EZ Tech
manages the desktop hardware, software and other applications used by EPA employees;
the Agency's network and multifunction printers; and the procurement of EPA's desktops,
laptops, other hardware and associated software. The scope of the EZ Tech contract was
expanded to include EPA's Regions.
Activities:
In FY 2014, OEI with the regions, will:
• Advance the transition of the Regions into the EZ Tech contract;
• Ensure goal of deploying new hardware and installing Windows 7 on existing
computers is achieved at the time of the Windows XP end of support deadline of
April 2014;
• Deploy 6,000 new hardware devices of the initial 12,000 desktops in accordance with
the refresh schedule. The effort will also install Windows 7 on the remaining 5,000
EZ Tech Desktops. Over 1,000 new hardware devices will be deployed in FY 2013.
Execute continuous service improvement activities as the EZ Tech service matures.
OEI will continue to solicit feedback from the Senior Information Official community
on how the service can be improved.
E. Shared Service Strategy (Commodity IT)
Description:
A comprehensive review of the commodity IT investment portfolio identifies
opportunities to consolidate the acquisition and management of commodity IT and
increase use of shared services.
Activities:
In FY 2014, OEI will:
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• Use the annual PortfolioStat process to lead an Agency-wide IT portfolio review
to assess the current maturity of IT portfolio management process and make
decisions on eliminating duplication and move to shared solutions;
• Use the PortfolioStat process to reduce duplication, set priorities among
programs, and make targeted investments in critical priorities;
• Augment the content and enhance the reporting capabilities of its repositories and
Enterprise Architecture (EA) tools to facilitate decision-making for program,
system, and service changes. One of these updates is to codify a requirement for
IT project managers to update annually EPA's EA repositories;
• Conduct an annual architecture review of the IT portfolio. The Chief Architect
will examine EPA's IT investments with regard to their interoperability and their
support of the Agency's mission and business functions and identify common
services and tools/products used by the programs;
• Optimize the agency-wide wireless contracts by reducing the number of
individually managed, agency wireless contracts.
F. National Library Network
Description:
The EPA National Library Network is composed of libraries and repositories located in
the Agency's Headquarters, regional and field offices, research centers, and specialized
laboratories, as well as web-based access to electronic collections. The combined
network collection contains a wide range of general information on: environmental
protection and management; basic sciences such as biology and chemistry; applied
sciences such as engineering and toxicology; and extensive coverage of topics featured in
legislative mandates such as hazardous waste, drinking water, pollution prevention, and
toxic substances.
Activities:
In FY 2014, the Library National Network (composed of libraries and repositories
located in the Agency's Headquarters, regional and field offices, research centers, and
specialized laboratories) will develop a follow-on Strategic Plan for FY 2015-2017, and
will focus on completing action items of the current FY 2012-2014 Strategic Plan
(http://nepis.epa.gov/Exe/ZyPURL.cgi?Dockev=P 1OOBFBF.txt) including:
• Maintaining the Network's governance structure and framework that provides for
fluid library operations and ensures the continuity of services across all locations;
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Providing library services that support the evolving goals and priorities across the
Agency, respond to the needs of public stakeholders, and focus on meeting local
needs with coordinated services; and
Building and managing electronic and physical collections across the Network
through digitization, standardized cataloging, and coordinated acquisitions to
ensure access to information, expand digital holdings, maximize use of online
resources, and reduce duplication of effort by individual libraries.
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APPENDIX A
EXPLANATION OF CHANGES BETWEEN FY 2013 AND FY 2014
[Office of Environmental Information]
Change from FY 2013 Guidance Document
National
Areas of
Focus
Introduced new discussion of OEI
implementation activities planned for
"Strengthening EPA's Workforce and
Capabilities" (Agency cross-cutting
fundamental strategy)
Reason for Change
OEI plays a role in the implementation of the
Agency's Strengthening EPA's Workforce and
Capabilities Strategy
Affected Pages and Sections
National Areas of Focus, Page 5
Program-
Specific
Guidance
No changes.
Annual
Commitment
Measures
No changes.
Tracking
Process
Updated goals towards completing OKI's
mission
In July 2012, the Chief Information Officer
announced five new goals towards
completing OEI's mission
Introduction, Page 2
Contact
Information
No changes.
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APPENDIX B
KEY CONTACTS APPENDIX
Contact Name Subject Area Phone Email
Laura Palmer
Jill Smink
Director of Resources
and Information
Management Staff, OEI
Senior Planner, OEI
202-564-0726
202-540-9196
Palmer.Laura@epa.gov
Smink.Jill@epa.gov
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