Update on EDNA & the Secure Information Exchange (SIX)

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24 November 2016
Eighteenth Annual Meeting of National Authorities The Hague, The Netherlands
23 – 25 November 2016
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Working together for a world free of chemical weapons
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Background
Large volume of declaration data received and processed every year
Impacts efficiency and quality of data in declaration process
Electronic systems and tools can help to improve efficiency and ensure:
Completeness
Accuracy
Timeliness
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Presenter
Presentation Notes
Every year, information about the activities of more than 5,000 plant sites and facilities is being declared, plus the AND data Typically more than 25,000 pages of Article VI declaration related information only received on the annual basis
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Computer files containing declaration information in a specified electronic format (Extensible Markup Language - XML)
XML technical specification for Article VI declarations available on the OPCW External server
Can be automatically processed by the Verification Information System (VIS)
PDFs and MS Word forms are not electronic declarations (as they are not automatically usable in VIS)
Prepared using the appropriate software tools
Submission
On a CD/USB stick, by an authorized representative (hand delivery)
Through the Secure Information Exchange (SIX) system (electronic delivery)
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Software for preparation of electronic declarations
Developed and maintained by the Technical Secretariat
Free to use by all States Parties
Support and training available from the TS
Updated information available
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Main Features Built-in repository of facilities and historic declarations Automated Aggregate National Data (AND) Automatic generation of declaration forms Integrated OPCW Handbook on Chemicals Warnings for data inconsistencies and incompleteness Analytical reports for validating content of the declarations Checks and validation of non-EDNA electronic declarations Available in Arabic, English, French, Russian and Spanish
Electronic Declarations tool for National Authorities (EDNA)
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January 2014 January 2015
EDNA Versions November 2008 Version 1.0 Initial version • OCPF • AND
November 2009 Version 2.0 Added support for: • Schedule 2 • Schedule 3 • Automatic AND
June 2010 Version 2.1 Bug fixes and minor updates to 2.0
September 2012 Version 2.5
• Bug fixes • User interface
declarations • Bug fixes and
enhancements to the previous version
2008 2016
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Contains up-to-date list of scheduled chemicals Synchronised with Handbook on Chemicals 2014
Support for new product group codes According to the Declarations Handbook 2013
Compatible with Windows 8 Includes correction of most important bugs Including software errors discovered in the version 3.1,
previously published in January 2015, and original version 3.2, published in September 2015
All users encouraged to upgrade to the latest version 8
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were received either fully or partially in electronic format*
Tools 53 SP used EDNA 5 SP used another tool
5 SP used EDNA for the first time
-------------------------------------------------------------------------------------- * As of 30 June 2016, excluding nil declarations
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Presenter
Presentation Notes
- 5 SP that used EDNA for the first time: Ethiopia, Indonesia, Latvia, Morocco, New Zealand, Oman, Portugal
Chart1
EDNA
4
Bangladesh, Sudan, Mexico, Thailand, Iran
SP declaring with EDNA for the 1st time in last 5 years
2
Ecuador, Slovenia
SP who used EDNA in the past, but declared in HC now
1
Greys are calculated
Blue figures manually calculated - Cognos report located in the same folder with Electronic declarations report
AllSP
0
1
Slovenia
0
Asia
Africa
GRULAC
Category
value
2
Bangladesh, Thailand, Iran
0
1
Indonesia
GRULAC
Regional
Category
value
1
Sudan
Regional
Category
value
1
Mexico
1
Ecuador
1
Peru
Category
value
0
0
1
Portugal
Region
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Current and Future Activities Continued support to existing users Support and training to new users Implementation of fixes to remaining software bugs Assessment of functionality/design changes and
further improvements Usability enhancements Integration with other tools and systems Support for currently unsupported functionality
Missing declaration forms Declaration of mixed plant sites Merging/combining of declaration parts (for “distributed use”) Support for Windows 10
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What is SIX? System for secure electronic exchange of information
(including classified) between the States Parties and the Secretariat
The system is:
Compliant – addresses relevant legal and confidentiality considerations
Cost-effective – utilises existing infrastructure and resources of the TS
Secure – utilises multiple layers of controls ensure the security of confidential information
Secure Information Exchange
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EDNA/Other Tools
NA Declaration CD
Step 1: The e-declaration is prepared by the NA using EDNA or other software tools and then copied onto a CD
Data entry
Declaration export
Step 2: The CD with the e-declaration is sent to the permanent representative by the diplomatic pouch
Diplomatic pouch
Step 3: The Permanent Representative delivers the CD containing the e-declaration to
the TS and receives a confirmation
Confirmation
TS Representative
Declaration CD
Step 4: The e-declaration is imported into the VIS on the classified network
from a designated work-station
How does it work?
Diagram 1: Submission of Declarations to TS through Diplomatic Pouch (without SIX)
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SIX Internet Portal
SCN input workstation
OPCW Secure Critical Network (SCN) (isolated, not connected to Internet)
OPCW data processing clerk
AIR GAP
Diagram 2: Submission of Declarations to TS through SIX
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SIX Project Status Initial phase - bi-directional exchange of declarations (and
declaration related documents) System is available to SP as of 1 July 2014
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process e.g. quicker dissemination of requests for
clarifications and other declaration related documents
Other benefits: Fewer incidents with SP confidential information delivered
through unapproved means (e.g. classified information sent by e-mail or fax)
Increased number of electronic declarations
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Benefits –Observed Improved timeliness of declarations 30 ADPA declarations for 2015 received through SIX,
before the declaration deadline 50% of these were submitted within two days before the
deadline Increased efficiency of the declaration evaluation
process Improved timelines for delivery of the inspection
reports
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Benefits –Observed (cont.) Improved completeness and accuracy of
declarations Reduced transmission timelines allowing more time for
the actual work on declaration Sample Case 1: A SP received a declaration from a plant
site only on 30 March Thanks to SIX the complete declaration was submitted before the
deadline
Sample Case 2: A SP had the declaration prepared already in February, but used March to resolve potential transfer discrepancies Thanks to SIX declaration was still submitted before the deadline
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Benefits – Observed (cont.) A Sample Case Study:
A SP received an inspection Inspection report mentioned amendments to the past declarations The SP registered for SIX
Upon receipt of the registration form, setup took couple of hours to complete
Amendments were submitted in the same day using SIX Related issues were immediately closed in the Final Inspection Report
(FIR)
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How can States Parties use SIX? Agree on the terms and conditions and submit
registration form Annexes to the TS Note: S/1192/2014, dated 1 July 2014
Acquire and configure a software tool for data encryption A tool compliant with the chosen encryption standard is
acceptable Both free and commercial tools are available
A standard web browser, Internet connection and reliable e-mail infrastructure
System is free for use by all SP Guidelines and instructions provided by the TS
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Who is already using SIX? 37 States Parties (with 62 registered users)
Argentina Australia
Austria Bangladesh
Hungary India
Indonesia Ireland
Italy Latvia
Lithuania Mexico
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Registration Trend
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Amendments to previously submitted Article VI ADPAs, ADAAs
Responses to official letters from the TS
Declarations under Article III
Documents sent Reconciliation letters
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Current and Future Activities Regular system operation and user support System promotion and user training Key technical activities Renewal of user accounts and cryptographic keys
Completed (Q4 2015)
Annual security (penetration) testing 2015 testing completed (Q4 2015) 2016 testing in progress (Q4 2016)
Simplification of the two-layers login mechanism Assessment in progress. To be combined with other usability
improvements for the system.
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Current and Future Activities (cont.) Expansion of system usage Exchange of Article VII, Article X documents
Update of the S-note and internal processes
Transmission of inspection reports to SP Ongoing pilot with selected inspections in Q4 2016
Transmission of Transfer Discrepancy (TD) letters and the SP ↔ SP communication Delayed due to legal and operational issues Analysis is ongoing
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Training Annual training session at the end of each year (OPCW HQ)
Demonstrations during Basic Course and other events
On-request dedicated training
Separate demo/training environment configured
E-Learning course: Introduction to SIX Covers the most relevant aspects of system set-up and usage
Available at the OPCW LMS, upon registration through the OPCW Web Page: https://www.opcw.org/special-sections/education/e-learning/
Also available on the OPCW Extranet
Translation to French and Spanish in progress
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Adviser
Additional information available on OPCW External Server (https://external.opcw.org)
Includes user documentation (in all official OPCW languages): Quick Start Guide
Brief instructions on how to do registration and setup
User Manual Detailed instructions for using SIX
For all questions and support requests: [email protected]
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SIX Information on OPCW Extranet The OPCW Extranet: https://external.opcw.org
For details regarding access (e.g. username & password) please contact IT support team at [email protected]
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Support through: Recommended -
through e-mail: [email protected]
Alternative - by calling the SIX project team: +31 70 416 3026 +31 70 416 3655 +31 70 416 3682
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Background
Current and Future Activities
SIX(Secure Information Exchange)
SIX Project Status
Who is already using SIX?
Regional Distribution of Users
Current and Future Activities
Training
SIX Information on OPCW Extranet (cont.)
Additional Information and Support