U.S. Department of Agriculture eGovernment Program March 20, 2003 USDA Presidential Initiatives Working Group Meeting Chris Niedermayer, USDA eGovernment

U.S. Department of Agriculture

eGovernment Program

March 20, 2003

USDA Presidential Initiatives Working Group Meeting

Chris Niedermayer, USDA eGovernment Executive

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U.S. Department of Agriculture eGovernment Program

Welcome

Initiative Updates

Presidential Initiatives Working Group Charter

Q & A

Next Steps & Wrap-up

Agenda

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Presidential Initiative Update: Integrated Acquisition Environment

• Participating USDA Agencies/Offices: Office of Procurement and Property Management, Procurement Policy and Procurement Systems Division; Associate Chief Financial Officer for Financial Systems

• Recent Achievements/Accomplishments: Several planning meetings with CFO and IAE PMO for USDA participation in Business Partner Network. Brieifing to OMB on IAE 6th initiative memo.

• Any major changes in scope since last report? Much more involvement with GSA and OMB.

• Upcoming Major Milestones (’03 and ’04): For FPDS NG: Contract Award, April 2003. Full System Implementation – To be Determined. For BPN:

• Recent USDA contributions (funding, staff, hardware/software, expertise, etc.): Continued and additional staff and expertise.

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Presidential Initiative Update:E-Grants

• Participating USDA Agencies/Offices: CSREES, FS, RUS, RBS, RHS, FAS, NRCS, FNS, AMS, APHIS, Outreach, OCFO\

• Recent Achievements/Accomplishments: Production of “Find” opportunity site (fedgrants.gov). Ramp up of including agencies from February – September 2003 (USDA starts posting all grants opportunities except overseas starting March). Public announcement May/June 2003.

• Any major changes in scope since last report? No

• Upcoming Major Milestones (’03 and ’04): All agencies required to use “Find” – October 2003. Limited pilot of OMB-424 application – April 2003 and expanding through summer. Deploy “Apply” – October 2003 (initially 424 only and ramping up of agencies)

• Recent USDA contributions (funding, staff, hardware/software, expertise, etc.): 1 FTE (Peter Laub, OCFO), integrator contract review team (David Lewis, RD), CSREES $100,000 (imminent)

• As the PI Liaison for this initiative, I’ve found doing _____ has really made a difference… Patience, agency visits, involving agency staff on work groups, communication

• Challenges (internal and external) /Help Needed (by you): Extremely ambitious timelines (internal and external) – there is no room for error. Obtaining USDA funding!!!!!!!!!! Previous lack of any Departmental coordination of grants

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Presidential Initiative Update:Geospatial One-Stop

• Participating USDA Agencies/Offices: Farm Service Agency, Forest Service, and Natural Resources Conservation Service.

• Recent Achievements/Accomplishments: Consensus Standards developed for 7 Framework Data Themes. Vendors selected and Geospatial One-Stop Portal development begun.

• Any major changes in scope since last report? Christine Clarke, NRCS has assumed full-time leadership for federal standards development.

• Upcoming Major Milestones (’03 and ’04): Public Beta Version of Portal - May, 2003 Federal Pre-ANSI Standards Developed - September, 2003 Draft of GeoData Marketplace System Complete Agency Data Call in Process – September, 2003

• Recent USDA contributions (funding, staff, hardware/software, expertise, etc.): Christine Clarke, NRCS full-time standards leader

• As the PI Liaison for this initiative, I’ve found that insisting that progress be made has made a huge difference. USDA needs the other federal agencies to stand up geodata servers in support of GOS. Agencies are now starting to take this seriously.

• Challenges (internal and external)/Help Needed (by you): We need to provide the funding we have agreed to as soon as possible.

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• Participating USDA Agencies/Offices: OCFO, National Finance Center (NFC)• Recent Achievements/Accomplishments:

Jan 2003: OPM made formal announcement of their selection of four payroll providers (to operate under two partnerships).

Feb 2003: OPM confirmed agency/provider alignments. Five agencies have been aligned with NFC: (1) Federal Energy Regulatory Commission (FERC), (2) Department of Labor (DOL), (3) Environmental Protection Agency (EPA), (4) Office of Thrift Supervision (OTS), and (5) Federal Bureau of Investigation (FBI).

NFC developed an approach to evaluate the integrated COTS HR/Payroll systems used by several of the aligned agencies.

• Any major changes in scope since last report? None

• Upcoming Major Milestones (’03 and ’04): Fiscal Year 2003: Conduct entrance meetings with aligned agencies (Quarter 3, FY 03); Implement

OTS and FBI into NFC’s Payroll/Personnel System; Evaluate COTS HR/Payroll solutions used by aligned agencies

Fiscal Year 2004: Install the selected integrated COTS HR/Payroll system; Migrate FERC, DOL, and EPA to selected COTS HR/Payroll solution

• Recent USDA contributions (funding, staff, hardware/software, expertise, etc.): NFC’s e-Payroll Team (4 staff members)

• Challenges (internal and external) /Help Needed (by you): The funding source for the evaluation of COTS solution is the current challenge. NFC is currently working with the Office of Personnel Management (OPM) and the Office of Management and Budget (OMB) to identify the source of the necessary funding ($1.75 Million).

Presidential Initiative Update:ePayroll

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Presidential Initiative Update:International Trade Process Streamlining

• Participating USDA Agencies/Offices: Foreign Agricultural Service

• Recent Achievements/Accomplishments: FAS Information Division has recently worked with Department of Commerce to add more FAS

content on Export.gov

Pending funding, Ag Export Services Division has had advanced discussions on partnering with DOC on a virtual market place (BuyUSA.com).

One-stop, one-form links have been created from FAS exporter assistance site to export.gov. This is the initial step in moving forward on creating a universal exporter database, which will reduce the burden on exporters entering their information into multiple sites.

• Major Changes: Unexpected overhaul of DOC’s BuyUSA.com, due to pull out of IBM and need for new contractor, slowed our progress in partnering with them.

• Upcoming Major Milestones: By the end of fiscal 2003 Ag Export Services Division, FAS will have completed our upgrade of the FAS exporter assistance site.

• Recent USDA Contributions: Ag Export Services Division has .8 FTE dedicated to exporter assistance web site.

• As the PI Liaison for this initiative, I’ve found …moving forward with our own export site modifications while waiting for decisions to be made regarding export.gov has kept us on track and not behind when the site is up and running.

• Challenges: Continued lack of funding due to Congressional continuing resolutions and delays in partnering while DOC reengineers their BuyUSA site.

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Presidential Initiative Update:Recreation One Stop

• Participating USDA Agencies/Offices: Forest Service

• Accomplishments since the last update: RecML development: launched development of RecML specification for data sharing including

creation of private/public topic teams. Acquired RecML.org.

Added partners: Added several State partners (using RecML) to participate at Recreation.Gov and 116 Smithsonian affiliate sites.

Map navigation: Added static map navigation (interim solution) and agreement with MapQuest to provide directions to specific contact addresses

Added content: Activity and opportunity information has been added. Content has been expanded to include museum information and public (state and county level information)

FEA “tourism and recreation” line of business: Forest Service is the lead agency in building the solution architecture for R1S. Working hand-in-hand with FEAPMO to develop the 5 reference models by fiscal year end. Initial business and performance reference models developed.

Interagency Agreement: Draft IA has been developed for the National Recreation Reservation Service and is under formal review.

Coordination: Established working relationships with other initiatives including USA Services, eTravel, Geospatial One Stop and eAuthentication for developing architectures.

Volunteer.Gov: Volunteer opportunities added to recreation.gov.

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Presidential Initiative Update:Recreation One Stop (continued)

• Any major changes in scope since last report? The scope of Recreation One Stop has been expanded to include federal recreation reservation

services. In December 2002, OMB directed that the “National Recreation Reservation Service (NRRS) currently run jointly by the Forest Service and Army Corps of Engineers will become the one-stop recreation reservation system for the public, and the NRRS is hereby designated as an executive agent for Government-wide acquisitions of information technology under Section 5112(e) of the Clinger-Cohen Act for recreation reservation systems.”

• Upcoming Major Milestones (’03 and ’04): April 2003: Revised user interface for Recreation.Gov to be released including improved mapping

interface. Implement .NET platform to allow interoperability with MapPoint.msn.com.

May 2003: Plan for developing full RecML specification in place (OMB pass back language).

May 2003: Revised OMB 300

April 2003: Golden Passport and other entrance passes added to R1S to improve one shop service.

June 2003: RecML proof-of-concept for Forest Service completed

September 2003: Present first version of RecML specification for formal OASIS review

September 2003: 5 FEA reference models drafted for R1S

November 2003: National Park Service operational under National Recreation Reservation Service.

December 2003: Publication of version 1.0 RecML and registry

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• Recent USDA contributions (funding, staff, hardware/software, expertise, etc.): Forest Service is the leading participant and contributor outside of the managing agency

(DOI). The Forest Service is:

• Leading development of the FEA solution architecture

• Leading coordinating the creation of several RecML subteams

• Leading effort to incorporate federal recreation passes into R1S

• Leading the reservation services sub-component.

• As the PI Liaison for this initiative, I’ve found doing _____ has really made a difference… Requires a personal as well as agency commitment “to turn talking into action”. I’m spending half

my time helping lead this initiative.

Getting agency leadership to realize this is a ‘change management’ issue and not a technical issue has given it credibility (improve customer service and eliminate redundancy).

Having the ‘business’ (recreation) side take the lead while having the CIO side of the house a full partner is making this effort work both internal to the Forest Service as well as between agencies.

Focusing on the customers’ views and needs versus the normal agency ‘chest thumping’ common to web portal development is generating tremendous public support.

Involving other public and private sector stakeholders keeps you focused on improving citizen services.

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• Challenges (internal and external) /Help Needed (by you): I would like to see USDA’s support be more visible. External Example – join OASIS (shows willingness and personal view of importance, leadership to

other departments at a low cost), attend a couple of PI meetings (show department support for developing the FEA for the tourism line of business).

Internal Example - give Forest Service leadership feedback on importance and agency performance (we hear about Secretary’s report card, but never hear anything from our agency head on performance). The ‘business’ side of our house does not hear from the department’s (NRE) ‘business’ side of the house on the importance and support for the PIs. Information generated from the technical side (CIO) tends to stay in that arena within the agency. We must break this down if we are going to really change how we provide customer services that require changing our business processes. Some view the Forest Service involvement and success to date being accomplished “in spite of ourselves”.

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Presidential Initiative Update:E-Travel

• Participating USDA Agencies/Offices: Office of the Chief Financial Officer is the lead, all USDA agencies will participate as the system is deployed.

• Recent Achievements/Accomplishments: Request for Proposal issued, March 3, 2003. USDA will be participating in source selection activities. Completed and signed a Memorandum of Understanding between USDA and etravel PMO providing in-kind technical support to deploy the etravel systems within USDA and provide technical implementation of the etravel to corporate financial systems interface.

• Any major changes in scope since last report? None

• Upcoming Major Milestones (’03 and ’04): RFP issued March 03, contract Award expected Jun 03, Financial System interface requirements begin Jul 03, Deployments to begin in 04

• Recent USDA contributions (funding, staff, hardware/software, expertise, etc.): Providing in-kind expertise for travel policy and travel policy standardization, provided technical data definitions for financial and payroll interfaces.

As the PI Liaison for this initiative, I’ve found doing _____ has really made a difference…Being involved in a government-wide initiative that comes at the right time to replace an in-house legacy system. It provides the impetus to change many of the USDA travel polices and practices.

• Challenges (internal and external) /Help Needed (by you): Finding the funding to deploy an external system.

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Presidential Initiative Update:Disaster Management

• Recent Achievements/Accomplishments: Several months ago, the Disaster Management initiative launched its portal disasterhelp.gov. The primary purpose of this portal is for first responders. Disasterhelp.gov rises to the challenge to serve as the nation's one stop, disaster management portal, providing a single location to coordinate and integrate the entire gamut of emergency/disaster management information on disaster preparedness, mitigation, response and recovery available to the government and the public. The portal will also serve as a single location of application for all disaster assistance programs and access for the broad range of related products. Content to date includes: Many components of the FEMA website and the home page of each partner agency. It is the responsibility of the partner agencies to design and management its own portal content.

It should be noted that USDA is the first Department to show interest in creating its own portion of the portal. Currently, the portal software regular scrapes USDA's homepage for its input to the site.

• Major Changes in Scope Since Last Report:The Disaster Management project has taken quantum leaps since the last reporting. The major change since the last report is the decision to use portal software and the implementation of the portal. Previously, disasterhelp.gov was based on a web page design focused primarily on content with linkages to other Federal, State, and local web sites.

• Upcoming Major Milestones:Major milestones will be developed for USDA. With the implementation of the portal, it is now the responsibility of USDA to design and implement its own disaster management portal that responds to disaster preparedness, mitigation, response and recovery, along with information dissemination regarding disaster assistance program. A team consisting of the web manager for FSA, USDA's webmaster, and the project lead has been established to begin USDA's portal. A project plan is under development. Tentative initial contents include the disaster assistance by FSA, portions of FSIS' food safety alerts, andinformation relating to FS' fire management.

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Presidential Initiative Update:Disaster Management (continued)

• Recent USDA contributions (funding, staff, hardware/software, expertise, etc.):USDA will be contributing $1.48 million for fiscal year '03 and $1.4 million for fiscal year '04. USDA will also be expending resources internally to develop its overall portal approach and populating and managing the contents.

• Participating USDA Agencies/Offices: OCIO, FSA, FS, FSIS, DA

• As the PI Liaison fro this initiative, I've found… working with both the business (program) and technical contacts to be beneficial. Also, the contact with USDA's webmaster to ensure a alignment with USDA's direction for a common look and feel for web sites that translates to portals.

• Challenges (internal and external): With the demand of other work responsibilities, it is difficult to devote the required level of time to this project to ensure its implementation in a timely manner. An additional challenge is the history of the project itself where for so long, there was no visible movement of the project so agency contacts lost interest.

• Help needed to be successful: Development of the project plan Technical assistance Meeting planning and facilitation Kick-off memorandum from the Deputy Secretary stating his commitment to the Presidential

Initiatives and the resources being provided - e.g., dollars Group discussion focused on the enablers. For example - Disasterhelp.gov is a portal, What are

the expectations for alignment with the enabler?

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Presidential Initiative Update:GovBenefits.gov

• Participating USDA Agencies/Offices:

FSA, RMA, NRCS, RD, FNS, CSREES

• Recent Achievements/Accomplishments:

100% of Eligible USDA programs are scheduled to be in Next Release Of The system

Program Toolkit Recently Launched


• Upcoming Major Milestones (’03 and ’04):

First Anniversary – April 29, 2003. Celebration Planned

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Presidential Initiative Update:GovBenefits.gov

• Recent USDA contributions (funding, staff, hardware/software, expertise, etc.): Benefit Program staff expertise Public Affairs Contact is Participating in PA-WG USDA has Participated in Change Control Group

• As the PI Liaison for this initiative, I’ve found that one-on-one interactions with program managers and keeping

the EGEC/EGWG informed has really made a difference…

• Challenges: Keeping Program Information Up-to-Date

• Help Needed (by you): Managers’ review/updating of program info

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Presidential Initiative Update:eAuthentication

• Participating USDA Agencies/Offices: OCFO/NFC (leading); all USDA agencies will participate when solution completed.

• Recent Achievements/Accomplishments: Testing beta version of the eAuthentication Risk and Requirements Assessment approach with eGov initiatives.

• Upcoming Major Milestones: Interim eAuthentication Gateway will undergo a delta certification and accreditation (C&A) for live transactions by 03/15/03.

• Recent USDA Contributions: 1 FTE

• As the PI Liaison for eAuthentication… I get a much broader picture of how OMB wants eGov to work and I hope that I can use that knowledge to help USDA as it moves forward.

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Presidential Initiative Update:USA Services

• Participating USDA Agencies/Offices: FSIS, APHIS identified by there participation with the Federal Citizen Information Center (Pueblo)

• Recent Achievements/Accomplishments: Contractor InfoZen, Inc. acquired, will provide the following:

• Though leader interviews

• Interactive forums (1 held 2/13/03)

• Web survey (now active till 03/31/03 at www.infozen.com/usa-services)

• Analysis and findings with recommendations

• Supported FirstGov search, hosting, & CMS

• Any major changes in scope since last report? Vision redefined “Simplified, unified and personalized access to government services”

A citizen will be able to enter the USA Services process via any channel and be connected effectively to government services.

• Upcoming Major Milestones (’03 and ’04): Phase 1: June 2003 — a.) Telephone Support, b.) Email Routing, c.) Transition Support

Phase 2: March 2004 — a.) Multi-Channel Routing, b.) Expanded Customer B, c.) Launch National Contact Center (NCC)

Phase 3: Late 2004 — Enhanced Citizen Customer Service

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Presidential Initiative Update: USA Services

• Recent USDA contributions (funding, staff, hardware/software, expertise, etc.): USDA continues to provide 3-6 hours of staff (1) time per month, additional staff support

(technical and business) is required from FSIS and APHIS. GSA would like to double are triple this amount of time.

As PI Liaison I have been able to provide the USDA focus as articulated by the E-Government Strategic Plan.

• Challenges (internal and external) /Help Needed (by you): As the PI Liaison for this initiative, I’ve found that attempting to establish a USDA

working group with identified USDA Agency representatives does not work very well. It will be necessary to work through the E-Government Executive Council to get the necessary Agency buy-in.

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Presidential Initiative Update:Online Rulemaking Management

• Participating USDA Agencies/Offices: USDA-wide

• Recent Achievements/Accomplishments: Citizens and farmers can now submit comments on-line to selected USDA rulemaking agencies through the www.regulations.gov site.

• Any major changes in scope since last report? Now that the www.regulations.gov site has been launched, USDA is meeting with EPA to look for solutions and capabilities with EPA’s eDocket system.

• Upcoming Major Milestones (’03 and ’04): Additional USDA agencies will be listed in the www.regulations.gov site as rules are published in 2003.

• Recent USDA contributions: USDA’s Animal and Plant Health Inspection Service (APHIS) recently met with EPA to determine what kind of assistance EPA might be able to provide in 2003 with the migration to EPA’s eDocket system.

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Presidential Initiative Update:Online Rulemaking Management (continued)

• As the PI Liaison for this initiative, I’ve found that the solutions to agencies’ on-line rulemaking needs are often just a phone call away. The resources, both people and software, are available; all it takes is putting people in touch with the right people.

For example, I was recently contacted by an office within USDA that intends to publish a rule in the near future and would like to receive comments electronically and also have the capability to sort the comments by type. After discussing the capabilities of the new www.regulations.gov site, I put the person in contact with an APHIS representative who was readily available to help the office set up an in-house operation using available software that would allow the management and manipulation of comments on line. After making a couple of more calls, I learned that EPA would also be available to help USDA set up a pilot project for certain on-line rulemakings where the comments are categorized. In short, by making just a few phone calls, I was able to glean the right information and put people in touch with the right people to get projects going.

• Challenges (internal and external)/Help Needed (by you): Because it is critical to have a central point of contact within USDA for the on-line rulemaking initiative, the main challenge is keeping all of our USDA agencies on the same page. This means establishing agency points-of-contact within USDA for the on-line rulemaking initiative and sharing information.

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• Participating USDA Agencies/Offices: Office of the Chief Information Officer; Agency Records Officers

• Recent Achievements/Accomplishments:

Electronic Information Management Standards

NARA Bulletin 2003-03, Endorsement of DoD Electronic Records Management Application (RMA) Design Criteria Standard, version 2 Issued 1/15/03

Transfer permanent electronic records to NARA

Regulation on additional transfer methods - Published 12/30/02; effective 1/29/03 Transfer Instructions for Existing Scanned Images of Textural Records, Issued 12/23/02 Transfer Instructions for Existing Email Messages with Attachments, Issued 9/30/02


Presidential Initiative Update: Electronic Records Management

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• Upcoming Major Milestones (’03 and ’04): Enterprise-Wide ERM Deliverables Lessons learned analysis, with applicability to electronic records management government-wide by 9/15/03. Methodology for developing and implementing an ERM proof of concept pilot by 9/15/03. Correspondence Tracking Deliverables Additional deliverables to be determined by results of survey of President’s Management Council Electronic Information Management Standards Deliverables – None Permanent E-Records Transfers to NARA Deliverables – None

• Recent USDA contributions (funding, staff, hardware/software, expertise, etc.): USDA Agency Records Officers have been participating in surveys and assessments for the ERM initiative Meet regularly with the Deputy Archivist o f the United States to discuss progress on the initiatives and to

discuss business implementation issues Have arranged for the eGovernment ERM Leads to present a Federal Information and Records Managers

Council Forum on April 3 at the General Accounting Office Auditorium Participate in NARA Bimonthly Records Information Discussion Group to receive updates; assess progress

Presidential Initiative Update: Electronic Records Management (continued)

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• As the PI Liaison for this initiative, my role has been sharing information received and requests for evaluations with the Agency Records Officers of the Department.

• Challenges (internal and external):

The current eGovernment initiatives within the Department have not included records retention issues.

Most of the USDA records schedules and disposition authorities need to be updated. Most of the Department’s information technology systems have not been scheduled,

i.e. they lack proper records disposition authorities for both the programs and the data. USDA is not addressing eRecords management, but is dealing with eDocument

management. The Office of the Secretary has a correspondence management initiative that may or

may not be interoperable with the products of the Correspondence Tracking Initiative

Presidential Initiative Update: Electronic Records Management (continued)

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• Participating USDA Agencies/Offices: Jody Firmani of RMA is the lead for USDA.

All agencies and staff offices are able to use free courses and other resources available on the www.golearn.gov. Some agencies and staff offices will elect to purchase courses for their staff. Some agencies and staff offices may also choose to use course development support as they create agency or office specific courses.

• Recent Achievements/Accomplishments: USDA participated in the purchase of the NIST-approved security classes for all Federal

employees. The courses were developed by Karta and are available now on the www.golearn.gov Web site.

Additionally, an interagency agreement between USDA and www.golearn.gov is being finalized. The agreement provides USDA employees with access to the SkillSoft, Netg, and Element K courses for registration fees that are 25% less than the same courses purchased by agencies individually in the past.

USDA’s Office of Human Resources Management (OHRM) and the Office of the Chief Information Officer (OCIO) are working to provide to www.golearn.gov the human resources and email information for all employees. This will make it easier for employees to register for the courses.

Presidential Initiative Update: E-Training

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• Upcoming Major Milestones (’03 and ’04): The interagency agreement for courses at www.golearn.gov will be in place by May 1.

Agencies and staff offices are now being asked to decide how many courses they want to purchase for their staff. USDA will evaluate the www.golearn.gov site to determine if it meets the Department’s LMS requirements outlined in the business case.

Project plans call for the LMS to be available for USDA employees in the summer 2003.

• Recent USDA contributions: USDA is working with www.golearn.gov staff to begin discussions about requirements for our LMS. This will help the site to meet the needs of other Federal agencies.

• As the PI Liaison for this Initiative, I’ve found that it is important to go to the meetings coordinated by OPM and GoLearn.gov so that I can stay well informed about the activities across the Federal Government.

Presidential Initiative Update: E-Training (continued)

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• Challenges: To make sure that we are reaching all the right people in the USDA agencies and staff offices with the information about www.golearn.gov and the plans for the LMS. We want to be sure all the human resources and information technology training staff receive the information.

• Help Needed: Leadership from the OHR and the OCIO is critical. I look forward to working with the project manager and the integrated project team.

Presidential Initiative Update: E-Training (continued)

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Agenda

Welcome

Initiative Updates


Q & A


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PI Working Group Charter

• To formalize the PI Working Group, and to provide clear roles and responsibilities for all involved, the eGovernment Team has created a Presidential Initiatives Working Group Charter.

• The Charter includes sections on: Authority of the working group

Membership and structure

Roles and responsibilities of both the Presidential Initiative Liaisons and the USDA eGovernment Team

Meetings and communications.

• A copy of the draft charter is being provided to you for your review and input.

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Agenda

Welcome

Initiative Updates


Q & A


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Q&A

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Agenda

Welcome

Initiative Updates


Q & A


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• USDA’s Presidential Initiatives funding still being finalized; we will update you on outcome.

• USDA eAuthentication and eLearning initiatives awaiting decision from EITIRB as well.

• Review the draft PI Working Group charter and provide comments

• PI Working Group Schedule – tentative schedule is for the third Thursday of each month from 1-2:30 pm

Some have indicated a conflict with this time; unfortunately, the earlier proposed time (third Wednesday of each month) creates conflicts with working group members as well.

Next meeting will be April 17

Documents

U.S. Department of Agriculture eGovernment Program March 20, 2003 USDA Presidential Initiatives Working Group Meeting Chris Niedermayer, USDA eGovernment