United States Department of Agriculture (USDA) eGovernment Program

#########  {#section .unnumbered}

***Integrated Reporting Tool***

***Major Release (MR) 2***

May, 2004

![](media/image1.jpeg){width="1.75in" height="1.2666666666666666in"}

**Table of Contents**

[Previous Change History ii](#previous-change-history)

[1 Introduction 1](#introduction)

[1.1 Purpose 1](#purpose)

[1.2 Audience 1](#audience)

[1.3 Scope 1](#scope)

[2 The Integrated Reporting Tool, MR 2
2](#the-integrated-reporting-tool-mr-2)

[2.1 Functionality 2](#functionality)

[2.2 Navigating through the Tool 2](#navigating-through-the-tool)

[2.2.1 The Homepage 3](#the-homepage)

[2.2.2 The IR Tool Left Navigation Bar
3](#the-ir-tool-left-navigation-bar)

[2.2.3 The IR Tool Top Navigational Bar
4](#the-ir-tool-top-navigational-bar)

[2.3 How to.... 4](#how-to.)

[2.3.1 How to Create an interaction 4](#how-to-create-an-interaction)

[2.3.2 How to Modify an interaction 10](#how-to-modify-an-interaction)

[2.3.3 How to Delete an interaction 18](#how-to-delete-an-interaction)

[2.3.4 How to View Reports 21](#how-to-view-reports)

[2.3.5 How to get Help 23](#how-to-get-help)

Revision History

## Previous Change History {#previous-change-history .unnumbered}

Table a -- Previous Change History

  ----------------------- -------------------- ---------------------- --------------------------
  [Version]{.smallcaps}   [Date]{.smallcaps}   [Author]{.smallcaps}   [Comment]{.smallcaps}

  1.0                     May 1, 2004          Jennifer L. Combs      

                                                                      

                                                                      

                                                                      

                                                                      

                                                                      
  ----------------------- -------------------- ---------------------- --------------------------

# Introduction

The eGovernment Program launched the Integrated eGovernment Reporting
process in December 2002 as a way of promoting stronger integration
among eGovernment and IT functions and streamlining the reporting
requirements imposed on agencies. OCIO information from the Integrated
Reporting process as a critical resource for estimating agency needs
related to eAuthentication services, responding to inquiries regarding
GPEA compliance, and generally supporting eGovernment functions. Keeping
the data in the Integrated Reporting Tool current is also a part of the
evaluation criteria for the SES Performance Scorecard.

To facilitate the reporting process, OCIO recently launched an enhanced
version of the Integrated Reporting (IR) Tool, a web-based application
that documents information about the interactions USDA agencies have
with the public. The information recorded for each interaction covers a
broad spectrum of eGovernment and IT functional areas including GPEA
compliance, requirements for eAuthentication, forms management, records
management, alignment with the agency's IT portfolio, and relationships
to the Federal Business Reference Model. The relationships reflected in
the tool allow agencies to better plan for business transformation and
improve customer service.

## Purpose

The purpose of this document is to provide a detailed description of the
steps an agency should take in order to use Major Release 2 of the
Integrated Reporting Tool.

## Audience

This document is intended to provide guidance for all Agency eGovernment
Working Group representatives, GPEA Coordinators, Paperwork Reduction
Act (PRA) Coordinators, Forms Managers, Records Officers, and
Information Technology (IT) Portfolio Managers who may be required to
access and use the Integrated Reporting Tool.

## Scope

This document will provide a step-by-step guidance for an agency to
understand and use the Integrated Reporting Tool, MR 2. It does not
cover the entire data reconciliation process or the GPEA reporting
process or the Integrated Reporting processes that are required as a
result of various reporting requirements throughout USDA and the Federal
Government.

# The Integrated Reporting Tool, MR 2

## Functionality

The Integrated Reporting Tool stores and displays information about each
USDA online and paper-based "interaction" between USDA and the public.
This may be a form or a different form of information exchange.

The Integrated Reporting tool (IR Tool) was originally launched in 2003
as a short-term repository for GPEA compliance information and
eAuthentication requirements. The new release expands the functionality
of this tool, including Business information, IT information, Records
Management information and Forms information, and changes in the
eAuthentication data in accordance with the final OMB E-Authentication
Guidance. 

 

The new release also includes drastic changes in the user interface to
comply with USDA\'s new web presence standards.  In addition to these
features, the new tool features data integrity protections and other
user-requested enhancements.  The tool continues to be protected by the
USDA eAuthentication service, which allows existing users of the IR Tool
to seamlessly transition to accessing the new tool.

The IR Tool can be used to track interaction-specific information
related to Business information, IT information, Records Management
information and Forms information, eAuthentication requirements and GPEA
compliance, and contains reports for the use of the OCIO GPEA
Coordinator, the OCIO Forms Manager, and the Agency personnel who are
subject to OCIO reporting requirements in these areas.

Specific tasks that can be accomplished are:

-   Create a new interaction record

-   Modify an interaction record

-   Delete an interaction record

-   View Reports

-   Download the eAuthentication Assurance level calculator

## Navigating through the Tool

The main URL of the IR Tool MR 2 is
<https://irtool.sc.egov.usda.gov/irtool>. Accessing this from a Netscape
or Internet Explorer or Safari web browser will direct the user first to
the eAuthentication login page, then to the IR Tool Homepage.

![](media/image2.png){width="5.145138888888889in"
height="3.5409722222222224in"}

Figure 1: IR Tool Homepage

### The Homepage 

From the Home page of the tool, the user can use the links on the main
page to perform the primary functions of the IR Tool. These include:

-   Create a new interaction

-   Modify/Delete an interaction

-   View Reports

In addition, the user can get information, including:

-   Assurance Level assistance

-   IR Tool Help

-   OCIO contact information

### The IR Tool Left Navigation Bar

From any main page in the IR Tool, the user can use the left navigation
bar to search for an interaction by confirmation number, go to the
advanced search page by clicking on the link labeled "Advanced Search,"
or click on the lower links to perform the primary functions of the IR
Tool:

-   Create a new interaction

-   Modify/Delete an interaction

-   Get Assurance Level Assistance

-   View Reports

### The IR Tool Top Navigational Bar

From any main page in the IR Tool, the user can use the top navigation
bar to:

-   Navigate to the Homepage ("Home")

-   Find out about the eGovernment program ("eGovernment")

-   Read the Help page ("Help")

-   Contact the OCIO team and ("Contact Us")

-   Logout ("Logout")

## How to....

### How to Create an interaction

After selecting "Create Interaction" from the left navigation bar or
choosing "Create a new interaction" from the main Homepage, the user is
presented with the Create Interaction page. To create an interaction,
the user should complete all required fields and any optional fields,
and should click the "Submit" bottom to save the interaction
information. To empty the fields without saving , click the "Clear"
button.

To view more detailed information about any field, click on the name of
the field to be taken to a pop-up Help page with more information.

#### IR Tool Create Page : Section 1, Interaction Information

![](media/image3.png){width="4.999305555555556in"
height="3.7805555555555554in"}

Figure 2: IR Tool Create page Section 1

In Section 1, users are asked to enter information about the specific
interaction they are creating. Fields in Section 1 include:

-   Agency Name

-   PRA/OMB Control Number

-   Transaction Name

-   Transaction Description

```{=html}
<!-- -->
```
-   Business Owner/Point of Contact Name

-   Business Owner/Point of Contact Name

#### IR Tool Create Page : Section 2, Forms Information

#####  {#section-1 .unnumbered}

![](media/image4.png){width="4.790972222222222in"
height="3.5930555555555554in"}

Figure 3: IR Tool Create page Section 2

In Section 2, users are asked to enter form, GPEA and audience
information about the specific interaction they are creating. Fields in
Section 2 include:

-   Form Number

-   Interaction Name/Form Title

-   Practicable for GPEA Compliance? *(choose one)*

-   Actual/Estimated GPEA Compliance Date

-   Actual/Estimated GPEA Compliance Comments

-   Transformation Status *(choose one)*

-   Form *(check box if interaction is a form)*

-   Instructions *(check box if interaction includes instructions)*

-   Form Presentation Format *(choose one)*

-   Form Purpose *(choose one)*

-   Number of Annual Respondents

-   Total Annual Responses

-   Burden Hours by Form

#### IR Tool Create Page : Section 3, Business Information

![](media/image5.png){width="4.936805555555556in"
height="3.395138888888889in"}

Figure 4: IR Tool Create page Section 3

In Section 3, users are asked to enter Business Information about the
interaction they are creating. In this section, several fields require
answers to be chosen from a large list -- to view and select answers
from the list, click the "List" button below the field name; select the
appropriate answer in the pop-up window by clicking the "Select" link to
the right of the correct answer. To erase the current answer and choose
again, click the "Clear" button, then again click the "List" button.
Fields in Section 3 include:

-   Program Name

-   Sub-Program Name *(select from list)*

-   Business Reference Model *(select from list)*

-   Industry Impact *(select from list)*

-   Business Topic

-   Customer Group *(choose one)*

-   Records Disposition Authority

-   Authorized Retention Period *(choose one)*

#### IR Tool Create Page : Section 4, IT Information

![](media/image6.png){width="4.780555555555556in"
height="3.0930555555555554in"}

Figure 5: IR Tool Create page Section 4

In Section 4, users are asked to enter IT Information about the
interaction they are creating. In this section, several fields require
answers to be chosen from a large list -- to view and select answers
from the list, click the "List" button below the field name; select the
appropriate answer in the pop-up window by clicking the "Select" link to
the right of the correct answer. To erase the current answer and choose
again, click the "Clear" button, then again click the "List" button.
Fields in Section 4 include:

-   Web Address for Electronic Option

-   Information System Name/Software Application *(select from list)*

-   IT Investment Name *(select from list)*

#### IR Tool Create Page : Section 5, eAuthentication Information

![](media/image7.png){width="5.915972222222222in"
height="3.801388888888889in"}

Figure 6: IR Tool Create page Section 5

In Section 5, users are asked to enter eAuthentication Information about
the interaction they are creating. In this section, users are asked to
enter the authentication assurance level information for interactions
requiring electronic authentication. To download an excel spreadsheet
tool to assist in determining the appropriate assurance level according
to OMB Guidelines, click the "Assistance" button to the right of this
field. Fields in Section 5 include:

-   eAuthentication Required? *(choose one)*

-   eAuthentication Comments

-   Assurance Level *(choose one)*

-   Web Application

-   eAuthentication Integration Date

#### IR Tool Confirmation Page

![](media/image8.png){width="4.874305555555556in"
height="3.270138888888889in"}

Figure 7: IR Tool Create page Section 5

The confirmation page displays a confirmation of the new interaction
creation and provides the user with the option to return to the
Homepage, or modify the new interaction.

### How to Modify an interaction 

After choosing to modify a new interaction from the Confirmation page,
the user is presented directly with the Modify interaction page. If the
user chooses "Modify/Delete an Interaction" from the menu on the
Homepage or from the left navigation bar, the user is directed to the
Search page to locate the interaction he wishes to modify. The user may
bypass the search page by inputting the confirmation number of the
interaction he wishes to modify into the search field of the left
navigation bar and clicking "Go."

#### IR Tool Advance Search page

![](media/image9.png){width="5.218055555555556in"
height="3.645138888888889in"}

Figure 8: IR Tool Advance Search page

To find an interaction, the user may enter as much or as little
information as is available to narrow the search results. Options for
searching include:

-   Confirmation Number

-   Agency Name (restricted to the agency of the user, except for
    SuperUser access)

-   PRA/OMB Control Number

-   Form Number

-   eAuthentication Required? *(choose one)*

-   Assurance Level *(choose one)*

#### IR Tool Search Results page

![](media/image10.png){width="5.426388888888889in"
height="3.4993055555555554in"}

Figure 9: IR Tool Search Results page

After clicking "Search" on the Advanced Search page, the user is
directed to the Search Results page where a list of any interactions
that match the search query is displayed. To choose an interaction to
modify, the user can click the "Modify" link to the right of the desired
interaction.

To clear the results and search again, the user can click the "Back"
button on the web browser's toolbar to return to the Advance Search
page.

#### IR Tool Modify Page

![](media/image11.png){width="5.790972222222222in"
height="3.9993055555555554in"}

Figure 9: IR Tool Modify page

To modify an interaction, the user should ensure that all required
fields are completed, modify any desired fields, and should click the
"Submit" bottom to save the interaction information. In some cases,
information previous entered into the tool does not fit the new required
formats. In that case, both the previous entry and the field for the new
data are displayed, and the new data field is a required entry.

![](media/image12.png){width="5.665972222222222in" height="1.0in"}

Figure 10: IR Tool Modify -- Previous Data

To view more detailed information about any field, click on the name of
the field to be taken to a pop-up Help page with more information.

#### IR Tool Modify Page : Section 1, Interaction Information

![](media/image13.png){width="5.572222222222222in"
height="3.801388888888889in"}

Figure 11: IR Tool Modify page Section 1

In Section 1, users are asked to enter information about the specific
interaction they are modifying. Fields in Section 1 include:

-   Agency Name

-   PRA/OMB Control Number

-   Transaction Name

-   Transaction Description

```{=html}
<!-- -->
```
-   Business Owner/Point of Contact Name

-   Business Owner/Point of Contact Name

#### IR Tool Modify Page : Section 2, Forms Information

![](media/image14.png){width="4.999305555555556in"
height="4.207638888888889in"}

Figure 12: IR Tool Modify page Section 2

In Section 2, users are asked to enter form, GPEA and audience
information about the specific interaction they are modifying. Fields in
Section 2 include:

-   Form Number

-   Interaction Name/Form Title

-   Practicable for GPEA Compliance? *(choose one)*

-   Actual/Estimated GPEA Compliance Date

-   Actual/Estimated GPEA Compliance Comments

-   Transformation Status *(choose one)*

-   Form *(check box if interaction is a form)*

-   Instructions *(check box if interaction includes instructions)*

-   Form Presentation Format *(choose one)*

-   Form Purpose *(choose one)*

-   Number of Annual Respondents

-   Total Annual Responses

-   Burden Hours by Form

#### IR Tool Modify Page : Section 3, Business Information

![](media/image15.png){width="5.707638888888889in"
height="4.093055555555556in"}

Figure 13: IR Tool Modify page Section 3

In Section 3, users are asked to enter Business Information about the
interaction they are modifying. In this section, several fields require
answers to be chosen from a large list -- to view and select answers
from the list, click the "List" button below the field name; select the
appropriate answer in the pop-up window by clicking the "Select" link to
the right of the correct answer. To erase the current answer and choose
again, click the "Clear" button, then again click the "List" button.
Fields in Section 3 include:

-   Program Name

-   Sub-Program Name *(select from list)*

-   Business Reference Model *(select from list)*

-   Industry Impact *(select from list)*

-   Business Topic

-   Customer Group *(choose one)*

-   Records Disposition Authority

-   Authorized Retention Period *(choose one)*

#### IR Tool Modify Page : Section 4, IT Information

![](media/image16.png){width="3.9993055555555554in"
height="2.9993055555555554in"}

Figure 14: IR Tool Modify page Section 4

In Section 4, users are asked to enter IT Information about the
interaction they are modifying. In this section, several fields require
answers to be chosen from a large list -- to view and select answers
from the list, click the "List" button below the field name; select the
appropriate answer by clicking the "Select" link to the right of the
correct answer. To erase the current answer and choose again, click the
"Clear" button, then again click the "List" button. Fields in Section 4
include:

-   Web Address for Electronic Option

-   Information System Name/Software Application *(select from list)*

-   IT Investment Name *(select from list)*

#### IR Tool Modify Page : Section 5, eAuthentication Information

![](media/image17.png){width="4.863888888888889in"
height="3.145138888888889in"}

Figure 15: IR Tool Modify page Section 5

In Section 5, users are asked to enter eAuthentication Information about
the interaction they are modifying. In this section, users are asked to
enter the authentication assurance level information for interactions
requiring electronic authentication. To download an excel spreadsheet
tool to assist in determining the appropriate assurance level according
to OMB Guidelines, click the "Assistance" button to the right of this
field. Fields in Section 5 include:

-   eAuthentication Required? *(choose one)*

-   eAuthentication Comments

-   Assurance Level *(choose one)*

-   Web Application

-   eAuthentication Integration Date

### How to Delete an interaction

After choosing "Modify/Delete an Interaction" from the menu on the
Homepage or from the left navigation bar, the user is directed to the
Search page to locate the interaction he wishes to modify.

#### IR Tool Advance Search page

![](media/image18.png){width="5.252083333333333in"
height="3.703472222222222in"}

Figure 16: IR Tool Advance Search page

To find an interaction, the user may enter as much or as little
information as is available to narrow the search results. Options for
searching include:

-   Confirmation Number

-   Agency Name (restricted to the agency of the user, except for
    SuperUser access)

-   PRA/OMB Control Number

-   Form Number

-   eAuthentication Required? *(choose one)*

-   Assurance Level *(choose one)*

#### IR Tool Search Results page

![](media/image10.png){width="5.426388888888889in"
height="3.4993055555555554in"}

Figure 17: IR Tool Search Results page

After clicking "Search" on the Advanced Search page, the user is
directed to the Search Results page where a list of any interactions
that match the search query is displayed. To choose an interaction to
delete, the user can click the "Delete" link to the right of the desired
interaction.

To clear the results and search again, the user can click the "Back"
button on the web browser's toolbar to return to the Advance Search
page.

#### IR Tool Delete Confirmation page

![](media/image19.png){width="4.499305555555556in"
height="2.9993055555555554in"}

Figure 18: IR Tool Delete Confirmation page

Before the interaction is actually deleted from the tool, the user must
confirm the deletion by clicking "Submit" on the Delete Confirmation
page.

### How to View Reports

After choosing "View Reports" from the menu on the Homepage or from the
left navigation bar, the user is directed to the Reports page to locate
the report he wishes to view.

The reports are categorized by topic. The report name is underlined
followed by a description listed below the report title. To view a
report, the user can click the "View" button or "Download" button to the
right of the report name. Some reports are agency-specific; to view
these reports the users must first select the desired agency from the
drop down box. All users may view all reports without restriction.

![](media/image20.png){width="4.780555555555556in"
height="3.395138888888889in"}

Figure 19: View Reports page

#### IR Tool Report Pages

After selecting a specific report from the View Reports page, a specific
report page is displayed to the user. Most reports are in HTML format,
with the exception that reports which list interaction details are
displayed as Microsoft Excel format, allowing the user to save locally
and then sort or otherwise manipulate the data. An example report is
shown in figure 19 below:

![](media/image21.png){width="5.072222222222222in"
height="3.582638888888889in"}

Figure 20: Example Report page

###  {#section-2 .unnumbered}

### How to get Help

#### IR Tool Help

After the user clicks "Help" from the top navigational bar, the Help
page is displayed. From the help page, the user can select from the
following topics:

-   IR Tool Tutorial (links to this document)

-   Assurance Level Assistance (links to Calculator download)

-   Interaction Field Information (detailed field descriptions)

-   eRisk Assessment (GSA's Risk Assessment methodology)

> *note: link takes user to an external site*

-   Contact information (links to Contact page)

![](media/image22.png){width="5.915972222222222in"
height="4.270138888888889in"}

Figure 21: IR Tool Help Page

#### IR Tool Contact Information

After the users clicks "Contact us" from the top navigation bar, the
Contact page is displayed. Users are shown several links to help topics,
and are asked to contact the eGovernment program with any questions
about the IR Tool.

![](media/image23.png){width="5.572222222222222in"
height="3.9055555555555554in"}

Figure 22: IR Tool Contact page

#### Authentication Assurance Level Assistance

After clicking "Assurance Level Assistance" from the Homepage, the left
navigation bar, or the link to the right of the authentication assurance
level field in the Create or Modify screens, the user is directed to a
pop-up window containing directions to download an Excel spreadsheet
which aids in applying the OMB E-Authentication Guidance to electronic
interactions or applications. From this window, the user should click
the "Download" button to save the spreadsheet locally. Another window
will appear, asking the user to select a location for the file. The user
should choose a location (the Desktop, or another local destination is
usually best), verify or create a local name for the file, and then
should click "OK" to save the file locally.

The user must be able upzip the file and open it in Microsoft Excel. To
open the spreadsheet locally, double-click the new local file to open
the zip file containing the spreadsheet. The user must double click the
actual Excel spreadsheet to open the Calculator within Excel.

To use the Calculator functionality, the user must choose to "enable
macros" when prompted. If macros are disabled, the Calculator
functionality will not work, but the

manual calculation may be performed using the OMB E-Authentication
Guidance on the third tab of the spreadsheet. Instructions for using the
Calculator are on the first tab of the spreadsheet.

![](media/image24.png){width="5.290972222222222in"
height="3.395138888888889in"}

Figure 23: IR Tool Assurance Level Assistance Download page