## [Welcome and Introductions]{.underline}

Ernylee Chamlee welcomed everyone to the CDF Northern Regional Office,
Santa Rosa, CA.

Introductions were made around the table and Cam Jackson was welcomed as
a new IRMWT member

## 

## [Attendees]{.underline}:

#### IRMWT Members PMO/Technical Advisors Guests 

Shari Shetler -- BLM Barry Mathias -- PMO Ernylee Chamlee -- CDF

Gladys Crabtree -- NPS Judy Crosby -- PMO Wini Sorensen -- BLM

Andrea Olson -- USFWS Al Borup -- PMO Gary Bowers -- BLM

Jim Stires -- NWCG Liaison Mike Barrowcliff -- USFS Tim Quinn -- USFS

Mike Funston -- USFS David Potter -- BIA Jerry Quinn -- USFS

Ted Tower -- BIA Ken Renninger -- BLM

Cam Johnston --Research

### Last Minute Adjustments to the Agenda

None

### Finalize/Accept Minutes from June Meeting

Suggested edits by the FS were handed out and reviewed at the meeting.
However, more time was requested in order to gain agreement.

**Action:** Comments on changes

### Schedule of Future Meetings

-   November 5-7, 2002 -- Boise

-   March 4-6, 2003 -- Albuquerque

-   June 3-5, 2003 -- Boise

-   August 2003 -- Boise

-   November -- Sacramento

### Budget Status

-   PMO -- Allen Deitz is researching contracting to develop the
    repository requirements

-   GTG funds are being used as planned

-   FY 2003 strategy funds okay

-   NWCG fy03 budget has been approved

**Action**: Annual accomplishment report by 9/10/02

**[Follow-up on Action Items from June meeting]{.underline}**

a\. Draft Letter -- NWCG Chartering

-   See below: "Components required for a NWCG system"

b\. GTG -- Funding for FY03

-   Budget intact as requested

c\. GTG -- FWS Representative

**Action**: Follow up with new FWS director

**Who**: Andrea Olson for November IRMWT Meeting

d\. GTG -- Western States Representative

-   No progress to report

**Action**: Follow up at next meeting

**Who**: Mike Barrowcliff for November IRMWT Meeting

e\. GTG -- Update Charter

-   No progress to report

**Action**: Follow up at next meeting

**Who**: Mike Barrowcliff for November IRMWT Meeting

f\. Interface Request Process

-   Current requirements for interfaces include MIRPS with ROSS and
    WildCad with ROSS

**Action**: PMO will develop DRAFT revision of guidelines for RMWT
review addressing a generic interface with an NWCG system. The document
should include:

-   The USFS suggests that the PMO role is to report on whether
    evaluation is technically adequate for making an informed decision.

-   IRMWT decision role: yes/no, best IRM choice, or technically
    feasible. (recommends to NWCG on technical merits and costs for an
    informed decision)?

**Who:** PMO for November IRMWT Meeting

**To be reviewed and finalized by November meeting**

**Decision**: Use the current interface memo until the above guideline
is finalized

g\. Components required for a NWCG system

-   Need to establish the process of going through NWCG

-   Need to write a white paper identifying the criteria

-   Address the adoption of existing systems as well as new systems for
    development

-   Mike suggested the following as criteria for operation system
    adoption:

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-   System X will meet functional business community requirement in
    accordance with an NWCG charter or SLA

-   Thoroughly tested and reviewed for quality

-   Adequate monitoring and change management are in place

-   Complies with application NWCG standards

-   Well supported

**Action**: Mike Funston to develop a white paper to address criteria
for NWCG adoption of existing systems and development of new
applications for IRMWT review

**Who**: Mike Funston and Barry Mathias for November IRMWT Meeting

h\. WT/Org Structure

-   Post organization charts at a higher level than PMO on the NWCG web
    page

**Action**: ensure the organization charts are posted on the web.

**Who**: Allen Deitz, Judy Crosby, Ted Tower

**Action**: Keep the charts current and posted on the web

**Who**: PMO, Ted Tower

i\. IRMWT Charter Update for Proxy

-   Addressed the need for a proxy vote of absentee member

-   IRMWT chair should be notified in advance when proxy voting is
    authorized by a voting member.

-   **Motion**:

    -   Allow proxy immediately and follow up later with complete
        charter revision

    -   Seconded by Ted Tower

    -   There being no objections, motion carried

**Action**: IRMWT members send Shari comments on Ken Reninger's draft
memo formally recognizing IRMWT member and alternate as well as identify
expectations

**Who**: IRMWT to Shari **Due**: 9/30/02

**Action**: IRMWT members also get any additional changes to the charter
you would recommend to Shari

Who: IRMWT to Shari

Due: 10/31/02

### Routine Status Reports

### a. ROSS

-   Release Notes: Dispatch module is several modules and is
    operationally available today if the dispatchers choose to use it.

-   More modules and modifications and enhancements will be added

-   What is the user community's responsibility for release?

-   USFS is pulling \$'s out of the ROSS budget which is impacting
    peoples' ability to travel for training.

-   NWCG oversight? How does the correct information get to NWCG? Impact
    on the decision making process. For example, who approved taking
    \$200K from ROSS? For what purpose? What was the impact of that
    decision?

-   Concern expressed with the change management procedure. Beth has
    been nominated from CA to be on the change management board. Still
    working on some people that should be included.

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-   There is concern that there is no A11 300b for ROSS (not required by
    lead agency)

**Action**: Make sure there is a planning session in October with
California with Ernylee Chamlee and Barbara Bonefield. CDF decisions are
not made at the GACC's but in Sacramento

**Who**: Shari Shetler 10/2002

**Action**: Discuss implications of the delay in implementation at the
next NWCG meeting.

**Who**: Shari Shetler Oct NWCG Meeting

**Action**: Jon, develop a risk plan to address last paragraph under
project status summary

**Who**: Mike Funston 10/4/02

**[b. IQCS]{.underline}**

-   We are in the last month of the design phase. Completion is
    September 22.

-   Then move into construction phase -- 7 months duration.

-   Then implementation -- 11 months.

-   Some project delays in bringing our team together.

-   Second type of delay -- need additional detail on some of the
    requirements in order to go into the design phase.

-   Workforce analysis and Medical Standards specifically needed
    additional detail.

-   May increase construction phase by 6 to 8 weeks at a cost of
    \$230,000.

-   May take time and money out of the implementation phase.

-   May revise 300 submission to request extension of implementation
    phase. The end result will be to extend the implementation phase
    back to the original time length, but move implementation to the
    "end" of fire season instead of the beginning of fire season.

-   Looking at requesting an additional 2 months for implementation
    which we may or may not need.

-   ROSS/IQCS Interface

    -   At the state to define how that happens

    -   Some are "stovepipe" -- defined interface between the two
        systems

    -   Some are "enterprise" level interfaces

    -   Agreed to work together to come up with best solution/interface
        that may help out other projects in the future.

    -   Al Borup needs to be involved.

Ernylee has some experience and will get with George. Trying to do away
with generic technical specialist.

### c. PMO

-   Continued involvement with the DAWG

-   Posted PMO information on the NWCG Website

-   Allen and Judy working with the IOSWT to update the NWCG Glossary

-   This is also on the PMO Webpage, but may move to the IOSWT webpage

-   IOSWT will maintain the Glossary

-   PMS needs to receive a memo from the IOSWT in order to change the
    publication from hard copy to WEB based

-   Working with ROSS and IQCS on the interface

-   Allen Deitz is working on a contract for conducting the needs
    assessment for the repository

-   Working with FPA on charter development

-   Working on PMO products principles and guidelines

-   Al handed out the Principles and guidelines for Data Exchange for
    review

**Action**: Review draft Principles and Guidelines for Data Exchange

**Who**: IRMWT get comments to Al Borup by 9/30/2002

### d. Incident Automation

-   Tory is seeking two project managers and business leads for Incident
    Automation.

-   Project manager needed for the interim and re-engineering project.

**Action**: Need joint IBPWT/IRMWT plan of attack on the incident
automation project. Go back to original recommendation to create a task
group and get a business lead. This will help get the project grounded
(roles/responsibilities). Follow the NWCG model for a project team.

-   The IRMWT discussed and concurred that the project manager needs to
    comply to lead agency requirements.

-   When the USFS is the lead agency, the USFS requires that the Project
    Manager be under the USFS supervision.

**Action**: Shari will meet with Tory and work out an agreement between
the teams to include IOSWT concurrence. Mike Barrowcliff will be invited
to attend this meeting

**Who**: Shari Shetler by November IRMWT Meeting

### e. GTG

-   Working on reports resulting from visiting fires to assess the needs
    and uses of GIS

-   Cam is impressed with the group that has gone out

-   Very helpful to the field

-   We need to ensure that this work be incorporated into the
    requirements for incident automation

-   Pointing out standards issue

-   Will prepare a document for status

-   GIS is a big data issue and needs to be included in the DAWG group

**Action**: Contact Joe Frost about GTG participation in DAWG

**Who**: Judy Crosby by November IRMWT Meeting

### f. DAWG

-   Data Identifier standard is completed

-   Received over 20 responses

-   Everyone who commented received a direct response

-   Judy will use the NWCG Geographic Area

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-   Advisory Board (Bill Clark is the chair) to ensure that data
    standards reach the field.

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-   Also use the WUI advisory group and PMS.

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-   Memo to address delegation of authority from IRMWT Chair to the DAWG

-   Jim Stires concurred that we have the authority to do that

-   **Motion**:

    -   Accept the letter as written

    -   Seconded by Ted Tower

    -   There being no objections, motion carried.

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-   Judy distributed the DAWG Operating Principles

-   DAWG is working on metadata standards as a result of the ROSS/ICBS
    interface meeting

    -   Position mnemonic

    -   Training course number

    -   Incident number (proposal coming from ROSS)

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-   DAWG will take suggestions for items to work on

-   Need to make the connection between the DAWG and the group looking
    at cost accounting codes

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-   This may turn into a high priority based on the NAPA report

**Action**: Get comments to Judy on the Operating Principles

**Who**: IRMWT by 9/30/02

**Action**: Prepare information item for NWCG meeting stating what data
standards have been established since the last meeting

**Who**: Judy Crosby to Shari by 9/15/2002

### NFPORS

-   Russ Berry went through a Power Point presentation -- attached

-   Presented current status of the project

    -   Technical team has been formed

    -   Using WEB to pass information

    -   Reporting -- limited capability in GUI

    -   Upper level dashboard with limited drilldown ability

    -   Mid October -- provide canned reports

    -   Provide excel to be able to produce own reports

-   OMB 300b submission has been approved -- still a few holes in it

-   Using ORACLE

-   USGS is providing support in the area of GIS

-   Within one year they want to go to a spatial database

-   Community Assistance module will be out soon

-   Issues and Risks

    -   Problems with migrating data from Fastracs to NFPORS

    -   No NPS data in NFPORS due to Fastracs issues

    -   Won't be able to migrate current information into NFPORS

    -   Reviewing existing systems to identify overlap with NFPORS

    -   Will look at existing systems and incorporate into NFPORS

    -   Project approval process

    -   Wini will send the 30 pages of problems to Russell Berry

    -   There are access issues

    -   What is the purpose of evaluating the existing systems?

    -   What is the potential outcome of the evaluation?

    -   This tool does not cover support costs

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-   NFPORS -- tool used at FA Leadership Council

-   Server is in McClean for the near term

-   Need long term solution

**Action**: Get NBC and NITC contact information to Russell Berry

Who: Barry Mathias

**Action**: Develop white paper for the January meeting of the NWCG
including a fomal recommendation on NWCG involvement. **Shari** will get
with each bureau to identify a business person to assist with issues for
the briefing paper. Following are some thoughts from the discussion:

-   What would the project have to do to become NWCG chartered regarding
    funding and resources required, best practices not being followed

-   What is the outcome of ITIB and IMP recommendations for NFPORS?

-   Need to let the field know we are trying to work with the department

-   Deal with political issues beyond the cope of the fire community and
    does not have business community representation under NWCG

-   Al Borup/Russ Berry to mutually identify systems that replicate
    NFPORS dataNFPORS has many customers (stakeholder community not
    completely or adequately identified in terms of business needs)

-   Suggest some positive things to do to succeed

**Who**: Shari Shetler

### FPA

-   Team still not formed

-   Status update at next meeting

**Action**: Consolidate comments regarding the FPA charter

**Who**: Allen Deitz due 8/23/02 (Friday)

### WEB Project Charter

-   Web site not presently a chartered project

-   Need operating principles and guidelines

-   Need 508 compliance

-   Two issues:

-   Need operation guidelines for the current web site: security plans,
    coops, etc.

    -   Project needed to charter a needs or requirements assessment for
        web services working with the NWCG working teams

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    -   Identify audience: congress, staffers, wildland fire reporting,
        marketing tool, web presence.

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-   NWCG standards needed for web based dissemination of fire
    information

-   Operational needs for incident teams and management units

-   Public affairs is a big stakeholder

-   Need standards for NWCG and Incident management teams (liability
    issues)

    -   Present state

    -   Desired future condition

    -   Perhaps not under NWCG.gov, but linked to PAO managed site(s)

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    -   Perhaps develop "guidelines" rather than "standards"

Important to recognize and understand the local management unit's
responsibility/accountability for public affairs/media/web information

**Action Item**: October NWCG meeting - visit with chairs about NWCG web
site -- current conditions and desired future condition. Reminder that
NWCG web pages do not support operational functions.

**Who**: Shari Shetler, Ted Tower

**Action Item**: Address larger issue of web based fire information

**Who**: Shari Shetler

**Action Item**: Proceed with drafting operating guidelines/standards
for the next meeting in November

**Who**: Ted Tower

**Action Item**: Put together a small team to develop a strategy and
draft charter to be completed and presented at the January NWCG meeting

**Who**: Shari Shetler

### Fire-Weather

-   Two working teams (Fire Danger and Fire Weather) might merge

-   Reviewing the three systems (ASCADS, WIMS, WFAS)

-   Expect an MOU to be signed between USFS, BLM and USFS Research
    Charter this winter for fire weather business analysis

### ICBS

-   USFS has funded (off the top rather than fire project funds) for the
    ICBS re-engineering (80% re-engineering, 20% integration to ROSS)

-   Discussion:

    -   FS funding already approved

    -   Parent group should get a briefing on it

    -   Perceived impacts to ROSS project and charter

    -   New system will open up ICBS to local caches -- current system
        only national caches

    -   Efficiency to integrate order processing into ROSS

    -   Mitigation process through the charter

    -   Need to recruit for and select a project manager to ICBS

    -   IRMWT has not seen a revised ICBS charter that addresses PMO
        recommendations

        -   Once the charter is edited, the IRMWT should have time to
            review it and make a recommendation to NWCG

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-   Parent group should get a briefing on it

-   If the FEWT can bring it all together by September 20, then it can
    be presented as an action item for NWCG, otherwise as an information
    item. The IRMWT will do what it can to expedite the charter review
    process

**Action**: Formal presentation at the October meeting

**Who**: Neal Hitchcock

### WildCAD

No update -- follow up at next meeting

### SafeNet

-   There are many safety systems: Safenet, Safecom, Lessons Leaned,
    DOI-SHIPS and USDA

-   Need to have an enterprise wide approach

-   Connection between Fire Safety group and Health and Safety group

-   Jim Stires suggested that FFALC review the concerns regarding safety
    systems

-   Fire directors will be addressing management of safety issues ahead
    of IRMWT involvement

-   NWCG liaison(s) will get back to NWCG teams with direction

-   Some upper management work needs to precede working initiatives.

**Action**: Interface with Safety and Health Working Team with
information and feedback on status of SAFENET **Who**: Allen Deitz

### NWCG IRM Strategy

No discussion

### Unit Identifier

-   Address need for system of record for Unit Identifiers

-   This charter resulted from the IRMWT request for a short,
    appropriate charter

-   Get comments back to Judy

-   Short term/quick fix -- repair of NICC: separate into a relational
    and normalize database which would meet current needs

-   Long term requirement to satisfy other system interfaces as the
    system of record

-   This short term repair is not an NWCG project

**Action**: IRMWT members will check on availability of IRM resources to
work on short term repair of NICC Unit Identifier database and contact
Judy next week

**Who**: IRMWT by 8/30/2002

**Action:** Facilitate with NICC and programmer to upgrade the database

**Who**: Judy Crosby by 10/30/2002

**Decision**: Table current Draft NWCG Identifiers for Organizational
Units (IOU) System project charter

### IRMWT/PMO Effectiveness

Business Practices

No progress reported

**Action:** Provide update at November Meeting

**Who**: Mike Funston

Education/Strategic

No progress reported

**Action:** Provide update at November Meeting

**Who** David Potter

Marketing/Image

No progress reported

**Action:** Provide update at November Meeting

**Who** Gladys Crabtree

Relationships

No progress reported

**Action:** Provide update at November Meeting

**Who** Ken Reninger

### IQCS Charter

Changes will be incorporated and go forward to NWCG without further
review

**Action**: Present IQCS updated charter for approval and signature at
the October NWCG meeting

**Who** George Conley

### Getting Ready for the NWCG Meeting

-   Agenda Items for NWCG Meeting:

    -   Information:

        -   DAWG Data standards

        -   ICBS

        -   NWCG Project Updates

        -   Fire Occurrence

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    -   Action:

        -   Eastern States Representative

        -   Criteria for NWCG Projects/Systems

        -   IQCS Charter Approval

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-   Agenda Items for the joint NWCG/Working Team Chair Meeting:

    -   Web Status

    -   IRMWT/PMO Overview

    -   Criteria for NWCG Projects/Systems

### FFALC Projects

Jim will work with FFALC on FFALC relationship to NWCG IRM initiatives

### NWCG Project Charter Guidelines

-   A couple of little changes were discussed

-   Need to cross walk with previous documentation

**Action**: Make some minimum changes, finalize and post on the PMO
website

**Who** Barry Mathias 9/30/02

### NWCG Project Management: Principles, Guidelines, and Standards

-   Barry have a high level overview

-   Suggestion was made to carry over the same paragraph numbering from
    other documents

**Action**: Look at the wording for supervision of the project manager
under project manager's performance

**Who** Mike Funston 8/30/2002

**Action:** Make some minimum changes, finalize and post on the PMO
website

**Who** Barry Mathias 9/30/2002

### National Workshop

-   Expanding annual meeting to interagency Information Systems Workshop

-   December 3-5, 2002 in Las Vegas

-   Reviewed the agenda

-   Al suggested including a speaker on XML technology

### Overview of eGov Initiatives

-   Presentation by Tim Quinn

-   There is a crucial need to educate top political people on what NWCG
    does and the impact of tearing some things apart.

-   NWCG will only be interested in interagency efforts.

-   We need NWCG and/or fire agency participation in all of these
    meetings. There is often a big gap in communicating with the locals.

**Action**: Follow up with the fire directors to initiate an invitation
to someone to attend the January NWCG meeting to brief them on e-gov
initiatives

**Who** Jim Stires

### Status of digital radios/voice technology

Presentation by Tim Quinn

### Round Robin

-   George Conley

    -   Different points of view allows a better picture of who you have
        to deal with

    -   Would like to be included on an on-going basis

    -   Would like to assist in any way I can

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-   Barry

    -   Thanks to Ernylee for setting up the accommodations and meeting
        facilities

    -   Alarm bells still going off between CDF and ROSS

    -   Make sure the meeting occurs in a timely way

-   Gladys

    -   Hired a new employee to replace Bruce Keene: Dr. Edward Delaney,
        GIS specialist

    -   Carol has done some work rolling up the Exhibit 53 to the
        department

    -   NPS also had to respond to that as well

    -   We will discuss the potential need to prepare the Exhibit 53 on
        an interagency basis at the next meeting

    -   New security requirements may present some show stoppers. What
        is the potential impact?

    -   Another initiative that is creeping up on us is fire occurrence.
        Agenda item for next meeting.

    -   NFPORS is not robust enough to meet our needs

    -   CDF is working on a project. Took NFRS and paying a contractor
        to add what we need.

    -   WEB Presence and FTP is still a major issue

    -   Need to keep it high on the radar screen.

-   Andrea

    -   They tell us to be electronic and then don't allow us to do it

    -   New FWS fire director is now on board

    -   New FWS Fire Reporting system is up and running. Anyone that
        wants to log onto the test systems, contact Andrea

-   Jim Stires

    -   Enjoyed the meeting

    -   Relearned that it is important for me to attend

    -   Operating fairly effectively

    -   Also want to thank Ernylee

-   Mike B

    -   Budget is really throwing us off.

    -   USFS Fire Reporting system is on hold again.

    -   Steward was not satisfied with the level of involvement and
        oversight

    -   Thanks to BLM for supporting the USFS in order to attend

    -   Workshop looks like it is coming together. Pleased on how it is
        going.

    -   Suspect we need more than the 50 rooms

-   Mike F

    -   Mike asked to attend the NWCG Gettysburg meeting. Stires said
        OK.

    -   Progress has been made on roles of IRMWT and PMO. Barry and Mike
        have met and discussed issues which has minimized differences.
        Jim Stires is helping as well.

    -   Ernylee's concerns about ROSS have not been resolved. Believes
        there is a lack of communication. Hearing the same frustration
        from the ROSS team. Encourage Ernylee to keep Mike, Shari, Barry
        informed on what is going on.

    -   Thanks to CDF for hosting us.

-   Al

    -   Nothing to add

-   Judy

    -   Feeling very good about what is happening within the PMO

    -   Appreciate the support we are receiving from the IRMWT

    -   We are able to move forward with DAWG without any obstacles

    -   ROSS -- There seems to be a lot of rumors. Maybe be the IRMWT,
        since they have project oversight, can send a survey to the ROSS
        "users". Maybe a report from someone outside the project team
        would be seen as more credible. This could help quell some of
        the rumors and will hopefully reinforce the reports from the
        team.

-   David P

    -   Recommend that we increase the voting membership of the IRMWT by
        one. Include CDF as a voting member. Enrylee stated that she
        always feels welcome and heard.

    -   CDF is involved in other working teams.

    -   Shari suggested that maybe one way is formally identifying
        Ernylee as the alternate for Phil Murphy (goes along with our
        proxy issue)

-   Ted

    -   Felt this meeting went better

    -   Still struggling to catch up with the working team's business

    -   Very attached to the field. So have a tendency to "do" instead
        of "plan".

-   Ken

    -   Agree that it is good that Jim is here

    -   Dialogue is more consistent

    -   Number of members present.

    -   Keep things on the table

    -   Work better at providing feedback

    -   Make sure we continue to work on what we started last time.
        Don't let it drop. Follow-up on assignments.

    -   Continue to improve how we deal with issues.

-   Cam

    -   Huge amount of paperwork that we generate

    -   We are still working on the same systems we were working on 20
        years ago

    -   Pay a lot of attention to Web Services.

-   Ernylee

    -   Share what you are working on so that others may be able to help

    -   Dan Lang may have resolved some issues that I wasn't aware of

    -   Will continue to work on resolving any issues

    -   Feel confident that we can solve the problems once they are on
        the table

    -   Ernylee will send Shari recommendations for a standard set of
        documentation that should be reviewed by the IRMWT for each
        project.

    -   Also great to see Jim here.

    -   This particular working team is a very expensive working team in
        that it deals with systems that cost A LOT of money.

    -   Huge influence

    -   Managers really appreciate a heads up on what the Feds are
        doing.

    -   Everyone needs to express their thoughts at the meeting, not
        after-hours.

### Review: Bin Items, Agenda, and Assignments

See Action Item List Attached

### Meeting Evaluation

See Meeting Evaluation Results Attached

### Adjourn