IRMWT

Meeting Minutes

Albuquerque, NM

March 4-6, 2003

### Tuesday, March 4, 2003

Attendees: Jim Stires, NWCG Liaison and BIA Representative

Shari Shetler, IRMWT Chair and BLM Representative

Ken Reninger, BLM Technical Advisor

Andrea Olson, FWS Representative

Gladys Crabtree, NPS Representative

Doug Stephen, NPS Technical Advisor

Mike Funston, USFS Representative

Mike Barrowcliff, USFS Technical Advisor

Cam Johnston, FS Research Representative

Elyse Turkeltaub, OWFC Representative

Judy Crosby, NWCG Data Architect

Allen Deitz, NWCG Repository Manager

Al Borup, NWCG Application Architect

Barry Mathias, NWCG IRM Program Manager

**Schedule of Future Meetings:**

-   June 3-5 Boise, ID

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-   August 5-7 Boise, ID

-   **[Action]{.underline}:** *Mike Barrowcliff will arrange the June
    3-5 meeting in Boise.*

**Budget Status:**

-   **[Action]{.underline}:** *Team reviewed the FY04 IRMWT budget. No
    changes were made. It will be submitted as it currently exists.*

**Incident Based Automation (IBA) Project: Presentation by Mary Ann
Syzmoniak and Jon Skeels**

Handouts:

Project Charter: ISuite Stabilization and Support Project

PowerPoint presentation

-   Mary Ann Syzmoniak presented the ISuite Stabilization and Support
    Charter for IRMWT consideration. The ISuite Stabilization and
    Support Project is phase 1, or the first of several projects to
    develop and implement IBA. The ISuite team and the IRM-PMO worked
    together in developing this charter. The IRM-PMO recommends this
    charter to the IRMWT.

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-   Mike Funston asked about archiving incident information and the
    identification of systems management "best practices" for
    maintenance and file backups. This should be part of the
    stabilization project along with identifying basic platform and data
    standards. Any standards identified by the project should be
    recommended to NWCG. Explicit data stewardship assignments are
    needed and should be viewed as within the scope of the ISuite
    Stabilization and Support Project.

-   The California Department of Forestry (CDF) has been contacted and
    asked to participate in the ISuite Stabilization and Support
    Project. Shari Shetler said that Ernylee Chamley from CDF has
    contacted Tory Majors of the Incident Business Practices Working
    Team (IBPWT), and CDF is interested in participating in the later
    projects associated with IBA, but not ISuite Stabilization. CDF will
    continue to use INCINET in California until a functional replacement
    is available. CDF may have personnel and funding for IBA endeavors.

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-   Elyse Turkeltaub asked about certification and accreditation of NWCG
    systems. It was explained that NWCG does not certify information
    systems. Certification and accreditation are accomplished through
    the "Managing Partner" agency.

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-   **[Action]{.underline}:** *Shari Shetler will submit a request to
    Jim Stumpf for an action agenda item at the May NWCG meeting to
    consider and approve the ISuite Stabilization and Support Charter.
    Jim Stires would like a breakout of costs for the ISuite
    Stabilization and Support Project and an assessment of the timeline
    required before launching into Project 2 (or Phase 2) which is an
    IBA business requirements and re-engineering study. This report is
    due as part of the related discussion for the May NWCG meeting. A
    strategy for addressing and meeting the IBA A11-300 requirement is
    also requested. These requests will be channeled to Tory Majors
    (IBPWT Chair) and Mary Ann Szymoniak.*

**ICBS Re-Engineering Project: Presentation by Andy Gray and Dave
Milbrat**

Handouts:

Project Charter: ICBS Re-engineering Project

Highlighted charter changes

Project cost estimates

-   Andy Gray presented the most recent version of the ICBS
    Re-engineering Project Charter. Significant changes were made to the
    originally submitted project charter. Jon Skeels, Andy Gray, Dave
    Milbrat, and Jeri Billiard worked directly with the IRM-PMO to
    incorporate these changes. Changes to the charter support cache
    business community interests.

-   The USFS is the "managing partner" and has approved preliminary
    funding for ICBS re-engineering through the USFS Investment Review
    Board (IRB). The ICBS Re-engineering Project initiative is currently
    staffed as follows:

Jon Skeels -- Project advisor

Andy Gray -- Interim Project Manager

Dave Milbrat -- Business Lead

Geri Billiard -- Business Requirements Team Leader

-   The USFS supports the current ICBS application. Mike Barrowcliff's
    group determined that a simple ICBS/ROSS interface is not practical.
    The question was raised, "Why not start with a new requirements
    analysis?" It was explained that a structured change management
    process exists, and very few changes have occurred since the
    previous design. The original business requirements study will be
    used as a basis for gathering additional requirements.

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-   An ICBS steering group will be established as a support organization
    for the project. The steering group will be comprised of business
    and technical representatives and will report on business issues to
    the FEWT and technical issues to the IRMWT. Mike Funston suggested
    the need to add data stewardship assignments and include these costs
    as part of lifecycle management in cost estimates.

-   Cost information was included as an appendix to the charter based so
    that it can be easily removed during the acquisition phase based on
    contracting suggestions. It was mentioned that \$7M seems like a
    high cost estimate for something that is utilizing existing work and
    documentation. Jon Skeels indicated that the total cost had already
    been submitted and was conceptually approved by the IRB. The
    proposal was evaluated and weighted heavily as an existing (mission
    critical) interagency system by the IRB.

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-   It was mentioned that in development of the A11, 300 the project
    team should detail how ICBS contributes to containing/minimizing
    large fire costs.

-   IRM-PMO's assessment of the ICBS chartering process: Once the
    business community, project manager, and representatives from the
    IRM-PMO met together for an editing session of the charter draft,
    the group quickly went through the charter and improved the content.
    The charter business case was strengthened and unnecessary
    information was eliminated. The charter follows NWCG standards and
    is more precise and explicit. The formatted response from the
    IRM-PMO (when the IRM-PMO is not involved in document development)
    has been:

> Observation
>
> Discussion
>
> Recommendation
>
> This type of uninvolved response is laborious, impersonal, and can
> easily become contentious. A combined editing session is a more direct
> approach leading to a better product and a sense of partnering and
> teamwork among the participants. It is especially important to have
> the business community involved in charter development.

-   The IRM-PMO recommended the ICBS Re-engineering Charter to the
    IRMWT. The IRMWT recommended the ICBS Re-engineering Charter with
    minor edits and forwarded the charter to the FEWT for presentation
    to the NWCG.

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-   IRMWT modifications to the ICBS Re-engineering Charter included:

> Add language to ensure Data Administration/Stewardship
>
> Identify relationship to containment of large fire costs.
>
> Add a bullet to identify any ties to e-gov.

-   **[Action]{.underline}**: *The ICBS Re-engineering Charter was
    recommended back to the FEWT for presentation to NWCG.*

# Resource Ordering and Status System (ROSS) Update: Presentation by Jon Skeels and Neal Hitchcock

The presentation covered:

-   ROSS A11, 300 submission dates; agency notification to employees of
    ROSS implementation through formal correspondence channels; user
    training progress; ROSS version release dates; data imports; and
    concerns about IQCS and WILDCAD mentioned by field personnel at ROSS
    training sessions.

IQCS concerns are as follows:

-   *Field Communication* -- there has not been enough communication
    with field personnel from the IQCS business community.

-   *Review Opportunities* -- field personnel have not been given
    adequate opportunity to review IQCS progress.

-   *ROSS Interoperability* -- concern has been expressed by the
    Dispatch community that ROSS and IQCS need to be interoperable.

WILDCAD concerns are as follows:

-   *ROSS Interoperability* \-- Members of the Dispatch community have
    stated they will not use ROSS unless it is interoperable with
    WILCAD.

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-   According to Ken Reninger, WILDCAD is being addressed through the
    BLM's Fire and Aviation Management IT group (FAMIT). An A11, 300 is
    being developed for WILDCAD.

-   Jim Stires suggested the fire directors would be interested to hear
    how the efficiency of ROSS may be affected by the implementation of
    WILDCAD. This should be presented as an agenda item at the next NWCG
    meeting.

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-   **[Action]{.underline}:** *Shari Shetler will submit a request to
    Jim Stumpf for an information agenda item at the May NWCG meeting to
    address WILDCAD implementation effects on ROSS and business
    recommendations pertaining to the two systems (Neal Hitchcock?
    (Gladys Crabtree may also present a short related briefing on plans
    for a ROSS/IQCS interface?)*

    -   **ROSS definition:** The Resource Ordering and Status System is
        a computer software program developed to automate the
        interagency dispatch resource ordering, statusing, and reporting
        process. (from Jon Skeels)

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-   **WILDCAD definition:** The WILDfire Computer Aided Dispatch system
    is a GIS-based application that supports the dispatch of initial
    attack resources to fires, and provides assistance for other,
    all-risk incident types. (from Greg Jensen)

-   Questions regarding ROSS/WILDCAD interface: What is the business
    need for these two systems to interoperate? What kind of
    interoperation is necessary? When does this need to occur? Who will
    control this process? What personnel and contractors need to be
    involved? Who will ensure that federal requirements and NWCG
    interface standards will be met when interconnecting these two
    systems? What will a ROSS/WILDCAD interface cost? How will
    agreements between these two systems be managed? Who will pay for
    developing a ROSS/WILDCAD interface? (See publication NIST 800-47)

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-   **[Actions]{.underline}:** *Jon Skeels will meet with Ken Reninger
    and FAMIT regarding WILDCAD. Ken Reninger will get a copy of the
    list of WILDCAD training sessions to Andrea Olson with locations and
    agency.*

# 

# ROSS/IQCS Interface: Question raised by Barry Mathias 

-   A ROSS/IQCS interface is not identified in the ROSS charter. [Should
    the IRMWT request the ROSS project submit a charter addendum to
    address an interface with IQCS?]{.underline} The ROSS Project
    Charter addresses an interface with three other qualifications
    systems. However, the system envisioned to replace these three
    qualifications systems (IQCS) is not addressed in the ROSS Charter.
    There is no requirement to interface with ROSS in the IQCS Charter.
    NWCG has control of these two applications that have been envisioned
    to work together. There is a concern that two stove pipe
    applications are being created without appropriate linkage between
    the two systems.

-   Questions regarding ROSS/IQCS interface: See questions related to
    ROSS/WILDCAD interface and... What do the corresponding business
    communities recommend? What does the IRMWT recommend? NWCG will
    decide how to deal with system interfaces based on staffing
    recommendations. (See publication NIST 800-47)

-   **[Actions]{.underline}:** *Request Jon Skeels and George Conley
    make a joint presentation with recommendations regarding ROSS/IQCS
    interface at the June IRMWT meeting. Gladys Crabtree will coordinate
    with Jon and George, facilitate meetings to develop alternatives and
    recommendations, and ensure this is an agenda item at the June IRMWT
    meeting. This discussion may also be presented to the NWCG at their
    May meeting since it relates to the ROSS/WILDCAD interface
    discussion.*

# 

# Position Mnemonic Change Board Charter

-   Reminder for IRMWT members to forward edits to the Position Mnemonic
    Change Board Charter (PMCBC) to Paul Broyles.

-   ***[Action]{.underline}:** Mike Funston has provided charter
    comments. These comments have not been incorporated in the draft
    PMCBC charter. Mike suggested the IRMWT should not recommend the
    charter for NWCG signature until the comments he provided are either
    addressed or incorporated into the charter. (The IRM-PMO has not
    reviewed this charter.)*

**Update on the Wildland Fire Application Inventory**: **Presentation by
Al Borup**

Handout: Wildland Fire Application Inventory Access Database Report

-   Al Borup presented a report on the Wildland Fire Applications
    Inventory. Al cautioned that outdated and incorrect information
    exists as part of the inventory. Validation of current systems is a
    slow process due to lack of response from some IRMWT members for
    validation of agency systems. Ken Reninger said Mike Fisher from BLM
    would be contacting Al soon with the list of BLM systems.

-   **[Action]{.underline}:** *Each IRMWT voting member will validate
    their respective agency's wildland fire applications and get the
    information to Al on the appropriate Information Submittal Form by
    the next IRMWT meeting in June (2003!).*

# IRM-PMO Status Report: Presentation by Al Borup 

Handout: IRM Program Management Office: Report on Current Initiatives

-   Al Borup quickly reviewed numerous current activities. Judy Crosby
    is chairing the Data Administration Working Group and establishing
    wildland fire data stewards and data standards within NWCG business
    areas. Al Borup is gathering information and validating the wildland
    fire applications inventory. Al recently reviewed and recommended
    NIST 800-47 interface standards as a possible replacement for the
    current NWCG direction regarding NWCG system interfaces. Allen Deitz
    will serve on the TEB -- Technical Evaluation Board -- for FPA, and
    is coordinating the wildland fire repository efforts. Barry Mathias
    is assisting and coordinating agency efforts to develop a common
    interagency Capital Planning Investment Control (CPIC) process.

-   **[Action]{.underline}**: *(see later discussion on Interconnecting
    IT systems)*

# Update on NWCG/FFALC Project Updates - IQCS and FPA: Update by Barry Mathias 

-   The Incident Qualification and Certification System (IQCS) Project
    is in the construction phase and within acceptable cost and schedule
    variances for this reporting period.

-   There is an outstanding issue in obtaining services of an ORACLE
    Data Base Administrator (DBA). George Conley has requested a meeting
    with Mike Barrowcliff regarding utilization of a USFS person as an
    interim DBA

-   Business area representation and oversight consists of "the team of
    five" steering group with members from both the Training and
    Incident Operations Standards Working Team. The IQCS steering group
    meets regularly with the project team. There was a concern expressed
    that the Dispatch business community (especially the USFS) may not
    be engaged and represented adequately as a business group.

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-   IQCS steering group representing the IOS and Training Working Teams
    consists of:

Merrie Johnson -- NPS, IOSWT, WT

> Rick Jensen - BLM
>
> Dave Koch - BIA
>
> Joette Borzik - USFWS
>
> Billy Terry/Mike Barrowcliff/Jim Grant -- USFS

-   The project manager, George Conley, has requested more leveling of
    participation. Communication with field personnel may be an issue.

-   **[Action]{.underline}:** (Shari Shetler will channel request to
    Rick Jensen) The *IRMWT requests a communication plan from the IQCS
    project manager identifying and addressing communication with all
    stakeholder groups for presentation at the June (03) IRMWT meeting.*

## **Fire Plan Analysis (FPA) -- Monthly Progress Report: Update by Barry Mathias** 

## Facility remodeling was recently completed at the Idaho State Office and the FPA project team moved into the new office space late January. The FPA project team and the IRM-PMO met in February to discuss roles, responsibilities, and mutual expectations. The IRM-PMO requested that both the Application and Data Architects (Al Borup and Judy Crosby) be involved in Design and Construction phases of the modularized project. Allen Deitz will represent the IRM-PMO in reviewing the contract proposals for the FPA Preparedness Module. FPA is planning to select a contractor and award the task order by April 7.

-   The FPA project is sponsored by the Federal Fire and Aviation
    Leadership Council (FFALC) and is subject to the same review and
    oversight as NWCG projects. Jim Stires is the FFALC liaison to the
    FPA. A concern was expressed that oversight roles and the need to
    follow and contribute to NWCG standards may need emphasis.

-   Several issues and risks to project schedule and cost have been
    identified by the project manager: 1) across the agencies there is a
    lack of quantitative performance based fire management objectives
    that have been derived in an interdisciplinary arena; 2) lack of
    common interagency standards for determining staffing and related
    costs; 3) different data sources, reporting systems, data standards,
    and repositories currently exist among the agencies; 4) funding
    delays and uncertainties; 5) a new model---the FPA Preparedness
    Module will be using an optimization approach to determine a cost
    effective means of meeting multiple management objectives; and 6)
    increased (OCIO) reporting requirements have a direct effect on
    project schedule and budget.

-   **[Action]{.underline}:** *Mike Funston will discuss roles and
    responsibilities with the FPA Project Manager.*

The Data Administration Working Group (DAWG) Operating Plan:
Presentation by Judy Crosby

-   Judy distributed the DAWG Operating Plan along with training
    recommendations. It was reaffirmed that each agency has a
    responsibility to provide training for their personnel. Training
    should not be a line item request from NWCG. There was approval for
    the training costs identified as part of DAWG operations. Data
    steward training will be funded by each agency.

-   **[Action]{.underline}:** *The IRMWT approved the DAWG Operating
    Plan as written.*

# FEAC Institute -- Federal Enterprise Architecture Certification presented by Judy Crosby 

-   The IRM-PMO is requesting funding for the Application and Data
    Architects to certify as Federal Enterprise Architects. Elyse
    Turkeltaub endorsed the training for the IRM-PMO architects
    regardless of whether or not the development of enterprise
    architecture is "inherently governmental." Elyse pointed out that
    even if enterprise architecture development was contracted, the
    government must have some knowledge in order to manage the contract.
    Judy elaborated on the training and certification provided through
    the FEAC program. People who are responsible for developing and
    overseeing a multi-million dollar enterprise architecture investment
    need this training.

-   Jim Stires said the DOI agencies would be willing to sponsor one of
    the architects (NPS --Al Borup) for FEAC training. Mike Funston said
    he would pursue USFS funding for the second architect (FS---Judy
    Crosby) to attend this year. There was endorsement among the IRMWT
    for the IRM-PMO architects to attend FEAC training this fiscal year.

-   **[Actions]{.underline}:** *The DOI agencies will divide the
    training costs for Al Borup. The USFS will pay the training costs
    for Judy Crosby. Agency IRMWT representatives will contact their
    respective CIO staffs to encourage additional participation in the
    FEAC program.*

# 

# NWCG Glossary of Wildland Fire Terminology: Update by Allen Deitz 

-   Allen met and presented the Wildland Fire Glossary now maintained by
    the IRM-PMO to the combined IOS and Training Working Teams in late
    February. Publishing the Wildland Fire Glossary spawned a
    significant number of requests to update the information in the
    glossary and obtain printed copies. Out of 1800 items, 400 remained
    "unclaimed". Allen will work toward defining the unclaimed terms.
    Another update of the glossary will occur approximately
    October 2004. The glossary will be posted on IRM-PMO website and
    available in hard copy through NFES and the PMS Working Team (Allen
    Deitz).

-   Allen reviewed the current process to update the glossary:

> Field personnel request a change,
>
> The custodian drafts the proposed change (also the data steward on the
> DAWG),
>
> IOS WT reviews and approves as steward for the Glossary -- Ralph
> Alworth,
>
> IRM-PMO publishes changes to the glossary.

# Guide for Interconnecting IT Systems: Presented by Al Borup 

-   Al Borup gave background information pertaining to requests for
    system interface standards, the current NWCG standard, and the need
    to provide better description of requirements and templates. Jon
    Skeels, ROSS Project Manager, requested guidance based on
    initiatives to interface various systems with ROSS. Preliminary
    guidelines were developed by the IRMWT and approved as interim NWCG
    interface standards. Subsequently, the NIST 800-47 "[Security Guide
    for Interconnecting Information Technology Systems]{.underline}" was
    reviewed and is recommended as a supplement to the existing NWCG
    guidance. The NIST 800-47 document explains and details the process
    for connecting IT systems. Al Borup developed an introduction and
    flowchart to graphically explain the process.

-   **[Actions]{.underline}:** *Al Borup will develop additional
    explanation for the process flowchart and further define terminology
    used in the NIST document such as "joint planning team". The IRMWT
    recommends adoption of the NIST 800-47 document as a supplement to
    the existing NWCG standard. ROSS/IQCS will follow the process
    identified in the NIST 800-47 document. Gladys Crabtree will
    represent the IRMWT and coordinate/facilitate meetings with the
    ROSS/IQCS business leads and project managers. Al Borup will assist
    Gladys. Ken Reninger will participate in anticipation of a
    WildCAD/ROSS interface request. Recommendations will be completed by
    May 1, 2003 for presentation to NWCG at their May meeting.*

-   **[Action]{.underline}***: Shari Shetler will submit a request to
    Jim Stumpf for an action agenda item at the May NWCG meeting for
    NWCG to approve NIST Interface Standards, either as a replacement,
    or to be used in conjunction with present NWCG direction. Shari
    Shetler will schedule an IRMWT conference call in mid April to
    review the current interface standard and incorporate the suggested
    NIST document as a supplement or replacement. Al Borup will make a
    30-minute presentation to NWCG explaining the current standard and
    suggested modification as approved by the IRMWT.*

### Wednesday, March 5, 2003

# 

# Comments on I-Suite Stabilization Project Charter: Developed by Mike Funston

-   I-Suite Stabilization Project Charter does not specify "with minimum
    additions and changes". Concern was expressed that there are not
    enough sideboards to ensure the stabilization of I-Suite as opposed
    to continued development. Several other edits were suggested and
    incorporated.

-   **[Action]{.underline}:** The IRMWT recommends the I-Suite
    Stabilization Project Charter to the IBPWT for presentation to NWCG
    with the inclusion of the suggested edits.

# Comments on ICBS Re-engineering Project Charter: Developed by Mike Funston

-   Several edits were suggested and incorporated.

-   **[Action]{.underline}:** The IRMWT recommends the ICBS
    Re-engineering Project Charter to the cache managers and the FEWT
    for presentation to NWCG with the inclusion of the suggested edits.

It was noted that Mike Funston's editing contributions to both charters
were substantial and added value.

# Briefing to IRMWT on Jan, 2003 NWCG Meeting: Presented by Shari Shetler and Barry Mathias

-   The draft NWCG minutes were reviewed with attention to IRM interest
    items. There is database system in development at NARTC by the
    Lessons Learned Center (Paula Natiaska) that needs to be included in
    the Wildland Fire Applications Inventory. This database can be
    accessed through Wildfirelessons.net.

-   **[Action]{.underline}**: *Gladys Crabtree will contact Paula
    Natiaska and possibly arrange a presentation to the IRMWT.*

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-   There is a possible merger of the Fire Danger and Fire Weather
    Working Teams. Paul Schlobaum identified support issues pertaining
    to critical weather information systems and requested assistance
    from NWCG. The IRM-PMO contacted Paul following the NWCG meeting and
    suggested a short and long term strategy for improving weather
    system support. (See [Status and Function of Integrated Fire
    Weather/Danger Systems]{.underline} IRMWTagenda topic)

-   Russ Berry presented current status of NFPORS to NWCG. The
    presentation was high level and eluded some of the NWCG membership
    (especially the non-federal members) who were unaware of the
    project. There is no documented tie between NFPORS and the NWCG.

-   The second day of the NWCG meeting was a combined meeting with the
    Canadian Interagency Fire Center. Several presentations were made on
    variety of international topics of mutual interest including the
    Nature Conservancy Fire Program; Canadian Incident Command System;
    History of US Fire Research; Strategic Plan for the Renewal of the
    Canadian Forest Fire Program; Firewise and Wildland Urban Interface;
    Canadian Fire Research; and signing of an international operations
    agreement between Idaho Governor Dirk Kempthorn and the Premier of
    Manitoba, Gary Doer.

-   Al Jeffery (CIFC) asked for a brief ROSS update that facilitated
    distribution of updates of FFALC and NWCG IRM projects. Canada does
    not have centralized computerization. They have many of the same
    types of automated systems, however none are centralized and used
    nationally. Ann Krushel, Administrative Officer, (204-784-2030) is a
    good contact for identifying Canadian IT projects.

-   There was additional discussion on Fire Occurrence Reporting Systems
    by NWCG. There is growing concern regarding disparate systems and a
    recognized need for standardized data among the NWCG membership.
    Kirk Rowdabaugh (NASF) said all 50 states have agreed on (11 to 13)
    data elements for inclusion in a fire occurrence reporting system.
    Someone from the State of Texas has taken these elements and is
    building a fire occurrence system for the states. The states would
    like to participate in a single, national effort involving all of
    their federal partners.

-   **[Action]{.underline}**: *The NWCG wants the IRMWT to charter a
    task group consisting of representatives (subject matter experts)
    from each federal agency (the federal fire directors will identify
    these SMEs) with state representation (identified by NASF
    representatives). The NWCG wants the chair of the IRMWT to
    coordinate the assembly of this group and work with them in an
    advisory capacity to develop a task group charter (with IRM-PMO
    assistance) under the IRMWT for the purpose of identifying the
    business requirements of a single fire occurrence reporting system.
    There are several fire occurrence reporting systems in use. These
    systems should be reviewed on the basis of gathering business
    requirements with recommendations for developing or adopting a
    single system coming from the task group.*

-   **[Action]{.underline}***: Shari Shetler will identify corrections
    for Jim Stump in the draft NWCG minutes.*

# Interagency Application (System) Support Strategy -- Task Group Reformation: Presented by Mike Barrowcliff

-   Handouts

PowerPoint slides

-   Short-term system support strategy: Mike Barrowlciff reviewed the
    Interagency Application Support Strategy to date. A short-term
    strategy was developed for the ROSS Project. The short-term strategy
    involved IRMWT approval for contracting support through an RFP
    resulting in an award to User Technology Associates, a "help-desk"
    contractor based in Arlington, VA. This support organization is
    scalable, has worked well for the ROSS Project, and is being
    considered as a support (help desk) alternative by IQCS.

-   Long-term vision: Mike Barrowcliff suggested reformation of the
    original task group to consider and make recommendations on a
    long-term interagency system support strategy. According to Mike,
    there is an opportunity to look at the long-term vision from the
    perspective of out-sourcing system support. Support organizations
    are no longer viewed as "inherently governmental" functions. Mike
    believes the time is right to re-form the task group and suggested
    the following objectives:

> Define the issue
>
> Define the scope
>
> Define support alternative recommendations
>
> Define short/long term strategy recommendations

-   Suggested Task Group Nominations

> Representative from BLM support staff -- Ken Reninger will identify a
> person
>
> Representative from USFS support staff -- Mike Barrowcliff
>
> Representative from PMO -- Barry Mathias
>
> Representative from Research -- Cam Johnson will identify a person
>
> Representative from IRMWT -- David Potter
>
> Representative from AVIATION -- Rick Mills
>
> Representative from each NWCG Project
>
> FPA
>
> IQCS
>
> ROSS

-   **[Action]{.underline}:** *Mike Barrowcliff will lead the effort,
    organize a meeting, charter the task group, and bring
    recommendations from the group back to the IRMWT.*

# 

# NWCG IRM Glossary: Presentation by Allen Deitz

-   Handout:

PowerPoint presentation and notes

-   Allen Deitz presented a draft "[NWCG Glossary of IRM
    Terminology]{.underline}" that also includes definitions of Project
    Management terms and Capital Planning and Investment Control (CPIC)
    terms that are now being used in conjunction with the development of
    IRM systems. The IRMWT agreed to be the steward of this glossary.
    This glossary will be maintained by the IRM-PMO repository manager
    and will be part of the NWCG repository. The IRM-PMO Staff and/or
    IRMWT members shall be the custodians of this glossary. Changes and
    additions to this glossary will occur through submittal and review
    by the IRMWT.

-   IRMWT recommends this glossary as the standard for NWCG use. Once a
    term is approved and included in the glossary, it will become the
    standard for NWCG use.

-   **[Action]{.underline}:** *The IRMWT members will review this
    glossary and return edits and additions to Allen Deitz by May
    16, 2003. Allen will forward a PDF copy of the glossary to Shari for
    distribution. Allen will send NWCG Glossary Entry Change Request
    form (Word Document) to Shari for distribution. This glossary will
    eventually be recommended to NWCG at one of their meetings as a
    standard.*

# NWCG Repository Needs Assessment and Strategy Planning Update: Presented by Allen Deitz

-   Allen Deitz described the approach used by the contractor: Database
    Design Solutions, Inc. The needs assessment approach involved
    extensive interviewing of identified stakeholders, joint
    determination of meta-data beneficiary categories, meta-data
    beneficiary interviews, interview evaluations, and meta-data flow
    assessment.

-   [70% of interviewees expressed the need for centralized access to
    information]{.underline}. Various types of meta-data were requested
    for inclusion in the repository: terminology/glossaries, data
    definitions, data storage, application interface documents and
    actual interfaces, data exchange information, data models, system
    development procedures and guidelines, identified fire related
    meta-data, NWCG standards and procedures, wildland fire applications
    inventory, access to agency corporate repositories, geo-spatial data
    clearing houses, NWCG application data and process models, NWCG
    strategic business model, etc., etc.

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-   Many [accessibility issues]{.underline} were identified including:
    lack of centralized, electronic means of displaying corporate
    interagency information, lack of a centralized electronic collection
    mechanism for meta-data, lack of awareness of available meta-data in
    the interagency community, lack of a consolidated view for standards
    and procedures, etc., etc.

-   Several [solution objectives]{.underline} were identified including:
    design and implement a web portal presence that will attract and
    retain users, establish a framework to provide standard access to
    the NWCG Body of Knowledge, provide a flexible search facility
    capable of locating all sources relevant to search criteria.

-   A [phased solution strategy]{.underline} was recommended as follows:
    the contractor recommended that the following phases be executed on
    a six-month cycles. (One-year cycles are perhaps more realistic).

    -   Phase 1: Enhance NWCG/PMO Website

    -   Phase 2: Add additional information sources

    -   Phase 3: Reassess the maturity to see what additional needs have
        evolved and select Repository Software

    -   Phase 4: Implement Repository Software

> (Phase 2 would be the time to address if agencies wanted to utilize
> the repository to house executable code for distribution.)

-   NWCG Repository conclusions indicate that with a modest capital
    investment, NWCG can build and implement a meta-data solution that
    will be valuable not only to NWCG, but to the entire interagency
    wildland fire community.

# [Action]{.underline}: *The IRMWT will continue request annual funding for a phased development of an NWCG repository. Allen Deitz will work with Shari Shetler to develop realistic budget proposals for phased development.* 

# Project Oversight Concept Model...Roles and Responsibilities: Presented by Allen Deitz

-   [Suggested Definitions]{.underline}

> Oversight: The act or process of overseeing
>
> Oversee: To survey or watch; to examine, inspect; to monitor

-   Allen presented a pie chart showing various stakeholder interests in
    oversight of IRM initiatives. This concept helps to logically derive
    the chunks where different "organizations" have an "oversight" role.
    This model helps establish strategic goals and aligns with strategic
    players such as OMB.

-   **[Action]{.underline}**: *IRMWT requests that the IRM-PMO continue
    to develop this concept model with attention to various stakeholder
    roles and make recommendations at the next IRMWT meeting.*

# FireCode System: Presented by Elyse Turkeltaub

-   Elyse explained what the four-digit FireCode concept is and why it
    is deemed necessary by the Office of Wildland Fire Coordination.
    There have been several meetings to formulate inclusion of FireCode
    in wildland fire reporting systems. OWFC and USFS NFP is
    sponsoring/chartering this effort. This system is envisioned as a
    standalone application that will generate a fire number to be
    manually entered into other fire systems. It was originally thought
    that the National Incident Coordination Center (NICC) would run the
    program and assign FireCode numbers. However, it was pointed out
    that the NICC is not aware of, or involved in all wildland fires.
    Many State fires also exist outside the awareness of NICC. Many
    wildland fire systems would be affected by inclusion of FireCode
    data. These systems, and the ramifications of an additional data
    element need to be identified and addressed.

-   There is a meeting tentatively scheduled for March 18-19, 2003.
    (Location, time, participants?)

-   Jim Stires suggested the FireCode initiative may fit under NWCG, and
    if so, the appropriate business area is probably the Incident
    Business Practices Working Team (IBPWT) chaired by Tory Majors. Jim
    also indicated this may fall more directly under the purview of the
    Federal Fire and Aviation Leadership Council (FFALC).

-   **[Action]{.underline}:** *There was no action item generated from
    the discussion.*

# 

# Establishing Interagency Capital Planning Investment Control (CPIC) Policy within OMB Guidelines: Presented by Dan Rivers

-   Dan Rivers reviewed the BLM, NWCG, and USFS current CPIC processes
    illustrating through process flow diagrams that the processes are
    nearly identical. Dan Rivers and Ken Reninger (BLM), Rob Holmes
    (USFS), Gladys Crabtree and Ed Delaney (NPS, and Barry Mathias
    (NWCG) have been exploring ways to commonize and streamline the
    process for the interagency wildland fire community. Efforts are on
    going. The CPIC process has recently surfaced in all agencies and is
    undergoing examination and change making it difficult to establish a
    single, interagency approach. Dan asked the IRMWT membership if
    further pursuit of a standard CPIC process that could be utilized by
    all interior agencies, the USFS, and both the DOI and USDA should be
    continued. The IRMWT would like these efforts to continue.

-   **[Action]{.underline}:** *Dan Rivers will continue to lead the
    effort and bring a proposal to pursue an Interagency Policy within
    OMB Guidelines to the next IRMWT meeting.*

# Status and Function of Integrated Fire Weather/Danger Systems: Presented through a conference call by Paul Schlobaum (BLM-FDWT) and Patti Hirami (USFS)

-   Paul Schlobaum reviewed the FDWT/FWWT proposed performance criteria
    presented to NWCG at their January meeting. The proposal identified
    the interoperability and inter- dependencies of several fire weather
    systems: ASCADS, WIMS, WFAS.

-   Paul and Patti expressed the need to move these three systems into
    an NWCG product/system. There is an awkward relationship between the
    interagency working teams and agency "owned/maintained" systems.
    These systems are "owned/maintained" by different agencies and are
    linked through ASCADS. Ownership by different agencies potentially
    compromises their level of availability. There is a short-term need
    for common service level agreements. When any part of this fire
    weather/danger data access system fails firefighter safety may be
    compromised.

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-   Ken Reninger provided recent information relative to ASCADS
    suggesting that support for this system is greatly improved. Al
    Borup stated that all of the agreements surrounding the use and
    interoperability of these systems were informal and suggested the
    use of the NIST 800-47 interface document to firm support
    agreements. Mike Funston and Mike Barrowcliff agreed with this
    recommendation. It was suggested that identifications of all
    stakeholders for these systems was necessary. A questionnaire should
    be developed to query stakeholders and assess their satisfaction
    with the product and its availability.

-   **[Actions]{.underline}:** *Patti Hirami will take the lead.
    Stakeholders need to be identified and a questionnaire developed and
    distributed. An interim service level agreement needs to be
    developed. Al Borup will provide assistance in the form of guidance
    on the use of the NIST 800-47 document for interconnecting systems.
    Mike Barrowcliff will serve in an advisory capacity. Fred O'Farrell
    will represent BLM's interests. A questionnaire and work plan will
    be presented to the FD and FWWTs by May 9, 2003. Al Borup will send
    a copy of the NIST 800-47 document to Paul Schlobaum and Patti
    Hirami.*

# 

# Improved Aviation Systems Coordination with NWCG: Presented By Rick Mills, Office of Aircraft Services

-   Handouts:

> Interagency Aviation Information Technology Issues and Opportunities
>
> Aviation Management Council Membership and committees
>
> US Department of the Interior and US Department of Agriculture, Forest
> Service Aviation Management Council Charter.

-   Rick Mills is the Chief of IRM for OAS. Rick provided a brief
    overview of the OAS mission. One of his tasks is to improve the
    relationship between DOI and USFS aviation. Rick identified the
    authority to coordinate and cooperate based on executive order.
    There is opportunity to reduce redundant applications. Rick proposed
    formalization of a relationship with the IRMWT and NWCG/FFALC. Rick
    would like access to the IRM-PMO and the use of NWCG standards. Fire
    related aviation systems are not included in the Wildland Fire
    Application Inventory. Respective organizations are not taking
    advantage of existing capabilities, e.g. adding aviation position
    requirements to IQCS. Rick cited one objective of formalizing a
    relationship is reduction in duplication of effort. The Aviation
    Management Committee (AMC) IRM group is interested in establishing a
    relationship with the IRMWT.

-   **[Actions]{.underline}:** *Jim Stires will advance an agenda item
    to explore the relationship between OAS and NWCG (or FFALC) as an
    agenda item for the May NWCG (or FFALC) meeting. Rick would like to
    see AMC IRM committee representation on the IRMWT with access to the
    PMO. The IRMWT supports AMC IRM participation and extended an
    invitation to Rick to attend future meetings. It was also suggested
    that the IRMWT open a dialog with the National Weather Service IT
    staff. Gladys Crabtree will issue an invitation to the NWS IT group
    to attend the next IRMWT meeting.*

**Thursday, March 6, 2003 Final Round-Robin Items and Comments**:

*Mike Funston speaking for Mike Barrowcliff*: There will be a final
follow-up meeting from the Las Vegas Workshop. Mike will be getting in
touch with the planning group.

*Mike Funston*: There was a presentation about Wildfires.gov (a web
site) by Flint Cheney at the Las Vegas workshop. Following the workshop,
Mike did some work to get this effort channeled to the Fire Education
Working Team through the USFS representative. Mike suggested
Wildfires.gov should be considered as an NWCG sanctioned NIFC website.
Mike suggested this should be considered a potential NWCG system and
perhaps treated as a project. Mike suggests the technology platform
should be determined through requirements definition. Mike identified
the IRMWT's role as the same as with any other project.

*Phil Murphy* commented that the Wildfires.gov website was very useful
in Colorado during the past fire season and endorsed the concept of
centralization of information.

*Allen Deitz* received an announcement from Janelle Smith. Region 5 is
having a fire web conference next week.

*Cam Johnson* said there is something out there called Frames where
several applications are going to be moved. Cam will provide more
information in June. Idaho and Montana are receiving large sums for fire
research. There is little coordination between federal and state fire
research efforts. The states can do whatever they choose with the money.
Cam suggested contacting the states with suggestions for how that money
can be best used. They are supposed to have close ties to the Missoula
Fire Lab. Bob Keen is part of the FIRES project.

*Mike Funston* noted that Microsoft support for Windows 95 is being
phased out. Mike suggests that all fire systems currently operating
under Windows 95 should consider lack of support for this operating
system.

*Cam Johnson* stated that there are very few problems with going from
Windows 95 to Windows 2000. The USFS is going to XP within one year.
Problems with XP are anticipated.

*Al Borup* said there is little information regarding operating systems
in the Wildland Fire Applications Inventory. Only a few entries have
been "validated".

*Cam Johnson* indicated the Landfire Project is progressing. The coarse
scale maps will be modified and look different.

*Phil Murphy* learned a great deal from the Las Vegas meeting. Phil
offered assistance in gathering more state participation at the next
interagency workshop. Phil is going to the Western States Fire Managers
Meeting and will address an agenda item: how to get information out to
the other states.

*Gladys Crabtree* advanced an agenda item for the next IRMWT meeting:
[Exhibit 53, How should this be reported?]{.underline}

*Elyse Turkeltaub* appreciated the invitation and inclusion as a member
of the IRMWT. She would like an IRMWT roster (and Elyse's name should be
added to the list).

*Barry Mathias* noted several accomplishments in presentations at this
meeting. This is one of the better IRMWT meetings evident through
preparation. It is noteworthy that two project charters and supplemental
interface standards were reviewed and recommended by the working team at
this meeting. The IRMWT should identify a portion of a meeting to meet
with Project Managers and Business Leads and discuss lessons learned.
There is no clear hand-off between the current I-Suite team and the new
team. **Action:** *The IRM-PMO working with the ISuite Stabilization and
Support Project will develop a transition plan that can be used as a
template in other similar circumstances.*

*Ken Reninger* suggested the next Interagency Fire IRM Workshop be
coordinated by the DOI

Wildland fire bureaus. The meeting went well and there is a good
possibility that what BLM has done regarding CPIC can be of assistance
to the other agencies. The fire community should keep a united front
when dealing with the CPIC process. We should very quickly get
information to the CIO's that we are addressing CPIC issues.

**Action:** *Allen Deitz and Barry Mathias will draft a letter to
Department OCIOs requesting OCIO participation and membership on the
IRMWT. The IRMWT and NWCG Chairs will sign this letter.*

*Doug Stephen*: It really helps to have Jim Stires (NWCG Liaison) here
at the meeting.

*Shari Shetler* adjourned the meeting at 10:30 am.