> **Minutes**
>
> **DOC eTravel System Configuration Board Meeting**
>
> **Thursday January 13, 2005**

# HCHB 2064, 9:00 a.m. to 10:30 a.m.

> **Attendees:**
>
> Jeanette Powers (TMD) Stephen Elko (NOAA)

Geraldine Tzul (TMD) Cynthia Curtis (NOAA)

Lynn Tovsen (Chief, TMD) Brenda Barth (NOAA)

Steven Soares (TMD) Kathy Simpson (PTO)

Nancy DeFrancesco (OCIO) Hamilton Humes (ITA)

Linh Diep (Census) Jurgen Brunner (NIST)

Wilma Tarry (Census) Byron Martin (NIST)

Alesha Lewis (Census) Marty Merrill (NIST)

> Elaine Russell (Census)

#### Introduction

Jeanette Powers

Jeanette Powers introduced herself as the Chair and included her
background. Introduced her Co-Chair, Gerri Tzul. Gerri included a
statement on her qualifications. Jeanette introduced Lynn Tovsen as the
Chief of the Travel Management Division and Project Manager for eTravel
and colleague, Steven Soares, Travel Management Specialist.

Floor was open to members who introduced themselves, their organization,
and organizations. Represented were NOAA, ITA, NIST, OSEC (OCIO) and PTO
at this meeting.

#### Purpose of Board

Jeanette Powers

The purpose of the board is to function as the investigative team and
accomplish the following goals:

-   Working with the selected vendor to configure the eTravel Services
    (eTS) to best fit the Department's organizational structure.

-   Assisting selected vendor with bureau specific system
    configurations.

-   Seeking out and providing the vendor with existing bureau source
    data as needed. (once awarded)

-   Working in conjunction with the Travel Policy Advisory Panel to
    ensure that the configuration and business rules meet DOC policies.

Jeanette stressed the importance of having the smaller agencies
participate on the board\'s activities. Asked group to contact others to
attend the meetings.

**Electronic Data System (EDS) Corporation Implementation Guide**

Jeanette Powers

Jeanette pointed out that she sent the EDS Implementation Guide to
members. This will be the board\'s guidance when implementing eTravel.
Jeanette stressed the importance of an 8-month implementation schedule
throughout the Department and Bureaus once the Kick-Off with EDS is met.
The guide includes what data fields would be captured over the course of
the project schedule. The group would research and discuss data fields
for future enhancements to the system.

Due to the nature of the EDS Implementation Guide, Gerri Tzul will
follow up with the webmaster on a secure site to load the document. Some
members reported that they never received the document. Document is too
large for some organizations to receive in their email.

**Voting**

Jeanette Powers

Jeanette mentioned that each bureau would have one vote on
recommendations for the board. She is looking a standardization of
process across the Department, then design bureau-specific requirements.
Where an issue needs to be elevated, the board\'s recommendation would
be submitted to Lynn Tovsen for action.

**Interface Team**

Jeanette Powers / Lynn Tovsen

Jeanette mentioned that an Interface Team had been formed and was
meeting to discuss the requirements for interfaces to CAMS. She stressed
that this board would \"liaison\" with the team to provide
recommendations on future system configurations.

She emphasized that the Department of Commerce would be the level ground
on which to set system configuration standards. The board can then
review and provide recommendations on bureau-specific needs. The bottom
line is to assure that everything the board considers benefits the
Department as a whole.

##### Other Items

Jeanette Powers

Jeanette reminded the group that the Interface Team\'s concerns would be
addressed with EDS either late January or early February. The results of
that meeting would be shared with this board.

There will be a demonstration of the eTravel system set for a future
date. All board members will be notified when a time and date is set.

Nancy told the group that her function as the OSEC CIO representative
would be to ensure compliance with all security requirements. Nancy also
told the group that there was a President Directive to the Department to
plan for SmartCard use in the near future (document attached at
Enclosure 1). The roll out is as follows:

-   February 25, 2005 -- deadline for standard from the Department

-   June 25, 2005 -- final plan

-   October 25, 2005 -- Rollout of SmartCard

Question from NOAA on the capacity of the EDS system to handle volume of
transactions during peak periods. Lynn stated that the vendor\'s
contract assured the Department that there were able to handle large
volumes of data.

A question on the cross-over of fiscal years was discussed. The system
is able to process cross-over of fiscal years, however, the finance
system would not be able to process the obligation with no money during
a Continuing Resolution. Steven suggested that the board consider a
\"holding bin\" for eTS transactions at the financial system portal.
Group will research and see if this could be accomplished. A
recommendation that someone from OFM be present at the board meetings to
assist the group in determining system configuration requirements that
ensures compliance with the law.

Nancy asked what processes were in place for approval. Lynn told the
group that this board would determine the processes and liaison with the
other eTS boards and teams. Group would discuss in more detail at the
next meeting.

A question on technical configurations was raised by NOAA. Jeanette
stated that this might be bureau-specific to NOAA and Census. Nancy
mentioned a single ID that accomplish multiple log-ons to the various
systems. Group will discuss in more detail at a later date.

A discussion of interfaces surfaced. Jurgen from NIST stated that he
would be attending the Interface Team meeting and can report the
results. More discussion followed. Jurgen mentioned the ORSI requires on
format but is a future enhancement to CAMS. The Interface Team should be
discussing current replications and concerns. Group thought we should
consider future system enhancements but that may incur additional costs.
Once the result of the Interface Team is received, the board will review
and make an recommendations, as needed.

#### Action Items

Jeanette Powers / Gerri Tzul

Action items for the group as follows:

-   Review EDS Implementation Guide

-   Determine board routing processes

-   Future reports

-   Data Uploads

-   Configuration Management Plan (Nancy to provide)

#### Future Meeting Dates

Lynn Tovsen / Steven Soares

Next meeting will at the EDS demonstration of the system. Time and
location to be determined.

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For Immediate Release\
Office of the Press Secretary\
August 27, 2004

**Homeland Security Presidential Directive/Hspd-12**

Subject: Policy for a Common Identification Standard for Federal
Employees and Contractors

\(1\) Wide variations in the quality and security of forms of
identification used to gain access to secure Federal and other
facilities where there is potential for terrorist attacks need to be
eliminated. Therefore, it is the policy of the United States to enhance
security, increase Government efficiency, reduce identity fraud, and
protect personal privacy by establishing a mandatory, Government-wide
standard for secure and reliable forms of identification issued by the
Federal Government to its employees and contractors (including
contractor employees).

\(2\) To implement the policy set forth in paragraph (1[), the Secretary
of Commerce shall promulgate in accordance with applicable law a Federal
standard for secure and reliable forms of identification (the
\"Standard\") not later than 6 months after the date of this
directive]{.mark} in consultation with the Secretary of State, the
Secretary of Defense, the Attorney General, the Secretary of Homeland
Security, the Director of the Office of Management and Budget (OMB), and
the Director of the Office of Science and Technology Policy. The
Secretary of Commerce shall periodically review the Standard and update
the Standard as appropriate in consultation with the affected agencies.

\(3\) \"Secure and reliable forms of identification\" for purposes of
this directive means identification that (a) is issued based on sound
criteria for verifying an individual employee\'s identity; (b) is
strongly resistant to identity fraud, tampering, counterfeiting, and
terrorist exploitation; (c) can be rapidly authenticated electronically;
and (d) is issued only by providers whose reliability has been
established by an official accreditation process. The Standard will
include graduated criteria, from least secure to most secure, to ensure
flexibility in selecting the appropriate level of security for each
application. The Standard shall not apply to identification associated
with national security systems as defined by 44 U.S.C. 3542(b)(2).

\(4\) [Not later than 4 months following promulgation of the Standard,
the heads of executive departments and agencies shall have a program in
place]{.mark} to ensure that identification issued by their departments
and agencies to Federal employees and contractors meets the Standard. As
promptly as possible, but [in no case later than 8 months after the date
of promulgation of the Standard, the heads of executive departments and
agencies shall, to the maximum extent practicable, require the use of
identification by Federal employees and contractors that meets the
Standard]{.mark} in gaining physical access to Federally controlled
facilities and logical access to Federally controlled information
systems. Departments and agencies shall implement this directive in a
manner consistent with ongoing Government-wide activities, policies and
guidance issued by OMB, which shall ensure compliance.

\(5\) [Not later than 6 months following promulgation of the Standard,
the heads of executive departments and agencies shall identify]{.mark}
to the Assistant to the President for Homeland Security and the Director
of OMB [those Federally controlled facilities, Federally controlled
information systems, and other Federal applications that are important
for security and for which use of the Standard in circumstances not
covered by this directive should be considered]{.mark}. Not later than 7
months following the promulgation of the Standard, the Assistant to the
President for Homeland Security and the Director of OMB shall make
recommendations to the President concerning possible use of the Standard
for such additional Federal applications.

\(6\) This directive shall be implemented in a manner consistent with
the Constitution and applicable laws, including the Privacy Act (5
U.S.C. 552a) and other statutes protecting the rights of Americans.

\(7\) Nothing in this directive alters, or impedes the ability to carry
out, the authorities of the Federal departments and agencies to perform
their responsibilities under law and consistent with applicable legal
authorities and presidential guidance. This directive is intended only
to improve the internal management of the executive branch of the
Federal Government, and it is not intended to, and does not, create any
right or benefit enforceable at law or in equity by any party against
the United States, its departments, agencies, entities, officers,
employees or agents, or any other person.

\(8\) The Assistant to the President for Homeland Security shall report
to me not later than 7 months after the promulgation of the Standard on
progress made to implement this directive, and shall thereafter report
to me on such progress or any recommended changes from time to time as
appropriate.

GEORGE W. BUSH

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