READ Frequent User Training

1. READ Frequent User Training March - June, 2007 Presented by: Office of Environmental Information

2. Purpose and Training Objectives Purpose: To prepare you to enter data into READ. By the end of today’s training, you should: • Understand the purpose and benefits of READ • Be familiar with the content of READ • Understand the process for registering a new information resource in READ • Be prepared to enter data into READ • Know how to search for information resources in READ

3. Housekeeping • Training schedule and breaks • Training environment database • Optional Administrator Training • Facilities/restrooms This presentation and other reference materials will be available from READ.

4. Agenda • READ Introduction: • What is READ? • Benefits of READ • Navigating in READ • What is EPA’s Portal? • READButtons and Icons • READ Basics • Scenarios and Exercises: • Creating a New Info Resource Record • Simple Search / Add to Favorites • Filling out an Information Resource Record in READ • More Searching • Portal Reports • Other References and Links

5. READ Introduction: What is READ? • The Registry of EPA Applications and Databases (READ) serves as a catalog of Environmental Protection Agency (EPA) information resources. • READ satisfies OMB’s requirement that the Agency maintain a system inventory • READ also can benefit the EPA by: • Improving visibility and management of information resources • Providing a consistent, authoritative number of systems for reporting • Supporting enterprise architecture

6. Who would use READ? Information Resource Owners, Program Managers, Information Management Officers: • for maintaining current and consistent descriptive information that supports several processes. • for ensuring IT resources are meeting requirements • for determining which information resources support various initiatives Enterprise and System Architects, Business and Program Analysts, Project Managers and Developers: • for identification, tracking, description and classifications of information resources • for discovery for reuse Technical Information Security Staff, FOIA Staff, Office of General Council (OGC), Office of Inspector General (OIG), Privacy Officers, E-Authentication representatives, Data Standards Administrators: • for tracking and evaluating compliance with various requirements (security, Privacy Impact Assessment, data standards, FOIA)

7. READ Introduction: Benefits of READ READ supports EPA's metadata vision: • To create and store information resource metadata in one place • To improve the quality and consistency of information resource metadata • To promote reuse of information resource metadata • To reduce duplication of data entry

8. READ Introduction: Benefits of READ Data entered in READ supports the following programs: • Privacy Impact Assessments • e-Authentication • Enterprise Architecture • Data Standards • Investment (CPIC Lite) • Security (FISMA, ASSERT) • System Life Cycle Policy

9. READ Introduction: Benefits of READ • Provides many ways to search for and discover information resources • Links an information resource record to its data dictionary held in EPA’s Environmental Data Registry (EDR) if the Data Dictionary exists in EDR. • Identifies interfaces between information resources • Example: IRMS interfaces with IFMS • Identifies subsystems/modules • Example: EDR is a subsystem of SoR

10. Agenda • READ Introduction: • What is READ? • Benefits of READ • Navigating in READ • What is EPA’s Portal? • READ Buttons and Icons • READ Basics • Scenarios and Exercises: • Creating a New Info Resource Record • Simple Search / Add to Favorites • Filling out an Information Resource Record in READ • More Searching • Portal Reports • Other References and Links

11. What is EPA’s Portal? EPA’s Portal uses new technology to serve as: • a starting point to a suite of commonly used services, such as the Web, applications, tools, search engines • a single point of entry to customized information to make better informed decisions

12. Exercise: Logon to EPA Portal Let’s Try It! • Logon to EPA Portal

13. Where is READ? EPA Portal portal.epa.gov IT Governance Support System (ITGSS) READ

14. Exercise: Logon to READ Let’s Try It! • Go to ITGSS and READ

15. READ Buttons and Icons The following table lists buttons and icons that are commonly found in READ:

16. READ Buttons and Icons

17. READ Basics: Home Page • Allows a READ User to: • Request creation of new READ record • See My Favorites Info Resources • See READ-specific Task List • Search for information resources

18. Agenda • READ Introduction: • What is READ? • Benefits of READ • Navigating in READ • What is EPA’s Portal? • READButtons and Icons • READ Basics • Scenarios and Exercises: • Creating a New Info Resource Record • Simple Search / Add to Favorites • Filling out an Information Resource Record in READ • More Searching • Portal Reports • Other References and Links

19. Creating a New Information Resource Record • READ Admin will register new information resources and will verify that: • The record is not a duplicate of an existing READ record • The acronym is not already in use • The descriptions are sufficient

20. Creating an Information Resource Record

21. Information Resource Request • Allows a READ User to enter basic information and to submit a request to create a new information resource record in READ • Important Notes: • Person Search • Organization Search • Everything is required except External Point of Contact and Comments • Description should describe data collected (for PIA purposes)

22. Exercise: Create a new information resource Let’s Try It! • Log into ITGSS and go to the READ home page. • Click on the Create New Info Resource link • Fill out the required fields and click Submit • Return to READ home page and refresh Task List to see new request

23. Agenda • READ Introduction: • What is READ? • Benefits of READ • Navigating in READ • What is EPA’s Portal? • READButtons and Icons • READ Basics • Scenarios and Exercises: • Creating a New Info Resource Record • Simple Search / Add to Favorites • Filling out an Information Resource Record in READ • More Searching • Portal Reports • Other References and Links

24. Information Resource Record Overview • Banner (see above) contains general functionality that can be performed on the information resource • Banner indicates whether you have edit or read-only access to the record

25. Exercise: Simple READ Search Let’s Try It! • Perform a simple search for your information resource • Enter Acronym • Add to My Favorite Info Resources • Go back to READ Home and Refresh Favorite Info Resources

26. Agenda • READ Introduction: • What is READ? • Benefits of READ • Navigating in READ • What is EPA’s Portal? • READButtons and Icons • READ Basics • Scenarios and Exercises: • Creating a New Info Resource Record • Simple Search / Add to Favorites • Filling out an Information Resource Record in READ • More Searching • Portal Reports • Other References and Links

27. User Roles in READ Edits any record • READ Administrator • Information Management Officer • READ Information Resource Steward • Security Officer • Privacy Officer • E-Authentication Manager • General Internal User • Public User Edits assigned records Edits special fields/tabs Read-only, any record Read-only, limited data

28. General / Description • Allows a READ user to enter or view basic identifying information about an information resource • Important Points: • Short Title vs. Title • Short Description vs. Description • EIMS Entry ID • Locked fields

29. Exercise: Filling out your information resource record Let’s Try It! • Open your information resource • Add data for the information resource on the following tab pages: • General / Description – fill out all of this page and look at Show Info

30. General / Keywords • Allows a READ user to enter or view keywords, which define relevant topic areas that will apply to the information resource for searching purposes For more information, see the Training Reference Materials

31. General / Contacts • Allows a READ user to enter or view contacts and organizations associated with the information resource • Important Points: • Primary READ Information Resource Steward • Information Management Official (IMO) • Primary Managing Organization

32. General / Access • Allows a READ user to edit or view information about access to the information resource • Important Points: • Data Accessible to the Public • Browser Based • Authentication Required for End Users

33. General / Life Cycle • Allows a READ user to view and edit information related to the life cycle of the information resource • Important Points: • Life cycle phase • Additional details

34. General / Investment • Allows a READ user to view how the information resource relates to CPIC or CPIC Lite investments • Important Points: • Non-editable in READ • Fields on this tab page may be auto-populated through an integration with eCPIC in a future release of READ

35. General / Users • Allows the READ user to view and record information about the users and customers of the information resource • Important Points: • Users can be categorized at a high level or down to a fairly low level • Customers also can be indicated on this tab page

36. General / Comments • Allows a READ user to add, view, or delete a comment related to an information resource For more information, see the Training Reference Materials

37. General / Tags • Allows a READ Information Resource Steward, IMO, or Administrator to define tags for the information resource • Important Points: • Tags are words or abbreviations (alphanumeric) that are used to categorize the information resource. • For example, use tags to flag the records needed for a data call by entering “IGRPT” in one of the tag fields

38. Interdependencies / Interfaces to Other Info Resources • Allows a READ user to enter or view interfaces with other information resources • Important Points: • Search for interfacing information resource • Push/Pull/Both • Description

39. Interdependencies / Subsystems and Relationships • Allows a READ user to enter or view relationships between information resources • Important Points: • Search for related information resource • Dataset Time Sequence

40. Mission Support / Strategic Plan • Allows a READ user to enter and view associations between the information resource and Strategic Plan Goals, Objectives and Sub-Objectives For more information, see the Training Reference Materials

41. Mission Support / Initiatives • Allows a READ user to enter and view associations between the information resource and various management initiatives such as eGov or President’s Management Agenda (PMA) For more information, see the Training Reference Materials

42. Mission Support / Statutes • Allows a READ user to enter and view associations between the information resource and statutes For more information, see the Training Reference Materials

43. What is Enterprise Architecture? EA is a macro-picture of EPA’s processes, information and technologies that support EPA’s Mission Major EPA/EA Elements

44. Architecture / Business • Allows a user to view or update the Federal or EPA Business Reference Model (BRM) items that map to the information resource • Important Points: • A primary BRM item must be selected • Additional (secondary) BRM items can be selected. • Architecture Reference Model Hierarchy page

45. Architecture / Service • Allows the user to identify those elements of the Federal Service Reference Model to which the information resource applies For more information, see the Training Reference Materials

46. Architecture / Data • Allows the user to identify those elements of the EPA Data Classification Model that are used by the information resource For more information, see the Training Reference Materials

47. Architecture / Technology • Allows the user to identify those elements of the Federal Technical Reference Model to which the information resource applies • Important Points: • Additional Technology details

48. Exercise: Filling out your information resource record Let’s Try It! • Open your information resource • Add data for the information resource on the following tab pages: • Architecture / Business – enter at least one subfunction

49. What are Data Standards? • Data Standards are documented agreements on representations, formats, and definitions of common data. • Data standards improve the quality and share-ability of environmental data by: • Increasing data compatibility for aggregation and/or integration • Improving the consistency and efficiency (quality) of data collections or databases • Reducing data redundancy and costs

50. Data Standards • Allows a READ user to record the applicable data standards for the information resource and the details about the status of the information resource in complying with those data standards • Important Points: • Conformity Review Section • Display Section • Entry and Edit Section