Effective Environmental Restoration Management in Era of Scrutiny

1. Facilitating Effective Environmental Restoration Management and Tracking in an Era of Increasing Scrutiny San Diego, CA 7 April 2004 NDIA Environmental and Energy Symposium Regina Dixon Butler, URS Corporation 45 CES/CEVR Information Manager Mark Kershner, 45 CES/CEVR Restoration Project Manager

2. Background • 45th Space Wing (SW) operates Cape Canaveral AFS and Patrick AFB on Florida’s “Space Coast” • Both installations total > 18,900 acres • Have hosted numerous launch programs (Bumper, Redstone, Navaho, Minuteman, Trident, Pershing, Poseidon, Titan, Delta, Atlas, etc.) • Sensitive barrier island habitat home to many threatened/endangered species. • Bordered by Banana River Lagoon (an “Outstanding Florida Water”) and Atlantic Ocean

4. The variety of industrial and space launch operations at both installations resulted in significant historical contamination

5. 45th SW Environmental Restoration Program • Air Force Installation Restoration Program (IRP) identifies/remediates historical contamination • Generally operates under CERCLA, but 45th SW RCRA Permit also mandates RCRA Corrective Action Requirements • 300+ RCRA Solid Waste Management Units (SWMUs) identified to date • Estimated completion of program - 2066

6. Challenges…. Investigation/remediation is IRP’s charge, but role of information management increasingly important • Increasing competition for $/Decreasing $Available • Increasing Management Scrutiny on $ and Schedule • Approaching first major DoD Milestone (2007) • Decreasing regulatory manpower • New Goals – GPRA, CFO Compliance • Mission considerations – Land re-use is a necessity! • Educating base community about controls/constraints • Maintaining positive relationship with public • Managing many sites/major projects with limited manpower

7. Program Stakeholders

8. Stakeholders • Maintain considerable scrutiny • Different perspectives on program • Varied requirements for level of detail • Differing goals • Routine reports vs. specific inquiries • Data Proliferation: the more information you provide, the more people want!!

9. Effective Information Management Facilitates... • Trust • Accountability • Informed decision-making • Faster integration of new stakeholders • More pro-active, interactive Teaming • “Cheaper, Faster, Better”

10. TYPES OF INFORMATION • Documents • “Official” Correspondence and “Internal” correspondence • Photos • Permits/Memoranda of Agreement • Field Activity Tracking and Site Status • Waste Manifests • Interim Measure/Innovative Technology Data • Meeting Minutes/Action Items/Decisions • Advanced Data Packages

11. TYPES OF INFORMATION • Fact Sheets • Corrective Action Management Plan (CAMP) Schedule • LUCAP/LUCIP information • Current Site Status and Schedule projections • Funding Data • Budgeting Data • External Coordination Documents (Dig Permits, Design Reviews, etc.) • Analytical Data • Security/Badging Information

12. USAF/DoD Mgt • Program Mgt AFRIMS (USAF database) less • SPACECOM Mgt AFRIMS Modules(SPACECOM database) Target Audience • Mgt (all levels) • Public • Regulators • Contractors • Other Wing Functions Electronic Archive (Web-based repository) POSUM (PDF Orientation/Update Manual) Level of Detail Dig Permit Wizard (Geographical Information System) • Program/Project Mgt • Other Wing Functions • Program/Project Mgt • Regulators • Contractors CRIT-ER (Comprehensive 45th SW ER database) more 45th Space Wing IRP Information Mgt Tools

13. Information Management Tools • AF Restoration Information Management System (AFRIMS) • AF-wide database, implemented in 1997 • Primarily for tracking budget and schedule • Used to assess milestone/goal progress • Communicates standard information up Chain of Command • Level of Detail insufficient for day-to-day management • AFRIMS Modules • Created by SPACECOM for SPACECOM installations • Builds on existing AFRIMS data • Provides more detailed schedule data to SPACECOM managers • Assists with developing standardized, detailed project narratives • Used to assess milestone/goal progress • Useful for very specific functions, not a day-to-day management tool

14. Information Management Tools • Comprehensive Restoration Information Tracking-Electronic Repository (CRIT-ER) • First data management tool developed in-house by 45th SW IRP • Microsoft Access database integrates many data elements through one interface, cross-referenced by Site • Designed to track: • Correspondence Documents • Interim measures Innovative technology information • Regulatory schedule Waste Manifests • Phase-of-work documentation  Photos • Long-term schedule projections  Meeting documentation • Land Use Control Data  Long Term Monitoring Status • Integrates automated data-entry forms with flexible search engines • Level of detail facilitates day-to-day management and provides back- up documentation for more general AFRIMS data

15. Data Maintenance and Update Forms Search Engines and Reports CRIT-ER Main Menu

16. Multi-tabbed form for maintenance of site-specific data. Allows user to see all data for a particular site on one screen. Useful since different categories of data are often related. For convenience, other forms designed by “subject” provide another mechanism for update/ maintenance of this same information.

17. Each past, current, and projected “phase” for the specified site has it’s own screen, where schedule, milestones, phase status, and related correspondence are tracked.

18. A separate data entry form was developed specifically for maintaining “real time” meeting minutes, along with the associated decisions and action items from each discussion topic. This information is all cross-referenced by “SWMU”, so that it then can also be accessed through the site-specific data maintenance forms (“Partnering” tab).

19. Information Management Tools • Electronic Archive (EA) • Web-based repository for correspondence and documents • Oracle database, Cold Fusion Front End, ArcIMS GIS component • Maintenance of correspondence and document index data transitioned from CRIT-ER to EA • Allows download of current data from EA to CRIT-ER, so all site-related information can still be viewed from CRIT-ER interface • Makes electronic (PDF) copies of the documents/correspondence available over the web, facilitating accessibility by all stakeholders • Provides two different search interfaces (text-based and GIS-based) to accommodate users with varying levels of expertise. • Pass-word protected interface for maintenance builds in automation from CRIT-ER

20. MENU-DRIVEN INTERFACE MAP INTERFACE • There are two primary interfaces through which the user can access data and conduct searches. • The Map Interface (Right Half of Screen) allows the user to view data relating to particular IRP Sites by navigating and performing actions on the map (e.g. Clicking on a Site) • The Menu-Driven Interface (Left Half of Screen) prompts the user to enter search specifications into a search engine, and returns the data which matches the user’s specifications. (This interface may be quicker and easier for individuals who are familiar with the data and are looking for specific material.)

21. MAP INTERFACE From the Map Interface on the previous screen, the user must “click” on an installation (CCAFS or PAFB). In this case, CCAFS was selected. “Legend” and “Layers” tabs provide additional information about what is depicted on the map Map Tools Map Tools can be used to “Zoom in” , “Zoom Out” , “Pan” , “Find” a Site , “Identify” a Site ,”Hyperlink” directly to detailed Site Information ,and perform various navigational functions.

22. By activating the “hyperlink” tool and then clicking on a specific site on the MAP INTERFACE (IRP Sites are denoted with purple cross-hatch), a “pop up” screen with detailed site information is displayed. • “More” simply provides additional index data for the specified record. • “View” (where available) will open a copy of the document in Acrobat Reader • (You must have Acrobat Reader installed-- you can download a copy for free from the internet at http://www.adobe.com/products/acrobat/readstep2.html) Site Details table with General Site Identification Information List of all Documents that relate to the selected IRP Site. ….Below the table of related documents, a similar table identifies all correspondence related to the selected IRP Site.

23. MENU-DRIVEN INTERFACE From the Menu-Driven Interface, the user can select from several search options. “Search Document Library” Engine allows user to enter various search specifications and returns matching records from the “Library” Sample Output

24. “Search Correspondence” Engine allows user to enter various search specifications and returns matching records from the “Correspondence File” Sample Output “Full Text Search” Option allows user to specify a text string. The search engine will then return all documents (or correspondence) containing that text. The first two Menu-Driven search options return matching records based on “index data” only. Full Text Search actually searches the contents of the documents (but a Full Text Search may take longer to execute). The output form “Full Text Search” resembles the output from the other search engines.

25. Information Management Tools • Program Orientation and Status Update Manual (POSUM) • Static PDF document, updated 2 to 4 times a year • Provides orientation, site status, and program summary information • Some content relatively static in nature (guidance, visitor info) • Some content updated from “canned” reports in CRIT-ER • Some content provides documentation for audits/inspections • Provides a relatively current portable program/status summary • “Internal” Version (3000+ pages) is useful to project managers who are traveling or don’t wish to query the active database. Includes detailed program cost data to support AFRIMS budget projections. • “External” Version (1500 pages) is useful for regulators, contractors and other Wing personnel who don’t have access to CRIT-ER

26. Information Management Tools • GIS-Based Dig Permit Wizard • Due to sensitive habitat and mission constraints, land for development at 45th SW is limited • IRP concerns and Land Use Controls place additional constraints, but allow for re-use • In order to ensure that these concerns are properly addressed, IRP coordinates on proposed construction/maintenance projects • The Dig Permit Wizard was developed as a graphical tool to allow tracking of these outside projects and to ensure consistent response • Wizard walks the user through data entry questionnaire • The built-in decision logic determines output/recommendations, based on user input and site status (from CRIT-ER) • Provides consistent feedback, along with specific comments • Developed with Visual Basic code in ArcGIS 8.2 environment with Crystal Reports 8.5

27. Initial steps of Wizard prompt user to specify area impacted by the dig permit request. The user is then prompted to begin entry of identifying information for the dig permit.

29. The Wizard begins walking through the decision logic, asking a series of questions about status of any impacted IRP Sites and their environmental media. User response determines the next question and the recommendations that will be included in the output.

31. Future Plans • Continue population of recent CRIT-ER additions (Photo Index and Restoration Advisory Board Meeting Minutes) • Develop separate Security/Badging database for personnel badged by IRP • Develop in-house Oracle Analytical Database • Design GIS interface to facilitate analytical data searches, enable automated comparison to various screening criteria, and provide a graphical representation of the data.

32. Conclusions • 45th SW IRP maintains a massive amount of data(300+ Sites with 900 current/past phases of work and 800 planned future phases, 1500+ documents, 5700+ correspondence items, 2000 photos, 2000 meeting discussion topics with 3000 related decisions and action items, etc.) • Diverse stakeholders require different interpretations of data, with differing levels of detail • Standardized AF and SPACECOM databases provide budgeting tools and facilitate goal/milestone tracking • In-House tools provide the additional level-of-detail needed to manage a large, dynamic program • Continual evolution of tools meets changing program requirements • Flexible tools meet needs of various stakeholders • Increased efficiency reduces response time to data inquiries and increases accuracy/consistency of responses

33. QUESTIONS?