E-Gov for Planning & NEPA ePlanning Version 2.0 Overview

1. E-Gov for Planning & NEPA ePlanning Version 2.0 Overview Geospatial 2007 May 2007

2. E-Gov for Planning & NEPA Tracks • ePlanning Session 1 • ePlanning Version 2.0 Overview by Mary Beth Stulz • GeoPDFs Utilized for ePlanning Version 2.0 by Matt Brown • ePlanning Session 2 • ePlanning Version 2.0 CMS and XML Authoring by Cliff Laurin • ePlanning Asset Library by Mary Beth Stulz

3. What is ePlanning? • ePlanning is an cross-cutting Department of Interior (DOI) project that assists resource specialists and line managers with land use planning and NEPA documentation with increased efficiency resulting in both clear and easy-to-understand information for the public, as well as less time spent writing documents.

4. What is ePlanning? • ePlanning is a based on various commercially-available off-the-shelf software (COTS) products that are integrated to provide a suite of sophisticated but yet easy to use tools that includes the ability to perform the following tasks: • Write, edit, share, peer-to-peer and agency review and approve multi-authored project text; continued

5. What is ePlanning? • Publish documents in multiple formats, such as: • web, • CD-ROM, • paper or PDF; • Accept public comments directly into a database; • Process and Analyze public comments; • View maps related to the data; • Establish and follow predefined workflows; continued

6. What is ePlanning? • Create dynamic and interactive links between textual information and the geospatial data supporting and describing the text; • Utilize decision support tools; • Take advantage of a centralized library of multiple document templates and other items; • Identify and reuse content in multiple publications, as well as for future post-project activities such as implementation, monitoring, plan amendments, and maintenance, permitting, etc.; • Manage records management that is in a NARA compliant manner. continued

7. ePlanning History • April 2001: Business Plan Approved • 2001-2002: User Requirements developed by SME Team; Gap Analysis of federal and commercial applications undertaken by contractor • 2002-2004: ePlanning application developed. First version of software piloted by BLM. Lessons learned assist in developing new version of software • 2004-2005: Five projects (4 BLM, 4 Forest Service) go operational with ePlanning. Version patch released • Spring 2005: User requirements updated with substantive changes and refinements (all within original scope). COTS based solution recommended for Version 2.0 • Version 1.04 has been in steady state (O&M) since April 2004

8. Benefits to the ePlanning Model • Content reused for other planning efforts, as well as monitoring, amendment, maintenance, revision, and implementation • Lowers authoring, publishing, printing, and travel costs (FS estimated 250K savings) • Reduces workload, time, and cost of responding to increasing volumes of public comment • Provides data and system security; protects these assets (short and long-term) • Streamlines NEPA/Planning business workflow • Centralizes web sites and planning/NEPA document access and storage (for reuse)

9. ePlanning Admin ePlanning Specialist Project Admin Team Lead Editor Author GIS Specialist Reviewer P&EC FO Manager DO Planner SO Planner Public Affairs WO Planner Librarian Records Manager Public Database Admin (DBA) Database Owner Types of “user roles” for ePlanning • Most user requirements are tied to a user role • Roles vary in the types of functions the user assigned to that role can perform (User Roles vary according to who can read, write, edit, delete or move content; set up projects or documents; establish, save or modify templates, How these roles are defined can be subject to change based on how the CMS and XML Authoring Tools work) • Roles defined by ePlanning project:

10. ePlanning Version 2.0

11. Software for Version 2.0 • Documentum • Content Server 5.3 SP3, Webtop, Administrator, Documentum Foundation Classes (DFC), Web Development Kit (WDK), Records Manager, Annotation Services • Arbortext • Editor, Styler, Architect, Documentum Webtop Connector 5.2, Publishing Engine • ESRI • ArcGIS Desktop 9.2, ArcSDE 9.2 • TerraGo • Map2PDF extension for ArcMap (GeoPDF), GeoMark Enable • Adobe • Acrobat Standard, Acrobat Reader • CommentWorks 4.0 • Issue Sorter, Comment Tracker • Database • Oracle 10g, SQL Server • Operating System • Windows 2003, SUSE Enterprise Edition v9

12. Version 2.0 Contract Awarded • July 28, 2006 to Northrop Grumman Corporation • Subs – Flatirons Solutions Corporation & ICF Consulting • Two year phased development and implementation schedule

13. Functional Components • Administrative Requirements • Authoring • Spatial • Review • Publishing • LUP External Website • Comment Analysis • Records Management • Other Requirements • Workflow

14. Administrative Requirements • Set up Projects and assign metadata • Set up Documents and assign metadata • Set up Table of Contents • Modify, Delete, and Reorder easily • Front and Back Matter • Assign and Manage User Roles • Set up and Manage Team Members • Configuration of Workflows • Set up and modification of lists, categories, and codes used throughout the application

15. Authoring Requirements • Must be XML based • Write and edit content similar to MS Word/WordPerfect • Web and/or Citrix based tool • Must have spell check tools, search and replace, thesaurus, cut and paste, create bulleted lists • Must be able to create, edit and save large tables (ex. alternatives) • Ability to tag content for reuse and easily locate content for use in other projects/documents • Create links between sections, chapters, documents and projects and to maps • Tag glossary and acronyms terms • Create an Index • Versioning of documents is extremely important, as well as maintenance of history of changes to content

16. Spatial Analysis Review spatial data/mark up/make comments as part of internal review process Tie spatial data to RMP/EIS content Decisions Area descriptions Tie spatial data to public comments Tie spatial data to public comment summary statements and responses Search plan content or public comment/summary statement/response by spatial area Display and manage metadata Spatial Requirements

17. Review Requirements • Internal review (both peer-to-peer and formal sign-offs within Bureau) • Review completed by both ePlanning and non-ePlanning users • External review by public on the internet • Provides for a user-friendly and fully searchable website comprised of both textual and spatial content (some tied together) • Comment forms for the ePlanning websites must be configurable by project • Establishes a workflow for team review of “text objects” by user role (author, reviewer, editor, etc)

18. Publishing Requirements • Provides for a less labor-intensive means of publishing large amounts of content to various media (Web, PDF, Paper, CD-ROM) • System must enable user to compile content for publication from various sources within project • Compliance to Agency (BLM) publishing standards is necessary • Style Sheet Management • Manage web pages for land use planning projects and NEPA pages at all levels of the organization with a common look and feel

19. Comment Processing & Analysis • BLM RMP/EIS receive large numbers of public comments on the scoping report, alternatives, Draft and Final Plans, as well as protests after Proposed Plan is published • Easily identify form letters • Need ability to parse, categorize, group, sort, summarize, and respond • Ability to create different reports based on comment analysis • Workload tracking tools for managing the team’s progress in analyzing comments • Develop and maintain national mailing database

20. Records Managements • Start the creation of the admin record when the project is started (NOT after the ROD is signed) • Adhere to the National Archives and Records Administration (NARA) policy requirements regarding Federal record keeping • Adhere to the Department of Defense (DOD) Standard 5015.2 "Design Criteria for Electronic Records Management Software Applications.”

21. Other Requirements • Assist with the Protest resolution process (WO) • Plan Tracking System (WO) • Reporting Capabilities – to cut down on data calls • Annual CEQ Report • Annual Cooperating Agency Report • Decision Support Tools

22. Workflow Requirements • Contains requirements for managing tasks and progress of team members • Assignment of tasks by Team Leaders, and management of those tasks • Progress reporting • Provides for means for users to tag assignments according to status (ex. approved; sent back with comments; etc) • Project hopes to make use of customizable workflows contained within the Documentum software • Requirements written to moves documents along a define-delegate-develop-review-update-approve-publish workflow

23. Workflows • What - Workflow rules bring order to the chaos of manual processes. • A document workflow system can help transform an organization's current document management practices from a paper-based model to a digital collaborative solution.

24. Workflows – BLM • Land Use Planning • RMP/EIS • NEPA • EIS • EA • CX • DNA

25. Proposed Phased Development of ePlanning Version 2.0

26. Phase 2.0.1 • Planning Project Management • Project create / edit / view / copy • Audit Trail Capture • Custom logging for ePlanning objects • Compile GIS Data • Set up SDE GDB for new project, import ref data and local data • Project Document Management • Document templates, metadata, copy existing content • Document Authoring Task Management • Assign document sections, view assignments August/September 2007

27. Phase 2.0.2a • Internal Review • Review workflow, BO review and comments • Create New LUP Site • Select from templates, create site in FO • Manage LUP Site Documents • Interface with CommentWorks • Data management / communication interface • FO Public Comment Period Configuration • When LUP docs may be reviewed • FO Public Comment Submission to DMZ Oracle DB • Document attachment security • BO Comment Submission Configuration November/December 2007

28. Phase 2.0.2b • Transfer of Comments and Associated Data from FO to BO • Secure transfer • Comment Pre-classification • User interface and data management for pre-classification • Submission Data Transformation and Post to CommentWorks • Transform to CommentWorks XML schema • Perform Comment Analysis • CommentWorks • Export data from CommentWorks to Documentum Repository • Data transformation, summary responses • Mailing database April 2008

29. Phase 2.0.3 • System Reports • Canned reports, report interface, report export • FO Public Comment Submission Local Save and Restore • Use a “checksum” routine • Acre Tool • FO Search • Search capability across all projects / text / maps • Biography Management (asset library) • Records Management • Archive Project Data August/September 2008

30. Benefits of “Content Reuse” • Using content that already exists in another document of the same type • Enables authors to create documents composed of components that are included by reference in one or more documents, so that the author can make a single change to a component and automatically propagate that change to all the documents that include that component • Ensures accuracy but also reduces costs in creating, approving and translating content • Cost-efficiently manages the large amount of textual and spatial content created by resource specialists at Field Office, State Office, and Washington Office level • Change once – propagate through entire document or project (ex. the “Acre tool” for a planning effort)

31. Create content once and use it many times for various document.

32. Where to Get Information • http://www.blm.gov/eplanning • On-line help and tutorials • https://www.blm.gov/eplanning/az_pn • A live DRMP/DEIS. Comment period closed 4/06 • http://web.blm.gov/eplanning • Back Office training • Web Trends, how to information, Information about version 2.0, etc.

33. Questions? Mary Beth Stulz, ePlanning PMNational Science & Technology Center(303) 236-0100mstulz@blm.gov