IPHIS Change Control Process

1. The Integrated Plant Health Information System (IPHIS) provides a single, web-based application for all levels of USDA plant health responders. It provides secure role-based access for entering and viewing plant health event data nationwide. • This module introduces IPHIS and explains what it does. • About IPHIS • IPHIS Capabilities

2. IPHIS is a web-based application for use by all levels of plant health responders within the USDA. It provides a centralized information repository in support of the USDA/APHIS mission to manage on-going and emergency plant health programs in the United States. IPHIS avoids functional duplication of other systems by leveraging and integrating with existing best-of-breed plant health systems. This approach provides the USDA with a comprehensive and scalable plant health data management system capable of supporting the mission of safeguarding U.S. agriculture.

3. IPHIS is used both for data collection and information management, assisting the USDA as well as cooperating entities outside the USDA, including diagnostic laboratories at state, local, academic, and industry sites. This centralized plant health database provides responders with secure, role-based access to enter and view data for plant health events nationwide. All detection, survey, regulatory, and diagnostic activities are available within IPHIS.

4. IPHIS uses standard, extendable plant health data definitions to ensure accuracy, consistency, and to allow data exchange with other plant health information technology systems. It is a flexible system that accommodates existing and emergent plant-health diseases and pests.

5. Several factors determine how regional or national pest programs are managed and customized at the local level. IPHIS can be customized to meet these local factors, which may include: • Resources (information technologies, personnel) • Local user skill levels • Program needs • Local data collection and management processes • Also, as national or regional programs change, the changes can be made available to IPHIS in the form of standardized templates which are customizable to meet the specific needs of an office.

6. IPHIS Change Control Process The IPHIS Change Control Process governs the continuing improvements to the system by addressing user’s challenges and suggestions, enhancing the value of IPHIS for all users. Change Control Board and PPQExecutive Steering Committee The IPHIS Change Control Board (CCB), comprised of users from the field, hubs and headquarters, ensures user feedback is consistently and promptly documented, understood and considered by knowledgeable peers.  The PPQ Executive Steering Committee (ESC) is comprised of senior managers. The ESC sets direction and verifies that changes and enhancements meet our business requirements. Together, these two groups ensure that IPHIS meets our needs and is effectively managed and supported throughout the life of system’s lifecycle.

7. IPHIS provides for these data collection methods: • Excel spreadsheets • PDAs—using a mobile app. called FAST • Netbooks—using a desktop version of FAST • Data forms—using the IPHIS web-based interface • Multiple data collection choices provide local offices with more options for collecting plant health data. • As data is collected into IPHIS, it is immediately accessible, providing timely, accurate insight into plant health programs.

8. Surveys Field users can conduct survey activities in line with program protocols established by program managers. By using the national or regionally-published survey templates found in IPHIS, the field can ensure they are collecting required information while retaining the flexibility to add additional data items of local interest.

9. Diagnostics IPHIS is designed to leverage existing systems focused on core program functions (i.e., survey, diagnostic, regulatory and control) to present a single point of entry related to any emergency or domestic pest program. IPHIS is used in day-to-day operations to efficiently facilitate emergency and domestic programs.

10. Regulatory Measures To help field personnel manage regulatory programs, IPHIS is equipped to facilitate field activity related to compliance agreements, compliance agreement inspections and Emergency Action Notifications (EAN).

11. Compliance Agreements and Compliance Agreement Inspections In IPHIS, Compliance Agreements are created from standardized templates. Each template contains the regulated articles, regulations, and terms of an agreement for a particular program. In the same manner, IPHIS also facilitates information-gathering activity related to Compliance Agreement inspections.

12. Emergency Action Notifications (EANs) IPHIS also provides the capability to handle Emergency Action Notifications. If, for example, an EAN has been issued to a camper with a load of infested firewood, information surrounding the EAN, as well as a copy of the signed EAN itself can be entered into and tracked in IPHIS.

13. Reporting Information collected from the field is used to generate reports in IPHIS.

14. Geographic Information System (GIS) technology IPHIS uses Geographic Information System (GIS) technology to provide decision support.

15. Navigating IPHIS • This module will explain the parts of IPHIS and provide an overview of navigating the site. • Role-based Security • Authenticated User Log-in • Navigation Tabs • Home Page • Standard Tools • Reports • Maps

16. In IPHIS, system access and security is role-based restricted by individual user names and passwords. IPHIS recognizes the following roles used to manage user access and data content: • Security Officer • Data Collector • Data Manager • Data Supervisor (Validator) • SPHD (State) Approver • Regional Approver • HQ Approver • Warehouse User • System Administrator • Read Only • Roles are aligned with the agencies' employee hierarchical structure. Access to data across offices, work units, and territorial boundaries is given based on need. • Users are assigned a role, which is linked in the database to their eAuthenticated user ID and password.

17. Security Officer: the only role that can manage user access. Data Collector(data entry): can only access screens that are related to data entry, such as the Location, Activity, and Compliance Agreement Inspection pages. This role cannot access anything related to management of the system. Data Supervisor(data validator): the only role that can validate data (i.e. New Locations, Activity data, etc.). Data Manager: has access to management components of the system as well as the same access as a Data Collector (i.e. Survey Template, Compliance Templates, etc.). SPHD (state) Approver: the only role that can review and approve or deny survey supply orders at the state level. Regional Approver: the only role that can review and approve or deny survey supply orders at the regional level. HQ Approver: the only role that can review and approve or deny survey supply orders at the headquarters level; one of two roles that can access the Orders tab. Warehouse User: Role can only access Home, Survey Supplies, Orders, and Reporting tabs. Users with this role will primarily interact with the system through the Orders tab (manage shipments, orders, and inventory) Read Only: role can generally view all data within the system but cannot change any data. .

18. The IPHIS system implements the eAuthentication process for logging-in. This means the users have a single sign-in portal across integrated APHIS systems, facilitating ease of access and user management. The IPHIS system complies with USDA APHIS PPQ password policies. Users will be instructed on password policies by the Security Officer (ISSO). To access IPHIS, a user first completes the eAuthentication Registration Process. Once registered in eAuthentication, the user navigates to the IPHIS system in a web browser (https://iphis.aphis.usda.gov)

19. The first screen to appear is a "Terms of Use" statement, in which the user acknowledges the system is on a Federal computer and is to be used for official Government business by authorized personnel. Click I Agree to clear the Warning screen and advance to the eAuthentication Login screen. Enter an eAuthentication User ID and Password. Click Login.

20. In order to receive a role in IPHIS, the first-time user is asked to provide account information to the IPHIS system, such as: • First, middle and last name • E-mail address • Job title • Supervisor name • Agency Name • After selecting the office, the user selects Request New Role. The system sends this role request to the office Security Officer. Once the SO completes the User Validation task, the user can login to IPHIS. • The system restricts each user to only one user name and password.

21. Once logged-in, navigation and access to functions in IPHIS is provided by tabs along the top. Whether a tab is available will depend on the level of access granted to a user's role.

22. Home — Opens the IPHIS homepage. Locations/Work Book — Opens to the Work Book and Location Management/Assignment page where users create and edit work books, locations, and sites. Scheduling — Opens the calendar function where Data Supervisors plan and schedule activities performed by users. Scheduling is required for external devices to sync with IPHIS. Activities — Opens the Activity tab where users can create and search for activity sites by Survey, Compliance Agreement, Compliance Agreement Inspection, and Emergency Action Notifications (EAN). Samples — Opens the Sample Management tab where users manage samples and view chains of custody. Lab — Allows users to search on samples and field specimens by selecting lab name and sample ID. It is available to users who are assigned to offices designated as Labs.

23. Import Data — Provides a link between data collected in the field using portable wireless devices and the Web-based IPHIS. Survey Supplies — Allows users to browse the survey supply catalog and submit orders. Orders — Allows the warehouse and survey supply coordinators to track orders. Reporting — Opens the Reporting tab where users can run reports on three levels: System Public, Office Public, and Private. Mapping — Opens the GIS mapping component where users view mapped information based on filters of their choosing. Templates — Draft templates or view published templates for Survey, Compliance Agreement, Compliance Agreement Inspection, EAN, and Complex.

24. The Home page, shown first after a user logs-in, provides IPHIS users with a "quick glance" at information specific to their role. All users, regardless of their role, see System Announcements and Program Announcements. Additional information and functions are accessed through the horizontal list of selections below the Home tab: Tasks, Alerts, System Announcements, Program Announcements, and Message Forums.

25. The Home page contains access to several functions, including: • Tasks • Alerts • System Announcements • Program Announcements • Message Forums

26. Program Announcements The Program Announcements section of the Home page shows the latest messages regarding specific agency programs and surveys. All users can view program announcements. System Administrators can use Program Announcements to enter requests, findings and discoveries, or just about any topic related to an IPHIS program or Agency mission.

27. Message Forums Message forums are used to discuss IPHIS-related topics as well as for topics related to pest programs. All IPHIS users can access the message forums and create or respond to threads. Note: Use the Message Forums to find answers to questions or to discuss problems or difficulties with IPHIS.

28. IPHIS has a set of standard tools accessible from graphical buttons, links, and icons. • User Profile • Request a New Role • Manage Mobile Password • Help (access to online manual) • Customer Support

29. State Directors and Regulatory Officers require information regarding program status and activities across infested states. PPQ Officers are required to report weekly survey activities to these National Program Managers.

30. IPHIS provides the entire suite of management reports created by System Administrators. The System Administration will publish reports to the three Reporting categories — System Public, Office Public and Private folders. • System Public will contain reports available to users system-wide, across IPHIS. • Office Public will contain reports available to users with access to an office and the child offices under it. • Privatewill contain reports available to users within single offices.

31. The mapping feature is a powerful way to view information in IPHIS. Using a combination of tools and windows, you control what is displayed, at whatever level of detail you choose. Information on a map is grouped together and presented in layers. Using the IPHIS Surveys window, you can make any layer visible or hidden to help build a more readable map. Filter what is displayed using the Filter window.

32. Toolbar The toolbar has three menus. The Map menu (globe icon) is used to show different types of maps and to control what is displayed. Use the IPHIS Surveys selection to show or hide layers. Use the Navigation menu (compass icon) to zoom in and out (click and drag a box), and to move a map into position (click and drag the map). Note that the middle wheel on your mouse will also zoom the map in and out. The Tools menu (gear-box icon) contains selections for working with your map. Each tool selection has its own window which can be opened and closed, as well as minimized.

33. Filter and IPHIS Surveys Windows Use the Filter window and IPHIS Surveys window in combination to pick what to view on a map. In the Filter window, start by selecting Reset All to remove any previous filtering. Select a Layer and Criteria. Then select a Value. Use Ctrl and click to select multiple values.

34. Filter and IPHIS Surveys Windows Click Apply to view only the layers corresponding specifically to your Layer selection (e.g., Compliance Agreements). Check the Apply to all box (and click Apply) to see every layer in the IPHIS Surveys window with information relating to the filtered information. In the IPHIS Surveys window select or deselect a layer to show or hide a map layer.

35. Identify Window Use the Identify window to "drill down" into a map information point. The window will first display 3 tool icons. Click the dot icon to select a point on the map. When you click a map point the Identify window will display a list of records associated with the point. Click a record to see more specific information.

36. You have completed the Navigating IPHIS module. This module has provided you with information about how find your way around IPHIS. • Role-based Security • Authenticated User Log-in • Navigation Tabs • Home Page • Standard Tools • Reports • Maps