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NMFS e-signature Working Group
July 11, 2008 Meeting Notes

Welcome

  • Larry kicked things off.
        • There is a NMFS policy and procedural directive that implements the Government Paperwork Elimination Act (GPEA), which says federal agencies can accept e-signatures. Both the law and NMFS policy gives e-signatures them the same validity as a paper signature.
        • As a result, we are working to establish an e-signature program within NMFS .
        • We want to come up with an implementation that will help other programs with the recipe we create in this e-signature working group.
        • While our program was coming along, Susan Molina, with the National Permits System, has come a long ways.
            • We have been talking about how we can partner.
            • She is working to deliver a specific solution
            • We want to use her work to develop a broader approach that will hopefully help a wider scope of government to business and government to citizen projects.
    • What will we have accomplished by Jan 09?
            • Approved E-Sig implementation plan
            • We will not have done a software development project.
    • What does success look like?
            • Understand the E-sig opportunities and challenges
            • Secured approval from the OCIO, General Counsel (GC), and GC Enforcement Litigation
            • Positioned for software development or procurement.
    • E-Signature is not primarily a technical challenge; it's more of a social change challenge.
  • We reviewed the agenda and Purpose and Outcomes (see slides)
  • We reviewed the Principles Distinction
        • Move on despite ambiguity
        • Listen as allies
        • Get to the point
        • Give criticism with upgrades
        • Finish each part
  • We went over the team introductions.
        • Themes:
            • There is a larger population of people who need a solution than we thought
            • A lot of expertise
            • A strong desire to get things done.
            • Relatively limited amount of time for people.
            • Good representation across regions, but missing someone from Northeast
            • We could use a real Fisheries person.
                • A regulation writer, someone who has done an EIS, NEPA, FMP (Fisheries Management Plan).
                • We should look at PFMC – Pacific Fisheries Management Council
                    • (Dayna will look into that)
      • NOTES:
                • Put together updates for stakeholders.
                • We should get someone from the North East.
  • Susan's Presentation (See slides)
        • The goals of her project are
            • To be able to track permits online.
            • They need to find out who the participants are, who their partners are, what they need, etc.
    • Currently not everything is accepted by the national permits team.
    • The technical is the easiest part.
    • The presentation:
            • Most of our users are Existing Permit Owners
            • Should we collect SSNs?
            • NMS has the authority and responsibility to collection SSNs during the permit application process , but local practice is affected by concerns for data protection.
            • We need to examine and document the business risks of not collecting SSNs.
            • SSA will validate the relationship between names and SSNs on a yes/no basis.
            • We need the "green light" from general council in order to clarify authority for NMFS to collect SSNs.
                • "Ballsrigger" needs to clarify the legal mandate.
      • The permits are a many to many setup. Many people can own a single permit and a single person can own many permits.
      • It is difficult to track our customers and the agents who are acting on behalf of others.
      • It is then difficult to track exactly who is who and who is participating because of the brokers and the agents involved.
      • Right now we verify identification by sending information through the mail.
      • This could be avoided by using SSNs – it would simplify things.
      • Do we have enough top-level authority to help push buy-in by all the little players?
      • There are people who are able to opt out.
      • For the "signing ceremony" language – it would work better to have the GPEA language than the E-Signature Act language.
                • The VA might have good language or the E-Authentication Homepage will have a list of projects using. (Link on the Wiki).
    • Timeline*
        • Steve reviewed the project timeline.
        • We are currently at the beginning of the second phase in Susan's life-cycle road map.
        • For the alternatives analysis – we can think of this more as an effective due diligence rather than an exhaustive list of alternatives.
            • We should at least mention the heavy weight tech options we are ruling out (at least 1 or 2) and one on the very light weight side that we are also ruling out.
                • Alternatives
                    • Light-credit card or permit example (Tuna? where there is no ID proofing currently)
                    • NPS-username password
                    • EAuthentication
      • We do need to consider the digital divide.
      • The people who are approving (CIO, CG, CGEL, etc) will be looking at this for the first time.
      • We need to figure out who is important to engage in with this process.
      • We should have at least 2 very different environments.
                • Permits, Log Books, Dealer Reports/Fish Tickets.
      • Different solutions for trusted relationships and un-trusted relationships.
      • There is a lot of regional variability.
      • The alternatives are both technology and business process
    • Risk Assessment and Cost Benefit Analysis
            • We will need a lot of help is this section from the larger group.
    • Implementation Plan
    • This will be the next steps document

Image Added

    • RACI* – See slides.
    • Next Steps & Action Items*
        • Add Leadership Question to the Stakeholder Grid – Larry
        • Look for an East Coast person through John Witzig – Larry
        • Investigate SSNs for her business plan – Susan
        • Does anyone use the adobe system as a means of authentication? – Steve and Larry
        • Should we start up a standing meeting fortnightly? – Steve and Larry
        • Setup the new usernames - Larry
        • Link for the FISH! Video – Jared
        • Set date and time for next meeting to discuss stakeholder analysis grid and draft communications plan – Larry and Steve
    • Stakeholder Analysis Input Due on Friday, July 18 - Everyone
    • Concluding Thoughts*
        • What is the timeline on Susan's plan being approved?
            • ASAP – within the next two weeks.
    • Larry –
            • This is a great group
            • I'm "jazzed" about where we are and I think we can make it happen.
            • It helps to have people with concrete experience.
    • Thank you to everyone.

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Other information From the Meeting:

  • Each member of the group introduced themselves with the following questions:
    1. # ## What is my organization?
        1. Where did you grow up and where do you live now?
        2. What is my stake in the process?
        3. How did I come to be a member of this group?
        4. What is my time commitment to this group?
        5. What is my expertise and/or experience?
        6. How do I like to work?
    2. What is the best stereotype/archetype that describes me or "my kind"?

DAYNA -

  1. OCE, NWD
  2. Air Force Brat, Olympia, WA
  3. Need E-Sign for Accountancy/E-Fish Ticket/E-Log Book
  4. PSG/San Diego
  5. Let's Get It Done
  6. 28 Years Nat Res Law Enf/ State Fed, MPA
  7. Team
  8. Fixer/Make It Work/ Teacher/Mentor

LOGAN-

  1. OFC of Law Enforcement, NOAA-OLE
  2. St. Petersburg, FL/ Newport News, VA
  3. Implement of E Sign for OLE in Several Areas
  4. I was asked to take part by Management
  5. Small % of Time, Less than 10%
  6. 17 years government, 15 years, Project/Program Management for OLE's Web Based Record Management
  7. Quickly
  8. Realist

RICH-

  1. NOAA Fisheries – NW Fisheries Science Center, OMI Scientific Data Management.
  2. S. Korea, All Over US, Seattle
  3. Participate and learn about e-sig – a needed element in documentation.
  4. FIS member
  5. 1-2 days a month
  6. Information Management/ FS 1.7 Billion Lawsuit and electronic records
  7. Over the web in real time interactively
  8. Public Service/OMB Department Director Jack Arthur/Movie Actor Gary Cooper/Forest Ranger from Lassie

STEVE-

  1. Touchstone Consulting
  2. Baltimore/NJ/Northern Maine/DC/MD
  3. Help the group be successful/More business
  4. Larry Hired Me
  5. Part Time Dedicated
  6. IRS e-file e-signature e-authentication usability – policy and organizational change
  7. I like to work in a team
  8. Consultant/Academic/Public Servant

JARED-

  1. Touchstone
  2. Grand Rapids, MI/Washington, DC
  3. Supporting the success of this process.
  4. Steve roped me in.
  5. Approx 1 day a week.
  6. Collaborative Technology SME, Meeting Support
  7. Conversationally
  8. Super Hero

LARRY

  1. NMFS/Sustainable Fisheries/Alaska Region
  2. Near Ketchikan, AK/Juneau, AK
  3. Team Lead – Satusfaction of a successful project opportunity to re-do an signature project/rewrite history.
  4. I proposed the project
  5. Near full time
  6. I lead an signature project for AK
  7. I like time to prepare/ I like to write, writing informs my thinking/I like teamwork
  8. Builder

KAREN-

  1. Pacific Islands Fisheries Science Center
  2. Pasadena, CA/Honolulu, HI
  3. Need E-Sigs to promote E-Reporting
  4. Involved in E-reporting efforts, member of FIS team
  5. As needed
  6. Systems Design, Project Management
  7. Expert teams for designing
  8. Crusader

TOM –

  1. NOAA General Council, General Council for Fisheries
  2. Worchester, MA/ Bethesda, MD
  3. Avoid Legal Problems/Pitfalls
  4. It's all Susan's fault
  5. Rougly 10% of total time with concentrated periods of activity
  6. Legal, not technical
  7. I like working collaboratively, but also need time to digest/work solo
  8. Cautious Rebel

SUSAN-

  1. NOAA Fisheries – OCIO
  2. Born NYC/ Buenos Aires, Argentina/ Miami, FL
  3. Must have a defensible E-sign process for NPS
  4. Was already working on E-Sign.
  5. As much as needed.
  6. 24 years IM/IT
  7. I Don't.
  8. Leader/Visionary/Trouble Maker