Lifecycle Management Work Group A presentation on Lifecycle

Lifecycle Management Work Group A presentation on Lifecycle Work Group Deliverables By Wendy Blake-Coleman (USEPA) Dennis Crow (USDA) Dave La. Branche (representing DOD) Michael Lee (USGS / DHS) Jeff Booth (representing DOE) Tom Chatfield (BLM) 1

Briefing Purpose • Present overview of Geospatial Lo. B Lifecycle Management Work Group goals and products • Provide summary of activities within each Lifecycle Management Work Group subgroup • Obtain approval of approach outlined in the Geospatial Data Lifecycle Stages Matrix • Discuss next steps and FGDC Coordination Group involvement 2

Lifecycle Management Work Group Structure • Lifecycle Management Work Group has 30 members from 10 Federal Departments and Independent Agencies – Work Group Lead: Wendy Blake-Coleman, EPA – Include representatives from both geospatial data-producing and geospatial data-using agencies • Work Group includes three sub-groups – OMB Circular A-16 Definitions: Dennis Crow, USDA, Lead – Theme Content: Michael Lee, USGS / DHS, and David La. Branche, DOD, Co-Leads – Lifecycle: Jeff Booth, DOE, and Tom Chatfield, BLM, Co-Leads 3

Lifecycle Management Work Group Activities • Evaluating “as-is” state of OMB Circular A-16 and impact on theme/dataset portfolio management – Definitions – Management and reporting responsibilities – Scope • Drafting improvement strategy for A-16 portfolio management which includes supplemental OMB circular A-16 guidance – Providing more precise operational definitions – Defining nationally significant themes / datasets – Creating criteria to add, delete, or consolidate themes/datasets – Incorporating the entire lifecycle management practices into portfolio management – Identifying opportunities for efficient data development 4

Lifecycle Management Work Group Activities • Goal to Provide FGDC Coordination Group with a suite of processes to: – Track and evaluate progress for completing the NSDI – Make recommendations to the FGDC Steering Committee on: • Setting priorities for cross government partnerships • Amending the management or composition of themes / data under OMB Circular A-16 • Encouraging data development efficiencies 5

Outline of Proposed OMB Circular A-16 Supplemental Guidance • Introduction • Purpose and Authority • Definitions, Theme Assessment Principles, and Theme Criteria • Roles and Responsibilities for Theme and Dataset Management • Data Lifecycle Stages (Pursuant to Sections 8(E)(D), 8(E)(F), and 8(E)(G) • A-16 Reporting Requirements (Pursuant to Sections 8(D)4(B) and 8(E) (PERFORMANCE MANAGEMENT WORKGROUP) • Applicability 6

Providing More Operational Definitions – Geospatial Lexicon • Focus work on creating common definitions – Beginning with those in A-16, correct for logical and semantic errors – Account for other official definitions from A-11, A-123, A-130, the FEA and others – Maintain reference to agreed upon definitions from data calls, FGDC, OGC, ISO, or other geographic term standards • Move toward a common lexicon – Communicate terms with non-specialist business stakeholders – Harmonize lexicon with the Geospatial Profile glossary, A-16, and the FEA – Use and reference these lexicon standards in future documents – Create an iterative process of review and refresh 7

Proposed A-16 Theme Definition Current A-16 Definition Draft New A-16 Definition "Data themes are the fundamental data framework (electronic records & coordinates) which are the standard core set of digital spatial information for the Nation. These themes provide a trustworthy foundation on which users of geographic information can use as an accurate common source by which to produce their own data sets for particular purposes. " National Spatial Data Infrastructure (NSDI) themes are topics (as defined in the FEA) that describe the nationally significant, standard, digital spatial information. Each theme contains one or more data sets of geographic information pertinent to the topic and encompassing theme. They are documented, verifiable, and officially designated to meet recognized standards. Data sets under a theme are to be used as a common source from which other data sets can be derived. Themes and data sets are codified in OMB Circular A-16. 8

Providing More Operational Definitions Proposed Circular A-16 Roles and Responsibilities • FGDC Steering Committee Executive Committee • FGDC Coordination Group • FGDC Secretariat Theme Liaison / Coordinator • Theme Lead Agency • Senior Agency Official for Geospatial Information (SAOGI) • Theme Champion • Theme Lead / Manager • Dataset Production Manager • Dataset Steward 9

Example: Proposed Role and Responsibilities FGDC Theme Liaison/Coordinator • Maintain the current list of themes and theme leads • Maintain the current list of datasets, services, and metadata that fall under each theme • Provide guidance for annual reporting to theme leads and data stewards • Analyze information for theme annual reports in a consistent manner • Coordinate regular meetings with and among theme leads (e. g. quarterly conference calls) and report the results to the Coordination Group • Track common interests and facilitate common meetings of theme leads with representatives of relevant OMB cross-agency Lo. Bs and Presidential initiatives • Convene communities of interest around topics or themes • Assist data stewards in convening communities of interest around datasets • Field inquiries from agencies on how to comply with Grants & Contracts Language • Inform theme leads of Smart-Buy opportunities for geospatial and related technologies • Inform theme leads of major changes or guidance from Congress, the President, or OMB affecting geospatial coordination, data, or security 10

Defining Nationally Significant Themes, Datasets • Discussion within Lifecycle WG establishes that A-16 themes are flawed – Considerable overlap and redundancy among themes (ie: water related) – Some themes are logically sub-themes or data sets instead – Questions about statistical themes (housing, law enforcement) – Themes are not optimally organized for implementation; consider categorization – Most critical infrastructure data sets are left out – Federal mission-based requirements have emerged since 2002 • Process for recommending amendments to A-16, Appendix E – Theme Content Subgroup reviews FEA, A-16, EGov Act, Geo Lo. B Vision Statement and CSTA* principles to develop “theme assessment principles” (done) – Lifecycle Work Group refines principles (done) – Speak and meet with current A 16 theme leads to get feedback (in process) – Formally rate current and proposed themes against principles – Develop recommended amendments to A-16 themes – Present A-16 theme package to FGDC for approval 11

Defining Nationally Significant Themes, Datasets • Key driver: reconcile data themes associated with infrastructure sectors named in HSPD 7 and the NIPP with A-16 Appendix E (currently includes very few infrastructure themes) – Have important themes been left out of both A-16 and HSPD-7? – How to handle geospatial data requirements defined in the Federal Enterprise Architecture? • Developed 6 principles to assess designation of nationally significant themes, data sets • Next Step: Conducting a “strawman” poll to evaluate all current A-16 themes and HSPD-7 sectors using a simple rating system – 1: Low relevance to principle – 2: Medium relevance to principle – 3: High relevance to principle 12

Proposed Theme Assessment Principles – Criteria to Add, Delete, or Consolidate Themes/Datasets • Principle 1: Does theme serve the needs of citizens by facilitating the efficient collection, sharing and dissemination of information that affects the Nation’s physical, economic and social well being? (equivalent to FEA Principle 1) • Principle 2: Is theme derived from specified or implied requirements for spatial data and services as articulated in Federal Enterprise Architecture Business Reference Models, Data Reference Model, or related products? Does theme support core missions of Federal agencies and their partners? (equivalent to FEA Principle 2) • Principle 3: Is theme supporting specifically defined requirements or legislated mandates for geospatial information and services, including HSPD 7 and spatial reference datasets? (Highest priority should be given to Geodetic Control, Terrestrial Elevation and Orthoimagery themes because they provide a spatial reference source to register all other themes/datasets) • Principle 4: Does theme complement other themes, without duplication, and does it enable a unified national enterprise? Would theme selection enable the reliability, effectiveness and efficiency of managing geospatial data, services and funding? (equivalent to FEA Principles 4, 5) • Principle 5: Does theme support the cohesive joint development, maintenance and evolution of multiple datasets across federal, state, local and tribal governments and the private sector (ie: Promote data building, interoperability, collaboration, partnerships, cost minimization, lifecycle cost effectiveness)? (equivalent to FEA Principle 5, 8) • Principle 6: Does theme focus on the spatial representation of physical assets (natural and manmade) or boundaries that are important to the nation and provide the means to describe the spatial location, attributes and relationships of these phenomena to other business data? (relates to FEA Principle 7) 13

Incorporating Lifecycle Management Stages Into Portfolio Management • Establishing standard terminology and processes for seven geospatial data lifecycle stages • These serve as the underlying set of principles by which data sets associated with themes under the purview of OMB Circular A-16 are developed, managed, and enhanced • Creating the standard terminology and framework, will allow for comparative information on development of federal data sets with respect to lifecycle stages • Results inform discussion on which data sets are: – Best managed and serve as models for effectiveness and efficiency – In need of better management/funds to show improvement – Potentially ready to be retired • Improves decisions on: – Setting priorities – Initiating efficiencies – Establishing common / shared services 14

Incorporating Lifecycle Management Stages Into Portfolio Management Stage Proposed Name Proposed Definition 1 Define Characterization of data requirements based upon business driven user needs 2 Inventory/ Evaluate The creation and publication of a detailed list of data assets and gaps (both internal and external) as they relate to business–driven user needs 3 Obtain The collection, purchase conversion, transformation, sharing, exchanging, or creation of geospatial data that were selected to meet the business needs identified 4 Access Making data produced known and retrievable by the user community through documentation and discovery mechanisms so users can meet their business requirements 5 Maintain. Ongoing processes and procedures to ensure the data meets user business requirements 6 Use/ Evaluate The ongoing assessment, validation, and potential enhancement of data to meet user needs and business requirements 7 Archive Required retention of data and its retirement into long-term storage 15

Example: Incorporating Lifecycle Management Stages Into Portfolio Management Stage Working Stage Definitions (Revised 6. 26. 08) Stage 5 Maintain Definition Ongoing processes and procedures to ensure the data meets business requirements 1. Maintenance Plan Use the steps below to help build a maintenance plan for data and services • Determine hardware and software needed to effectively maintain data and services • Determine resources available to maintain the data - Establish a strategy to track funding - Establish a strategy to track and evaluate partnerships • Determine requirements including: - Records * E. O. 12906 * NARA requirements - Retention schedule * E. O. 12906 required agency retention plans - Snapshots requirements * E. O. 12906 * NARA requirements 16

Next Steps for the Geospatial Data Lifecycle • Secure FGDC Coordination Group approval of the approach being proposed in the Draft Geospatial Lifecycle Stages Matrix, Version 1. 0 • Request FGDC Coordination Group approval to: – Validate lifecycle stages with the full Lifecycle Work Group, key A-16 dataset production and theme managers, and key stakeholders to create a Version 2. 0 – Obtain approval of Version 2. 0 by the FGDC Coordination Group – Recommend approval of Version 2. 0 and its incorporation into supplemental guidance for OMB Circular A-16 to the FGDC Steering Committee • Over the next year, the Lifecycle Workgroup will: – Develop a definitive group of best management practices (BMP) – Identify key characteristics of the selected BMPs that can be used to create a simple maturity model for each lifecycle stage – Obtain Coordination Group approval of the maturity models for each stage – Collect information from agencies on how their datasets score according to the maturity model for each stage – Adapt at least one BMP for use by data production managers across multiple OMB Circular A-16 themes to reduce development and management time and costs 17

Next Steps in 2008 • June/July 2008 – Launch deliverables engagement plan • Summer 2008 – Provide products to FGDC Coordination Group for review • Fall 2008 – Provide products to FGDC Steering Committee for review • Fall 2008 – Solicit feedback from NGAC • Fall 2008 – Convene A-16 theme lead meeting to review draft recommendations and products • December 2008 – Complete supplemental OMB Circular A-16 Guidance 18

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