J.1.3 Guide to Internet Collaboration Systems.pdf

Last Updated: 02.16/2021

Guidance to Use of Online Collaboration Systems for OBO SBU Communications

Purpose:

A plain language guide to the use of internet-based cloud collaboration systems in executing OBO work.

Audience:

Department of State Bureau of Overseas Buildings Operations (OBO), A/OPE/AQM personnel and external OBO AE and construction contractors.

Background:

With the expedient shift to telework, OBO has realized that our AE and construction partners need to have modern collaboration tools both for internal work and for communicating with OBO. Commercially available systems such as Adobe Connect, Cisco WebEx, Microsoft Teams, and Google G Suite cloud services are examples of systems with features for Voice over Internet Protocol (VOIP), Video (Cameras, screen share, document share, whiteboard markups), large file transfer and cloud data storage, and other collaboration functions.

OBO has provided access to an OBO-procured and OBO-managed Adobe Connect server for use on projects for several years.

With the exception of ProjNet, current AE and Construction contracts have prohibited the use of all internet communications systems. OBO is in the process of revising existing contracts to broaden the allowable internet collaboration systems, with certain limitations, and clarify the prohibitions to safeguard OBO’s sensitive information. These changes have no effect on current policies for classified processing.

Upcoming Contract Modifications:

The upcoming contract modifications will allow the use of OBO-provided or OBO-approved collaboration systems. The language is primarily focused on immediate collaboration needs using OBO-provided services. While the language leaves open the possibility for contractors to procure their own services, DOS systems certification is likely beyond the ability of most contractors in the short term. It does allow contractors to obtain additional licenses on Department-managed services, when available.

What does this mean?

The important point in deciding if a particular system could be used is the verified certification of the all system components and servers. Each of the Department’s approved services have undergone an official

Assessment and Authorization (A&A) process to ensure communications are secure and protect

Department information in accordance with Federal regulations. To date, OBO/ Department of State has procured and certified the systems for use and can thus be assured that they meet the certification requirements. Systems procured outside of the Department’s knowledge may not meet the security certification requirements, even if they are the same commercial brand as OBO uses. Also note that certification by a different USG Department or Agency does not necessarily equate to certification by the Department of State. There are several different ways to show compliance against a common security protocol. The Department of State may not accept the same method of compliance as another

Department or Agency. Thus, it is currently important to rely on systems provided by OBO (Adobe

Connect, Foreign Affairs Network [FAN Google G Suite]) or with sessions initiated via OBO (Microsoft

Teams, Cisco WebEx). Additional systems may be added in the future.

Use of unapproved online collaboration services for SBU project collaboration is prohibited.

What does this mean for online collaboration with OBO?

Microsoft Teams - Department personnel with OpenNet accounts may initiate / host a call where guests attend from worldwide. Microsoft Teams offers the ability to record meetings. Teams tends to work better for smaller audiences.

Cisco WebEx – Department personnel with WebEx accounts may initiate / host calls where guests attend from worldwide. WebEx tends to work better for larger audiences. WebEx is the OBO Director’s preferred briefing environment. WebEx also allows connection to Department video conferencing systems worldwide. WebEx offers the ability to record meetings. WebEx Meetings works well for large groups when full conversational exchange is desired and offers an optional WebEx Events environment for added control in a one-way seminar-style session.

Adobe Connect – OBO contractors may obtain login credentials to the OBO Adobe Connect system

(https://obodos.connectsolutions.com) - contact OBOConnectSupport@state.gov for an account.

Licenses are limited, so please limit requests to just 1 –2 from each firm. All other people dialing in can login as a guest. Adobe Connect offers the ability to record meetings. Adobe Connect allows a telephone bridge to a conference line for integrated VOIP and POTS connectivity. Adobe Connect is best used for smaller groups where full customization of the collaborative screen is desired.

FAN G Suite – The Foreign Affairs Network (FAN) is managed by the Department of State’s Cloud

Collaboration Office. FAN is a Google G Suite implementation currently under pilot by OBO for collaboration. Contractors will be provided FAN accounts as the pilot concludes and IRM expands capacity. All G Suite tools are available including Google Meet, Gmail, Google Drive (allows very large file sizes), etc. Contact your COR for an account.

What does this mean for online collaboration between sub-contractors

(not with OBO)?

It is best to use either OBO Adobe Connect (obodos.connectsolutions.com) or FAN G Suite.

What does this mean for online collaboration with telework employees of the same firm (not with OBO)?

It is best to use either OBO Adobe Connect (obodos.connectsolutions.com) or FAN G Suite.

https://obodos.connectsolutions.com/ mailto:OBOConnectSupport@state.gov

The contract includes provisions for use of computers (laptops, etc.) including encryption for processing

SBU data locally. Additionally, VPNs extend the contractor’s private corporate networks to the telework location and Remote Desktop Access extends the teleworker’s view of systems back into the corporate office. All are acceptable subject to corporate security requirements of the contract. Therefore, use of internal collaboration systems (MS Teams, etc.) using these connectivity methods is assumed to be within the private corporate network, and subject to contract requirements therein.

Sensitive But Unclassified – The Department of State implementation of Cisco WebEX is a FedRamp

Moderate platform which means they have gone through the necessary scrutiny (information system security checks) to be authorized to handle information/discussions that are at a Moderate level, which is where predominantly all of our SBU information fall under. We encourage the use of FAN/Google

Meet for the project communications., The Department of State’s implementation of Cisco WebEX, Microsoft TEAMS, and Adobe Connect are all FedRamp Moderate platforms that can handle SBU discussions when hosted by a DoS account.