Attach_4_SDMT_Solution_Requirements_Specification.xlsx

Forest Service

Support Data Management Tool

(SDMT)

Story Boards (Personas) and Business Process Models (BPM)

Support Data Management Tool (SDMT)

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Revision History

Date Version /

Description Approved and By Comments

March 7, 2015 V 0.1: Initial Annette Box and

Tina Vorbeck, US Forest Service

April 2, 2015 V 0.2:

Revision

Annette Box and

April 15, 2015 V 0.3:

Revision

Annette Box and

April 23, 2015 V 1.0:

Final

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Table of Contents

Revision History

Vision and Approach

Scope

Introduction

Future Model: Key Business System Data in SDMT

Reference Data Lifecycle

Story Boards (Personas)

Story Boards by Personas

Story Board (Personas) Overview

Oscar Orderer Persona

Oscar Orderer Story Board

Stevie Steward Maker Persona

Stevie Steward Story Board

Debbie Decision Maker Persona

Debbie Decision Maker Story Board

Sam Support Persona

Sam Support Story Board

Business Process Models (BPM)

BPM Narratives

Maintain Reference Data

BPM Diagrams

Overview Resource Data Management Tool

Appendix A: Summary of ROSS 3.0 Documentation Evaluation

Appendix B: List of Acronyms

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Vision and Approach

The Support Data Management Tool (SDMT) will support Wildland fire event/incident information collection, management, sharing, analysis, and reporting through the following objectives. Eliminate the redundant entry of fire incident/event information, to provide timely access to quality data; and improve the consistency of data for reporting by multiple agencies.

The management of reference data plays an important role for any application integration by responding to a number of business drivers such as the demand for efficient reporting in the sense of a “single version of the truth”. The traditional approach to reference data management consists of maintaining separate data files for each application. For example, an overhead file would be maintained for payroll purposes, while an additional overhead file might be maintained for qualification reporting purposes. One or more data files are created for each application. However, duplicated files results in data redundancy. The problem with data redundancy is the possibility that updates are accomplished in one file but not in another, resulting in a lack of data integrity. Likewise, maintaining separate files is generally inefficient because the work of updating and managing the files is duplicated for each separate file that exists. To overcome potential problems with traditional data management, the reference data management approach was developed.

The reference data management approach is such that multiple business applications access the same database. As data is acquired, transacted, and acted upon to make informed business decisions, it must be stored properly, protected in ways that deliver both high availability and business continuity, retained for varying periods of time, and ultimately archived and/or deleted. Updates can be accomplished in the common database, thus improving data integrity and eliminating redundancy. The reference data management approach provides the opportunity to share data, as well as information sources.

To ensure success, the reference data management approach will require certain pre-existing technical, programmatic, and policy conditions. Among these are well-defined data standards, with an established hierarchy of application data sets, a fixed set of business rules that actualizes the accepted concept of operations, and technical specifications derived from stable requirements.

Per the 2009 Noblis IRWIN Report, “The Data Centralization/Data Warehouse Alternative possesses several compelling features. It can be implemented as either a physically separate system or it can be implemented as a Data Warehouse upgrade to an existing SoR’s operational database. The Data Centralization/Data Warehouse Alternative provides for a less complicated implementation, a large percentage of Commercial off the Shelf (COTS) components, and a smaller custom software coding effort. If acquired as a distinct system, the Data Centralization/Data Warehouse Alternative would require its own physical plant, infrastructure, and security. This has a balancing benefit in that consolidating to a single ADS produces fewer systems to secure and audit.”

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Scope

The purpose of the Support Data Management Tool (SDMT) is to aggregate reference data from different sources within the organization in order to produce a complete and accurate view of all incidents; i.e. birth to death of a fire.

The goal of SDMT is to define and consistently implement best practices for reference data administration and to use information to help improve service quality and the efficiency and effectiveness of business operations.

In Scope for the SDMT deliverables (Personas, Story boards, Business Process Models, Solutions Requirements Specification, and Logical Data Model):

Define Personas and Story Boards (high-level uses cases).

Document the highest priority (80%+ usage) workflows and functionality that include, but are not limited to:

o Identification of steps that are truly required to request changes to the reference data.

Data Management includes; Entry, Mapping, Editing, Output, Historical, Search and Security.

o Auto-logging of requests with date/timestamps, username, etc.

o Auto-notification of request status.

o Providing the capability to pull reports, both canned and custom.

Introduction

Implementing a Support Data Management Tool will support the governance, process, security and audit control for managing reference data as an enterprise standard, resulting in fewer errors, reduced business risk and cost savings. A Support Data Management Tool will provide the continued use of Data Stewards while also providing an 'engine' where data will be persistent and distributed.

Key functions in a Support Data Management Tool include the following:

Dedicated user interface (UI) that is designed specifically for the centralized and collaborative authoring, management, stewardship, and distribution of enterprise reference data.

Flexible data model that supports dynamic modelling of reference data properties through the UI ensuring a quick implementation and minimizing the need for IT involvement on an ongoing basis.

Users have the capacity to develop their own hierarchies of business dimensions, without regard for the underlying metadata aspects such as data types and lengths.

Ability to support maintaining mappings and relationships between the various application-specific representations of reference data that are used within the enterprise.

Manage past, present and future versions of reference data, while maintaining a full history for each data reference record.

Import and export reference data in multiple formats (i.e. CSV and XML) through batch, real-time, and user interface.

Share data with other reference data management software.

Web-based UI that runs in a browser with no special code required on a client computer.

A UI that is designed for business users, with intuitive and familiar navigation and controls.

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A Role-based UI with security and access control including integration with LDAP (Lightweight Directory Access Protocol).

Data standards are intended to provide a specification that enables data exchange or synthesis across wildland fire information systems. These standards are usually defined at the data element level and can include a list of standardized values often provided as a drop-down list or look-up table in an application. Reference data is usually in the format of a list of single values, such as lists of product types, categories, address types, procedure codes, catalogs, etc.

The vision for the Support Data Management Tool is to eliminate redundant data entry and allow authoritative, but verified, fire information generated by a system of record to be available for use in other systems and applications as needed. This capability would provide pre-population of data and automatic generation of status reports.

Wildland Fire Management includes multiple entities that support suppression, preparedness, planning, and information dissemination. Stakeholders interviewed from these entities expressed that both the Support Data Management Tool and Future Resource Management Tool must provide an integrated solution to the many information systems currently used to support the collection and reporting, decision support, planning, and financial management of Wildland fire incident information.

Primary systems of significance to the Support Data Management Tool are:

IQCS: The Incident Qualification Certification System (IQCS) is an interagency application that allows the sharing of federal emergency responder training and certification data across all involved agencies (Department of Interior (DOI) All Hazard Emergency Responders and Bureau of Indian Affairs (BIA), Bureau of Land Management (BLM), Fish and Wildlife Service (FWS), National Park Service (NPS), and the USFS Wildland Firefighters. The ability to easily document an individual's training and qualifications is an essential feature in any agency that demands a safe environment for emergency workers.

IQS: The State Incident Qualification System (IQS) offers a training records management system built on the current edition of the National Inter-Agency Incident Management Systems (NIIMS)

Wildland and Prescribed Fire Qualification Guide (310-1). It ensures cost effective preparation for response when needed, along with providing documentation for safety, accountability, and liability issues. The ability to easily document an individual's training and qualifications is an essential feature in any agency that demands a safe environment for emergency workers.

EQS: Personnel qualification records are managed in the USDA APHIS Employee Qualification

System (EQS). The EQS is an information management system that tracks training and certifications for APHIS employees. The ability to easily document an individual's training and qualifications is an essential feature in any agency that demands a safe environment for emergency workers.

CAD: Computer Aided Dispatch (CAD) systems, including but not limited to WildCAD and Altaris, is expected to be the Authoritative Data Source for initial incident data. The ability to integrate with a CAD system will reduce duplication entry of initial attack information.

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E-ISuite: E-ISuite records the costs associated with resources used during a fire incident and tracks the deployment of people and what they do each day. The E-ISuite application consists of a Resource, Cost, Time, Incident Action Plan, and Supply Units. All information is specific to a single fire incident and is stored in a unique incident-specific instance of the application. The ability to document a resource assignment history and all costs associated with a specific incident.

VIPR: Virtual Incident Procurement (VIPR) is a web-based Forest Service application designed to administer preseason Incident Blanket Purchase Agreements. VIPR is designed to front-end load other systems within the business lifecycle of preseason incident procurements, such as ROSS, E-ISuite and the Aviation Business System. The ability to electronically share pertinent contract information will reduce errors and speed transactions through to payment of contractors by the

Forest Service.

ICBS-R: The Interagency Cache Business System Re-Engineered (ICBS-R) is an inventory management system used by NFES National Interagency Support Caches. ICBS-R holds the catalog of supplies and equipment held at the caches and ordered through the Future Resource

Management Tool as incident resources. The ability to view the catalog with pack size and unit of measure will reduce manually adjusted orders to the cache.

IRWIN: The Integrated Reporting of Wildland-Fire Information (IRWIN) service is a Wildland Fire

Information and Technology (WFIT) affiliated investment, intended to provide an "end-to-end" fire reporting capability. IRWIN can be thought of as a central hub that orchestrates data between the various applications. IRWIN conducts conflict detection and resolution on all new wildfire incidents to support a unique record for each incident. Unique identifiers for each incident help with consistent reporting on activities tied to a specific incident.

FADDS: Facility Aeronautical Data Distribution System (FADDS) is a web-based application to facilitate the aggregation and publication of airport data stored in NASR. Data available on

FADDS includes 56 Day NASR Subscription, Daily National Flight Data Digest (NFDD), Transmittal

Letters, Part 95 Consolidation and Radio Fix and Holding Data Records (8260-2). Integration with this system will ensure the most accurate FAA airport records.

FireCode: FireCode is an interagency Web-based system that generates the unique standard codes for each fire incident. These codes are utilized to track incident suppression costs across agencies. The ability to integrate the approved FireCodes will reduce manual entry errors which result in billing problems resulting in who pays for the incident.

EGP: The Fire Enterprise Geospatial Portal (EGP) provides standardized geospatial information for the full range of wildfire activities ranging from response to planning. The EGP will provide the ability to view incidents geospatially.

LANDFIRE: LANDFIRE is a multi-agency system containing geospatial data on vegetation conditions, fire fuels, risks, and ecosystem status at the national, regional, and local level for implementation of the National Fire Plan. LANDFIRE provides data for landscape assessment, 7 | P a g e analysis, and management which serve as important data sets in decision support with efforts such as identification of areas with similar characteristics, prioritization exercises, modeling capacity and potential, and improving collaboration between landowners with common data sets and analytics.

NIFMID: The National Interagency Fire Management Integrated Database (NIFMID) stores data on fire weather observations (see WIMS below) and Wildland fire occurrence data. Weather data is collected from federal, state, and local fire management agencies from throughout the United States. Fire occurrence data includes Forest Service fire reports from 1970 to the present. The ability to track weather observations will enable better predictive decisions for incident management.

WIMS: Weather Information Management System (WIMS) is a Web application that collects and maintains meteorological and climatologically data for the Forest Service and other users in addition to hosting the National Fire Danger Rating System (NFDRS). The ability to track weather observations will enable better predictive decisions for incident management.

WFDSS: Wildland Fire Decision Support System (WFDSS) is intended to assist fire managers and analysts in making strategic and tactical decisions for fire incidents. It is designed to processes fie information that is easier to use, more intuitive, linear, scalable, and progressively responsive to changing fire complexity. The WFDSS application provides spatially oriented data and graphically displays information to assist the fire managers and analysts in making strategic decisions for fire incidents.

WFSA: Wildland Fire Situation Analysis (WFSA) is used by Fire Managers as a decision support tool on fires that escape initial attack. Data on fuel models and resources and other information are pre-loaded into WFSA, and the output helps determine what the fire attack strategy should

be. The WFSA will document the appropriate suppression action and cost decision making process for the incident which is expected to, or has exceeded, the actions prescribed in the forest fire management plan.

WFMI: The Wildland Fire Management Information (WFMI) web-site is designed to support wildland fire organizations by providing current weather and lightning data, as well as historic fire occurrence data. In addition, the NWCG unit identifiers are maintained on WFMI. The WFMI will be the source of record for NCWG unit identifiers.

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Future Model: Key Business System Data in SDMT

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Reference Data Lifecycle

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Story Boards (Personas)

Story Boards are an important tool to graphically represent use cases or workflows. Story Boards are helpful in many ways, including, but not limited to:

Graphically documenting high-level use cases / workflows.

Getting agreement / corrections from end-users on the steps of a use case.

Providing a non-technical view of what can be expected in a new application.

The Story Boards provided in this deliverable are intended to provide a high-level, “Happy Path” view of what is needed in a new Support Data Management Tool.

An overview of the full Story Boards is provided on the next page, followed by breakdown by Personas.

For the major process areas, a description of each persona and whether they have an active or passive role in the process is included.

These Story Boards can be read/viewed:

Left-to-Right for Persona workflow

Vertically to show each Persona’s activity during a major step in the process

Identifying Active/Passive Roles:

Personas that have an Active Role in a step are shown on the Left side of the panel and the text boxes have a light green background.

Personas that have a Passive Role in a step are shown on the Right side of the panel and do not have a light green background on the text boxes.

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Story Boards by Personas

Story Board (Personas) Overview

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Oscar Orderer Persona

GOALS:

Order, assign, mobilize, replenish, release and demobilize resources to incidents.

Provide resources (aircraft, crew, equipment, overhead, and supplies) in the most timely and cost effective manner.

TASKS / MOTIVATION:

Provide timely delivery of resources to incidents.

Adhere to established policies for ordering, use and release of resources.

Receive and process orders for all area command functions.

Process resource orders for inventoried and non-inventoried resources.

REQUESTED FEATURE:

Ability to request changes and have them published in a timely manner.

Oscar Orderer represents multiple roles that can be filled by a person (i.e. dispatcher, buyer, cache personnel) or by automated system logic.

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Oscar Orderer’s Use of SDMT

Profile

Been a dispatcher for 5 years.

I have a hard time finding a specific resource in legacy ROSS due to the inconsistent naming structure.

In the new system, I can easily find the resource I need due to consistent naming structure.

Scenario

Our dispatch center requested a swamp crawler be added as a resource. I submitted a request to have this resource added to the system via the proper channels. With the new system I was notified when the approved addition was published.

Oscar Orderer Story Board

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Oscar Orderer Submit Data Change

Active Role in Submit Data Change.

This can be an electronic request form to request reference data changes for review and entry.

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Oscar Orderer Publish Data Change

Passive Role for Publish Data Change.

This notification is an automated process.

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Stevie Steward Maker Persona

Ensure that suitable, agreed-upon quality reference data is maintained on a continuous basis.

Provide operational leadership.

TASKS / MOTIVATION:

Create and actively participate in processes that would allow the establishment of business-context-defined, measurable data quality goals.

As a member of a business team, gain full knowledge of the data quality issues, their roots, and the business impact of these issues.

Accountable for improving the data quality of the information domain they oversee.

REQUESTED FEATURES:

Quick and easy way to review, document and approve requests.

Real time and historic visibility to all activity tied to reference data.

Stevie Steward that can be filled by a person (i.e. data stewards, subject matter experts) or by automated system logic.

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Stevie Steward’s Use of the SDMT

Works as a subject matter expert.

I currently get bombarded with change requests since it is hard to find resources due to format inconsistencies in legacy ROSS.

In the new system, once a change is approved and published the requester is notified automatically.

Scenario

Prior to the new system I would receive calls to change the resource title. Most of the time these resources were already in the system but due to formatting not found on the initial search. Now with a consistent data reference I am only reviewing and submitting valid requests.

Stevie Steward Story Board

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Stevie Steward Submit Data Change

The electronic request form to request a reference data change is reviewed either via logic or by a person. If approved it is passed on for final approval.

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Stevie Steward Publish Data Change

Active Role in Publish Data Change.

This can be an automated publishing of updated reference data.

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Debbie Decision Maker Persona

Develop and identify strategy and tactics to commensurate with resources, incident objectives, and safety considerations.

Provide tactical and strategic leadership.

Review real-time and historical reporting on all incidents for predictive modeling and future planning for coming season.

Create and disseminate policy to ensure the most efficient and safe way to handle incidents.

Validate kind, type, and number of resources required to achieve incident objectives to provide guidance for exceptions and issues.

REQUESTED FEATURE:

Consistent data format for smooth information transfer between systems.

Debbie Decision Maker that can be filled by a person (i.e. supervisor, director, or stakeholder) or by automated system logic.

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Debbie Decision Maker’s Use of the SDMT

Worked in dispatch, and in various leadership roles for about 20 years.

Member of the NWCG Data Standards Committee.

In the new system, it is easier to establish and publish consistent data standards.

Scenario

A request to add a new resource has now been vetted by the data steward prior to being submitted to the committee for approval. This reduces the time the committee needs to review since only requests approved by the data steward are presented for approval.

Debbie Decision Maker Story Board

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Debbie Decision Maker Submit Data Change

The electronic request form to request a reference data change has passed first review and is approved or rejected by the standards committee.

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Debbie Decision Maker Publish Data Change

Passive Role for Publish Data Change.

This notification is an automated process.

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Sam Support Persona

Connectivity to other systems to provide the consistent and timely information from the source of record.

Data management of travel, inventory, catalog, and contract information.

Manage flow of data between systems for accurate reporting.

Maintain a data dictionary and source of record for all fields.

Collect and process incident reports and daily fiscal information per agency standard.

Provide reliable and quick access to all data needed.

REQUESTED FEATURES:

Connectivity to partner systems to pull accurate data from the source of record.

Quick retrieval of data for accurate reporting.

Sam Support represents multiple roles at the data and system level.

These are a combination of people (i.e. data stewards) and automated roles.

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Sam Support’s Use of the SDMT

I am a patchwork of data. As new data sources / processes have been identified I have grown to support them.

Inconsistent formatting of resources in legacy ROSS results in data flow errors between systems.

With the new system, I no longer have to hold the data I just have to know where to find all the data.

Scenario

Previously, data was entered separately into multiple systems in potentially different formats making it difficult to ensure accuracy. In the new system, I know where the correct data is and there is no duplication of data entry.

Sam Support Story Board

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Sam Support Submit Data Change

Active Role for Submit Data Change.

This is an automated notification of data change request status.

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Sam Support Publish Data Change

Active Role for Publish Data Change.

This is an automated update of the Support Data Management Tool and notification of new standards.

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Business Process Models (BPM)

BPM Narratives

The narratives are written in support of the Support Data Management Tool Business Process Models

(BPM).

The following assumptions for this BPM deliverable are:

The documented Maintain Reference Data BPM is the Happy Path.

o Minimal Exceptions called out.

o Minimal Alternate Paths called out.

The Happy Path is to manage changes for multiple kinds of reference data, such as:

o Constant Values.

o Type codes, status codes, and role codes.

o Classification schemes.

There is an established and ongoing Data Standards Committee with Data Stewards / Subject Matter Experts to review and approve change requests.

Enterprise-level application to support the BPM.

o Implies connectivity to Source of Record application.

Maintain Reference Data

Mastering reference data includes specialized actions performed by Data Stewards and/or Subject Matter Experts. These users of the Support Data Management Tool bring extensive knowledge of business processes in the organization and help mapping those processes to individual applications.

The following are key tasks performed by data stewards (person and/or logic).

Ensure reference data is clean, consistent, accurate and sharable.

Build rules to identify duplicated codes and reference data sets.

Detect the overlapping codes across different source systems and create a single version of reference data sets.

Manage the mapping and relationships between reference data sets.

Maintain hierarchical representation of reference data sets.

o Maintain Catalogs/Unit IDs/Etc.

o Manage Drop Down Lists o Look-up Tables

Continuously audit reference data sets to capture who (system/user) changed the data, what was changed and when.

Build security around reference data with attribute level permissions for view/add/update/delete operations.

Provide “subscriptions” of reference data to applications.

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Request Approved

1. START (Approved)

2. Submit Reference Data New/Change Request o Actor: Oscar Orderer o Assumption: The Support Data Management

Tool is implemented & populated and Future

Resource Management Tool is utilizing the data from the tool.

3. Review Submittal o Actor: Stevie Steward o Assumption: Stevie Steward is a subject matter expert and/or area lead for specific area or group.

4. Accept Change - YES o Assumption: Reviews list of criteria to determine if change goes forward or not.

5. Document Changes o Assumptions: Connectivity and access to maintenance tool.

6. Submit for Approval o Assumptions: Connectivity and access to maintenance tool.

7. Review Submittal o Actor: Debbie Decision Maker o Assumption: Committee represented of all the systems that consume reference data.

8. Approved - YES o Assumption: Approval by committee represented of all the systems that consume reference data.

9. Publish Changes

28 | P a g e o Assumption: Following the approved standards to publish the approved changes for updating in each system.

10. Notify User o Actor: Sam Support o Assumption: Automatically notified of changes to reference data.

11. END (Approved)

Request Denied

1. START (Change Request is Denied)

2. Submit Reference Data New/Change Request o Assumption: The Support Data Management Tool is implemented & populated and

Future Resource Management Tool is utilizing the data from the tool.

3. Review Submittal o Assumption: Stevie Steward is a subject matter expert and/or area lead for specific area or group.

4. Accept Change - NO o Assumption: Reviews list of criteria to determine if change goes forward or not.

5. Notify User o Assumption: Automatically notified of changes to reference data.

6. END (Change Request is Denied)

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Documented Change is Not Approved

1. Submit Reference Data New/Change Request o Assumption: The Support Data Management Tool is implemented & populated and

Future Resource Management Tool is utilizing the data from the tool.

2. Review Submittal o Assumption: Stevie Steward is a subject matter expert and/or area lead for specific area or group.

3. Accept Change - YES o Assumption: Reviews list of criteria to determine if change goes forward or not.

4. Document Changes o Assumptions: Connectivity and access to maintenance tool.

5. Submit for Approval

6. Review Submittal o Assumption: Committee represented of all the systems that consume reference data.

7. Approved - NO o Assumption: Approval by committee represented of all the systems that consume reference data.

8. Document Changes

9. Notify User o Assumption: Automatically notified no change was accepted.

END (Documented Change is Not Approved)

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BPM Diagrams

Overview Support Data Management Tool

Overview Support Data Management Tool BPM Legend

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Overview Maintain Resource Data – “Happy Path”

Overview Change States Diagram

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Appendix A: Summary of ROSS 3.0 Documentation Evaluation

Listed below is existing 3.0 reference documentation which contain relevant information to support the future reference data management as noted in the GAP Analysis. Further vetting of the documents will be required in the design phase to ensure these documents capture the use cases and functionality to identify any exceptions.

ROSS 3.0 Functional Area Document Contains

Dispatch Organization Management High level overview of managing dispatching organizational hierarchy and support information

Contract Management High level overview of contract management including vendors, compacts, and agreements

Catalog Item Management High level overview of catalog management including contracts, compacts, complexes, and inventory

Resource Item High level overview of resource item (inventory) management including management of items from external systems

Locations and Airports High level overview of location and airport reference data management

Ordering Authorizations High level overview of ordering authorization management

Pre-Order Management High level overview of pre-order management including create, edit and delete

Resource Status High level overview of resource status including availability, relationships and reference data

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Appendix B: List of Acronyms

The table below provides a list of acronyms that may be referenced in this document.

Acronym Definition

AAR Advanced Acquisition Request

BIA Bureau of Indian Affairs

BLM Bureau of Land Management

CAD Computer Aided Dispatch

CO Contracting Officer

COR Contracting Officer’s Representative

COTS Commercial Off-The-Shelf

CPIC Capital Planning Investment Control

DOI Department of Interior

FAM Fire and Aviation Management

FAM-IT Fire and Aviation Management Information Technology

FRMT Future Resource Management Tool

FS Forest Service

GIS Geographic Information System

GOTS Government Off-The-Shelf

GSS General Support System

IPT Integrated Project Team

IRB Investment Review Board

IRDB Information Resources Direction Board

IT Information Technology

NASF National Association of State Foresters

NESS National Enterprise Support System

NIST National Institute of Standards and Technology

NPS National Park Service

NWCG National Wildfire Coordinating Group

OMB Office of Management and Budget

PII Personal Identification Information

PM Project Manager

SDMT Support Data Management Tool

RIM Resource Information Manager

RMP Risk Management Plan

ROSS Resource Ordering and Status System

SoR Source of Record

US United States

USDA United States Department of Agriculture

USFWS US Fish and Wildlife Service

WFIT Wildland Fire Information Technology

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