9_AWS-3_EEP_Federal_EEP_Training_Slides_10_NOV_2016.pdf

UNCLASSIFIED

Advanced Wireless Services-3 (AWS-3)

1755-1780 MHz

Early Entry Portal (EEP) version 2.2

November 2016

• The Federal Communications Commission and National

Telecommunications and Information Administration, issued a public notice specifying the procedures to be followed in allowing early entry into the

1755-1780 MHz frequency band by the AWS-3 licensees as well as ongoing coordination that would continue to be applicable to the Government stations that would continue to operate in the band after the transition period.

• The AWS-3 1755-1780 MHz Early Entry Portal (EEP) was developed to support formal coordination between AWS-3 Licensees and the Department of Defense (DoD), the Department of Justice (DOJ), and the Department of the Interior (DOI) for early access to the 1755-1780 MHz band.

Background

• Major Functions:

– Receipt of Coordination Requests (CRs), Satellite Operations (SATOPS)

Coordination Agreements (CAs), and Deployment Plans (DPs) from AWS-3

Licensees

– Distribution of CRs to DoD, DOJ, and DOI stakeholders as appropriate

– Distribution of SATOPS CAs and DPs to DoD stakeholders as appropriate

– Delivery of DoD, DOJ, and DOI responses to AWS-3 Licensees including: Receipt

Acknowledgement, Complete/ Incomplete, Concurrence/ Partial Concurrence/ Denial of CRs

– Automated status tracking and warehousing of CRs, SATOPS CAs and DPs throughout the formal coordination process

– User account management

AWS-3 1755-1780 MHz EEP Portal Overview

The seven participants involved in the formal coordination for early entry into the 1755-1780 MHz band are listed below with a brief description of their role.

• AWS-3 Licensees – Commercial wireless companies responsible for submitting CRs, CAs and Deployment Plans.

• DoD Spectrum Relocation Management Team (DSRMT) – Government staff with overall responsibility for the AWS-

3 coordination process. DSRMT provides oversight of products and processes to include certifying analyses from

Engineering Analysis Cell staff and delivery of the integrated DoD response to the AWS-3 Licensee via the Portal.

• Service Spectrum Management Office (SMO) Representatives – Air Force, Army, and Navy/Marine Corps SMO staff responsible for review and coordination of EEPAC subcase reports/analysis results with their Service system owners. Service SMO Representatives provide the final decision on each subcase.

• Federal Agency Representatives – DOJ and DOI staff responsible for review of DOJ and DOI cases and delivery of their Agency’s response to the AWS-3 Licensee via the Portal.

• Engineering Analysis Cell Staff – DSO contractor technical staff using EEP and EEPAC to support the CR and

SATOPS CA and DP business processes. Responsible for executing the 10- and 60-Day processes.

• DoD SATOPS Lead – Responsible for reviewing each SATOPS CA submitted by a Licensee, verifying it, and countersigning the agreement. Also responsible for reviewing deployment data.

• Portal Administration Staff – DSO contractor staff responsible for ensuring the smooth operation of the Portal, and user account maintenance.

Participants

• FCC Public Notice (DA 14-1023, July 18, 2014) provided guidance regarding coordination between Federal and non-Federal shared use for AWS-3.

– The DoD Portal supports coordination for all DoD incumbents in the 1755-1780 MHz band and may over time accommodate other Federal incumbent systems.

Basic Business Process

Complete

CR?

DoD 1755 MHz Portal

YES

NO

Error Report Prepared for

Licensees

Final Report Prepared for

Licensees

5 calendar days after submittal - Acknowledge receipt of CR

10 calendar days after submittal - Notice of

Complete/Incomplete

70 calendar days maximum length for end-to-end process

• 70 calendar days to coordinate with internal entities, complete EMC analysis, and post the AWS-3 concurrence, partial concurrence with operating conditions, or denial.

– 10 days to acknowledge and determine if submission is complete

– 60 days to conduct CR analysis

• Portal was operational 9 months after auction close (2 November 2015).

Federal Agency Review

60 calendar days after

Notice of

Complete/

Incomplete -

Conduct

Analysis

5-Day Acknowledge Receipt of Coordination Request

• Licensee logs into the Portal

• Licensee submits CR

• Portal sets the workflow status of each coordination request to Submitted

• The CR is received via the Portal

• The Portal assigns a unique Case Number and time stamp

• Portal automatically notifies DSRMT, the Service SMO Representatives, the Engineering Cell, and the Federal agencies of the submission of a request

• Portal sets the workflow status of each coordination request to Acknowledged

• The Portal sends a notice to the Licensee acknowledging receipt of the CR

Portal Receives

CR

Portal Acknowledges

Receipt of CR

Licensee Submits

CR

10-Day Notification of Complete/Incomplete Request

• Engineering Cell staff performs on the CR using EEPAC to assess format, content, and correctness of the data

• EEPAC generates an error report identifying areas where the CR has failed validation rules

• If the CR data fails validation, the Engineering Cell staff sets the status to Incomplete - Resubmit and the Licensee is notified via the Portal that the CR has been rejected and is provided an error report

• If the CR data passes validation, the Engineering Cell staff sets the status to Complete - Accepted and the AWS-3 Licensee is notified via the Portal that the CR is complete and has been accepted for analysis

Engineering Cell

Performs Validation of the CR data

Engineering Cell Sends

Notification to the AWS-3 Licensee

• Federal Agency SMO staff downloads CRs from the Portal

• Federal Agency SMO staff conduct analysis of carrier laydowns and impact from AWS-3 Licensee base stations to Federal agency systems

• Federal Agency SMO staff reviews analysis results with Agency system owners/stakeholders

• Federal Agency SMO staff prepares formal response letter to AWS-3 Licensee for the CR

• Federal Agency SMO staff uploads response letter and analysis results information to the Portal and updates status code

• AWS-3 Licensee is notified via the Portal that the Federal Agency response to their CR is available

Federal Agency (DOJ and DOI) Process

60-Day CR Analysis & Response

Federal Agency SMOs

Conduct Analysis

Federal Agency SMOs

Retrieve CRs from the

Portal

Federal Agency SMOs

Prepare Response

• When a Licensee submits a CR to the Portal, the Portal automatically generates a Case Identifier (ID) for that request, which becomes a unique identifier for that submission.

• Case IDs are alphanumeric and are 13 characters long.

• Each Case ID encapsulates a number of data elements and is structured as shown below.

CR Case Creation

Licensee Name (3 Characters)

Market Area (3 Digits) AWS-3 Frequency

Block (1 Character)

Unique Computer-generated

Number (6 Digits)

• When CR cases are displayed on the screen, there is an icon to the left of the Case ID that allows you to see, at a quick glance, where the coordination request is in the process. The following icons are used.

CR Case Progress

CR Workflow Statuses

DoD-only Process Status

Portal Account Request Form

• Each Agency/Organization must identify a Primary and Alternate

Portal Account Management point of contact (POC) that will be responsible for managing the list of users that will have access to the

AWS-3 1755-1780 MHz EEP from their organization.

• All users must establish accounts prior to accessing the AWS-3 1755-

1780 MHz EEP.

Portal User Accounts

• All users must establish accounts prior to accessing the AWS-3 1755-1780 MHz EEP.

• Individuals requiring access to the 1755-1780 MHz EEP should:

– Notify your Organization Portal Account POC that you need to establish a Portal Account and provide the POC with a completed Portal Account Request form.

– Have your Organization Portal Account POC submit the form to the DSO/DSRMT at the email address at the top of the form.

• Upon review by the DSO/DSRMT, users will receive an email notification from the

Portal administrator when the user account has been created.

– Please note that user account creation may take up to 10 days to complete depending on the volume of requests.

– Users will receive a separate email with the password.

Portal User Accounts

User Account Registration

• User Account Management

– Users are responsible for notifying the DSRMT and their agency/organization Portal Account

Management POCs of any changes to account information or access requirements.

– Primary and Alternate Portal Account Management POCs are responsible for managing

(additions/deletions) their agency/ organization's user account list.

– Any updates should be emailed to the email address listed at the top of the Portal Account Request form.

• Passwords can and should be changed periodically

– Click the down arrow beside your name at the upper right of the screen and select Change Password.

– Passwords must contain a minimum of 7 characters with at least

1 special character (not a letter or a digit).

Portal User Accounts

User Account Management

EEP Log-in Page

• Initial log-in: users log into the EEP with the user ID and password provided by the Portal

Administrator.

• After the initial log-in, users have the option to change their password.

Federal Agency Landing Page

The Home or Landing page provides a dashboard view of all

CRs submitted to your organization. The Landing Page provides links to:

• Number of New Messages in your Inbox.

• Statistics about the CRs submitted to your organization (total number and by workflow status), and a pie chart view.

• Clicking on a specific status will display a filtered list of the CRs by status.

• The list at the far left provides links to the

Inbox, the Carrier Coordination Requests list, Statistics, and Resources. These links will be available on all pages in the

Portal.

• The AWS-3 EEP messaging system is implemented inside of SharePoint and has no connectivity to any outside mail system. To view or send messages, users must use the AWS-3 EEP Inbox.

• There are two types of messages that the AWS-3 EEP messaging system supports:

– Notifications – Messages auto-generated by the system to notify the users of a status change.

– AWS-3 EEP Messages – Messages that are generated by users and directed to other user groups. All users within those groups have the visibility and access to the message.

Inbox - Messages

Inbox - Messages

• Messages contain the Subject, the Received date and time, the Case ID, who sent the message (From), and the message

Type. Links are provided for viewing the actual message or for viewing the Case Details.

• Folders are available for organizing your messages and there is an option to delete selected messages. This option is not activated until you select a message or messages on the list. There is no confirmation message and the message or messages will be moved to the Deleted folder.

• To view a message, click the link provided under the Subject.

• Options are available to display 10, 25, or 50 cases per page. Select the down arrow to select the number of cases per page and use the arrows to the left and right of the counts at the bottom of the page to move between pages or go to the end or beginning of the list.

Managing Messages

• Messages can be sorted by each of the list headers by hovering over the header and clicking the down arrow to view the options. A sample form the Case ID header is shown. You can sort in ascending or descending order or you could filter by individual items. A unique list of entries for each column is listed for the sort. Select the entry on which you want to filter and only those entries will be displayed. If a column is sorted in ascending order, the header will contain an up arrow. If it is sorted in descending order, the arrow will point down. If a filter has been applied to the column, another icon will be displayed. Samples of each are shown.

• The capability to re-size the columns also exists. Hover the cursor over the left side of the column header until a double arrow is displayed. A sample is shown below to re-size the

Licensee column.

• Left click the mouse button and mover the cursor to the left or right to re-size the column. At the bottom of the screen is an icon after the page count that allows you to reset the column widths back to the defaults.

NOTE: This capability exists for all the grids in the AWS-3 EEP system.

Managing Messages

• After you select a message to view, you can Close the message and return to the message list, Delete the message, or, in some cases, Reply to the sender. Not all messages have the Reply button available.

The Delete button would send the message to the Deleted folder and, once a message has been read, it is removed from the list and placed in the Read filter. A link is also provided to the Case ID details.

Inbox - Viewing Messages

Inbox – Creating Messages

• To create a new message, click the Create Message option to display the following screen.

• Select the To… option to display a list of recipients.

• Enter the Subject, a Case ID, and any text that you wish for the message.

• If you are sending a message from the Case Details list, the Case ID will be automatically filled with the

Case ID.

Note: This list will vary depending upon your groups privileges. Some groups are restricted from messaging certain other groups.

Carrier Coordination Requests

• When the Carrier Coordination Requests link is selected from the Home or Landing Page, a list of all the

CRs for the Federal Agency will be listed. The icon to the left of the Case ID allows you to see, at a quick glance, where the coordination request is in the 10-, 60-Day Process or whether it was incomplete or withdrawn. If the case is in the Post 60-Day Process, N/A will be displayed for the times.

• To view a specific case, click on the link provided to display the Case Details including a status history and several options.

• The Event Details may indicate that there are files attached to the case. In that event, a link is provided allowing you to either download, or save the attachments.

Coordination Request Details

Coordination Request Options

• Some details from the Coordination Request are displayed with options to Download

Files, Pause Case Clock, Notify Exceeding 60 Days, Send a Message, or to Close the screen. If the status for the Coordination Request is Complete - Accepted, the

Change Status option will also be displayed.

• If a Request for Withdrawal has been entered by the Licensee, the following additional options will be available.

5-Day Process - Acknowledgement of CR

• AWS-3 Licensee submits a new case, selecting the Federal Agency (DoD, DOJ, DOI, or All) to whom the CR will be submitted and uploads two files to the Portal:

– Cover Letter (.pdf)

– Laydown (.csv file)

• The Portal acknowledges the submittal and assigns a Case ID number.

Federal Agency Workflow

10-Day Process – Completeness of Request

• The DoD Engineering Cell staff downloads the CR files and uploads the .csv file into EEPAC for validation.

– EEPAC assesses whether technical data in the CR is “complete” or “incomplete”.

– If validation errors are observed, the CR is deemed incomplete.

• The Engineering Cell staff uploads the error report to the Portal and updates the status to Incomplete – Resubmit.

• The Portal sends a notification to the appropriate participants.

– If no validation errors are observed, the CR is deemed complete.

• The Engineering Cell staff updates the status to Complete – Accepted

• The Portal sends a notification to the appropriate participants.

60-Day Process – Analysis and Response

• The Federal Agency SMOs

– Download the CR files from the Portal

– Perform their own engineering analysis and review

• Once the analysis is complete, the Federal Agency SMO staff must prepare

– The Federal Agency Response Letter in a .pdf file

– The Federal Agency analysis results (sector-by-sector approval/denial) in .csv format

Federal Agency Workflow

NOTE: The file names for the Federal Agency Response files MUST contain the Case ID in it.

An example for a fictitious Carrier is shown below.

Final DOJ Response_LCA455G000008.pdf

Final DOJ Response_LCA455G000008.csv

60-Day Process – Upload Response to Portal

Federal Agency Workflow

• From the Case Detail screen, select the Change

Status option to display the Change Status screen.

• Select Response Delivered and then click OK.

• The Change Status screen will then provide you a search capability to upload the Results Letter and the Analysis Results files.

Withdrawals – Approve Licensee Request

• When the Licensee has submitted a Request for Withdrawal for a CR, a message is sent and additional options will be available when the Case Details are reviewed.

• To approve the withdrawal request, select the Approve Withdrawal Request option, and click OK on the confirmation screen. The Event Details will display the status change to

Withdrawn.

Withdrawals – Reject Licensee Request

• To reject the withdrawal request, select the Reject Withdrawal Request option, click OK on the confirmation screen.

• The Event Details column will display the rejected response and the status will remain the same.

21 October 2015

• At anytime during the Coordination Request process, the Federal Agency member can pause the clock which will stop the 60-Day analysis. After displaying a Coordination Request, the option to Pause

Case Clock will be available.

• A confirmation message will be displayed when the option is selected. Once confirmed, the Pause

Case Clock option changes to Resume Case Clock.

Federal Agency Workflow

Pause/Resume Case Clock

• The CR list will also show the pause icon.

Federal Agency Workflow

Notify Exceeding 60 Days

• If the analysis for the Coordination Request is going to exceed the 60-Day time limit, the Federal

Agency member can extend the time limit using this option. After displaying the details of the CR that will exceed the 60-Day analysis, select the Notify Exceeding 60 Days option at the top.

• A confirmation message will be displayed, messages will be sent to the Engineering staff, Admins, and the Event Details will reflect the change.

Resources Library

• When the Resources link is selected on the landing page, the

Resources page will be displayed.

• The Resources page contains various types of documents that can

ONLY be uploaded by the DSRMT and Portal Administration staff.

• The document list contains a column to select documents, an icon that represents the document type (e.g., Excel, Word, etc.), the document Name and Title, and the time/date the document was uploaded (Modified) and by whom

(Modified By).

Document Download

Document Download

• The Name column will display a green star to indicate a new document and provides a direct link to the document.

The green star will remain for 2 days.

• At the top of the page there are two tabs. The BROWSE tab allows you to view all resource documents that have been uploaded. This is the default tab.

• Once you have selected a document using the check box column, the FILES tab allows you to View Properties of the document, view the Version

History of the document and to

Download a Copy. If you click the link under the Name column, you will not have the Files tab options available to you. The document will be immediately displayed for you.

Files Tab

Statistics

• The AWS-3 EEP maintains a statistical database so that processing results can be produced. The

Statistics page can only be accessed by users in the Administration, Engineer, DSRMT, and

Federal roles. Coordination Requests, Coordination Agreements or Deployment Plans will be included in the statistics. Statistics are accessed from the Home Page.

• Options allow you to enter a specific Status, a

Time Unit, and dates.

• A graph will be displayed with results of your select.

• There is also an option to Export the results to a

.csv file.

• A second type of export allows the user to download the data organized by case.