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Infrastructure Coordinators Meeting: May 11, 2005

Attendees

Name

Affiliation

Attend meeting?

Joan Alcock

OCFO

Yes

Rebecca Astin

OEI

No

Warren Beer

R9

No

Kristen Bremer

OAR

Yes

Jonda Byrd

Deputy National Infrastructure Manager

Yes

Sang Chung

OIG

Yes

Tim Davis

R8

Yes

Barry Everett

R6

Yes

Linda Goodman

OPPTS

Yes

Kevin Phelps for Lisa Jenkins

OSWER

Yes

Rick Martin

National Infrastructure Manager

Yes

Cy Kidd

OW

No

George Nossa

R2

No

Margo Palmer

R1

Yes

Charles Perritt

R3

Yes

Kim Randall

OARM

No

Sara Roman

OPPTS

Yes

Dick Stapleton

National Content Manager

Yes

Shhonn Taylor

OECA

Yes

Jeffrey Wandtke

R7

Yes

Lorien Wendt

R10

Yes

Susan Woestman

R5

Yes

Brenda Young

ORD

Yes

Guests
Sarah Marseille
Sally Martiny
John Shirey

Contract Support
Doug Black, SRA International

Agenda

3:00 - 3:10 PM Roll-call and Opening Remarks

3:10 - 3:20 PM Infrastructure Coordinators Role in Legacy Infrastructure Projects

3:20 - 3:40 PM Web Content Management System Pilots (John Shirey, OEI) and Workgroup

3:40 - 3:55 PM Discussion of Annual Infrastructure Work Plan

3:55- 4:00 PM Closing Remarks

Opening Remarks
Rick Martin thanked everyone for attending. He also discussed a very complementary article about the Web Council in Govexec.com.

Jonda Byrd reminded the group to submit comments on the draft content standards to Jeffrey Levy by May 13. She also asked for comments on the Web Council Charter by Wednesday, May 18, which she will synthesize for discussion at the next Web Council meeting. Minutes from the April Web Council meeting will be sent out on Thursday, May 12. A Web Council listserv should be up and running very shortly.

Legacy Infrastructure Projects
Mrs. Byrd led the discussion of how to address legacy infrastructure projects, such as the Web Content Management System ( CMS), search engine, and information architecture. These are now the responsibility of the Infrastructure Coordinators (IC) and the Web Council. The Web Council, working with the Web Work Group (WWG), needs to determine how to integrate with WWG requests for pilots (RFPs) and overall coordination of these efforts.

Web CMS Pilots
The ICs determined that even though the Web CMS pilot is an infrastructure project, it has a strong Web content component. The IC agreed that they will need to coordinate with the Web Council Content Coordinators (CC) from their respective Program Office (PO) or Region. The ICs will coordinate with their CC counterpart on an informal basis.

John Shirey reported that Documentum has been selected as Agency Web CMS. He believes it will meet the Agency’s requirements and is now testing it to make sure it does meet these requirements. Documentum needs a great deal of customization to meet the needs of the Agency’s environment, which will be done during the pilot. Mr. Shirley reported that some of the IC submitted proposals, and that he would like to see proposals from the rest of the ICs.

Lockheed Martin is providing contract support for the pilot effort. Mr. Shirey issued an RFP before the Web Council was created, so it went through the WWG. Mr. Shirey received 14 proposals in response. He is currently reviewing these proposals and will make selections by middle of next week. Criteria for selection include examining unique aspects of the proposals. The pilot will take six to eight months after the equipment is purchased. There will be five to seven pilots.

Mr. Shirey reported that initially, the CCs will continue their standard posting process to the Web site, simultaneously managing through the new Web CMS. Once his staff create well developed work flows, the CCs will be able to use the new Web CMS rather than the old CMS.

Shhonn Taylor asked if the workflows and network architecture for the Web CMS can be sent out to the ICs, which will help the ICs understand that their requirements are being met, and ensure that there aren’t any network bottlenecks that cannot be seen without the network architecture. The oversight docs are critical ensuring that load balancing and work flows support the approval process. Mr. Shirey will distribute these documents when they are available.

Mr. Stapleton asked Mr. Shirey to create a one-page overview about the Web CMS effort for the CCs – a high-level document that is not technology heavy. Mrs. Byrd also informed the group about an informational web site, http://www.cmswatch.com/ which provides a good overview.

Mrs. Byrd stated that once the pilot projects are selected the Web Council will form a sub work group composed of ICs at each pilot location, as well as their CC counterpart.

The ICs decided that this sub work group should be comprised of the ICs where the pilot programs take place, as well as their CCs – a cross group sub-committee. Mr. Stapleton will draft text for the CCs about this and provide Mr. Shirey with a copy.

Annual Infrastructure Work Plan
Mrs. Byrd reported that the CCs are developing a 200 Day Web Work Plan, which will be submitted to Mr. Stapleton by May 18. The ICs need to be looking at the priorities of the Web infrastructure, and need to be aware of the CC plan and make sure the two plans are integrated. Mr. Stapleton will ask CCs to share planning/thinking with their IC counterparts. ICs will also go to CCs to provide input. The annual infrastructure priorities need to be included as a part of this overall plan. The infrastructure projects need to support the Web needs across the Agency.

Mrs. Byrd sent out principles and goals for Infrastructure Work Plan to the ICs. The ICs need to provide forward looking ways to solve Agency problems and look at new solutions in areas that the CCs would not be aware. Mr. Stapleton also supported this approach from a content perspective.

Calendar Database
Mr. Stapleton reported that the CCs are working on an Agency-wide Notes database for calendar items. The group reported that there are several Notes databases, as well as ColdFusion databases, which are currently being used. Mr. Stapleton will send out a note to the ICs to gain information. He also wants to have this database help people register for conferences. Finally, Mr. Stapleton wants to corral the independent / rogue conference sites. Region 6 reported that they have a Notes database with registration capabilities.

Mrs. Byrd will coordinate this effort about the different calendar database systems that are currently being used.

TSSMS Recertification Memo
TSSMS recertification memo was released. Now the Office Directors have to certify 508 Compliance and content relevancy for their site. Mrs. Byrd reported that the 508 Compliance was on the memo last year. The content currency may cause some concerns. How are we defining currency? Mrs. Byrd will read the memo again and help to provide clarification. The external link review is also new, and that these links need to be reviewed quarterly by Office Director to ensure they work and determine if they send the user to the appropriate Web site.

Summary of Decisions

Summary of Action Items

Action Item

Responsible Party

Due Date

Distribute Minutes from April Web Council Meeting

Jonda Byrd

May 12

Submit comments on draft content standards

ICs

May 13

Submit comments on Web Council charter

ICs

May 18

One page overview of Web CMS effort for the CCs

John Shirey

Not defined

Distribute Web CMS network architecture and workflow documents

John Shirey

As soon as documents are created

Provide clarification on the TSSMS Recertification Memo

Jonda Byrd

May 18

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