ITAC -- Cyber Meeting
January 27, 2003 -- 11:00am -- 1:00pm ET

Audio Port number, call:  509-353-3193 -- No password or code required.
ITAC membership email abbreviation:   GS-W ITAC

Attendees:

The following accepted and were in attendance at the ITAC meeting / conference call:

Tentative Agenda:

• Meeting (or alternative) plans for rest of year
• Review of ITAC action items - McCallum
• Caribbean District Meeting discussion
• Review of potential agenda items for February meeting
• Other Issues

Discussion Notes:

1. Meeting (or alternative) plans for rest of year -- Proposed dates:

January 27	11:00 am ET	cyber call
February 11-13	San Juan, PR	meeting
March 14	11:00 am ET	cyber call
April 18	11:00 am ET	cyber call
May 16	11:00 am ET	cyber call
June 17-19	Anchorage, AK	meeting (or alternative)
July 18	11:00 am ET	cyber call
August 15	11:00 am ET	cyber call
September 19	11:00 am ET	cyber call
October 7-9	Rapid City, SD	meeting

2. Review of ITAC action items - McCallum

• December 12 meeting:   AI #1 -- Susan to provide an overview of deployment for NWISWeb on NATWEB -- Site Administrators need to understand the mechanics. Webmaster NWISDBA -- is AFS server needed locally?

Susan feels this action item has been answered, and completed. Ruth can mark this action item as completed. But there needs to be some clarity on the confusion of NWIS-RT, NWISWeb, and NATWEB -- just a simple "questions & answers" on the status and how it is going to effect the districts.

Susan already has an assignment from Bob Hirsch to provide an update/status to the water discipline re NWIS-RT, NATWEB. -- and we do already have NatWeb on the Puerto Rico agenda for discussion.

Jessica ask if Susan/Lorna could do a Cyber Seminar or at least a link to explain the issues (AFS server install,etc).

• November 15 meeting:   AI #6 -- At next RCS meeting, Tom, Jessica, and Scott will decide which of the concerns are appropriate for ITAC to address for the NR/SR ITEM 2002 debriefing meeting.

Jessie and Scott are working on this and most of this AI is done, Scott will be forwarding to ITAC and can be linked with the action item -- Ruth can mark this action item as "DONE".

• November 15 meeting:   AI #7 -- Brian will review and redraft the ITAC goals, and approve the sub-goals at the Feb 03 meeting.

  Brian stated that this is still in progress. Can look at the Troy meeting for the initial set of goals. --- Brian will send out the link to the these goals -- and needs input back from group by Friday, 1/24.

    (Jan2003.01) ITAC constituents -- will provide input back to Brian on the goals of ITAC, by Friday, January 24 -- in preparation for the February meeting.

• Montgomery (September 10-12, 2002) meeting:   AI #5 -- Description of AI:   NWIS-RT will brainstorm strategies and issues related to the non-GOES telemetry - this is the AFS idea sent to NWIS-RT from Jessie. Susan will ask the team to add this to their agenda when they meet with the NatWeb team at their first meeting in 2003 (1st quarter) and report back to NWIS.

  1/27/03 update from Colleen:   Colleen Babcock briefed ITAC on the discussion at the NATWEB meeting; and indicated that "essentially the NWIS RT team and NATWeb likes the idea of a "depot" with the sites setting up there own contingency plans for communication backup, but NWIS can not spend any time on it this year. The data from the non-GOES sites need to get into the sentry_depot directory for each district on the NWIS RT site. Several issues need to be resolved about securely writing to the NWIS RT systems" sent a brief status email.

  Jessica ask if she could work with Ohio to see if they are interested in setting up a pilot (after NWIS-RT is deployed), to set up a depot?

  Ruth can mark this action item #5 as DONE, and created a new action for Jessica on the pilot for Ohio.

    (Jan2003.02) Jessica will work with Ohio in setting up a depot for communications to the districts.

• Montgomery (September 10-12, 2002) meeting:   AI #6 -- Description of AI:   Mike & Charlie will add agenda ITEMs for next ITAC meeting including "Election of Vice Chair" and "Publications" (Greg Allord).

Brian will get with Charlie to add this to the February agenda. Mark the action item as still pending.

• Montgomery (September 10-12, 2002) meeting:   AI #8 -- Description of AI:   As part of staff development plans/planning, NWIS will work with the Regional Computer Specialists and Joel Johnson to develop a list of needed Computer Training for Water Database Administrators. -- the audience is intended for District Chiefs and Managers. The product would be an Office of Information memo?

  1/27/03 update from Joel Johnson:   hopefully will be able to schedule a DBA class for summer 03. Susan commented that NWIS has Sonya Vasquez (from Carson City) working to help setup the class). An announcement should go out in April for two classes (ie., June/July, July August).

  Question was ask:   "Whose going to teach the class?"

  Ruth can mark the action iteam as "still pending/work in progress".

• Montgomery (September 10-12, 2002) meeting:   AI #11 -- Description of AI:   Loren will contact Dan Hippe and Tim Miller to locate additional funding and possibly take responsibility for the direction of SLEDS to some office rather than OSW.

Ruth to mark this action item as "discontinued" (cancel Action Item). The SLEDS direction -- no word from Loren, we could check with Steve Blanchard if we need funding for this project.

• Montgomery (September 10-12, 2002) meeting:   AI #20 -- Description of AI:   Jessica and Loren will will send out instructions through Mike McNally (Security, Reston, VA) on implementing wireless access points.

1/27/03 update from Jessica:   the wireless is more of a problem:

1. need to talk to Katherine Lines about using the word "Policy".
2. Bureau security group is not in favor of what we want with the hubs issue; and
3. Bob Wakelee feels against guidelines.

Jessica still feels it's do-able, maybe a guideline and not the word policy on hubs. So Ruth can mark this action item as "still pending", but will try to get done before the February meeting.

• Montgomery (September 10-12, 2002) meeting:   AI #21 -- Description of AI:   Prepare a draft ITAC position statement for the migration of district web content from local servers to NatWeb. 11/18/02 rewrite of AI by Nelson Williams.

1/27/03 update from Nelson/Jessica:   DONE -- Nelson did redo the action item and this is on the agenda for discussion at the February meeting. Need to resolve some problems.

Ruth can mark this action item as 'completed'.

• July meeting:   AI's 2, 3, & 4 -- re: SLEDs

Scott will look into these action items and get back to the group on status.

• May meeting:   AI #8 -- Description of AI:   Charlie will summarize the goals that have been accomplished since January 2001 and send to ITAC members.

Ruth can mark this action item as "done", with Charlie's presentation to senior staff.

• Any older action items past June need to be reviewed by Brian and Charlie and the status updated.
3. Caribbean District Meeting discussion:

• Reminder that hotel reservations need to be completed by COB today, January 27 in order to get the original costs quoted.
• Also must go throught Omega with your flights (see form that Jessica sent out in email) -- but should mention cheaper flights to Omega.
• Jessica will be sending out emails on carpool information in Puerto Rico -- rental cars, etc.
• Regarding the potential field trip in Puerto Rice -- hopefully to the National Rain Forest -- we would like to get an idea of how many might be going. So when are most folks leaving? We need to get your itineraries posted on the web as soon as possible.

  (Jan2003.03) ITAC members are to send Ruth Thornberg your travel itineraries for San Juan as soon as possible.

• Susan reported that alot of important meetings are being cancelled, but Senior Staff felt that this particular ITAC meeting planned in February in Puerto Rico was important and they did give the go ahead for the meeting in the Caribbean District Office.
• Susan also stated that depending on the FY03 budget, future FY03 ITAC meetings (Alaska, June 17-19) may need to be cancelled or held through a Cyber seminar meeting. It was recognized by Senior Staff that the ITAC face-to-face meetings did in the past occur quarterly and that the ITAC had already decreased that to 3 last fiscal year. District (and other "offices/programs") budgets could become very restrictive depending on the final FY03 budget.

But with the Rapid City meeting planned for October (next fiscal year), cancelling the May/June FY03 ITAC face-to-face meeting (and district town-meeting) would result in ITAC only meeting once in FY03. This seems like a drastic reduction.

Question from Jessica:   has everyone sent their email from Susan to their District Chief?

• Joel -- Yes, and okay to go to Puerto Rico.
• Sonya -- Yes, with an okay from her District Chief to go.

Brian will await more details on appropriations -- but the ITAC members will soon need to make travel plans, etc for the Alaska travel.

4. Review of potential agenda items for February meeting or conference call

• Input from ITAC constituents for your agenda items should be submitted for Brian to summarize. Deadline suggested on agenda items is this Friday.

  (Jan2003.04) ITAC Members are to have submitted their agenda items to Brian by Friday, January 31 for the Caribbean District meeting in February.

• Brian will also add to the agenda the issue of a vice or co-chair for the ITAC. He feels that the more likely candidates would be one of the three new persons on the committee (Tracey, Bill, and/or Margaret), since their rotations won't end for 3 years. So folks need to be thinking about the "who to electic" for this position.
• Brian has scheduled a brainstorming session early the first day; and would like each ITAC constituent/rep to give their expectations and issues/ concerns to be discussed.
• Keep the "Charter Revision" for 9:15 the first morning, but replace the second "Charter Revision" (at 11:00) with the election of a Co-Chair person.
• Brian also wants a 30-minute break both in the morning and again after lunch (each day) so that folks have time to make their calls back home, check their email, etc. vs doing things tasks during the meeting.
• Greg's presentation on the PUBS issue, needs to be added to the agenda (it was in the Rapid City agenda, but obviously didn't get carried over to the Puerto Rico meeting agenda.
• It's important to have the town meeting with the district folks on the first day -- so Brian will move the town meeting discussions and presentations to Tuesday on the agenda (after checking with the district chief).
• Also need to add Kevin Gallagher along with Susan and Tom's presentations to the district employees (scheduled for 11:00 on Wed, prior to the agenda changes). Just a brief 5-10 minute overview.
• Brian should also include along with Susan, Tom, and Kevin's presentations to the district employees -- the ITAC goals to be given by Brian.
• Jessica commented that we don't need to have the 2:15 agenda item on Home Policy Guidelines -- that's already been taken care of from our previous meeting.
• Jessica suggested that we need to update the "Expected Outcome" on the agenda to be an "Action Item" or some real action or recommendation.

So that any issues from each of you should come prepared with a 3-line blurb for the expected outcome -- and propose a strawman action item. So the ITAC members should revisit their talk and do a write-up (putting teeth in the expected outcome).

• Brian would like some fresh input from the new members (Margaret, Bill, and Tracey) -- please send in your concerns for discussion.
• Brian and Ruth will update the agenda and get it out to the ITAC.

Reminder that by Friday, January 31, all members should have sent their issues for topic to Brian for inclusion into the agenda.

5. Other Issues:

• Sonya would like to discuss at the February meeting, the status of 1) active directory and 2) outsourcing issues.
• Sandy Williamson spoke to Kevin Gallager prior to today's meeting/call, and Kevin will be at the meeting in Puerto Rico. Some topics that Kevin will be discussing at that meeting will be:
1. The IT freeze.
• Before the February meeting, could we possibly get Kevin to update ITAC on schedule and what's been done so far with regards to IT freeze. Sandy can update us, but no more "bulk buying". And secondly, What's the consequences if we ignore the spending freeze? -- It would probably be worse at headquarters than in then districts.
• Tom Wood reported that there is an exclusion list (i.e., modeling equipment, GIS, ...), that we'll hopefully have a sign-off soon on this exclusionn list.
• We as a group, certainly should kick this "ignoring of the IT freeze" around in the district prior to the Puerto Rico meeting (plus other concerns).
• Sandy wants Katherine or Tom to bring these issues up to Bob Hirsch, only okay now to process at GIO levels.
• How can we get around the freeze?
• All members need to come to the February meeting armed with issues (get all topics out for discussion), to present to Kevin (he is on our side).
2. Active directory, Outsourcing, Freeze.
• We all need to look into own districts with problems other than AD, outsourcing, freeze, ... problems such as the Hubs, Lotus notes (and the size problems), handhelds, etc.
• Brian will add into the goals, the handhelds, and into the subgoals, the Lotus notes issues.
• Sandy Williamson would also like to discuss the Lotus Notes issues:
• Size constraints issue.
• how sizes are enforced (i.e., no more emails).
• No Customer Advisory Board to hit against on Lotus issues.
• Volunerabilities.
• Expected Outcome:   memo to bureau.
• Deb Tracey would like to discuss:
• BASIS issues
• Access to fiscal reports
• Consolidation of Florida Subdistrict issues

Scott, Greg (integrated Pubs issue), Bill, Debra -- compose your concerns on these issues also, for inclusion into the agenda and send to Brian.


  (Jan2003.05) Greg Allord and administrative officer will compose an agenda item by Friday to talk about the "integration of PUBs processing for the Florida office and other districts"; with a preliminary action item (for the expected outcome).

Action Items:

Legend for AI Identifier:   Jan2003.Cyber.1 = month, year, location, & action item number for each ITAC meeting.


AI Identifier	Person(s) Assigned / Description of Action Item / Status of AI/Comment
Jan2002.Cyber.1 COMPLETED	Person(s) Assigned:  ITAC constituents Description of Action Item:   ITAC members will provide input back to Brian on the goals of ITAC, by Friday, January 31 -- in preparation for the February meeting. Status of AI/Comment:   Completed
Jan2002.Cyber.2	Person(s) Assigned:  Jessica Alvarez Description of Action Item:   Jessica will work with Ohio in setting up a depot for communications to the districts (after the deployment of NWIS-RT). Status of AI/Comment:   4/18/03 update Tabled, pending deployment of NWIS-RT. 8/17/03 update Tabled until September 2003.
Jan2002.Cyber.3 COMPLETED	Person(s) Assigned:  ITAC Constituents Description of Action Item:   In planning for the field trip, etc. ITAC Members need to send Ruth your travel itineraries for Puerto Rico -- for posting on the website. Status of AI/Comment:   Completed
Jan2002.Cyber.4 COMPLETED	Person(s) Assigned:  ITAC Constituents Description of Action Item:   ITAC Members are to have submitted their agenda items to Brian by Friday, January 31 for the Caribbean District meeting in February. Remember to include a short action item proposal for the "expected outcome" along with your agenda item(s). Status of AI/Comment:   Completed
Jan2002.Cyber.5 COMPLETED	Person(s) Assigned:  Greg Allord Description of Action Item:   Greg and administrative officer will compose an agenda item by Friday to talk about the "integration of PUBs processing for the Florida office and other districts"; with a preliminary action item (for the expected outcome). Status of AI/Comment:   Completed removed from outstanding -- this is not an action item for ITAC.