Water Resources Discipline ITAC Activities

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Scott and ITAC,

Thanks for the nice summary. I've added the suggestions of Nicholas and few of my own from the DC perspective using the tracking tool of Word (attached). See the question/clarification on the $200 per FTE. As noted before, I think that this could be sent as a highlight from the ITAC summary notes from the Feb 2004 meeting. I think this would have significant impact if sent at least a week before the national USGS managers meeting of March 29^th 2004. If the ITAC summary minutes cannot be ready by then, by all means the ITAC chair should zip this note out by that time.

Regards,
Jeff Stoner

Reference Jeff Stoner's revised Word doc.

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This looks okay to me. After the bolded comment, add "or they will be removed from your office LAN" or whatever the correct techie lingo is. I'd also prefer you change "science center managers" to District Chiefs. If it is okay with Jeff, you might suggest in closing that District Chiefs direct any questions to their SA, then the RCS, and Jeff or me as a last resort. Jeff and I would likely pass these on to ITAC. I'd like to avoid a deluge of email to ITAC in response to this email. Thanks for working on this, Jim

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Jim Nicholas
District Chief
U.S. Geological Survey
Lansing, Michigan 48911
517-887-8906
fax - 8937
mi.water.usgs.gov

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Jeff and Jim, and others,

Below is my refinement of the subject note. I'll consolidate all your comments into the next draft. It sure sounds ugly, doesn't it.

P.S. As I've worked more on this thing this afternoon, I'm falling into the trap that I need to do more homework to substantiate/explain our estimates. You guys may need to real me back in. Are the "facts," below, accurate? Is the level of detail in the draft below good enough? --sm

To: GS-W A, GS-W DC, GS-W SA cc: GS-W ITAC From: Chair, Information Technology Advisory Committee (ITAC) Subject: New IT Costs in FY 05/06

Two major information technology transitions will occur in all Department of Interior (DOI) bureaus over the next one to three years: deployment of Microsoft Active Directory and deployment of Microsoft Exchange. These transitions will directly affect USGS/WRD science center staff and require information technology (IT) resource planning. The Water Resources Information Technology Advisory Committee (ITAC) is providing the following information so that WRD science center managers and IT staff can prepare accordingly.

Microsoft Active Directory (AD) Deployment, DOI/USGS-Wide

DOI has mandated that all DOI bureaus deploy Microsoft Active Directory. DOI intends to use AD to improve DOI bureaus' low IT security "grades" that are impacting the Administration's funding of DOI activities. Microsoft explains that their AD product "allows organizations to centrally manage and share information on network resources and users while acting as the central authority for network security." ITAC recognizes that AD will authenticate user login to Windows computers; control access to files, printers, and other Windows resources; and, maintain security and software updates centrally and/or locally.

Lotus Domino/Notes Replacement with Microsoft Exchange, DOI/USGS-Wide

DOI recently decided that all DOI bureaus will standardize on the Microsoft Exchange electronic messaging (e-mail and calendar) system. USGS must replace Lotus Notes with Microsoft Exchange in FY 05 or FY 06.

FY 05/06 Cost Increases

ITAC predicts that the DOI-mandated changes to AD and Exchange will result in the following new fiscal/resource impacts to each USGS science center. There may be other costs of which ITAC is not aware. Please note that this e-mail does not include a prediction of changes to telecommunications costs, applications licensing, and other IT costs; ITAC is unable, at this time, to predict the total net change in all IT costs.

1. The Geographic Information Office may have to increase charges to all science centers in FY 05 by approximately $200 per FTE in order to recover licensing costs incurred through the DOI/Microsoft Enterprise Agreement. We believe this increase will result from more accurate, automated tracking of Microsoft licenses actually used in USGS. Consolidating multiple Windows computers per person to just one Windows computer per person will reduce the costs to be recovered.

2. All Windows computers (i.e. all Windows desktops and all Windows laptops connected to any USGS local area network) must be running either the Windows 2000 Professional or Windows XP Professional operating system by Winter 2005. DOI's deployment of Active Directory--for central monitoring and control of certain security functions--mandates running Windows 2000 or Windows XP on all Windows desktops and laptops. Office of Management and Budget is actively monitoring and enforcing this requirement through the IT Security Certification and Accreditation process and Federal budget appropriation process, respectively. Computers not presently running Windows 2000 or Windows XP and not meeting minimum hardware requirements will have to be upgraded or replaced. For minimum Windows 2000 hardware specifications, minimum Windows XP hardware specifications, and DOI hardware contract information, see, respectively:

   • http://nttac.usgs.gov/os/win2000/w2kpro/overview/overview.html#Hardware
   • http://nttac.usgs.gov/os/xp/overview.html#Introduction
   • http://internal.usgs.gov/gio/ito/hardware/

3. Replacing Lotus Domino/Notes with Microsoft Exchange will result in new costs possibly in FY 05 and probably in FY 06. ITAC predicts these costs to include possible increases in license fees, mail administrator training, user training, and other unknown transition costs.

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There are two major changes coming in our computer infrastructure over the next 1-3 years that will affect cost center IT planning and end-users that we wanted to give you a heads up about:

1. Active directory [AD] is Microsoft's current tool to:
   1. authenticate user login to access most computer tools.
   2. control access between disks, servers, printers and other peripherals.
   3. maintain security and software updates centrally or locally
2. Microsoft Exchange will be replacing Lotus Notes in FY05 or FY06. [This has been dictated at the Dept. of Interior level--we have no choice]

Based on these coming changes, we wanted you to know that:

1. MS EA cost recovery may increase $200/employee in fy05
2. SConsolidating to ONE 'office automation' machine [with MS Office and email] per person will reduce the cost of the item above
3. all desktops and laptops need upgrade to win2k or XP by winter 05 for AD
4. MS exchange messaging may result in new licensing cost in fy05 or more likely fy06
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