I. Information Technology Planning Process
II. Agency Mission, Vision, Functions, Goals, Objectives, And Business Challenges
Ecology's 1996 Information Technology (IT) Strategic Plan updates and refines the IT direction presented in the agency's 1994 IT Plan and its 1995 Information Strategy Plan (ISP). The 1995 ISP is a high level plan to support a systematic, incremental effort to improve the existing information systems and to meet current and emerging information needs. These plans provide a direction for Ecology's use of information technology and respond to the following business drivers:
This document updates and refines the IT direction presented in Ecology's 1994 Information Technology (IT) Plan and 1995 Information Strategy Plan (ISP). It has been structured to closely correspond with the structure suggested by the Department of Information Services (DIS) in its IT Strategic Planning Policy, September, 1993.
Ecology's 1995 ISP was provided to DIS as an IT plan update in early 1996. Development of the ISP began in January 1995 and was completed in June 1995. The ISP process provided the agency the opportunity to:
The project approach was based on Information Engineering Methodology (IEM). The phases of IEM define the tasks and deliverables over the full spectrum of information systems development from strategic planning to systems implementation. This project focused on the initial planning phase and resulted in an agencywide ISP based on the organization's key business drivers and information needs. The ISP identified the agency's business areas and articulated an information management vision for Ecology. It also prioritized the business areas for information systems development. To carry out the ISP findings, Ecology initiated the Information Integration Project (IIP). The IIP is directed by Ecology's Information Services Executive Steering Committee which includes the agency's executive managers and two external members: Steve Kolodney, the Director of DIS, and Peter Antolin, from OFM.
The 1996 IT Strategic Plan was developed as follows:
The mission of the Department of Ecology is to protect, preserve, and enhance Washington's environment and promote the wise management of our air, land, and water for the benefit of current and future generations.
Washington is a beautiful state in which to live and work. Our vision is to preserve our quality of life through environmental stewardship. Environmental stewardship means citizens, business, tribes and local and state and federal governments each take responsibility to protect our environment.
To achieve the agency's mission, Ecology carries out the business functions listed below. Some business functions are carried out across the agency's divisions, programs, and four regional offices; others are carried out in a single division or program.
D. Goals, Strategies and Objectives
1.1 We will make pollution prevention our top priority.
1.2 We will use appropriate tools to help the regulated public meet environmental requirements. In addition to upholding environmental standards, we will develop and support alternative approaches to protect public health and the environment.
1.3 We will educate and involve citizens to achieve positive, long-term environmental results.
1.4 We will monitor land, air and water to measure environmental status, trends and results.
2.1. We will invest in programs that support the environment and help communities prosper.
3.1 We will use and integrate environmental information for sound agency decisions.
4.1 We will provide an environment where employees can learn, solve problems and successfully meet the challenges of public service.
In the early 1990's, we began shifting our environmental protection efforts to a more balanced approach to achieve desired environmental results. Environmental education, technical assistance, pollution prevention, innovative technologies and working with local communities are balanced with regulation, enforcement and compliance with environmental laws. We have found this approach to be successful in dealing with both disperse pollution sources and with discharges from pipes and stacks in improving environmental results.
To help further this balanced approach, achieve continued environmental improvement and support our agency's mission and goals, the following strategic directions are underway:
Measuring Environmental Results
Challenge: Is the air getting cleaner? Is the lake safe to swim in? Are the oysters safe to eat? Is the water safe to drink? These are common, but extremely important, questions our agency faces each day.
Action: We are beginning to measure progress in terms of environmental results. This requires the selection of "indicators" which are measures of environmental quality. It also requires adequate monitoring systems to support the indicators. We are developing monitoring systems that will help us meet this challenge. In addition, our Information Integration Project (IIP) will enable both the agency and the public obtain current, reliable information for decision-making.
Meeting Current and Future Water Needs
Challenge: Water right permit applicants want timely decisions on their applications. At the same time, there is a growing demand for limited surface and ground water to support both human activities and fisheries habitat.
Action: The state is divided into 62 geographic basins. Initially, these basins will be prioritized to: 1) make water right decisions; 2) set instream flows; 3) gather data; and, 4) automate the data. We seek to: a) become current on water right application processing within seven years; and b) fully support all water right decision-making activities.
Helping Communities Prevent Pollution and Protect Shorelines
Challenge: Many environmental problems are interrelated and people want more control over the programs that affect them. For instance, lack of water lowers water quality; growth patterns affect drive time, a main cause of air pollution; and land use affects surface water ability to support fish and wildlife.
Action: We are developing programs to work with communities to set priorities and develop plans for long-term environmental protection. We seek to achieve improved environmental results through a collaborative process with key stakeholders (citizens, businesses and local and tribal governments).
Providing Environmental Protection Incentives for Business
Challenge: Business wants less government control and lower costs and Ecology wants better results.
Action: Through pollution prevention incentives, Ecology is working with business to lower operating and environmental compliance costs while achieving better results. Through compliance incentives, Ecology proposes to develop programs that reward businesses who are going "beyond mere compliance with the law." Our goals are to: a) reduce administrative burden for businesses; and b) provide businesses flexibility in achieving environmental protection goals while meeting state and federal standards.
F. IT Role In Meeting Ecology's Business Challenges
IT will play a key role in assisting Ecology to successfully meet each of the above challenges. IT will provide the tools to effectively and efficiently capture, query, and present data and to provide for its security. It will provide methods by which data, ideas, and documents may be shared among an increasing number of organizations, businesses, and individuals. Needs which Ecology's IT personnel must address include the following:
Ecology's general strategy for meeting these needs and challenges and supporting the agency's mission, goals, and objectives is to integrate its information and systems across the agency. This will be a long-term effort which will be carried out as a series of short-term projects to develop and implement usable systems which are integrated and which enhance the value of existing systems. Throughout this long-term effort, decisions will be made based on agency priorities in consideration of individual programmatic needs.
More specific IT strategies are presented in Section III. A.
Ecology has developed the following IT goal and strategies in support of the agency's mission, goals, and objectives.
IT Goal
To provide accurate information on a reliable, timely, and cost-effective basis to agency management and staff in support of their activities and the agency's mission and to external entities as requested and appropriate.
IT Strategies
IT-1 Use information technology to enhance or eliminate processes within and among programs and thereby optimize service delivery.
IT-2 Explore emerging technologies through pilot or demonstration projects. Examples include GIS, imaging, groupware, multimedia, office equipment networking, video telecommunications, and Internet/intranet.
IT-3 Maintain and enhance the agencywide communications network to facilitate data sharing and integration within and among agency programs.
IT-4 Further develop and implement an agency data architecture that allows data to be readily accessed and shared by agency staff and others.
IT-5 "Clean" and update agency data to assure that data is accurate and current.
IT-6 Further develop and implement a seamless, integrated desktop environment and provide decision-makers at all levels within the organization with efficient and effective access to information and decision-support tools.
IT-7 Further develop and implement technologies that enable state citizens to conveniently access government information from homes, businesses, libraries, and other locations to increase government responsiveness and public satisfaction.
IT-8 Implement improved security practices that better protect data integrity and better prevent the disclosure of information that might violate personal privacy or jeopardize government interests defined in law.
IT-9 Maintain and enhance the business resumption plan to better ensure the rapid restoration of essential services in the event of any emergency.
IT-10 Promote additional strategic alliances with DIS and other agencies, academia, and industry in order to exchange IT solutions and improve service to common customers.
IT-11 Explore the potential associated with privatizing and outsourcing information services.
IT-12 Continue to train agency IS staff.
IT-13 Continue to train all levels of non-IS staff so that the broad implications of information technology are understood and appropriate skills in standard tools are developed.
IT-14 Continue to use information engineering and project management methods and tools to implement more efficient and effective IT solutions.
B. Contribution To Achieving Agency Business Objectives
Appendix A identifies Ecology's IT strategies listed in Section III.A. which contribute to achieving the agency's business objectives listed in Section II.D.
Appendix B identifies the contribution of each IT strategy listed in III.A. to supporting the state IT goals and strategies presented in the State Strategic IT Plan, published by DIS in January, 1993. The IT goals and strategies for the state of Washington are presented in Appendix C.
A. Ecology's IT Architectural Direction
1. Background
Ecology's June 1992 Information Resource Management (IRM) Plan documented agency directions for data; applications and software; hardware; data communications; and policies, organization, staffing and funding.
Ecology's new HQ building was completed in the Fall of 1993 and was the starting point for implementation of many of the agency's architectural directions. Ecology established its Wide Area Network and linked each of its program/ division-supported Local Area Networks (LANs), as well as the LANs supporting regional offices (Lacey, Bellevue, Spokane and Yakima) and other satellite offices (Hanford, Manchester Laboratory, Padilla Bay). Additional agency network services (E-mail, scheduling, electronic bulletin board, and Internet home page) also have been implemented.
Ecology's IT Plan, published in March of 1994, provided the framework for the agency's Information Integration Project (IIP). The first task in the IIP was completed in June 1995. This task included a business review and prioritization of Ecology's business areas. From this business review, the Facility/Site Identification business area was selected for a business area analysis (BAA) and design, development and implementation of an agencywide Facility/ Site Identification System.
The BAA for Facility/Site Identification was completed in August 1995. The system design and development phase for the Facility/Site Identification System was completed in July 1996. After a thorough review of all agency applications, the Toxics Cleanup Program's Site Information System (SIS) was selected to be the first system to be integrated with the Facility/Site Identification System. The Facility/Site Identification System and the redeveloped SIS were in full production by July 1996. Other agency systems will be integrated with the Facility/Site Identification System as resources become available. Future systems to be integrated are the Water Quality Permit Lifecycle System and Air Quality Information Resource Management System.
In January 1996 as part of the IIP, the Information Services Executive Steering Committee was formed. This committee has agencywide responsibility for all information services activities and directions. The agency is also scheduling an information services organizational structure and function review. This IS review is expected to be completed by February 1997.
The second IIP business system project began in May 1996. It covers the environmental monitoring and natural resources business areas. The business area analysis and system development is scheduled to be completed in June 1997.
2. Benefits to be Derived from IT Architectural Direction
Ecology's IT direction forms the basis for making future IT decisions. As these decisions are made and implemented, the agency will derive increasing benefits. Some benefits have been realized in the short-term:
Other benefits will be evident in the near future:
Agency strategies and directions initiated by the IIP project will provide the following additional long-term benefits:
3. Ecology's IT Infrastructure and Architectural Direction
Information Engineering:
Information Technology Project Management:
Data and Database Administration:
Geographic Based Data Analysis:
Hardware Architecture:
Data Communications Architecture:
Applications Development Infrastructure
Policies/Organization, Staffing and Funding:
B. Changes to Foster Implementation of the IT Plan
The following changes will foster the implementation of the IT Plan:
C. Compliance With State Strategic IT Standards
Ecology is in compliance with all applicable state IT standards. Appendix D presents the current and future status of IT standards adopted by the Washington State Information Services Board. Appendix D also identifies the status of Ecology's compliance with each of these standards.
Ecology is in the process of determining the impact of the date change requirements for the year 2000. Many older mainframe and PC systems have used a two digit field for storing the year. As a result, if these systems are not modified or replaced, when the year 2000 occurs they will interpret the two digit field 00 as the year 1900 instead of the year 2000. Ecology has in place many of the tools necessary to address the year 2000 requirements. Ecology has recently updated its agencywide application inventory and has completed a vulnerability/risk assessment.
1. Inventory of Computer Systems
As indicated above, Ecology has recently updated its application inventory and is in the process of determining which systems would be impacted. Ecology's ISS staff and program IS staff are coordinating to assure year 2000 preparedness, mitigation/problem avoidance, and testing.
2. Impact Estimates
For each of the systems that have been identified as a potential candidate for year 2000 conversion, estimates for conversion and replacement have or are being developed by program business areas. Ecology is also participating in the statewide special interest group to identify year 2000 conversion planning functions and procedures and to coordinate with other state agencies to determine the impact and outcomes of the use of other agencies' systems that are undergoing year 2000 conversion.
3. Business Function Impacts
Business function impact of potentially affected systems by the year 2000 conversion have been or are being analyzed at two levels. Ecology has on file with DIS an agencywide plan that provides an assessment of Ecology's Critical Business Activities (CBA's) and their respective computer systems. This CBA assessment was last updated in the July 1995 submittal of the agency's IT Security and Disaster Recovery Plan. Additionally, each program has or is in the process of making individual system assessments of the year 2000 conversion impact on their respective systems. This information is being summarized at the agency level and an Ecology work group has been convened to assure coordination and testing of all year 2000 impacted computer systems.
Ecology sends information to the Department of Natural Resources from the Water Right Information System. This system uses a three digit year field and therefore, there is no need to modify that system. Ecology uses the following external systems: Allotment Preparation System from OFM; Budget Preparation System 1 and 2 from OFM; AFRS from OFM; Personnel/Payroll Information System (HRISD) from DOP; HRISD Data Warehouse from DOP, Capital Asset Management System from GA; Central Stores On-line Ordering System from GA; AIRS Facility Subsystem from EPA; and the Hanford Environmental Information System from Westinghouse. In addition, Ecology downloads information directly from AFRS into an Ecology system called AFRS Data Distribution System (ADDS) and directly from HRISD's FOCUS sub-system. It is anticipated that the year 2000 conversion will result in file layout modifications for these systems, and that those modifications will subsequently require Ecology to modify its download procedures and file structures.
4. Agency Impact - Summary
Ecology has undertaken an effort to determine the requirements to effect the year 2000 change and, at this time, has found no major obstacles. Ecology will continue the year 2000 planning process as described above including testing and parallel operation to verify agency preparedness for the year 2000 conversion. Ecology plans to use its existing resources for this conversion and has not asked for any budget increases at this time.
Ecology has recognized the public's need to have timely and reliable access to agency information. Providing such access is one of the major purposes of Ecology's Information Integration Project. Other efforts to provide public access to agency information are described below.
A. Washington Information Network (WIN) Kiosk Pilot Project
Ecology is one of the partners in this DIS project to make selected information electronically accessible in selected public locations across the state. Ecology has provided information on vehicle emissions testing and waste reduction and recycling. However, cost increases will require a reevaluation of Ecology's continuing participation in this project.
(NOTE: The WIN kiosks were decommissioned by DIS in June 1998 as part of the transition to web technology.)
B. Use of the Internet for Public Access
In August 1994 with support from DIS, Ecology initiated a project to deliver information to Internet users. This project has continued to expand. Among numerous other uses, Ecology uses its Internet home page to publish the State Environmental Policy Act (SEPA) Register daily. Ecology has received a grant from EPA to expand these activities and the agency plans to acquire and install its own Internet server and develop "Web-enabled" data base applications. As the Information Integration Project proceeds, Ecology intends to provide public access to selected information via the Internet.
C. Washington State's Toxic Release Inventory (TRI) Information Display
System
The Toxic Release Inventory (TRI) Display System is a computerized interactive display of Washington State's TRI data. The system was originally designed and created as a more interesting way to display Community Right-to-Know information, in addition to the standard reports, charts, and tables. The system was first used in September 1995 as part of the Department of Ecology's display at the Western Washington Fair in Puyallup. Thousands of fair-goers of all ages used the computer to look up the 1993 TRI releases by Zip Code. The system was well received and has been demonstrated at other public venues, as well as for other states and the Environmental Protection Agency (both within Region 10 and at headquarters) with favorable response. Ecology is seeking additional EPA funding to enhance the TRI Display System.
TRI Information Display System
Department of Ecology
Publications Distribution Center
PO Box 47600
Olympia, WA 98504-7600
Telephone: (360) 407-7472
E-mail
Appendix A Contribution of Ecology's IT Strategies to Achieving Agency Business Objectives
Appendix B Contribution of Ecology's IT Strategies to Supporting the State Strategic IT Plan
Appendix C State IT Mission, Goals, and Strategies
Appendix D Summary of Ecology's Compliance with the State Strategic IT Standards