read frequent user training march - june, 2007 presented by: office of environmental information

READ Frequent User Training

March - June, 2007

Presented by: Office of Environmental Information

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Purpose and Training Objectives

Purpose: To prepare you to enter data into READ.

By the end of today’s training, you should: Understand the purpose and benefits of READ

Be familiar with the content of READ

Understand the process for registering a new information resource in READ

Be prepared to enter data into READ

Know how to search for information resources in READ




Housekeeping

Training schedule and breaks

Training environment database

Optional Administrator Training

Facilities/restrooms

This presentation and other reference materialswill be available from READ.




Agenda READ Introduction:

What is READ? Benefits of READ

Navigating in READ What is EPA’s Portal? READ Buttons and Icons READ Basics

Scenarios and Exercises: Creating a New Info Resource Record Simple Search / Add to Favorites Filling out an Information Resource Record in READ More Searching Portal Reports

Other References and Links




READ Introduction: What is READ?

The Registry of EPA Applications and Databases (READ) serves as a catalog of Environmental Protection Agency (EPA) information resources.

READ satisfies OMB’s requirement that the Agency maintain a system inventory

READ also can benefit the EPA by: Improving visibility and management of information

resources Providing a consistent, authoritative number of systems for

reporting Supporting enterprise architecture




Who would use READ?

Information Resource Owners, Program Managers, Information Management Officers:

for maintaining current and consistent descriptive information that supports several processes.

for ensuring IT resources are meeting requirements for determining which information resources support various initiatives

Enterprise and System Architects, Business and Program Analysts, Project Managers and Developers:

for identification, tracking, description and classifications of information resources for discovery for reuse

Technical Information Security Staff, FOIA Staff, Office of General Council (OGC), Office of Inspector General (OIG), Privacy Officers, E-Authentication representatives, Data Standards Administrators:

for tracking and evaluating compliance with various requirements (security, Privacy Impact Assessment, data standards, FOIA)




READ Introduction: Benefits of READ

READ supports EPA's metadata vision:

To create and store information resource metadata in one place

To improve the quality and consistency of information resource metadata

To promote reuse of information resource metadata

To reduce duplication of data entry





Privacy Impact Assessments

e-Authentication

Enterprise Architecture

Data Standards

Investment (CPIC Lite)

Security (FISMA, ASSERT)

System Life Cycle Policy

Data entered in READ supports the following programs:





Provides many ways to search for and discover information resources

Links an information resource record to its data dictionary held in EPA’s Environmental Data Registry (EDR) if the Data Dictionary exists in EDR.

Identifies interfaces between information resources Example: IRMS interfaces with IFMS

Identifies subsystems/modules Example: EDR is a subsystem of SoR




Agenda

READ Introduction: What is READ? Benefits of READ







What is EPA’s Portal?

EPA’s Portal uses new technology to serve as: a starting point to a suite of commonly used services, such as the

Web, applications, tools, search engines

a single point of entry to customized information to make better informed decisions




Exercise: Logon to EPA Portal

Logon to EPA Portal

Let’sLet’sTry It!Try It!




Where is READ?

EPA PortalEPA Portalportal.epa.govportal.epa.gov

IT GovernanceIT GovernanceSupport SystemSupport System

(ITGSS)(ITGSS)

READREAD




Exercise: Logon to READ

Go to ITGSS and READ





READ Buttons and Icons

Collapse Portlet The Collapse icon will minimize a portlet.

Restore Portlet The Restore icon will maximize a collapsed portlet.

Add to Favorite Information Resources

The Add to Favorite icon will add an information resource to your favorite information resources.

Delete The Delete icon will delete a selected item from a list. This icon is typically displayed on lists that you can customize such as the My Favorite Information Resources portlet.

Refresh Portlet The Refresh icon will force a refresh of the information within a portlet.

Go back to previous screen

The Go Back icon will take you back to the previous portlet screen.

Full Record Print The Full Record Print icon gives you a printable view of all the information contained within an Information Resource record.

The following table lists buttons and icons that are commonly found in READ:




READ Buttons and Icons

Save This button will save the information that has been entered on the current page.

Add <name> row

This button will add a new, blank row to the bottom of the <name> list. This button does not save existing data on a tab page.

Search This Search icon will launch a search page to find information for a particular field. This icon will be available when searching for contacts, organizations, information resources, and architecture reference model information. Only those users with edit access will be able to select a value from the search page. Other users will be able to read the search page.

Reference The Reference icon will launch a reference page that provides additional information such as data standards details or a data dictionary.

READ Admin Field

The READ Admin Field icon signifies that the field can only be edited by a READ Administrator.

Show Info The Show Info icon provides an overview, field definitions, and pick list definitions for each section of READ.

Create New Information Resource

The Create icon will launch a window that will allow you to request the creation of a new information resource record in READ. The info resource record will be reviewed by a READ Admin before being added to READ.




READ Basics: Home Page

Allows a READ User to: Request creation of new READ record

See My Favorites Info Resources

See READ-specific Task List

Search for information resources




Agenda








Creating a New Information Resource Record

READ Admin will register new information resources and will verify that: The record is not a duplicate of an existing READ

record

The acronym is not already in use

The descriptions are sufficient




Creating an Information Resource Record

Submitted

Edited

Reviewed

Rejected Approved

Administrator Reviews Information Resource Request

*In Release 2.0 the IMO will have the ability to approve or reject the creation of an information

resource

Administrator Rejects Information Resource Request

Administrator Approves Information Resource Request

Deleted

Full Information Resource Created

Requestor opens and edits the rejected Information Resource Request

Information Resource Request is deleted

Requestor submits a proposed Information Resource Request

Requestor opens and edits a proposed Information Resource Request




Information Resource Request

Allows a READ User to enter basic information and to submit a request to create a new information resource record in READ

Important Notes: Person Search Organization Search Everything is required except External Point of

Contact and Comments Description should describe data collected (for PIA

purposes)




Exercise: Create a new information resource

Log into ITGSS and go to the READ home page.

Click on the Create New Info Resource link

Fill out the required fields and click Submit

Return to READ home page and refresh Task List to see new request





Agenda








Information Resource Record Overview

Banner (see above) contains general functionality that can be performed on the information resource

Banner indicates whether you have edit or read-only access to the record




Exercise: Simple READ Search

Perform a simple search for your information resource Enter Acronym

Add to My Favorite Info Resources

Go back to READ Home and Refresh Favorite Info Resources





Agenda








Edits special

fields/tabs

Edits assigned

records

Edits any record

Read-only, any record

Read-only, limited data

User Roles in READ

READ Administrator

Information Management Officer

READ Information Resource Steward

Security Officer

Privacy Officer

E-Authentication Manager

General Internal User

Public User




General / Description

Allows a READ user to enter or view basic identifying information about an information resource

Important Points: Short Title vs. Title

Short Description vs. Description

EIMS Entry ID

Locked fields




Exercise: Filling out your information resource record

Open your information resource

Add data for the information resource on the following tab pages: General / Description – fill out all of this page and look at

Show Info





General / Keywords

Allows a READ user to enter or view keywords, which define relevant topic areas that will apply to the information resource for searching purposes

For more information, see the Training Reference Materials




General / Contacts

Allows a READ user to enter or view contacts and organizations associated with the information resource

Important Points: Primary READ Information Resource Steward Information Management Official (IMO) Primary Managing Organization




General / Access

Allows a READ user to edit or view information about access to the information resource

Important Points: Data Accessible to the Public Browser Based

Authentication Required for End Users




General / Life Cycle

Allows a READ user to view and edit information related to the life cycle of the information resource

Important Points: Life cycle phase

Additional details




General / Investment

Allows a READ user to view how the information resource relates to CPIC or CPIC Lite investments

Important Points: Non-editable in READ

Fields on this tab page may be auto-populated through an integration with eCPIC in a future release of READ




General / Users

Allows the READ user to view and record information about the users and customers of the information resource

Important Points: Users can be categorized at a high level or down

to a fairly low level Customers also can be indicated on this tab page




General / Comments

Allows a READ user to add, view, or delete a comment related to an information resource





General / Tags

Allows a READ Information Resource Steward, IMO, or Administrator to define tags for the information resource

Important Points: Tags are words or abbreviations (alphanumeric) that are

used to categorize the information resource.

For example, use tags to flag the records needed for a data call by entering “IGRPT” in one of the tag fields




Interdependencies / Interfaces to Other Info Resources

Allows a READ user to enter or view interfaces with other information resources

Important Points: Search for interfacing information resource

Push/Pull/Both

Description




Interdependencies / Subsystems and Relationships

Allows a READ user to enter or view relationships between information resources

Important Points: Search for related information resource

Dataset Time Sequence




Mission Support / Strategic Plan

Allows a READ user to enter and view associations between the information resource and Strategic Plan Goals, Objectives and Sub-Objectives





Mission Support / Initiatives

Allows a READ user to enter and view associations between the information resource and various management initiatives such as eGov or President’s Management Agenda (PMA)





Mission Support / Statutes

Allows a READ user to enter and view associations between the information resource and statutes





What is Enterprise Architecture?

Strategic Layer

Business Layer

Data Layer

Applications Layer

Technology Layer

Mission, Goals, Objectives, Performance Measures

Lines of Business, Sub-Functions, Business Processes, Business Rules, Security Rules and Policies

Data Models and Relationships, Data Repositories, Security Models and Access Controls

System of Registries, Business Solutions, Applications, Service Components, Security Components, Security Applications

Standard Enterprise-Technologies, Security Technologies and Hardware

Major EPA/EA Elements

EA is a macro-picture of EPA’s processes, information and technologies that support EPA’s Mission




Architecture / Business

Allows a user to view or update the Federal or EPA Business Reference Model (BRM) items that map to the information resource

Important Points: A primary BRM item must be selected

Additional (secondary) BRM items can be selected.

Architecture Reference Model Hierarchy page




Architecture / Service

Allows the user to identify those elements of the Federal Service Reference Model to which the information resource applies





Architecture / Data

Allows the user to identify those elements of the EPA Data Classification Model that are used by the information resource





Architecture / Technology

Allows the user to identify those elements of the Federal Technical Reference Model to which the information resource applies

Important Points: Additional Technology details




Exercise: Filling out your information resource record

Open your information resource

Add data for the information resource on the following tab pages: Architecture / Business – enter at least one subfunction





What are Data Standards?

Data Standards are documented agreements on representations, formats, and definitions of common data.

Data standards improve the quality and share-ability of environmental data by: Increasing data compatibility for aggregation and/or

integration

Improving the consistency and efficiency (quality) of data collections or databases

Reducing data redundancy and costs




Data Standards

Allows a READ user to record the applicable data standards for the information resource and the details about the status of the information resource in complying with those data standards

Important Points: Conformity Review Section Display Section Entry and Edit Section




Exercise: Data Standards Exercise

Add the Contact Information standard, Version 2.0 Read reference info about the data standards by

clicking the binoculars.

Choose a Conformance Status of “In Process”

Enter a Planned Completion Date Save and look for Contact in the Display

Section





Documents

Allows a READ user to load and view documents related to the information resource

Important Points: Document Type

Document Title

Document Creator Name

Document Date




Info Resource Reviews / READ Review

Allows a READ user to view or record ratings of the data quality of the READ record for the information resource.

Important Points: IMO assesses data quality

Completeness of READ record Validity of information in READ

Assigns a high, medium, low rating Can enter multiple assessments over time




Info Resource Reviews / FISMA

Allows a READ user to view FISMA-related information for the information resource

FISMA-related data visible in READ may be auto-populated or loaded through an integration with ASSERT in a future release of READ





Info Resource Reviews / E-Authentication

Allows a READ user to record basic information about an e-Authentication assessment for the information resource

E-Authentication data visible in READ may be auto-populated or loaded through an integration with a new e-Authentication Module in a future release of READ





Info Resource Reviews/Privacy Impact Assessment

Allows a READ user to record basic information about a Privacy Impact Assessment for the information resource

PIA-related data visible in READ may be auto-populated or loaded through an integration with a new PIA Module in a future release of READ.





Agenda








Home Page / Searching

Keywords and/or title, acronym - Air

Info Resource Type - Models

Organization – OWOW

Reference Models (Business) – (1-108-024)




Exercise: Search for information resources

Find a resource within OEI.

Find all resources in the Development or Acquisition phase of the system life cycle.

Find a resource within OAR, that is in the Operations and Maintenance phase of the system life cycle, and Business function – 1-108-025 (Pollution, Prevention & Control).





Agenda








READ Portal Reports

Presented to the user through two tab pages: Reports – Graphic Reports – Tabular

Include internal and shared resources only

Exclude information resources that have been terminated




READ Portal Reports: Graphic

FIPS-199 Information Resource Type Summary FISMA Applicability Summary E-Authentication Required READ Completeness Status READ Validity Status




READ Portal Reports: Tabular

Information Resources by Primary Managing Org and Life Cycle Phase

Information Resources by Organization with Type, FIPS Status, and CPIC Category

READ Data Quality Review Privacy Impact Assessment Detail e-Authentication Risk Assessment Detail Information Resources by Investment




READ Portal Reports Filtering

Reports can be filtered by the following criteria: Primary Managing Organization Official Inventory System

(included in official agency counts of systems) Info Resource Type

Filter selections will filter all of the reports on the tab page




Agenda









READ Training Reference Materials: Available online from READ EPA Portal

portal.epa.gov System of Registries

www.epa.gov/sor/ Public version of READ

www.epa.gov/READ Enterprise Architecture

intranet.epa.gov/architec/ Privacy Impact Assessments

www.epa.gov/privacy/ Data Standards

iaspub.epa.gov/edr/epastd$.startup EIMS

www.epa.gov/eims




Purpose and Training Objectives

Purpose: To prepare you to enter data into READ.

By the end of today’s training, you should: Understand the purpose and benefits of READ

Be familiar with the content of READ

Understand the process for registering a new information resource in READ

Be prepared to enter data into READ

Know how to search for information resources in READ