1. U.S. Department of Agriculture eGovernment Program Government Paperwork Elimination Act (GPEA) Kickoff Meeting Nancy Sternberg, USDA GPEA Point of Contact

2. U.S. Department of Agriculture eGovernment Program 2  Welcome  What is GPEA?  What Do I Need to Do?  What’s the Timeline?  Next Steps and Q & A  Appendices: What are the costs, benefits and risks? Defining Electronic Signatures Agenda

3. U.S. Department of Agriculture eGovernment Program 3 The Government Paperwork Elimination Act of 1998 legislates that all federal agencies must provide a fully electronic option for their paper- based transactions by October 2003, to the maximum extent practicable. Old InteractionseInteractions What is GPEA? Allows citizens direct interaction electronically with the Federal government Reduces burden on the public for information collection and processing Functions as catalyst to ensure government takes advantage of benefits of electronic technologies Ensures electronic documents and signatures same “weight” as paper counterparts

4. U.S. Department of Agriculture eGovernment Program 4 Transactions with Public Provide individuals or entities that deal with agencies the option to submit information or transact with the agency electronically Electronic Records Maintain records electronically, when practical (including storing and filing electronic data concerning employees of private employers) Electronic Signatures Pursue and assess a range of electronic signature alternatives to determine the most appropriate signature method Source: Office of Management and Budget “Implementation of the Government Paperwork Elimination Act” May 2, 2000 What Does GPEA Mandate?

5. U.S. Department of Agriculture eGovernment Program 5 GPEA: One Element of eGovernment “Effective implementation of GPEA is an essential building block in our collective efforts to move to electronic government” – Mark Forman, OMB  eGovernment Tactical Plans link initiatives to GPEA transactions  New Exhibit 300 requires tying each investment to GPEA transactions and PRA information collections  Strategic business cases each relate to a number of GPEA transactions  Enabling business cases, particularly eAuthentication, will help USDA move toward GPEA compliance President’s Management Agenda Freedom to E-FILE Act USDA eGovernment Program Government Paperwork Elimination Act President’s Management Agenda

6. U.S. Department of Agriculture eGovernment Program 6 Paperwork Reduction Act, Freedom to E-FILE Government Paperwork Elimination Act (GPEA) Company which has altered its existing and created new processes to support its eCommerce activities Transform Website only provides users with informationPublish Website which allows users to search for information based on their unique criteriaInteract Website which allows users to search for and purchase products and servicesTransact Company which has integrated its eCommerce activities into existing business processesIntegrate Complexity Value The eCommerce Continuum Customer Expectations Copyright 2001 Accenture. All rights reserved.

7. U.S. Department of Agriculture eGovernment Program 7 GPEA and the Information Value Chain GPEA focuses specifically on individual transactions with the public. eGovernment focuses on transforming business processes. We need a more complete picture in order to bridge the gap between GPEA and our overall eGovernment objectives. USDA reporting process will be divided into two phases:  Phase 1 – Information required by OMB to update previously submitted GPEA plans  Phase 2 – Information to understand the broader impact a change to a program has on an information collection, IT systems, and IT investments. The Information Value Chain will:  Ensure better accountability through clear linkages among programs, information collections, IT systems, and IT investments  Enable better integration among different functional areas  Allow for better IT investment planning.

8. U.S. Department of Agriculture eGovernment Program 8 What Do I Need to Do? Each agency’s GPEA point of contact will be contacted in the near future by an eGovernment/GPEA team member to arrange a meeting. Tasks that can be accomplished prior to the meeting:  Obtain a list of your agency’s currently approved PRA transactions and all known violations of the PRA  Determine the point of contact for each transaction.  Obtain and review a copy of the agency’s eGovernment Tactical Plan.  Review previous years’ (2000 and 2001) GPEA plans to determine the accuracy of the data and changes that may be required. Note: GPEA completion dates should reflect realistic project schedules rather than simply reading “10/2003”  For transactions that do not currently offer an electronic option, begin thinking about a prioritization approach. Each agency must prioritize which transactions it will address first, but some general factors to keep in mind are collections with:  High number of respondents, responses, or burden hours  Is the collection recurring or non-recurring  Respondents’ ability to utilize electronic options  Mission-critical transactions  PRA versus non-PRA transactions

9. U.S. Department of Agriculture eGovernment Program 9 GPEA Roles and Responsibilities eGov/GPEA Team (OCIO): Coordinate USDA’s response to OMB reporting requirement on progress implementing GPEA. Work closely with agency representatives to ensure timely responses and accurate, complete data. Full-time Mission Area Representatives: “Consult” with assigned agencies to identify issues and facilitate their resolution. Can also assist in communicating with program areas to obtain status information for implementing GPEA. eGovernment Working Group Member: Assist agency GPEA Point of Contact in communicating the eGovernment “message” to agency staff and explaining the integration of GPEA into USDA’s overall eGovernment strategy. GPEA Point of Contact: Coordinate, in the short term, compilation of agency data in accordance with specified reporting requirements. In the long term, this person should continue to monitor agency progress during remaining 15-month period leading to October, 2003 deadline. PRA Coordinator: Ensures agency compliance with the Paperwork Reduction Act (PRA). Accordingly, maintains hardcopy files of the information collection approval requests that have been submitted to OMB for each interaction with the public – the primary focus of GPEA.

10. U.S. Department of Agriculture eGovernment Program 10 How will this information be used? All USDA agencies’ GPEA progress will be merged to create an overall picture of the Department’s progress toward achieving GPEA compliance.  OCIO will create one comprehensive strategic memorandum to submit for the Department as a whole to address OMB’s specific questions, highlight successes and address issues.  OCIO will provide OMB with statistical summaries of overall GPEA progress and all required data crosscuts. The Information Value Chain will be used to:  Tie IT system and investment decisions with the impact on specific information collections and vice versa  Identify information collections that may be affected by various eGovernment initiatives  Populate a portion of the USDA’s Enterprise Architecture

11. U.S. Department of Agriculture eGovernment Program 11 GPEA Timeline JulyOctoberAugustSeptember July 18: eGovernment Team Kickoff Meeting August 1: Follow-up eGovernment Team Meeting August 5: Agency Kickoff Meeting August 5-14: Initial One-on- One Agency Meetings August 26: Draft Agency Responses Due August 30: Final Agency Responses Due September 9: Final Report to OMB Due October 11: Final Agency Responses – Phase II September 26: Draft Agency Responses – Phase II

12. U.S. Department of Agriculture eGovernment Program 12 Hold individual agency meetings between OCIO GPEA Liaisons and each agency’s GPEA representative, PRA representative and eGovernment Working Group member – August 5-14 Assemble items outlined on page 8 and begin researching progress made toward meeting the dates specified for GPEA compliance in last year’s report Resources:  P. L. 105-277, Government Paperwork Elimination Act (http://www.egov.gov/documents/gpealaw.doc)  M-00-10, OMB Procedures and Guidance on Implementing the Government Paperwork Elimination Act (http://www.whitehouse.gov/omb/memoranda/m00-10.html)http://www.whitehouse.gov/omb/memoranda/m00-10.html Immediate Next Steps

13. U.S. Department of Agriculture eGovernment Program Appendix A Benefits, Costs and Defining Electronic Signatures

14. U.S. Department of Agriculture eGovernment Program 14 Increased Transaction speed: real-time customer service. Increased partner participation and customer satisfaction: more positive view of the process Improved record keeping: enhanced program evaluation and expanded awareness of the effects of government programs Increased employee productivity and improved quality of the final product: automatic detection means fewer errors and employee concentration on more important tasks Heightened public interests: better informed public may increase civic participation Improved security: designed, implemented, and managed properly means fewer opportunities for fraud Extensive security for highly sensitive in- formation: long term security is more confidential Source: Office of Management and Budget “Implementation of the Government Paperwork Elimination Act” May 2, 2000 Appendix A: Benefits

15. U.S. Department of Agriculture eGovernment Program 15 Compromised Security Probability that a damaging event will occur Costs of potential losses Costs of mitigating actions that would have been taken Individual/organizational costs of security loss National security losses Technology and Management Cost of implementation of each system Cost of conducting the transaction Cost of monitoring and maintaining the system Cost of management controls to ensure proper protection Source: Office of Management and Budget “Implementation of the Government Paperwork Elimination Act” May 2, 2000 Appendix A: Costs

16. U.S. Department of Agriculture eGovernment Program 16 Legally, an electronic signature = signature A signature has been understood to include “any symbol executed or adopted by a party with present intention to authenticate a writing.” Uniform Commercial Code, 1-201 (39) (197). Flexible definitions therefore permit the use of different electronic signa- ture technologies, such as digital signatures, personal identification numbers and biometrics. An electronic signature is simply “a method of signing an electronic message” that meets both of the following criteria: 1. Identifies and authenticates a particular person as the source of the electronic message, and 2. Indicates such person’s approval of the information contained in the electronic message. vs. Appendix A: Defining Electronic Signatures

17. U.S. Department of Agriculture eGovernment Program 17 “Shared Secrets” methods Personal identification numbers or passwords (PIN numbers) Smart Card Plastic Card size of a credit card with an embedded chip Digitized Signatures A graphical image of a handwritten signature Biometric Identification Finger prints, retinal patterns and voice recognition Shared Symmetric Key Cryptography Mathematical code Public/Private Key (Asymmetric) Cryptography - Digital Signatures Mathematical algorithm Source: Office of Management and Budget “Implementation of the Government Paperwork Elimination Act” May 2, 2000 Appendix A: Sample Electronic Signature Technologies