IT management Archives

Within the next 6 to 12 months, Homeland Security Department officials say they expect to have a long-awaited, instantaneous system for tracking foreigners who have overstayed their visits. Lawmakers have said such a tool is crucial for removing potential terrorists.

In 2002, DHS began to build a comprehensive entry and exit system for collecting biometric data from visitors traveling to the United States but nearly a decade later the exit part still doesn't exist.

Without an exit system, the department has encountered difficulty accurately identifying overstays, according to the Government Accountability Office. DHS estimates there were 36 overstays among the 400 people convicted through international terrorism-related investigations between September 2001 and March 2010. Five of the 19 hijackers on Sept. 11, 2001, were overstays.

Those statistics may change if all goes according to plans that DHS officials outlined at a House hearing this week.

The department is looping together a multitude of databases operated by three DHS components and the intelligence community to more quickly see red flags. Once integrated, the systems maintained by Customs and Border Protection, Immigration and Customs Enforcement and US-VISIT will be able automate previously manual searches and cross-check those findings with law enforcement and intelligence data. In essence, the integrated app will generate an e-dossier on leads, testified John D. Cohen, DHS principal deputy coordinator for counterterrorism.

"Instead of us being reactive," by screening an accumulated list of potential overstays, "CBP and the technologists will be developing essentially a hot sheet," he told members of the House Homeland Security Subcommittee on Border and Maritime Security. It "will essentially create a dashboard available to ICE, on a day to day basis, that will provide them with insights about those public safety and national security risks that are either overstays or existing visa holders."

At first, the application will not be the biometric one envisioned by authorities after 9/11. It will include biographic information and certain fingerprints from travelers entering the United States, and, with advances in research, gradually grow into a robust biometric system. "You have the foundation for a biometric exit capability of the future," Cohen said.

Already, the department has taken steps toward this goal by vetting a backlog of 1.6 million overstays, Cohen said.

In May, DHS officials began by scratching off names of people who had since left the country or changed immigration status. Then, they screened in-house law enforcement and immigration records, as well as intelligence holdings from the National Counterterrorism Center, to winnow the remaining 757,000 people to 2,000 high-risk individuals. Of those, some had died or since become part of an ongoing investigation, leaving several hundred potential leads.

Two months later, all of the previously un-reviewed overstay records had been analyzed from a national security and public safety perspective, Cohen said. ICE currently is pursuing suspects, he added.

"I cannot for one tell you how much better I feel now," said Subcommittee Chairman Candice Miller, R-Mich.

Not so, said GAO.

"If we're going to focus on the national security and public safety folks, which is the thing to start with -- it gives the impression that once you're in the country, you're in. Unless you act out," Richard M. Stana, GAO director for homeland security and justice issues, said at the hearing.

Omar Abdel-Rahman -- an overstay -- had no criminal record before he was arrested for the 1993 World Trade Center bombing, Rep. Michael McCaul, R-Texas, noted.

Homeland Security officials confirmed they have nixed a project that was supposed to tie together the department's financial systems, instead opting to consider a smaller network located remotely, in the cloud.

Friday morning, Nextgov reported that DHS yanked the Transformation and Systems Consolidation program, or TASC, after current contractors on existing systems and a Web services company protested a $450 million contract the department awarded to CACI last year.

"Based upon a review and reevaluation of the solicitation, DHS is considering alternatives to meet revised requirements," DHS spokesman Chris Ortman said Friday, referring to the department's decision to stop pursuing a centralized financial, asset and acquisition management system. "The modernization of the department's financial, acquisition and asset systems remains a key priority for DHS."

In March, federal auditors, in siding with one of the protesters, Global Computer Enterprises, a provider of online financial reporting and accounting services, ruled that DHS narrowed system requirements mid-competition without letting vendors submit new proposals. Homeland Security changed directions after the White House directed all agencies halt work on financial systems, a characteristically complex kind of IT project, and either scale back features or cancel the whole operation.

As for future plans, DHS officials said a cloud-based or shared services setup, where multiple agencies share server room in a government or contractor-operated data center, could meet the department's needs. The new model would attempt to connect fewer agencies and fewer tools, just the core financial management functions at the Federal Emergency Management Agency, the U.S. Coast Guard and U.S. Immigration and Customs Enforcement.

This marks the second time the department, which also recently abandoned a more than $1 billion border virtual fence, has lost money on a failed effort to unify its financial systems. Some lawmakers remain concerned that any future project will falter due to poor planning, no matter whether the system resides in the cloud or in a physical DHS data center.

"Most of the material weaknesses still on the books are related to processes and not systems, and regardless of what decisions DHS makes on how it will integrate its information systems, the underlying processes must be corrected for that system to function properly," Rep. Todd Platts, R-Pa., chairman of the House Oversight and Government Reform Subcommittee on Government Organization, Efficiency and Financial Management, said at a Friday hearing on the department's overall financial management.

The White House is releasing the software code for a website it uses to track the performance of big computing projects, as a way to fix program glitches and share the tool with other government bodies, according to the federal chief information officer.

The so-called IT Dashboard monitors the budget, schedule and functionality of systems under development that cost the federal government about $80 billion annually. But critics and federal auditors say ratings on the site do not always accurately represent the current status of projects.

Still, federal CIO Vivek Kundra says the dashboard has helped reduce IT costs by more than $3 billion and he wants "to tap into the collective talents and ingenuity of the American people, to enhance functionality, improve the code and address existing challenges," according to a post on the White House blog. "Software developers will be able to collaborate, identify errors, develop enhancements and recommend improvements to the dashboard, and find new uses for it that we have not even imagined."

CIOs throughout the nation and the world, such as Maarten Hillenaar of the Netherlands, Kyle Schafer in West Virginia and Jason DeHaan in the City of Chicago, are interested in deploying the accountability software in their respective governments, he writes.

The code underpinning the dashboard is freely available, through a format referred to as open source.

In addition, the Obama administration is publishing instructions on how to conduct "TechStat" sessions, which are in-person meetings Kundra typically holds with agency CIOs to decide what to do with systems at risk of failing.

He writes, "The TechStat toolkit provides a comprehensive guide for organizations to establish their own TechStats to improve line-of-sight between project teams and senior executives, increase the precision of ongoing measurement of IT program health, and boost the quality and timing of interventions to keep projects on track."

The Defense Department organization charged with cyber combat is reinforcing military networks by moving much of DoD's computing to a space many civilian agencies view as insecure - the cloud. Cloud computing is the practice of storing and accessing applications in a shared online environment, instead of on in-house servers.

U.S. Cyber Command chief Gen. Keith Alexander told lawmakers on Wednesday the following:

"The idea is to reduce vulnerabilities inherent in the current architecture and to exploit the advantages of cloud computing and thin-client networks, moving the programs and the data that users need away from the thousands of desktops we now use--up to a centralized configuration that will give us wider availability of applications and data combined with tighter control over accesses and vulnerabilities and more timely mitigation of the latter."

The White House has been pressing agencies to outsource information technology services to the Web as a way of phasing out the federal government's more than 2,000 expensive, energy-sucking data centers. But many federal managers are fearful of losing their data in the cloud. What happens in the event of an online outage or if the communal, off-site servers storing their programs are hacked?

Alexander's explanation as to why the cloud will offer Defense good defense:

"This architecture would seem at first glance to be vulnerable to insider threats -- indeed, no system that human beings use can be made immune to abuse -- but we are convinced the controls and tools that will be built into the cloud will ensure that people cannot see any data beyond what they need for their jobs and will be swiftly identified if they make unauthorized attempts to access data."

White House officials on Wednesday circulated a memo, obtained by Nextgov, that encourages procurement officers to communicate with contractors before finalizing solicitations, in an effort to dispel misperceptions about conflicts of interest.

The idea is that companies know the costs and features of current technology better than the government so potential bidders should be consulted early in the process of drawing up system requirements for contracts.

"Although industry may have had their best technical representatives engaged with the program manager, the contracting officer should communicate to vendors as much information as possible about the government's needs as early as possible," states a copy of the guidance, signed by Federal Procurement Policy Administrator Daniel Gordon. "As a result of early communication, the contracting officer may learn some things that suggest that an approach somewhat different than planned may cause increased competition, more small business participation, lower prices, or even a better definition of the government's technical requirements."

Fears of contract protests or signing unauthorized deals have prevented some acquisition officers from talking to vendors, according to the memo. At the same time, industry may stay away -- out of concern that stepping over boundaries may bar them from future government business.

The document requires agencies by June 30 to develop plans for communicating with contractors. After the plans are reviewed by the White House, they must be made publicly available within a month.

Wednesday's memo takes pains to stress that nothing within the guidelines should be interpreted to "alter, or authorize violations of, applicable ethics rules, procurement integrity requirements, or other statutes or regulations that govern communication and information sharing."

After discussions with company representatives and agency staff, the White House identified the 10 most frequently-mentioned misconceptions about contractor-government fraternization:

1. "We can't meet one-on-one with a potential offeror." Fact: Government officials can generally meet one-on-one with potential offerors as long as no vendor receives preferential treatment.
2. "Since communication with contractors is like communication with registered lobbyists, and since contact with lobbyists must be disclosed, additional communication with contractors will involve a substantial additional disclosure burden, so we should avoid these meetings." Fact: Disclosure is required only in certain circumstances, such as for meetings with registered lobbyists. Many contractors do not fall into this category, and even when disclosure is required, it is normally a minimal burden that should not prevent a useful meeting from taking place.
3. "A protest is something to be avoided at all costs -- even if it means the government limits conversations with industry." Fact: Restricting communication won't prevent a protest, and limiting communication might actually increase the chance of a protest, in addition to depriving the government of potentially useful information.
4. "Conducting discussions or negotiations after receipt of proposals will add too much time to the schedule." Fact: Whether discussions should be conducted is a key decision for contracting officers to make. Avoiding discussions solely because of schedule concerns may be counter-productive, and may cause delays and other problems during contract performance.
5. "If the government meets with vendors, that may cause them to submit an unsolicited proposal and that will delay the procurement process." Fact: Submission of an unsolicited proposal should not affect the schedule. Generally, the unsolicited proposal process is separate from the process for a known agency requirement that can be acquired using competitive methods.
6. "When the government awards a task or delivery order using the Federal Supply Schedules, debriefing the offerors isn't required so it shouldn't be done." Fact: Providing feedback is important, both for offerors and the government, so agencies should generally provide feedback whenever possible.
7. "Industry days and similar events attended by multiple vendors are of low value to industry and the government because industry won't provide useful information in front of competitors, and the government doesn't release new information." Fact: Well-organized industry days, as well as pre-solicitation and pre-proposal conferences, are valuable opportunities for the government and for potential vendors -- both prime contractors and subcontractors, many of whom are small businesses.
8. "The program manager already talked to industry to develop the technical requirements, so the contracting officer doesn't need to do anything else before issuing the RFP." Fact: The technical requirements are only part of the acquisition; getting feedback on terms and conditions, pricing structure, performance metrics, evaluation criteria, and contract administration matters will improve the award and implementation process.
9. "Giving industry only a few days to respond to an RFP is OK since the government has been talking to industry about this procurement for over a year." Fact: Providing only short response times may result in the government receiving fewer proposals and the ones received may not be as well-developed -- which can lead to a flawed contract. This approach signals that the government isn't really interested in competition.
10. "Getting broad participation by many different vendors is too difficult; we're better off dealing with the established companies we know." Fact: The government loses when we limit ourselves to the companies we already work with. Instead, we need to look for opportunities to increase competition and ensure that all vendors, including small businesses, get fair consideration.

The Homeland Security Department has begun the process of contracting to replace the border security network it scrapped last week, by issuing a request for information on interconnected surveillance towers, department officials said on Wednesday.

The market research is part of the department's new plan to acquire proven, ready-made technology tailored to the terrain of each border region, as opposed to the now-defunct $1 billion Secure Border Initiative network. The SBInet program ran into cost, schedule and performance problems in an unsuccessful attempt to install a one-size-fits-all virtual fence composed of monitoring devices, intelligence databases and communication links.

Depending on budget decisions, a formal request for bids on the project might be issued late this fiscal year, with contracts awarded several months after that, DHS spokesman Matthew Chandler said.

The RFI for so-called integrated fixed towers, which was posted Tuesday on the contracting bulletin board FedBizOpps, asks vendors for comments on market conditions and scientific advances to help shape "an acquisition strategy for technology solutions that detect, track, identify and classify illegal incursions." The technology is intended to provide border agents with a full view of activity between ports of entry to stop drug smuggling, illegal immigration and terrorist-related activities. Comments are due Feb. 8.

"The RFI approach is one tool available to us to involve industry at an early stage in our process," Chandler said.

Department officials will start procuring stand-alone tower parts this fiscal year, Chandler added. He said the decision to move ahead with the non-integrated tower elements was based on the priorities of DHS' Customs and Border Protection bureau.

DHS is looking for tools that will offer automatic, continuous wide-area surveillance that are largely open, or not tied to any one brand's proprietary technology, according to Tuesday's notice. Contracting officers envision a system consisting of several towers, where each one is equipped with a suite of sensors for constant surveillance; supporting power; and communications.

The applications will instantly identify humans, animals, vehicles and other suspicious items, as well as provide agents with video to inspect the scene manually for backpackers or people carrying certain weapons. The video will enable border personnel "to classify the threat in terms of group size, whether they are migrant workers, smugglers, etc, and whether they are armed," the RFI states.

The system will display the precise location, speed and direction of suspicious activity, according to the notice. The technology also will draw from pre-existing data feeds that were launched during the SBInet program. The tower equipment and network connectivity must withstand extreme weather conditions and harsh environments, such as the Arizona deserts and mountains where DHS initially had begun deploying SBInet.

Homeland Security Inspector General Richard Skinner, who has probed contractor waste at the department since its inception, announced on Thursday that he will step down March 1.

Prior to his July 2005 Senate confirmation as IG, Skinner -- a four-decade veteran of the federal government -- had held the position of deputy IG at DHS since its March 2003 creation.

"After serving more than 42 years in the federal government, under nine presidents, I believe the time has come for me to give my full time attention to my family and personal endeavors," Skinner wrote to President Obama in a Jan. 13 letter of resignation. "Because of [the IG office staff's] commitment, professionalism and hard work, the OIG has been extremely successful in working with the department to promote the efficacy of its programs and operations, and to combat fraud, waste, and abuse within its ranks. Looking back over the past 9 years since the tragic events on September 11, 2001, we, as a nation, are now beginning to witness the positive effects of the creation of the department of Homeland Security."

It's not surprising that a department quickly cobbled together from 22 existing agencies would endure a fair degree of mismanagement. Most recently, in a report released Jan. 3, Skinner found that DHS had not tried to recover about $643 million in overpayments to 160,000 people who claimed they were victims of hurricanes Katrina and Rita. Last summer, he revealed that department officials funding a new financial management system worth potentially $1 billion did not have suitable plans, cost estimates or staffing projection for the undertaking.

Skinner started his career at the Agriculture Department in 1969, and later moved on to managerial positions in the investigative arms of the departments of Justice, Commerce and State, as well as the Arms Controls and Disarmament Agency. He was honored with the President's Meritorious Executive Rank Award for serving FEMA, where he worked as acting IG, deputy IG and assistant IG for audits.

White House officials on Friday sent agency chief information officers and senior procurement executives a memo directing them to weigh open source options when buying technology.

Open source refers to technology based on nonproprietary parts, which allow third-party developers to improve and modify the product without having to pay the technology's maker. Advocates have said a move toward open source in the government could save taxpayer dollars and bolster security.

For example, in planning software purchases, "agencies should analyze alternatives that include proprietary, open source and mixed source technologies," states the policy, co-signed by Federal CIO Vivek Kundra, Dan Gordon --- Office of Federal Procurement Policy administrator, and Victoria Espinel, U.S. Intellectual Property Enforcement Coordinator.

The guidance reminds agencies that, according to existing policies, buying decisions should "be free of preconceived preferences based on how the technology is developed, licensed or distributed."

Agency officials "should follow technology neutral principles and practices," which include selecting suitable technology on a case-by-case basis by considering factors such as performance, cost, security, compatibility, ability to share or re-use and availability of quality support, the one-page document states.

Hewlett Packard has nabbed a 10-year NASA megadeal potentially worth $2.5 billion to manage employees' personal computers and peripheral technology, space agency officials announced on Monday.

The job entails providing, securing and servicing most staff computers, agency software, mobile technology services, printers and other supporting infrastructure. Herndon, Va.-based HP Enterprise Services, formerly EDS, will be responsible for outsourcing some of the tasks to other commercial vendors under the contract known as "ACES," for Agency Consolidated End-user Services.

The fixed-price pact covers four base years of work, with two three-year option periods. Program managers will be based at NASA's shared services center in Mississippi.

ACES is part of a larger NASA effort, the IT Infrastructure Integration Program, intended to save money by consolidating procurements and centralizing information technology services. The new HP deal will replace an older long-term contract currently held by Lockheed Martin Corp. called the Outsourced Desktop Initiative (ODIN).

In February, Lockheed, one of the most established NASA business partners, announced the space agency had awarded the company a $230 contract extension for ODIN that ends in Oct. 2011.

The Mississippi facility where ACES will be managed -- operated by NASA, Computer Sciences Corp. and the states of Mississippi and Louisiana -- supports operations at all 10 NASA space centers.

The National Archives and Records Administration just opened a door to what the agency expects will become a sort of time capsule containing U.S. historical materials that future generations will be able to access irrespective of innovations in technology.

A prototype of Online Public Access, which launched Monday, lets average citizens, as well as scholars, gain more comprehensive information on holdings that already are online, including card catalogs, digital representations of some records and multimedia from the agency's homepage, Archives.gov. Results for keyword searches play up the article images to appeal to eyes more familiar with social media layouts, like Facebook pages.

Each query retrieves a list of relevant records, archival data about the records identified, the source of the data and the physical or Internet location where the records are viewable. Next year, the site will offer a tool that allows users to zoom in and pan across the online materials, say NARA officials. In the future, people will have the ability to tag records with context based on personal knowledge -- as well as access audio, visuals and personal papers from presidential library collections, agency officials add.

The Archives does not have the resources to post all of America's artifacts. NARA's holdings include papers that would encircle the Earth more than 57 times; about 93,000 movies; more than 5.5 million maps, charts and architectural drawings; roughly 207,000 sound and video recordings; about 18 million aerial photographs; nearly 35 million still pictures and posters; and more than 3.5 billion electronic records.

But the agency is working on a project -- dubbed the Electronic Records Archives -- aimed at digitizing all records in a way that will make them accessible to the public even if the Internet no longer exists.

White House officials earlier this month announced a plan to accelerate the $994.9 million ERA program. The government has spent $425.2 million on the concept since 2002, but hardly any agencies are using the system, federal Chief Information Officer Vivek Kundra said.

As of this month, 16 agencies are depositing electronic records at the Archives via ERA software, according to the latest status report. Under the expedited schedule, ERA will be the default conduit for transferring records by July 2011 and mandatory for agencies in 2012, the Archives says.