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Fire and Ice, Notes - Mail and More
A Case Study of Accelerated Lotus Notes DeploymentMickie MarjerisonUSDA Forest Service
About the Forest Service
•Stewards for over 193 million acres of public land
•32,000 employees – 800 locations
•Most offices with < 40 people
•Largest agency in the USDA
•Fire Season – March-October
Why Notes?
• Industry Standard
•Supports our mobile workforce
•Knowledge base
•Document management
•Applications
•Workflow/collaboration
Initial Objectives
• Implement Email!• Reduce email volume by 60% over next
48 months• Get operational info out of inboxes• Better communications with public,
external groups, and with ourselves• 95% of employees can do 95% of their
work from the desktop• Look for opportunities of vertical
integration• Reach outside the IRM community
Deployment Approaches
•Mail was first
• Exploit Notes features
• Be careful what we promise
• Peaceably integrate not proselytize
• Involve the field
• Use Notes to deploy Notes
• Concentrate on the important, not the interesting
Employee Involvement
•Architecture/Administration – Design, operation and support
•Strategy– Direction, communication and
energy
•Database Facilitation– Innovation, coordination and
production
Time & Attendance Reporting
•Phased implementation•User-friendly desktop•Compatible with National
Finance Center mainframes•Absolute reliability•Different pay plans and
work schedules
Time and Attendance Application
Centralized Help Desk
•Change in the way we do business
•Dynamic and static resource
•Cultural barriers
•Partnering with our contractor
•Expanding this year
Helpdesk Application
Desktop Guides
Upward Reporting
•Input from all levels
•Reporting at all levels
•Computer naive audience
•Paper based, labor intensive, comfortable current methods
Senior, Youth, and Volunteer Programs Upward Reporting
Correspondence Database
•Drafts created and routed locally
•Finals stored nationally
•Access simplified for FOIA requests
•Some speed problems
•Employee education
Correspondence
What we would have done differently
•Standardize on a Move/Add/Change process earlier
•Deal with Name conflicts differently
•Move some business processes up further in the timeline– E.G. Correspondence database
Since Mail…
•Exploiting groupware, workflow, collaboration features
•Resource scheduling
•Connecting to other Government Domains
Where to Next?
• Integrating GIS with Notes
•Sametime
•Equipping the mobile workforce
•Working with external customers
•Publishing to the Web
•Standard Agency portal
Integrating GIS & Notes
Forest Planning•Large part of FS workload
– Long-term, large inter-disciplinary process
– Requirement to maintain public record
•Process governed by NEPA– Requires public input– Analysis of, and response to, public
comments
Integrating GIS & Notes
Forest Planning
•Forest Planning is an iterative collaboration process involving lots of participants both internal and external to the agency.
• Integrating planning documents and geospatial information offers tremendous improvements to the delivery of content.
Integrating GIS & Notes
Final Impressions
• Job not easy, but worth the effort• It’s changing the way we do
business•Keeping a handle on all the
databases isn’t easy• It will play a key role in our e-gov
initiatives•We have come a long way in a
year and a half