Commerce FY 2005 E-Government Act Report

Overview of Commerce Implementation of the E-Gov Act of 2002

Commerce has implemented all provisions of the E-Government Act of 2002, Federal Agency Responsibilities. Commerce has integrated performance management in its information technology (IT) capital investment planning and investment control process through top level performance measures that define progress toward Commerce objectives, strategic goals, and statutory mandates. All ongoing and proposed IT projects are reviewed in the context of these performance measures. These measures are key to the support of Commerce constituents, including citizens and businesses.

The use of information technology in general and E-Government in particular, receives a high priority in determining ways in which service to these constituents can be improved. The Department pays special attention to ensuring that those citizens and businesses and others who do not have access to the Internet or other electronic means to interact with the Department are provided access to Commerce information products and services and can conduct transactions with the Department in other ways. Special attention has also been given to implementing Commerce IT systems so they are in compliance with Section 508 of the Rehabilitation Act of 1973, and Commerce bureaus sponsor activities that use information technology to engage the public in the development and implementation of policies and programs, including the review of, and comment, on proposed rules. The Commerce Chief Information Officer participates on the Federal Chief Information Officers Council, and monitors the implementation of IT standards promulgated by the Secretary of Commerce within the Department.

Agency-specific E-Gov Initiative - Automated Export System (AES)

How AES transforms agency operations.

The Shipper's Export Declaration (SED or Form 7525-V) is the most common form of export documentation filed by the U.S. exporter community. Exporters are required to fill out and submit the SED for any shipment valued at $2,500 or above. The data collected is used by the U.S. Census Bureau to compile trade statistics and to help prevent illegal exports. As a result, the volume of submitted forms and their associated burden hours on the U.S. export community is a considerable, but necessary aspect of the export process.

The Automated Export System (AES) and AESDirect were implemented to automate the manual, paper-based process of filing the SED and Outbound Carrier Manifests. AESDirect, the Census Bureau’s free Internet-based system, can be used directly by U.S. exporters, or by their designated freight forwarders, customs brokers, or anyone else responsible for export reporting to electronically file SED information directly to the CBP mainframe computer system. This saves U.S. exporters time and effort in filing required forms, reduces time and resources required by the Census Bureau for data processing, and provides the federal government with more timely and accurate trade data for the monthly principal economic indicator, “U.S. International Trade in Goods and Services.”

Maintaining dialog with external partners and use of innovative technology.

The Census Bureau maintains a direct dialog with the key stakeholders involved in the export trade process. The export trade community includes exporters, forwarding agents, carriers, consolidators, port authorities, software providers, and service centers. The Census Bureau regularly holds seminars in major port cities to educate the exporting community on the benefits of AES and AESDirect. AES benefits the export trade community by removing the burden of paper handling and retention, reducing costs, eliminating duplicate reporting to multiple government agencies, and helping to maintain a compliant level of reporting. AES also provides benefits to those government agencies involved in exports. These agencies include Commerce’s Bureau of Industry and Security, the Directorate of Defense Trade Controls, and the Department of State.

The Census Bureau utilizes innovative technology to enable and encourage the widespread use of AESDirect by the export community. One such effort is the deployment of AESWebLink and EDI Upload, which provide software and Internet application vendors the ability to easily connect their export application directly to the AESDirect system. The AESDirect VPN Service provides an Internet-based Virtual Private Network (VPN) connection to the AESDirect Service. This type of connection provides the ability to conduct a secure automated two way exchange of data between a filing company’s own computers and the AESDirect Service. The VPN Service can be used by companies with AESDirect filing accounts, and by companies who are connecting directly to AES.

Census has introduced a software component of AESDirect that lets companies manage SED filings locally from their own in-house computer(s). The component, AESPcLink, automatically links to a company's AESDirect Filing Account on the Internet.

Through the use of AESDirect’s electronic compliance and reporting tools, Census has seen an increase in the coverage and accuracy of export reporting, and a reduction in the cost of processing export data filed on the paper SED. AES partner agencies have seen that the AES facilitates the movement of legitimate exports and serves to deter and intercept the illegal exportation of dual use technology, munitions, chemicals, money, or other embargoed merchandise.

Cost Savings and Cost Avoidance

In July 1995 prior to the implementation of AES, the average number of paper SEDs filed monthly was over 500,000 or six million annually. To date, the Census Bureau has reduced that number to approximately 60,000 a month by moving toward the implementation of mandatory requirements for filing AES, marketing the benefits of AES, and working with companies to successfully migrate from paper to electronic filing.

The total reduction in reporting burden associated with making the AES mandatory will be approximately 167,000 hours from current levels. This burden reduction will be fully realized during FY 2006. Census estimates that it costs the private sector approximately $50 to file a paper SED and $1.50 to file the SED electronically.

AES ensures availability of information for those with no Internet access.

AES is made available to non-Internet users through commercial or in-house software. AES filers have a choice as to how to file in AES. Companies who bridge their filing of export information to other programs or databases, such as accounting, sales, etc. may purchase software from a service provider or develop software in-house. The Census Bureau and Customs and Border Protection AES Client Representatives (customer support) certify the service providers or company in-house software to ensure that the software edits and communication links are programmed properly. A list of the commercial vendors and their service can be found on the AES Web site at http://www.census.gov/aes. A company that purchases the commercial software is given a minimal test to ensure that they know how to properly use the software. Once certified, the commercial, or in-house, software can be used by companies to file "live" export information through AES.

The Census Bureau maintains an active Section 508 accessibility compliance program for all its electronic dissemination activities. It ensures that its information is available through a wide variety of format outputs to accommodate individuals with disabilities. The AES system and its components are compliant with the Access Board’s IT Accessibility standards.

Commerce process for determining which information will be made available on the Internet as described in Section 207 of the Act.

The Department of Commerce policy is to make all data of any potential use or interest to the public available on the Internet at www.doc.gov. Commerce has maintained a presence on the Internet since its inception. The Commerce Department disseminates a wide variety of economic, demographic, and scientific data; much of these data are released on prescribed public schedules or updated at stated intervals. Every effort is made to share as much information as possible, while maintaining statutorily required confidentiality and protecting privacy of persons and businesses. Commerce seeks to be at the forefront in using the latest technology to better inform and disseminate our data to the public. For example, the Census Bureau and the National Weather Service use RSS technology to push tailored data feeds to interested users.

In order to assess the significance of the Commerce Internet presence, the Office of the Chief Information Officer subscribes to the Nielsen//NetRatings service. For the months of July through September 2005, Commerce was the most visited Web property in the federal government, and for the month of September, ranked 24th among all Internet Web sites in number of visits.

Commerce priorities and schedules for making information available and accessible.

Priority and schedule, as well as Commerce’s Information Quality Guidelines describing more fully Commerce information dissemination standards, are available at http://ocio.os.doc.gov/ITPolicyandPrograms/Information_Quality/index.htm. Our commitment to making all our information accessible is best stated by our IT Accessibility Policy.

How Commerce makes its information available for public notice and comment.

Public comment on Commerce’s programs is sought through such means as public meetings and conferences and notifications in the Federal Register. All Commerce Information Quality Guidelines were made available for public comment prior to their formal release on October 1, 2002; these data information priorities and schedules have been available to the public since that time. These guidelines allow for requests to correct any disseminated information. To ensure that all Commerce highly influential scientific assessments and influential scientific assessments are publicly available, the Commerce CIO conducted a data call in the Spring of 2005 to be followed up with biannual reminders to ensure that all this information appears on the Commerce Web site. Commerce peer review agenda for highly influential scientific assessments are currently available; the peer review agenda for influential scientific assessments will be posted in December 2005.

The public also has the ability, through e-mail to Commerce operating unit Webmasters, to make comments on the content and design of our Web pages. These comments are then taken into consideration, and changes to the pages are made, based upon these requests and other requirements and management directives. Commerce operating units strive to disseminate information by targeting many types of users, from professional academics to elementary school children using as many Web-based delivery mechanisms as possible. Specific examples from our major disseminating operating units follow.

The Census Bureau makes all its information available and readily accessible through www.census.gov. Numerous reports are published on a monthly, quarterly or annual basis. Schedules of upcoming and currently released data can be found by going into the Newsroom, clicking on Tip Sheets, and then selecting a specific digest. Additionally, Census makes available a calendar of the Economic Indicators located in the Economics Briefing Room from the Census homepage. This area lists the scheduled release date and time by indicator for the current year.

The International Trade Process Streamlining’s (ITPS) portal http://www.Export.gov/ is fully operational and is adding new online features to enhance the site's usability and utility for visitors. In November 2004, Export.gov deployed the popular Google search technology, making it easier for visitors to retrieve desired information on federal programs and foreign markets. ITPS is consolidating content from other exporter-focused government Web sites utilizing direct XML feeds and by enabling partner agencies to directly edit content via a cross-agency content management system. This system will continue to improve the delivery of export-related content via the Export.gov portal and will enable it to add new region and country-specific pages where U.S. firms can locate all information related to a specific region or country in one place.

The Congressionally mandated China and Middle East Business Information Centers were deployed and consolidated into Export.gov (http://www.export.gov/china and http://www.export.gov/middleeast). These sites provide U.S. companies information from across the U.S. Government on how to succeed in these markets. Most recently, Export.gov deployed a consolidated Free Trade Area channel where U.S. companies can learn how they can best benefit from recently negotiated Free Trade Agreements (http://www.export.gov/fta).

The Bureau of Economic Analysis (BEA) releases its statistical data following strict procedures to ensure that data are not disseminated before the official release. Procedures are available at http://www.bea.gov/bea/about/BEAdissemination.pdf. At the time designated for official release, BEA's data releases are made available simultaneously on the Internet. Specific release schedules are available for 2005 at http://www.bea.gov/bea/newsrel/2005rd.htm and for

2006 at http://www.bea.gov/bea/newsrel/2006rd.htm.

NOAA's National Weather Service (NWS) makes all of its products available on the Internet. Almost all NWS meteorological and hydrologic data and forecasts are refreshed with completely new data within 48 hours. The primary NWS site where these data can be accessed is http://weather.gov. Forecast data are issued several times daily by NOAA's NWS forecast offices. Watches, warnings, advisories, and alerts are made available on a real time basis. This information is made available on NWS Internet sites in multiple formats (graphic, tabular, text, and XML) via automated processes. Internet dissemination of NWS products is a key piece of the Public/Private Weather Enterprise. Many private sector companies use NOAA/NWS data to develop products and services for public use.

NOAA’s National Environmental Satellite Data Information Service (NESDIS) provides timely access to global environmental data from satellites and other sources to promote, protect, and enhance the Nation's economy, security, environment, and quality of life. NESDIS also maintains an active outreach effort to keep an open dialog between its data centers and users. The principal portal for NESDIS information is http://www.nesdis.noaa.gov/. Site content is updated regularly, with schedules ranging from many times per day for satellite imagery, to monthly for programmatic updates.

NOAA Magazine provides an in-depth look at the stories behind the NOAA news headlines. The online magazine gives insight into NOAA’s national and global level activities, contains up-to-date information about NOAA's many divisions, e.g., weather, oceans, satellites, climate, research, coasts, navigation/charts and fisheries, and highlights crosscutting themes involving several NOAA line offices, e.g., NOAA emergency response, homeland security, and climate change issues. It showcases two to three NOAA feature articles and two NOAA products or services and is updated on a bimonthly basis. NOAA Magazine articles are available online and are distributed electronically to all the major national (broadcast and print) media outlets. The magazine is also popular within the NOAA community and has been used as briefing materials for NOAA staff and leadership. For the latest issue of NOAA Magazine, go to http://www.magazine.noaa.gov/.

NOAA Ocean Explorer is an educational Web site for all who wish to learn about, discover, and virtually explore the ocean realm. It provides public access to current information on a series of NOAA scientific and educational explorations and activities in the marine environment. The site provides a platform to follow explorations in near real-time, learn about exploration technologies, observe remote marine flora and fauna in the colorful multimedia gallery, read about NOAA’s 200-year history of ocean exploration, and learn while revealing an ocean image in the Ocean Challenge Puzzle. During active expeditions, the site updates daily. Other updates are conducted as needed. The Ocean Explorer Web site is http://oceanexplorer.noaa.gov/.

NOAA’s Coral Reef Conservation Program is a major component of the Interagency Coral Reef Task Force, cochaired by NOAA and the Department of the Interior. News and major developments in the program are updated bi-weekly, and provide extensive offerings to a wide audience. The program’s Web site, http://www.coralreef.noaa.gov/, is closely tied to the larger Coral Reef Information System (CoRIS) site: http://coris.noaa.gov. CoRIS is designed to be a single point of access to NOAA coral reef information and data products, especially those derived from NOAA's Coral Reef Conservation Program. Combined, these sites provide access to all of NOAA's extensive coral reef data and information holdings.

Link for priorities and schedules:

http://ocio.os.doc.gov/ITPolicyandPrograms/E-Government/prod01_002114

Commerce progress on implementing industry standard search engines.

Currently, all Department of Commerce operating units provide an industry-standard search capability on all Web sites, enabling online visitors to search all publicly accessible documents and Web pages. Commerce utilizes a variety of search applications including Google, Autonomy, Inktomi, FastSearch (Firstgov search engine), and HTDig, an open source search application.

The most utilized search application (Google) is deployed in one of two different ways. The first is via Google’s low cost service whereby Web developers are able to insert the Google search bar directly into their own web pages and restrict results to specific Web directories already being indexed by Google’s public search application. The second deployment is through the lease of Google’s proprietary turnkey search appliance, which enables the indexing of content behind registrations, firewalls, and intranets.

In 2004, Commerce’s Web Advisory Group (WAG) implemented a Web development standard requiring that all major Websites provide a search capability. At the direction of the Commerce CIO, the WAG, which devlops Web development standards across the agency, initiated a process requiring operating units to provide index updates to the FirstGov search on a quarterly basis to insure DoC content is accessible to the public via this important