FY 2006 E-Government Act Report

Section 1: Overview of IMLS implementation of the E-Government Act

IMLS has achieved the following:

• IMLS Web site is regularly updated with information about current events that is useful to the library and museum communities.
• IMLS implemented an RSS feed on its Web site so constituents can receive updates directly.
• 10,000 subscribers to the agency electronic newsletter receive monthly updates on event and opportunities.
• 100% of IMLS competitive grant applications and guidelines are available online, with fill in forms.
• 100% of publications produced in the last year are available on the IMLS Web site.
• 100% of grant management requirements and guidance for State Library Programs are available via an IMLS extranet.
• 100% of FY 04 State Library Program grant performance reports were submitted online in 2006.
• 75% of peer reviews in FY 06 were submitted online.
• A Web-based project planning tutorial is available to all potential applicants and to the general public.

Section 2: Internal agency-specific E-Government initiative: IMLS Web Site Redesign

In FY 2006 IMLS launched its completely redesigned Web site, a major project that has been well received by IMLS’ constituents.

Describe how the initiative is transforming agency operations:

The redesign of the agency’s Web site is intended to help raise awareness about the role of libraries and museums in American society and make it easier for eligible institutions to find and use information about federal support.

The new site provides clear navigation for agency applicants, grantees and peer reviewers with customized Web pages that provide direct access to the government information they need. The new format describes agency initiatives and offers monthly feature stories to share effective practices with the wider community.

Explain how your agency maintains an ongoing dialogue with interested parties:

The Institute has many ongoing strategies to dialogue with interested parties including: carrying out stakeholder consultation requirements as established in Section 210 of the Museum and Library Services Act through the convening of “action committees” to advise on agency initiatives, inviting trade association representatives and other experts to meeting in Washington to discuss agency performance and sector trends, participating in national and regional library and museum meetings, and providing opportunities during grant peer review gatherings for dialogue on process and agency performance

The agency has also instituted national audio conference calls so that interested parties throughout the nation can speak directly with agency staff regarding grant eligibility, purposes and requirements.

The Institute provides a monthly electronic newsletter highlighting grant opportunities, tutorials and publications. The agency has also recently enabled an RSS feed on the Web site to get allow constituents to access information more quickly.

Identify external partners who collaborate on the initiative:

To ensure that the site meets the needs of stakeholders, the Institute receives input throughout the process from agency staff and the National Museum and Library Services Board, as well as from external users, including museums, libraries, service organizations, congressional staff and the media.

Identify improved performance by tracking performance measures:

The agency tracks Web site “hits” and frequently downloaded pages. IMLS also receive reports from FirstGov that track the effectiveness of the IMLS Web search function, enabling staff to assess which content areas are of more interest to the Institute’s stakeholders and to identify areas of the Web site where content is lacking.

Quantify the cost savings and cost avoidance achieved:

New technologies that the redesigned Web site uses, such as “server-side includes” and cascading style sheets, cut down on the amount of staff time needed to update and maintain the site.

The redesign of the Web site is a FY 2006 investment that will allow the Institute to develop and maintain its Web site internally for several years. More specific cost savings and cost avoidance information will be available at the end of FY 2007.

Explain how agency ensures availability of Government information and services for those without access to the Internet and for those with disabilities.

While working with contractors on the redesign of the Web site, IMLS was assured that the site conforms to Section 508 guidelines for accessible Web design. The IMLS webmaster took a course on 508 compliance to ensure that the Institute is able to maintain the accessible design. Additionally, the webmaster was trained to use Adobe Acrobat to ensure that PDFs on the Web site are optimized for accessibility.

The Institute provides paper and/or audio copies of all communications upon request.

Section 3: IMLS’ process for determining which information is currently available on the Internet as described in Section 207(f)(2) of the Act and OMB Memorandum M-05-04 “Policies for Federal Agency Web sites.”

a) IMLS makes all government information available on our Web site that:
• The public needs to enable IMLS to fulfill its statutory grant making authority.
• Can reasonably be made available in a publicly accessible electronic format.
b) See below.

Priorities:
1. Time sensitive information and resources related to our grant programs
2. Time sensitive information of interest to a broad spectrum of audiences
3. Information of interest to a broad spectrum of audiences

c) The priorities and schedules document was first posted on the IMLS Web site and made available for comment on October 4, 2005.
d) www.imls.gov/about/about.shtm
e) Searching all files on the IMLS Web site is made possible through firstgov.gov. The Web site keyword search, located at www.imls.gov/search.asp, returns results pulled from all content on the imls.gov domain. The search response is fast and effective.

Section 4: How IMLS’ information dissemination activities are coordinated with its FOIA operations in order to improve both access to and dissemination of government information to the public.

The IMLS FOIA Officer, who is the Director of Public and Legislative Affairs OPLA), is responsible for reviewing requests for information under FOIA. The FOIA Officer is also responsible for developing and maintaining an electronic reading room of FOIA materials. The FOIA process IMLS follows is described on the IMLS Web site at www.imls.gov/about/foia.shtm. The IMLS FOIA plan, entitled The Freedom of Information Act (FOIA) Plan, Institute of Museum and Library Services (IMLS), FY 2006, is available on the IMLS Web site at: www.imls.gov/pdf/abt_2006foia.pdf.

The Director of Public and Legislative Affairs is also responsible for IMLS’ Web site, including its organization and content. These joint roles help ensure that IMLS is constantly aware of the kind of information that is being requested via FOIA and arranging as appropriate for information to be made accessible through the Web site. The OPLA staff, working with the FOIA Processor and General Counsel, will add, maintain and update the information made available through the Web site throughout each fiscal year. OPLA, through the FY 2006 revision of the IMLS Web site, has expanded the kinds of documents and resources made available, and there are further plans for expanding resources. Recently expanded resources include the Digital Corner [www.imls.gov/about/digitalcorner.asp], which has links to digitization projects funded through IMLS grants, and the Youth Initiative [www.imls.gov/about/youth.shtm], one of the Institute’s national initiatives. IMLS also makes available documents that relate to its operations, like the IMLS Information Resources Management (IRM) Strategic Plan [www.imls.gov/pdf/IRM_Strat_Plan.pdf.]

Because IMLS is a small agency, close coordination is possible among the OPLA staff, General Counsel’s office and staff in other IMLS offices, to ensure that FOIA information requests serve as a source of ideas and recommendations for the information that is made available through the IMLS Web site and through OPLA’s Press Releases and the IMLS monthly e-newsletter, Primary Source.