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NAO
212-10
TELECOMMUNICATIONS
PLANNING, ACQUISITION, AND MANAGEMENT
Issued
08/28/92; Effective 08/13/92
SECTION
1. PURPOSE.
.01 This Order provides the National Oceanic and Atmospheric
Administration (NOAA) telecommunications policy and
guidance to NOAA program managers charged with planning
and managing telecommunications resources and to administrative
staffs responsible for acquiring them.
.02 This Order describes the methodology for documenting,
updating, and distributing current information about
telecommunications policy and authorizes NOAA's official
telecommunications guidance, herein referenced as the
Telecom Handbook (Handbook), to be issued separately.
.03
This Order implements the policies and procedures
prescribed in the Federal Information Resources Management
Regulations (FIRMR), Chapter 201, dated April 29, 1991,
and the Department of Commerce (DOC) policies issued
in the Information Technology (IT) Management Handbook.
SECTION
2. SCOPE.
.01 This Order applies to all NOAA Staff Offices (SO)
and Line Offices (LO) and provides a framework for
the effective management of telecommunications resources.
Specific or more detailed management, operational,
and security guidance shall be issued and updated in
the Handbook.
.02
The Handbook shall implement the General Services
Administration (GSA) and the DOC policy guidance in
NOAA by defining specific procedures and requirements
for the life cycle of telecommunications management
including planning, acquisition, use, and funding of
telecommunications resources throughout NOAA.
SECTION
3. REFERENCES.
.01 Public Law 99-500, Title VIII, The Paperwork Reduction
Act (PRA) of 1986 as amended [44 U.S.C. 3501 et seq.].
.02 OMB Circular No. A-11, "Major
Information Technology Acquisition Plans."
.03 Public Laws 100-440 and 101-136, which mandate
the use of the Federal Telecommunications System FTS2000
contract and subsequent laws mandating the same.
.04 Public Law 100-235, Computer Security Act [40
U.S.C. 759].
.05 Public Law 99-506, Section 508, Rehabilitation
Act Amendments of 1986.
.06 The Omnibus Crime Control and Safe Streets Act
of 1968, as amended [18 U.S.C. 2510 et seq.].
.07 Foreign Intelligence Surveillance Act of 1978
[50 U.S.C. 1801 et seq.]
.08 United States Intelligence Activities, Executive
Order 12333.
.09 The Federal Information Resources Management Regulations
[41 CFR, Chapter 201].
.10 Information Technology Management Handbook, Department
Administrative Order (DAO) 212-2, Management of Information
Technology, dated June 12, 1986.
.11 OMB Guidance on Privacy Act Implications of Call
Detail Programs to Manage Employees' Use of the Government's
Telecommunications Systems [52 FR 12990], dated April
20, 1987.
.12
NOAA Administrative Order (NAO) 212-2, Telecommunications
Resources - Telephone Usage Policy, dated August 25,
1989.
SECTION
4. DEFINITIONS.
.01 Call
Detail Records. Call Detail Records are records
or reports from telephone companies and common carriers
which list all calls made during the billing period
for a particular telephone number or numbers, as well
as the date, time, duration, telephone numbers called,
and cost for each completed call.
.02 Campus
Facility. A campus facility is two (2)
or more buildings on common property managed by a DOC/NOAA
agency.
.03 Designated
Agency Representative (DAR). A DAR
is a NOAA FTS2000 representative for all services acquired
through the FTS2000 contract. A DAR:
a. approves, orders, and accepts NOAA's FTS2000 services;
b. maintains FTS2000 inventories;
c. facilitates FTS2000 bill certification and payment;
and
d. assists NOAA in planning for future needs and maximizing
cost savings possibilities through consolidation of
requirements.
.04 FTS2000
Services. These are services
offered under GSA's mandatory contract with American
Telephone and
Telegraph (AT&T) and Sprint.
a. Switched Voice Service (SVS). SVS is long-distance
dial-up or analog data transmission up to 4.8 kilobits
per second (kbps) including a variety of additional
special services.
b. Switched Data Service (SDS). SDS is synchronous,
full-duplex digital transmission at 56 or 64 kbps available
at on-net locations.
c. Dedicated Transmission Service (DTS). DTS are point-to-point,
private line service using analog, digital, or T1 circuits
capable of up to 9.6 kbps transmission for analog service,
64 kbps for digital, and 1.544 megabits per second
(mbps) for T1.
d. Packet Switched Service (PSS). PSS includes electronic
mail, which is a fully integrated digital data transfer
service supporting a variety of protocols at speeds
up to 56 kbps via dial-up, dedicated, analog, or digital
access methods. A number of features and protocols
are supported.
e. Video Transmission Service (VTS). VTS includes
compressed or near full-motion terrestrial-based service
at 384 kbps and high-resolution wideband full-motion
video service over satellite facilities.
f. Switched Digital Integrated Service (SDIS). SDIS
is a capability allowing integration of voice, data,
image, and video services using digital connectivity
and interfaces to Integrated Services Digital Services
(ISDN) and T1 at on-net locations only.
.05 Information
Technology Coordinator (ITC). An ITC
is an individual designated by a SO/LO to serve as
the liaison between that office and the administrative
offices responsible for Information Resources Management
(IRM). An ITC:
a. provides IRM guidance to their offices;
b. formulates and submits the annual Information Technology
Plan; and
c. reviews Requirements Initiatives and may be delegated
authority to give IRM approval for procurements of
information technology resources that have met documentation
requirements. The latter delegation is made by the
NOAA Senior Official for IRM or the Senior Official's
designee.
.06 Local
Tariffed Telecommunications Services. These services are also called Dial Tone.
They are voice-grade
services generally acquired through the local exchange
carrier whether or not they are ultimately connected
to the FTS2000 network. These services are frequently
referenced as "commercial services."
.07 Private
Branch Exchange (PBX). PBX is a switch
usually for voice services that includes access to
the public switched network.
.08 Regional
Telecommunications Manager for NOAA Offices in
the National Capital Area. This manager performs
functions traditionally performed in the National Capital
Area that include ordering all new or changed local
service, features, and equipment; monitoring and tracking
expenditures; forecasting costs; preparing budget requests;
certifying bills; keeping inventories; and managing
major service changes.
.09 Requirements
Initiative (RI). An RI is an official
document required to support the acquisition of any
Federal Information Processing resource. The RI documents
the existing information processing problem, the analysis
of the options considered to solve the problem, and
the reason for selecting the specific resources to
be acquired. The RI must receive IRM approval before
a procurement can take place. (See NAO 212-6, Information
Technology Planning System; NAO 212-7, Information
Technology Requirements Inititiatives, for additional
information.)
.10 Telecommunications
Resources. These resources
include the equipment, facilities, and services necessary
for the transmission, emission, or reception of signals,
writings, images, and sounds or information of any
nature by wire, radio, visual, or other electro-magnetic
systems.
SECTION
5. RESPONSIBILITIES.
.01 The Director, Information Systems and Finance
Office (OA1), Office of Administration, is responsible
for developing and issuing policy guidance enabling
NOAA to plan for, acquire, manage, and use its telecommunications
resources.
.02 The Chief, Telecommunications and ADP Security
Branch (OA124), Systems Division, Information Systems
and Finance Office, Office of Administration, is responsible
for:
a. implementing DOC telecommunications policies in
NOAA by:
1. developing guidance and procedures to plan for,
acquire, and manage telecommunications resources throughout
the telecommunications life cycle;
2. disseminating telecommunications operating policy,
guidance, and procedures;
3. developing and issuing IRM guidance on preparing
justification documentation; (Examples are feasibility
analyses and cost-benefit studies.)
4. developing and issuing guidance on using, maintaining,
evaluating, and servicing telecommunications systems;
and
5. developing and maintaining the Handbook.
b. reviewing for clearance and approving all telecommunications
requirements or requests for actions requiring DOC
or GSA approval as described in the FIRMR and/or the
DOC IT Management Handbook;
c. coordinating and monitoring SO/LO submissions to
the DOC for approval;
d. coordinating with and assisting SO/LOs on network
plans, requirements, and inter-operability objectives;
e. distributing approved plans and initiatives to
interested parties;
f. reviewing and analyzing telecommunications systems
and networks for potential cost savings and technological
alternatives supporting DOC and NOAA mission requirements
and IRM objectives;
g. serving as the focal point for interagency telecommunications
matters by:
1. responding to DOC requests for information and
distributing information about NOAA, DOC, and government-wide
telecommunications programs to NOAA SO/LOs; and
2. representing NOAA on DOC and interagency telecommunications
councils as requested;
h. keeping the Administrative Support Centers (ASC)
advised on telecommunications matters in support of
their client service programs; and
i. serving as the Regional Telecommunications Manager
for NOAA offices located in the National Capital Area.
(See Section 4.07 of this Order.)
.03 SO/LOs are responsible for:
a. managing their telecommunications resources efficiently
by establishing suitable controls and signatory authorities
as delegated by appropriate authorities;
b. assuring compliance with the provisions of this
Order and with other NOAA policy including:
1. NAO 212-1, Information Technology Management -
General, dated May 30, 1991;
2. NAO 212-2, Telecommunications Resources - Telephone
Usage Policy, dated August 25, 1989;
3. NAO 212-4, Senior Official for Information Resources
Management, dated May 30, 1991;
4. NAO 212-6, Information Technology Planning System,
dated May 30, 1991;
5. NAO 212-7, Information Technology Requirements
Initiatives, dated May 30, 1991;
6. NAO 212-9, Data Processing Hardware Management,
dated May 30, 1991;
7. NAO 212-11, Acquisition of Information Technology
Resources, dated May 30, 1991;
8. NAO 212-12, ADP and Telecommunications Standards,
dated May 30, 1991; and
9. NAO 212-13, Information Technology Security Management,
dated August 6, 1990.
c. participating in NOAA's short-term and long-term
planning efforts;
d. describing requirements for telecommunications
resources and equipment necessary to support individual
programs in consideration of cost-effective operations
and technology advances;
e. documenting telecommunications requirements in
a formal RI format; (See NAO 212-6, Information Technology
Planning System; NAO 212-7, Information Technology
Requirements Initiatives, for a description.)
f. verifying that prior to the acquisition of telecommunications
resources a formally approved RI covering the intended
acquisition is on file and that funds are available;
g. maintaining a current inventory of telecommunications
resources that supports local management of telecommunications
assets and provides accountability for resources expended;
h. certifying telecommunications bills and reviewing
call detail reports; (See NAO 212-2, Telecommunications
Resources - Telephone Usage Policy, for the requirements
for compliance.)
i. providing coordination support on the installation,
testing, and certification of telecommunications resources;
j. developing appropriate justification to support
acquisition of resources as required;
k. adhering to and maintaining copies of the Handbook;
and
l. periodically, but not less frequently than annually:
1. reviewing leased telecommunications resources to
assure that they are cost-effective and still satisfy
a verifiable requirement;
2. ensuring that the service does not unnecessarily
duplicate other service; and
3. ensuring that FTS2000-like commercial services
acquired prior to the acquisition of FTS2000 are converted
to FTS2000 or an exception is obtained formally from
the GSA through the DOC.
.04 ASCs are responsible for:
a. serving as the Regional Telecommunications Coordinator
(RTC) for the ASC service area by:
1. serving as the NOAA DAR who shall be responsible
for:
(a) the FTS2000 contract for NOAA;
(b) the FTS2000 contract for non-NOAA bureaus, as
delegated;
(c) ordering and facilitating the installation of
FTS2000 intercity telecommunications services at consolidated
locations; and
(d) interacting with local representatives at the
site;
2. facilitating FTS2000 bill certifications;
3. maintaining FTS2000 inventory information;
4. providing guidance to field offices on verification
of local service procedures and requirements;
5. providing technical guidance to NOAA SO/LOs in
the specification of telecommunications products and
services;
6. maintaining cognizance of regional requirements
for telecommunications resources;
7. recommending and facilitating NOAA's consolidation
and coordination of requirements where appropriate;
8. advising non-NOAA bureaus on consolidation of requirements;
9. providing leadership on consolidation and ensuing
administrative activities;
10. reviewing all orders for telecommunications resources
prior to procurement action in order to ensure technical
and financial soundness, compliance with DOC and GSA
policy, and consistency with regional and organizational
telecommunications plans; and
11. providing guidance on the FIRMR, the DOC's IT
Management Handbook, NAOs for interested parties, and
providing advice on administrative requirements that
are part of the telecommunications management life
cycle.
b.
reviewing Handbook updates and providing support
as described in the Handbook and Office of Administration
policy.
SECTION
6. POLICY/PROCEDURES.
.01 Planning for Telecommunications Resources.
a. All levels of program offices within the SO/LOs
shall participate in NOAA's short-range and long-range
planning efforts to understand, forecast, and prepare
for technological changes that support mission requirements.
b. NOAA's long-term planning efforts shall reflect
mission requirements, technology advances, national
security and emergency preparedness needs, and budget
constraints. Plans shall be updated as needed.
c. NOAA's long-term planning shall derive from requirements
analyses which shall support telecommunications acquisitions.
d. NOAA's IT Plans shall include individual Concept
Studies which, when endorsed, shall reflect the technological
embodiment of NOAA's mission, information technology
needs, and infrastructure.
.02 Acquisition of Telecommunications Resources.
a. In accordance with the FIRMR, the mandatory FTS2000
contract must be used for all domestic voice, data,
and video telecommunications services unless the telecommunications
requirement is unique and the GSA specifically and
individually approves an exception to the use of FTS2000
or the exception to the use of the FTS2000 contract
is otherwise authorized by law.
b. In accordance with the FIRMR, the GSA's mandatory
Consolidated Local Telecommunications Services shall
be used where available unless a specific and individual
exception to the use of these services is authorized.
c. All requests for telecommunications resources and
equipment must be documented in a RI which shall reflect
an endorsed Concept Study describing the context for
the proposed action. The RI number shall be cited on
the Form CD-435, Procurement Request, or a similar
NOAA Form. All requests shall be reviewed technically
and administratively by the SO/LO ITC in accordance
with delegated authority prior to the procurement process.
1. Procurement requests for resources described in
RIs that have been prepared by program offices must
be approved by the SO/LO ITC. A DAR may provide IRM
approval on RIs prepared by the Office of Administration
if authorized by the SO/LO ITC.
2. Resources which require Delegations of Procurement
Authority (DPA) as well are described in the Handbook.
d. Requests for switching auxiliary and related telecommunications
equipment and local service shall be ordered by procurement
offices or others as delegated.
e. Requests for FTS2000 intercity services shall be
approved and ordered by a DAR who is available to assist
SO/LOs in planning for and identifying FTS2000 requirements
and costs. The DAR shall also track and certify all
FTS2000 orders, facilitating FTS2000 billing certifications.
f. Intercity Telecommunications Services outside the
FTS2000 contract shall be acquired by procurement offices
only after DAR approval and an approved exception to
FTS2000 has been obtained formally from the GSA through
NOAA and the DOC by the SO/LO.
.03 Management of Telecommunications Resources.
a. All NOAA telecommunications resources shall be
obtained and used cost-effectively. This shall be done
in a manner that is the most advantageous to the Government.
Resources shall be shared wherever possible. Excess
equipment shall be used when it supports NOAA's mission
accomplishment and saves unnecessary expenditures.
b. SO/LO managers shall use telecommunications resources
cost-effectively and keep adequate cost records and
inventories for accountability.
c. All NOAA telecommunications equipment shall be
protected against loss or abuse. Security of systems
with sensitive information shall be maintained in compliance
with all DOC National Security requirements for communications
security (COMSEC).
d. All call detail records are subject to Privacy
Act provisions and shall be protected accordingly.
e. NOAA shall use GSA mandatory telecommunications
services and equipment as specified in the FIRMR and
in the Handbook. Optional GSA-provided services shall
be used when they satisfy NOAA's mission needs and
are cost-effective.
f. Government telephone systems shall be used for
official business only and for purposes NOAA determines
are in the best interests of the government. (See NAO
212-2, Telecommunications Resources - Telephone Usage
Policy, for information.)
g. In accordance with DOC policy, no eavesdropping
or recording of telephone conversations is allowed
except as permitted by law and approved in advance
by the DOC.
h. Any toll-free telephone service ordered for government
employees and/or the public shall be controlled and
reported to NOAA.
i. Records of activities supporting the life cycle
of telecommunications resources management shall be
kept and maintained in accordance with approved DOC
and NOAA disposition schedules.
j. Telecommunications resources shall be acquired
to provide equivalent access for employees with disabilities
in the performance of their duties.
.04 Handbook.
a. The Handbook shall be updated annually with the
publication of any necessary changes. Interim changes
shall be issued as needed in memoranda form by the
Chief, Information Systems and Finance Office after
coordination with the ASCs and their functional equivalents
in the Office of Administration.
b.
The Handbook shall not duplicate other publications
and shall cross-reference related chapters.
SECTION
7. EFFECT ON OTHER ISSUANCES.
This Order supersedes NOAA Directives Manual (NDM)
46-10, NOAA Telecommunications Services and Facilities
- General Policy, dated January 11, 1985; NOAA Circular
76-07, filed as NDM 46-14, Telephone Number Change
Notice, dated January 15, 1976; NDM 46-15, NOAA Telephone
Communications, dated August 31, 1979; NDM 46-17, Use
of Facsimile Units in NOAA, dated July 20, 1979; and
NDM 46-21, Listening-In and Recording of Telephone
Conversations, dated July 1, 1980.
SIGNED,
Director, Office of Administration
Office of Primary Interest:
Telecommunications and ADP Security Branch (OA124)
Systems Division
Information Systems and Finance Office
Office of Administration
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