SMART - OVERSEAS PILOT POST DEPLOYMENT STATUS

UNCLAS SECTION 01 OF 02 STATE 106047 FROM THE CIO JAMES VAN DERHOFF C O R R E C T E D C O P Y (FIX PARA 8) E.O. 12958: N/A TAGS: ACOA AINF AADP ACOA AMGT ASEC KRIM SUBJECT: SMART - OVERSEAS PILOT POST DEPLOYMENT STATUS REF: A) State 228, B) 06 State 188033, C) 06 State 868677,D) 06 State 28721, E) 05 State 219156, F) 05 State 152885,G) 05 State 13048 STATE 00106047 001.2 OF 002 ¶1. This telegram is part of an ongoing series that provides SMART program updates to the field. The SMART vision is to provide a simple, secure, and user- driven system to support the conduct of diplomacy through modern messaging, dynamic archiving, and information sharing. Instant Messaging has been made available to all posts and bureaus. Pilot deployment of additional SMART functionality including messaging, collaboration, and archive search capability is scheduled to begin in September 2007. ¶2. Reftels A and B provide general information regarding the phased approach to the delivery of SMART functionality. The information below addresses pilot deployment plans, during which SMART will be evaluated for worldwide deployment, scheduled to begin September ¶2008. ¶3. The SMART messaging system simplifies Department messages into two types: "working" and "archival" messages. Archival messages are analogous to cables, memos, current e-mails and other documents that have long-term record value to the Department of State. Working messages are analogous to most current e-mails that do not have long-term record value. ¶4. SMART Pilot 1 runs from September to November 2007 on ClassNet only in Belgrade, Stockholm, and Muscat. Functionality will include: Inbound - command and control legacy messages will be delivered to a SMART user's inbox. Identical messages will still be delivered in parallel on legacy systems. Outbound - SMART outlook forms will be used to draft and send test messages among the three pilot sites. These messages will also be temporarily stored in the SMART database for pilot searching but will not be sent through the legacy cable system for delivery. Command and control messaging will continue to be sent through legacy systems. Archive/repository - will be populated with daily legacy messages as well as the test SMART messages (which will be deleted at the end of Pilot 1). Searching - The most current version of SharePoint (Microsoft Office SharePoint Server (MOSS) 2007) will be used to search the archive/repository. Basic and advanced search screens will be available. Search Alerts - SharePoint (MOSS 2007) will be used to create and produce daily search alerts based on user interests. TERP, CableXpress, and WebGram will still be fully functional. OpenNet users will continue to use legacy CLOUT and WebGram systems. ¶5. Pilot 2 will take place from December 2007 through February 2008. Will consist of the original three posts plus eight additional overseas posts (Athens, Tallinn, Mexico City, Windhoek, Djibouti, Tashkent, Hanoi, and Wellington) and selected domestic sites. All will begin piloting full command and control functionality. Inbound - command and control SMART and legacy messages will be delivered to a SMART user's inbox. Outbound - SMART outlook forms will be used to draft and send command and control messages. Archive/repository - will be populated with all SMART generated messages, and daily legacy generated messages. Searching and Search Alerts - as above TERP, CableXpress, and WebGram will remain on-line to validate delivery of message traffic and can be used to process outgoing traffic as a contingency. OpenNet users will continue to use legacy CLOUT and WebGram systems. Unclassified CLOUT will now feed directly to SMART for message processing. ¶6. Pilot 3 is planned from March to May 2008. The same overseas and domestic pilot sites will receive SMART messaging capability on OpenNet in addition to STATE 00106047 002.2 OF 002 ClassNet. Additionally, cross-domain functionality (ClassNet-to-OpenNet) is planned for this pilot. Full SMART functionality for the pilot sites will now be replicated on the OpenNet to include all features referenced above: inbound, outbound, repository, searching, and search alerts. TERP, CableXpress, and WebGram will remain on-line to validate delivery of message traffic and can be used to process outgoing traffic as a contingency. ¶7. In addition to the pilot applications described above, SharePoint (MOSS 2007) is scheduled to begin pilot deployment in September at selected SMART pilot sites and several domestic sites. ¶8. The SMART Deployment Team will work closely with pilot sites to coordinate preparation requirements, including standardization of desktops. Details of these requirements can be found at the following link: http://smart.state.gov Specific desktop software required to run the SMART client form can be found at the following link: http://smart.state.gov/shortcut.cfm/JIC2 ¶9. The SMART Program will enlist the help of pilot Advocacy Teams to ensure users participating in the pilots are introduced to the new technology. A typical Advocacy Team overseas would have - at a minimum - an FSO, IMO, OMS, and LES. In the best of circumstances, it would be chaired by the DCM or Management Counselor. Advocacy Teams will have a two- fold responsibility: Advocating for SMART among the members of the post community (by providing technical assistance, policy guidance, trouble-shooting, and serving as a role model by adopting new practices); Advocating for the post by alerting the SMART office to technical and substantive problems, unanticipated barriers to success, and lessons learned to share with other posts. ¶10. The SMART web site (http://smart.state.gov) is routinely updated to include information about SMART. Advocates and IT specialists at pilot posts are urged to check the site frequently to keep abreast of changes. ¶11. Minimized considered. RICE