CROMERR WORKING GROUP 2012 Exchange Network National Meeting Pam Osnaya: State of Montana Peter Stubbs: CGI Agenda 2 What is CROMERR? Background Cross-State CROMERR Working Committee * CROMERR Roadmap for MT Department of Environmental Quality (DEQ) Open Discussion Next Steps * The Montana CROMERR Roadmap has not been finalized and all information presented should be considered a DRAFT. What is CROMERR? 3 Cross-Media Electronic Reporting Regulation (CROMERR) Provides the legal framework for electronic reporting (eReporting) under all of EPA’s environmental regulations Establishes standards for receiving documents electronically that are submitted to satisfy requirements of a 40 CFR program. These standards cover a variety of system functions, such as electronic signature validation. Background CROMERR Working Committee 4 Formed in April 2011 At the 2011 National Exchange Network Meeting, Montana and Oklahoma formed the CROMERR Working Committee Partnered with CGI to facilitate Tom Copeland (Oklahoma) served as Mentor (Thank You Tom! ) Committee met Aug 25 – Oct 20, 2011 15+ states and agencies participated Background CROMERR Working Committee 5 • Develop a Generic Roadmap • Include components and architectural strategy • Achieves compliance for small states and agencies • Develop a Conceptual Approach for CROMERR-in-theClouds • Multi-State hosted solution • Speed CROMERR implementation Background Montana’s CROMERR Roadmap 6 • Exchange Network Grant awarded to establish a Montana CROMERR Roadmap • RFP posted seeking CROMERR-experienced consultant • CGI awarded the contract in December 2011 • Project launched in January 2012 Background Montana’s CROMERR Roadmap Deliverables 7 e-Reporting Baseline Report Business Process Flows • Baseline of all reports submitted to MT DEQ (regardless of format or CROMERR applicability) • High-level view of current and future states eReporting Policy & IT Infrastructure Report • Review of state infrastructure supporting eReporting and policies, standards, constraints Key Components List • Components required to support eReporting and CROMERR Architectural Designs • Options for a CROMERR-compliant eReporting solution Partner CROMERR Solutions Final Roadmap • Review of solutions developed by EPA Partner States • A plan on how to move forward based on the findings from the above deliverables, including associated Benefits, Risks, and Issues 8 Cross-State CROMERR Working Committee CROMERR Working Committee Participating States Agencies 9 The CROMERR Working Committee consisted of a group of 15+ States and Agencies who collaborated on a generic approach to CROMERR compliance. Cherokee Nation North Carolina EPA Oklahoma Hawaii Oregon Idaho Muscogee Nation Indiana National Congress of American Indians Massachusetts Pueblo of San Ildefonso Mississippi Quinault.org Missouri Salt River Pima-Maricopa Indian Community Montana Vermont New Mexico West Virginia Wisconsin CROMERR Working Committee Goals Accomplished 10 • Included Key Components and Strategies • Potentially a Multi-State hosted solution that can speed CROMERR implementation at the local state or agency level CROMERR Roadmap High-level Business Process Flow 11 The Working Committee established a high-level Business Process Flow showing how State Agency personnel and regulated entities could interact through an eGovernment portal and CROMERR solution. MT DEQ will distribute the generic Business Process Flow to those interested. CROMERR Roadmap Phased Approach 12 The Business Process Flow identifies high-level steps & IT components for CROMERR compliance. The following summarizes recommended Key Steps: PHASE KEY STEPS I • Detailed Inventory List of Reports: Categorized by CROMERR vs. non-CROMERR Reports • Strategy for processing eReports (i.e., CROMERR and non-CROMERR) through the eGovernment portal based on the Inventory List of Reports • Procure, develop, or leverage an eGovernment Portal for electronic submittals II • For CROMERR Compliance: Define and document Business Processes Procure, develop, or leverage the software components III • Integrate CROMERR solution with eGovernment Portal • Train internal and external users • Go Live – begin receiving CROMERR-compliant Reports via the Portal CROMERR Solution Business Benefits 13 Implementing a shared solution that can be leveraged by multiple agencies can result in the following benefits. BENEFIT DESCRIPTION 1. Cost Effective • Shared initial costs (e.g. licensing, hardware, software) • Maintenance and upgrade costs are shared 2. Faster Start-Up • Reduced development time • Less time configuring agency environment 3. Ease of Maintenance • Low level of maintenance required in agency environment 4. Optimized Staff • Reduces ongoing effort required to host & maintain new IT components • Staff focused on higher priorities CROMERR Architectural Design Conceptual Approach 14 CROMERR Working Committee Next Steps 15 Explore how tools, processes, and methodologies could be shared across states Continue the dialog on CROMERR-inthe-Clouds solution opportunities Identify potential state components and/or solutions that could be leveraged Reconvene the Cross-State CROMERR Working Committee upon successful completion of the CROMERR Roadmap 16 Montana CROMERR Roadmap MT CROMERR Roadmap Business Motivation Goals 17 Minimize legal exposure Meet EPA’s CROMERR Regulation Move from paper to electronic data submission to optimize resources The Roadmap was not intended to recommend a final CROMERR solution; rather define the required components and architectural options for moving forward MT CROMERR Roadmap Business Motivation Objectives 18 Define the Key Components and high-level Architectural Options for a CROMERR-compliant solution Include associated Benefits, Risks, and Issues Identify opportunities for leveraging proven solutions Expand the scope to include an Architectural Vision for all eReporting MT CROMERR Roadmap Business Motivation Benefits 19 Components required for the electronic exchange of data includes components required for CROMERR Resources optimized through a well-engineered, business-led vision for all electronic reporting Montana CROMERR Roadmap Project Activities 20 Establishment of the MTDEQ Roadmap has been a 5-month effort that involved 3 primary phases. Montana CROMERR Roadmap Roadmap Overview 21 The Montana CROMERR and eReporting Roadmap describes the phases and detailed activities necessary to move from the current state to the desired future state. Future State Phase 4 Phase 3 Go-Live with Initial Reports Phase 2 Procure, Design and Develop Phase 1 Current State Strategy and Requirements Prioritize & Implement Additional Reports Montana CROMERR Roadmap Current State of eReporting and CROMERR 22 MT DEQ is taking a systematic approach to improving eReporting capabilities and attaining CROMERR compliance. 1 1 37 55 8 • CROMERR Applications Approved • CROMERR Applications Pending Approval • Reports which, if received electronically, would fall under CROMERR • Non-CROMERR Reports Received • Reports Under Review Montana CROMERR Roadmap Current State of eReporting and CROMERR 23 Business functions worked separately No enterprise document mgmt strategy Many programs still receive paper reports Current Challenges No enterprise e-Gov Portal No enterprise back office No enterprise database Montana CROMERR Roadmap Future Vision 24 Deliver a CROMERR-compliant eReporting environment that is scalable and flexible enough to meet the evolving needs of the Agency and regulated community. Promote and ensure CROMERR Compliance Ensure new eReports (CROMERR and non-CROMERR) can be added and maintained with minimal effort and cost The eReporting solution should: Have sufficient flexibility to meet the unique needs of individual programs without jeopardizing agency-level efficiencies Leverage the existing infrastructure, tools, and investment Montana CROMERR Roadmap Future State Business Benefits 25 The Future State of DEQ eReporting will provide an array of business improvements that can be leveraged across all DEQ programs. CROMERR Compliance Enhanced eGovernment Services Enhanced Data Sharing Capabilities Improved Compliance Lifecycle Automated Administrative Completeness Review Enhanced Document Management Strategy Automated Workflow eReporting Roadmap Recommended Phased Plan 26 The following is a recommended four-phased plan to bridge the gap between the current and future state of DEQ eReporting PHASE TITLE HIGH-LEVEL SUMMARY 1 Strategy and Requirements Develop a high-level Strategy for an eGovernment Portal together with a CROMERR solution & Back Office application Define high-level requirements at the agency and program level. 2 Procure, Design and Develop Procure, design or develop the eGovernment Portal and related CROMERR solution based on the Strategy identified in Phase 1 3 Go-Live with Initial Reports 4 Go-Live with the first group of reports required for CROMERR compliance Prioritize and Prioritize and move forward with implementation of additional Implement CROMERR and non-CROMERR reports Additional Reports Montana CROMERR Roadmap Review Proven State Solutions 27 Goal: Identify proven solutions that might serve as a model for Montana based on Montana’s: Business Needs Policies and Standards Existing infrastructure Funding and development strategy Decision: Final requirements and design of the Montana Solution will be completed during the next phase of the project. Montana CROMERR Roadmap State Solutions Reviewed 28 Montana would like to thank the following States for taking time to share their CROMERR Journey with Montana: Delaware (*) – Dennis Murphy Indiana – Will Richey Mississippi – Melanie Morris New Jersey (*) – Jim Bridgewater & Ralph Smith North Dakota – Gary Haberstroh Ohio – Adele Vogelgesang Oklahoma (*) – Tom Copeland Texas – Jackie Ogle Washington (*) – Miles Neale (*) Those solutions that align the best with Montana’s business needs, existing infrastructure, and current IT Policies and Standards Montana CROMERR Roadmap Leverage Lessons Learned 29 Secure high-level buy-in & participation #1 Reported Lesson Learned: Ensure the Program effort is participation is key: ensures Business-Led Analyze internal depth & breadth of knowledge across the business & solution and external user needs Montana CROMERR Roadmap Leverage Lessons Learned 30 Don’t forget Administrative and Usability efficiencies in the design Acquire an EPA-approved solution from another state/agency over building locally When Picking a Solution: Don’t develop custom processes for each program Design/pick a solution that is Simple and Reusable Standardize Business Processes across the enterprise Montana CROMERR Roadmap Leverage Lessons Learned 31 Start with a small program Seek mentors from other agencies that have been there Develop EPA contacts early to gain frequent feedback Montana CROMERR Roadmap Next Steps 32 Finalize the DRAFT of the CROMERR Roadmap Present the CROMERR Roadmap to the MT Governance Board July 2012 August 2012 Governance Board Action Items: Evaluate proposed opportunities Determine next steps Reconvene the Cross-state CROMERR Working Committee 33 Open Discussion Challenges becoming fully CROMERR Compliant: what small states and Agencies are facing Additional Lessons Learned: by States that have implemented CROMERR Enterprise vs. Program level approach Participant Interest: Identify additional States and Agencies that would like to participate in an on-going dialog about the possibility of a CROMERR In-The-Clouds offering 34 Questions?