Pollution prevention framework for electronic information resources

Pollution Prevention Framework for Electronic Information Resources

Surya S . Prasad and Michael A. Alexander

This article describes the Pollution Prevention (P2) Framework Automated Information System. The framework is a matrix of pollution prevention resources developed by the Department of Defense Environmental Security Corporate Information Managemen f (DESCIM) Program Management Office in support of the Office of the Deputy Under Secreta y of Defense (Environmen- tal Security). The P2framework resides on the Defense Environmental Network Information exchange (DENIX), DOD’s environmental information electronic bulletin board and website. An outline of the framework’s information categories and electronic resources is provided. In addition, the article provides an overview of the information resources that the PZframework currently makes available and describes the process by which the framework was developed. Recommendations for future enhancements to the P2 framework are also discussed. 0 1999 John Wiley & Sons, Inc.

INTRODUCTION In February 1998, the Defense Environmental Security Corporate

InformationManagement (DESCIM) Program Management Office (PMO) introduced its Pollution Prevention (P2) Framework Automated Infor- mation System, an on-line matrix of pollution prevention resources. This system was developed by the DESCIM PMO to serve the information transfer needs of the Office of the Deputy Under Secretary of Defense (Environmental Security) (ODUSD(ES)). The framework, commonly known as the DENIX PZFramework, resides in the Defense Environmen- tal Network Information exchange (DENIX) the Department of Defense’s (DOD’s) environmental information electronic bulletin board and web site. The DENIX PZFramework resides within the DENIX on the Web under the DOD Menu. The web address is as follows: http:/ / www.denix.osd.mil / .

S u y a Prasad, Ph.D., is an associate with Booz Allen t? Hamilton, where he has been a major contributor to environmental programs, including the Defense Environmental Restoration Program. He is a former Argonne National Laboratory environmental systems engineer supporting Environmental Assessment programs, including environmental technology feasibility assessments. Michael A . Alexander is program manager of the U.S. Army Corps of Engineers Installation Support BranchllRP Team; he was a team leader at DESCIM PMO during the early phases of this investigation.

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Surua S . Prasad and Michael A. Alexander

Information in the DENIX P2 framework was gathered from P2 programs, processes, and professionals during on-line and face-to-face (F-T-F) meetings sponsored by the DESCIM PMO.

Upon website access, as prompted, log in using user name and password to access the DOD menu. Go to Information Areas. Click on Library to access the menu of the Pollution Prevention subject category. Click on DENIX P2 Framework. The DOD and contractor personnel with login information (a user name and valid password) may directly access the DENIX P2 Framework, by using the Universal Resource Locator (URL): http:/ /128.174.5.51 /denix/DOD/Library/P2Frame/ denixp2. html .

The DENIX P2 framework is one of several automated information transfer tools, or migration modules, created and managed by the DESCIM PMO. The framework focuses environmental security information management efforts on the central, and increasingly important, issue of pollution prevention. Both the structure and the content of the DENIX P2 framework grew from experiences gained and functional requirements identified, by P2 professionals from DOD; the Depart- ments of Army, Navy, and Air Force; and the Marine Corps and Defense Logistics Agency (DLA). Information obtained from these sources was then validated by the P2professionals on the basis of their expertise in environmental management of hazardous substances and waste at military facilities.

DEVELOPMENT OF THE P2 FRAMEWORK Information in the DENIX P2 framework was gathered from P2 pro-

grams, processes, and professionals during on-line and face-to-face (F-T- F) meetings sponsored by the DESCIM PMO. These sessions were held in collaboration with the University of Arizona at Tucson, and the Water- ways Experiment Station, Vicksburg, Mississippi. Participants included P2 professionals who were chosen or nominated by DOD services and other defense components. The three primary activities in tlus process are described below and summarized in Exhibits 1,2, and 3.

The first activity (Activity A) w i h n the P2 framework development process was a Groupware session, an on-line discussion forum, that promotes the collection of ideas, requirements, and recommendations. Participants enter their responses anonymously via an on-line computer. The discussion forum was facilitated by the DESCIM PMO and held at the University of Arizona at Tucson in November 1996. In addition to recommending the format of the information, this session identified the type of information that the framework must include to support DOD pollution prevention needs. The identified functional requirements provided the basis for the information categories included in the DENIX P2 framework. Participants in the Groupware session agreed that the web was a good vehicle for publishing electronic information and that DENIX was a good electronic bulletin board for the P2 framework. Exhibit 1 shows these and additional findings.

The second activity (Activity B), which took place in April 1997, was a web distributed session using a prototype of the DENIX P2 framework (Exhibit 2). Thirty-eight key DOD and service personnel partici- pated in the on-line review of this prototype. The DESCIM PMO in

134 Federal Facilities Environmental JournallSpring 1999


Exhibit 1. DENIX P2 Framework Development Summary (Activity A)

Activity I Major Goals and Objectives

Activity A. Groupware Session, Tucson, AZ November 18-22,1996

To take advantage of the experience of DOD P2 professionals in documenting functional requirements that must be satisfied by DESCIM

Recommendations and Functional Requirements Identified

Framework format should provide tiered and orderly presentation of P2 information, including information on P2 alternative technologies. Functional information required: - Installation/Base level P2 data - Industrial operations - Acquisition and contract manage-

- Policy and guidance (Major Com- ment

mand, Service Headquarters, Office of Secretary of Defense)

collaboration with University of Arizona researchers hosted this session. The goal of the session was to design and develop a DENIX format for the previously identified P2 information. Input from the contribu- tors was incorporated into the design of the framework. At this stage the general recommendations emanating from Activity A were developed into specific information categories.

On August 13,1997,12 representatives of DOD and the services, met in a F-T-F meeting to make final recommendations on the DENIX P2 framework (Activity C). Specifically, the work group commented on the proposed P2 framework, validated information resources, and

Exhibit 2. DENIX P2 Framework Development Summary (Activity 9)

Activity

Activity B. On-Line Web-Distributed Session, April 14-30,1997

Major Goals and Objectives

Design and develop DENIX P2framework to reflect P2 technology information transfer Document acceptable structure by commenting on proposed format using the Group Systems on the Web tools developed by the University of Arizona and DESCIM PMO in a collaborative effort

Recommendations

Restructure current DENIX information to make links more obvious Add navigated aids to go backward and/or forward Include information on current available P2 technologies and alter- nate P2 technologies

sessions Web cannot replace face-to-face

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Surya S. Prasad and Michael A. Alexander

integrated information categories to fulfill DOD and service requirements. In addition, the work group documented an acceptable structure and validated proposed electronic links (Exhibit 3) .

The DENIX P2 framework was developed in September 1997 and was put on-line in February 1998.

THE P2 FRAMEWORK The P2 framework focuses on Internet links to information and

resources concerning the prevention or mitigation of pollution resulting from DOD materials, processes, and practices. It gives authorized users access to a wide range of information that is useful in the planning, implementation, and quality management of P2 programs. Access to this information can help produce substantial savings in cost and effort and increased efficiency in managing complex P2 programs.

Particular consideration was given in the framework to the P2 information resources of the Department of Defense; the Departments of the Army, Navy, and Air Force; and the Armed Services-Marine Corps and DLA. However, P2 information from other agencies involved in partnership programs with DOD (including the U.S. Environmental Protection Agency and the U.S. Departments of Energy and Transportation) is also included. Information from other agencies may, like DOD-based information, be easily and quickly obtained and is relatively adaptable to specific programs.

Exhibit 3. DENIX P2 Framework Development Summary (Activity C)

Activity

Activity C. Work Group Meeting, DESCIM PMO , Alexandria, VA, August 13,1997

Major Goals and Objectives

Document acceptable DENIX P2 framework within the scope of DOD regulations, including weapons acquisitions and life-cycle guidance and requirements Propose P2 framework derived from activities A and B, noted above, based on those activities Validate information resources, including proposed electronic web links in support of P2 Integrate information resources to fulfill DOD and service requirements

Recommendations and Results

Provide matrix with existing P2 information Provide matrix with information categories derived from weapons systems acquisition and life-cycle process per DOD 5000.2-R



Exhibit 4. DENIX P2 Framework Overview-First-Tier Screen

Note: DENIX login information can be obtained by contacting the U.S Army Corps of Engineers (USACE) Construction Engineering Research Laboratory (CERL) at (217) 373-6790.

Federal Facilities Environmental JournallSpring 1999 137


Topics within these information categories were derived fvom discussions between DOD headquarters and Defense component P2 work group representatives.

Among the resources provided by the framework is information on technical environmental alternatives, technologies, and substitutions. These information sources assist in consideration of replacement of an existing material, service, or process deemed to be damaging to the environment. Specific types of information that are available through the framework, and the way in which this information is organized, are described below.

Contents The DENIX P2 framework comprises several information categories,

developed through the various F-T-F and on-line sessions described in the preceding section. General P2 information requirements that were identified in these sessions are as follows: installation or base-level data; industrial operations; acquisition and contract management; and policy and guidance at the major command, service headquarters, and Office of the Secretary of Defense (OSD) levels. These requirements are then matched with the framework topics. Once informationlinks are incorporated into the framework, information systems support must be provided on DENIX.

Specific information categories for the P2 framework were recom- mended during the F-T-F work group meeting (Activity C). The categories are noted in Exhibit 4 and are as follows:

Policy (DOD-specific); Technical guidance, federal acquisition regulation (FAR), and defense federal acquisition regulation (DFAR); Training; Career development in P2; Costing for implementation of various P2 processes; P2 plans; Lessons learned; and Points of contact (POC).

For a full list of information categories refer to Exhibit 4. Topics within these information categories were derived from discussions between DOD headquarters and Defense component P2.work group representatives. The chosen topics-military requirements; acquisition; and operations and support for fielding, maintenance, disposal, and cleanup-are based on guidance derived from DOD Regulation Number 5000.2-R, which includes the weapons acquisition program and life-cycle process.

Exhibit 4 presents an overview of the P2 framework. As shown in this example, a check mark in the box under a topic within a specific category indicates that information on the topic is available within that category. Lack of a check mark for any category or topic pair may indicate that no information exists, that the information simply has not been made available to DENIX, or is available only in hard copy. Exhibit 5 provides an overview of the installation-level P2 information that is currently


Pollution Prevention Framework for Electronic lnformation Resources

Exhibit 5. Readily Available P2 Information for DOD, and Services Including Armed Services for Selected Information Categories

Selected Information Defense Army Navy Air Force DLA Marines Partnership Categories Programs

X

X

X

- - X

X

P2 Plan - - - Lessons Learned - -

Requirements Alternative

Examples of

Quality Assurance and Standardized Documents - X

Point of Contact X X X X X

Other -

- - -

- - - - Regulatory X X

Technologies X X X X

Polluting Processes - -

System Implementation X

X - -

X - - - X

X

X

X

x X

- - - -

- - - - - -

- X - X

Note: Unavailability of P2 information for the category via the DENIX P2framework is noted with a dash. Availability of P2 information for the category via the DENIX P2 framework is noted with an "x."

available for selected categories for DOD and the various services, including the armed services, through the DENIX P2 framework links.

A pressing goal in the further development and enhancement of this framework is ensuring that as much information as possible on a category and topic is populated and available through the framework. Among the resources now available through the DENIX P2 framework are an estimated ZOO+ electronic links. Several topics under some categories of the matrix are unpopulated because of the unavailability of usable resources in electronic form. An estimated total of over 40+ such information sources are available in hard copy, database, or other forms. No links are provided for these sources. It is important that the additional available information (for example memorandums, policy and guidance documents, and other related information) be released and authorized for electronic links.

Access and Use Access to DOD information on DENIX is restricted to persons with a

valid DOD login and password. Login information can be obtained by contacting the U.S. Army Corps of Engineers (USACE) Construction Engineering Research Laboratory (CERL). Technical requirements for accessing DENIX include hardware and telecommunications capabili- ties for accessing the World Wide Web (WWW), a 3861486 computer with a Pentium-processor, and a 28.8 bits-per-second modem, or network connectivity to the Internet and web browser/viewer software.

Federal Facilifies Environmental JoumallSpring 1999 139


Type of link or Access*

Exhibit 6. Modes of Access to Information Sources in DENIX P2 Framework

Description

URL, HTML, HTM

Website

Other nonelectronic sources

Information available with URL, hypertext markup language (HTM file extension). Direct link to specific subject area. Link to website or home page containing information. Hard copy, database, or other nonelectronic information source, No link provided.

Total I

~~

Number of Resource Links**

158

47

42

247

Notes: *URL = universal resource locator; HTML = hypertext markup language; HTM = hypertext markup (file extension), **DENIX P2 framework data presented indude sources identified through September 30,1997.

Authorized users can obtain access to the DENIX P2 frameworkusing the web address noted below through the following steps:

1.

2. 3. 4. 5. 6.

7.

Access DENIX on the Web from the website: http: f f www.denix.osd.mil/ . Log in user name and password Go to DOD MENU Enter DOD user name and password to access DOD menu Go to Information areas Click on Library to access the menu of Pollution Prevention subject categories Click on DENIX P2 Framework.

Access to particular topics and information categories within the framework is obtained by clicking on the appropriate checked box in the initial displayed menu (see Exhibit 4). Selection of a topic or category in this menu produces additional options, or tiers of information, allowing the user to view information concerning the selected category or topic for different levels within DOD, for specific programs, and so on. For example, if a user selects the Military Requirements topic within the Policy category, he or she has the option of viewing various P2 related policies. A second-tier menu is called up when a user selects specific information from a link.


Pollution Prevention Framework for Electronic lnformation Resources

P2 technology information transfer is a dynamic area offering a number of challenges.

P2 Links Electronic links may take the viewer directly to the named subject

area or to a website where the referenced material can be found. Where material is not electronically linked, names of information resources are provided. Exhibit 6 provides a summary of the types of links, or other access, provided. In most instances, the links are provided in such a way that information is not repeated, and the viewer will not have to make more. than one search.

CHALLENGES P2 technology information transfer is a dynamic area offering a

number of challenges. The DESCIM PMO information management process for the DENIX P2 framework reflects areas in which challenges inevitably arise as information is gathered, assessed against DOD needs, and incorporated and managed. Challenges generally can be grouped into three related categories: the first involving the information itself; the second, its incorporation into the DENIX P2 system and the third, management and quality control. For the sake of discussion these are considered separately although, in reality, they are closely related.

The information challenge entails identifying and verifying state- of-the-art P2 information. This challenge is particularly acute for the DOD P2 community. Where data gaps exist in DOD’s information, P2 information generated by non-DOD agencies in partnership with DOD may be utilized, as deemed applicable. Another challenge is to ensure that DOD is not isolated from the currents in the wider P2 community, while also ensuring that the information provided through the DENIX P2framework reflects DOD’s unique needs. This challenge, along with a number of other information-related issues, is addressed in the areas for improvement and recommendations discussed in the following section.

The second group of challenges involves ensuring that the new P2 information sources are accessible through the DENIX P2 framework. This goal requires, first, that the P2framework be placed and linked in visible, easy-to-access locations on DENIX. In addition, it is critical that available P2 resources be linked and accessible through the framework. The first challenge in this area involves the visibility of, and ease of access to the framework. As noted previously, several P2 resources are not available through the framework at this time. Unavailability of these resources is in part due to the unavailability of electronic links. Several recommendations offered below address the need both to keep the information on the P2 framework current and complete, as well as to ensure optimal quality control. These recommendations take into account the dynamic, evolving nature of P2 information as well as the evolving functional requirements of DOD and service P2 professionals.

Management and quality control issues-the third set of challenges-are critical to ensure optimum quality control and the integ- rity of information on DENIX P2 framework. The dynamic nature of P2

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Surua S . Prasad and Michael A. Alexander

Establishing and maintaining the DENIX M framework is an ongoing process presenting a number of challenges and potential pitfalls.

information and needs makes these challenges particularly difficult. As links to new substitution technologies become known and available, they must be added and substituted for the old technology resources. Thus, maintaining the framework requires continual moni- toring of resources and links.

AREAS FOR IMPROVEMENT AND RECOMMENDATIONS

follows: Proposed areas for improvement and recommendations are as

Establish and maintain a reference file providing complete documentation of new and important World Wide Web sites and URLs not currently linked to the DENIX P2 framework, as well as information that is available on the Web but not linked. Also, information in the current DENIX P2 framework must be constantly updated as new resources become available. These proposed enhancements require additional manpower and resources for implementation. Make DENIX P2 framework information easily accessible to the P2 community through more visible and easily accessible DENIX locations.'This can be accomplished by placing information on DUSD(ES) under the "Pollution Prevention'' information category. Additionally, link the framework to the "Gateways" category, which is noticeable as soon as the user accesses the DODmenuinDENIX. Place the frameworkat additionallocations that are accessible to users: for example, link to other home pages, suchas the army (Army Environmental Center), the Navy (Naval Facilities Engineering Service Center), the air force (Air Force Center for Environmental Excellence); and the armed services, the Marine Corps, and DLA. Bring P2information onDENIX under configuration control (ie., freeze P2 information on the current DENIX P2 framework). In addition, establish who authorizes changes in existing information based on new findings. Validate and document the P2 information currently on the DENIX P2 framework. Build and document a cross-reference file for verifying P2 information that is not currently available via the DENIX P2 framework. Provide demonstration(s) to the user community on use of DENIX P2 framework information resources.

CONCLUSION Establishing and maintaining the DENIX P2 framework is an ongoing

process presenting a number of challenges and potential pitfalls, as indicated in the previous sections. However, it is equally clear that such a system is critical to the viability of the overall DOD pollution prevention and environmental security effort. If properly maintained and updated, the DENIX P2 framework can help Defense environmental



professionals manage complex environmental P2 programs, producing savings in cost and effort and increases in efficiency.

The findings suggest that within pollution prevention management, the P2 framework is useful in:

Identifying the predominant pollution prevention regulations, plans, and technologies and other related information. Assisting in the design of P2 programs. Estimating costs associated with P2 programs. Establishing bases for the selection of P2 measures. Developing representative conditions for selection and implementation of an alternative P2 technology. Providing guidance for designing study protocols. Assisting scientists, engineers, managers, and administrators in designing alternative and substitutive technologies minimizing adverse environmental impacts. Providing guidance in the formulation of environmental regulations.

ACKNOWLEDGMENTS This report is based, in part, on work conducted at DESCIM PMO

under the direction of Mr. Warren Meekins, P.E., Executive Director. Mr. Michael A. Alexander served as team leader at DESCIM PMO during the early phases of this task. Technical support services were provided by Anteon Corporation, Oakton, Virginia, with DESCIM funding via con- tracts with the vendor through U.S. Army Environmental Center. These data are not to be used by any parties for redistribution without the consent and approval of DESCIM PMO. *:*

REFERENCES Department of Defense. (1996, March 15). Department of Defense Regulation. Number 5000.2-R. March 15.

Defense Environmental Security Corporate Information Management Program Management Office (DESCIM PMO) (1996, November 18-22). Pollution prevention technology information transfer session report. Alexandria, VA: DESCIM PMO.

Defense Environmental Security Corporate Information Management Program Management Office (DESCIM PMO). (1997a, November 5). Alexandria, VA: DESCIM PMO.

Defense Environmental Security Corporate Information Management Program Management Office (DESCIM PMO). (1997b). Defense Environmental Network Information exchange-DENIX. Migration Module. Alexandria, VA: (DESCIM PMO).

Doxey, K., Marqusee, J., & Dunn, W. (1997, Spring). DOD’s Environmental Technology Development. Federal Facilities Environmental Journal, 8( l), 73-84.

Prasad, S.S. (1997a). DESCIM PMO P2T2 efforts. Proceedings of the Navy Pollution Prevention Conference, May 13-15, Arlington, VA.

Prasad, S.S. (1997b). Activities within DESCIM PMO P2T2. Paper presented at the Tri- Service Pollution Prevention Technical Library Workshop, February 11-12, Port Hueneme, CA.

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Surua S. Prasad and Michael A. Alexander

Prasad, S.S. (1998). A perspective on integration of information. In National Center for Environmental Decision-Making Research in Support of the Decision-Aiding Tools Research Program, tools to aid environmental decision-making. New York: Springer-Verlag.

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