AID TELECOMMUNICATIONS

NICATIONS AUTOMATION USERSDATA PROCESSING

STRATEGY FOR THE FUTURE

M/SER/IRM, SEPTEMBER 1984 FINAl, REPORT

PLAN AID TELE0MMUNICATIOU REQUIIUEMENTS AID TACTICAL (1905-1909)

Bureau of Managenent Office of Information Resources Management Agenacy of inlernational Developmenk TABLE OF CONTENTS

Page Ilumber

Executive Summary

I. Background and Introduction I-I

II. Telecommunications Requirements 11-1 illI-I III. Technology Options IV-1 IV. Evaluation and Recommendations

Appendix A -- Telecommunications Technology Assessment Appendix B -- Cable Link to State Appendix C -- lequirements Analysis Methodology Appendix D -- Cable Traffic Analysis Plan Appendix E -- AID Telecommunications Implementation Appendix F -- Text Traffic Analysis Appendix G -- Electronic Mail Appendix 1 -- AID Telecommunications System Budget

i I N D E X OF E X II IB I TS

Following Page Humber Exhibits

ES-I ES-I Study Background ES-3 ES-2 Local Area Network ES-I ES-3 Benefits--Estimated Direct Cost Savings ES-I ES-4 Benetiis--Reallocatlon of Professional Time ES-I1 ES-5 Implementation Plan ES-l ES-6 AID Telecommuncations Component Milestones Summary ES-Il ES-7 AID Telecommunications System, Estimated Budget 1-5 1-1 Study Parameters and AID's "Space Futures' Scenario 11-3 11-1 AID/W'ls Existing TelecommnUnications Topology I1-5 11-2 AID's Communications Center Equipment (Building 11-5 11-3 Existing AID/W Telecommunications Hardware summary), March 1984

In the USAIDs 11-9 11-4 Existing Telecommunications Hardware (Shown by Priority 11-11 11-5 USAID Telecommunications Requirements Assigned by the User on a Scale o[ One to Five) lI-11 11-6 AID/W Telecommunications Requirements (Shown by the Priority Assigned by the User on a Scale of One to Five) 11-13 1I-7 USAID Needs to Access External Data Base

it I N 1) E X 0 F E X II 1 B I T S (coitinued)

Following Page Number Exhibits

11-8 Electronic Mail Components 11-17 (Shown by Priority Assigned by AID/W Offices on a Scale of One to Five, Grouped by Building) 11-9 Estimated Daily Data Traffic To/From AID Main 11-21 Computer, FY06

11-10 Estimated Daily Data Traffic, Pages Per Day, FY86 11-21 11-23 l1-l1 Estimated Daily AID Cable Traffic (Shown in Number of Pages) 11-24 11-12 Estimated Cable D)istributiol Within AID/W (Pages/Day), FY86

11-13 AID/W Document Traffic Patterns and Daily Page 11-26 Estimates, FY84 and FY06

11-14 Estimated Total AID/W Traffic, Pages/Day, FY06 11-27 (Cables, Text and Data) 11-28 11-15 International AID Traffic Eftimates, FY86 11-29 11-16 AID/W Staff by Building, FY86

11-17 AID/W Equipment Projections, FY86 11-30 11-30 11-18 USAID Staffing Level Projections, FY86 11-30 11-19 USAID Equipment Projections, FY86

iii 1 II I) E X 0 F E X II 1 B I T S (conltinUed)

Following Page Humber Exhibits

111-I Capability of AID's Existiig Conmunications 111-4 Facilities to Meet AID's Telecommunicaions Requirements 111-6 111-2 Dlect Cost Savings 111-6 111-3 Benefits-Estimated Direct Cost Savings 111-6 111-4 TDY Cost Savings 111-6 111-5 Allocation of professional Time 111-6 111-6 BenefiLts--AlLocation of Professional Time 111-9 111-7 Local Area letwork Option II-11 111-0 PBX Optiun 111-13 111-9 Point-to-Point Option

Iv 1 14 D E X 0 F E X II I B I T S (continued)

Following Exhibits Page Number

JV-l A Set of Five Major criteria for Selection of IV-6 Alternative Solutions for AID's Telecommunications System

IV-2 Estimated Capabilities of Options to Meet User IV-9 Requ irements

IV-3 Cost Comparison (Shown in Thousands of Dollars) IV-13

IV-4 Recommended AID/W network IV-13

IV-5 Recommended Overseas network IV-15

IV-6 AID Telecommunications System Implementation Plan IV-1S

IV-7 Estimated Budget AID/W and Other Functions 1V-20

V I H D E X 0 F E X II 1 B 1 T S (continued)

Following Page Number Exhibi ts

C-2 C-I Requirements Analysis Methodology C-5 C-2 Number of Typewriters Per office (5-Building Scenario) C-5 C-3 Staffing Levels by Office/Building for AID/W FTE's (5-Building Scenario) D-2 D-I Cable Analysis Methodology cable D-3 D-2 Processing of an AID Incoming and Outgoing D-5 D-3 Daily incoming, OuLgoing, Comeback and Secondary Distribution of Cables to AID Offices and Buildings Measured In Pages o. cables D-5 D-4 Geographic Destination of Unclassified AID/W Cable Traffic Traffic D-5 D-5 Geographic origin of Unclassified AID/W cable Unclassified D-5 D-6 AID/W Estimated Daily Incoming/Outgoing Cable Traffic by Precedence indicator Measured in Number of Cables D-6 D-7 Estimated Number of copies Produced by an i incoming/Outgoing Unclass fied AID/W Cable Which D-6 D-8 Estimated Daily Summary by Time "erlod An Unclassified Cable Was Receive," or Transmitted D-6 D-9 Five Year Projected Daily Cable Traffic

vi )EXEI 0 F E X If I I 1 T S (continued)

Following Page number Exhibits

F-3 F-I AID/W Data Collection Plan -- Text Traffic F-3 F-2 Proport!ons of information Exchange Between AID/W Offices In F-4 F-3 AID Text Document Distribution patterns as Shown and User/1RM Analyst Estimates -- Number of Pages Sent Received Daily -- Inter-Building Level Sent and F-4 F-4 Number of Pages Word Processed Documents Level Received Within AlD/W Daily at the InLer-Building F-4 F-5 AID Inter Office Mail Distribution Pattern Shown by Number of Pages Sent and Received Daily at the Inter- Building Level F-4 F-6 Intra-Building information Flow Within AID/W (Shown in Number/Pages Sent/Received Within Each Building and Between Buildings) F-6 F-7 Mail Traffic Analysis Methodology Rooms F-6 F-0 Current Incoming Text Flow Through AID/W Mail F-7 F-9 Estimated Average Daily Page Volume of inter-Office Mail Received by AID/W Offices (Grouped by Building) F-7 F-10 Peak Daily Mail Estimates Mail F-7 F-Il Five Year projected Daily Inter-Office

vii EXECUTIVE SUIIMAIY

a long-range telecomiimunica- This report presents the results of a study to develop the All) environment, inI- Lions plan for AID. Telecolnmulications, as broadly defined in data between and among automatic clude the electronic transmission of Information and anid microcomputers, as data processing equipment (ADP), word processors of all Lypes rul by the Departmeit of well as the DIplomatic Transmission Syste. or cable sysltem, State. system The purpose of the study was to examine the need for a new telecommmunications implementatloit of the recom­ for All) and Lo develop a five-year tactical plan to guide mended telecommunications strategy for AID/W and the USAI)s.

1. BACKGIOU111D established in the Exhibit ES-i summarizes the impetus, objectives and assumptions convergence of the Agency's con­ initial planning for this study which emerged from the the advent of new, tinuing development of its Information processing capabilities and more "user-frienmdly" communications technologies. of the existing AID's increasing familiarity with the communications potenitial of an integrated equipment base has spurred user interest In the development components of AID's telecommunications system to unify the diverse technology existing conficuraLion, both in AID/W and the USAIDs. large demand This user interest has been highlighted by the increasingly from the user commumity. (both AID/W and USAI)s) for telecomnmunicaLions or data connections t:o allow them to "dial-up" other users, computers, bases.

AID's decision to Three Department of State initiatives have helped trigger develop a telecommunications plan: Exchaiige ([BX) to re- The decision by State to purchase a Priva-e Branch will also serve All) and has place the existing telephone system. The 'IX system. the potential to be the backbone of a telecommuncaions

-.1­ EXItlBIT ES-1 STUDY BACKGROUND

IMPETUS OBJECTIVES ASSUMPTIONS

CONTINUATION OF AID IDENTIFY USER REQUIREMENTS * MAXIMIZE PRESENT INVESTMENTS AUTOMATION INITIAIIVES

* USEII BEOUESTS * ASSESS TECIINOLOGIES o USE SlAIE FACILIlIES 17t * EXIERNAL DEVELOPMENTS DEVELOP OPTIONS * FIVE-BUILDING SCENAIUO

- SATE'S PBX COMMITMENT * MAKE RECOMMENDATION - CABLE IMPROVEMENTS - IIIGII SPEED NETWORK * PREPAIIE PLAN AND BUDGET AID State's request that All) reduce the maniual processing of outgoing Center cables by providing an electronic link from the All) Commuiilcations to State's cable transmission system.

State's agreement to provide leased Ilntes [or internaLlontal conimunica­ Lions, apart from the cable system, between overseas posts and AID/W. two New telecommunications technologies have appeared on the scene in the past years that promise the capability of connecting AID's growing electronic infor­ matLion processinig equipment base. (These new technologies are described in Appendix A. )

2. STUDY OBJECTIVES

The four basic objectives of tie study were:

system 1Deternhmie user requirements and size the traffic a telecommunicaLions would have to carry within AID/W and between A1D/W and the USAIDs of technical Assess existing telecom|munications technologies in terms of a set tech­ criteria, including performance, compatibility, ease of use, flexibility, nological maturity and costs

Recommeid a technical solution for AI)/W and the USAlDs for FY85 - FY09. Prepare a telecommunicationus tactLical plan and develop a budget

3. STUDY ASSUMPTIONS assump­ From the beginning of the project to accomplish this study, three primary tion|s were developed and followed by the study team: experience by Maximize present investments in equipment, software and perso||n|el finstalled ven|dor looking for options which would be compatible with currently systems (e.g., Wang, IBM, etc.) duplica- Use Department of State facilities it all cases possible to eliminiale Lion of effort and ma||ageme||t.

-2­ Is planned was used throughout this sLudy, sinice Al,/, A five bulIding sceisarlo by buildings, as compared to the p)esent nine, for consolidation into five L i developmlnental projec ons. .)tilie, 1986, for all sizing, costing and

TO MEXIT All)'S TE1,ECOHFMJl lCA'I'i'IlJ IEQUIREM NTS 4. CAPAliI .iTY OF COMMUNICATIOIS FACiIITIES

there are five primary Capabilities IBased on1 tie User Requirements Analysis, system would have to support: that any new integrated agency-wide automation e(iuipmelt fr purposes of docu­ - collmunicatLions betweeli off ice ment and file exhlahje users to send and receive messages - Electronic mail, a service that allows stored in their electronic mailboxes aid batch sessions and - Access to Lte AII)/W iain computer for interactive remote job entry provide access to external computers - Access to a public data network to

to distribute incoming cables via elec­ - W ithin AI)/%I there is also need tronic links to the recipient otilces

would have to have the capacity to Additionally, any telecommunications system handle the volume of traffic and users projected for All). network In AID/W ES-2 summarizes the expected topology of any potential Exhibit volumes within locations with regard to personnel locations and total traffic as well as between locations. described above cannot be umet The full range of Lelecomnuunicatlons requirements by AIl)'s current comuuiications facilities:

inter-office mail and courier service are - TriTe APO, diplomatic pouch, AID/W into electronic distribution media that cannot be transformed hardcopy by users as "too slow." tLransmission facilities. They are also perceived

-3­ EXtIBIT ES-2 LOCAL AREA NETWORK

SA-15 SA-1

ols DtEASED MAWNrIIAME - NS

- EXIEIINAL DATA BASES -

SA-16 _ _(_ _

Div -IN MANSTT C-E ' ;1Dp such as I)TS, the telephone Although otler existing coutitinications systems system being system and the Incipient point-to-point telecommnunications being tupgraded and expand­ i|np[eltented on office automation equipment are range of the Agency's re­ edl these sysLemis can only satisfy a limited qu I rements. support to the USAIDs, The Agency is taking steps to provide communications date, this support Lhe regional financial accounting ceIters; btL to especially the backbonie [or an inte­ has been on a case-by-case basis and does not provide grated USAID-AIl)/W network.

5. TECIIINOI.OGY OPTIONS FOR AlD/VW set of potential technology op- Muring the course of the study the team refined the considered best suited to the AII)/W en­ tions to arrive at a set of three alternatives vironment. These are:

S iLocal Area network (IAN) * PBX (Private Branch Exchange) * Point-to-Point Communications requirements, provide a wide These three alternatives, while meeting the projected brief description of each of the range of technological options for the future. A alternatives appears below:

Iocal Area Networks a distributed type of The Local Area Network (MAN)alternative for AlD/W is processing devices network or transmission medium that connects information and other equip­ such as word processors, comiputers, printers, ADP terltminals distributLed throughout Ment. Control of tite various network elements may be the network, or it may the network, at tie point where each device connects to as the mainframe, or a be centralized at some network control location, such Network Control Center.

Private Branch Exchange (PBX) to All) is the The most centralized of Lte technology alternatives available switching system Private Branch Exchange, or PBX, a private, on-premises PBX originally designed to handle telephonme com|||uaicatioils. The digiLal

-4­ marketed by Ar&r, Lhe Imension 5, Lhnt AlI) is acqu iring f[or voice ct1mnnunica­ Lions, also has some 1linLted data switching capabililLies. it cannot be deter­ mined wilh any degree of assurance aL this time [hat Lilts IIX will he developed stiffci:ieniliy for use in AI /W for Lthe [illI rangje of' telecoinmunicatlois require­ liitell:s. Control of Lie PIIX network Is centralized iii tihe 11X Main (Conl:rol Center.

'oint-to-I'oint cominunications

This commuications alternative cOrreSpoIdS must closely :p present arrange- achieved liients for AIi)/W tetecommunicatLons. Connectivity between devices is when needed (although lines may be dedicated for this purpose), and a circuit or mil­ must be established for each comimunications session throtlgh switching tiple dedicated lines connected between parties wishing to communicate. Coml- Iln Le AID environment, by far the most practicable form of point-to-point does miunicatlons would use a mainframe computer as the central switch. (This would play not mean that tie mainframe on which data processing is performed this role, only LhaL a large computer Is required to swiLch and route communi­ and a PC in cations). Connectivity between devices, such as a PC in Hlosslyn of these devices to the Main State, would he through Lie independent connection Lhe main­ commiunleations controller of the mainframe. Besides coniectivity, frame would have software to resolve any differences between the claracteris­ ties of Ltie devices attched to it (e.g. line speeds, protocols, etc.).

6. EVALUATI(Mi AID RECOMMENIDED SOLUTIONS compaL- These alternative architectures were first compared in terms of performiance, on technical merit, il)ility, ease of use, flexibility and cost. The lAN scored highest since much of the while Ltie P3X was most attractive from a cost standpoint, particularly In support of Ltie voice PBX Infrastructure will be supplied by the Department of State merit with tle telephone system. The Point-to-Point option scored lowest on technical highest cost overall. to meet In compar!ng each of the three alternatives with regard to its capability sigiificantly higher [han Ltie short and long-range AID user requirements, the LAN scored either Ltie PIIX or Point-to-Point.

-5­ "1. ICRECOHMENDEi) S0I.U'ILIS AREl' A i.AlI 10 SUIPORT AI D/W WITH'OIIT-TO-POINT COMMUNICATIINS

ot a Local Area The recomnended Lelecommun icat Ioils solution for AID consists In AI)/W buildings, while USAII)s are given the cap­ tieLwork (lAM) to be installed equip­ ability of establishing leased and/or dial-tip comlujinicaLions to a varieLy of should also be pro- Ient connected to the AII)/W network. TelecolumllnicatiOlS support centers such as tlhe vided between USA]I)s, especially Lhose reporting to a regional ilegional Financial Management Centers (RFlCs).

The AII)/W network will consist of two componenLs: of A Local Area tieLwork connecting all of AID's equiipment for purposes exchanging documents and files between office automation equipmelL and providing connectivity to the USAIDs. in- A value-added component, consisting of all other system enhancements, to external data cluding increased access to tihe AID miain computer, access bases via a public data network tlap, electronic mail and, tot AID/W, elec­ Lronic distribution of Incoming cables.

The USAID's teleco|||mmunications approach consists of two major col||ponents: via tile AID/W * Providing connectivity to the AID/W network and/or other USAIDs IAH responsi­ Providing regional network hubs to support posts that have regional bility for other USAIDS (e.g., IFMC's, etc.) paragraphs: The ratlionals for these solutions are explained briefly in tile following

(1) AID/W I.Atl that Sizing and configuring Lte local area network for AII)/W presupposes AID/W Accordilng to will be located in five buildings by FY06, as M/SElt/MO has projected. and estimated this scenario, based on staff and of.ice allocation iii these buildincjs local area network. traffic projectionis, tile b)est solution for AID is a broadband

-6­ A L.Ai is a distr ibuted type of transmission medium that connects automated equipment for purposes of electronic transmissions. In this case, a broadband is coaxial. cable neLwork capable of supporLing voice, data and video transniissioils recommended, for the following reasons: to The broadband LAN scored highest on technical mer iL: when compared alLernaLlve telecommunications technologies

- IL offers the greaLesL performance capabilities in terms of load cap­ ability, transmission speed/Lime respo|se/delays, error detection, maintenance and security.

- It will be compatible wiLh an estimated 90% to 95% of AIl's installed equipmient base by FY86, and consequently, with existing protocols, and can be co|nected Lo public data networks.

- I is easy to use from the point of view of users, maintenance and supervisory staff, e.g., screen formats can be designed Lo make the circuitry "transparent" Lo the user.

- It offers great flexibility [or geographic expansion and reconfigura­ to an- Lion, since equipment can be moved easily from one location oLher by plugging it into the connecLor at the new site. (Broadband as cable can be tapped for additional "drops" to user locations, needed.)

add­ The I,AN approach also lends itself to applications upgrading, should video tran|s- ILional value-added functions be desired, such as graphics or for Lhose missions (for teleconferenclng) Lo support growing user requests capabilities. |neL- The LAN also provides connections to wide-area or meLropolital-area works, as well as public data networks. since a large por­ Although the [AN Is slightly more expensive Lhan tLhe PBX, especially of the PBX will be installed as part of tie new telephone Lion of the infrastructure Lime. sysLem, tie technical advantages make Lite LAII a safer investmenlt [or All) at Lhis ill its data handling capaulliLies, the LAII can Should PBX Lechnology become more mature for also be integrated with the PBX to provide even greater connectivity aund flexibiliLy AID's equipment base.

-7­ coaxial cable The ntetwork layout recoitinemded for AII)/W consists of two hroadbaimd iPosslyn (SA-l8)j inetwoiks, one connecLing Main SiaL.e and SA-l , and anoLher located in to Lhe network for with Lwisted-pair wiring (e.g., Lelephione-type wire) providing access in the three build­ AhI/W staff in SA-15 and SA-16. The use of broadband coaxial cable ings is warranted by the hiijh Leriiunal/workstaLion density. River, The Iwo l.ANs would be Lied t:ogeLher via leased lines crossing ithe I'oLoIlac as part of the Dimension probably as several channels on a line owned or leased by State 85 SysLem.

(2) The Value-Added Network in AID/W main Value-added functions such as additional and more flexible access to the commi­ computer, electronic mail, electronic cable distribution and access Lo other puters via a public data network can best be supported by a lAN.

Value-added functions can be added to the network incrementally, e.g., phased in over time, as user needs and system capabilities change. com- Two cable enhancements recommended for implementatlon are value-added ponents of Lhe network:

Automating Lite reverse link betweenl AID's Communicatlions Center and State's cable transmission facililty

Providing AID/V| offices with Lte capability of transmiLting cables created on word processing equipment directly to the All) Comimunica­ tions Center for transmission overseas.

Additional cable system enhancements may also be considered, such as:

Providing on-line cable queries from a cable data base housed on a coimputer in the AID Communcations Center or on Lite All) main computer

Providing for electronic distribution throughout AID/W of incoming cables.

--- (3) TelecommltiCatilos for the USAIDs A three-pronged approach is recommended tor Imiplemetutation of the USAID-based system, depending on the level of automated support the USAID telecommunications required to enjoys. l)1[erent types of hardware and software coimunications will be equip missions, depending on their existing automatLio capabilities: as well as USAIDs with VS equipment, possibly also including an OIS, mlcrocomputers

USAIDs with OIS equipment, also including ilcrocompiuters

USAIDs with microcomputer only installation schedule Depending on the capability of the installed hardware and the of telecomnmunications determined In concert with the l)epartment of State, two types connections will be made from USAID's to AlID/W: to AID/W, Point-to-point ccmmftlnicat ions from VS equipment In tme USAIDs via leased circuits provided by the DeparLtment of State equipment Point-to-point communications from VS, OIS and microcomputer from the USAIDs to minicomputers located on tie AID/W distributed network, e.g., the broadband LAN. direct communications between USAIDs will be established, either Additionally, lines, of State's communication centers or via commercial dial-up via tie Department processing exists, it those instances where regional responsibility tor ititorl.aatlo, or where acceptable long distances links are unavailable. between equip- Initially, until bite LAti is installed, point-to-point commutilcatioits will be put Into operation. The amount of active user ment in tite USAIDs and AID/W the and coordination will be much greater tHian will be the case when intervention routing tLrans­ in Moreover, some USAIDs with VS equipment will begin LAN is place. until the recipient via the mainframe where it cat b? queued atd stored missions power down their OiS equip­ in AID/W retrieves it. Typically, AID/W offices office unless there is some queu­ nLett il the off hours. Since transmissions cannot occur that most USAID-AJD/W tratistis­ or store and forward capacity, It is expected ing utitl VS nminicomputers on slons will be channeled via the mainframe in this [ashion te distributed LAN take over this function.

-9­ transparent," Gradually, as Lhe LANI Is installed in AII)/W buildings, a more Lhe user irienidly type of comUl unical ions capabiliLy will exist between AII)/W and and access to data bases USAII)s, which will allow generic addressing of messages dynami cal ly.

U. BMEtHFITS ACCIUItG FIROM TIlE PlOPUSED SOLU'IUH telecom­ The benefits anticipated to accrue from Lhe implementation of an intejrated intunicaLions sysLem throughout the Agency would fall into Lhree major caLegorles:

Measurable cost savings of an estimated $2 Plillion/Year -- The jreaLest direct between cost savings would be reflected in reduced telephone bills, especially All)/W and the USAIIs and travel, e.g., fewer TI)Ys. (Exhibit ES-3).

Better Utilization of professional Time -- It is estimated LIhat between four and seven million dollars worth of professional direcL-hire staff Llie per year could be used for more productive activities if a telecoimnlun icat-ions system were in place and fully utilized. (Exhibit ES-4 estLimaLes poLential savings by real location). project Intangibles -- The major =inLangible" benefits would consist of reduced Ole cycle time, coupled will higher quality information and a reduction iln amount of paper circulating within tile Agency (leformn 88).

These estimates were obtained directly from AID/W and USAIDs via tine Iequirements of Analysis and from productivity improvement estimates based oin a study of tie impact introducing automation technologies in tile Fortune 500 and large government agency envi ronment.

9. MAIJAGEMENT ISSUES AFFECTIHG IMPI.EI'EHTATION

During tile course of Ltiis study, a number of management issues have been identified of ­ which need to be considered and acted upon in conjunction with tile detailed design telecomnmunications network:

Information Resource Management issues concerning tile expanded access of users to data and the proprietary (ownership) of the data. Distributed data bases resulting from this access need to be assessed with regard to their 'otticial, standing.

-10­ EXI1IBIT ES-3 BENEFITS - ESTIMATED DIRECT COST SAVINGS

$2 MILLION PER YEAR

OVERTIME13.5%)AIDI/W

€~OMMETCAL

PI lONE ""..

FIS //"112.1%) COMMERCIAL TELEGRAMS & COURIERS 10.70/6)

- U.S. POSTAL FEES

160.7%1%j

141/ot EXI IIBIT ES-4 BENEFITS - REALLOCATION OF PROFESSIONAL TIME

0 11 10 164 STAFF YEAtS ESIIMATED BENEFIT PER YEAR VALUE: $4.7M TO 7.OM POTENTIAL

.SAVINGS *.*..:.:::l POTE..... N AL I 3 . il...... ­

...... POT EN T IA L ...... POTENTI L ...... 2 .0%

..... CR AINGS ...... 0 %1y to handle elec­ (:able related issues concerlning what procedures are necessary Lransmitted via tronic signatures of outgoing cables (or any documents being to cables and/or the neLwork). Electronic storage of cables, limiting access cable database. lunction will be System managerial issues concerning how the teleconiiitcatlons of the telecommuni­ organized and staffed. Arrangements [or 'local' manage ment the centralized mail­ cations in the USA1DS and In AlD/VW offices as well as how on matters of: asement functions in relation to the local organizations

- Training

- User help and operational assistance - Applications design and development. and micros User training will, just as the introduction of office automation support capabili­ did, require the establishment of suitable user training and ties.

10. IMPLEMENTATION PLAN AND COSTS re- ES-5 and ES-6 depict the general plan at a very high level. ES-5, Exhibit deliverables, while a bar chart showing the major tasks and projected target presents components of the net­ ES-6 shows the expected 'annual status' of the major functional work. outlined in this A summary of the overall cost of implementing the recommendations study are included in Exhibit ES-7.

-]I­ EXI IIBIT ES-5 AID TELECOMMUNICATIONS SYSTEM IMPLEMENTATION PLAN

& DESIGN NETWORK & * IMPLEMENTATION PLAN ..A * U SAID 'sLINK S ...... a RFP PROCESS * ELECTRONIC MAIL PILOT * IN-HOUSE ELECTRONIC MAIL * IIARDWARE PROCUREMENT * INSTALL ROUTERS o CABLING --- A A- A A A e REGIONAL NETWORKS A * ACQUIRE SOFTWARE , A A A e DEVELOP TAILORED SOFTWARE * DEVELOP TRAINING o INTERCONNECT OIS's TO LAN , , • ,,,m-_ &, o LAN IN AIDIW UP . e MAINFRAME ACCESS * ACCESS EXTERNAL DATA BASE o CABLE DISTRIBUTION * INTERCONNECT DIU o INTERCONNECT ADP o SWIlCII OVER SOME ADP o CABLE QUERY m,

"LINES WIII MUtIIPLE MILESTONES REPRESENT DIFFERENT PIIASES. E.G.. BY BUILDING. MISSION. E1C. EXIIIBIT ES-6 Al I) TEiLECOMMUNIICATlOIIS COMPOIi I':NT Ml1i,FIS'IUNI S

FY09 FY85 FY86 FY87 FYO

Rosslyn Maintenance Maintenance AID/W IIASE NETWORK Iesigin & New State Proctirement SA-1

Maintenance & Continuance of MESSAGE SYSTEM I)esignf& 10 13 USAIDS 14 USAIDS USAID of Migration USAIDS continuance Mfgration USAI DS USAL I)S

StaLe 6 Rosslyu Maintenatce Maintenance EIECTI1OI'IC MAIL Pilot Test New Procurement SA-i

& Migrate Maintenance Maintenance CABI.E DISTRIBUTION Design Procurement Installation into E-Mail

Maintenance Maintenance Maintenance CABLE (AlI)-STATE) I-INK Des ign Coding-Testing Installation

OTHER MAJOR INITIATIVES

t CABLE DATA BASE I CLEARING HOUSE * INFORMATION CEINTER EXIBIT US--I All) TE:LECOMMUH I CATI Otis SYSTE'MS ES'I IHATEI) IBUDGET SUMMARY

FYO5 FY86 FY07 FYO8 FY09 ToLal

AII)/W L.ocal Area IieLwork & overall i)esign

050 150 150 3190 Hon-Iectirriii Costs (one-time) 300 1740 70LI 700 700 3050 IRecurrinky Costs 200 750 050 850 6240 Total AII)/W tletwu[k 500 2490 1550

Other FunctmJolls 150 100 1080 . USAID Links 170 390 270 600 * Cable System Distribution 300 300 450 Electronic Mail 150 250 50

100 2130 Total Other Functions 320 940 620 150

2170 1000 950 0370 Grand Total 020 3430 I I • IICiCL S I,O

To conclude, by tarnessing tie present comvergence of technology and Integrating by InellSf (A tt|ecointintLcatLoi", office automntOlto ani dntn processing, tile management of the Aency not only Increases the productivity of the orgnnl.7ntLon but assures for the Agency the FloltowLg untangLble beneELts.

A hl.gher vnlue-added dimension to Information by Increasing Its timely delivery where -Ind whenl needed

Ily Incresng tile t1um)er of communLcation chnnelts new sources of information become readLy available where they ialy have a higher Impact

Networking, by Its nature allows mnagement maximum (LexiblLty in planning control and operations, nnce time and distance constraints are, If not eli minated, at least reduced extensively

FLinll y by Increasing the usage of telecommtnication amon tile geographLcal distributed parts of tile organization, concensus - which Ts anl intrinsic char­ acteristic of the culture of tile organization - Is reached in a more timely, economical and efficicant manner, thun assuring management an, o)tional working environment.

-12­ . ACKGROUN1D AND INTRODUCTION 1. BACKGIOUID Atli) INTRIODUCTION

strategy tor the This report presents the results of a study to develop a long-iange Telecommunications, as broadly defined development of AID's telecommunications. further ot information and data in the All) environment, include the electronic transmission (ADPE), word processors of all between and among automatic data processing equipment can occur over ordinary tele- types, microcomputers, and the cable system. Transmission wireless form, such as by microwave or phone lines, leased lines, coaxial cable or in satellite, as in tile case of the cable system. for Management, principally the The study was conducted by a team from the Bureau Mqanagement Operations (MO), with Offices of information Resources Management (IRM) and 1904, tile study generated results the support of three contractors. Begun in .January the Managelent Bureau in August which were presented in briefings to senior managers in and September 1984.

I. s'rUDY PURPOSE its information This study is part ot the Agency's continuing development of and budget, as well as technology, which has received considerable management attention increased utilization, in the past several years.

(1) User Requests and AID/W where A major impetus for this study came from users In the missions and ADP terminals are approximately several hundred word processing, microcomputer in expanded and more now installed. Users have expressed a rapidly growing interest reasons: sophisticated telecommunications than they now have for several be­ AID's interoffice mail, State's pouch system, and hand carriers are message trans­ lieved to take too much time for many kinds of document and mission, especially with regard to tile USAID-AID/W lcoimui catioils. presently Most end user equipment, apart from the ADP terminal network, Data for have minimal, if any, telecommunications hardware and software. in most cases. input and outputs need to be transmitted in hardcopy form,

I-I and Mlany new application software packages, especially for word processors not microcomputers, have or are suitable for telecommuicattons, buL are sufficientty exploited by the Agency.

The user interests have been Uighlighted by tle iticreasitgly large demand connec­ from the user community (both AID/W and USAIIDS) for telecomniiiications ability to 'dial-up' tiois (e.g., the I.atin American lureau has requested the all posts In the region from its WANG (IS).

(2) External Deve.loPmenLts

In addition to user requests, a number of State DepartmeLt-related developmelfts strategy study: helped to trigger the initLIatlon of AID's own telecommunicatlolns rie Department has committed to buy an advanced ptivate branch exchange Is expected to which will also serve AID staff In Washington. It ([BX) as a provide not only sophisticated voice communicatlons, but also serve potential channel for sending and switchlng data comimtnlecatLoils.

State wishes to reduce some of the mnanual processing of AII)'s outgoing thlis necessitating the Identification of ways to provide cable traffic, cable room. traffic In electronic form from tite AID cable room to the State

Department is beginning to provide leased lines for tntern.ztional The posts telecommunications, apart front tie cable system, between oversei.s agreement. and AID/Washington, as part of a recently signed Inter-agency amount of There is also reason to conduct this study due to tie substantial of tile ongoing All) and software acquisition budgeted or planned as part hardware include the significant upgrade information technology program. These acquisitions half of FY84, as well as continued AID's mainframe computer capacity in tie last in it AID/Washingtot and the Increases in word processing and microcomputer systems miss ions.

2. STUDY OBJECTIVES AND METIIODOLOGY described in detail Tle study was chartered with four basic objectives, which are below.

1-2 (I) I)etermine User iequiremenits upon As noted above, user requests for assistance in telecollmunicaLions center coniec. with data sources their needs to communicate in electronic form, not only to Lo (Jo this more and the consumers of their outputs, such as documents, but also the study had to rapidly than present communications facilities allow. vherefore, be founded upon a characterization of how users employ ADP and office automation. processing of the data Hany telecommunications needs are, in fact, embedded in the they receive and generate. in the Accordingly, requirements of AlD/W and the missions had to be understood following terms:

information processing functions of user offices and missions, present and desired

Current and projected flow (automated or not) -- "traffic' -- of infor­ mation between and among offices, so that additional telecomiiunications facilities would be sized and connected appropriately.

(2) Assess Technologies

Telecommunications technology is developing so rapidly that among many differ­ risks and costs, in ent alternatives, there are significant differences in technical of betore addition to capabilities, which senior management needs to be aware this major Initiative and acquisition program. The purpose of embarking on a be assessment was to screen all candidates and-explore those which appeared to points: capable of meeLing requirements. The assessment covered the following

Capabilities and capacities of hardware and software for transmission, switching, interfacing, and control of telecommuitnications

Degree of maturity of what is available, and any associated risks

Technical feasibility of using tie equipment to meet AII)'s specific requirements base of Compatibility with existing and planned additions Lo the installed AID's office automation and AI[P equipment

1-3 anid operatliolal Costs of e(iuil )lieiii--inves1liieint. of telecomuimmicalions anld on the Organizalonial Imlpacts, both on iatuagers user S.

(3) Develop o|t ions and Recolmmlenldations be multi-faceted it was clear that requiientenLts would From the study's outseL, needs. technology which could satisfy AIi)'s and that there would be more than one least tlhi;e well cons[ucted alternatives Accordingly, it was determined that at Also, techimical, ;iaanagement, asdm(cost factors. would Ie developed and evaltuatl( on reasons, alternatives had to' )e "pure" [or technical sice none of the technological of hybrids whI,_ia could conmbine practical Lhe study team considered a variety features of differenlt technologies. of one most advan­ anticipated to lead to the idenLtificatioll The evaluation was A primary purpose of anll ) teleciiniUicaLions network. Lageouls recommendation for to enable conclusions, and this alternative this report is to present the facts, the alLernatives and their respective sLrong senior management consideration of points and shortcomtings.

(4) Prepare Plat and Budget costed to provide esLimates of investment Each of the alternatives was to be was believed to be a multLi-year proposition, and recurring costs. As implementation and projection of budgetary requirements the costing also represents a multi-year tie next two procedure, detail was provided for Following AIlt budgetary of the impacts. were also provided for the balance budget years, FY85 and FY86, but figures five-year plan period. planned acqui­ ouLlined including such Items as An implementation plan was also and timing studies, an(d recommended responsibility sitions, pilot tests, additional from of significant management issues, apart for each step. In addition, a number in such for the network, were also articulated fundamental technological choice the and training. areas as information resources management delineates* The project implementation plan sequence over a ,mutiple-yea Description of the activities an(1 their per iod

1-4 EXI IBIT I-1 STUDY PARAMETERS AND AID'S "SPACE FUTURES" SCENARIO

AIDIs "SPACE FUTURES'" SCENARIO - JUNE 1906 EXISTING AID BUILDING LOCATIONS DISTIUCT OF COLUMBIA DISIlCT OF COLUMBIA

8 .102%

0*

5.5o 25.4%

STA%7.2 4 1.6%.% 40.2%

29 99 e1..%4.6%

nOSSLYN /OSSLYN

"PEfCENIAGES INDICAIE alAFF OCCUPANCY

4n . le s ponsibi.lity for Impieieltatlon

* Resources:

Agency funds for Investment and operations

Hluman resources, both direct hire and contractor, where appropriate.

3. BOUIII)AiIY AND SCOPE ASSUMPT1OIIS

A complex study of this nature requires several assumptions, which were developed by the study team after initial work and approved by the IRM and 1O task force overseeing the project.

(1) Geographical and Facility-Related Assumptions

Since AID/W is planned for consolidation into five buildings (compared to the present nine buildings) by June 1906, all sizing projections, e.g., for volume and pattern of telecommunications traffic, need to reflect the five-building lay-out designated by SEll/MO, as shown in Exhibit I-1.

Alternative networks for AID/W need to show alternatives for each building (intra-building network), as well as for the links (trunks) between buildings.

For the purpose of this study, in line with the capabilities of telecom­ to be mnunications devices and software, each overseas post Is considered in "another building" connected with the AID/U network.

The fundamental building blocks of a network within buildings are bureaus an.d independent offices, of which there are 23; these organizational units were the level used for accumulating data on users' requi[rements.

(2) Equipment-related Assumptions

Since AID has a large Investment In IBM and Wang equipment, telecommini­ tie cations solutions should seek to employ this existing equipment to greatest extent possible. Additional equipment acquired by All) should be compatible.

1-5 to Lihe Dilett­ Since AID, wiLi Lte SLaLe ieparLmenL, is commiLtted acquiring sysLem sion 85 PBX, careful consideration had to be givei to usiq Lhat and not only [or voice comummunications, but also for data Ltansmission switching, where possible. computer configuration is Because Lhe acquisiLion of an uptjraded mainframe in process, use underway and Lte 1IIM4341 processor will be freed up the applications of Lhis iachine for neLwork conLrol and telecommunications of tile network on the needs to be carefully considpred, as does Lte impact new mainframe being acquired.

(3) Cable System-related AssuImptions AID's cable The State Department cable system and links between it and teleconi­ room will be kept intact and will remain AID's only classified amount munications network. (Because of prohibitive cost and AID's small be unclassified.) of classified traffic, the AID networks evaluated will -%aciLy, apart AID will have additional international telecommunications r by State; 5 to 10 from the cable system, in new, non-secure lines provided through 1908. missions will be so linked by te end of 1985, and oLhers, for These lines (2400 Baud, synchronous) are to be used communications with Lhe mainframe (queries, for example), etc. transmission of bulk text (such as project papers), but also pernmit These facilities will not only provide mIloe capacity, all of time ptocedural AID to directly control transmissions, without kinds of requirements of the secure cable system, for appropriate traffic.

4. OIRGAIIZATION OF TiIS REPORT

This report is organizied into four chapters, as follows: and asstimptions of the Chapter I ias described Lhe goal, scope, objecLives study.

1-6 user needis AID telecollmmiitcatiolis rec|uireteLits, inlcludinlg Chaplter II describes of tile alld estilated traffic flows, and tie telecolllUlcatlons requiremellLs exisLing iistalled equlipment in AID/W amid tie USAlDs. (networks) Chapter III presents Lite alternative telecnmmntlicaLiolis solutions all(] technology. witi their rationale, based on tite analysis of requirements all imple- Chapter IV analyzes tile alternaLtives, costs them out, all(] [)reselLs lmelitation plan. and tite metLhodologies used A sizeable set of appendices support the body ot tie report of supporting lmaLerials in tite are explained. H/SEiR/IRH has on file a more detailed set form of project working papers.

1-7 TELECOMMUNIChTIONS REOUIREMENTS II. TiLECOM4UNICATIOtNS REQUIREMENTS

conducted for this This chapter presents the findings of tihe requirements analysis activities, including: study. That effort comprised a set of discrete * Assessing user needs in AID/W and selected USAIDs

Mapping of existing traffic flows and distribution patterns

- Within AID/W - Between AID/W and selected USAIi)s - Between selected USAIDs internal distribution pat- Mapping and sizing existing AID cable traffic and and between AII)/W and the USAIDS terns, e.g., inter-office mail, within AID/W USAIDs Comipiling hardware/software inventories in AID/W and tie

Projecting equipment, staff and traffic. AID were now housed in the five All of the information collected is presented here as if However, data were collected M/SER/MO has planned for AID/W use by June 1986. buildings of data should at tie organizational level, thereby permitting the re-aggregation AID/'s aspace futures" change. appendices which describe The findings presented in this chapter are supported by and summarize nhe major the methodology of each component of time requirements analysis findings. A full set of working papers is on file in 1/SER/ION.

The remiainder of this chapter is organized as follows: AID. Contains a dis- Part 1 -- The Existing Telecommunications Environment of both AID/W and time of AID's existing telecommunications hardware in cussion protocols. USAIDs, including hardware, software, lines and communications

11-1 Part II -- TeleconmlunicaLions Rtequirements. Describes Lhe telecomitiunications r eqtl ireiels--alnd u:;e r | ir]r-]-i-s--|-]en -ri fed theLr Inl ormaf |ton suppli led by AIl)/W and USAID sLaffs.

Par. III -- ExisLing Traffic Loads and Projections. Includes data, text and cable Lraffic analyses for FY04 and FYU6

Part IV -- Equipment Projections. Describes the equipment projecLions de­ veloped by the sLudy team, including ItM analysts, in line with staffing pat­ tern projections.

Part V -- Implications of Lhe RequiremenLs Analysis for AID's Telecommiunica- Lions Futu're. ExplainsiRA's telecommunicaLlons goals and obecti-ves andTilghi­ 1-qlits some of the cosLs and beneflits ithat: would result from an enhanced tele- communications system, for AID/W and the USAIDs. Management Implicalions and issues are also Identified.

11-2 PART I. iHE EXISTING TELECOMMUNICATIONS ENVIRONMENT OF AID

This section discusses the existing telecommunications environment in AID/W and tile USAI 1)s.

1. AID'S 'rEI.ECOMMUNICATIOtS SYSTEM IS COMPOSED OF SIX SUB-SYSTEMS

AID's existing six sub-systems are:

A telephone system that carries voice transmissions only, with FTS and WATS capabilities.

A terminal network consisting of three basic types ot data terminals extends to Lite IBM throughout AID/W and provides communications from all All) buildings mainframe computer.

- This network contains remote job entry (IJE), IBM emulation (3270) and the older teletype (TTY) terminals, as well as printers. There are currently entry 82 IBM emulation terminals, 61 teletype terminals, three remote job terminals and 49 printers.

- The topology of this time-sharing communications network is a star con- figuration, with the mainframe as the hub (See Exhibit II-1). Terminals are connected to the mainframe either via dedicated leased lines or dial-ups.

The Diplomatic Telecommunications System (DTS) maintained by the D)epartment of (DTS State provides secure cable communications between AID/W and the USAIDS. is commonly referred to as "tile cable system.") with Beginning in April 1904, the Department of State began providing USAIDs non-secure leased lines for purposes of sending and receiving unclassified end of 1985, materials. This link will be established in 5-10 missions by the and in a oumber of others by 1988. The first test link was set lip with Cairo its April 1904.

11-3 EX 111BIT I1-1 AID/W EXISTING TELECOMMUNICATIONS TOPOLOGY

MAINFRIAMESIBM

TI)C ,.,,,1 DD"MM,CV%,N075STT

USA 'It, 1 USAID 'S PUnLICrIETWOnKS DATA

mmmm mi I 3218

BOMX TI

-N WAG There has heen strong interest in this link, since IJSAIis need a fast, dependable means of providing large volumes of financial and program data to AID/W.

The Mission Accounting and Control System (MACS) is one of the primary candidates for using a regionally-based telecommiunications network between groups of USAIDs. MACS operates in regional USAID centers and services remote USAIDs.

The Wang VS installation in AID/W is capable of communicating with VS minicomputers elsewhere, and has been used extensively for testing Odial-upe communications to selected USAIDs (Nairobi and San Salvador), but is not currently equipped for this purpose in a production environment. Its primary use is for mission applications development work and processing a few relatively small managment control type applications.

Word processing and microcomputer equipment form yet another strata in tme AID telecommunications system.

Most of the Wang word processors used in AID/W and the tSAIDs support dis­ tributed word processing. The OIS shared-logic system permits users at OIS workstations to share libraries, documents, files and telecommunications facilities.

- Some AID/W Bureaus such as the Science and Technology Bureau have acquired two OIS CPUs which are connected through the Wang Inter-System Exchange (IlISE) switch to permit sharing of information betweenL the two ejsteuts.

- Some 01S units have been equipped with telecommunications hardware and software, as described below.

- Microcomputers, for the most part, are still used as stand-alone multi­ functional processors within the AID/W environment, although some have recently installed (or requested) telecommunications software and modems.

- Wang microcomputers are being used as OIS and VS workstations, as well as stand-alone processors.

11-4 Lot designing a potential The existenIce of these six stib-sysLeis establishies the basis network. 4ETTWORlKED 2. AT TIlE PIRESIT TIME THESE ISIX SUB-SYSTEMS ARE 11OT independently of one another. For 1.t present, these six sub-systems operate largely share information. For example: the most part, meclhanistits do not exist for them to

The phone system currently carries only voice communications. computer center and office The cable system is totally separate from AID's automation installations. of State's The AID communications center is linked to tile Department tile embassies and missions. communications Center and via that link, to and DEC computers, in conjunction - AID's cable center uses Data General the hardware found In with Xerox laser printers. Exhibit 11-2 depicts incoming and AID's cable center. For a description of how AID handles outgoing cables, see Appendix D. the mainframe, and via dial-up The AID/W ADP terminal network communicates with terminals and pro­ lines, to other computers. (For an inventory of AID/H's cessors, see Exhibit 11-3.) are not set up to communicate Workstations attached to VS equipment in AID/W although they have the equipment witli tie IBM mainframe in a production Imode, o[ the Property Management and software installed to do so (used in support System). currently communicate with Only a few of AID's ADP terminals and workstations which stores tile W)S data base tile contractor-supported, IIP3000 minicompiter, (AID's "institutional memory"). Ihave been tested in the Data communications between VS and OIS equipment this equipment is in operation li at USAIi)S. The use of remote Wangnet to link not yet available in AID/W. least one mission overseas, but this linkage is

11-5 EXHIBIT 11-2 AID'S COMMUNICATION CENTER EQUIPMENT

CABLE-MS FROM TELETYPE CORE. DOS OCIT MODEL 40 CRT 2 3

DATA GENERAL I COMMIUNCIAIIONS

t:ENIIIY DATA DATCO IE CTUYDIS DEV A IIIA MONTEL DALTA 32DISKDRIVE DATIEIAL CNTU DATA. EP. CORR MODEL 972 MO LIIS E 3 2IA S I VE MODEL S 130 2 DISK DRIVE MVDISK DRIVE IMASTEIII IOPEIIATIONAt

DATA GENERAL DIGITAL DIGITAL lEAETYPE CORE COMPUTER EUIR CORP. EQUIP. COUP. MODEL 40 CRY MODEL S 130 CRT MODEL DEC mIIn

PRINTEHI 3600.1 PRINTFER 360018 IXMP 00 PII~lIII XMP 400 PRINTERII

IIEMOIE AUIOMATIFD REPRODUCTION AND AUTOMATIC MESSAGE ANALYSIS AND CI)ILATING SYSTEM IREARCS| DISTRIBUTION SYSTEM IAMADSI EXIITit1-3

.xliutIt AID/N TelecotmmncatlonN Nnidwante flullIlag Suinn.y nutlch 193143

TEXT iDA T A TE N M I N A 1,8 rIX:ESS()It8 TrInAI.Bh1 rcI FACOIHILE L I " E 0 rP 9EF.D M 0 K AnD/w BUI.D1Wt;S 3270 TTI luB PRINTER.1 N/8 PRINTERS TIP 9600 2400 1200 300 5ITEn ASTIII -AinaTAT 12 16 1 13 13 11 2 13 16 03l-140 111) 162 95 2 S 1 01S-25 12) 31 9 WAIG 5 35 35 I 2 2 APILE is Is IBM 9 9 II it HAN 131I II rAIrAARX J4I 4 4 uEl (1) 1 1 BA-I 61 26 2 20 61 12 14 1 26 018-140643 11 35 1 2 3 HANG-va 11 19 9 ALLIAICE 6 4 2 1 3 018-50 2 2 1 1 1 1 2 2 UP 25 7 5 P 20 2 2 1 1 WANG 5 11 It 5 5 APPILE 15 I5 IBM 4 4 14 14 HANG rIA"rAFx 121 2 2 UNIP I I sA-15 2 3 3 2 2 1 2 3 018-140 631 25 24 2 2 4 h"llS *2 2 PAnAFAX I"1 a a 05x 61) 1! BA-!IS 1 1 1 3 018-140 14 3 2 1 3 033-So 3 I

I 1 IBM I I BA-1 7 16 12 1 1 6 a Is I-plotter 035-140 (a) is 16 3 1 HAM S S 5 I I APPI. 4 4 In 3 3 3 3 MAlO 2 2

26 lot 114 Total 82 62 3 49 485 335 93 15 90 bi-directional text and Software has not been marketed to provide complete, even when Wang file transfer capabilities between O[S and micro equipment, micros are cabled to the OIS as workstations. environ­ Micro-to-micro communications are more complex in the mixed-vendor vendors are used. Data ment of the missions, where several different micro between different transmiissions can be accomplished, but diskette exchange micro vendors' equipment is often not possible. data and document In many cases, the protocols have not been developed to permit processors. Several companies are exchange between workstations attached to different of this software is already developing software to facilitate this process, and some being used within AID/W.

PRIORITY FOR IRM 3. PROVIDING COMMUNICATIONS FOR OIS EQUIPMENT HAS BEEN A Wang OIS equipment has been Providing commmuncations capabilities for the Agency's system, OIS users attached to a priority for IRM. Although the OIS is a shared-logic other and with other different OIS CPUs also have a need to communicate with each communications capabilities to computers. Special software is required to provide these OIS users. and software for OIS IRM has been providing three types of communications hardware equipment in AID/W, depending on the type of application: IBM main computer, Nineteen OIS units can support batch transactions with the as well as OIS-to-OIS communications (2780/3700/WPS protocol). of communicating Software to emulate an interactive IBM terminal for purposes units in AID/W, and IRK with the IBM main computer has been installed on seven plans to provide this capability to all of AID/W. terminals. Several OIS workstations are currently used as TTY (teletype)

These TTY terminals may be used for dial-up communications to any number of external computers.

11-6 AID's sole node oi Ule White One TTY terminal has been designated as Houste's electronic malt system. support all the Many refinemenLs are required to make OIS telecommuniCatOltS data rile transfers. types of transmissionl! AID users desire, Including PROVIDED TO MICROCOMPUI'ER USERS Ol A 4. TELECOMMUNICATIOIIS CAPABILITIES ARE BEING

with telecommuntications To date a small number of microcomputers have been equipped can justify acquliring this hardware and so[tware. These are provided to offices that the experimental stage within capability. Micro-based telecommunications are still in the AID/W environment: hardware/ ll1M is currently evaluating micro-based commmunicaiions of the IRM-approved communica­ software and is training AID staff in the use tions software, ASCOM and/or CROSSTALK. of documents via 1RM is also coordinating test efforts on transmission o'verseas. microcomputer links between AID/W and portable microcomputers dat:a files from the mainframe, A few micro users are uploading and downloading operations, such as but most of these transactions rre occasion-specific base for a USAII). preparing a diskette containing a specialized data to access external data bases. * Other AID micro users use dial-up communications are not fully developed the telecommunications capabilities of microcomputers Although workstations, such as within AID, some industry observers predict that multi-functional other types of multi-functional terminals, the current generation of microcomputers and future. will become the telecommunications workhorses of the TYPICALLY HAS BEEN LIMITED TO LOCAL 5. TELECOMMUNICATIONS SUPPORT TO USAIDS COMMUNICATIONS AND TIlE DTS CABLE SYSTEM with equal torce in the USAlI)s, but there Much of what has been said above applies are also some important differences:

1I-7 There is more of a need for micro-to-VS and for OIS-to-VS comimunications "mainframe. = in Lite USAIDS than in AID/W, since tile VS is tile USAI) thie AII)/V main computer. USAII)s, until recently, had no direct access to Lte installed on USAII equipment is ,'elecoimmUnications hardware/sofiware currently as shown ill tile almost non-existent. The USAID telecommunicaiions software, each type of equipment: USAID OIS equipment inventory, is described below for with Lthe Only Cairo and Nairobi are set up for batch communications mainframe and for communications with like equipment.

Cairo has IBM terminal emulation software, as well as VS-to-VS communications software for its VS. and OIS, Nairobi has IBM terminal emulation software for both its VS and also software for OIS-to-OIS and VS-to-VS communications. Both Cairo and Nairobi have TTY emulation software for communications with a variety of external computers.

Three USAIDs are equipped for internal Wang-to-Wang communications:

Quito uses tile Wang Inter-System Exchange (WISE) switclh to connect two OIS configurations

Guatemala uses OIS remote WANGNET to connect OIS and VS equipment

Yaounde has remote communications software on a Wang PC, to commluni- cate from a remote location with OIS equipment on Wang, IBM and Other missions have asynchronous communications packages AID/W-based Apple microcomputers, permitting dial-up communications with computer equipment and other computers, if desired. in Exilibit 11-4. An inventory of IRM-approved hardware located in Lite USAIDs appears Note the predominance of Wang equipment.

11-0 EXIII11T 11-4

rxintinq Tp.ecommotmicntlonn lilncdale IIIIII/l USAIDS Auquot 19114

Stand Milnl- Ofc. word ofik Attacledilt"k ok Info. Hotk 'Proc. Work Alono C-.Mlter Work Micron stne Futes Totals Pitts Syta sins Pitro tow Sins Prtre 9ystema Stn Petra pyatR Siro Itr a Bymsm Stnn

Afr Ica 0 A din AIlaba "f"G P 5 S 10 C.1-orolle HAli; PC 6 6 12 "t lumbmmru1a wAih IPC 14 4 amtiimhl 018/140 6 re al& HAII I'C 2 2 4 n)i lu t WA<; rc 2 4 6 Danjlsi 0 Accr a RAIW4 IC 2 2 4 Cn+onakl y 2 2 30 W-5 1 C 10 Abidll VS-80 14 AiLE 3 3 62 019/140 4 4 HP-2S 9 lalroil VS-lO0 2S 9 Intl PC 3 3 6 WAIIIl c 3 3 6 "Ait" rC 3 3 6 imnperi "AIR; PC 2 2 Is 1 6 t1041rowl a 018/140 )4AIIG PC 3 3 6 3.11Ongwe I IIPC 6 6 12 paMako II" PC 4 7 H&suAkchtt Wm IPC 3 3 21 Halsey 018/140 HAIM PC 3 3 6 1.IIn 2 in PC I 1 227-S Os/140 11 5 2 Dnakar w ic 1 2 3 Freetofl Hrircl 4 is 018/140 6 3 Iqngmadibu hrI 1 2 6 6 is ltidjanavi wr-S 3 3 APLiE Rial totlm h Pl. C 4 4 0 hnanm ArIxfS 4 4 2 ia ex saleam WANG PC 1 1 2 0AMI Contolotl loll PC 4 6 10 10 S APPLE 3 2 23 oNngna~loteqois OlI/34011CAI LesakaK inahas WAI(PiC 4 5 9 n iC 2 2 Is 015/140 a 3 4 liaate I4P-5 2 2 1,5

Asia AnPIE 6 G 12 ^sin STS25Iflh.l 2 1

ti I-C 1 2 1 4 42 Sila vs-fllttI 12 7 HAl"; PC 4 HP-2S I! 4 Jakatta WA PrC 5 24 to 4 I 01/130 ArSit. 9 q 44 018/140 S 1 I laamahad VS-90 10 5 WANG( PC 2 2 4 29 /110A it 4 Manlia aIP-OUD 12 2 01l 1 A g't*'I A~ I sI o 5 c o l o1mbo t.5i.Qf-~l 9 t:XIllDIT 11-4 (21

Oc. Hoid Stand Hal- Wolk Wogk Woak Proc. ugkk Alone Wotik AIttached Comp.tez Wuik Info. stile pStiL Totals Fftrl $yato Stai Prtza too Sine Pitce Hicioa SystemnU Stile rio Syte stila PStLK Systa Stile

Lat. Amer/Cal 4 Il I.Ndjetoun 01/130A 7 2 I tlzei City wP-5 2 2 lilk PC N 1 16 1.4Paz OIS/130a 19 5 WnING PC I I IS 7 5 HP-5 2 2 Saki Jose 0l6/130A TUS-S0 1 1 20 S.. UlknJ)| VS-DO 10 6I-5 I 011 40 1 4 outoUS.. . D tN 016/110AS/l3OAj 10 4 1) WAI(1 PC I 1 30 0 3P-5 5 5 20 Sari Saivad v-80030A Gu.atemaIa City VS-810 17 1 01/1]0A ] 1 0 Port-oawll i-5 3 3 NU PC 2 23 106 Po tL- u- P Il gkc W/IG PC 3

31 reucigalipa va-8O/100 23 PC 2 2 16 O18/50 4 2 016/i30AIEMDI 3 3 WADIN k0.jatomn NIOi]AIHNUl I 1 2 HOloCt exico city wP-5 2 2 394 Ma lla ua l A PP L EF 44 4 016/140 22 Panma City 2 AnurcIuti HP-5 1 1 httM PC I I is 01/130Ama 12 4 Bril i 0 VS-SIOICA| I i 2 lle r E'a t A ; PC 2 2 2 APL 1 2 2 VS-100 33 1 010/130A 10 6 7 7P-5 Cairo Aki P 191 ai A PC 6 6 12

WAIl PC I I 10 Oi/115 S I l..batBelut VS-S0 1 5iOif/130(ICA) 4 3 WhtN PC 2 2 21

Huicalt. HAI; PC I 1 02 L L w l l Wall PC 12 Damascus 6PPI 1 12 Ttui Isa 016/130A 1 12 4 APPL.E 3 Saliba HP-25. 4

rug Nac 01/1OA OECD 3 0 3

1 Ri.e W-5 N 4 I WP-5 1 1 la4l,@e Ole/Jos I Geneva

31 1 154 232 Total systems iI 24 5

623 27 32 34 154 Total Honk laO 196 Stations

153 407 16 31 23 Total Prhilltal 3 lOt PART 11 . ,rI.lICOMIUNIICATI!onis IECQUIIj[IEI4ELHN

admnisteted by I1M This ;sectionl| discuIsses the [f lindings of tie user questionnaires AID/w questionnaire covered a wider in AII)/W atid in a selected group oL USAIDS. The but there was considerable overlap in of questions tlan did the USAI) linstrument, range user-perceived needs, and the coverage of existing telecommnl catIons capabilities, existing volumes an(I patterns of traffic flow. USAIDS the user needs assessment In AID/W and tee The methodology used in conducting describes tie contents of tie questionnaires is discussed in Appendix C. This appendix analyzing and Interpreting tie findings. and traces the steps performed ill compiling, analysis of requirements because user This al)proach was usel instead of a functional unique. Furthellore, needs for All) are highly variable and, In many cases, jobs witlhin the traditional functional change from day to day. Therefore, although information handling jobs, it was not can be fairly precise for routine information analysis telecommunications requirements. considered appropriate for determining AID's FIVE FUNCTIONAL AREAS OF TEI ECOhMUNICATIOIiS I. STAFF III AID/U AUID TIE USAIDS IDENTIFIED

and USAID staffs have been The telecommunications user needs Identified by AID/W below: grouped into five functional areas, as described of users in the missions and . Mainframe access -- This refers to the capability from the main computer in AII)/W to obtain electronically stored information AID/W. to the capability of users to External Data Base Access -- This refers to AID/W or a USAID, respectively, to electronically access a computer external obtain information stored there. This refers to the capability of Comumunications Between OA Equipment -- e.g., between transmitting information to and Irom office automation equipment, ilo PPC or Botswana. Since the number of an OIS In the Africa Bureau to a micro USAIDs, there is also a growing need VS installations is growing rapidly in the and VS equipment. for communications between micro, OIS

Il-10 defining Electronic Mail Mail -- For purposes of tiis study, we are Ei.lectroitic directly to the user, a! a service [-fiat provides various kinds of iniformation desk. 'rie services provided usially at a terminal located on an individual's can range fromti short messages to interactive calendar updatinig and scheduling, Appendix G -- Electronic Hail). deL)entlilImj upon the type of service desired (see enhancements users Cable System EnhancemeIts--The two types of cable system the AID/W Communications 1u0|deiYre are eltctronic diatribution of cables [rom data base (USAIDs). Center (AID/W) and Lhe capability of querying the cable detail below. These LelecoinwunicatioInu functions are discussed in TiAN DI) AID/W 2. U-SAIDS ASSIGINED A IIIGIIEIR p1oIITY TO HORE TEI.ECOMMUNICATIONS FUNCTIOUS

In the questionnaires administered to AID/W offices and selected USAIDs by 1l1m, functions that were were requested to prioritize a set of telecommunications users in Exhibits 11-5 either currently being used or needed. These responses are presented and 11-6. Comparison of the exhibits revealr that: telecolillnunica- USAIDS consistently assigned a higher priority to each of the a low priority to tions functions thai did users in AID/i. No USAIDs assigned any of the telecommunications functions, even though the scales were are probably due to identical The reasons for these differences in perception the fact that:

USAIDs are dependent on the DTS for electronic transmissions:

Use of the cable system requires special formats and procedures that can be very time-consuming in preparing an(] clearing. Many users in AID/W and the USAIDs would like to be able to communicate directly with other users throughout the Agency. 75 Baud and Cable links to some third-world countries operate at are often the only line speeds available for cable trans­ by missions. The new leased circuits being provided to AID than State operate at 2400 Baud, or up to thirty times faster the older TTY lines.

li-Il rXIIIIIT 11-5

UflAII) Tu.c:,niai'Ic.lI Ins npqilrem itn tin n ScnlP Of 01W to rIve) g.howni by the rr log fIy ANflIgIWId by tile /ne

With V8 uEiiemcnt - - Comblned USAIDG with 019 F.iull"entt USAItiS Pu lot ity halk olr Ity 1ank 1. lo tity DatA USAID Telecommunicat ione Funct loPri

1. Ma llOame Access ligh 3.6 ni1gh 3.7 liqh 4.0 m anImIramie Accenn 1113t 1.6 liqh 3.4 111gh 4.q anIvlnrlme - HlctocomputelUe ilIght 4.1 i1ghl 3.7 nigh 4.6 .alnfrlame - word Procesfor

2. External Data Base Access M .tIum 3.4 ItIgh 3.1 - UGA 2.9 Medium relpgal and Commercial Medium 2.1 H.,Iltim 2.3 MPdUum 3.3 l .ahernal - nion-USfA Ight 3.2 Medium 3.1 tedlum 3.5 I)IU/IIP 3000

3. Communlcations fetween OA J!9ul__en___t 3.6 ligh nigh 3.1 igh - microcompute[ 3.9 hicocromputez nIgh 4.3 i1gh 4.4 Igh 4.1 Hord ruocensor - Microcomputer Hligh 3.4 II gh 2.9 tes]Ium 4.3 Mini - word processor Igh 3.4 t I g 2.9 Medlusm 4.3 Mini - Microcomputer

4. Cable Sytem Ehancemelt Medium 3.0 Medium 3.2 Medium 2.7 Cable Comli utel Access

5. Electronlc Hall High 4.2 High 4.3 1l1gh 4.1 ElIectronic Hall E'XIIllIT 11-6

AIi)/W Tel ecommuni cat ions Reqirements o1| a Scale of One to Five) (Shown by the Priority Assigned by tie User Priority Hank Al )/1W Tel ecouilli i cat ions FuncLiotis

1. Mainframe-ccess 3.7 111 g * Mainframe Access 3.1 Medium mMainframe - Microcomputer 2.9 tiedium Mainframe - Word Processor

2. External Data Base Access 3.3 Medium . Federal 2.5 Mediu"m * Commercial 2.1 Medium * External (Public Data Networks) 1.7 Low/Medium * i) II/11P3000 Access 1.5 Low * Other

3. Commnlicatiols Between OA Equipment 4.2 ligh * Word Processor - Word Processor 3.1 Medium * Microcomputer - Microcomputer Medium Biulk File Transfer 3.1 Medium • Word Processor - Microcomputer 2.9 1 .7 low/Medium * Mini - Word Processor 1.3 L.ow Mini - Microcomputer

4. Cable Systeum Enhancement 2.5 Medium • Cable Computer Access 111g1 * Central Point Cable Distribution 3.5 1.1 Low * Desk Cable Destination

5. Electronic Mail 3.0 Iligh Electronic Mail 1.6 low Electronic Signature materials Slower-speed lines are not: eLficietit (or transir.iltlIng require more such as complex graphics and lenigtlhy documents that band widLh. o. comnltlicatolls USAII)s hisLorically have not had the Lype and] level mainfrale terminal support enjoyed by AII/W., e.g., there Is no ADIP ofi rather than hours. network anl tie mail system works in terms weeks, Information In Lhe USAIDs I)istances and Lime lags involved in obltaning transltrisslon o key docu­ are spurring the need for fasLer, iore reliable lllelrts and other kinds of information. calls to obtain Although USAIDs, as well as AID/W, resort to telephone not a satisfactory sub­ inforniatLion in a timely ianner, Lte teleplione is stitute because:

normal business hours do Many USAIDs are located in time zones where not coincide with AID/W working days. budget spreadsheets, do Some kinds of information, notably complex or analysis by voice not lend themselves to a cell-by-cell updating communications.

In those USAIDs which have Wang These perceptual differences are even greater tie responses from tIre 18 USAIDs VS minicomputers. (Exhibit 11-5 compares I0 posts with VS installations.) sampled that have only OIS equipment with the for processing regional MACS Tie responsibilities of posts with VS equipment data are greater, since these posts (tie Mission Accounting and Control System) mission data base system. are vital hubs in a geographically dispersed

in their cable responses to the In addition to the needs articulated by the USAII)s travelled to a number of USAILV, during this IIUM questLionnalre, several IRM managers personally sample mission attitudes. These phase of the investigation and were able to of USAID information needs and visits contributed greatly to an understanding on-site encountering iln obtaining tite capabilities, as well as problems missions were informnation and services required.

11-12 TO ACCESSING EXTERNAL. DATA 1ASES THAN DID 3. USAIDS ASSIGNEI) A MUCH HIGHER PR[lt'rY

data required for program USAHi)s nieed to access external data banks to obtain evaluation. Much of this strategic planning exercises and project i,*plelielitationi, AID/W desk officer and/or AlD/W data banks. information is simply not available ftrol the topic indicated a need to access external About lhalf of tile USAIDS reporting ol this data banks (see Exhibit 11-7). These included: another USAID * ltESO-based data batiks, or information located at such Data maintained by regionial and international financial institutions, Bank, etc. as the African Development Bank, the IMF, the World such as Specialized technical data banks in the USA and other countries, Francophone coun- France and Italy (FAO). USAIDs, especially those in other economic data tries, often find that the financial, agricultural and France. Such detailed they ieed are contained in automated data banks in information cannot be obtained directly from U.S. sources. evalua- vital to project planning, design, implementation and Information African tion can often be obtained directly, via non-AID channels. The for Development Bank, for example, is a valuable source of information USAIDs located in Africa. frustrations 11114 staff visiting USAIDs in recent months have observed tile budgetary and experienced by USAID staffs in attempting to obtain needed project-related Information froim AID/U. SUPPORT 4. USAIDS ALSO INDICATED A NElED FOR iREGIONALLY-BASED TELECOMMUNICATIONS USAIDS also indicated a need for the following types of regionally-based telecommunications support: RIIUDOs0, and other Telecommunications lines between USAIDs assigned to REDSOs, regional groupings of USAIDs, such as the IRFMC in Nairobi.

11-13 I'.,, 11i ' 11 -

USAII) [Jeeds To Access I.xter.nal. Iala Ilases

i, ]ItrI.TI-4ATI t AI, II .f . FFI)E AI. CO FI(C: IAI,/tI V

0~ Po 0j 09 J n F4 U E4 M* u uJ U 11) A\[I} ( (aO~e' fl 0 (9 .-I0 " 0 .Y-*d tSA Ifls Groxiped 19 -3 -3 -0 ByV trEGON 0.

AFRICA X larare X lusaka X X llbabane X X X X X liamey X X X X X X Oul(Jatdioui(jO X X

LAC

BridgeLowni X (;uaLemala X X I.a Paz X X X Panama City X X Port Au Prince X X X X X Qui to X X X X X U'cgucigalpa X

ASIA Islamabad XX X ,]akarta X X X X X X X X Manila X X

NEAR EAST Atmnan X X X X X X X X X Cairo

the StaLe Allowances Sl. AQulto also list.ed six oLher Federal aglencies and the inuter-Ainericaiu Bank. lridgeLown listr..d within icatiois between USAID buildings located at different sites Telecommun such as in tie same city, rangill( from a few hundred feet, to a Lew kilometers, iuw I)eIIi.

Teleicoimnications between a USAID, U.S. Embassy and other U.S. agencies located in a [)articular city/country, such as Pananta City.

The start-up of MACS may have set the stage for the full-blown implemelltation of in Africa, inter-regional telecommunications links for USAIDs grouped in the two RIDSOs as tite tollowing example illustrates.

'rite Nairobi USAID has asked that IlHM consider Nairobi as tile hub of a regional telecommuinications network with the following features:

* Wang Net (a broadband local area network) for networking VS, OIS and micro e(uipmne nt.

. Facsimile maclines or the Wiany PIC for tranismitting RFMC review documents such as vouchers between client posts and the RFMC.

* An open-switched network to enable the professional staff to access academic and commercial data bases through TEIENET and TYMNET.

A tail circuit to the Embassy/i)TS line to support on-line transaction processing and report distribution with selected client posts in tie four regional offices (RFMC, REISO/ESA, RIIUDO/ESA and RIG/A/N). 5. SOME OF TIlE TEIECOMMUNICATIONS CAPABILITIES GIVEN IIIGHEST PRIORITY BY AID/W ARE ALREADY PARTIAI,,Y IPLEMENTED

It Is noL surprising that AID/W users tended to value functions that:

* 'They were most familiar with and in somie cases were partially implemented.

iHad the potential for making their jobs easier, e.g., provided enhanced pro­ cessing capability, more timely access to needed information and more ease in sending/receiving messages.

11-14 described below. The major telecommunicationls functiotis are

(1) Mainframe Access network, access to tile AID/W offices already have, tlrough the data terminal Lends to be limited to specialized AID/W IBM main computer. ThaL access, however, in areas that are not functions, all(] the terminals are usually centrally located steps to provide more user easily accessible to other AID staff. IRM is taking access to dat~a stored on t0a All) mina computer. being provided [or Interactive telecommunications (3270 protocol) is selected OIS configurationis, so that: the All) main The OIS workstations can interact directly with computer, thereby providing new access for other AID/W staff. terminals, Some ADP terminals can be replaced with multi-purpose the thereby eliminating the need for duplicative equipment serving same functional areas.

Microcomputers in AID/W are also being equipped with telecommunications basis, so that: lhardware/software, when justified on a case-by-case with Micros can be used for both interactive and batch colmmnuiications the AID main computer. OIS work- In addition, micros are more powerful processors than obtained from stations and can be used to further manipulate the data databases the AID main computer. Using micros to create office-level the need for from portions of AID main computer files eliminates greater continual, Inter-active sessions, and thereby, provides overall user access to the AID main computer.

(2) External Data Base Access electronically AID/W users indicated interest in obtaining information already occurring. from other data bases. To some extent, this is

11-15 via dial-up Micros and TTY terminals are being used to communicate and commercial LelecolnmninicaLiols with a variety of external federal data bases. also being used Dial-up commlunications on three All) TTY terminals are "historical memory" in AtD/W to access intornation from the Agency's data base. stored on the 1IP3000. This minicomputer houses IJlU's DIS USAIDs than for Accessing the liP3000 is more of a priority for the AID/W, as showni in Exhibits 11-5 and 11-6.

(3) Communications Between OA Equipment between Both the AID/W and USAID users list the need for communications priorities for office automation equipment as one of the highest Agency-wide telecommunicattons. to be able to transmit Users located at any point in the Agency want between office automation documents, messages and other types of materials Geographical location equipment, such as the VS, OIS and microcomputers. capability were and distance would be invisible to the user it this provided.

A sinall number of micro-to-micro and micro-to-OIS telecommunications capabilities are also highly desired by AID/W users. are Micro-to-micro communications for document and data transfers links. currently being accomplished via asynchronous, dial-up

- Offices are using micro-based telecommunications mostly for file extent of this transfer purposes, including bulk file transfer. The micros and use is hard to measure, since it occurs directly between does not pass through a central processor or control point.

- An important requirement is the capability to print documents created can send documents on microcomputers on OIS or VS printers. Wang PCs to the OIS, but the reverse process is not yet supported.

11-16 the VS it AID/W because AID/W users expressed liLtIe interest It accessilug 11M computer, not the VS. tie Agency's central data base resides on tie high priority because USAII)s, on the other land, considered VS access a USAID-based data base, such as the VS in the USAIDs Is Lhe repository o[ MACS.

(4) ElectLonic Mail and in There is a high demnanid for electronic mail both in the USAIDs allow users to send AID/W, since being connected to this service would stored in mail to others ol tie network, as well as retrieve messages their electronic *mailboxes.' electronic mail system. Only AID/ was asked to rank the components of an verification and AID/%I users expressed little Interest in electronic 11-6). validation systems such as Electronic Signature (Exhibit to facilitate scheduling of AID/W users viewed electronic mail as a tool activities tasks and meetings and for keeping track of Lieir various (tickler files) (see Exhibit 11-8). highest Scheduling meetings, e.g., calendarilng, was seen as the priority of such a service. - Three components were assigned a medium priority rank:

Maintaining tickler files

Filing and etriving messages desk. Rleceiving cables electronically at the officer's mail service - The lowest level of interest was in using an electronic for general and special interest bulletin boards.

11-17 Electronic Mal Compotents oi a Scale of One to Five) (Sliowi by Priority Assigned by AID/W Offices Grouped by Building

Special

Filin, Receive AIi)/W Offices Interest Scheduling Tickler Retrieval of Cables and Bireaus BulleLili Bullettii of Tasks, Files messages at Desk (by building) Board Poard Neeti ngs

Mai SLate

5 5 5 AID/A & ES 5 1 5 3 3 4 2 PPC 3 4 5 5 5 5 AFR 5 5 4 1 3 2 ASIA 5 5 4 4 4 I.AC 2 4 2 5 3 2 5 NE 1 3 3 3 4 XA 5 5 5 3 3 3 LEG 1 2 5 3 2 3 GC 1 1 3 1 3 5 OFDA 5 4 2 5 5 5 1 DIIFAD 1 1

SA-1

4 2 2 M/SER/ IRm 4 5 5 4 3 4 4 M/Fm 3 3 3 3 3 5 H/PM 2 4 2 1 1 1 PRE 1 1 4 3 4 FVA 4 2 4 3 2 3 - EOP 3 -

SA-1 5 5 4 M/SER 1 1 2 5 5 5 1 M/SER/EOHS 1 2 5 Special Receive AID/W Offices IntLerest Schedul1ing riling, Retrieval of Cables and Bureaus Bulletin Bulletin of Tasks. Tickler at Desk (by building) Board Board Meetings Files Flessages

--­ ------SA-16

3 3 4 2 2 4 SclIG - 2 3 5 4 -

SA-10 2 2 s&T 1 2 1 2

3.3 3.3 3.0 Average Rank 2.6 2.4 3.6 Per Component

Medium Rank Per Low Low ll1gh Medium Medium Component to The cable system enhancement most desired by USAIDs was Lhe capability query the cable computer. it was viewed as a mediim-level priority.

6. RECEl|T STUDIES IN TWO REGIOtIAI. BUREAUS SUPPORT TIlE HEEl) FOR Art EIHAtiCED TEI.ECOMMUNICATIOIS SYSTEM in a Over half of the microcolmiputer applications identified for implementation recent requirements study conducted in the tlear East Bureau required telecommunications, primarily for downloading data from tie AID main computer to create Bureau-level data bases and for speedier receipt of information from the USAIDs.

The automation plan developed early in 1984 for the Asia Bureau raised similiar telecommunications issues, such as existing incompatibility prob)ems between USAID and AID/W-based equipment in the areas of diskette exchange and data iransiniss ions.

7. OTHER SPECIFIC TEIECOMMUtIiCATIONS CAPABIIITIES WERE REQUESTED BY A SMALL NUMBER OF USERS needs. A specific subset of AID users identified a few types of telecommunications there are some Most of these do not entall state-of-the arts technologies, although exceptions.

* The need for image processing was mentioned by users in AID/W and the USAIDs:

- DIU identified the need to transmit graphics, charts, multi-hued materials, maps, engineering drawings and photographs which are often contained in contractor and USAID documents.

- Nairobi indicated an interest in using Wang's new image processing (PIC) functions for teleconferencing and for processing vouchers and other documents exchanged with client posts. for - The Asia Bureau also is interested in using the Wang PIC fumnction transmitting contractual and authorization docuiments that require a processing. signature, as well as other types of forms that require image

il-lBl graphics, charts, ... i--l.ed - I)1iU idenLiled tihe flee( to I:ransinit are often materjals, inaps, engineer ing drawings and photogralhs which USAII) docllneltS. c(o)iLa i liod Lui contractor anld processing9 (PIC) in 1slsn WlatJs I|Pw linage Nairobi Indicate(] an Iinerest ol:her - an(] for processing vouchers aid for teleconfe[elcing [umicLioIis posLs. documents exchanged with cilent PIC function for is Interested in usingLthe Wang - Tihe Asia B3ureau also require a autLhorlzatioli documnents that transmiLttlng contractual and image processing. types of forms that require signature, as well as other Al) Communcations Center to a secure line colituecting the An need to implement to receive classified General in hlosslyn li order the Office of the Inspector should be examined iln the the IG's office. That need cables was identified by distribution of AID decide to provide electronic network design phase, should cables to outlying buildings.

11-19 PART III. EXISTING TRAFFIC LOADS AND PROJECTIONS

enhanced telecomip-iiications capabil- Ai important ieed in determining the scope ot volume of informaLion flowing within the itLies and facilities is knowing tile existing Agency Liat could be transinitted electronically. and volumes of information flows be- This section describes the existing patterns USAIDB included in this study, and within tween AI)/W and the USAIDs, between the here include the following: AID/W. The types of information described

* Data traffic to and front the IBM Imialin computer * Cable traffic * Text document distribution. on these types of information flows are The methodologies used to collect information D -- Cable Traffic Analysis and Appendix described in two appendices: Appendix the levels of A set of detailed working papers, describing F -- Text Traffic Analysis. on of this high-level summary of findings is analyses which resulted in the presentation file wilh M/SER/IRK. IMPORTANT IN THE FLOW OF DATA TRAFFIC TO AND FROM TilE MAINFRAME IS 1. SIZING HAD ACCESS TO TIlE 1E:TERMINIIUG lIONIUCIi ADDITIOtIAL TRAFFIC WOULD RESULT IF ALL USERS KWDIMAIN COMPUTER telecomtnunicattons requirements is It has been shown that one of the most important the AID/W iain computer. In order access by All) staff to data stored on fQr increased result from thIis enhanced to determine the potential traffic flows that would data traffic patterns wiLhin AID/W. capability, it was necessary to map existing and projectea data traffic was to The methodology used to estimate existing determine the following: with communiicatIols Because of tile number of new micros being installed in AID/W communicating with the main capability, the number of ADP workstations computer will Increase in excess of 50% FY04 and projected number of peak Peak number of concurrent users (44) in concurrent users by FY06 (66)

11-20 • Average number of commands per user at peak I:tne (30) 6 from the Average number of characters per transaction ( r queries and output respectively. coimpuLe, using indL;iry standards, 90 and 700 characters, per second Using this methodology, all esLimate of tile average number of characters - 9. This exhibit was made, expressed In kilobytes per hour, as shown oln Exhibit ii buildings AID compares daLa traffic to and from tie main computer from each of the five This analysis shows is expected to occupy by FY86, compared to PY04 traffic levels. by about a thai: data traffic between tie main computer and AID/W users will increase 16,011 Kbytes/hour, or third within tie next two years, from 13,000 Kbytes/hour to about roughly bIelween 50 to 70 pages/day.

This projected growth is considered a conservative estimate, since It does not workstations that include project:ions for tile number of microcomputers and OIS and(VS study, will be used in the future to access tie AID main computer. For purposes of this capabilities are microcomputLers and word processing equipment with telecommunications not included In ADP terminal projections, since their primary functions, at present equipment and/or local consist of document exchange with other office automation microcomputer processing.

Sintce inot all output from the main computer occurs lit Lte form of interactive distribution per transmissions, a study was also made of the daily hardcopy printout building, within AID/W, as shown in Exhibit 11 - 10): and does not 'This exhibit presents estimates of remote job entry/printers only, include locally-attached printers in tie computer facility. In time same The number of hardcopy printouts is expected to grow roughly 2,000 proportions that additional users access tie computer, from about pages/day in FY04 to almost 3,000 pages/day by FY06. pages per day. The combined data traffic by FY86 is estimated to be about 4,000 periods of main computer All tie estimates were made ol the basis of tie peak usage, i.e., from 10:30 a.m. until 2:00 p.m.

11-21 EXIIIIIT 11-9

Estimated Daily Data Traffic To/Frow AID Main Computer FY06

bt byytes7r Kytes/r Total Pages To From Total Per Fla i n Main Day _ Bu i Id I ng Compu ter-Comp~ter 2074 9 Main SLate 324 2520 8532 26 SA-. 972 7560 1422 4 SA-I5 162 1260 711 2 SA-16 01 630 2133 6 SA-18 243 1890 15,672 47 Total 1702 13,060

~y-tesfii = I users & AVRG conmmands/lr x AVRG I characters per query x 10 bytes

Kbytes/llr/200 0 x 6 = Conversion of Kbytes/llr to Pages Per Day = i;,xIimilI ii-to

Estinvl:ed i)aiiy ata rraffic Pajes Per Day FY0I6

Estimated Estimated Total Pages/Day Pages/Day Pages/)ay Iii Data Traffic Ilard-copy of Data (Transmission) Printouts Tra ffic

Main State 9 100 189 2,580 SA-1 26 2,562

SA-15 4 105 109 5 SA-16 2 3

SA-10 6 10n 114

-T5E-l -7 -27 9 5 -DUS within AID/V1 These findings illustrate thaL the greatest volume of data traffic involve remnoLe job entry transactions from the main computer to the user. Considering as much traffic only interactive main frame transactLiols, there is almost ei.it times =downloaded" as there is traffic that originate as queries and "uploading." This used patterni is not expected to chiaiige when microcomputers and other OS equipmenL is Lrugtihout the Agency [or this purpose.

2. lhIFOHMATION OBTAINED FROM A STRATIFIEI) RANDOM SAMPLE OF AID'S RECENT CABLE TRAFFIC PROVIDEI) INFO MATION Oi TIIE DIMENSIONS AND PATTERNS OF AID'S UNCLASSIFIED CABLE TR1AFFIC

The purpose o[ the cable traffic analysis was to determine the requirements for:

* Upgrading AID's existing cable routing and distribution equipment

* Providing electronic distribution of cables to and from the P.lD cable center and AID/H offices

Providing electronic distribution of cables directly to individuals' desks. be­ A separate component of this study examines the potential of enhancing the linkage tween the AID aiid State cable centers (see Appendix B -- Cable Link to State). Was Necessary (1) To Determine the Need to Upgrade AID's Cable Room Equipment, It to Estimate the Volume of Traffic and Describe the Functions That Would Have to Be Supported in a New Telecommunications System

The telecommunications function most desired by AID/W users of a cable system enhancement is that of automated distribution to a central point in each office or bureau (see Exhibit II - 6).

AID/U and USAID assigned a low to fnedium priority to the need for querying the cable computer and for storing and retrieving cables.

11-22 fill Ili order to estimate 1:1hp volume of cable transactions a y-automated AID's electnroically-sLored sysLem would have to hanldle, a sample of cable survey ate described cable data base was taken. The fidings of this througih tie All) below, broken clownl by an analysis of the [low cable tra[fie, inclUding c)inumn icat lolis cenfte[ and coileoilnq and outgoingq internal distributionl wiLhin AII)/W. of (ill terms of The cable survey provided in[ormatfiol oil the numbers pages had(lies ol any tle word processor page equivalent) AID's cable ceiLter given (lay. from Exhibit I-1l traces the flow of incoming and outgoing cable. user in AII)/W ihe USAIDs via the AlD Communications Center to tie end as if AID were now located in five buildings. of Incoming and outgoing The volume (average number of pages per day) cables is shown for all linkages li the cable system. typically receives 'This exhibit shows that the AID communications center (via ite about 650 pages of cables a day from USAlDs and transmits that AID/W offices Department of State) about 500 pages per day. (lote lhs Is not a onily originated 160 outgolng pages of cables per (lay. transmitted Is a discrepancy. The larger number of cables actually reflection that, many cables have multiple addressees.) could transmit To determine whether or not tite AID cable computer period was this volume of cables and store them on line for whatever numbers (of characters desired, It is necessary to convert pages to per second. (See Appendix B). in terms of tie Agency's word pro­ - The number of pages Is expressed terms of numbers of cessing standard. Cable data were collected in leasure, the lines, but for purposes of using a commonly-understood to pages. Wang page-equivalent was used for converting lines center, distribution is Once a cable is received In the AID communications assigned. This has a multiplier effect:

11-23 EXHIBIT I-1l ESTIMATED DAILY AID CABLE TRAFFIC (SHOWN IN NUMBER OF PAGES)

STATE DSRBTO

IAIIN~~~~MI I44OMNCllNCNE .

,,0 INCOMING:N9,G30 Ila fRUM 400 COMEBACK I0 C60 .R 4S.I2S S.r&80- SECONODARY boo,,USAID 10 tali A 0 SA154

REAR~~' EAS60FRM,-I1 -- -- e

IN O IN1RM5I A DS 5 WI INo MN A*J COMMUNCATIO CENT0 COMMNICIO

iNCMIN iCOIG RM Sl S 650~n J~u 4.10 T AIIW - - - 1 11DSA-15 WOFIE 10 ADISTIUTO

CUMMUNICA|ION CENIEI: 50

SECONDARY IIISSECNUIIN;6 52,330 cables were received by - rherefore, even thouqh 651) pages ofl incoming 14,000 Live AID Colmmlmllnicati(IIis Center, it, in tLurn, distrbut:e(1 about pages to other AII)/W o)[fices and buildings.

distr ibul-ion - incominmIg tralic is shown by Inter-billdiig the AlD "Come-back" copies, e.g., copies of outgoing cables sent by as part of Lite ComwunicaLiois Celter to AID/W off.ices, are included "incoming" iraffic for Inter-building distribution purposes.

copies are often made Once a ca' le reaches its destination, additional This is referred to within each office for tie convenience of tite staff. in Exhibit 11- 11 as tite "secondary distribution." five The volume of secondary distribution ranges between four to Communicatiolns times that of the distribution assigned by the AID Center, according to estimates obtained from the AID/W user questionnaire. of Should AID decide to distribute cables directly to tite desks ofi the staff, these estimates will be a fairly reliable indicator magnitude of this traffic. offices In The estimated volume of pages of cables originated by AID/ a much each o tie five buildings is also shown. Note that this is of smaller number than for incoming cables, due to time printing center. Information copies that occurs in the AID communications Percent Per Year Over the Next (2) Cable Traffic is Projected to Grow by About Nine Two years volume of * Estimates provided by the AID Cable Center indicate that the nine percent per year. cables has been growing at a rate of approximately FY84 cable traffic has been projected out to FY06, Using that estimator, of I1 - 12. By FY06, tie estimated number of pages as shown in Exhibit will incoming cables (including comeback copies) distributed within AID/W be approximately 91,000 pages/day.

11-24 EXHIBIT 11-12

Estimated Cable Distribution Within AII)/W (Pages/day), FY86

Intra-lBuilding Exchange of Cables

Total incoming Cables Comeback Copies Secondary Total Outgoing Remaining in Iemaining in Distribution Incoming Cables Intra- (HS Building Building Duilding Building (All Bldqa) (All Bldgs) Only) 100 64,800 Ma in State 0,500 3,500 52,700 64,700 6,700 SA-I 0 0 6,700 6,700 6,900 SA-15 0 0 6,900 6,900 ,200 SA-16 0 0 200 200 7,700 SA-10 0 0 7,700 7,700

06,300 SU-11-yrAL 8,500 3,500 74,200 86,200 100

Inter-Building Exchange of Cables

Total Outgoing Total Inter- Incoming Cables Comeback Copies Incoming Cables Buldinga Exchangted Between Sent to each Bldg Exchanged (other Bldqs) Building_

1,640 fiS/SA-1 1,000 600 1,600 40 10 1,410 MS/SA-I5 900 500 1,400 50 MS/SA-16 20 20 40 10 40 1,840 MS/SA-18 1,300 500 1,800

4,940 Sub-Total 3,220 1,620 4,840 100

TOTAL 11,720 5,120 74,200 91,040 200 91,2400

*Of this only 17,000 pages per day actually are handled by the AID Communications Center.

lounded to hundreds, or to tens, for two-digit numbers. pages of cables per AJI)'s Communcations Center will handle roughly 17,000 (lay, not Including secondary dlstrLibution. Any new telecommunications system will have to provide for the traffic volumes and patterns suggested by this analysis.

HELPED DETERMINE TIIE LOAD TO BE 3. UAilrRIF[BT-7liTIlE MAPPING OF W-USluMAJOR DOCUMENTI FCM i'r- FLOWSsY sEH WITHIN AID/W

A major component of the requirements analysis was to determine the patterns and dimensions of document flow wiLthI the Agency, so that network designers can determine how much traffic the system would have to carry on any given day. That analysis volume of document entailed a series of data collection activities, aimed at sizing the flow at various ctitical junctures. This process of data collection and analysis is described iii Appendix E -- Text Traffic Analysis.

(1) The Study Team Used Data Obtained From the AlD/W User Questionnaire and Separate Samples of Documents Created and Exchanged Within AIIJW to Determine the[H5-E-PH-65-able Dimensiolns and Patterns of Document Exchange onl Any Given Day

There was no readily available source of data on document flow patterns within the Agency. To obtain data for estimating the most probable pat­ terns and dimensions of this flow, tile study team used a combination of measures:

- Percentages of documents exchanged between each office and every other office in AID/W were obtained from an analysis of data supplied by AID/W users in the questionnaires administered by 111M.

- These percentages were then applied to three independent measures of the volume of text documents created and exchanged on any given day.

- Comparison of these independent measures (described in tile Appendix E) revealed that a measurement of Inter-office malil distri­ bution provided the most reliable measure of volume of documents exchanged between offices aaid between buildings.

11-25 apportioned in ]lniiormation rom Lhe inter-office mimail uteasuremetlt was Clow emerged accordance with the major patterns of text document LhaL from the analysis of data from the AID/W questionnaire. and Intra-iHuilding Flows (2) This Analysis Provided Information on Inter-Buildinq for FY84 and Exhibit 11-13 depicts the inter-building document patterns within exhibiL indicates the number of pages of tLxt remaining FY06. The between each building, and the numbers of pages of documents exchanged bul dings.

- These findings show that Main State Is the major reservoir of of information with information within AID/W and tihe major exchanger the rest of AID/W:

50% of AID/W traffic remains within Main State. Main State About 30% of all AID/W traffic is exchanged between and other AID/W buildings. SA-I8 (16%) - The major exchangers of information are Main State and volume and to a lesser extent, Main State and SA-1 (8%). The largest exchanged between buildings on any given day is about of traffic the 4,000 pages, between Main State and SA-18, or nearly double SA-i. volume of text documents exchanged between Main State and

A detailed matrix is provided in Appendix F, showing the intra-building of document exchange, per office, per building. This information volume and will help determine the types and numbers of intra-building lines and these connectors required to support these patterns of interaction estimated daily volume loads.

11-26 EXHIIBIT 11-13

AID/W Document Traffic Patterns and Daily Page I:stimatesl- FY04 atnd FY06

AID/H Dally Text Traffic Flow (Pages/day) iemaining Within the Building Percent Buildiing Internal Internal Percent FY84 FYG6 Internal All Text

85.71 50.61 Hait State 11,000 12,600

6.1% 3.6% SA-l 000 900

0.71 0.41 SA-15 100 100

0.7 0.41 SA-16 50 100

6.0% 4.0% SA-18 1,000 1,000

100% 59.1% Sub-Total 13,750 14,700

AID/W Daily Text Traffic Flow (Pages/day) Exchanged with other Buildings Exchanged Exchanged Percent Percent Exchanged All Text Buildings FY04 FY06

2,000 19.61 8.0% HS/SA-I 2,000 9.0% 4.0% HS/SA-l 5 900 1,000 1.2% lIS/SA-16 300 300 2.9% 39.3% 16.1% MS/SA-10 3,000 4,000 IJY. 4.81 SA-I/SA-15 1,200 1,200 60 0.6% 0.2% SA-]/SA-16 60 4.91 2.0% SA-I/SA-10 500 500 j.91 1.6% SA-15/SA-16 400 400 6.9% 2.8% SA-i 5/SA-1 0 700 700 0.3% 0.1% SA-16/SA-18 30 30

100% 40.9% Sub-Total 9,090 10,190

100% Total Text Distributed Within AID/W 23,640 24,890

+Rounded to hundreds, or to tens, for two-digit numbers. at a Rate of About Three Percent (3) 'ext 'raific WiLhin AlI)/w is Expected to Grow P--ear-, Base on rre-ns Observed in iner-OfT-ce Mail Flows system would To determine tie potential load the AID/W telecommunications and over the next two years, existing traffic volumes have to carry It - 13. Based patterns were projected out to FY86, as shown it Exhibit 25,000 pages per day of text on these analyses, it is estimated that about documents will le exchanged within AID/W by FY86. scenario, since it is These estimates are considered tile 'worst-case' transmitted, even when unlikely that all documents would be electronically the capability existed. ILOAD TIE NEW TEXT AND DATA TRAFFIC PROJECTIONS SIIOWJS TIE MAXIMUM 4. 'I-AGGREGATING-iO-HIMTS CABLE, -O SY STIE-W--U uvH-IAVL TO CARhlY, FI. IL APP IICAT I Oti

system would have In order to determine how much traffic the new telecommunications for all applications, traffic to handle ol any given day, during its peak hours, traffic within AID/W were projections described above for data, cable and text shown in Exhibit II - 14. aggregated. The results of this aggregation are on any given day would be about The total traffic load the AID/11 network would carry occur within the Main State 120,000 pages. About 65% of all transmissions would of incoming cables. Data building, primarily as a result of tie secondary distribution portion of tile potential traffic to and fromt tile mainframe comprises tile smallest network load. EXCIIANGED BETWEEN AID/W 5. ESTIMATES WERE ALSO OBTAINED ONl TIE VOLUME OF INFORMATION AND TIlE USAIDS the USAIDs and AID/ were Information on tie existing volume of traffic between obtained from three major sources:

AIID/ communications center cable sample

Estimates provided by DIU

11-27 EXIImIIT 11-14

4 EstintaLed Total. All)/W Traffic, Pagen/Day. FY06 (Cables. Text & Lata)

Percelt -- of

Da La ToLal Total Iitra-Biultig Cal)IeS Text

12,600 - 77,400 65.0% mS 64,000 10,200 0.6% SA-! 6,700 900 2,600 - 7,000 5.9% SA-15 6,900 100 260 0.2% SA-16 200 60 - - 0,700 7.3% SA-I.O 7,700 1,000 2,600 103,560 TOTAL 06,300 14,660

iiLer-1tui] diiig 3,900 3.3Z 1,600 2,000 200 MS/SA-l 2.0% 1,400 1,000 - 2,400 MS/SA-15 0.3% 50 300 400 FIS/SA-16 4.9% 1,000 4,000 - 5,000 MS/SA-I8 1,300 1.1% - 1,200 100 SA-]/SA-15 70 0.1% - 60 0 0.5% SA-I/SA-16 - 500 100 600 SA-I/SA-10 0.3% - 400 - 400 SA-15/SA-.16 700 0.6% SA-15/SA-J16 - 700 - 30 30 0.03% SA-] 6/SA- -

lnter-Building Total 4,050 10,190 400 15,600 ____ 3,000 119,160 100% Total Traffic 91,150 24,050

iuI1mbers. -Rounided Lo hiundreds. or to tetts, for two-digit EstimaLes provided by selecLed USAII)s FY 06, as shown in These estimates were grouped by region and projected out to of documents ExhibiL 11 - 15. This exhibit shows that approximately 6,000 pages/day USA]Ds by FY86. would be electronically transmitted between AID/W and the rates of three These figures have been adjusted to account for projected growth between AID/W and percent for non-cable traffic. Also, estimates were made for traffic found that the total the smaller USAIDs that were not included in the sample. It was the same as the volume of of the more numerous smaller USAIDs was approximately volume and AID/W. Information exchanged between the larger USAIDs surveyed in this study PATTERNS 6. ESTIMATES WERE ALSO OBTAINED OF REGIONAL USAID TRAFFIC regional financial A case study of a USAID (Nairobi) that is the hub of an AID of information exchanged management center (RFMC) was used to estimate the volume between regionally-grouped USAIDs. This analysis revealed that: in the The volume of traffic between the Nairobi USAID and other USAIDs of same geographic region was twenty-five times greater than time volume information the USAID typically exchanged with AID/W.

This finding has implications for other USAIDs which serve as regional accounting centers and hubs il the Department of State's communications system. any If the volume of information exchanged between all USAIDs and AID/W on given day is approximately 6,000 pages, then; the potential volume of nformation circulating between regionally-grouped USAIDs could be many times greater, if Hairori's traffic is typical of other USAID hubs.

These findings Indicate that there is a great need Lor regionally-based VS equipment USAID telecommunicationms facilities, especially in posts with that have responsibilities for MACS.

11-28 EXIIIBIT 11-15

+ Estimates, FY86 international AID Traflic

Pga Pgs/Cables Pgs/Cables Total Pgn/ rgn/DIU Pgn/I)IU Total Total Total Exchanged Daily Sent Received Cables Sent Sent to lloyd From DIU USAID Estimates Internationally USAID to AID/W From AID/ Received AID/W AID/W Pgs/Doy 1,600 100 2,200 AFR 300 200 500 400 1,200 700 900 300 1,400 ASIA 100 100 200 200 800 200 1,200 LAC 100 100 200 200 600 40 240 00 490 HE 100 70 170 200 100 0 220 EUROPE 100 20 120 100 0 40 60 0 90 .THER 10 20 30 20 3,700 600 5,600 T(YA. 700 510 l.,220 1,120 2,580

traffic [rots all other USAIDs combined. 0 The total tra[flc from the 18 large USAIDs was roughly equal to the

+ Rounded to hundreds, or to tens [or two-digit numbers. PART IV. EQUIPMENT PROJECTIONS

estimates developed by 14/SER/IRM/CS "l'La sectloi discusses the equipment projection factors: aid the study team, in light of the following levels Industry standards for numbers of workstations per staffing most probable "space Information obtained from I/SER/MO and /PH on AID/N'a years future" and staffing levels over the next two

telecommunications functions to be supported

Projected increments in traffic. light of the above-mentioned conuldera­ Estimates of needed equipment are discussed in t ions. AID/U STAFF WILL BE LOCATED IN 1. INFORHATION FROM H/SER/HO SHOWS THAT AImOS'r HALF OF MAIN-STATE-BY-FY'Hb telecommunications network, in The fact that Hain State is the critical hub of a further substantiated by an examina­ terms of the volume of traffic exchanged there, Is of the five buildings by FY'86. of the numbers of staff who will be located in each tion of all A[I)/W staff, including (See Exhibit I1 -16). Main State will contain 48 percent consultants. BE REQUIRED CAN BE USED TO DETERMINE HOW MANY TER14INALS WOULD 2. TIE BREAKOUT OF STAFF TEll FOI-K-FULW_ FEEWEE0-I T-R-LT. EC'r -Ii -r Exhibit 11-16, The information on the numbers of AID/U staff by category, shown in which staff slhould be served can serve as a guide to design specialists in considering in an electronic mail system: only for senior level man­ If the electronic mail system selected is intended of staff who should agers, for example, a quick glance will reveal the number be Included.

11-29 Exhibit 11-16

AIl)/W Staffiiq L.evel Projecl. lotts rYOG

Selior Sta I I Pro- Stupport Total alagers fessioloal Staff Staf f

320 1,047 Main State 07 640 55t SA-1 21 350 leo

50 213 SA-15 8 155 99 SA-16 4 75 20 60 260 SA-18 20 130

630 2,170 TOTALS 140 1,400

Not including contractors. recipients, If on the other hand, professionals would be considered appropriate deLermined. then the number of professionals could also be readily M/PM pro- Should a more comprehensive breakout of staff by grade be desired, part-Lime status. See duced a special report, broken out by grade and FTE or Appendix C, Exhibit C-3. SPACE ALLOCATION DATA 3. BASED UPOtl THE STAFFING LEVEL ESTIMATES SUPPLIED BY H/PM AND FOR AID/W COMPILEI) Bfi7YF/MO , IlUM HAS MADE TilE FOLLOWING EQUIPMENT PROJECTIONS of Using accepted industry standards for numbers of workstations per category (see Exhibit 11-17). employee, IRM has developed the following equipment projections staff: * By FY'86, AID/VI plans to have the following equipment ratios per

- One executive workstation for every three senior managers - One microcomputer for every four professionals - One OIS workstation for approximately every two support staff. is one The Agency-wide ratio of workstations per staff, excluding consultants workstation for every three staff.

Of the workstations shown, increments that can be attributed to anticipated telecommunications functions and incremental growth of traftic include:

- 40 executive workstations - 4-5 additional OIS CPUs - 34 RJE/high speed printers. FOR TIE USAIDS 4. 111M HAS COMPLETED SIMILAR STAFF AND EQUIPMENT PROJECTIONS levels Exhibits 11-18 and 11-19 provide information on projections of staffing and automated equipment through Fiscal Year '86. same as The ratios used by IRM to project equipment needs in the USAIDs are the of on-site for AID/W and also do not take into consideration the numbers consultants.

11-30 AlD/W F.(JtlilIntLO.t Project lotis FY fl6

1 oIS Executive ADP! Total W/S ligh-Speed ClPUs Statiois Mi cros W[S Termvinals & Terniblals Printers 15 Maitn Slate 20 30 160 185 30 405 SA-1 10 7 100 100 90 297 10 SA-1 5 4 3 40 30 6 79 5 SA-1 6 3 3 20 16 4 43 2 3 SA-18 3 7 45 35 15 102

35 TOTALS 40 50 365 366 145 926 .:Xl III 11-10

IJSAI D Staffiing Level Projections FY06

Rego Posts I.S. Direc -- Foreign Total llires " Service Nationals

820 Africa 34 470 350

Asia 12 290 400 690 750 LAC 16 300 450

NEIR 200 100 300

2,640 TOTAL 70 1,260 1,300

"NoL including Paris, Geneva, Lisbon "Not Inclutding Complement or Contractors Exii)IAL 11-19

IISAID IIuipnLnt Ij Pro ject i onts FY (16

Work Micros To ta Is Ieg i oi PosLs VS OlS Total es Stat ions Systems - SysLemis S 41 205 105 310 Africa 34 12 29 173 05 250 Asia 12 6 10 16 22 log 92 200 IAC 16 10 12 95 40 143 NE* 0 5 5 10

TOTAL 70 33 56 09 660 330 990

'Not including Paris, Geneva, Lisbon in the 70 As of Junie 1, 1904, there were ten VS and 26 OIS installationis USAI)s. AtLached to tLhese processors were 471 workstations. in addition, there were 110 microcoImpuLte[s. installa- The projections provide for a three-fold increase in the number ot VS and about a small increase in OIS processors. The number of work­ Lions percent, sLations (OIS and VS) is only projected to grow a little more than one on these due to Lhe tact that Wang PCs will perform double-duty as workstations systems.

There is a three-fold increase foreseen in micros. Tile projected distribution of micros by FY'86 is as follows:

- Wang PCs, 65% - IBM PCs, 25% - Apple PCs, 8% - Others, 2%

It should be emphasized that these estimates are for IRM-approved acquisitions. of Compared to AID/W, Wang PCs will constitute a slightly higher proportion tile microcomputer population.

Wang PCs in AID/W, on the other hand, are projected to constitute about 60% of all micros, with the remainder being IBM PCs or XTs.

5. INCREMENTAl. TRAFFIC FLOWS THAT WIN. RESULT FROM TIlE INTRODUCTION OF ADDITIONAII TELECOMMUNICATIONS EQUIPIIEtT ARE DIFFICULT TO ESTIMATE

The introduction of additional equipment with telecommunications capabilities into flows, in the the AID environment is expected to produce a sizeable increase in traffic long-run, if not immediately.

11-31 tite Agency 11111 Depend to a (I) The tixpected Growth in DaLa Transni ssiolls Within iii ys 1Tii~j?~ji m~F1 pmset~l~h T~Tiioifii6ied1 TecoiwmmunTcaUT~ms

context Tihe provision o[ additional auLomated equipmnelt will occur within tie functions. There­ of the telccoimunllicatiOllS system which supports the enhanced, new [lows: fore, several factors will influence growth in AgecCy-wide traffic of poten­ IEase-of-use of tie new system will Impact oil the learning curve tial users, i.e., tie easier tie system is to use, the more "transparent* user will the Lechnology appears Lo tihe end-user, the more readily the become proficient and begin maximizing tie potential of the equipment. as system mainten- The type alid amount :of training system users, as well aice staff, receive will also be reflected in volume of traftic produced, as opposed to as well as the type of transmissions, i.e., text documents, bulk file transfer, graphics, etc. to end-users is The provision of equipment repair and mnaintenance service of also a critical ingredient in assuring optimal, efficient use the equip­ equipment. If users cannot print their documents due to recurring will suffer and vol­ menit [allure or abuse, user confidence in the system time will be affected, i1ll Become (2) As tie SLaff's Iearning Curve Falls, Electronic Transmissions Comnmonplace to the After an initial trial-and-error period in which users become acclimated reliance and any routine post-implememtatIoon problems have been resolved, new system to upon electroniic transmission for purposes of review and clearance is expected become commonplace.

AID tipper management will be tied inb tiLe federal-agency-wide electronic mail system

OMB's Reform 08 Initiative will become the justification for revising that rely exclus­ existing review, clearance and authorization procedures ively on exchange of signed documents.

11-32 gradually affect 11h,-,e Aency-wide changes ill policy and procedures will increased reliance upon elec­ the way AID does tlsi les, by encouraging trotiic informaLion exchange. as in tile rraffic LhaL will liesult in the Short-term, as well (3) ro--Thmrhe GrowLh Isin D.iT-Eo---Ele

from ilhe provision of The increase in traffic Llows within tile Agency resulting is difficult to estimate. additional telecowmunicationis htardware/software to be sporadic AID traffic tends to be "bursty," i.e., transmissions tend transmitted at any and relatively "light" in terms of the volume of data one time. not it is difficult to measure the volume of existing data traffic this routed through the main computer. Most -. bably currently costs. traffic appears in AlI)'s cost-accounting as telephone as needed, Bulk file transfers will probably continue to be performed and length to establish or update office-level data bases. The number the high of these transactions is expected to grow, judging from priority AID/W and USAID users assigned to mainframe access. AID Bulk file transfers are the most lengthy type of transmissions are end users are likely to perform. Since many of these transfers tied to Agency-wide budget preparation, review and presentation traffic cycles, the size of the overseas AID program will also affect flow.

of State are USAIDs provided with high-speed circuits by tile Department sent via the expected to divert a portion of the traffic currently being on tle cable system to these new circuits. These will also have all impact telephone, "pouch," use ot other existing comniunications media such as the and APO. at present on Some of tle data communications occurring in the USAIDs will shift to privately-owned, contractor or host-government equipment, these new official All) channels.

11-33 true difficult . to. measure because exteinL ot this shift is cations. - The for the existing level oil comotunt baseline can he establislled with VS Agency's main computer and _ Communications with Lhe are expected to remain "bursty." iniicolputers in Lhe USAII)s At t f ff It k ftk ft 6I requirements are well-defined telecolnmtUications chapLer has shown that there Lhe new This determine how much traffic Lhe USAIDs. In order to projected out for AlI)/W, as well as any given day, estimaLes would have to handle on telecommLIunications system the network and The next chapter will discuss FY06 have been provided. to of these tindings. telecolmunicatiols implications

11-34 1. TECIHNOLOGY OPTIONS II. TECIIHNOLOGY oPrioNs

identification Based on an assessment of available telecommunicatiolls technology and options for building a of AID users' requirements, this chapter presents the fundamental network for the Agency, as follows:

Broad technology options to fit AID's needs for connectivity and the installed or presently planned base of equipment

Users' tequirements, as translated into requirements for a telecommunications network

. Benefits which can be obtained by Installing a telecommunications network

* Description of the three fundamental technology options

* Evaluation of the technologies.

I. AID'S EXISTING TELECOMMUNICATIONS AND AVAILABLE TECIINOLOGIES that As noted earlier, one of the key assumptions onl which this study is based is installed base of AID should try, to the extent practicable, to make use of the current equipment and State Department-provided communications facilities.

(1) AID's Existing Telecommunications System and Chapter II described AID's present telecommunications as a set of systems compatible: facilities which are not presenttly connected or, for the most part,

The telephone system Is a stand-alone system dedicated to conventional communi­ voice traffic, although it is used for a small amount of dial-up cations between basically identical equipment. (leased) or The ADP terminal network uses a 'star" topology with dedicated dial-up connections between user offices and the mainframe computer.

11I­ data 'base (con anl AID Externial connecLOtis, such as to tap a university's PC, are effected using dial-up connecLions. Wang equipment in AID sAsmall but expanding number of leased lines connect on a trial basis, to the VS. missions wilt the AID mainframe computer and, stand-alone system which Tie State-operated cable system is a high-volume, either generation or presenttly is unconnected with other equipment for disLribution of cables.

(2) The Dimension 85 PBX System State in the use of this ad- AID is presently committed to participate with vanced PBX for voice communications. voice coinlunications AID will receive the benefit of the many advanced installed in 1985. features of Dimtension 85 when the system is considerable enhancement to For data communications, which will require will be obtained only at the basic voice-oriented system, the capabilities data communications fea­ extra cost to AID, and at the present time the by tite vendor, AT&T. tures are neither fully developed nor proven whether AID should risk plan- A major task of this study is to determine in its local network. ning on using the PBX for data communications

(3) Other Technologies potential of the In addition to the litalled base and the data communications and switching technologies Dimension 85 PBX, there are significant transmission which warrant consideration: to both inter-building *Local area networks (I.AN), which are applicable transmission and intra-building connections: medium--there are In a [.AN, all devices share the same transmission no separate circuits. subchiannels, each lit a broadband I.AN, the bandwidth is separated ito of which may have a different speed and service.

111-2 channel, which Is in a baseband IAN, there is only one high-speed shared by all users.

Other types of transmission media include: by means - Optical fiber cable, in which signals are digitized and sent back to electronic of I''litwave pulses, which are then converted signals when received.

- Microwave, a wireless form of transmission, which uses-line-of-sight modulation of radio frequencies. frequency - Infra-red transmission, a wireless mode using high/low pulses of the infra-red spectrum. options for modifying In addition to transmission media, there are several higher capacity and the signal at either end of the transmission to gain separation between transmissions: within one Multiplexers, to create many subchannels of communication channel. the transmission. - Concentrators, to compact or expand

BECAUSE TIE CURRENT COMMUNICATIONS 2. AID NEEDS TO CONSIDER THESE NEW TECHINOLOGIES ACILlI TI ES CANNOT SATISFY ALl. IE REUiREHENTS identified in Chapter II can- The full range of telecommunications requirements not be met by AID's current communications facilities. courier service are hardcopy dis­ The APO, pouch, AID/W's Inter-office mail and electronic transmission facili­ tribution media that cannot be transformed into slow." ties. They are also perceived by users as "too as the DTS and telephone system are Other existing communications systems such of State, but these two sys­ being upgraded at the initiative of the Department of AID's telecommunications requirements. tems can only satisfy a limited range

111-3 teiecoommunucations Iave been some notable advances in providing Although Lhere have been implemented on a support Lo AID/W and the USALI)s, these enhancements between all staff who wish case-by-case basis and do not provide connectivity to communicate electronically. including Lhe ADP terminal To recap, AID's current commnunications facilities, system being imple­ network and the incipient point-to-point telecommunications user requleieents (see menLed oil OA equipment, do not fully satisfy AID's Exhibit 111-1). AID'S TELECOMMNUNICATIOlS IEQUIitEMENTS 3. HEW TECIINOI.OGIES HAVE TIE POTENTIAl. TO MEET IN Tile LONG MID SHORT-TERhM for meeting AID's telecoitm- The new technologies described above have the potential munications system requirements: location, e.g., pro- Provide connectivity for users regardless of geographical vide a solution for AID/W anti the USAIDs. traffic, including peaks. * Provide a network that will handle AID's projected e.g., modularity. Permit expansion as AID's space requirements change, needs, while at the Provide a network that can satisfy the most pressing user same time maximizing existing equipment (see Chapter II). * Provide tangible, immediate benefits to users. also has a value-added di­ Provide a network that meets short-term needs, but system as new mension and potential for migration to a more sophisticated technologies emerge. These technologies are Providing mere physical connectivity is not sufficient. is not required to permit attractive because extensive customized protocol conversion information exchange: exchange information. * All Wang equipment, plus IBM PC/XT equipment, can protocols, although some • The Dimension 85 and Wangnet will support SNA/SDILC protocol conversion may be required.

111-4 EXI IIBIT I11-1 TODAY'S COMMUNICATIONS FACILITIES VS. USER REQUIREMENTS

AUTOMATION OTIIER FACILITIES

A. CURRENT Q" q COMMUNICATIONS FACILITIES

REQUIREMENTS ' /

•INFORMATION EXCIIANGE PR^IIAL LIIEDLMITED SO LWCSL

" NA IMITED NA A N A N ELECTRONICDAABSE MAIL 3L '(

' SLOW & LIMIIFD "ACCESS TO MAINFRAMES FULL LIMITED NA NA IlIAnDCOPYI " ACCESSTO EXTERNAL LIIMITE UIIE D NIL IAID ONtYI COSTLY POINT T0 TlE NEED FOrl A BACK-BONE AMIDS TELIECO41MU4UICArIONS SYSTEM REQUIREMENTS 4. VWELI AS VALUE-)DED COMPOIIENTS HIPTWOu TO SUPPOR_ IFOfRATiOt EX(IIANE, AS system or network require­ In translating user needs into telecommunitiLCatioils iienlS Lhere is a need foF

- A back-bone network

- Value-added comiiponents to connect network is defined as the basic transmission medium The back-bone i.e., docu­ the Agency's office automation equipment to facilitate information, ment and file exchange. workstations and micro- Providing connectivity between OA equipment (VS and OIS benefit, since it is esti­ computers) would produce the most immediate tangible will consist of OA equipment mated that over 95% of the Agency's equipment base by FY86.

- Connectivity would result in faster communications

- Distance would become transparent, as would geographic location system enhancements and addi­ *The value-added component would include all other computer, access to external such as increased access to the AID main tions, of cables with AID/W. data bases, electronic mail and electronic distribution incrementally, in any order Value-added components can be added to the system desired.

NETWORK THAT SATISFIES 5. TilE BENEFITS Tr11AT WOULD RtESULT FROM A NEW TELECOMMUNICATIONS BASIC USER NEEDS CONSIST OF TiliEE TYPES network integrating The benefits that would result from a new telecommunications Into three broad categories: data and office automation equipment can be grouped

* Cost Savings . Cost Displacement * Intangible.

111-5 by Reducing Operating costs (1) Cost savings of $2 Million per Year Would Result surveys both in AID/W These savings were substanLiated by our users requirement as shown it Exhibit 111-2: and USAID's and fall into Lhe following categories, • Commercial Telephone Services (18%) * FTS (12%) . Commercial Telegram and Courier Services (1%) . Pouch (4%) US Postal fees (1%) TDY (60%). of the $2 million The percentages in parenthesis represent the respective component Exhibit 111-3 details these direct cost savings savings and not absolute savings. Most USAIDs component of savings fall i" the TDY's category. savings. The-largest regional capability of having direct links to their respective felt that the papers and other documents in bureaus, enabling them to transmit drafts of project to five TDYs per year. See an efficient way, would reduce the need of three Exhibit 111-4 for details on TDY cost savings. White Collar Productivity (2) Cost Displacement of $4-7 Million by Increasing conservative execution of a These estimates are based on a judicious and very BA&HI consultants sampled productivity model developed by Booz, Allen and Hamilton. and large government agencies studying how a professional Fortune 500 corporations this distribu- time among several activities. Exhibit 111-5 represents allocates data and OA equipment By introducing a telecommunications system integrating tion. illustrated In Exhibit i11-6. the predicted impact on each professional activity is year. Savings for each activity are The model predicts potential savings of 15% per shown below: Analysis (1%) Creating Documents (2%) * Communicating (3%) * Less Productive (9%). to obtain a present and pre­ using only half of these percentages and normalizing By potential benefits per year are staff count of professionals, the resulting dicted estimated value of $4 to $7 million. of 110 to 164 staff years, thus iesulting In an

111-6 EXIltBIT 111-2 BENEFITS - ESTIMATED DIRECT COST SAVINGS

$2 MILLION PER YEAR

OVERTIME AIDIW

....COMMERCIAL'IlONE '' ':C

1 17.1% POTA FEE ;.h,7,;/ , ""U.S U.S.O P1.%STRCALEEGS

TOFTS 1.% ,~ 10.%).- , EXIIIBIT 111-3

Direct Cost Savingst

Total Category AID/W USAIDs

TELEPIIONE $ 360k LONG DISTANCE $ 180k $ leeK $ 240k FTS $ 240k $ $ 11.1k COMMERCIAL TELEGRAMS $ $

COUR 1ERS

(LOCAL, DOMESTIC $ 3.3k & INTERNATIONAL) $ ___ $ -__ $ ___ $ Olk POUCH $ -­ _ __- $ 69k OVERTIME $ 69k $ $ ___ $ 16.5k US POSTAL FEES $ 16.5k $ 1,208k TDYS $ 400k $ 800k

$ 1,988.9k $ 913.5k $ 900k

SAVINGS * BASED ON FY85 ESTIMATES AND ESTIMATED 15% COST EXHIBIT 111-4

TDY CoSt Savings

TDY COST SAVINGS ESTIMATES IN TDY * INFORMATION SUPPLIED BY AID STAFF INDICATES GREAT POTENTIAL SAVINGS TRAVEL

* TrilE M BUREAU ESTIMATES TIlE AVERAGE COST OF A TDY @ $4,000 AND TilE * TIlE NUMBER OF TDYS WAS APPORTIONED BY SIZE OF USAID AND OFFICE, FOLLOWING CALCULATIONS WERE MADE:

USAIDS

10 large USAIDs X 5 TDYs each @ $4k = $200k

50 smaller USAIDs x 3 TDYs each @ $4k = $600k $800k

AID/W

7 large Bureaus X 10 TDYs each @ $4k = $ 280

16 smaller Bureaus X 2 TDYs each @ $4k = $128k $408k

AID/W = $408k USAII)s = $800k

Total $l,200k, or $1.2 million per year EXHIBIT 111-5 ALLOCATION OF PROFESSIONAL TIME

11017.... 77

*...... LES S ...... PRODUCTIVE ...... E ...... , 3 3 .0% 11-1- - -.1-1- ...... 1 . :

...... V ...... ,...... t ...... t...... ANALYSIS 0 MM U N ICAT IN G: 1-.1 ...... 46.0% 8.0% ...... -...... -...... *****.*.'.**..*...... : :-...... i CREATING ...... *-***...... DOCUMENTS ...... :...... *****"** 13.0% ...... *--*-*...... EXHIBIT 111-6 BENEFITS - REALLOCATION OF PROFESSIONAL TIME

110 TO 164 STAFF YEAIS ESTIMATED BENEFIT PER YEAR VALUE: $4.3M TO $7OM POTENTIAL

LESS PRODUCTIVE;

POTENTIAM SSAVINGS

...... ii~ii~iiiiiii. iil!{i~!!iiiiiiiiiiiiiiiiiiii~i:""'ANALYSIS

iiii...... NCA 'N'iiiiii: POTENTIAL

Si~iiiiiii[iliiiiiiiiil[ 3€:UENT '1.0%

...... oooooooooo.... . :

SAVINGS 2.0% Ietorm UU-Related Categories (3) Intangible Benefits Fall Itto Program/Projectand capabili­ .Program/ProjecL-Related Benefits: Increased telecommunications AILD/W and USAID's to ties would as perceived by the user community both in have the following positive effects: project by 1-3 moniis. - Reduce the design/approval phase of an All) process by 1-4 weeks. - Reduce the life cycle of the PIu/T, PI/P, PIU/C databanks Allow speedy access to Information residing in federal of­ (e.g. USDA, CDC, Commerce), thus assuring program and project Implementation fNcers critical information needed for the successful of their projects.

Speedy access to legal data banks (e.g. Westlaw) from any mission, with offering legal and contract officers access to Information thus litigation potential savings of millions of dollars in possible (according to some legal officers). transactions between Reform 88 Related-Benefits: The ability of speedy AID controllers, in the field and among AID/W would result, according to the following benefits:

- improved cash management

- Speedier debt collection

- Prompt payment

- More effective procurement

- More timely audits degree of - Improved management information systems with a certain Integration.

111-7 IVITY 6. TIIREII KINIS OF REQUIIREI) COIHNECT reflect the need to construct an User needs, at tie highest level of consideratlion, Lelecomnunications network is a telecommiiunicationis system, or network. A integrated and to each other. It is not comIunaications syutem which connects users to applications That is, it exists iii order to channel an end in itself, but rather a means to an end. one point, such as a data base, a data amid information in an understandable form frolmi device, or a person, to another. have to achieve connectivity of three The required telecommunications network will fundamental types: comprise AID/W in 1986--the Between and among the five buildings which will Otrunks' of the network devices to each other and to Intra-building connections to link users and their the trunks users on the network with other External gateways of several types to connect sources and channels of commmunIcations: - The USAIDs through leased lines and some dial-up connections

- The cable system agencies and net­ - Value-added data bases, such as DIS and those of other works such as Telenet cable sys:em, dial-up Although the missions will be connected by three means--the facilities provided by State)--for connections and the leased lines (actually satellite located in a *sixth building' in planning purposes they have been visualized as being and distance transparent to them and to AID/W. In other words, the goal is to keep time and data bases as AID/W users will provide the same degree of access to other users access to electronic mail as easy and enjoy. For example, the goal is to make their virtually as rapid as for users in AID/W. protocol conversion. Com- Another need, along with required connectivity, is for classes of automation equipment protocols, now different for the different munications devices to successfully use the used by AID, need to be converted in order for different

III-8 the network facilities of the network. Thus, along with connectivity, transmission Without conversion, electronic to have devices and software to convert protocols. needs documents or messages and will transmission will not be able to retain the format of the incompletely "read* characters upon receipt. OPTIONS TO A BASIC 7. THESE IARAMETElRS HELPED LIMIT TilE HUMHER OF TEIECOMMUIICATIONS SET OF THREE basic system require- to provide certain kinds of connectivity an(d satisfy The need technologies. A de­ certain constraints in the assessment of available ments imposed A. The tindings of description of the technology assessment appears in Appendix tailed geographical constraints within this assessment as they impact on the traffic flows and which AID operates are described below. (1) Local Area Networks type of The Local Area Network (LAN) alternative for AID/W Is a distributed processing devices such as network or transmission medium that connects information printers, ADP terminals and other equipment. Control of word processors, computers, point elements may be distributed throughout the network, at the the various network at some network where each device connects to the network, or it may be centralized head-end location, such as the mainframe. the network topology is the spatial pattern formed by Network Topology: cable, of the physical backbone of the network, e.g., the the components for splitters, combiners and taps. In a coaxial cable LAN, amplifiers, hallways the backbone consists of a trunk cable running along the example, is split, signals and hidden In the ceiling. At various points the cable are simplified and connections are made to the user's office. consists of two The transmission medium recommended for AID/W buildings cable networks, one connecting Main State and SA-l and broadband coaxial SA-15 and another in Rosslyn (SA-18), with twisted-pair wiring connecting buildings Rosslyn network. The use of Broadband In the three SA-16 to the The two warranted by the high density terminal/workstatlon population. is the river and would LANs would be tied together via leased lines crossing multiplexing of several medium and low-speed data require time division would provide The broadband system linking Main State and SA-l channels. two buildings, be­ complete transparent connectivity for users in those Ill-7). cause all devices would be on one network (see Exhibit

111-9 EXHIBIT 111-7 LOCAL AREA NETWORK OPTION

MAIN STATE ROSSLYN

II I------s I 'iI s I PCWPI , I * SI O iUT U---AiI------

I------

I s PCI~

L------­ connections for as a 1001) containing can be visualized of connec­ A Iroadballd network uses. Each such point equipment AID link to the all the kinds of automated tie mainframe, and system. the network, including tioncable is a "node" on the being installed between the leased circuits rather For Lechnical reasons, the mainframe computer, be connected through USAIDs and AID/W would a modem-pool. ADP terminals the network, via terminal net- Lhan tied directly Into or a separate ADP to the LAN, i[ desired, could be connected be maintained. work could is System tletworking, WsO) broadband network (Wang proprietory Wang to connect Wang equipment if tie would be required equip­ some protocol conversion of AID's office automation used, comprise tie majority other and IBM PCs, which be required to connect conversions would such as Additional protocol and other processors, ment. as the ADP terminals vendor products, such and DIU. the cable computer voice and video transmissions, LA~s can carry data, far in Typically, broadband nodes (or users), for up to 65,000 have,.by can provide connections and the USAIDS will and 2,000 nodes AID/W also ex- excess of the estimated by a broadband network speeds supported LANS can sup- FY86. The transmission Broadband traffic volume requiremeuts. AID'S hea­ ceed AID's current (bits per second). rate of 4 x 100 bps be accomodated port traffic at the and can easily occur within Main State viest traffic flows by the network.

Approach in AID/W Advantages of te LAN simul­ high-speed data channels LAN can support many a single - A Broadband to appear like OIS cluster controllers taneously, allowing 0IS system to the user. on the network and can be located anywhere Workstations or terminals as the need arises. can be easily moved method, as well as both packet-switching access Since the LAN uses a a single transmission - circuits (as desired), permanent and switched terminals simultaneously. a large number of can be directed to

11I-10 Call support graphics and video transmuissions. and connections to wide-area Lends itself to value-added applications X.25 networks. or metropolitan area networks, or

D)isadvanLtages of the LAN Approach

increased complexity of design. and cannot support communica- LAN is simply a transport mechanism A because the devices are tions between incompatible devices, just network. physically tied together on the saae problems arising from the use of Existing protocol incompatibility to solved by connecting the devices different vendor products are not the same cable.

Approach (2) private Branch Exchange (PBX) available to AID is the most centralized of the technology alternatives The switching system originally Exchange, or PBX, a private, on-premises Private Branch The digital PBX marketed by AT&T, the designed to handle telephone communications. limited for voice communications, also has some Dimension 85, that AID is acquiring PDA could are obvious advantages to AID it the data switching capabilities. There traffic. be used to handle both data and voice PBX Topology through digital PBX The PBX option connects almost all devices digital PBX switches, distributed switches. The network consists of three SA-l and SA-15. The switches are in­ across three buildings, Main State, that support both voice and data transmis­ terconnected via TI circuits lines PBX lines consist of multiple twisted-pair sions. Intra buildi'g topology is that to outlets in each office. The intra-building connected 111-8). of a star network architecture (See Exhibit the switch located in Mail external access to the PBX is through All as well as access to external State, including cable and USAID ttaitic, network. data bases and the public switched

III-11 EXHIBIT 111-8 PBX OPTION

MAIN STATE HOSSLYN I r -- I II I I I wi PBX eXIP1B I I /I I I I CAI

------­ I------

SA-1

I PPC I' II

MAIN

COMPUTER S-- USAIDs Advantages of the 1IBX - Capable of ititer coIectinig geographically dispersed dissimilar ter­ minals and workstations (up to several thousand). of the net­ - A single vendor night be made responsible for operation Such an work, including inslallation, maintenance and configuration. what is promised approach mighL minimize risk if the vendor delivers on time. protocol conversion - If the PBX can handle AID's traffic and provide using the PBX would save through its special applications processors, need for many ot the re-wiring for a LAN and would eliiinate the existing liles and uodems.

Disadvantages of the PBX (Dimension 05) Each connection must be - All data switching is circuit-oriented. is a point-to-point established like a phone call and each connection link made through the PBX. have only limited data - The current generation of PBX switches a LAN packet handling capabilities, although AT&T has announced late 1984. switch interconnect with the Dimension 85 for has not yet - Software to support AT&T's digital multiplexed interface for it to be compatible been developed and current plans do not call General and Honeywell with IBM computers, although the liP, Wang, Data products will be compatible. mainframe, - Protocol conversions would have to be performed at the processors will since it does not appear that the AT&T applications be able to perform this function is, the near future.

(3) Point-to-Point Comunications to present arrangements This type of communications corresponds most closely between devices is achieved only when for AID/W telec-.mmunications. Connectivity and a circuit must be needed (although lines miy be dedicated for this purpose), switching. established for each commumnications session through

111-12 form of point-to-point com- In the AID environment, by far the most practicable as the central switch. (This does not munlcatLions would use a mainframe computer would play this role, mean that the mainframe on which data p[ocessing is performed and route communications). Con- that a large computer is required to switch only and a PC in Main State, would be nectivity between devices, such as a PC in Rosslyn devices to the communications controller through the independent connection of these by coaxial cable or twisted pair. of the mainframe. Connectivity could be achieved to convert communications connectivity, the mainframe would have software Besides to it. protocols which characterize the devices connected in Exhibit 111-9, include: Advantages of a point-to-point network, as shown requires the least commit­ From a planning and acquisition perspective, it arrangements. ment, as it reflects largely today's telecommunications of other net- It is relatively low-risk in that it allows the introduction more AID/W buildings. work technologies, e.g., for a network within one or

Disadvantages include: telecommunications * rThe approach permits little flexibility for expanded part of the distributed functions (short of adopting a LAN or POX for network). each one new Office re-locations and moves are costly and disruptLive--with wiring or re-wiring is required. limiting rapid file trans­ Data transfer rates are relatively low-speed, fers, such as those required by graphics. communications soft­ A considerable amount of unique, originally developed kinds of devices which ware will be required, given the many different need to be connected. and receiving docu­ Connectivity does not insure the capability of sending of format and meaning of ments and/or files that are *readable" in terms any real communica­ the data. Higher-level protocols must coincide for tions to take place.

111-13 EXHIBIT 111-9 POINT-TO-POINT OPTION

MAIN STATE ROSSLYN ------­ r------I ws I ws wsIII r I

I I IS

M

I COMPUTER

ISI~ tL------­ FOR AllD WEE DEVELOPING A TELECOMIIUNICATIONS SOLUTION 8 THESEU -i TIIllEE APPROACHESA- TO IM-1 IIiH- FHIi3-|s POtr--TO A LAN-TYPE T - KPPROACh AS TfIlE OPTIMAl CONFIGURAI Th0! FOR AID/W capabili- Each of the three generic approaches was considered in light of its Lies for satisfying the requirements for AII)/W, in terms of: - System requirements (back-bone and value-added) - Traffic projections - Types of connectivity required - Interface with existing AID equipment and systems - Technical soundness (maturity and risk trade-offs) - Costs for replication, with modi- The transportability of the recommended technology influencing the technical fications, in the USAIDs was also a major factor evaluations. presented in the next The findings and conclusions of this evaluation are configurations for both chapter, as part of the discussion of the recommend AID/W and the USAIDs.

111-14 IV. EVALUATION AND RECOMMEDATIONS

available technologies Given the users requirements analyzed in Chapter II and the including: options assessed in Chapter III, this chapter presents a synthesis

. Telecommunications goals for the agency

* Strategies

* Objectives:

- AID/W Network - AID/W Cable system links - USAID's Telecommunications - Value-added functions (e.g. Electronic Mail)

Technical selection methodology [or AID/W network

- Criteria - Weighting and scores - Costs

* Functional Comparison of options vis-a-vis AID's requirements

* Cost comparison

* Recommendations

* Budget

* Implementation Plan

* Management Issues

* conclusions

IV-l I. TELECOMMUNICATION GOAIS OF THE AGENCY to solve problems The implementation of this or any Lechnology has as it's purpose its work in a more effi­ and/or increase the ability of the organization to accomplish cient and economical manner. developed in support of Tihus the proposed telecommunication goals of the Agency were by the study group - to the Kanagement [Bureau strategies and goals - as interpreted control and operations assist in resolving several management issues at the planning, level. Interconnect all Office (1) Implement a Local Area Network in AID/W Which Would Automation OA Equipment which would This use of automation would increase white collar productivity maintaining constant the head­ allow the Agency to service a larger portfolio while in Posts. count in AID/ and even reduce the number of foreign FTE Point Within the Agency (Both in (2) Assure Access to AID/l Maincomputer From Any AID/W and USAIDs) available to By increasing the availability and timelines of information better and quicker decisions project and financial managers, their ability to make increases.

(3) Implement Links From/To AID/W LAN From/To to USAID's points within Faster interchange of text/data between geographically removed the Agency will result in:

a) Decreasing the approval life cycle of a project

b) Increase the efficiency of the PIO/T/P/E process

c) Decrease or displace some operating costs 5, Chapter Ill - Please see the Benefits Section information on d) Provide project and financial managors with more timely obligations

IV-2 in support of Reform 88. e) Standardized and utreamline payment process Network and OItier Federal Data Networks (4) Interconnect AID/W LAN to Public Data will be able to tap officers and other staff (e.g., regional officers) Project to have up-to-date information when comomercial and Federal databases, enabling them making decisions.

(5) Imptement Electronic Hail system will Increase the This in combination with the upgrade of the telephone productivity of the staff. LAN (6) Interconnect Cable System to AID/W at the desk to be cleared faster and be received Easter This will enable cables of ALD/W In supporting USAID's. of action officers, thus increasing the effectiveness (7) Interconnect the DIU System to AID/W LAN USAID's staff are on-line access to the DIU system AID/W and By allowing easy their effectiveness while to query the Institutional memory, thus increasing able existing ones. formulating new projects, programs or managing 2. S'TRTEGY solutions for the telecommunications The overall strategy in selecting a set of requirements of the Agency Is one of Integration. relecommunIcations Strategy (1) Integration is the Cornerstone of AID's in text forte, as well as data in a good part of the Information needed is Since should maximize the integration between the main computer, the selected network office automation and data processing equipment. access from many terminals to one cen­ The solution is not only to facilitate communications for OA equipment through­ tral processor, but to provide distributed out the Agency.

IV-3 its Success (2) Other Components of AID's Strategy are Also critical to * The DTS (cable system) remains the cornerstone [or official telecommunica­ built in tions between USAID's and AID/W. it is a key node in any network A1)I/W.

. Complement the cable system by providing: communica- An electronic mail system in AID/W to allow fast, informal as well tions among individuals, and as a medium to distribute cables as general information (e.g. notices) to AID/W. or more) A system that supports bulk transfer of text (five pages among any OA equipnment within the agency worldwide. when Use of Department of State provided links with USAIDs, complemented needed by international carriers. agencies In the USAIDs, minimize dependence on local telecommunications The policy (PTT's) and reduce to a minimum localized dial-up services. when economically should be to hardwire USAID links to embassy equipment, dataflows issues feasible. Whenever possible, AID must avoid transborder by avoiding connections to PTT's. the Need to Use Existing (3) A Major Constraint in Developing a Strategy was Equ ipmqnt the use of Because one of the key assumptions ot this study was to maximize the following parameters present office automation and data processing equipment, were set: terminals, OA no solution would be considered that necessitates replacing or DP equipment. development costs Maximize the use of off-the-shelf software to maintain at a minimum. associated with Solutions would be proven, and not have a high-risk factor them. They should be obtained from reputable vendors.

IV-4 and short Solutions would have a relatively short implementation cycle of produc­ learning curve, so that any return in investment in the form was implemented. tivity benefits can be realized as soon as the solution

(4) Objectives following To accomplish the staled goals, with these parameters in mind, the objectives were defined: all OA equipment in . Establish a network in AID/W which will interconnect to access the the buildings in AID/W. In addition, allow any Lerminal all or Telenet). main computer, and external value-added networks (e.g. Tymnet for outgoing cables, Establish a link from the AID/W cable system to State that a cable and also make the cable system a node in the AID/W network so machine. can be received and/or transmitted from any word processing with telecommu- Equip and interconnect all OA/DP equipment in the USAIDs, on the AID/W network. nications facilities, so they can be treated as nodes

Establish an electronic mail function.

3. AID/W NETWORK will be a long-term pivotal The technology selected in implementing ant AID/W network how the Agency controls and uti­ resource, thereby determining directly or indirectly lizes a critical Agency resource - information. defined to assure not only a 'Therefore, the selection methodology was carefully with the Agency goals, viable technical solution, but one that was in accordance to be an important se­ strategies and mode of operating. Cost was determined lection criteria, but not the only one. and technical staff, 'he selection process was developed by Agency management was an iterative process. complemented by two independent consultant firms, and were: * As described in Chapter IIl the final three options

LAN, the broadband type that WMg supports

lV-5 05) would switch data - PBlX, where the new telephone switch (Dimension plays the role.of central - Point-to-Point, where the IBM main computer switcher.

4. EVALUATIONi METHODOLOGY FOR AN AID/W NETWORK

(1) Technical Criteria were of Paramount Importance weight * The methodology was based on the following criteria, shown by the determined by IRM:

- Performance, 15% - Compatibility, 20% - Ease of use, 20% - Flexibility, 20% - Cost, 25% were The absolute scores were I (low) through 5 (high). Several factors the raw and considered for each criteria as shown in Exhibit IV-l. Both scored high­ weighted scores for each of the criteria are shown. The LAN below for est, followed closely by the PBX. These criteria are described each option. other options. The LAN scored very high on performance, compared to the and transnis- LAN -- With the broadband architecture, load capacity LAN provides sion speed are more than traffic estimates require. The "room' to grow so that new users anid services, (e.g. image transmis­ sion), can be added in tie future. Security - high. there is no PBX -- Since voice/data switchers are a new technology, In gen­ guarantee that vendors can deliver promised capabilities. of the switch, eral, high data usage would impact the load capacity Dimension 85 thus affecting the quality of voice traffic. While tLe short-range data vol­ PBX being installed is capable of handling the at/or umes (estimated 1000 users), the system would be processing have to be near capacity with this workload. Consideration would weuld be adding. given to what "data' workload tie Department of State

IV-6 EXHliIT IV-]

8niutiong for AID-@ Tel ecommunIfiClticinU System A Get of rive major Criteria ir Selection of Alterniative

score weiut Raw Scoe -hNeLkted IA" FI Pt-to-Pt IAH PBI Ft-to-Pt

1. Pef formance 15 4 3 3 Go 4S 45 o Reliability ideuign ma.gin, vendor reputation) o Load Capacity (traffic) o Tgansmiaaon Speed/time ge.1 .ose/delays o Error characteistic iflault correction, moft degradation. recovery) o Measurement capability (for main­ tenance, controll o Security

2. compatibility 20 4 3 3 so Go 40 o with exiting procedures o with each existing system o with real-world environment o with different data systems 1IB. Wang cables)

20 3. Ease of Use s0 40 3 3 2 40 o Leatnig/tAining o Ongoing operation o liaintenanice Ivar oum options)

4. rlexibility/Adaptabillity 20 so 60 40 4 3 2 o For geographic expansion o For Increased traffic flow o For new/improved functions o For wide-area networking o To many different protocol@ o For moves and changes "o For reconfiguration lnes peripherala) 25 2 3 1 50 75 5. Coat 25

330 300 210 100 4- users would re­ AT&T comnsultants suggest that growth beyond 1000 Security - medium. quire migration to AT&T's LAU Corfuture growth. speeds Point-to-Point -- Although the load capacity and transmission option are adequate, error handling capacity and afforded by this Security ­ maintenance and control are cumbersome and inadequate. almost none. AID The LAN also appears to be most compatible with the existing environment. equipment. Fur- LAN -- The broadband network supports Wang and IBM other equipment. The thermore, the utility band permits AID to add LAN scored highest in compatibility. but not Wang proto­ PBX -- Supports most IBM compatible protocols, require exten­ cols. lence, the Wang equipment would be excluded or incompatibility is sive software development and maintenance. This not acceptable. version is compatible Point-to-point -- Although the Point-to-Point cable system) AID's present equipment, any new additions (e.g., with high development would require tailor-made solutions and would entail and maintenance costs. than point-to-Point. Both the PBX and LANI promise greater ease of use architectlre, LAN -- The broadband solution, with its menu-oriented the AID user commu­ A-probably the most user friendly. Furthermore, in a sense, already because of its exposure to OA equipment has, nity PBX were rated been trained. However, in the scoring the LAtU and equal.

would have to be devel- PBX -- Again a layer of application software a user friendly environment. However, from a iainte­ oped to create and roughly nance point of view, the PBX option is more than adequate equivalent to the LAN.

IV-7 Point-to-Point -- Is Lhe least user friendly of all the options. "--r-e-F-s -1-a common language and Lhe user must learn each equipment protocol.

The LAiN and PlX axe Seen as Equally Flexible PBX, once a building I,-AN -- AILhough initially more costly than the is wired, changes are economical. increasing Lhe number of worksLa­ Lions and terminals would not affect the network. require min­ PBX -- The PBX by its nature is highly flexible, changes of can linum rewiring. However, an Increase in the number terminals seriously affect the capacity of the data/voice switch as discussed (under performance). Because Lhis capacity Issue relates earlier PBX more closely to performance, it did not affect Lhe scoring for here. and most costly Point-to-Point -- This option is the least flexible to respond to changes. Any displacement of terminals or machines implies new costly wiring. Furthermore increases number of terminals and micros would directly increase load on the main computer.

5. CAPABILITY OF OPTIONS TO MEET REQUIREMENTS

(1) Each Alternative had to be Able to Meet AID's Heeds were developed addition to the above factors, a second set of criteria In to each option was scored as to how well it would respond the in which and/or services Agency's telecommunications requirement. These functions in Chapter 11 under the following headings. The weight were categorized are assigned by 1IM for each requirement for purpose of Lhis comparison shown below:

S Mainframe access, 30% 40% Communications between office automation equipment, * Cable disLribution, 10% Access to external data bases, 10% * Electronic mail, 10%

IV-0 Exhibit lV-2 shows the raw and weighted scores for each requirement. Tile is de­ local area network option. The functional adequacy of each option scribed below.

(2) Mainframe Access ILAN -- Since all Wang equipment can emtulate at least two IB1 protocols for mainframe access, the LAN was rated as high as the Point-to-Point. PBX -- Mainframe access with the PBX would be more problematic, depending on terminal equipment used. A protocol conversion would have to take place.

In the case of ASCII terminals, ATT has modified its strategy and maintains that a new "cluster controller" which would also do protocol conversion is more economical and efficient than the Applications Processor. In the case of Wang equipment it would be more difficult since the State/AT&T contract does not call for Wang protocol conversion. Point-to-Point -- By definition since all terminal equipment is connected toie mainframe, this option scored high, in mainframe access.

(3) Communications Between Office Automation (Text Transfer)

LAN -- By definition the Broadband scored highest in OA Interconnectivity. No protocol conversion is necessary for Wang equipment. PBX -- Again since PBX does not support Wang protocols Interconnectivity between Wang terminal would be poor.

Point-to-Point -- Text from one OA machine would be routed by tihe main­ frame using IBM protocols, thus a delay and some limitation would be pre­ sent (e.g., lines would have to be 00 characters or less) Scored medium.

(4) Electronic Mail (EM)

LAN -- The proposed broadband network vendor has announced a product, Wang Office, which can support AID's needs.

IV-9 EXII1II'1 IV-2

ESTIMATED CAPBI LITIES OF OPTIOHS 10 MEET USER REQUIRMENTS

RAW SCORE WEIGIITED SCORE LANl PBX PT-TO-PS llEUUIRiEMENTS WEIGHT LAI] PBX PT-TO-PS 3 90 60 90 MMainfr ,ie Access 30 3 2 2 120 40 80 * CommuniIc Actions 40 3 1 Between OA Equipment 30 30 20 * Access Lo External 10 3 3 2 Data Base 20 20 10 * Electronic Mail 10 2 2 1 3 1 30 30 10 * Electronic Cable 10 3 Distr ibution (AID/W)

TOTAL 290 180 210

Key: I = Less Than Adquate 2 = Adquate 3 = More Tian Adquate PI]X -- I)imenslon 85 EM was announced to run on an applications processor. 'I|is is a micro wiLlh one disk drive. it is doubtful that it could hold the messages an( [ilesfor 2000 addressees. ruining in Point-to-Poiit -- Scored low, those electronic mail packages are designed for a relatively small number of addressees the mainframe addressees. (200-300). 1L would not be adequate for AID's 2,000 to 3,000

(5) Electronic Cable l)stribution can be treated as any LAN -- Using a VS as a gateway/bridge the cable Lo/fro any other OA otIer WP document which can be transmitted/received/ equipment. would have to be writ- P'BX -- In this case applications processor software and to create ten to convert protocols from Data general or VAX equipment "envelopes.*

-- it would be difficult to implement unless all the cables Point-to-Point soft­ are transferred to the main computer and message forwarding/storage ware is written for the mainframe.

(6) Access to External Data Bases than the PBX * ILAN -- In this case the LAN solution Is no better or worse be installed somewhere solution. A gateway with a bank of modems has to in the [,AN. data terminals can • PBX -- Less costly since a bank of modems to serve all be connected to one of the switches. have to have modems * Point-to-Point -- costly, since all terminals would here to have TTY for dial-up service. in addition every single CPU would simulation software.

IV-l0 6. COST EVALUATION

(1) LAN

Key Assumnptions - Only those buildings where the number ot terminals and the predicted of 3 loops), with the traffic Is large enough would be wired (total or the PBX data modules. other buildings connected via point-to-point and not developed from - Most of the software will be off-the-shelf scratch. not be - Present workstations already connected to OIS would directly to OS CPU then connected to the network, but would remain connected to the network. as gateways - Hardware costs include the cost of a VS system to serve for intra-building connectivity. dollars: The cost data are shown below, in thousands of Costs capital Costs Recurring Annual $ 50 1. Hardware $1,500 1. Interconnect 500 2. Maintenance 300 2. Software 50 3. installation 1,000 3. Training Manpower 300 4. Development 400 4. 5. Training 100 $700 Total $3,500 Total

(2) PBX

Key assumptions and micros Because the number of projected terminals, workstations processor for each per PBX switch, the cost of an applications switcher was included.

IV-11 no cosLs are included for a network control center since that service would be part of Lte voice network.

Since the State contract with AT&T does not support Wang protocols, protocol tailored software would have to b2 developed for Wang conversion.

The costs are shown below, in thousands of dollars: Costs capital Costs Recurring Annual $ 50 1. Ilardware $1,100 1. interconnect 400 2. Software 800 2. Maintenance 100 3. installation 100 3. Training 200 4. Development 400 4. Manpower 5. Training 200 $750 Total $2,600 Total

(3) Point-to-Point

Key assumptions - Since the main computer plays a critical role as switcher or router, would be an upgrade to serve additional telecommunications functions necessary.

- Costs are included for the purchase of a dedicated mini to support a network communications center.

- All software to handle routing would have to be developed from scratch.

- Those terminals already connected will not be re-wired.

IV-12 of dollars. The cost data are shown below, in thousands

Capital Costs lecurring Annual Costs $100 1. Hardware $2,000 1. interconnect 600 2. Software 1,000 2. Maintenance 200 installation 500 3. Training 3. 300 4. Development 400 4. Manpower 5. Training 300

Total $4,200 Total $1,200 data for capital and For ease of comparison, Exhibit lV-3 provides cost comparison over the five-year planning recurrent costs, as well as total costs for the system period.

7. RECOMMENDATIONS enhancements in the This section describes the recommended telecommunications following categories: A.D/W USAIDS Cable link to State • Cable distribution to central points in AID/W * Electronic mail Access to external data bases (1) AlD/W Area Network (I.AN) AID/W Intra-Building Connectivity -- A broadband Local (under the AID/W recommended to be installed in the three buildings is and/or the terminal den­ five building scenario) where the traffic volumes sity warrants it as shown in Exhibit IV-4: - New State - 1 loop with I VS as a gateway - SA-I - 1 loop with 1 VS as a gateway - SA-18 - I loop with 1 VS as a gateway.

IV-13 EXHIBIT IV-3

Cost Comparlsmn (Shown in Thousands of Dollars)

LAN PBX POINT TO CAPITAL POINT

$1,500 $1,100 $2,000 Hardware 1,000 Software 500 800 1,000 100 300 Installation 400 Develop 4,00 400 300 Training 100 200 4,200 TOTAL 3,500 2,600

RECURRING ANNUALS 100 Intl Cornect 50 50 1400 600 Maintenance 300 50 100 200 Training 300 Hanpowe r 300 200 $11,200 TOTAL $700 $150

$4,800 FIVE YEAR $3,000 43,000 $9,000 GRAN) TOTAL $6,500 $5,600 EXHIBIT IV-4 RECOMMENDED AID/W NETWORK

SA-15 SA-1

~MAINFRAME SI ols DP EXTERINAL

- DAA OASES _,

SA-16 __EPC 0Isl

PC PC

DIDP between the Conniectivit -- inter-building traffic AID/W Inter-ulilding using a software descrfied ahove wilTbe switched by the mainframe, loops would be directwired package like Wang's IDS. The VS gateway minicomputer to the mainframe. in the LAN Configuration -- With OS Equipment Will lecome File Servers in addition to serving installation of a local area network, the O1S, the of [iMe server. Thus, it as a word processor will begin to play the role have at least one OIS, and recommended that each AID/W organization is word processing equipment that all stand-alone Wang 5 systems and non-Wang he replaced by OIS's. Printers -- Receiving bulk There Will Be a Need for Additional High Speed high speed printers at­ text (5 pages or more) will necessitate having terminals. tached to each OIS system, or as stand-alone organizations (e.g., regional Minicommunlcations Center -- Large AID/W up of a Minicommunica­ bureaus, PPC, FH, etc.)7could benefit from setting Local point of automation and tions Center. This center would become the telecommunication services. systems, a hijh-speed It could contain a VS and/or one or more cIS cluster terminals, micros, and ADP terminals. Additionally, printer, could be located RJE equipment, Telefax machines, etc., it required in the Minicommunications Centers. staff member in each It would require at least one FTE, permanent minicommunications center. could also contain pe- In the future, this Minicommunications Center users. These peripherals ripherals which could be shared by several printers, plotters, and might include file servers, letter-quality also support video communi- micrographics readers. The centet might with self-irstruction cations, and a one-of-a-kind software library packages.

with the Information Center These centers should not be confused planned by IRM to support users needs.

IV-14 The Large 4341 ID1t Computer Can Serve as a Router/Switcher/File Server -- With the upgrade or the present mainconpuLer, the present IBM 4341 could There are he retained for use as a telecommunication router/file server. several advantages with this proposal:

Tie new mainframe would not have its resources drained by the telecommunications system.

From a security point of view production data could not be easily accessed by casual network users.

- ~The 4341 could serve as file server for:

Queries of the proposed cable data base.

Routing of messages for the USAID-AIi)/W message system.

Interface for the DIU system to the network as well as gateways to other value added systems (Telenet, Tymenet, etc.).

(2) USAIDS

Links From USAIDs to AID/W Will Vary, Depending on the USAID Equipmen Base -- A three-pronged approach is recommended for implementation of the USAID-based telecommunications system, depending on the level of automated support the USAID enjoys, as shown In Exhibit IV-5.

posts with VS equipment will use State's circuits, where these exist. While awaiting State's circuits, international carriers would be used for initial testing and start-up of USAID telecommunications.

- VS posts will be linked to the local Embassy Office of Communications by direct-wire, when distances are short enough to allow it; else, dedicated links can be provided. The end points of the State link will be multiplexed to the AlD/W main computer.

- Those posts which do not have VS's, and only have OIS or PC equipment AID/W could be connected to the mainframe or a VS SysLem located in or one of the regional missions via dial-up lines. However, these

IV-15 EXHIBIT IV-5 RECOMMENDED OVERSEAS NETWORK

AIDIW

CAIRO

;] NAIROBI

HIARAR E vsPNA network after missions can only become virtual nodes in the AID/W special software is provided. recommttendation is to ComtLiunications ithin USAIDs -- In tbis case the T/C boards and equip all VS, OIS and PC equipment wiLhl their corresponding be connected to the VS in sofLware so that all equipment within a post can use the WISE a star contiguration. Posts with more than one OIS can either case, micros should switch to connect users on the two systems. in the Missions. be able to communicate wil Wang VS and OIS systems within

particularly in East USAID Regional Networks -- Although some posts, using dial-up Africa, i-ave lieen testng telecommunicatLions between posts, the recommendation of this services from international carriers, it is only alter the following study group that regional networks |e Implemented implications are studied carefully: USAIDs would by-pass H/SER/FM determination it transactions between inaccuracies, or if re- AID/W central systems and result in costly financial accounting gional networks can l)e integrated into AID's cycle.

to follow prior Regional communications networks would be expected center" as opposed to a establishment of a mission as a 'regional mission being "regional" because of telecommunications.

(3) Cable Link to State openly the cost vs Our primary recomendation Is for AID to consider interface to the State benefits of providing a fully automated cable Depar tment. State Department is - Outbound cable traffic from Alt) offices to the cables transmitted per low volume, with approximately 160 pages of day. increase to be gained - Therefore the actual professional productivity also relatively small. in by automating this number of cables is of handling pro­ addition, the present process works and is capable to 5 years. jected workload increases for the next 3

IV-16 portion of the cable tow is The cost of automating Lhis AID-to-State to $450,000, in con­ high, wiLh one-time costs ranging from $400,000 junction with increased recurring costs. productivity improvement Taken independently of any other possible be cost-justLified. efforts, this automated link would not receiving and sending cables However, taking the concept of electronically word processing terminals, the in AID/W via a LAN directly to/from the preclude the need for a automated link to the Department oL State would within the cable area duplicate OCRi scanner and/or the increased manpower wishes to automate the to print and deliver the outgoing cables. if AID incominig tele­ portion of the cable flow, then the existing AID-to-StaLe outgoing link should be communications link should be maintained and a new developed. supports the present - The existing incoming link works well today and and projected traffic volume well. AID REAIRCS system to the - The new outgoing link should be run from the State ATSERP terminal computer. level of augmentation to - The existing REARCS systm will require same and possibly increased provide for the new telecommunications port memory and power supplies. and control should remain with - Functionally, all reformating, routing format conversion and State, with only the minimum level of editing, header modification performed by AID. at $400,000-450,000 - The one-time cost for this option is estimated per year. with recurring costs of $350,000 to $400,000 to the cable system if Again, AID can attach its future Local Area Network is desired. fully automated cable creation and transmission to the cable system Attachment of the future WANG local area network can best be accomplished through a WANG VS minicomputer.

IV-17 interface the The WANG VS would terminate at the WANGET awd would !IEARICS system.

The WANG VS and its associated software would cost approximately $100,000 to $150,000 more.

AID/W (4) Cable Distribution to Central*PoinLs Within system to tie local To Interconnect the minicomputers from the AID/W cable from a non secure net­ area network, and to protect the system from access as bridge and file server. work, it is recommended that a small VS be used of M/SER/MO and would be linked This VS would be under the administration both to the cable system and the LAN.

it's role would be two fold:

As a virtual protocol converter As a file server/router Into WP documents, their Non-classified incoming cables would be converted organization's OIS via address identified and routed to the corresponding the LAN. sent to the cable VS, Once an outgoing cable was cleared, it would be and then forwarded to State where it could be examined by M/SER/MO staff, of this VS has been via an electronic or manual cable link. The cost included in budget.

(5) Electronic Mail Electronic Mail among the user Because of the extraordinarily high interest In community, a two step approach is recommended: a pilot EM Step One -- While the LAN is being designed and implemented, Dialcom, using a commercial service like project should be vconducted, number of users. Telemail, MCJ Mail, etc., for a limited and controlled into the EM system. Gradually additional users would be brought the commercial EM service would Step Two -- once the LAN is implemented, version. be phased out and replaced with an in-house

lV-1 (6) Access to External Data Bases public data network • It is recommended that the LAtl have a gateway to a (X.25 protocol).

. This gateway could be the AID/W main computer. or even the Dimension 85 - For occasional users in AID/W, dial-tip lines voice/data switch could be used. access continential USA - For USAID's, it would be more economical to data banks by going through the LAN and then Into the public data network.

8. IMPLEMENTATIOtN PLAN in a The overall strategy is a step%.ise approach to Itnplenenting tie nietwork 3-4 year span. See Exhibit IV-6 and Appendix E for details. plan FY 85 -- In year 1, design and [ormulation of detailed implementation we progress (including identification of software) takes place. Concurrently be linked but with estabjishment of links to USAID's. When a post is ready to be to use dial up State has not made available such a link, the strategy would mail service from an international carrier. Also InI FY 85 a pilot electronic first pilot re­ would take place, with 100-150 users in AID/W. Finally, the Of course gional network with Nalrobi as a hub would begin to be installed. all RFP's for equipment and services would be completed. the hardware and FY 86 -- In year 2, vendors are selected, contracts signed, and SA-l packaged software is acquired. Concurrently, the State Department Devel­ buildimigs are cabled. The router/gateway minicomputers are installed. starts. Plans of custom software for the mainframe and VS environment opment VS to VS for training are formulated. By the end of FY 86 text transfer from both in AID/W and USJ.ID's s implemented. connected to th Network FY 87 -- By year three OIS word processors begin to be buildings are cabled. in buildings Main State and SA-l. Concurrently, Rosslyn the OIS workstations By mid 87 all workstations attached to the VS and some of bases. Also those Wang can access data and execute queries in mainframe data data to the PCs directly connected to an OIS or VS could (uownload/upload

IV-19 EXI-IIIIT IV-6 AID TELECOMMUNICATIONS SYSTEM IMPLEMENTATION PLAN

FY 85 FY806 F FY1 F7Y88 _FY 89 * DESIGN NETWORK , * IMPLEMENTATION PLAN * USAID's LINI(S A * RFP PROCESS • * ELECTRONIC MAIL PILOT A A * IN-IIOUSE ELECTRONIC MAIL ,, SIIARDWARE PROCUREMENT A * INSTALL ROUTERS * CABLING A A A * REGIONAL NETWORKS A A A * ACQUIRE SOFTWARE A & * DEVELOP TAILORED SOFTWARE A A A A * DEVELOP TRAINING A A * INTERCONNECT OIS's TO LAN A A * LAN IN AID/W UP * MAINFRAME ACCESS A * ACCESS EXTERNAL DATA BASE * CABLE DISTRIBUTION A * INTERCONNECT DIU * INTERCONNECT PC's * INTERCONNECT ADP Lm.m ... .. mm * CABLE QUERY

'LINES Will MULTIPLE MILESTONES REPRESENT DIFFERENT PIIASES. E.G.. BY BUILDING. MISSION. EIC. version Is avall a ble for 50. of Mainframe or the VS. In-house electronic malt users. are Interconnected to the LAN. Each has a high FY 88 -- All AIl)/W OIS CPUs to any transfer of text can take place from any point speed printer and bulk ex­ Also access to a public data network, and hence point within the Agency. VS is available from any point. The cable system gateway ternal databases, LB cables to/from to the network. The first pilot case to distribute connected computer is connected to network. the OIS takes place in AID/W. The DIU UP 3000 for file transfers and sharing ter- Also some IBMl PCs are connected to network to cluster controllers are added minal equipment. The ADP terminals attached to LAN. cables is implemented. All PCs are FY 89 -- The query system for accessing old production mode. Full Network connected. All value-added functions are in can be transmitted from any terminal Control Center Is Implemented. Data/text regardless of distance. Pilots in any point of the Agency to any other terminal One possible candidate is image for new services and functions are planned. transfer in AiD/W.

9. BUDGET work in FY 85 and 86 falls into several The major thrust for telecommunications are budget narrative. While these line items categories, as outlined In the attached design a comprehensive approach to the overall network set aside as individual projects, ser­ best possible service to the users of telecommunications is necessary to assure the very direct dependen­ five years. The different projects have vice at AID over the next as a package. Any with each other and therefore should be viewed cies and relationships to effectively migrate the to individual tasks must be scrutinized closely modifications Exhibit IV-7 is a synopsis of to any related schedules in the other projects. changes details see Appendix I! the projected budget for 5 years. For further

(1) AID/W LAN FY 85 development coat of $290K Includes for Development -- An estimated phase In­ and detailed), the implementation planning egn (Kboth general and software identification of both off-the-shelf software cludes clear process (RFP's and be developed from scratch. The procurement that must of the contracts is not evaluation) is included. However, awarding included.

IV-20 Es'ImATEI) BuDGEr

Total FYB5 FY86 FY87 FY88 FY89

AID/W BASE NETWORK

One Time Cost 540 200 260 80 0 0 Development 1,150 50 680 420 0 0 Hardware 4,00 50 200 50 50 50 Software 100 1_00 tallation 0 600 300 100 850 150 150 3,190 'roTAL 300 1,740

Recurring Costa* 970 0 150 220 300 300 Maintenance/Operation 250 0 100 50 50 50 Training 430 350 350 Manpower 200 500 700 700 3,050 TOTAL 200 750 700 1,550 850 850 6,240 AID/W TOTAL 500 2,490 implementation for all componnts of Recurring costs include maintenance, training, and pilots, and initial the T/C project. Other functions represent development, Installations only. EXIiULT iV-7 (2)

OTHER FUNCTIONS

FY85 FY86 FY87 FY88 FY89 Total

USALD'S Message System

Development 50 200 150 100 50 550 Hardware 40 90 40 170 Software 30 50 30 Ito Tra nlng 50 50 50 50 50 250 -7-39 -­27U -­ 113U -- TO -TIu

Cable System lDistribution

D)evelopment 0 150 260 0 0 410 Hardware 0 125 0 0 0 125 Software 0 25 40 0 0 65 0 300 300 0 0 600

Electronic Hall 150 250 50 0 0 450

Development 50 150 50 250 200 Service 100 100

GRAND TOTAL 820 3,430 2,170 1,000 950 8,370 In FY 86 and 87. It Hardware -- Most of the costs of hardware would occur and gateway func­ includes the cost of 3 Wang VS to perfornm the routing In FY 87. tions. Two VS would be acquired in FY 86 and one for pres- It also includes tie cost of the telecommunications boards 30 In ent and future OlS iS AID/W. The plan is to have T/C in OS FY 86 and 10 additional ones in FY 07. based on the The cost of executive workstations have been estimated ex­ Wang 4230-VS. These are intelligent workstations that can be using decision panded to full micro if the executive desires to start support software tools like Lotus 1, 2, 3, etc. The plan is to have 40 in FY 86, and additional 50 in 87 and 50 in 88. text lHigh speed printers connected to tie OIS will be needed as bulk 20 in FY 86, transfer of project papers occurs. The plan calls for 10 in 87 and 10 ill 08. the IBM PC (estimated 30% - In addition Wang boards are needed to allow of all micro) to be fully integrated to the network. and tailored. Software -- Software falls in two categories: off-the-shelf Off-the-shelf software consists of: - The JDS package in the mainframe to perform routing functions among each VS

- VS software to route OIS and bridge to the mainframe

- OIS software for interoffice traffic.

Tailored software consists of: for the VS to access both - "Pass through' software in the management mainframe applications and Public Data Networks to allow OIS's to access the data­ - "Pass through' software on the VS base in the lmainframme.

IV-21 would occur in installation -- cabling of the Mai" State building and SA-I CIU (cable Inter- Hosslyn buildings would be cabled in FY 07. The FY 06. The FAM (Frequency face Units) would interconnect tie OIS to time network. connect the IBM PCs to Agile Modems) or FFM (Fixed Frequency Modems) would to 0IS or VS as the network. The Wang VCs ate assured to be connected workstations. in FY 87. Some con­ implementation -- The network would be Inplemented by FY 87 as the AID/H sulting cost Is added for tuning the system. Thus be available. I,AN is implemented the following functions would

- Text transfer among OA equipment (Agency wide) - EM - Access to mainframe - Access to external data bases. will necessitate a lRecurring Costs -- The introduction of new technology of the user community. careful training plan and extensive training includes training plan and Thus, $100K is allocated for FY 86 which $50K for each subsequent year. of 15% of hardware Maintenance and operation are base on an estimate connect the VS's to software cost plus the cost of leasing lines to the mainframe. network and increased in addition we estimate that the creation of the will necessi­ number of telecommunications functions and capabilities tate the addition of three additional staff members.

(2) USA1D's Links to AID/W the CPU for medium sized mis- IHardware -- Assuming that the VS 45 becomes Time average cost or due to the Massive Accounting System (MACs). sion be $11,000 (not telecommunications hardware/soltware per mission would included in budget for AID/.) the VS, the cost of de­ Software -- In addition to packaged software for to allow the VS to access veloping in the mainframe is a software package

IV-22 mainframe data and access external database through a public data network would be about $150K.

Training Training will be required. This estimate assumes 30 TDYs for a 3 year life cycle for installation and 30 TDYs for training of rod-staff.

(3) Electronic Mail

For the first year electronic mail would be a service. Once tie network is implemented, It would be an in-house value-added function. For the first year we assure 150 user at $75 a month per user (including storage charges) with an additional 100 the following year.

(4) Cable System Distribution

To protect the cable system (a secure system) from the network (a non­ secure sytem) and at the same time link both, a dedicated Wang VS under the administration of SEM/MO/CRM Is recommended. This VS may have to be a secure system.

This VS would produce an "envelope" for each cable to be distributed and routed to the proper address.

Since Wang Is already working on a similar package for State (in a secure mode), the software cost includes old modification of this package, instead of the cost of developing it from scratch.

10. MANAGEMENT ISSUES

During the course of this studVy, a number of management issues have been identified. design These issues need to be considered and acted upon in conjunction with the detailed of a telecommunications network, the procurement process, and the phased implementation of the system.

Some of the issues are familiar, but take on new meaning and Importance in an envi- (itilers emerge only as ronment of more widespread telecommunications within the Agency. a consequence of the new environment.

IV-23 (1) InformaLion Resources Management will vastly lecause tie establishment of all AID telecommunications network as the ease and speed of increase Lhe access ot users to automated data, as well of some existing concerns transmission, it will also tend to heighten the importance Although the Agency, in a corporate in the information resources management area. be sent over the network, sense, 'owns" all of the data and inlormation which could of information and execution of policies and procedures in the area Lhe refinement by resources management will require re-doubled attention management. bases will want access 1o Users with new capabilities to tap internal data access by the Lhem, and any concerns about restricted or broadened Nproprietors' of the data (an office or an individual) need to be resolved

of new data bases, Telecommunications will probably spur the proliferation using existing mainframe data bases as the foundation. bases needs to be determined. The 'official' standing of these new data of data elements, Data base administration Issues, such as standardization bases proliferates. will require renewed attention as the number of data

(2) Cable-Related Issues AID/Washington, With the establishment of leased lines connecting missions with will come into existence. It a new channel for messages and other communications will tend to draw some of the can be expected that these leased channel tacilities is anticipated to be Information traffic from the cable system, although the bulk courier or hand-carried that would have been transmitted by pouch, APO, and channel of communication between materials. With the leased lines as an additional the following issues: the field and AID/W, management will need to consider cable system because of What kinds of communications must be sent via the its official and tor-the-record character? are needed to provide For traffic on the leased lines, what procedures and what storage and reference numbers or other identifiers for retrieval, need to be set up? retrieval policies for such traftic, if any,

IV-24 and control of cable Another set of cable-related issues concerns the clearance form and elec­ traffic, once cables can be originated on user terminals in automated tronic distribution can occur: What procedures are necessary to handle clearance of outgoing cable traf- fic from AID/W [or a totally electronic document?

Is there a satisfactory fort of "electronic signature'?

For messages incoming to AID/W, how will distribution and assignment of action responsibility within recipient offices be designated?

What provision is required for electronic storage of cables in recipient offices, as opposed to a centralized cable data base? Will limited access of any type be imposed on the cable data base (for unclassified messages only)?

(3) System Management issues

In some respects, a new AID telecommunications network will be an overlay on the existing set of automated systems of all types. flowever, due to the technology used, It will require the performance of new discrete central management responsi­ measurement bilities, such as software maintenance, standards-setting, performance office auto­ and the like. In addition, as for the recently installed shared-logic direct as­ mation configurations, there is a need for "local management" to provide issues: sistance to users. These features of the network raise the following and how Where will the central telecommunications [unction be established will it be organized and staffed? of telecom- What is the most desirable arrangement for "local* management munications in AID/W offices and missions? relate to [low will the centralized telecommunications management function and support the local user organizations in the areas of:

- Training? - User help and other operational assistance? - Applications design and development?

IV-25 (4) User Training and .Support the esLab­ Just as the widespread introduction of office automation required addition of sophis­ of suitable user training and support capabilities, the lishment processing technology ticated telecommunications to the existing AID's information will require comparable efforts. The issues are: training i" telecommuni­ * Ilow, and where, will introductory and continuing cations be provided to users? Will training be in-house or contracted? in telecommunications To what extent will lIH provide applications support for users witLh a requirement for new or modified applications? and on a continuing basis? * IHow much resources should be allocated initially features to * Ilow will the potential 'retrofitting" of telecommunications applications existing ADP, microcomputer, and advanced word processing affect IRM's work load? effective support to What special arrangements may be necessary to provide the missions? for telecommu- What are the specifications for a "clearighouse" function useful appli­ nications applicatioar to fully exploit, and not re-invent, cations for the widest possible number of AID users?

IV-26 APPENDICES AID TELECOMMUNICATIONS

STRATEGY FOR THE FUTURE

MISER/IM. SEPTEMBER 1984 APPENDIX A

TELECOMMUNICATIONS TECHNOLOGY ASSESSMENT TELECOMMUNICATIOIS TECIItIOLOGY ASSESSMENT

the selection of The telecommunications technology assessment was performed prior to assessed for the candidate technology options. This appendix discusses the technologies three of AID's topological categories:

Communications within buildings (Intrabuilding topology)

Communications between buildings (interbuilding topology) and other outside External gateway communications (between AID/W and the USAIDs resources).

Each technology assessed Is discussed in terms of its relevance to the AID/W were assessed: environment. For the intrabuilding topology, the following technologies * Private Branch Exchange (PBX) * JLocal Area Networks (LANs) * iHybrid PBX-LAN Networks * Dial-up Communications * Leased Lines * llardwired Connections. were assessed: For the Interbuilding topology category, the following technologies

. PBX/Data Switch Trunks * Leased Lines * lBroadband LAN * Dial-up connections * IRadio.

Two technologies were assessed for external gateway communlcations:

• Dial-up Gateways * Value-added Network Service Points (VAN) (X.25).

- A-] ill te scope of tihe tech­ 'l-his prel iliinary assessment guided network architects liiLtingL AID environment, and ill determining witich nological opLions considered suitable for the t one another to best meet AID's techinolojies migh be used in conjunction with reci i reliemtLs.

1. COMMUICATIONS WIIIlti BUILDINGS of transmitting documtents Comininications witihin buildings refers to the capability and microcom­ on of fice automation equipmentj, e.g., word processors and files created of physical location. Al­ puLers, to other users within the same building, regardless permits the exchange of documents Lthough the Wang VS and OIS shared-logic capability wants to provide this transmission capa­ among all users attached to the same CPU, AID CPU a workstation may be attached to, bility for all OA equipment, regardless of which as those serving double-duty as OIS and VS and for microcomputers (stand-alones, as well also support the ADP terminal network. The worksLaLions). Intrabuilding topologies may in relation to each technology assessed. implicaLions of data transmissions are discussed and the discussion applies to 're features of each technology are described below, boLh AID/W and Lite USA1Ds, unless stated otherwise.

(1) PBX switching sys- The Private Branch Exchange (PBX) is a private, on-premises years, tei originally designed to handle voice communications. In recent treats all comu- PBX manufacturers have developed the digital PBX, which digits, or being switched or handled by it as a string of binary nications signal routed bits. Instead of handling a telephone call as an analog incoming voice signal, over a circuit-switched path, the PBX digitizes the then indicates to stores it quickly and temporarily in system memory, and the bits to taken them a receiving device where in memory it should read circuit. The out to a corresponding telephone on the other end of the to a memory block telephone on the other end of the connection is pointed where it stores its incoming digital stream. from a regular, effect to the user, it should be noted, is unchanged The functl:J)ns. analog telephione system, except the PBX may add extra telephone redialing, leasL-cost advanced pione functions may include automatic These busy, and routing, trunk group selection, conference calling, wait-on other features.

A-2 word proces- the widespread use of computer terminals, communicatlig With devices in sors, communications for personal computers, and oiher digital for PlBX manufacturers Lhe same environment as the PIIX. It became naLural as well as voice to seek to exploit this opportunity to switch data for data terminals, through the PBX. thewer digital PIDXs offer connections personal computers, and other devices, and offer the same devfce-to-device communications for terminals that are offered for telephone-to-telepholne communi cat ions.

The result has been the use of what is still essentially a switch (the advantage of ilX) that is able to handle both data and voice traffic. The to install a using the PBX for both applications is that there is no need the existing separate network for data devices. InI many cases, a PlX uses con- Lelephone system wiring to provide data paths for the data devices nected to it. with each In addition to providing paths for data devices to communicate PBX may also provide oiher, application-level services. Tile other, tie all typical configuration involves a separate computer, sometimes called applications processor, or AP, that is interconnected with the PBX. can provide a number of application-level functions, such as all The AP It may mail service, and document or file format conversion. electronic conver­ also provide certain transport-level functions, such as protocol may also pro­ sion, speed matching, and data buffering. in addition, some vide data link level services, such as providing gateway communications ports for connectons to outside resources. to local area net­ it is becoming common for PBXs to also offer iiterfaces today is works. One of the major thrusts of the digital PBX marketplzce as a local area network, as well as a switch for data and to cast the PBX connected traffic, in that it provides connectivity [or all devices voice link-level In- to it. Some manufacturers are providing physical and data to popular local area networks. This can allow all organization's terfaces data switch­ existing local area* network to be linked to the PBX's already most important, Ing and long-haul trunk access ports quickly, easily, and, transparently to tile users. switching, is of the disadvantages of the PBX, with regard to daLa One That is, each that all connections made over it are circuit-oriented.

A-3 connection wust be established just like a phone call, and each connection iade tlbroujh the PBX is a point-to-point link. This has implicaLions for the types of devices that are connected through the PBX, and the types of data they are capable of transmitting. Common data switching speeds for a PBX are 64,000 bits per second for voice, and 9600 baud to 19.2 kilo baud for data. Although the connections are circuit-oriented, the actual transmission method used front a data device or telephone to the PBX may be a form of packet switching. The actual protocols and data formats used will vary frotm manufacturer to manufacturer. The protocols and data formats may also be proprietary.

The physical system components of a PBX system are:

Telephone instruments/data terminals - These may be either tele- phones with internal codecs (to digitize voice signals), or data ter­ minals connected to a digital transmission interLace, which digitizes signals before transmission to the PBX switch.

PBX switch - This is the main component of the system. It provides the system memory into which incoming digital streams are written, and front which outgoing digital streams are read. In effect, the PBX makes logical connections between devices, instead of the kind of physical connections a standard telephone system makes to complete calls.

Physical connection wiring - a PBX uses twisted pair telephone wir­ ing to carry signals from a data terijinal or a voice instrument to the PBX and back to a corresponding data terminal or voice instrument on the other end of the connection. Some PBIXs utilize the existing building four-pair telephone wiring, while others will require eight­ pair telephone wiring. After a building Is re-wired to utilize the data and voice-switching capabilities-of a PBX, it will tend to re­ duce the potential cost saving of the PBX, when compared to the cost of installing separate cabling for a local area network.

PBX system software - The PBX system software provides the mapping of telephone numbers to devices, and may also provide connection of devices to systent services through specification of a service name, rather than a telephone number. 'he system software would also serve

A-4 as the operating system or tie I'BX to manage Its inLernal tunctions, call management and provide system monitoring, Jeast-cost routing, accounting, and any exLra voice handling features the system provides.

Applications Processor and AP services software - The AP can pro- vide additional communications and data handling services. The AP may function solely as a communications processor, or it may provide oiher services, such as electronic mail, file storage, and document format conversion.

Relevance of the PBX to All) environment

Only AID/W will be acquiring the IBX in AID/W has requirements for the transmission of both data and voice so­ all of its locations. A PBX should be considered as a potential telecommunications network ing. AID/W Is scheduled to have lution for will be an AT&T System 85 (S85) PIX installed next year (1985), which used initially for voice switching. It may be feasible to use the S95 for data switching purposes. Since the S85 has an AP as an available option, the S85 AP may be capable of providing the types of user services AID has indicated that It requies, such as electronic mail, document and file storage, document and file format conversion, speed matching, and protocol cenversion.

Many of the announced S85 capabilities, however, have yet to be the demonstrated. It would prove worthwhile for AID to investigate parallel capabilities of other PBX systems. While It is doubtful same organ­ that it would be practical to have two PBX systems in the ization, if another PBX proves more suited to its needs, AID/W may the possibility of another PBX in place of the S85. llow­ consider to be ever, the feasbility or practicality of this option would have A PBX could be a determined by IRM before It was seriously explored. strong contender for AID's networking strategy.

A-5 service charges rhe potential reduction it could offer in telephone valuie of the added services the PBX could provide indicates and the for that it can be an attractive, technical and economical investmlent AID/W.

(2) Local Area Networks processing The inilLiplication of diffeLent types of computer and word Lhose systems to systems in AID organizations has led to a desire for communicate with each other, both within the organizatioli and inter­ organizationally. they can Users desire systems to have communications functions, so often a document share information, files, and data more easily. Too or used on or file created on one system cannot be transmitted to another system. so System developers desire miore flexible comnunications systems, of personal they can build organization-wide interconnected networks other spe- computers, iinicomputers, miainframe hosts, terninals, and expensive cialized devices. Because many systems demand the use of peripherals, system developers also desire some way to share peri­ pherals among multiple devices. ions liI recent years, local area networks, which are common commnicat to address some systems within a single location, have been developed commu­ of these user desires. A local area network is a specialized nications system for high-speed, high-capacity, computer-to-computer usually communications in a local environment. A local area network pair operates on its own communications medium, which may be twisted wiring, coaxial cable, or optical fiber. each device has a Unlike point-to-point communications systems, in which a local area separate circuit to another device, the devices connected to medium. That is, network usually share the use of the same transmission of that they are all connected to the same piece of cable, or to branches cable or wire. and broad- *Local area networks fall into two broad categories: baseband of being used band. in a broadband network, the entire bandwidth capable

A-6 subchan­ on the channel is separated into many separate subchatinels. FIach nel may operate at a diferetent speed, depending on the batidwidth demands of Ihe service operating over it.

For example, a broadband local area network may have several operat­ ing channels of video signals ((or such applications as closed-circuit television, and security monitors), several coinputer-to-colnputer data channels operating at 9600 baud, and several hundred voice channels. All signals are modulated onto carriers at appropriate frequencies, which establish the division of one signal from another into separate channels.

A baseband network, which Is designed to carry all-digital (unmodu­ lated) signals, operates over one, high-speed channel. System rates of 1 to 10 Mbs are common for baseband ,networks, which provide all users with access to a single, shared channel. The data rate of the baseband network is generally higher than that of a single channel of a broadband network, and it offers physical connectivity among all devices attached to it. That is, because all devices are attached to the same channel, and all devices share that channel by multiplexing their transmissions across the channel, separating them by time divi­ sion multiplexing (TDMA), all devices on the network have physical connectivity to each other.

Local area networks can use several different types of network topologies, depending on the characteristics ot the signaling used on the network. Some of the more common topologies are: the ring network, in) which one end of the network closes in on Itself to form a ring; the bus network, iii which the network Is merely a straight line cable, with branches coining off the main trunk; and the star, with a central controller that manages transmissions on branches radiating front it. There are also many variations In the way devices gain access to a local be network. in some broadband networks, a central controller may area to used to allocate bandwidth, and to determine the means for one device schemes connect to another over the channel. Other common network access include token passing and Carrier Sense Multiple Access and Collision Detection, (CSMA/CD).

A-7 pass a software abstrac- Ili token passing, the devices on tLhe network the device with the token Lion called a "token- to each other. Only station gives tip the is allowed to transmit on the network. That network control to token to the itext device when it Is done, passing the next station. indepen- It a CSMA/CD network, access to the network is determined a device wants to trans­ dently by the devices connected to it. If that the network is not in use. mit, it way do so it it determines at the same time, both stop if two or more devices happen to transmit a randomly selected a transmitting, then begin to transmit again the network is not in short time later, after once again determining use. several locations, each of Since many organizations have facilities in local area network way be in a different city, state, or country, which devices that connect local vendors and suppliers also offer communications network. A multi-location networks together into a multi-location area that the devices on each local area network, or inter-network, implies with devices on other also have a means to address and communicate network t:o wide-area or networks. Local area networks may also have connections or to X.25 networks that ,metropolitanarea networks, or to PBX systems serve the same purpose. equipment reasons, there may In some locations, because of operational or local area network. a ,iced to install both a baseband and a broadband be from devices on the In that case, devices on one network may be isolated the two networks. other, unless the vendor offers a bridge between That is, they otfer Local area networks provide physical connectivity. communications medium. possibility of communicating across a shared the useable information Whether or not two devices can actually communicate protocols. depends on the compatibility of their communications vendor's order to connect to a local area network, a particular In a physical, computers, and peripherals must also have workstations, area network lor data link, and network level interface to a local network compatibility.

A-0 Lhat determine h'Iledevices communicating must "agree" on protocols nature of tie the format and meaning of the data, as well as the the shared channel. transactions and communications that occur across may be able to When two devices are on the same local area network they applications pro­ communicate, but higher-level session, presentation, an( tocols must coincide for any real communications to take place. In order one to use a commercially available local area network users must find that uses protocols their existing systems understand. of pro- Vendors of local area networks utilize certain standard sets tocols. Many, however, are incompatible with those from any other vendor. Standards-making bodies, such as the IEEE and, in Europe, ECHA, have goal of these been developing standards for local area networks. The standards is to develop well-defined, widely available, and consis­ networks. tently applied protocols for different types of local area Relevance of LANs to AID environment sys- The existence of personal computers, independent word processing Lems, and other devices that currently do not communicate with each that other, or do not have communications paths available, indicates AID/W could benefit from tite implementation of a local area network­ ing strategy. asso­ consideration should be given to local area networks and their and comput­ ciated shared resot.rces (files, printers, communications, ing devices), in developing an AID telecommunicatlons strategy. strategy is One factor that must be assessed in a local area network ' e installed equipment base in AID. IBM and WAt(, both major ven-. dors at AID/W, plan to offer their own LAN approaches. for the The current applications AID utilizes and those projected A local area future depend heavily on communications functions. supplies the kinds of connections normally provided by network that func­ point-to-point links would satisfy many of the communications tLions AID/W requires.

A-9 of Lhe local area network approach is Lhat multiple All advantage cost funcLions amid services could be shared. This would reduce Lhe to the o' incremenLal services as new users or applicalions are added sys Lemn.

(3) Hybrid NBX-Local Area MeLworks Lo a local area In itany cases, a coibination of a PIX wiLh connections commmunications network provides the kind of organizaLion-wide Integrated system need Lo fulfill commmuniIcations needs. handle all voice communica- In such integrated facilities the PBX would ser­ Lions amid some simple, low-speed, connection-level data transport is well suited to vices. Simultaneously, a local area network, which and word high-speed data transfer among computers, personal computers, processing systems connected to it, coexists with the PBX. devices In such an arrangement, communications among intelligent there within a building would occur via the local area network. If were a need for device-to-device communications between buildings, or from one device to another device outside the organization, the transmission could be routed from a communications interface device route tlhe on the local area network to Lhe PBIX. The PBX could Lhen transmission either to the correct device on another local area net­ work in tile organization, or to a port through which communications would be established to a device outside the organization.

network vendors are developing interfaces to - ,any PBX and local area each others' products. The advantage to the vendor is that they can their cus­ propose a complete, integrated communications solution to tomers. The benefit to the customers is that they can choose a PBX a local area that meets their voice and some data needs, and select network that meets their high-speed, high-capacity data needs. If an the PBX, tie cus­ interface exists between the local area network and tomer has a reasonable degree of assurance that the PBX can be used local for routing and transmission control between the organization's area networks. This reduces transmission costs, and simplifies time development of a complete communications system.

A-IO Relevance of hybrid networks to AID environment

As previously menLioned, AID/W is scheduled to become attached to the State Department's AT&T System 05 PBX. AID/W also has all installed base of Wang equipment. AT&T and Wang have aniiounced an agreement to develop an interface between Wang systems and the System 05 i,13X. The interface Includes a TI link between the S05 and a VS computer that will multiplex transmissions across the link.

The exact nature and applications utility of this link is not yet clear. it does, however, indicate the direction that Wang and AT&T, like many oiher vendors, are taking regarding future comatLibility between their products.

Compatibility between Wang and AT&T products has not yet been dem­ onstrated. AT&T has announced that it will offer document format conversion to Wang word processing document Lormat, but it remains unclear If this means that it will convert foreign (non-Wang and non­ AT&T format) documents to Wang format, or just a specific type of document. It is most likely that the latter is the case, given the wide variety of foreign document formats.

(4) Dial-Up Communications

The most commonly used kind of communications between devices, regardless sending device of location, is dial-up communications. Each device - the and the receiving device - is equipped with a compatible modem, and appro­ telephone priate communications software. To operate, the user dials the number corresponding to the telephone at the other device, and the connec­ tion is made over the public telephone system.

Transmission rates are usually between 300 and 1200 bits per second and is asynchronously (i.e., one character at a time). Synchronous communications, conducted under a more efficient com,,munIcations pro­ tocol, such as 2770, 2700, 3780, or a vendor-specil[Ic synchronous point-to-point protocol, usually occurs faster (2400 to 9600 baud), transfers data offers more efficient use of the communications line, transparently, sustains a higher data transfer raLe along with a lower error rate, and offers better error detection and recovery

A-1l necrta nisis Ilowever, synchronous commun icat ions equipment usually cost-s more Lhan asynichronous equipnent.

Dial-up commnunicationsis a practical way to establish occasional communications without incurring the overhead associated with more permanent types of connections, such as leased lines. The tradeoff for this flexibility is that tie connections are only point-to-point. They must be established and dis-estahished for each communications low-grade, session, and the public phone line usiially provides only a low-speed transport techanism.

Relevance of dial-tip communications to Ali) environment AID/U for communica­ - Dial-up communications are used widely within tions between word processing systems, personal computers, and RJE terminals and the host computer.

It is reasonable to expect that dial-up communications will continue to be used within AID/,'W for occasional communications between de­ vices. However, 1) as the need for communications becomes greater, 2) as users require a wider variety of capabilities on their systems, 3) and as the need increases to communicate with a wide variety of devices in quite different ways, dial-up communications may become less advantageous than other communications methods.

(5) Leased Lines

In situations where a particular system or terminals require continuous be communications to another point, and where those communications must high-speed, a leased line is appropriate. two A leased line is a permanently open, high-quality connection between devices. Leased lines are expensive, but they are more economical than are also dial-up connections for heavily-used communications paths. They essential for communications where there must be ready and instant access through a telephone to another device, not access on a switched data path system.

A leased line is usually run at a relatively high speed, depending, of line. Thie course, on the capabilities of the modems on either end of the

A-12 on the iised on the leased line depend upon the protocols runniig protocols line are devices on el!.her end of ite line. COImIIoIn protocols oin a leased 3270 BSC and 3270 SDIC, II)I.C, and other vendor-speci ic point-to-point protocols.

Leased lines are obtained [rom local or long distance Lelepliole companies. various ComunIcations technologies used between buildings includes the types of communications systems used to access a device i another loca­ tion. Because leasing Involves the controlled commuicatLions environment of one building, Inter-building communiIcations may have to be carried over publicly available communications paths, such as those provided by the telephone company, a private communications supplier, or a value-added network. The speeds, communications capacities, supported protocols, physical facilities used, access methods, and switching technologies used to by any of these service suppliers will usually vary from supplier suppl er . li some locations, because of operational or equipment reasons, there may local area network. be a need to install both a baseband and a broadband In that case, devices on one network may be isolated from devices on the other, unless tie vendor offers a bridge between the two networks.

Because the physical medium, transmission method, and other technical details of the leased line are under tie control of the service provider, the user only sees the effect of the connection, not its coaxial details. That is, the leased line may be a twisted pair, cable, fiber optic, microwave, or satellite link, or some combination of all.

Another common use of leased lines is trunk routing between communi- local cations systems nodes, such as PBXs in different locations, area network-to-local area network communications, and host-to­ terminal controller communications.

Relevance of leased lines to the All) environment

currently a number of leased lines iln use within AID/W. There are com- Leased lines connect tile 327x cluster controllers with the host and puter system. leased lines run from several of the OIS systems emulation. the VS system and provide terminal users with 3270 terminal

A-13 AII)/W already uses a number of leased lines [or comlikunica­ in short, are organization, and between system elements that tions within the to located in remote sites. it may be possible, in many situations, associated costs), or eliminate many of the leased lines (and their type of to provide the same kind ot function through a different interface unit on a communications, such as a shared communications local area network.

(6) llardwired Connections serve tile same Permanent, hardwired connections between system elements and economical over rela­ purpose as leased lines, but are more practical and access methods tively short distances. The communications protocols used vary according to the application for the connection. system For example, the terminals ot a shared logic word processing for hardwired to the central logic controller. The reason mlay be connec­ doing this is that the controller needs to have a permanent such of its terminals, and tile connection must be of tion to each the quality and type to support the kind and speed communications hIo t controller expects to have with its terminals. and pro- The speeds, transmission methods, access control schemes, much as they will tocols used on hardwired connections will vary as or with leased lines, because each will be used in a vendor application-specific instance.

Relevance of hardwired connections to AID/W environmenlt link two OIS systems. AlID/W currently is using hardwired connections to serves as a modem The WISE (Wang Inter-System Exchange) box essentially between two eliminator to establish non-switched hardwired commiunication OIS systems.

2. COMMUNICATIONS BE'WEEN BUILDINGS involves communications The second telecommunications topology category examined given to the specifics of the service between buildings. Although consideration must be be to use a service capable of provided by a particular supplier, the objective should

A-14 it as handling the expected volume and Lype of inter-locaLlon traffic, wil IV making tranmsparenit as possille to the users and to tite network as a whole.

(1) PBX/Data Switch Trunks

in a multi-location environment, where each location has its own PIX, a multiplexer, or data switch, there will probably be a requmiremenit tor high-speed, high-capaciLy trunking between one or more of the nodes. The to purpose served by the inter-node Lrunk is to carry the traltic expected flow between the nodes ot the network. There may also be a corresponding capacity in requirement to provide processing, switching, or buffering each of the nodes.

The configuration of tie trunks that link nodes are determiled by the of tile amount and type of traffic expected to flow as well as tie haLture peak demaihds communication elements would place oil such a system. trunks The protocols and switching methods employed on these inter-node would vary from application to application, and from vendor to vendor. of traf- Tile transmission medium would vary, too, depending on the volume fic the link was expected to carry, and time physical distance and ob­ stacles between tle nodes.

For example, if the nodes were relatively close together, and If the had control organization that was providing the linkage between nodes of time property between tie two nodes, a private tiber optic or over physical coaxial cable link, With communications multiplexed tie path, might be feasible. Over greater distances, or across as simple to obstacle as a city street, the most economical approach link an lie two nodes together might be to lease appropriate facilities from communica­ telephone company or another service carrier that provided tions in tite area. be The speed and capacity requirements imposed ol such a link could In met by a T1 carrier, capable of carrying about 1.5 Megabits. other cases, where there are high volumes of traftic between PBX might be re­ nodes transmitting digitized voice, several TI catriers quired. It is not uncommon for iner-node PBX links to be composed banmdwidth neces­ of up to 24 T1 carriers multiplexed to provide te sary to carry tile requisite traftic.

A-15 Relevance of PIIX data wwit-ch trunks to AII)/W envirolnment in 1985 That an AT&T System 05 is being installed in AlD/W's locations inclusion in an indicaLes that PiBX-Lo-P1IX trunk links may be available for must be overall telecommunications AIl/W network. Some questions that the answered before such trunks are specified are: how much capacity of. physical trunks will have, which nodes will they connect, and what Lype Department medium is going to be used. The AT&T contract with the State for the AID/W 85 specifies the location of the S05, and will indicate links. switches, as well as the number and capacity of their inter-node is One partial interbuilding solution for consideration (assuring the PBX trunk suitable for data transmission) is to lease appropriate additional facilities from the telephone company, if the planned PBX trunks are not sufficient.

(2) Leased Lines

Leased line are a commonly-used communications path for establishing point-to-point communications links between two system elements. The system elements may, of course, be PBX or multiplexer nodes, but are most a likely to be a host computer and an associated cluster controller, or host and another host that provides a specialized type of service or application for the user of the network.

If the communication link miust span more than one location, and be con- nected across a relatively long distance, and serve as a high-speed, high­ capacity data link, the most common and most practical way to provide that link Is through leased facilities.

As has been noted previously about leased lines, they can use a variety of transmission media, and support a variety of transmission speeds and protocols, depending, of course, on the types of devices connected at either end of the line.

ILeased lines are usually point-to-point links, although many devices may be connected to the same leased line channel by imltidropping the line.

A-16 Generaly speaking, leased line facilities are expensive, but they become cosi-effectlve above a certain level of usage per day. For example, a leased1 line typically becomes cost-ef[ectLive (compared to a (Hal-tip connection) when usaje of the line exceed3 three hours a (lay.

Relevance of leased lines to AID/W environment for Given the five locations planned for AID/W, there will be a need of HM 327x inter-building communications. Assuming the continued use the IBM ost, it terminals to access the data processing applications on the would be appropriate either to continue to provide leased line facilities through the for those terminals, or to route interbullding traffic using PBX linkage lines. Alternatively, it is also possible for the 327x termi­ is nals to be attached to a local area network, particularly if broadband used as an Interbullding transmission technology.

(3) Broadband Local Area Network

A broadband cable (coaxial or fiber optic) is capable of spanning much greater distances than a baseband cable. A broadband line could be used as a trunk over which othre network-to-network or node-to-node communica- Lions could be carried.

A prime consideration In utilizing the broadband cable for interbuilding communications is the practicality of using the broadband local area net­ work as an intrabuilding transmission technology. This will be determined of inter­ by the applications for the network, as well as the availability faces for equipment to be connected to the network.

would extend the A broadband network extension to more than one location same data-handling characteristics as it had in the first location, not across any new ones. It would however assure connectivity of all devices multiple locations connected to the same broadband channels. making several chan- A broadband network could extend for several miles, the areas it nels of its total bandwidth available to users in each of Ihe users and covered. Although it would be in more than one location, same network. The device connected to it would, in effect, be part of the would depend on the types of protocols and access methods it would support

A-17 devices connected to it, and I-lie uses to which they expected it to be put. A broadband trunk between two locationis would offer a tremendotis amount of bandwidth, which could be subdivided into several separate channels, just as a broadband local area network's bandwidth could be.

Relevance of broadband LAll to All) environment

If Lhere are two nearby AID/W locations where it is deemed appro­ 1riaLe to have a broadband local area network, it may be practical to conniect the two buildings via a broadband cable to provide system transparency.

For example, the installed base of Wang equipment iii A1D/WJ can be connected to Wangfiet, a proprietary broadband local area network. It may be appropriate to extend a Wangilel (or similarly configured net­ work) Installed in one location to another location, e.g., uniting two buildings via one broadband network.

(4) Dial-up Connections

The need for a simple, flexible, but low-speed connection between devices in different locations is served simply and quickly by dial-up colimunica- Lions. Both AID/W and the USAIDs use dial-up communications.

Generally speaking, the same condItions, transmission media, access meth­ ods, protocols, and hardware considerations are available for inter- and intra-location dial-up connections. In either case, the user is connect­ ing to anoLher device over a point-to-point circuit established through the public telephone network. In addition, interbuilding relevance for the AII)/W environment is the saue as for intrabuilding.

(5) Radio

The term radio includes all forms ot wireless communication, typically, terrestrial microwave and satellite for data transmission. These two media offer very hiigh--peed, very high-capacity communications channels, either between two points or from one to wiany points. Both of these com­ municaLlons technologies were first exploited by telephone companies look­ ing for ways to carry greaLer amounts of voice traffic.

A-10 in some of lotlh terrestrial and satellite communications systems operate same frequency ranges, froml 4 to 6 GIIz (lerrestrial and saLellite), tie tile and 10 to 12 flllz (satellite). Terrestrial microwave also operates In 23 Gilz bandwidth. in either case, a signal Is modulated onto a carrier, which is muJtiplexed with other signals an( transmitted at high radio fre­ quencies to a receiver. In tie case of Lerrestrial microwave, tie re­ ceiver is another microwave dish located in the line-of-sight fashion, the transmissicn is sent to a satellite, which rebroadcasts te signal to a receiving dish on earth. One of the main considerations in evaluating the appropriateness of a microwave link is the cost of competing terrestrial comunication tech­ nologies, the electrical and physical Interfaces between tie devices orl­ the ginating the transmissions, and whether there is enough demand for volume of communications which the technologies can carry.

Relevance of microwave radio to AID/W environment

if the data transmission load is heavy enough, it may be possible to justify a microwave link for interbuilding comimunicatlons within AID/W. There would have to be sufficient data traffic to justify the expense of establishing the link, and the devices on either end of the link would have to be capable of buffering and handling the data at the speeds at which the microwave link could transmit or deliver It. Reliability and security of Information transmitted are among other [actors that must also be evaluated in considering this interbuilding technology.

3. EXTERNAL GATEWAY COMMUNICATIONS by communications to and from devices on a network must often be augmented communications with devices and services that are not part of the network. For example, a user of a PC that normally communicates with a host com­ need puter through some inter- or intra-location communications path, may to transmit a report to a user at a PC in another agency, state, or over­ seas post.

In another situation a user of a terminal on a word processing system may need to communicate with a host on a public time-sharing system through

A-19 TTY terminal emulation to extract Information from the host data base Ior inclusion In a repoL.

Trhese types of inter-campus communications can be accomplished by routing the coniuuicatlons from the local network through an external gateway. 'rhe gateway serves as a communications port through which a user gains access to the transport functions of outside communications networks, e.g., tile long-distance telephone system.

A gateway may also serve other, application-level functions, such as speed, protoco3 and format conversion.

The functions the gateway performs are determined by the capabilities of tile devices that use it and the applications they expect to perform.

Other gateways provide for foreign devices to communicate with devices on the network. That is, if a particular word processor on a network commonly sends documents to devices that are not part of the network, It may be necessary to design a custom gateway that will serve the communications device the network user expects to access.

(1) Iial-up Gateways

One of the most common types of gateway is the dial-in or dial-out port. if it is likely that many nodes on a network will communicate with a variety of terminals across variety of locations oft the network, a prac­ tical kind of gateway is one that services dial-in and dial-out functions.

Dial-up communications is so named because connections are established through the public telephone network. These connections, once estab­ lished, may utilize a variety of communications protocols, depending on the capabilities of the devices connected through them and tile nature of the information being transmitted. to For example, a dial-out gzteway established for allowing PCs to connect time-sharing services may only support a simple, character-oriented pro­ be tocol, such as TTY. The equipment requirements for such a port would correspondingly simple, too. AuLodial modems would be necessary, as would

A-20 compatible modems asynchronous communications software. Corresponding, en(d of the connection. and software would also have to exist at the other batch terminals at remote In another instance, it may be useful to have imodemvs on locations submit jobs for batch processing. In this case, the of supporting syn­ either end of the connection would have to be capable of connection chronous communications, and the devices on either end the pro­ would have to be capable of handling a synchronous, batch-oriented tocol, such as 2770. to transmit a word pro- A user at a word processing terminal may be able location document to another word processing system in another cessing The through a gateway established to handle that type of transaction. for the may be established through a dial-up port. In order connection a common com­ communication to work, both devices would have to agree on for both protocol. Establishing a common document format munications system would be devices, so that a document comprehensible to the sending be another matter that would comprehensible to the receiving system, would probably be beyond the scope of the gateway or its communications parameters.

Relevance of gateways to the AID/W environment meth- in AID already use a variety of point-to-point communications Users sources. ods to send and receive information from a variety of external through The lIP3000 is maintained by CDSI in Bethesda, and is accessible link to the All) over­ dial-up communications. AID has established a test transmissions be­ seas mission in Cairo and has performed bl-directions and the IBM mainframe and tween the VS equipment in San Salvador and Cairo a need to transmit reports the VS in InlM. Other AID/W have also Indicated and documents directly to USAIS. network gateways and many these would be applications for external All of would would utilize dial-up or leased line connections. considerations the gateways would sup­ have to be made for the types of communications of the equipment and port, the protocols that would be used, and the cost gateways. transmission facilities used to establish the

A-21 (VAN)(X.25) (2) Value-Added Network Service Potits users want to access are accessible . Many of Lhe external databases Lhat Telenet and TymneL. 'releneL and through dial-up public data networks like they lease comitunicattons lines Tymnet are value-added carriers, in tlhaL carriers, and then resell a from the phone company and other long-distance those facilities. public packet-swiLchinJ service that uses may do so from an ASCII A user who wants to access an external databank • protocols using standard, clharacter-at-a-time asynchronous terminal, modem. 'Ifhie user rTY), routed through a low-speed asynchronous (e.g., associates with the host com­ dials a local access number that he or she or Tynnet port into its network. puter, but which is actually a Telenet call, and, after authenticat­ The port switch or concentrator answers the to the appropriate service user identification, connects the user ing the user it appears as though a through the Telenet or Tymnet network. To However, what is actually asynchronous protocol is being used. regular into data "packets*, is that the transmitted text is being put happening At the destination, the shipped across tie network to the recipient. and data stream, and acted upon packets are reassenmbled into an asynchronollus by the end host. economical access to a num­ In this fashion, simple terminals h.ave simple, are available through dial-up ber of external data services, all of which ports. also provide other ser- In addition, the value added network vendor may computing, and elec­ to the end-user, sucl as file storage, remote vices for an additional fee, tronic mail services. Each service is available of disk storage used at the host and the charge depends on usage, amount site, or some combination of both.

Relevance of VAN's to AII)/W environment overseas missions, have indicated Systems users, both in AID/W and at AID external databanks, as well as in using an interest in gaining access to some of the services provided by VAN vendors.

A-22 public data network AIt/W should consider experimenuttlon with an X.25 mnll system. iihIs servLce nuch as a mall service, a prototype electroic willie set-up costs and approach would Introduce All) users to VAN gateway, G -- Electronic Hall). the overhead would be inLnimLzed (see Appendix trans- may also be a good test bed to exper'rment with file The VAN gateway provided would fer operations, and to determine If the kind of service meet AID requirements. points to carriers such as Telenet and Tymnet also have access Value-added through whLch users at overeas locatlons (most of whlcch are In Europe), databants In the United AID mlsslon overseas may gain access to external States.

A-23 APPENDIX B

AID CAUE INK TO STATE AID CABLE LINK TO STATE

TIlE FULFILLMENT OF ITS MISSION IITERNA'OtINAL DEVELOPMENT (AID) INCAIfII'S l'Eil YEAR, ALL VIA Till' STATE 1 UE-'iTHE AGENCY E'' FORiD--/ORl iIECE~i VES AI'PIwOX IHKFI'LY 3 -FrUU

PAllTMi'ThL AU'I'OhATED CABILE SY STEM from AID missions and other installations * These cables are sent to and received in many countries throughout the world. as follows: This total cable traffic is segmented

which approximately 60,000 are Approxlmat3ly 230,000 Incoming cables, of classified

approximately 0,000 are Approximately 00,000 outgoing cables, of which classified.

and outgoing, is processed by the All existing cable traffic, both incoming automated facilities of the State Department unclassified) is forwarded Incoming cable traffic (both classified and (from the ARCS to the REARCS from State to AID in an electronic fashion links and then hardcopy printed systems) via existing telecommunications by AID for manual distribution classified and unclassified) is typed All outgoing AID cable traffic (both and then manually (via optical character recognition (OCR) font in entry and transmission. pneumatic tube) sent to State [or data

B-I DOES , ERACE TO T_ _SATE DEPART.MENT TilE EXISTlNG AUTOM'rEl./MAHUAI CABLE 2. W~i3K,I--I.SAIilIOUGil TOEP.VCiV CAp~lTT~EI POT-AVK-1 iU-lA.I-TU- E Ff4-LOG IE.-; TO IMPROVE IMHPL YlOYI" IRODUCT-TY WITHIM AID with an office automationl (OA) program AID is aggressively moving forward and clerical productivity. designed Lo improve professional of Wang is based primarily upon the insLaIlaion . The office automation program and WANG personal computers. word processing systems and IBM to increase the speed of existing and planned OA equipment AID would like tile staff members to improve the productivity of cable generation and receipt and associated with the cable process. automated process for the goal, AID wishes to define a totally . In light of this in conjunction all cable traffic which operates generation and transmission of office automation systems. with the existing and planned to cable room AID report is to address the State The specific goal of this existing AID of this automated process. Tihe telecommunications center segment the remaining segments. telecommunications study is addressing

B-2 ED LUII,, FOR DIRECTLY CABLE INTERFACE CONSISTS OrAN'A flAlUAI, AUTOuMAT C NhHIA(I OI AL 3. TilE]DIF.p PRESENT TAD AID-STATE Iu[| ]r-fAIC~N AH |1 UUT-UBR; of Portion of the Present cable interface Consists (1) The SLaLe Departmieift Lytw, an i[IiS system for Te-leconiiiiini-c-iTi-i- Soiisroi Panels, l--ii ii! U5Tl--o-iiVUl1i, and an Alus system tor CaI -- YlsseItiation witLh All) is showi iti The present State configuration as it interfaces Exhibit i, following this page. enter the State system incomtig cables (both classified and unclassified) and are forwarded to the ATSE through the telecommunications control panel relay. line termination, The telecommunications control panel provides for isolation and fallback control. with the Cryptographic devices are also employed in conjunction control panel. a copy of all cable The ATSE relay stores (for short duration only) computer for cable traffic and forwards it to the ATSEIRP terminal format) end verification of the reformatting (to the electronic subscriber message continuity number. assigned by T he Message Continuity Number (MCN) is sequentially traffic between any source and is used to account for all cable specific source point and the State Department. lost transmission of any The purpose of the MCN is to Identify the cable traffic. computer forwards the Subsequent to its processing, the ATSERP terminal routing or to the message analyst cables to the AMADS-system for automated in this process that the terminals for manual message routing. It is and marked for forwarding. cables addressed to AID are identified

B-3 EXIIIII I AIII STATE INTEBFACE PRESENT SlAtE ENVIRONMENT

PIIMAnV INPUllOUIPU LINKS

IOAECMMUNICAIONS cominoLs * idMI PANELS * hvrio

ONtINE I ASE RELAY CADLE SIOnAGE (PoIp 111151

W FROM AID (MANUAtlOlClC1AAHTt10UIIomjO~ I COLGNItIONI"- AISEP ]ERMINAL RECOGNITION D COMPUTER !IW-1KI":o:KI ELMER) ,tEIIDrro ns11115}

MESSAGE ANALYSf IFAMINAIS i AMADS SYSTEM ARCS SVSIFM (POP 111441 (DC SIXO X + tlER

PRINlER f, I In computer to the Tlie cables are tlien sent: back through the A'rSI.lP termi.nal1 ARC.S, system within! SLate aud from tlhee electronically forwarded to I:he REI'ARCS system w ithlin the AID telecommuinlnicatiOlnS center. and Witll, ths conf iguratioln, the State Dl)epartllenLt routinely processes esLablislh a reviews all lncoinlg All) cable traffic and may, when desired, to allotlher copy of any desired cable for their own use or [or Lorwarding agency or organizatliol.

a System Similar to (2) The All) Portion of Lie cable JiLterface Coissts of REARCS Lte State ARCS System, and an A ADS sys[eii, [t-ilar tut currently-wll1 Less FuctLIona Fl-y Tihan tie SLate AMADS System

The REARCS system [orwards the cables (bollh classified anid unclassified) and then the to the AID AMAI)S system for automated inLernal AID routing cables are returned to thm I(EARCS system [or printing and ;iaiUai dislribution. Refer to Exhibit Il, following this page. Approximately 10 percentL cf AID's cables are routed iti a aitomatedu forwarded by by the AMADS system today. The other 9U percent are fashion for AMAI)S systenm (back through) to IEARCS message analyst terminals the the number manual routing. lowever, AlD is actively working to Increase of cables which are routed 'in a fully automated manler. center verified AID outgoing cables are sent to tlhe All) telecommul IcaLloiis tube to for appropriate signature and format and forwarded by pneumatic the State Department. computer The State OCh scans the outgoing cables Into the ATSERP terminal which in turn, passes them to the AMADS system or message analyst terminals for routing (again, reLer to Exhibit 1). cables are Lhen transmitted back through the ATSMIP terminal The routed control computer and ATSE relay and out through the telecommunicationls panel, with a copy transmitted back to AID through the ARCS/REARCS The returned copy is the positive cable ackmiowledgementtfrom connection. and the Lime of the State system which shows the system acceptance, MRN, day.

B-4 EXHIBIT II All) STATE CABLE INTERFACE PRESENT All) ENVIRONMENT

FROM STATE

ONlNE REARCS AMADS CAUE (i SIO b- (POP 111441 STORAGE

XEROX [ASER nXWi PRINTERPRNE not If an outgjoing AID cable is r(.ject(:, by tihe SLate system, t11 cable i.s ILraiisiilld andate( Ihe orlg9inal Lyped liafdcopy is returned to Al). system in addit ion to Lhe aforemn LioIied ftmict liami ty , the Stale refor~mats each ouLtgoIng cable, augment|S the cable header to coLtain the , aln(] MCN an( messaqe referelice numitbers, tLhe or .1il, desTLIat lvi, etc. affixes tie signature o[ the Siecetary of ,,Late.

The Message Reference Numbet (MIN) is a ur'quentlal number, reseL to zero at the beginning of the calendar year that is assigned to each outgoing cable passing tlrough the State system.

As with Incoming cables, the State Department can review an(] establish a copy of any desired AID outgoing cable.

The primary exception to the aforementLioned [low are the Incoming and outgoing informational cables;- where the cable is not specifically addressed to an agency or department, but is forwarded to them by a third party for Informational purposes only. Informational cables from State to AID are electroiically transmitted by means of the aforementioned systems. fHowever, AID informational cables to State are nanually delivered.

B-5 OPTION I - MAINTAIN THE STATUS QUO

OPTION II - BIDIRECTIONAL INTERFACE WITH REFORMAITING, ROUTING AND CONTROL BY STATE

OPTION III - BIDIRECTIONAL INTERFACE WITH REFORMATTING, ROUTING AND CONTROL BY AID ANDri FROM TlE 4. 'rilPEE l'IlIMARY o"I'OrS EX IST Ol SUPPORTIN.G .TLE All) CAJIL.E -Ir'FACE TO STATE DEPAr'R TN,

MaiiLain the statu.s quo of cable Employ a Iidlreclional aultinaLed itLer[ace wiLh Lhe [uncLloimi reformaLLiii, ruuting a11d coirol rpe-aini11 wlli the SiaLe I)eparLleiL ILs own cable Employ a bidrecLional aulOnaled itnLerface wiLh All) perforlinitg reforimatliig, routing and coniLrol.

13-6 *Option I -- Maintain the Status Quo

Option II -- Bidirectional Interface with Routing and Control by STATE

Option III -- Blidirectlonal Interface with Routing and Control by AID/W

B-7 Lhe status Quo since I) lBy Far the Simplesi AiternaLive, OptLon I Is to Malintain tlhi-l'--eseit -- l~u omated-THanuaF :-r [ace W~ikns d Appears to AdihquaLely SupportL U-e L'reseiiI and Ilear-Term projecLe Al CaVl um\-iieiie

The primary Impetus for the research documiiented wilhin this report is Lthe of a desire by All) Lo increase the productivity or its employees by means an fully automated cable processing network employed ill cotijuiicLion with advanced office automatlon network. respect to Although no fatal functional shortcomings have been noted with of large volumes of the present AID cable environment, the manual storage hardcopy cables and persistent intervals of sporadic hardware/software failure are causing significant operational problems. cables is not The manual storage of significant iumbers of hardcopy it also makes time consuming and demanding of floor space, but only effort and the retrieval of any specific cable a manually intensive of large numbers of prohibits the effective, real-time retrieval cables. at times, The intervals of sporadic hardware/software failures, contributes to a prohibits the servicing of high priority cables and significant operational backlog. addressed by the The hardcopy cable storage problem is presently being the AID consideration of a Targer (302 MB) magnetic disk subsystem [or RI/ARCS system. at ihis The hardware/software reliability issue, although not catastrophic of a verbal quote [rom time, is presently being addressed by the review the Xerox Corporation to provide a fully redundant hardware/software center. configuration for installation within the AID telecommulticatitols

li-U Option I -- Maintain the Status Quo Routing, and Control by *Option 11 -- Bidirectional Interface with Reforiunting, STAE Routing, and Control Option III -- Bidirectional Interface with Reformating, by ALD/W

11-9 Two Automated Otion, Option I1, Is Built Upon (2) The Simplest. Fully_ S While UiI i e iona. [,biks Bet ween t|e S i--y---,e- -ad h AID SL meln(s), Routi and -Ct fol FUoii5ii-Is MailnLaiI7l,,l 9 he-5-Lus Quo [or Cable ot this option. .teloer to Exhibit ill [ollowing this page, for an overview by IncomIng cable traffic wo~ild be reformatted, routed and controlled State and transmitted to All) over the indicated link, the same as it is link to (]one today. The simplest solution would be for the incoming remain exactly as it is today. AID telecommunlcatlons Outgoing cables could be typed and sent to the entered into center where they would be verilfied for format and signature, transmitted to the REAICS system, possibly via OCR, and subsequently State. Refer to Exhibit IV, following Exhibit Ill. as they are outgoing cables would continue to be typed in OCR [omit, today. cables would Niote that manual verification and review of outgoing remain in hardcopy occur just as it does today since Lhe cables format.

Augmented versions of the existing Data General S-13U minicomputers to be adequate, as measured by accepLable processing should prove to response time, but would require detailed throughput analysis affirm this adequacy. would be The required system augmentation to implement this option OCR interfac and to the specifically to the hardware to support the telecommunications software to support the OCR interface, outgoing links, and cable queueing. could be received in the As a variation to this option, outgoing cables center electronically via an office automation AID telecommunications systems, local area network attached to the Wang office automation and then rPleased for verified for format and electronic signature, following Exhibit IV). forwarding to State. (Refer to Exhibit V,

B-10 EXIIIII III AID STALE CAILE INIENFACE OPION II.FUITUE STATE ENVIRONMENT

PRIMAnR INPUIIOUIPUI IIlNKS

I ECOMMUNIAITIONS

""CONJIS

ONLINE ______AmS (RELA CABLE f (POP 11115) FROM AID VIA- SIORAGE * OCR AIIACIIED 10 AIIW REAFICS - OR - _ 10 USIA (IN[OIOMAIIONAL ONLY) • 1[TEMINAL NEiWOlK AIACIIED 10 AID IIEAiCS (UNCIASSIFIED ONLY) - OR - OCIlAIIACIIED DIHECIIY 10 SIATE _____---____ AISEIIP IEMINAL COMPUIER OPTICAL S M CIIAII'CIER COMtP TERIA nEcoGNIION CMUE 10 AID VIA - IIEAICS IIIEN IIAI11ICOPY PRINT I•AND MANUAL DISTRIUDTION - On - MESSAGE -*I[ACS TIHEN VIA A ]EFMINAL ONLY ANAIYSt NET WORK PIINCLASSIID IFAMINAtS

AMAfS SYSTEM AncSSYSEIM WP 111441 JUGI S1301 XERXLA PRNI"x~noxtASF PR!m EXIlBUIT IV AID STATE CABLE INIEIIFACE OPTION II,ALTERNATIVE AIIJW ENVIRONMENT

1UFnoM STATE

0LINE nREAnRCS AMADS CAIITE lb- (0o S13g) -0 (iPiOPi 111441 SIOflAGE

XrnoX in XIrWin PRINTERNNn rlCEt OESSG M flECOGNI; ION

liAnrI.F I

ICtASsirIEIJ AND UNCIASSIFIEUil EXIDIT V AID STATE CABLE INTERFACE OPTION II,ALTERNATIVE AIDIW ENVIRONMENT

ITROM STAE

SONLINE nEAnCS AMAgS

CADRLE --­ 1 (00 S1301 44- 1 POP 111441 SIORAGEMESSAGE

ANALYST ]EIIMINALiS)

RECGNITIONI II IXnox LASER I XEROX LASER (OrlIONAt| (LSIFIED) PRIINTER~ PIIIN ERi NETWORKING MINICOMI'UIER

lOCALAID AREA !NETWOIRK (UNCI ASSIFIE[D] WLth thi.s approach, all uncl.as.red alc, r could he processed In a completely automated [ashlon.

fHowever, classified incoming cables would be received at the All) telecommunications and printed [or manual distribitlou within AID and correspondingly outgoing classirled cables would be manually transported to the AID telecommunications center [or OCR entry into the system and subsequent transmission.

With this local area network approach the existing Data Generni. S-130 minicomputers may likely prove to be. inadequate and therefore would certainly require more throughput analysis to IdentIy their saturation point.

lHardware augmentation to Implement this local area network version of Option II would be required to the minicomputers to support the local. area network interface, the OCR interface, and the outgoing telecommunications link. Software modification would be required to support the aforementioned plus to support cable queueing.

An additional variation of Option 11 would have outgoing cables received in the AID telecommunications center, verified for signature and entered into an OCR which is remotely attached to the State ATSFIRP terminal computer (refer to Exhibit VI, following this page).

All classified and unclassified outgoing cables would enter the State system via an Ai) based OCR which is configured as a slave to the State system.

All incoming cables would be hardcopy printed and manually distributed just as they are today.

No modification to the existing Data General minicomputers would be required for this SLAVE OCR version of Option II. to The implementation of Option 11, in any form, will require modification and the existing AID REARCS (DATA GENERA,) system hardware and soltwate the slight modification to the State ATSERP Terminal Computer to support

-l­ EXIIITIJ VI /IIIW-SIAIE CILE INTEIFACE OPTION II.LTERNATIVE AIDIW ENVIRONMENT

FROM STATE

ONLINE RAC MD CABLE i'ia S13e, I'4 114 STORAGEFMESSAGE ALDIYST itnMINAIISI

xEnox tASEn XEROX LA~SER 10 S1ATE PIN E Rt mu

lCtASSIFIED AND UNCtASSIrIEWI AID lay ChIoo;se to etml)oy a flew lew telecoiniunl catiomls links. in addition, betweeni the local area itetwLork and minicompl)Iter to perform tie interface tie All) EllARCS systeln. 11 will technically work, therefore Ally of these alteriatives for Option of All) and Stale. tie deciding factor is slimply the desires or not it wishes primary point to be considered by AID is whether The network for to employ Lite future office automation telecomlmuiatiOllS tie Iecessary hardware cable traffic, whether it wishes to undertake is estimated later in this and software modifications (whose cost cope with the required process ot doctiment) and whether it wishes to electronic signature.

B-12 Option I -- MaIntnLti the Stntun quo wLtih 1eformating, ltouti'g, ntnd Control by OptLon 1I -- Bidirectionafll nterface STATEi ReforinatLng, Routing, and Control *Optiott III -- Bidirectional Interffce witit by AIi)/W

1-13 in) Option. , Is Addressed by All, As Expressedllt~nRli~llg, and (3) WIIe-ile&The Real orissues Not toAssumeWhich MustTie le lies ,Oi.;Lih f1-y-TU o-Te Control ot AIeD Cables

[espoisiIllity would The assumption of reformatting, routing and control the assisted cable require AID to significantly augment autolnated/manual routing capability within its own environment. I1, the automated message routing A representative system flow for Option capability, is as follows: the All) IIEARCS system for A cable would be received fronm State into forwarded to the All) AHAI)S reformatting and validation of MCN, and system.

the cable and return it to The AMADS system would internally route distribution via the RIEARCS system for printing and/or electronic storage for inquiry and/or local area network and possibly messsage backup.

by the IREARCS system For outbound traffic, a cable would be received assigned an MH111 and 1CN,, via OCR or local area network, reformatted, of State and forwarded to affixed with the signature of the Secretary the AMADS system.

return the cable to the Tihe AMADS system would perform routing and ItEAIRCS system for transmission to State. simply be switched out to When the cable is received by State it will a copy stored for a short tie outbound telecommunications links and term on the ATSE relay itsell.

nature is that AID formats the cable, The key aspects of a system of this assisted message assigns MRN and MCN numbers, performs automated/manual Secretary of State, and optionally routing, affixes tie signature of the archival use. stores all message traffic on-line for inquiry/

B-14 Woul. both (DATA GIENEIRAL) an AMAI)S (D)iital) systems The existing IIEARCS support Option and software enhaiicemelnts to require signilicant hardware reformat require significant enhancement to III. The REARICS system would and anid to affix the proper sigiiature, cables, assign MRH anid MCN numbers greatly enhanced user profiles. the AMAI)S system would require

B-15 CABLE TRAFFIC FOR AID. TO EMPLIOY AT TIIS TIMEII| FOR llEIESPROCESSING PO SW[L I'Y FOIR •TSOPTTDIFTTWITilE MOST VIABiLE TIi'U APPROACH W1-UTI II E TOTII IUHA TIkYiW TilE STATE I)EPARTMEIi'T CAIE IIEFiiiVrAIHG, ItoUrI G, Ali) COI4TROL I-EMliJING I'TH in Exhibit V1I, The summary analysis supporting this coniclusiont is shownt the Lhoughts supporting each following this page, and a 6rief discussion of conclusion, by category, is presented below. of manual labor required for any Employee productivity -- The ease and quantity cables. employee to generate and/or receive one or more requires manual labor to type The status quo approach (Option I) currently center, review the the cable, deliver it to the All) telecommunications cable to State, and enter cable for signature and format, transport the the cable into the State systems. transport of cables to the Option II, at minimum eliminates the manual AID portion of the cable State Department and at best fully automates the generatLion/receipt process. only the AID portion but also the State - Option Ill fully automates not portion of the cable generation/receipt proccss. portion of the AID cable Reliability -- The percent of time that the automated and transport of cables. system is operational and available for the generation for Option I, I or The reliability issue is not significantly different the automated portion of III. The key to reliability is redundancy, and tle need warrants. any of these options call be made redundant if high reliability within As previously stated, AID does feel the need for the possibility of the cable system, and therefore is currently reviewing system. implementing a fully redundant hardware and software the automated Maintainability -- The degree of difficulty in maintaining mode. portion of the AID cable system in fully operational

B-16 EXIIII VII AUElIINflIIVE AlID CAlBLE SYSTEM EVIILIIIN

PtoNi1: 0 O 0 O 0 * MAINTAIN lIE SIAIUS DUO

OP I ONl I!:

*AIUMAIED IN1i11FACE; STATE BOUJIND

ITION III: 0 0 0 AUTOMATED INILBFACE; O 0 O O AIIW IOUIfNIG

QBEST BETTERU O ACCEPTABILE simply b~ecause it is well I has a high degree of maintainabillity complexity and a high - optioni software technology of little known hardware and staff. the part of the operational degree of knowledge on and software, of moderate require enhanced hardware - Option 11 will staff. will be new to the operational complexity, both of which software, with high require enhanced hardware aid - Option III will operational and functions. Therefore, the complexity within the software a sigiificant learning curve. maintenance staffs will face the ability of any -- This criterion is simply Ability to handle cable volume AID cable volumes. tie present and projected future particular option to process and projected future AID cable options can handle tite present - All three bottlenecks due is more sensitive to workload volumes; however, Option I to its significant manual Intensity. of criterion is the flexibility future cable inquiry -- This Ability to support to support the to the proposed configuration an augmentation required cable inquiry. processing of future on-line require significant augmentation the least flexible and would - Option I is inquiry. to support future on-line cable to both hardware and software flexible and since they may Option III are both moderately - Option II and support for provided an ideal basis of have local area network attachment, on-line cable inquiry. to AID to fully one-time and recurring costs Cost to AID -- These are the implement the selected option it changes nothing from the least costly simply because - Option I is the present environment. and will definitely require limited hardware augmentation - Option 11 may and queueing software augmentation. require telecommunications

~B-17 sopisticaLtet Option 1 11 will require hardware augmentation and software atgmentation. telecommunications, queueing, and message Iandling augmenLtatlov. in the In addition, this option will require operational All). form of commuinications equipment operators withln summary cost data. ilefer to Exhibit VIII, folJowing this paqe, for State to fully Cost to SLate -- This is one time and recurring costs to implement the selected option. to provide Option I, the status-quo, will require State to continue routing, etc., message computer processing support for cable formatting, support for cable entry. analyst support for cable routing, and operational for cable entry at State. Option ii will eliminate tie operational support tie najority of processing and - Option III will eliminate f rom State time for cable routing. operational burden except for limited processing to the three options leads to An-analysis of all of these findings with respect most beneficial to AID. tie conclusion that Option II is clearly the

il-18 EXiIBIT VIII ALTERNATIVE All) CABLE SYSTEMS SUMMARY COST ESTIMATES

AID COSTS* " ONETIME $60o00_0tiO.OOOw $400.OOO-1450.0oo013j $1.000,oo-$1.300.O0 151 4 " RECURING $25000O-$300.,OO1, $35rj.0OO-$ OO.lOOgn $6O0.O0-$700,OGlDjo

STATE COSTS

* ONETIME - 410,000-20OOOl0200,OOO-$30.0o01,

" RECURRING - I13 -­

TOTAL COSTS

" ONETIME $60,000-80,000 $410000-470,000 $1,020,0001-$,330.00f0

" RECURRING 1260.000-$300.000 $350,000-400,000 $600,00-$1700.00 _250.000-$300000 ' f [ Full AID TO II,11111111, - VIEil - c MOSTR VIABLI t 7UWLll[E'lEMEl- O NA 1YI T t cU~iUIN STRATEGYI1UJ~l h 1W 6. EMWITIIII piYOY-- TIIE~.UA--I7 IMOUNDS --AOF Ii 1EW-NBTot"TIONII I i 1 E I' EIiHT~ UM iitEuril-'ru- corl' u'ri~n ,LI!W Fnon AUfl'ATTUFF-(-miii; -STFi uHEYJ)- ALY---KTUIAUIJTiA'h I Si r ;v~ AlIDi IiCLASSI F i D) A--l)" S CAl3Lll pIwIL:;CSSiNG sSTEMll TO fl'II STIATII SY STM/- IC l/ anda beinlg designied to support '*'lte local area network is already unlder study its desigln, ilnplelienltationl, AliJ's office atloilat~~in funlctions: anld thiere[ore, by tis cable aplp.!icationl. alnd associated costs are Iot directly driveni be pUt inl place for office alll~olnationl -If the nletWOrk were nlot to justified by this applications, its associated costs could nlot be di~rect]ly cable application. of network will be put in place, it can provide - lowever, since some form between the office an ideal opportunity for a symbiotic relatlonship automation and cable processing functions. be composed of two * teleconmmifnicatiofls links between AID and State would The today, irom the State unidirectional links: an inconming link, julst as it is link 1from the AID) ARCS system to the AID REARCS system anld a new outgoing relay. IREAIiCS (or front-end processor) to the State ATlSEIlP termllla from user AID generated unlclassified cables would be transmitted "Therefore, ID cable room for terminals through the local area type ietwork to the and then comnputer-to-computer to the Stale system for appropriate review Inlcoming cables reformattinlg, routing, control, arid uiltimate transisslon. would follow the same process, but inl reverse. andl hanld carried to the AID) cable L -,m -Classified cables would be typed f r OCIn entry Inito ., for review and then manually transported to State State system. could be placed v' the All) cable room 1[or enltry -in the longer term, an OClR of classif~ied cables at that poinit time maximuni beneiet[ of The implementation of this strategy will provide auitomation' to AID per dollar of inlvestment.

3-19 WITH TlE LMPIjIrMENTzAIO OF ED FOil IIAIl)WAlE BACKUP SIIPLOiT IN COIIJUINCTIOII AT TIllS TII O[TiE i'T-Olq EI 1IJS INCOH iIJS-IVE, |BUT tOiTi|ELE|'sS, 1s IE.COMMEI)I)

the tieed tor improved As the All) cable system becomes iiore and more autOmIlate(, hardware reliability will become more acute. with inierlltittellt periods [Present hardware reliability Is marginally acceptable of downtime of as much as one or two (lays at a time. when high priority cables This intermlittent downtime becomes a serious problem their destination. are in tie queue and cannot be forwarded to become inhibiting to workload In addition, the Intermittent downtime will more automated by being tied to an throughput as the cable process becomes advanced office automation network.

to provide redundant hardware for the Trherefore, the prudent step to take is is upgraded. cable system at the same time that the system

B-20 APPENDIX C

REQUI REMENTS ANALYSIS METIIODOLOGY RIEQUIIEMLENTS ANAhLYSIS METllODOLOGY

conducted to In order to conduct the AID Telecommunications Study, a survey was appendix describes identify current and needed AID telecommunications functions. This survey. the steps taken to collect, compile, and analyze the data from that Current I. The Purpose of the AID Telecommunications Survey Was To Determine The Systems Might Flow of InformationcalosL--- In AID And Identiy Areas Where Alternative I-mprove Commun two The AID Telecommunications Requirements Survey was conducted to collect types of information: of The current telecommunications interactions and systems capabilities each AID office

Potential use by each office of new telecommunications systems. flow These data were anaylzed to identify the current volume of information might better meet throughout AILD and to identify areas where alternative systems user needs.

2. Two Surveys Were Conducted in AID To Collect The Needed Data of AID/W coordinated The Information and Resources Management Division (IRM) needs and priori­ two surveys of AID offices to collect data on telecommunications 33 AID missions. Tile ties. One survey was of 23 AID/W offices. The other was of as the USAIDs with most in­ missions surveyed were selected by AID/W Bureau Chiefs USAIDs already have office terest in telecommunications. For the most part, these on such areas as which automation equipment. Both surveys queried the respondent functions they desired and offices they communicate with most, telecommunications used to collect this typical volume of information transmitted. Questionnaires information are on file with M/SER/I[1M.

C-l Information other Jhan that collected trom survey questionnaires was also used in the study. This inlormatlIon included:

A computer printout o the nimbher ot personnel in each AID office by job classification, supplied by M/SEP/MO

A computer printout of the number and type of typewriters in each AID office, supplied by M/PM

Equipment projections for AID/W and the USAIDs, supplied by M/S.ll/IflM

Projections of staff and building space to le occupied by AID by FY86, provided by M/SER/MO

Telecommunications hardware inventories for AID/W and the USAIDs.

Information from the questionnaires and computer printouts were orqanized onto a series of charts, or "working papers." Usually, each workinq paper tepresented the responses to one survey question or one printout; occasionally, however, data from several sources were combined on a single working paper. A schematic of the steps page. taken in this requirements analysis can be seen in Exhibit C-1, following this the A more detailed description of the compilation ot each working paper is given in sections that follow. 3. Eiqht Workln9 Papers Orqanized In A Five-Buildinq Scenario, Were Created From

AID/W Survey Questionnaire Data

Eight working papers were compiled from AID/W data, using both the question­ the computer printouts. On each working paper, AID/W offices werenaire orqanizedresponses Inand the 5-building scenario; i.e. the expected distribution ot AID/W offices into 5 buildings by FY86. A description o each of the workitng papers Is

given below.

1) Use of AID Telecommunications Functions (AID/W Survey, Question I; ii-IP27211]---

This set of working papers was created to show the distribution of per­ sonnel In each office who need each telecommunications function, and compares by these estimates to the staffing patterns on the computer printout supplied

C-2 ;Exiii111u c-I IREUV I I':IENTS ANALYSIS rIF.'III)oIx;y

ROJt':Vr :tNt"I'ATION _!DATA COI,,ELMON AND DATA IAIYSIS AHD) S1VF.Yi CO*P ,AIO1 DEV EL!O.PMItI'

from AID/w, . Convert flow rates to Identify areas pertinienit Collec:t data pa(qe.s per day to conumi ications USAIJS Convert high, medium, AMD/w and USAID Create worksheets of Dlevelop us,-ge or tneed survey responses and and low surveys amounts other Information based to qupantifiable scenario Distribute surveys to on 5-building Map flow of information' offices respondents Aggregate data to high- between AID bureau, Identify other sources level office, building level of information and m/PM. Each working paper represents an Individual AID/W bureall or high-level office. The responses to "ntmber of personnel who need each Lunction" are divided into three professional levels:

* Senior -- llureau/Office or Division Directors and Deputies . FMid-level -- Project Managers and other professionals • Support -- Secetarial and other support staff.

These estimates are compared to the actual staffing patterns of full-time, permanent employees per office, as supplied by H/PM. These staffing patterns are divided into tour professional levels:

• Senior Managers -- EX, ES, FE, and GS-16 and above . Middle-Level Managers -- AD, GS, GM 13-15, and FS 1-3 * Other Professionals -- AD, GS 9-12, and FS 4-6 * Secretarial/Support -- AD, GS 1-0, FS 7-9

This detailed set of working papers is on file with M/SER/IRM, and can be used for subsequent analysis of equipment needs for electronic mail. 2) Source and Volume of Information Sent And Deceived byE a ch AID/W Office

(AID/W SurveyqQuestLons 12 and 13)

This working paper (WIF3-23) is a wmatrix showing the estimates of volume, in pages per day, of information sent and received by each AID/W office to the other AID/W offices. Answers were organized in a matrix of the 5-buildinq scenario, with the office responding on the y-axis, and the office with which they send or receive information from on the x-axis.

Several adjustments were made to this working paper in order to present the data in a more workable format. These adjustments include: Combining the volume "sent to" with the volume "received from" in order to obtain a "total flow of information" between offices.

Converting all data to pages-per-day (if presented in other units)

Normalizing the data by adjusting responses to account for those offices from which no response was received.

C-3 In addition, totals were calculated of the flow of Information between one AII) buiildinq and each of the others. A second version of. this same matrix was coa­ structed (W.F3-24/25), this time estimating the volume of InformatLon flow for offices whose responses weue Incomplete.

3) Use of Facimi/eleuq!pnen (AID/W Survey_ QuestLon 14; WIF4-26)

This workinq paper displays the volu,,e of Information, In pages per day, transmitted by facintile equipment to and front AID/W offices. The responses are to four potential uses of facimile equipment:

* Outgoing to other AID/W off~ces * Outqoing to recipients other than AID/W offices * Incoming from other AID/W offices . Incoming from senders other than A]D/W offices.

The last column of the matrix shows total daily use per office of facimile equipment. 4) Distribution and Copies of Cables (AID/W Survey Question 15; WlF5-27)

This workinq paper shows the number of people in each AID/W office who and the typically must see a cable, the nsumber of copies made of each cable, percent of traffic that could potentially flow throuqh a non-secure Inter­ data: building cable system in AID/W. This analysis displays two types of Typical number of people who must see a cable (for incoming and outgoing), anid number of copies made of these cables

Potential rates of use of a cable link system. that These counts and rates were used to estimate the amount of traffic could flow along a non-secure automated cable link, If one existed. 5) Automated Link Between AID/W and USAIDs (AID/W Survey Question 16; WIF6-20)

This wurksleet presents the volume of information each office estimated amid All) missions, and would be sent over an automated link between that office be sent by how much of the Information that is currently sent via cables could this automated link.

C-4 6) Electronic Mail (AID/W Survey Question 17; WIF7-29)

This workinq paper presents the priorltizaioti each AII)/W office qave to most the various uses of electronic mail systems, and the category of personnel likely to be involved In an electronic mail system. Responses were presented accordinq to individual bureau or high-level oftice within the 5-building scenario. Ranks of each use of electronic mail weri presented on a scale of I to 5, 5 being the most desirable. All responses to each use were then totalled and averaged to Identify the average need of each electronic mail function. A sim­ liar procedure was used, usinq a scale of A !-o 3, to rank tile personnel cate­ gory most likely to be Involved at each level in an electronic mail system.

7) Typewriter Count (W3F1-l)

This working paper (Exhibit C-2) presents the number of electric and them manual typewriters in each AID/W bureau or hiqh-level office, and arranges according to the 5-building scenario. The source of this information is tile office, computer printout of the number of each type of typewriter per AID/W supplied to IP1M by M/SER/MO.

8) Staffing Patterns (W4FI-2)

The distribution of staff by professional level was determined for each AID/W office in the 9- and 5-building scenarios. Exhibit C-3 shows the staff- for Inq levels by office/buildinq for AID/W FTE's in the 5-building scenario organized the first four levels. rhe 9-buildinq scenario (W4FI-2) shows staff into 5 levels:

Senior Managers -- EX, ES, FE, and GS-16 and above

- Full time - Part time

Middle Level Managers -- AD, GS, GM 13-15, and FS 1-3

Full time Part time

C-5 EXIII IllT C-2

Number of rllypewriters Per Office (5-iuildhitg Scenario)

office/ # Electric # Manual fuil.dbig Typewriters Typewriters

Main State M7!;/F-ff7 3 A/AID 7 1 - ES 13 PPC 67 17 - AA/M - SAA/S&T 7 2 AFR 94 35 ASIA 76 23 LAC 71 22 NE 01 21 XA 32 7 1 LEG 14 IG 12 6 5 GC 18 OFDA 19 3 BIAD 7 2 AA/PRE 10 2 TotaL MS 1-27

K--SESA-1 [(/I 1*1 M/FM 86 17 163 13 M/PM - PRE 19 FVA 56 5 - EOP 9 Total SA-1 344 35 EXIIJIHIT C-2(2)

Niumber of rlypewrlters Per office (5-Building Scenario)

office/ # Electric I Manual Building Typewriters Typewri ters

SA-15 HTSI- 1 335 59

SA-16 IG 35 16 - SCI 4 Total SA-16 39 16

SA-10 PPC E & DIU 43 4 S&T 190 31 Total SA-1 233 35 EXIlIIIT C-3

Staffing Levels ly Office/Buildliig For AID/W FTE's (5-Building Scenario)

(4) Building/ (1) (2) (3) office Senior Mgrs Mid-Level Figrs Other Prof Secty/Supp Maui State ­ 4 23 19 M/sE7/o 6 - A/AID 5 3 2 ES I 2 9 26 PPC 10 56 14 AA/M 2 _ - 2 18 M/SER/MO ­ 2 13 3 SAA/S & T 3 2 3 53 AFR 20 110 20 10 49 a 32 ASIA 28 LAC 10 60 10 36 NE 10 61 7 1 16 15 9 XA 5 LEG 1 9 4 2 1 IG 2 8 13 GC 7 29 3 6 OFDA 1 9 1 5 BIFAI) 1 2 4 3 1 AA/PRE 3 3 Total Main State 87 425 145 259

SA-1 45 21 10 FN7-gf-RfIRFI 2 51 4 41 50 M/FM 49 M/PM 7 48 32 10 2 23 2 PRE 14 FVA 5 41 20 2 1 EOP 1 4 Total SA-1 -- 2T 202 1-27 W35 ElXIIIIIT C-3(2)

Staffiing Levels fly Office/luildil J For AJI)/W FTE's (5-Buildilg Scenario)

IlulIdaigl (1) (2) (3) (4) Office Senior Mgrs Mid-Level Mgrs Other Prof Secty/Supp SA-15 42 MF/SE 7 73 5]. 1 8 8 2 EOMS 44 Total SA-15 8 81 59

SA-16 19 IG 3 55 9 - 1 SCI - 2 Tot1-l-6-- 3 5"1 9 20

SA-1O 6 PPC E & DIU 2 12 8 52 S&T 18 129 29 58 ToK--A------20 -TT 37 377 516 Total/AID/W 139 906

(1) Senior Managers = ES, EX, FE, GS-16 and above (2) Mid-Level Managers = AD, GS, GM 13-15, FS 1-3 (3) Other Professionals = AD, GS 9-12, PS 4-6 (4) Secretarial/Support = AD, GS 1-8, FS 7-9 Otlher Professionals -- AD, GS 9-12, and FS 4-6

- Futl-time - Part-time

Secretarial/Support -- AD, GS 1-0, FS 7-9 - Full-tlIme - Part-tlime

Intermitteiit Staff and Others -- Experts, consultants, IPA, P11, WG, XP, YV and YW

- Intermitent - Full-time - Part-Lime

staff The source of this information was a computer printLout of current by M/PM. Data size for each AID/W office (broken out by division), supplied were aggregated up to the high-level office or bureau level. 4. Three WorkingPapers Were Created from the USAIDs SurveyData.

the USAIDs. Three working papers were comp~led from the survey responses oL These working papers are described in the followinq sections. W2F2-2) 1) USAID Hardware Inventory (USAID Survey__Question II; USAIDs surveyed. This working paper describes the hardware in each of the for: It describes the number of units, printers, and workstations

* Minicomputers • Office systems * Word processors * Microcomputers

C-6 (USAID Survey 2) Volume of Ittormation Exchaned Between USAIDs and AID/W Question 14; W2F3-3)

of the volume of This working paper shows the estimates, in pages per day, to AII)/W high-level offices information sent and received from each All) mission All) building in the and bureaus. In addition, totals from each reqion to each 5-building scenario were tabulated. Survey Question 16; 3) Rank Priority of Telecommunications Functions (USAID

function This workinq paper displays the priority each telecommunications The need for each func­ was given by each USAID that responded to the survey. most desirable. Responses tion was measured on a scale of 1 to 5, 5 being the rank for each function. were totalled and then averaged to obtain the average with OIS and missions with VS Also, responses were shown separately by missions were calculated. Averages were equipment, and the averages of those responses the distinction between those also supplied for each USAID, irrespective of with OIS and VS equipment.

C-7 APPENDIX D

CABLE TRAFFIC ANALYSIS CABILE TRAFFIC ANALYSIS

analysis of AID's cable This appendix describes the objectives and findings of the of this report. The traffic and supplements the discussion provided in Chapter 11 appendix is divided Into four sections:

• Purpose of the cable traffic analysis • Overveiw of cable handling procedures . Strategy to sample and analyze cable traffic . Findings of the cable traffic analysis. cable traffic patterns is A detailed series of working papers from the analysis of AID's support the findings and analysis on file with M/SER/I1h4. These working papers presented in this report.

A. PURPOSE OF TIE CABLE TRAFFIC ANALYSIS of the cable traffic This section describes the purpose, scope and methodology analysis. Provide Information on the Volume 1. The Purpose of the Cable Traffic Analysis was to and Distribution of AID/i Cable Traffic. needed to map and size Tie cable traffic analysis was designed to supply information patterns were traced: existing cable traffic patterns. AID's two major and tie AID/W Between AIG missions (USAIDs) and other diplomatic posts communications center.

Between the AID/W communications center and AID/W offices.

the amount of traffic that could be The information was collected to help determine distribution process was to be expected on any given day, in the event that tihe cable to size the electronic distribution automated. System engineers need this information out, and within AII)/W. system required to carry cable and other information in,

D-1 Three types of cables were examined ],n this analysis: Telecommun ications System incoming - A ca'le sent to ATD/W via tile Diplomatic diplomatic post. from an All) mission (USAID), or other AID/W over the Diplomatic Telecomintuiications 2!Outqoing - A cable sent from System to USAIDs or other diplomatic posts returned to AID/W offices. Comeback copies - Copies of outgoing AID/W cables Classified cables accounted Only unclassified cables were included in this analysis. The majority of these are informa­ for approximately 24% of AID's total cable traffic. than 3% of AID's total cable traffic tion copies of State Department cables. Since less it was not felt that the cost are classified cables originating iii AII)/W or the USAIDs, for AID was justified. of providing a completely secure automated cable network data onl All) cable Booz, Allen used a three-step process to collect and analyze identifies these steps: traffic. Exhibit D-l, on the following page, Center (M/SER/MO/ and interview key personnel in AID's Communications Identify and the vendor the Department of State's Communications Center (OC/T) CPM), AID handbooks on maintaining the cable processing equipment; review pertinent policies and procedures on cable processing. provide data on AID's cable Develop and implement a cable sampling strategy to traffic to/from its missions, AID/W offices and buildings. it so that tle Compile data collected from the cable sample and extrapolate day can be determined. distribution of cables handled by AID on any given

B. OVERVIEW OF CABIE IIANDLING PROCEDURES distribution of All) cables. This section provides an overview of the processing and

D-2 EXHIBIT D-1 CABLE ANALYSIS METIIIDOLOGY

PROJECT INI I IATION, SAMPLE STRATEGY DIJII ANALYSES INTERVIEWS & DEVELOPMENT & AND PREPARATION RESEARCHDT OLETO FPRJCIN

" REVIEW LITERATURE * IDENTIFY SAMPLE SIZE, * EXIDAPOLAJE DAIA DATA CONFIDENCE LEVEL & * CONVEfl CABLES 10 PAGES " COLLECT IIISIORICAL STANDARD ERROR " DEVELOP PROCESS FLOW C MAP FLOW OF INCOMING AND * COLLECT DAIA OUIGOING 1NAFFIC 4 COMPILE DA9A Department of State's l. Cables for AlI)/W are Currently leceived and Transmitted by the lllnt c-at- onS Ce nter

The State i)epartLment's Coiiiunlcations Center (OC/T) is reponsible for receiving and tranisuitting all incomIi g and outgoing AID cables. AID's Communication Center (M/SEBI/ Office MO/CIM) is a branch of the Communications and Record Management [ivisioi of the Remote Auto- of Management Operations. Its responsibilities include maintaining A[D's cable­ nlated leproductton and Collating System (IREAIiCS). REARCS is a customized plocessiiig system that performs the following functions:

Receives cables electronical]y from the Department of State

agencies Assigns distribution to AI1/W addresses and other federal

Prints required number of copies of each cable.

of all outgoinq cables prior to The Center is also responsible for reviewing the format their transfer to OC/T for transmission. In The process by which incoming and outgoing cables are handled is detailed Exhibit D-2. Briefly, cables are processed as follows: AID Incoming Cables are received electronically by M/SER/MO/CRlM from OC/T. classified determines distribution, prints and distributes the cables In a envelope as part of AID's inter-office mail. by *Ot~oing Cables are received by M/SER/MO/CIRM, reviewed for format and sent pneumatic -tibe to OC/T for transmission. AID (like Comeback copies of outgoing cables are sent by OC/T electronically to an incomin cable) where they are processed for distribution.

handled as if they The AID communicatiolis center is a secure facility and all cables are were classified.

D-3 EXIIT 0.2 ROCESSING Or AN All) INOMING AND DOMIIING CAMIE

.NCTMUICEaRIs IIIAffiiW

*tvt i"lIts cmiii AMCOMM"11EI5A91111aI~q i AMADS1K44133h51

CA~~~~tVEI VI 5 1115 5 CA 0tttCRIAI u

ANI DIIAIIS riwu. Vons ctaSoatCMISS tiS 1 11111011mo

00mci oui SimilogosIa _ ll

ADII% of SKIiA suaIiDAKUIVft~ i xt $lamstsl Sl CPMRCAIII I tooN40ll1Usc"IsADtfoo on asts Ap~tt asItmc i ass its~tU C11111SNSMIiuMssIA"C 1CPOI4 oni llAII uft Ag alt tiil AIICMIUliSVI 411 s-sc 12m~assIIAIDDIICDA441Sf~t ANDacln TI'A1[LPIC DATA C. STRATEIGY T10 SAMPI.i. AND ANAIYZE CAIBLI electronic cable file. 'Ilis section describes the methodology used to sample AID's a Stratified landom Sample I. '1o Determine Distributiol Patterns byOffice/Building, was Se-cte' ofiti AI s Electron. Cabe-F le. to estimate Allen used a straLified random sample of 692 unclassified cables [Booz, selected to provide a flow an(] distribution of AID's cables. The sample was the size, confidence level. The of precision of 4 25% (of the mean percentage) at a 90% level approximately five months sample selected from AID's electronic cable file represented in order to ensure classified and unclassified cables. The sample was stratified of A sample of 346 incoming adequate representation of both incoming and outgoing cables. and 346 outgoing cables was selected. feasible to the study's budget, time and manpower constraints, it was not Given Instead, cable sample at tie office level with the same level of precision. select a next highest was selected to be representative at the building level, the the sample and provided Informa­ level of aggregation. This approach optimized existing resources, purposes. tHence, tile findings tion at the office level that can be used for comparative analysis of cable flow. at tile office level lacks the precision of. the inter-building for Projecting AID/W's 2. The Data Collected from time Cable Sample Provided the Basis Daily Cable Trattic characteristics: Each of the 692 cables was analyzed to determine the following * Agency of origin Action office and number of copies • Information offices and number of copies * Embassy/mission of origin or destination • Date and time of receipt/transmission inI OC/T • Length of cable measured, in lines l.evel of priority (precedence) office-level The data were collected at tie cable stop level and aggregated to provide This information was tlhen used to estimate AID daily .able traffic pat­ summary data. extrapo­ terns. To obtain tile dally cable traffic patterns, the survey data was first work days in lated to show annual traffic and then divided by the approximniate number of a year.

D- 4 D. FINDINGS OF TII CABLE ANALYSIS the cable sample. This section presents the major findings of the analysis of

Volume and Patterns of AID Cable 1. The Cable Sample Provided Valuable Data o1 the Taffic

exhiblts de- The findings of this analysis are presented in seven summary-level originally collected in numbers of scribed below. Although the cable volume data were were converted to a page equiva­ lines, for our purposes, lines of cable transmissions of lines contained on a page printed on a lent. The measure used was the average number standard Wang printer. Exhibit D-3 presents AID/W estimated daily (1) Office/Building Traffic Patterns -- The exhibit shows AID's offices cable traffic in numbers of pages of cables. by M/SER/MO. AID's offices in Main in the five building configuration proposed copy traffic and produce over State receive over 70% of AID/W incoming/comeback distribution of cables (those 50% of AID's outgoing cable traffic. Secondary projected using multipliers developed by made by offices for internal use), was data. I1UM analysts, based on requirements survey of Exhibit D-4 presents the number of pages (2) Geographic Destinatioi Patterns -- regions. Over 40% of AID/W cables AID/W sends overseas, grouped by geographic the Africa region, with the other geo­ outgoing cables are sent to USAIDs in 22% of AID/W outgoing cables. graphical regions receiving between 4% and pages of -- Exhibit D-5 presents the number of (3) Geographic Origination Patterns regions. Over 30% of the incoming cables received by AID/W from the geographic in. the Africa region. The other re­ traffic received by AID/W is from USAIDs AID/W's incoming cable traffic. gions contributed between 15% and 18% to

D-6 presents the estimated distribution (4) Precedence of AID/W Cables -- Exlhbit four precedence codes: of AID unclassified cables according to of without delay no matter what time Flash (Z) -- Processed and delivered day or night. as soon as possible during normal Immediate (0) -- Processed and delivered duty hours

D-5 Exhibit )-3

DAILY INCOMING, OUTGOING, COMEBACK AND SECONI)AY )IST IIBUITION OF CABLES TO All) OFFICES AND D BUILDINGS MEASURE IN PAGES OF CABLES Actual Outgoinu Comeback Cables Outgoing Incoming Cables Pages of No. - NPo-ec-I.ayN P--es ec-6iiar-yw Cables I)isLribttion Cables Buliilding/Office Cables Distribtilon

Hain State - 2 6 - A/AID - 33 1 110 550 11 ES 2 10 50 4 12 LEG 1 3 - XA 2 10 1,064 3,192 35 AFR 2,363 11,015 386 1,150 25 ASIA 848 4,240 406 1,218 7 LAC 751 3,755 5,160 416 1,248 a NE 1,032 21 - 9 45 7 IG 10 1 275 1,375 60 GC 1.3 39 2 OFDA 41 205 3 1 2 10 1 BIFAD 36 - 80 400 1.2 AA/PRE 153 1 201 1,005 51 SAA/S&T 469 1,407 M/SER/MO/CIM 949 4,745 ­ - AA/ n 51 153 2 PPC 481 2,405 2,954 8,862 05 TOTAL 7,154 35,770

Percent 69% 50% of Total 73% Exhibit D-3(2) Ac tua l Outgoing Incoming Cables Outgoing Comeback Cables I-i-. P-F157 es Secoida--.o Vy - Pages of Distribution Cables Building/Office Cables Distribution Cables

SA- M/SEIl/IRm 12 60 11 33 3 567 6 M/Fm 384 1,920 109 247 741 13 M/Pm 175 875 30 90 3 P.RE 27 135 32 96 3 FVA 224 1,120 EOP - -___ 509 1,527 28 'rOTAI. 822 4,110 16% Percent oF 8% 12% Total

SA-15 SER 778 3870 398 1990 14

9% 8% Percent of 8% Total

SA-16 IG 13 65 17 51 8 1 Sci 11 55 1 3 18 54 9 TOTAL 24 120 004% 5% Percent of 002% Total Exhibit D-3(3)

Actual Incomiig Cables Outgoing Comeback Cables Outgoing No. Pages Secondary No. Pages Secondar Pages of iuildilig/Office Cables Distribution Cables Distribution Cables

SA-l0 40 ­ PPC 156 700 16 S&T 900 4,540 381 1,143 34

TOTAL 1,064 5,320 397 1,191 34

Percent of 11% 9% 20% Tota 1

170 SUMl TOTAL 9,842 49,210 4,276 12,028

PERCENT OF TOTAL 100% 100% 100%

4 A standard multiplier of five was used based on IRM analyst estimates "A standard multiplier of three was used based on IRK estimates Exhlblt D-4

GEOGRAPIIIC DESTINATION OF UNCIASSIFIEI) AII)/W CABLE TRAFFIC

Daily No. Daily No. Percent of Region Cables Pages Total

215 203 41% Africa 17% Asia 91 86 22% America. 117 110 latin 12% East 61 58 Near 4% Europe 22 21 4% Other 23 22 100% TOTAL 529 500 Exhibit 1-5

GEOGRlAPlHIC ORIGIN OF UNCLASSIFIED AII)/W CABLE TRAFFIC

Daily No. Daily No. Percent of Reg ion Cables Pages Total

Africa 203 211 33% Asia 113 117 18% Latin America 100 104 16% Near East 103 107 17% Europe 91 95 15% OWier 5 5 1%

TOTAL 615 639 100% Exhlb)I D-6

AII)/W ESTIMATED DAILY iNCOMING/OUTGOING UNCr.ASSIFiEI) CAIII,E TRAFFIC IIY PRECEDENCE INDICA'roR MEASURE!D IN NUMBER OF CAM.,ES

Incomill Outgoing Combined Total Daily Daily Daily Percent Precedence Indicator Total Percent Total Percent Total .... Flash (Z) 150 19% Immediate (0) 111 21% 39 15%

201 25% Priority (P) 118 22% 03 32% 56% Routine (R) 303 57% 138 53% 441

TOTAL 532 100% 260 100% 792 100% normal duLy Ilours usually Priority (P) -- P-rocessed anid delivered during within two hours of receipt hours usually Routine (R) -- Processed and delivered during normal duty within 24 hours of receipt. and handling The precedence codes show the priority of a cable for processing purposes. Almost 60% of AID/W incoming and outgoing cables are marked "routine." USAIDs which are slated to receive direct lines to AID/W, these For those new, non­ cables could be taken out of the cable system and transmitted via the USAID's. secure lines being provided Iby the Department of State to the Center -­ (5) Copies of Cables Produced for Distribution by AID's Communications and Exhibit D-7 slows tile estimated number of copies produced for both Incoming may receive outgoing unclassified AID/W cables. A single distribution point incoming and multiple copies of a cable. Oil the average, 20 copies of each cases, copiea comeback cable are made for distribution to AID offices. It some These (-included in the estimate) are also produced for other federal agencies. are currently being delivered in envelopes marked "classified" by inter-agency ima I . an (6) Time of Receipt and Transmission of AID Cables -- Exhibit D-B presents from estimate of tile time of day when an AID cable is received or transmitted Wasiington, D.C. Over 25% of AID's cable traffic is sent on received between midnight and 3 AM. If tile AID communications center is not open when a cable is received, tile cable is queued until such time as the center opens. Emer­ gency cables can always be received or sent by OC/T, which operates 24 hours a day.

(7) Five Year Projected Cable Traffic -- Exhibit D-9 presents al estimate of tile projected daily cable traffic over tile next five years. The projections were made oil data extrapolated from the cable sample, based upon M/SER/MO/CRM's es­ timate that cable traffic grows at eight to ten percent per year. This analy­ sis uses a nine percent growth rate. These projections indicate tlat by the year 1909, AID's communications center will handle over 22,600 pages of cables per day, over 1 1/2 times what they currently are landling.

D-6 Exhibit D-7

ESTIMATEI) NUMIIER OF COPIES PIROI)UCEI) BY AN INCOMING/OUTGOING UNCLASSIFIED AIl )/W CABLE

Type of Total In Copies Made Average Cable Sample Action In formatLion Total No. Copies

Incoming 346 882 6,406 7,360 21

Outgoing 346 1,057 5,285 6,342 10

TOTAL 692 1,939 11,771 13,710 20 EXHIBIT )-a ESTIMATE) )AILY SUMMARY BY 1ITM I E PEIlO) WHICHi AN UNCLASSIFIED CABLE WAS RECEIVE) OR TRANSMITTEI)

INCOMING CABLES OUTGOING CABLES COMBINED CABLES To ta I Tota I Total Estimated Estimated Estlmated nlours __Daly_% Daily D ily Daily 199 25% 12 Midnight to 3 AM I1l 22% al 31% 9% 182 23% 4 AM to 7 AM 160 30% 22

8 AM to 11 AM 129 25% 19 7% 140 1.9%

114 14% 12 NOON to 3 PM 69 13% 45 17%

13% 4 PM to 7 PM 40 8% 62 24% 102

12% 44 6% 8 PM to 11 PM 13 3% 100% TOTAL 529 100% 260 100% 789

'lours shown in Eastern Standard Time. Exhibit D-9 Five Year Projected I)aily Cable Traffic* (Shown in Number of Pages)

1904 Year Base 1985 1986 1907 1980 1909 Cable Traffic Year 1 2 -­ 3 5

From USAID 650 710 770 840 920 1000

To USAID 500 550 600 650 710 770

To AID/W - Incoming 9,830 10,720 10,800 11,770 12,030 13,990 - Comeback 4,280 4,670 5,090 5,550 6,050 6,590 Subtotal 14,110 15,390 15,090 17,320 10,800 20,500

From AID/W offices to 160 170 190 210 230 250 AID Communications Center

Total Cables Handled By M/SER/MO/CRM 15,420 16,820 17,450 19,020 20,740 22,600

Secondary Distribution 62,830 60,480 74,640 81,360 88,680 96,660

Based on an estimated 9% per year growth in cable traffic. APPENDIX E PLAN AID TELECOMMUN[CATIONS SYSTEM LHPIEHENTAT'IONl AID "1.ELECOMMUNICATLOrIS SYSTEM IMiPLEMENTATI10 PLAN

1. FINALIZE CONCEPTUAL DESIGN

managemenL/budget input . 2 All) 2 Receive $50K Refine final report . 2 Contractor 5 Refine network conceptual design

- AID/W - USAIDs - ALD/W-USAiI) Links

Get management approval of conceptual design

- Make necessary budget adjustments - Identify final set of functions to be supported Close all outstanding Issues

2. DEVELOP TIlE GENERAL DESIGN 2 AID 2 DevelopD background and introduction . Contractor 10 $.OOK * Identify lefine user functions to . 3 be suplor ..- Develop (reziine) network concept

- AID/W - USAIDs

Identify and define:

- All system inputs - Major system processes - Pilot projects

E-I Staff min Consultant

Requlrement s Months Cost

De fine: - System securLty requirements/procedures - Network data bases, data elements, System/network directories - System operational characteristics - Required system response - Rleqilred system maintenance

Identify and define:

- All component interfaces - All external interfaces (Gateways)

identify and present all traffic volumes/speed requirements for - ALI)/W intrabuilding - AID/W Interbuilding links - International and USALI) regional links - 1lSAIi)s

3. DEVELOP TIE I)ETAILED DESIGN 6 Include all components from general design, . 2 AID Contractors 30 $300K but describe in detail/document . 5 * Develop hardware specifications * Develop software specifications (program specifications)

- Consider microcode (boxes) - Applications - Protocol conversion - Bridges - Gateways

E-2 Staff Mal Consultant RequiLrement s Months Cost

/i. I)IEVjIuoP I)ETAtl'I)I IMPLIEMEN'rATION PLAH

Develop Implementation plan 2 ALl) 2 (hardware!software) 2 Consultants 6 $60K Identify and define phases of implementation, including pilots

Identify timeframnes for phases and pilots

- AID/W - USAIDs

ldentLfy candidate users for pilots and phases Identify and draft system/user policies and procedures

5. IIEN'IFY/ACQUiRE PACKAGED SOF'IWARE

* Conduct market survey of available software . 1 All) 2 * Select packaged software based upon software . 2 Consutants 15 $150K programming specifications . Procure identified packages * Install and test selected packages ("benchmarking ' =)

6. DEVELOP TRAINING PLAN/MATERIALS

Collect all existing system/user . 3 AID 6 training materials . 2 Contractors 10 $100K . Identify training materials to be developed * Develop all training materials * Develop training program (courses) * Select training candidates

E-3 Staff milin Consultant Requirements Months Cost

7. IIARIWARE PROCURFM ENr/ INSTAI.AT ION 1 AID 6 Develop RFP(s) * 2 Contractor 15 $150K ijevelop candidate vendor list * Distribute RFP(s) * Evaluate proposals and select vendor(s) * Procure Identified hardware * Plan for all hardware installing

- Phase I - Phase It - Phase N

Install atid test hardware

8. DEVELOP/TEST SOFTWARE . 2 AID 8 tUpdate program specifications to reflect . 6 Contractors 24. $240K package Interfaces * Develop custom code and test * Perform subsystem and system testing (integrate packages and custom software) * Perform acceptance testing * Develop appropriate documentation

9. DEVELOP NETWORK DAABASES All) directories and data bases . I . Design I Contractors 10 $IOOK Identify available data and collect . * Implement directories and data bases * rest and integrate all directories and data bases

- Within AlI)/W - Between ALD/W and IISAIDs - Within USAIDs

E-4 Staff Mail Consultant lequ-iroments Mtonths Cost

10. PIpVIDE PRO.JEC'/TECIINICAL ASS ISTANCE & Implementation * Quality assurance team Provide project oversight . 2 All) 60 90 $900K * Provide technical review of project outputs . 2 Contractor * llel coordinate and schedule project acttvities Implementation Teams

L. MAInTENANCE/OPERATI0NS Implementation after pilots and I AID 15 Ongoing 140 $1430K first-site activities 3 Contractor Operations Maintenance

Total Consultants Year 1 $500 year 2 1260 year 3 970 year 4 450 year 5 $ 400

Project Totals $3580

E-5 APPENDIX F

TEXT TRAFFIC ANALYSIS TEXT TRAFFIC ANALYSIS

estimates of the This appendix describes the methodology used to ol)tain reliable analysis are presented in text traffic patterns within AlD/W. The findings of this in Chapter I1 of this detail, to supplement the 6-.scription of AID's traffic flows repor t. 11OW MUCll TRAFFIC A 1. Tile PURPOSE OF TIME TEXT TRAFFIC ANALYSIS WAS TO )EI'ERMINE TIECECOMUNICATI'1ONS SYSTEM WOULD 11AV E TO CARRY materials are curre, ly The purpose of this analyis was to determine how much text to determine the circulating within AID/W. Network engineers need this information as well as within volume of text documents, that will be exchanged between buildings, buildings. The StudyTeam (1) Some Of This Information Was Collected By Other Members Cf by tile study The text traffic study was one of several activities carried out exchanlged within the team to determine existing volumes and patterns of information D). AID/W and Agency. A separate study was made of cable traffic (see Appendix adminis­ USAID staff also supplied estimates to IRM in response to questionnaires tered throughout AID/W and iti selected USAIDs (see Appendix C). view of text None of the individual components provided the comprehensive to trace traffic required. All of the information was used in the analysis of volume of information flow patterns within the Agency and to provide estimates flow, but additional information was required. From These Activities, (2) In The Absence Of A Readily-Quantifiable Measure Produced Other Indlcators Were Exadmned proved diffi- Producing reliable estimates of text traffic volumes and patterns collected from the cult. No one source was satisfactory. Some of the information quantifiable user questionnaires proved useful, but in the absence of a reliable, measure of text traffic, additional indicators were used:

F-1 • Workstailon utilization statistics • Copier utilization statistics * MeasutemenLs oL Inter-office mail flows. is described below. The methodology used to provilde estimates of text flow Of Various Stages Of The Text Methodolog9Y Employed Was To Take "Snapshots" (3) The Snapshots To User­ Productiiotn-Ad D-strThution Process And Compare Those ip-liedEstLma tes

activities was as The methodology developed for the text flow collection follows: form, they must be Since materials have to be transmitted In electronic processor or typed created in electronic form, e.g., keyed in on a word Therefore, tle first for conversion of electronic form via an OCR reader. order of business was to determine how many electronically-originated materials AID/W offices produce daily. to obtain A management statistics software package was used offices. production-level statistics for five representative produce estimates These production levels were then extrapolated to AID/W of the numbers "of pages printed per day in all automated worksheet). offices (see Working Paper W5FI-l for the extrapolation office-level pro- A discard rate of 75 percent was applied to these summary-level duction estimates. (This estimate was produced from It represents the data obtained from Management Statistics Reports. provides an es­ number of revision pages, compared to originals, and timate of throw-away pages produced daily.) how many copies of each Tie second step In the process was to determine document are typically made by AID/W offices. determine how much Thirdly, AID/W inter-office mail was measured to any given day. informatt-on AID/W offices were actually receiving on

r-2 To Evaluated And Apportioned (1,) The Lnformatiot Obtained From ihe SnapahotlHad lie By iAcce talei--tr[butiFu1 lattern stages in the "'te 'Isnapshots" produced a somewhat: diajointed view of tillferenL These snapshots dally producltLon, reproductLon anid dLstribut ion of AID/W documents. and destination taken of the source (electronic orl.glnatlon and photocopying) were limitation of this (inter-office mail) of AID/W text traffic (see Exhibit F-1). rite of 1-informati-on exchange approach was that there was no way of determining patterns from these snapshots alone. on tle InformatLon exchange patterns had to be derived from iniormation from the user requi.rements patterns of exchange between AID/W offices obtained questionnaire. they sent and * AII)/W offices provided estimates of tile numbers of pages was organized received daily from other AID/W offices. This Information pat­ as a matrix showing inter-building and intra-building dlistribution terns (see Working Papers WIF3-25). supplied by AID/W These distribution patterns derived from Information F-2 on tihe offices, were converted to percentages, as shown lin ExhILbit following page. of electronic These percentages were then applied to the measuremeuts and matrices origination, photocopying, and tihe inter-office mail flow; showing Inter- and intra-building flows were produced (see Working Papers, W5F4-5, W5F2-2C, WIOFIO-21). the data were aggre­ Because each matrix consists of nearly 1,000 cells, It was gated at the liter-buLlding level for purposes of comiparison. assumed that: ex- When offices did not agree on tihe volume of Information they changed, that tihe higher of tihe two volumes was used. It received from Althuigh anloffice might send more Information than any one office, I.t was assumed for purposes of designing an input/ output matrix that the proportions were the samie. questionnaire )ata ol Information flows from the requirements analysis were also aggregated in this fashion. F-3 F'XIIl[IT F-I

AII)/W 1a.a Collection Plan -- Text Traffic--

Foreign

PC will0 OCR Reader

Electronic

(7%lrow-Awa s

I.. .Storage -External

storage) User-Created Ilard Copy

InternalPilotocopying IOther fodCp IrdCopy I

Inter-Oilice

(51%; Discard Rante) EXIIIIIT F-2

iA II/H ufl |.:r t'r o" r leol . 1 I infotm.ain r .1r:Ioi.,qe' Io n e trlwev |tUNI)Il-.1 by l111li141111g}

13111-_111 Other , __-___-15 _-16 flail State .I/ Ah] 1Pt/r /./AI1) A/rn EVA Put3' T) GIV IG SCI IIU 51T OTIIC I.FqII:xl.:C ;C SiT OrDA nIFAV Clft )fllOS111l I'"1 !_ 111CI'11 pIi'E AFn A .IA I./AC IM XA

11.1111 state 0I 0.6 0 0 0 3.9 0 5.6 - 0.6 1.1 0 0 1.1 2.0 1. 1 2.1 0 20.2 6.I - 10.7 2.n 5.G 8.4 2.0 11.2 11.6 7.5 0.4 33.6 i/A 15 -S 11.2 0 0.6 1.0 0.4 0.4 0 0 0.4 0 0.1 4.6 2.6 0.2 1.6 0 0.1 - 0 0 0 r11C 3.7 40.7 - - 3.9 0.2 0 0 1.7 0 0 0.1 16.3 16.9 0.6 - 0 0 0 0 7.3 3.0 0.6 0.1 2.3 2.2 - - 41.4 0.1 0.1 0 0 0.2 0 0.3 20.5 0 AFR 0 6.81 6.01 7.5 0 0 0 2.4 0 0 0.3 0.3 0 0.3 0 0.7 - 0 0 0 AS3I 1.7 0.1 - - 0.3 51.2 0 0.4 3.0 0 0 0.4 5.3 IO.o 0 1.4 - 0.1 0 0 0 0.7 0.7 0.9 0.7 0.7 3.7 ­ - 0.1 0.1 62.5 0.1 0.2 3.5 0 0.3 24.4 0 I-AC 0 0 4.0 1.6 1.6 0.2 0.2 0 3.2 0.3 0.2 23.7 0 0.3 0 7.0 - 0 3.1 fir 2.4 26.6 - - 0 0.2 0 33.9 4.1 0 0 13.5 5.4 0 0 - 4.1 0 0 0 0 1.4 0 0 2.7 8.1 2.7 ­ - 0 0 4.1 0 13.5 6.8 0.5 0.5 40.0 XA 1.1 0 0 0.5 0 0 0 0 0.5 2.6 5.2 0 1.1 - 0.5 0 0 0 10.5 7.9 - - 1.1 0.5 25.7 1.1 0 17.5 33.3 0 0 1.7 25.0 1.7 - 0 0 0 0 13.3 6.7 0 0 0 0 - - 0 0 0 0 0 0 0 0 0.7 0 Ii: 0.9 0 0.7 9.1 1.3 0.7 0 6.5 0.7 0.7 32.0 0 1.3 1.3 19.6 - 0 0.7 0 0 Ge 6.5 0.7 - - 3.3 1.3 12.4 0.2 0 0 0 0 0.9 - 2.2 0 79 0 0.9 1.3 0 0.2 0 0 - - 0 0 0.2 0 0.7 0.2 0 0 OFDA 14.1 0 0 0 11.9 0 0 2.4 4.0 0 50.0 0 0 0 2.4 ­ 0 23.0 0 0 IIFAD 4.9 0 ­ - 0 0

5.4 66.7 5.4 5.4 3.1 0 0 0 1.1 15.1 0 0 0 C 0 0 0 - 0 0 0 lilts 0 0 ­ - 0 0 0 0 0.2 39.11 0 0 0.2 19.7 2.0 0.8 0 0 1.0 3.9 15.0 0.2 0 0.2 3.9 2.4 2.0 2.0 0 0.4 3.2 0 0.4 FF1 0.4 0.9 ­ - 0.7 0.2 0.2 0.2 2.9 4.0 0 0 24.7 19.0 0 1.9 0.2 ­ 1.4 0 0 0.2 19.0 4.0 1.2 2.4 - - 5.9 4.0 2.4 2.4 0.2 31.3 1.6 0 3.1 0 0 I'm 0 0 0 .6 0 23.4 0 0 15.6 1.6 0 1.6 0 3.1 - 1.6 0 FVA 7.0 6.3 - - 1.6 0 0 10.5 0 0 0 0 31.6 5.3 0 0 0 0 5.3 21.1 0 0 10.5 - 0 0 0 5.3 10.5 0 0 5.9 5.9 0 INl, 0 0 5.9 5.9 5.9 0 0 0 29.4 5.9 0 0 0 0 0 0 ­ 0 0 0 I'lI/TI) 0 0 - 0 0 35.30

2.1 21.5 35.5 BA-15 25.6 1.3 0.1 2.1 0.2 0.3 4.2 37.0 0.2 2.1 2.6 0 2.2 1.1 - 0.1 0.5 0 1.5 -/"I.lT-. 0.1 0.4 ­ - 1.5 0.7 1.5

SA-16 7.7 0 0.40 0 46.97.70 0 0.4 1.9 1.5 0 15.4 0.4 - 0 0 0 0 0 - 0 0 0. 0 17.2 12.4 Il: 0 0 0 0 0 0 0 3.5 0 0 0 1.7 0 1.7 - 0 0 a 0 Stt 0 3.5 ­ - 0 0 0 0

SA-16 0.9 1.0 0 0 4.2 4.7 0 0 0 - 0 0.9 0 0 0.90 0 1.70 61.0 - 0.9 0.9 5.1 1.7 0 0.9 .3 0.0 0.2 0.1 39.9 2.n I'tC/--F.D! 0 0 0.1 1.6 1.7 0.0 0 0 0.0 1.3 2.8 0.7 0.0 0.0 0.0 4.6 0 0.0 GIT 0.1 2.2 - - 7.4 5.7 slOWinLIg the numbers rhis aggtregat ion produced three input-/output inatrices, and the total.ls per I)uildilg of pages seiit arnd received for each buiil.ding, (see Exllibits F-3, F-4 anld F-5). revealed that the most reliable Comparisoln of these summary-level matrices the mall. room sample. estimates were those obtained by extrapotating lig shown in that matrix The number of pages exchanged per build thlree-amid-a-half times (Exhibit F-5) was approximately three to users (Exhibit F-3). greater than the estimates provided by which is almost identical An exception was the volume shown for SA-I8, more accurate estimates Iii both samples, indicating that s&r provided than did most other offices. production levels for 'The statistics collected on word processing measurements of the volume and AII)/W were found not to be realistic when photocopying multipliers patterns of information exchanged, even were factored in.

substantiates the assessment Use of photocopying equipment within AII)/W study provides the best estimate that the mail room (or inter-office mail) utilization statistics supplied by for text traffic. Analysis of printer the period when the mail room sample M/SEII/MO/CIUM for the month of Marci, four copies were made per original. was conducted, shows that approximately of four, whicl when applied to the This information provides an multiplier to the volume of mail measured user traffic estimates, is almost identical in the mail room sample.

BEST BASELINE DATA FOR DEIiERMINING TIE TEXT 2. TIE MAIL MEASUREMENT STUDY PROVIDES TilE TRAFFIC FLOW dat:a for pur­ mail room sample provides the best baseline It has been shown that the been used from the analysis of the mail room has poses of this study. information taken patterns of iiter-office traffic flow. in Chapter I to describe the most probable in is too complex to present in its entirety The intra-building mapping, however, is presenited in Exhibit F-6, on the the report. This detailed, thousand-cell breakout that is valuable dtiring the detailed following page. This matrix provides Information

F-4 E.XItI 111 F-3

A I D re-x I lu iom('it IdDIS I r I No I Iol I I I n hy Nil"il i II'Ilr i 1;,. it FI.vrlF Ill .' Dally (MICiowli a1:;I lot?Iit i r-I lieIi t IfilgI.Eovu: I

It rxt1eT tin I l'rc- I 1 S A-1 15 S A- I G EA-l

797 415 1,15 174 6 1 26 In,I,9 1-1 .I

o1 lot SA-I 174 147

G 113 74 ;A-!5 61 1

6 46 A-12 62

!1 SA-O1 79

1531 46 195 1 EXTtIAI. 415 lot 74

To) tin I 171 4417 4593 Pleqr 1lqg 41111 1043 537

...... XlIIlIIT F-5

All) Inl.v.[--tllt ! 1l lI tinttilul lio PI, ok; (.sliom by tIutnille ofl1P;tq(,n Sa-iL nhid Ihc.i ved Daily aL tho lnt!r -1'1lluiin119 1.eIl

uail SA-15 SA-16 !;A-I 0 r xle ilstn! ed 1t!; SA-1

J914 fi 591o 0 5 l10"139 1674

41941)

134 2211 451 500 105 SA-15 61)

105 15 119 SA-16 161 20 27

15692 SA-10 1009 239 334

3191 220 119 EXTEIUAI. 1614 401

Tota Il 562 51121 957497 I'tr Ildq 16,994 3153 1892 'i-.X,,vT F-6

liste 01;t]-i'ii c.p1 fsud lfl w ,.3ih.Ih MOM*/1 1, n 11.Iw-r.i,0'td lllclinpir |!:h.w, In Mlndit' r of -nq.na S.i.l/l ,.,:eqIv l 14111.1erWie ,rh lac 1ihtidinq

Olie -...... -- ,- I r.,-15 SA-16 BA-IS IA1 ---ST.I. ------SAA/ ?1IC -- l' Tit - r I SCI S OThER ____11_A_/_A/_ Ge G&" OF1M DIFA/I)c tItlltl IM I'tl 'ItE EVA Tota I ..'; I5: H I'IM AiR ASIA I.AC HE XA MA;(rX*

Plain Stake 9 20 - - 4 - - 29 ­ 4 40 - 4 9 - 9 20 19 141 40 - 6 20 40 60 20 9 8 713 A/lI-ES 709 13 21 8 0 - ­ 0 - 7 1519 55 4 34 - 2 ­ - - - rl, 2122 79 064 - - 40 4 90 2 fi; 200 3 33 316 242 34 17 - 2 8 23 4110 20 2 13 1 1564' 2 6 - - 23 II 2) 33 41 - 51 - - 3 549 59 AA/H - 245 101 20 3 - 3 1 - - 7 - 20 - ­ 345 ­ Alil 336O 71 74 - - 1626 114 126 - - 40 - - 5 5 - 12 ­ - - - 114 29 12 - - 5 06l 5 5 - 160 545 ASIA If,01 21 21 27 21 12 3 - - 12 3 1091 3 6 106 - 42 3 - - 690 ­ I,1 3026 21 I12 - - 1 45 45 6 6 - 90 a - U - 221 - - 93 ­ 11I GA 752 - - - G 6 670 - a - 113 5 lip 290 - 17 ­ - 3 - 4(11 49 - 49 - 163 02 - - - 49 ­ XA 1206 90 33 - - - - - ­ 4 4 4 294 - a - 4 - ­ - - 4 721 76 51 - - 8 4 105 0 19 17 2 25 I.E1r 1 1 - - In 34 ------_ 2 03 1 ------I35 14 n - 70 8 0 - 8 ­ n. 1015 10 0 - - 35 3 34434 - 14 14 211 ­ 6 3 1216 992 3 50 53 ­ - - 102 - 40 87 22 - - - 142 ­ - - SAA SLT 3097 3 6fi - - 229 171 I - - - - 3 - 1 - 257 - 1 4 ­ - - - - - I - 2 1 - - ­ 5 - OF1A 325 46 - - - - - . 30 - - 160 ­ - - 0 - ­ nIFADt 319 15 - - ­ - -

905 322 3770 3347 11,835 1962 Total 22134

420 56-1. 7 - - - 7 95 - - - 34 - - - - -34 34 ------01 - - 4 310 5o 6/111 629 34l - II 69 201 4 - 4 4 69 43 36 36 - 7 57 - 7 44 FFI 1776 7 14 - - 11 2 .43.43 .43 7 11 - - 57 .43 - 4 .41 - 3 .41 44 - 231 3 6 - - 14 11 6 6 252 - - 136 17 - 33 - I' I - - - II - I1 - 10 17 - 17 - I - 40 VA 1075 04 6f0 - - 27 - - 14 - 14 - ­ - 14 - - 7 - - 1 -. .. . . 7 ­ - - - ­ F)Or 1310 . . - . - . - . - - - rn/Tn 0 ......

20 411 914 793 910 1159 Total 3043

1 119 363 6 59 609 41) SA-15 14 - 42 725 31 3 %9 6 59 74 - 62 31 - 3 5rBE 21133 II - ­ 42 20 42

119 36q 66f0 419 361 R75 Tot a 21113

SA-16 - - -7 ") 10 - 105 - - - - I 685 - - - 5 live - 3 srI 150 - 5 _ -

56 176 11 29 71n 114 Total 015

561 1-14 ­ SA-I-1 33 205 - - 3 1 17 6 - MR 114 r IC/FLOlI 336 - 77 I2 - 9 W % 2 135 34 - 221 - - GST 4006 5 106 - - 156 214

211 0 1951 In4 34.0 17r. Total 5142 that network design phase for determining the capacity of the intra-building network AID/W buildings require.

3. TIIE MAIL TRAFFIC ANALYSIS PROVIDES TIIE BASIS FOR TIS COMPONENT OF TIE AGENCY-WIDE TRAFFIC ANAYSIS

This section describes the sampling methodology and mail handling procedures of e.g., the analysis of major AID/W, and also presents some of the first-level findings, recipients of mail.

Onl The (1) The Purpose Of The Mail Traffic Analysis Was To Provide Information Volume And Pattern Of AID/W Inter-office Mal

needed to map and The mail traffic analysis was designed to supply information The analysis size existing daily inter-office mail flows between AID/W offices. to recipient traced the flow of mail through AID's main and satellite mail rooms the amount of traf- AID/W offices. The information was collected to help determine mall was fic that could be expected on any given day, in the event that inter-office electronic distribu­ automated. System engineers need this information to size the within AID/W. tion system required to carry Inter-office mail and other information the inter-building For that reason, an important aspect of this study was to examine and office level flows.

(2) The Sample Included Only Those Materials That Could be Transmitted Electronically analysis. Clas- Only AID/W unclassified inter-office mail was included in the of AID/W Inter-office sified material historically comprises a small proportion would not change in mail. It was not included in the analysis, since its delivery an automated environment. Mail excluded from the analysis included: All classified material, including cables, since they are mailed in en-

velopes marked "classified".

Large packages and boxes that did not fit into the mail slot. large computer Standard AID documents including Agency phone books, print-outs, such as CP's, ABS's, CDSS's, etc. Books, newspapers and magazines.

F-5 EximIr)T1-7 r Mail Traffic Analysis Metlhodology

PROJECT INITIA- DEVELOP AND ANALYZE DATA TION, INTERVIEWS imPIEMENT STRAT- AN) DEVELOP AND REVIEW OF EGY TO MEASURE PROJECTIONS POLICIES AND INTER-OFFICE PROCEDURES MA I1,

Validate data Identify and interview Develop measurement Convert volume i1 key personnel strategy inches to pages Reviewi All) regulations, Collect data Aggregate at policies and procedures Summarize mall stop o[fice/buildin(i Develop mail process level data level flow Calculate poak traffic Mail Patterns (3) A Three Step Process Was Used to Develop Daily AID/W Inter-Office

Booz, Allen used a three step process to collect and analyze data on AID/W the page, identi­ inter-olfice mail volume and patterns. Exhibit F-7, on following fies these steps:

Identify and interview key personnel In AID's mail centers, review per­ on tinent handbooks, policies and procedures and develop a process flow AID's mail system

Develop and implement a strategy to measure mail volumes and patterns through AID's mail rooms

Analyze the data and develop projections on AID's daily volume and pattern of mail to AID offices and buildings, as well as possible daily peak load.

4. OVERVIEW OF AID/W MAIL PROCESSING

This section presents an overview of the AID/W mail handling process. a Day by (1) Inter-Office Mail is Received, Sorted, and Distributed Four Times AID's Mail and Motor Branch Management AID's mail and motor branch, a part of the Communications and Record for processing all of Division of the Office of Management Operations is responsible mail through AID/W's mail. Exhibit F-0, on the following page presents the flow of three steps: AID/W's mail rooms. The processing of AID's mail is highlighted by

Pick-up and Receipt of Mail -- Mail is picked up at each AID/W office four times a day and brought to AID's main mail room in Main State. Mail, the especially large quantities or rush pieces, are delivered directly to main or satellite mailrooms by the otiginator. four Sorting of Mail -- Mail is sorted by office (mail stop) and building as mail is times a day. This follows the regular pick-up and also occurs received during the day in the mail room. AID mail Distribution of Mail -- Mail is distributed four times a day by of clerks to each AID office and satellite mail room. It takes an average

F-6 EXHIBIT F-6 CURRENT AIDIW MAIL FLOW

- MAIL FOR 94COMIN(3 MAI. DELIVEIIEO 10 MAIL __ _ OFFICESMAIN STATESI11TE" slops - OUTGOING by MAIL S OP MAIL PICKED UP

ITCOMIN MAIL MAIL IECEIVID MAIL FOR AID - . VELIvInEVU 10 MAIL INECINRAt DUIVINGS WITHlOUT SAIfLLIIE MAIL ROOMS SlopS - OUTODINO MAN. OIOM MAIL MIKEID.UP IN MAIN STATE GOVIIED BY MAIL STOP

MAIL FOR AIm MAN. ron sArl OIO MALMll llOP SASIElILIIE MAUl. IBY8AlWIIIB BIII* NS WITl .5 HE MAIL MAR.? MAIL IOOMS LIEAOOM BYOAMSAULI SAIIELLIESORTED By BUILDING R D lIVERED MA~N MAILM

INIUR OFFICE-mv1 MAIL staff two to four hours for mail to be processed and delivered by AID mail

to recipient AID offices.

5. MAlL ROOM STUDY METHODOLOGY AND FINDINGS

This section describes the mail measurement methodology and some of the findings.

Measurements Were (1) To Determine Mail Volumes And Patterns By Office/Building, Taken Of The Morning Mail Delivery Periods And Extrapolated inter­ The approach developed to obtain information on the volume of AID/W's office mail flow was the following. in each Actual measurements of the inches and fractions of inches of mail sorting room, for mail stop were taken for a perod of a week in each mail the two primary mail sorting periods. measure used These measurements were then converted to pages, the standard ratio (1:113) to size text traffic in this study, by the page-per-inch determined by the study team. that pro- A discard rate was developed for each AID building to eliminate The portion of mail that was not a candidate for electronic transmission. aggregated corresponding "keep" rate was applied to the page measurement, at the office level. (The average "keep" rate was 49 percent.)

sorts, were These data, collected for two of the Agency's four daily mail per office, per then extrapolated to obtain an estimated daily mall flow, building. (M/SER/MO/CRM estimated that the period sampled represented two-thirds of the daily mail flow.) Revealed The (2) Analysis Of The Findings From The Inter-Office Mail Measurement Volume And Patterns Of Text Traffic Within AID/W with other data to The findings of this analysis were utilized in conjunction AID/W. estimate the volume and pattern of text traffic within F-9 presents the Estimated Average Daily Mail By Office/Buildin -­ Exhibit building given SER/MO's estimated average daily page volume 5y-off- ce and largest daily traffic five building configuration. Main State has the

F-7 E.Xlt I I1t F-9

Est.Ioiatie Avera-qr aily 'age Voltmp_ o( Io-4-t-Oltice hall IIt1!eeved fly AID/W O([ Icn (v;toli.;d by flu I Idliq I

iU11,I) !II/FFC flain StaLe SA-l SA-15 SA-16 SA-I0 Slarehuune

HA II STATE.

A/All), FS 710 PlC 2,120 340 AA/H 130 AFR 3,360 ASIA 1,60(1 I.AC 3,030 tie 2,830 XA 1,210 I.EG 720 I; (F.xf'c) 100 (90 (;C I, mO SAA/S&T 3,100 4,9101 (FDA 330 OIFAD 320 H/SEII/h1i/CIlH 1,430

TOTAL. 22,150 690 5,150 PERCMIT OF TOTAL. 55% 21 13%

SA- I

IRiH 630 Fm 1,780 Ill 230

FVA 1,080 EI' 1 30 i'P/TD

TOTAL 3,850 I'IPCPIIIT OF TOTA. 101

SA-15

M/SEli 2, 830

TOTAl. 2,830 PERItcEIT OF TOTAi. 71 FxlIMLt F-9 (2)

t;A-16 SA-10 -lal e hutwe 1UII)11(;/(DrFc_:IA-'5 l_ L _ ._ . -I SA-I16

I(; Sc I51)

TOTAl. 151 .0041 i'FIICEIlI" OF TOTAI.

SA-1O 340 i''C '&1)IV 4,010 SLT

5,150 TOTA1. 1 31 I'FICFt1T OF TOTAl.

Ilarehoune 1I/SERt 240

240 TOTAL .11061 PEICIT OF TOTAL.

040 Il, 300 240 I "OTAI,: 22,1511 3,850 2,030

7% 21 261 .0061 PrIICEIIT OF TOTrA,: 551 10%

In 40,210 llaqea/day. ' lutal stlimaLed daily pages of lisLe-oI[ice mall has the with over 55 percent of the total., while the warehouse building smallest with less than one percent The Bureau of Science and Technology while the IG Exe­ was the largest recipient of traffic (about 4,000 pages) cutive office was the smallest (about 100 pages).

presents multipliers Variation Of Mail During Peak Periods--ExhibiLt F-10 AID's peak daily iixrapolated from the mail room survey used to determine could mail traffic. AID's daily mail flow as shown in Exhibit F-10 increase by a factor of four. Individual multipliers for AID offices flow. ranged from one to twelve times the average estimated daily mail of Five-Year Mail Flow Projections -- Exhibit F-I1 presents an estimate projec­ the projected daily inter-office mail flow for 1904-1909. These rate tions are based the mail flow measurement and a three percent growth that AID's per year, estimated by M/SER/MO. These projections indicate year 1989, inter-office mail will total over 46,000 pages per day by the or about 1.2 times the current inter-office mail volume.

period in March The AID/W inter-office mail measurement was made over a five day have major weekly or 1984. Accotding to AID's mail room staff, mail flow does not October to May, but daily fluctuations. Mail is received at a constant rate from declines by approximately 1 percent from June to September.

F-8 [xhI II II. F-it I'tenk InuIy Mall Eu;. ln,atei; (HIme sired ill I1:+les )

'e+r Iod Unle Pet Iold TWo Avetaye Igucies of flal 'et ld One Inches of Haill I,;r lut iwo Conbinei HIltipII'eL ler Hult ipl ler Organizat iol Pvea-qI-Ye !' ­ Htult flile 7vFle ^^5. 2 11---I~0.u I- .~ 3.11O-+1.-7 . 05 1.09 1.30 5.50 4.23 1.46 11.37 7.79 6.01 PI't 4.50 S&T 5.01 22.25 3.03 1.55 0.00 5.16 6.18 6.70 K 4.36 32.11 7.37 3.40 21.50 3.25 4.11 3.18 FVA 1.23 2.75 2.24 .79 4.50 2.00 5.59 1'E 1.79 5.00 2.79 1.6l 0.511 4.70 5.09 AFiR 2.19 15.50 7.00 1.01 4.50 4.79 4.34 ASIA 1.29 5.00 3.80 .94 14.67 9.96 LAC 2.34 12.25 5.24 1.53 22.45 15.42 11.69 IlIE 2.40 19.75 7.96 1.73 26.60 2.27 2.92 EXII. .77 2.75 3.57 .22 .50 1.53 1.98 I.[G 6.00 16.50 2.43 1.80 2.75 3.53 3.41 OVA 3.95 13.00 3.29 2.69 9.50 3.83 4.02 IG 2.86 12.00 4.20 2.09 0.00 2.25 1.95 GC 8.00 11.56 1.45 4.77 10.74 1.05 1.50 1.43 1.97 EUP .90 2.25 2.50 3.75 3.35 2.63 UFIPA 2.75 5.25 1.91 1.12 2.00 2.08 Sc! 1.40 5.00 3.57 .50 1.011 1.72 1.93 DIFAD 2.35 5.00 2.13 1.45 2.50

4.70 4.39 Average Hultiplier 3.77 EXHIBIT F-i1

Five Year Projected Daily Inter-Office Mail (Shown in Pages of Mail/Distributed)

Base Year* 1985 1906 1987 1988 1988 (1904)

46,340 Number of 39,970 41,170 42,410 43,680 44,990 Pages of Mail Handled Daily in AID/W

* Excludes AID/W warehouse. APPENDIX G

ELECTRONIC MAIL ELECTRONIC MAIL

is Electronic Mail One telecommunications requirement that can be met by a network telecommuni­ (EM). Electronic Mail is a requirement to be met by any recommended AID/W alternative means of implementing cations technology. This appendix explores several short- and long­ such a service and identifies representative vendor offerings. Both term approaches for implementation within AID/W are suggested.

1. ELECTRONIC MAIL DEFINED allows For purposes of this study electronic mail is defined as a utility that in length or the creation, transmission and reception oi messages ten pages a message less, where an electronic mailbox functions as all interface between sender and receiver.

mail An electronic mail utility service augments telephones and traditional textual informa­ services. It is a method of moving, storing, and retrieving by our two major tion electronically. Its purpose is to fill the gap left forms of communication, not to replace them. and send notes, Tile function of electronic mail is to allow users to prepare memoranda and short documents, as described below. envelope, A single transaction typically includes a ]leader that serves as tile text or mes­ carrying tile document address, and a body that comprises sage to be conveyed. The transmission can be within offices, buildings, campuses, or across the nation.

telephone or the EM is often used when delays inherent in the use of the U.S. mail cannot be tolerated.

normally concluded Similarly, it is used when short inquiries or responses via telephone are required.

G-L the feaLures: A typical electronic mail utility has following an electronic terminal I)y following a - Capability to create a message on set of standard procedures

a givei user, where mes- An electronic out-basket that is associated with sages can be stored and easily retrieved virtually The ability to send messages to one or more recipients, simultaneously a given user, where mes­ Ant electronic iL-basket that is associated with sages can be received and stored until accessed are notified of the A notification system whereby senders and recipients status of messages transmitted terminal, and print The capability to access messages on an electronic copies, if desired in different time zones -- does Can perform time-shifting between users receiver not require simultanedous access by sender and current with on-going Can allow users to remotely query their mail to keep developments and answer queries. to an automatic In many respects the electronic mail utility is analogous in the form of bank account bank-teller system, where the message transfer is efficient. debits and credits, and the transaction is quick and does not include: Electronic mail, as used in the context of this study,

- Voice mail - Facsimile transmission - Computer-to-computer text transfers. messages intended to: The electronic mail utility refers to character-encoded

G-2 Support non-simultaneous interpersonal communications

Reduce telephone tag and other time-wasting activities such as face-to­ face meetings and waiting for delayed mail deliveries.

2. TIE ROLE OF ELECTRONIC MAIL tech- Electronic mail represents a very small part of the overall telecommunications information­ portfolio of the typical office. it represents a new generation of nology of the "paper­ transfer technologies, one that is projected to be a main building block less" office of the future. EM is currently used by over 60 percent of the Fortune 500 companies. Although for estimates vary, all office automation projections indicate a rapid growth electronic mail.

A total of 5,000 electronic mail boxes existed on EM systems in 1978. in- This number has jumped to well over 200,000 today, including private to house and public commercial services. The total is projected to climb 1.5 million by 1986.

If this growth does occur, EM will become a logical focal point for office automation programs and a major delivery mechanism for informatiohs­ intensive activities.

This projected growth is reinforced by the fact that an estimated 80 percent of all electronic mail transactions will be initiated via personal computers by the early 1990s. The benefits of electronic mail are difficult to quantify. It is usually jus- tified as an enabling service that increases office workers' productivity by:

Reducing communications ambiguity

Reducing time wasted on formalities and unnecessary dialogue

Providing a documented record of transactions

-- 3 between geograplhically dispersed people - increasing communications the inefficiencies of telephone Organizing and scheduling meetings without - not completed on the first attempt). tag (where 70 percent of all calls are standards, the Elec­ there are not as yet any recognized EM industry Although 1983 to develop standards on Mall Association, was established in April tronic legislation. 'he association vital issues as privacy and access-charge such manufacturers, users and soft­ includes telecommunications carriers, equipment promote the growth and use of EM ware developers. Its overall goal is to worldwide.

3. AITERlNATIVE APPROACHES TO IMPIEMENTATION Like any other or a set of communication applications. Electronic mail is a utility esta­ strategy and plan. Two approches for application EM requires an implementation presented here: blishing an electronic mail service are supported by privately-operated switching * Establish an in-house system that is employees. equipment, computer support resources and that provides such services to the • Purchase EM as a utility from a company publ ic.

Each of these is described below in detail.

(1) Private In-House System AlD/W lends itself to at least four The telecommunications equipment base in for electronic mail.: alternative approaches to a private utility software re­ system, MAILWAY or WANG Office, that utilizes A WANG-based equipment, on a VS computer that connects office automation sident that have compatible communi­ e.g., word processors and personal computers cations capabilities. can utilize the 4341 AID/W IBM mainframe, computer-based system that An licensed and supported by host with an installed software application variety of vendors.

G-4 A System 85 PBX applications processor-based system.

A system supported by a dedicated computer that is not presently part of the AlI)/W L:elecomputlng environment.

Each of the four in-house approaches offers potential advantages and disadvan­ tages. Each approach will. require further investigation to fully determine its po­ tential impact. Consideration of an in-house service should include the following:

Ability to support user's Intra-AID/W messaging requirements

Availability of gateways to the USAIDs and external data bases

Initial costs and operational expenses, and resources required for maintenance

Ability to expand and be adapted to changing future AID/W requirements

Ease of operation and Integration into the overall AID/W telecommunica­ tions network.

(2) Public Network System

A growing number of vendors offer electronic message services. Some of the largest electronic mail systems and the offering companies include:

MCI Mail GTE Telemail * Western Union Easylink * ITT Dialcom Service and * Graphnet Freedom Network.

Other companies such as Federal Express are expected to enter the market shortly.

Typically, public network services utilize the public telephone system to interconnect terminals, word processors and personal computers within buildings. Worldwide, they use a mixture of private and public transmission facilities. Some

G-5 their offerings with already such as MCI and Western Union, Interface services, the U.S. Postal Service, telex and tele­ established communication systems such as gran services. requires that tie mali message over a public network Sending and electronic The industry has must also be a subscriber to the same service. intended receiver we have become accustomed to sufficiently matured to provide the type of service not begins to approach the telephone system. However, once the industry with tihe industry, vendors will be able user base established for the telephone multi-million becomes vendor transparent to the user. to provide a more nniversal service that system approach, some vendor offerings As in the case of the private In-house distinguishing features that will require for public electronic mail services have suitability and compatibilty to AID/Wes further investigation to determine their costs and issues of flexibility and growth requlrements and environment. Likewise, must also be studied and evaluated.

4. ELECTRONIC MAIL SERVICE CONSIDERATIONS mail utility, whether it be a The development and implementation of an electronic specific fundamental design features: private or publlic network, must incorporate to be sent or retrieved from any Station Autonomy ­ the ability for a message terminal within the network is independent of the activities at Simultaneous User Access - user access that other terminals password safeguards against un­ Authentication Software - procedural and of messages authorized entry into mailboxes or transmission model which allows growth Protocol Layering ­ one that follows a hierarchical coverage, as well as full message of both message volume and geographical area communications management set of non-Intimidating commands Simplicity of Use - operation with a simple

G-6 Message Archiving - capability for mai:ntalnhig permanent records of messages senit or received, and

System Maintenance - diagnosLic and statistical programs to maintain opera­ tions, and correct potential problems. be specified These design consideratione are not all-inclusive. Additional features can be the re­ that are unique to a specific user population. Such a feature package will feature sult of a detailed analysis of user-messaging requirements. Some additional requirements that may come to the forefront include:

Storage redundancy

Message forwarding with annotation

Delayed-send capability

Message broadcasting

Revised, simpler user commands

lHelp routines file . A host of administrative aspects such as departmentalized billing, restrictions, and summary utilization reports.

5. APPROACH TO IMPLEMENTATIOLV often faces The installation of an electronic mail system within an organization resistance due to:

* individuals' reluctance to change

and word­ . Lack of user familiarity with automated equipment such as terminals processing stations.

G-7 are familiar coimin.ications AltLhough postal mail system and public telephone mail system that depends on telecomputing vehicles for most users, adding an electronic program of implementation. Tie will require extensive training and a phased devices dependent oi planning for its in­ succes of an electronic mail system will be heavily will. be essential to enable users to stallation and user training. On-going training information interchange. fully utilize this new mode of person-to-person mail system should start as a pilot AII)/W the introduction of an electronic Wilhin a public network to 200 people. The pilot stage could utilize project involving 100 to in the investment expenses. Participants minimize initial startup delays and software should include staff who are already familiar pilot should be carefully selected. They who are already daily Involved in communications­ with office automation equipment and should also have good typing, spelling and intensive work activities. Ideally, they syntax skills. as many dispersed users as possible, An electronic mail pilot-program should include features of the system. to measure performance on simultaneous access three to six months, the initial Once the pilot has been tested and evaluated for user requirements can be revised and updated. advisability and value of an pilot test results should indicate the overall The found appropriate, the next mail utility for AID/W. If this application is electronic selection of a private versus a level of decision making can be advanced towards the public messaging system. AID/W includes a gradual One scenario for the installation of electronic mail within accompanied by a migration in the user base, once the pilot test is completed, increase AID/W Integrated telecom­ a public network towards a private network. As the away from include the entire network is Installed, the base can be expanded to munications electronic mail and migration path would allow AID/W to learn how to use Agency. This versus another. The explore tile cost-benefit tradeoffs of one approach simultaneously electronic mail as an alternative gradual, phased build-up of a base of experience using its relationship to postal mall and the for high-intensity communications will clarify to fully support the AID telephone, and help Identify the features necessary requirements.

G-0 APPENDIX I

AID TELECOIMUNICATIONS SYSTEM BUDGET All) "rELECOMUrNICATiobs SYSTEM1 BUDGET

FY 86 as an Input to the This appendix presents the budget estlmate for FY 85 and Management lBureau s Anvnual Budget Submission. management approves the budget estimates cannot be provided until AID upper Final At that time, recommended LAN approach to telecommunications Implementation wLthin AID. described in Chapter IV, final during the first steps In the General and Detailed Design budget estimates can be provided.

IlI ' I tle: All) TIEIECOMMIIN [CA'ioms PROJECT lBack round1(

encrmpassing AID/W and the Beginning In September, 1983 a telecomm-unIca tIons study consisting of surveying the 11SA[I)S was undertaken. A broad based requirements analysis the USAIDS, both by cable survey and major bureaus and offices, as welt as canvassing (I.rect contact was accomplished. 85 and 86 fall into several cate- major thrust for telecomnunatonti work in FY The these line Items are set as outlined in the attached budget narrative. While gortes, overall network design is individual projects, a comprehensive approach to the atiLde as of telecommunications service to assure the best possible service to the users necessary have very direct dependencies AID over the next five years. The different projects at viewed as a package. Any mod­ relationships with each other an( therefore should be aind to effectively migrate the LfMcntions to individual tasks must be scrutinized closely changes to any related schedules in the other projects.

11-2 FY 85 Objectives: Telecom,nmunications

1. Begin imjlementatlon including the general and detail design of the Agency Telcom Network Eased on the study completed in FY 84.

2. Select, install and conduct a pilot test of an Electronic Hall System. The of AID's cable message system for incoming and outgoing cables. 3. Automation to conceptua­ FY 86 goal for this two-year project would include aft steps necessary testing and lize, design, and procure the hardware and software. Final programming, Implementation would occur in FY 87. OIS equipment lo­ 4. Complete installation of initial teleconmunications links to all cated in ALD/W. between first 10 5. Complete message switching system, to support batch capability USALDs and corresponding bureaus.

11-3 Ai) TEILECOMMIUN[CATIONS PROJECT BUDGEF14ARy­

f FISCAL 08J5 FISCAL 1986 I AID CONS. OPNSN& ACTIVITY ACTIVITY CAPITAL AID CONS. OPNS -CAPITAL D/i1 MAINT D/ll 14AINT I)ESCRIPTION

TiltS ACTIvrrY CONSISTS TELECOMMUNIC- $100K 24 $4OOK 1. OF SELECTING TIlE ATIONS $1580K 7 $760K $150K TELECO14MUNfCATIONS SYS­ AID/W NETWORK TE'E OPTION TO BE INSTI- TUTED ACROSS AID'S FIVE BUILDING LOCATIONS AND TilE PHASED IMPLEM4ENTA- TION ASSOCIATED WITh! TilE INTRA AND INTER- BUILDING TRANSPORT SYSTEM. TIlE TWO YEAR PERIOD OF TilLS PLAN INCLUDES TilROUGI PHASE 1, INrERCONNECTION OF TWO BUILDINGS AND 'milE PLANNING FOR PHASES 2 and 3.

TIS ACTIViTY CONSISTS ELECTRONIC $100K 10 $50K $100K 14 $150K 2. THlE INSTALLATIOti OF MAIL IIOF A PILOT ELECTRONIC MAIL SYSTEM USING A PUBLIC SYSTEM AND TIlE PHASED IIGRATION OF TIE PILOT SYS'EM TO AN IMPLEMENT- ED PRIVATE S'STEM WITh!- IN AT LEAST TWO BUILD- ING OF AID BY TilE END OF FISCAL YEAR 1986.

11-4 I FT tAL9B5 FCIAL-T9I B- l ACTIVITY AC'V ITYCAPITALAIDCONS.OPNS CAPITAL AD CONS. OPLS & MAINT MAINT DESCRIPTION

$150K 3 $150K T"illS ACTIVITY IS DE 3. CABLE i SIGNED TO SET UP A PRO- DISTRIBUTION TOTYPE OF TIlE CABLE DISTRIBUTION SYSTEM. TilE TEST WILL BE FOR TIlE LINKAGE BETWEEN TIlE AID CABLE ROOM AND SA-­

$140K 24 $250K TillS ACTIVITY IS 4. USAID-AILD/W $70K 24 $100K 1I IDESIGNED TO CONTINUE MESSAGE A PILOT MODE, TO LINK SYSTEM USAID TO AID/W MAIN- FRA14E FOR MESSAGE SWITCIIING.

$1310K $150 I TOTALS .$270 58 $550K $1970K 48

11-5 1. AID rELECOMIN ICAT IONS NETWORI( IiPLEMI NTATION system option to be instituted activity consists of selecting the telecommunications 'iLs Implementation associated with the intra across AIl)'s five b)uilding locations and the phased of this plan includes through interbuilding transport system. 'rte two year period and planning for Phases 2 and 3. P'hase 1, Interconnection oi Two Buildings and the activity. The following page below indicates the major tasks associated with this Tie chart for each year. provides a discussion of key assumptions and considerations 1986 MAJOR TASKS FISCAL 1985 FISCAL 1 2 3 4 1 2 3 4

1T -OICEPTKU-DE HN

2) GENERAL DESIGN

) DETAILED DESIGN lT) PREPARE DETAILED IMPLEMENTATION PLAN

5) DEVELOP TRAINING PLAN AND TRAINING

6) PROCUREMENT VENDOR SOLIC ITATION

7) SOFTWARE AND CUSTOMIZATION

11-6 MAJOR TASKS FISCAL 1985 FISCAL 1986

1 2 3 4 t 2 3 4

8) NETWORK DATA BASE

9) IMPLEMENTATION, HAIN'TENANCE AND OPERATION -_-_-_

11-7 ion All) Telecomuun Lca t Lons Network Implementat are covered in this activity. Tile scope Tasks through the first phase of implementation the interconnection between the two; Phase I covers two buildings, both internal and of Tile capital cost of $1,700K through most probably Haln State and SA-l (Columbia Plaza). devices to connect 100 to 200 terminals to Phase I (Fiscal 1986) includes modem-like and some costs for network transport their hosts through the telecommun Icatolons network, hardware. Costs of the terminals are not included.

oTIIER ASSUMPTLONS: as router/gateway, for FY 86. . The costs of two minis (WANG VS) are included,

Terminal costs are not included. modules are included. 100 and 200 modem-like bus interfaces unit (ClUs) is included. Data communications and Protocol conversion software are not included. Trunk data modules or Tl trunk costs between buildings hain State and S-I are included. Costs of two internal data transport networks in (limited) operations in FY 85 and Training costs and operating supplies for initial FY 85 are included. project are included iii this Maintenance/operational costa for the entire T/C category.

11-8 '2 1ELECTRMONIC HAIL SYSTEIm inaill system using a public This activity consists of tile InstallatLoni of a [)ilot electronic to an timplemented )rivate system within at system and the pihased migraton o[ the pilot system Year 1986. least two buildings of All) by the end of Fiscal witi this activity and the associated chart below indicates tile major tasks associated The a discussion of key assumption8 and considera­ cost projections. The following page provides tions for each task. FISCAL 1986 MAJOR TASKS FISCAL 1985 1 2 3 4 1 2 3 4

-S---9ELFCT PMhOT SYSTEM VENDORS TRAIN USERS AID PARTICIPANTS FOR EVALUATION

2--iNSTALL SysTl11, INITIATE COLLECTION OF EVALUATION DATA

3----ON UT-HLO T -TESTS & PREPARE PILOT CONCLUSIONS

4 ) IDENTIFY/SE[LECT APPROPRIATE PRIVATE SYSTEM CONFIGURATION

5) 1NSTALL i'RIVATE SYSTEM, PHASE I

6) IAN FOR PRIVATE SYSTEM EXPANSION, PHASES 2 & 3

11-9 . Electronic Nall System phase of electronic mail implementa- ThiLs activity included tasks through the first a public system and 100 to 200 tLon. Initially a p)ilot phase is recommended involving is proposed. ALl) users. Then a private system phased installation on the Wang VS 100 or If a mainframe system such as [IBM's PROFS, on a 4341, Mallway leasing of Electronic Mail systems ArT's S/85 PBX-based system are serious contenders, Electronic Mail, consl.deration will may be considered. Although the pilot will explore Hail systems. also be given to the interfaces to outside Electronic

OTHER ASSUMPTIONS; IBM 4341) at $15K/year. * Leased software costs for user on mainframe (e.g., system are $15K. * Purchased software costs for minicomputer-based can range from $50K to * ~Upgrade costs to minicomputer (e.g., Wang ":S-100 processor) $1OOK for ultimate EM capability. EM. Terminal costs are not All users will utilize their existing terminals for included. network is installed as a base. • EM costs assume that much of the telecommunications No transport costa are included. of pilot operation only. Facility and maintenance costs are included for period

11-10 3. CABLE I)LSTRIllTION w I'lN AI)/W I1AY 1, 1984

'Fits activity cont.Lsts of setting up n prototype of the cable distribution system. The test will be for tile linkage between tile All) Cable Room nd SA-l In FY 87. It assumes the existence of all ELectronic Mail System of tile LAN type (tntra-buildiig).

The chart below Indicates the major tasks ansocinted with this activity. Tile following page provides a discussion of key asumlptions and consideration" for each task.

MAJOR TASKS FISCAL 1985 FISCAL 1986 1 2 3 4 1 2 3 4

REQUIRE.MENTS ANALYSIS (CURRENT STUI)Y)

2) EVIAJTE AN) Ti(11,ILCAL ASSISTANCE 3)-HO-iOAU-iRg iUN

CABLE SYSTEM*

4) GENERAL DESIGN*

5) DETAILED DESIGN*

6) PROGRAMMH NG SPECIFICATIONS*

7) HARDWARE 1ROCUREMENRT AND INSTALLATION* * TC/SOFTWARE

hl-i-i 1986 MAJOR TASKS FISCAL" 1985 FISCAL 1 2 3 4 1 2 3 4

8) PilOTOTYPE TESTING :

" Module Test * Sub-system Test " System Testing " Acceptance Testing

11-12 3. Cable Distribution Wittuil AID/W

This actilvity for FY 86 describes the tasks associated with setting up a pilot AI./W. project to provide cable distributLon to individual offices or desks within but The Cable distribution system could be a sub-set of an Electronic [-ail system, would require additional hardware and software. other 'Me prototype will be set up for cable transmission between Main State and one AID/W building, probably Columbia Plaza (SA-l). Uardware required is a minicomputer of the Wang VS-100 or Ungermann-Bass type to support a LAN (Local Area Network). of customized Implementation of this pilot will require the development and testing software.

OTHER ASSUMPTIONS in test buildings. • Assumes that a LAN electronic distribution system is in place

* Assumes that this pilot could be tested in selected offices or bureaus witliln the test buildings, and that only certain staff would be included.

* Does not include terminal costs, nor software/hardware costs associated with commui ications boards and/or modems.

11-13 4. USAID-AID MESSAGE SYSTEM

a supp1ying tile software and T/C hardware to install This activity consists of FY This task two groups of USAIDs in FY 85 and 86. telecommnunications link to the first systems in communications to upgrade existing OIS also includes upgrading the local to interface with the USAIDs. Washington to have tie protocols necessary FISCAL 1986 MAJOR TASKS FISCAL 1985 1 2 3 4 1 2 3 4

IY--tf1U PTUMTT-EgraffN

2)--EHERA1T. &DETALfDESI[NI_

IT)DETIYAILED IHPLERMINTAT iON PLAN 4)TIR-KINLfdUAW IxTRAINING

5) SOFTWARE ACQIISITION AND CUSrOMIZATION

6)Fl P1ENT PROCUREMENT __

7yIHPLEMENTATION PIHASES AND HAINTFI'.-CE

11-14 USALD-AID/W Miessage System tile This activity consists of establishlng a Message Switching System to support routing of text and data from tile Wang VS computers in 12 to 14 USALDS to AID/W. This will be based on a centralized computer based system that receives, stores, alld subsequently reroutes messages. both This activity also Includes the equipment and logistics required to establish the 2780 and 3270 Telecommunications protocols oti all existing Wang OS equipment in AID/W.

Other Assumptions Software cost estimates are based on oft-the-s|helf package (WANG IDS) which runs on the mainframe.

Additional software to switch O[S are required.

11-15