US embassy cable - 05STATE152885

UNCLAS STATE 152885 
 
E.O. 12958: N/A 
TAGS: AMGT, AINF, AADP, ACOA, ASEC, KRIM 
SUBJECT: CURRENT STATUS OF SMART 
 
REF: A) 05 STATE 013048, B) 03 STATE 284912, 
                C) 02 STATE 195704 
 
1.  Please provide wide dissemination of the information in 
this telegram. 
 
2.  The purpose of this announcement is to provide an 
update on the status of SMART, the State Messaging and 
Archive Retrieval Toolset, which has been designed to 
consolidate cables, e-mails, and memos on a single platform 
integrated with a centralized searchable archive. 
 
3.  Immediately after assuming her duties as the new Under 
Secretary for Management, Under Secretary Fore expressed 
her support for the effort to replace the existing 
messaging system.  At her request, we are updating the 2002 
study of options to meet the Department's needs while 
continuing to work with Northrop Grumman. 
 
4.  The SMART concept was developed to support user needs 
and satisfy statutory requirements.  The original premise 
of the system -- simple, secure, and user-driven -- 
continues to guide our effort. 
 
5.  Through a competitive procurement to integrate 
commercial off-the-shelf products, Northrop Grumman was 
awarded a contract in November 2003 to develop a design- 
demonstration of its solution.  As reported previously, its 
original solution was judged satisfactory by a Department 
Technical Evaluation Team and a user evaluation of 158 
Department employees.  Northrop Grumman subsequently 
proposed and the State Department accepted the 
recommendation to develop a hybrid solution including 
Outlook 2003 for desktop use and Outlook Web Access for 
travelers.  That approach was endorsed by the Department's 
Steering Committee for Messaging and Interagency 
Collaboration in the spring of 2004. 
 
6.  A scheduled pilot involving approximately 3,000 users 
was twice postponed first to provide upgrades to the state 
infrastructure, and subsequently because Northrop Grumman 
did not believe their solution was ready for the high 
standards for the acceptance tests. 
 
7.  Earlier this year, Northrop Grumman named a new program 
manager who reorganized his team, proposed an iterative 
development schedule, improved quality control, and 
established a new schedule.  The Department agreed to the 
delay. 
 
8.  The current phase of development (Phase 1A) is expected 
to be completed by spring 2006.  Representative users will 
have a hands-on opportunity to provide feedback and 
evaluation several times before acceptance.  The first 
usability demonstration under Northrop Grumman's new 
leadership was held on June 29 and 30 with 15 State 
employees.  The next two usability demonstrations are 
scheduled, in September and October, as new releases are 
ready.  Qualification and acceptance testing will be 
conducted, including usability tests (with 24 to 32 State 
employees), performance tests, and technical tests. 
 
9.  Phase 1 concludes when the SMART solution is connected 
to the State Department network and subject to another 
round of qualification and acceptance testing.  If the 
Department's standards ("simple, secure, user-drive") are 
met, Phase 2 pilot phase will commence soon thereafter. 
 
10.  Please see the SMART website at http://smart.state.gov 
for a full description of the system including features 
such as search and retrieval, instant messaging, and 
collaboration software. 
 
11.  Minimize considered. 
RICE