DEPARTMENT OF NAVY TASKS, RECORDS, AND CONSOLIDATED KNOWLEDGE ENTERPRISE REPOSITORY
Date Signed: 10/23/2015 | MARADMINS Number: 530/15
MARADMINS : 530/15
R 231450Z OCT 15
MARADMIN 530/15
MSGID/GENADMIN/CMC WASHINGTON DC DMCS//
SUBJ/DEPARTMENT OF NAVY TASKS, RECORDS, AND CONSOLIDATED KNOWLEDGE ENTERPRISE REPOSITORY//
REF/A/DOC/OMB WASHINGTON DC/20120824//
REF/B/DOC/DOD CIO WASHINGTON DC/20070425//
REF/C/DOC/DOD CIO WASHINGTON DC/20150224//
REF/D/DOC/CMC WASHINGTON DC ARDB/20150407//
REF/E/DOC/DON CIO WASHINGTON DC/2012JAN//
REF/F/DOC/DON CIO WASHINGTON DC/20140410//
REF/G/DOC/5 U.S.C.552A/20110107//
REF/H/DOC/SECNAV WASHINGTON DC DNS-36/20051228//
REF/I/DOC/CJCSI WASHINGTON DC/20110209//
NARR/REF A IS OMB M-12-18, MANAGING GOVERNMENT RECORDS DIRECTIVE. REF B IS DOD 5015.02-STD, ELECTRONIC RECORDS MANAGEMENT SOFTWARE APPLICATIONS DESIGN CRITERIA STANDARD. REF C IS DODI 5015.02, DOD RECORDS MANAGEMENT PROGRAM. REF D IS MCO 5210.11F, MARINE CORPS RECORDS MANAGEMENT PROGRAM. REF E IS SECNAV M-5210.1, DEPARTMENT OF THE NAVY RECORDS MANAGEMENT PROGRAM, RECORDS MANAGEMENT MANUAL. REF F IS DON CIO MEMO, DEPARTMENT OF THE NAVY TASK AND RECORDS MANAGEMENT SYSTEMS. REF G IS THE UNITED STATES CODE FOR FEDERAL EMPLOYEES ADMINISTRATIVE PROCEDURES AS IT RELATES TO THE PRIVACY ACT. REF H IS SECNAVINST 5211.5E, DEPARTMENT OF NAVY (DON) PRIVACY PROGRAM. REF I IS CJCSI 6510.01F, INFORMATION ASSURANCE (IA) AND SUPPORT TO COMPUTER NETWORK DEFENSE (CND)//
GENTEXT/REMARKS/1.  Purpose.  This MARADMIN provides information on the background, purpose, key features, scope, deployment timeline, training, and sustainment for the Department of the Navy Tasks, Records, and Consolidated Knowledge Enterprise Repository (DON TRACKER).
2.  Background.  Across the Department of the Navy (DON), there is a lack of effective information and knowledge management governance which has led to the proliferation of customized business processes and numerous home-grown task and electronic records management (ERM) systems.  These systems are non-compliant with existing Department of Defense (DoD) policies and standards which impose mandatory baseline functional requirements, classification marking(s), access control, and other processes required for any records management application software, per references (a), (b), (c).  Upon further analysis of the task management and ERM systems in use across the DON, the DON Chief Information Officer (DON CIO), the DON Assistant for Administration (DON/AA), Director Navy Staff (DNS), and Director Marine Corps Staff (DMCS), determined that the current approach to manage and finance multiple task management and ERM systems was not a viable strategy for the Department.  These functional sponsors decided that in order to ensure compliance and enable efficient and effective execution of task and records management operations, per references (d) and (e), the Department must consolidate to a single, auditable process and system implemented uniformly across all DON directorates and commands, per reference (f).
3.  Purpose.  DON TRACKER is a comprehensive solution which will ensure compliance and streamline task and records management operations through the use of system imposed governance (i.e., required fields, templates, and automated workflows) and end-user training.  DON TRACKER will be the enterprise system for task and records management operations across the Department, and will consolidate users to a compliant system in accordance with Federal regulations.
4.  Key Features.  DON TRACKER is a commercial-off-the-shelf, web-based, CAC-enabled system that comes equipped with automated task and records management workflows.  The system includes a “drag-n-drop” capability designed to import large quantities of records, and will provide a central repository for electronic records management, security, e-discovery, and audit.  DON TRACKER requires users to easily assign standard subject identification codes (SSIC) to any task or document stored within or uploaded to the system, and has been approved to handle sensitive data elements (i.e., Personally Identifiable Information, Personal Health Information, and Controlled Unclassified Information), per references (g), (h), (i).
5.  Scope.  DON TRACKER is comprised of three primary software modules:  task management, records management, and document management.  Deployment of these software modules will be executed in phases to manage the transition to a new enterprise system and ensure that features of the system are used in a manner that aligns with the DON and Marine Corps information governance.  DON TRACKER initial operational capability (IOC) will include the task management software module only.  This component will replace the non-secure internet protocol router, Marine Corps Action Tracking System (NIPR-MCATS) with improved task management functionality and include minimal records management capabilities required to make the system compliant with DoD standards.  Development of a secure internet protocol router network (SIPRnet) version of DON TRACKER is targeted for Fiscal Year 2018.  The IOC target audience includes commands and users who currently hold accounts in MCATS.  Post-IOC and following the release of the records management software component, all Marine Corps commands and organizations to include Headquarters Marine Corps (HQMC), Marine Corps Forces (MARFORs), Marine Expeditionary Forces (MEFs), Major Subordinate Commands (MSCs), and supporting establishment bases and stations, including reserve units and recruiting stations, will use DON TRACKER as their authoritative DoD 5015.2-STD compliant task and records management system.  As iterative versions of the system are released, the scope of the system will expand to include document and records management.  At full operational capability (FOC), the system will facilitate enhanced knowledge management actions by consolidating all tasks, information, and records into a single, searchable, scalable repository.
6.  Deployment.  IOC, defined as deployment of the task management functionality, will take place in Q2FY16, followed by the deployment of the records management software component.  The release and availability of the document management features will take place following the deployment of the records management component at a date to be determined.  Details regarding the timeline and process for the sundown of NIPR-MCATS will be released in FY16.
7.  Training.  DON TRACKER comes equipped with the following training materials to facilitate user adoption:  job performance aids (JPAs), computer based training (CBT), practice exercises, online help, and a system user manual.  These materials are available and accessible to any user of the system.  Classroom instructor led training and remote training via the Defense Collaboration Services (DCS) will target task coordinators at the top two levels of major command organizational structures, using a "train the trainer" style approach, to support IOC.  These task coordinators will be responsible for training task coordinators at the lower levels within their command, and educating them on the various help resources that are available within DON TRACKER.
8.  Governance.  DON TRACKER governance is being developed in coordination with DON CIO and DON/AA, articulating the proper conduct of task management, records management, and document management actions within the system.  A post deployment sustainment governance plan will include change management, customer support, and information assurance.
9.  Customer support.  Navy and Marine Corps customers will initiate service requests and technical assistance via the Navy 311 Help Desk (1-855-NAVY-311).  Depending on the severity of the request, issues will either be routed to the HQMC Marine Corps Service Desk or forwarded directly to the software developers for issues which require a software patch.
11.  Applicability.  This MARADMIN is applicable to the Marine Corps Total Force and is for informational purpose only.  No immediate action required on behalf of stakeholders.
12.  Marine Corps DON TRACKER points of contact:  Col Cheryl Blackstone/HQMC DMCS/DON TRACKER USMC Project Lead/commercial: 703-693-1971/DSN: 223-1971/email: cheryl.blackstone(at)usmc.mil.  Jeff Tabb/HQMC DMCS/Senior Editor/commercial: 703-697-1668/DSN: 227-1668/email: james.tabb(at)usmc.mil.  Kim Enright-LaMere/HQMC ARDB/Marine Corps Records Manager/commercial: 703-614-2311/DSN: 223-2311/email: kim.enrightlamere(at)usmc.mil.  Lester Harris/HQMC ARI/Application Development and Customer Support Lead/commercial: 703-614-4187/DSN: 223-4187/email: lester.harris(at)usmc.mil.  Hank Costa/HQMC C4/Enterprise Services Portfolio Manager/commercial: 571-256-9081/DSN: 260-9081/email: henry.costa(at)usmc.mil.
13.  Release authorized by Lieutenant General James B. Laster, Director, Marine Corps Staff.//