AUTOMATED RESOURCE MANAGEMENT SYSTEM (ARMS)

AUTOMATED RESOURCE MANAGEMENT SYSTEM (ARMS) SYSTEM REQUIREMENTS DOCUMENT (SRD) December 19, 2003 Version 1.2 Delivered On: December 19, 2003 Delivered To: Federal Emergency Management Agency Contact No.: GS-35F-0306J, FEMA BPA # EMV-2001-BP-0147, Task Order 11 Prepared by: Booz Allen Hamilton

TABLE OF CONTENTS 1 INTRODUCTION... 1-1 1.1 Background... 1-1 1.2 Purpose... 1-1 1.3 Document Overview... 1-2 2 SYSTEM OVERVIEW... 2-1 2.1 System Concept... 2-1 2.2 High-Level Requirements... 2-2 3 DETAILED REQUIREMENTS... 3-1 3.1 Functional Requirements... 3-1 3.1.1 Resource Inventory Repository... 3-1 3.1.2 Search... 3-3 3.1.3 Resource Requesting... 3-4 3.1.4 Resource Ordering... 3-4 3.1.5 Resource Tracking... 3-5 3.1.6 Reporting... 3-5 3.1.7 Billing Support... 3-6 3.1.8 Mapping... 3-6 3.2 Technical Requirements... 3-7 3.2.1 Operational... 3-7 3.2.2 User Roles and Groups... 3-8 3.2.3 Data Interface... 3-9 3.2.4 Hardware... 3-10 3.2.5 Software... 3-11 Booz Allen Hamilton i

LIST OF TABLES Table 3.1-1 Resource Inventory Repository Requirements... 3-1 Table 3.1-2 Search Requirements... 3-3 Table 3.1-3 Resource Requesting Requirements... 3-4 Table 3.1-4 Resource Ordering Requirements... 3-4 Table 3.1-5 Resource Tracking Requirements... 3-5 Table 3.1-6 Reporting Requirements... 3-5 Table 3.1-7 Billing Support Requirements... 3-6 Table 3.1-7 Map Requirements... 3-6 Table 3.2-1 Operational Requirements... 3-7 Table 3.2-2 User Roles and Group Requirements... 3-8 Table 3.2-3 Data Interface Requirements... 3-9 Table 3.2-4 Hardware Requirements... 3-10 Table 3.2-5 Software Requirements... 3-11 Booz Allen Hamilton ii

1 Introduction 1.1 Background Booz Allen Hamilton has been tasked to support the Federal Emergency Management Agency (FEMA)- Preparedness Division, in the development a requirements document for the Automated Resource Management System (ARMS). This document will provide a high-level specification of ARMS system requirements by identifying and defining the corresponding data, functional, business rule, operational and technical requirements for a web site needed to help state and local governments improve their capability to carry out mutual aid during emergency situations. The ARMS is defined as An automated system that assists emergency managers in locating resources to enhance their response to emergencies. ARMS will be used to enhance current EMAC and mutual aid processes. The general functions the software include its use as: A Resource Inventory Repository) A Resource specifies the protocol and provisions forrequesting tool A Resource Ordering tool A Resource Tracking tool, and for assistance provided; and Additionally, ARMS will have a report generating capability and be able to provide supporting documentation for billing purposes. The current Booz Allen task is to perform a detailed analysis of the work and products from Subtask 2.1(Review Working Group Results), Subtask 2.2 (COTS and Government Software Assessment) and 2.4 (Identify Hardware and Software Technical Requirements) and develop an overall ARMS System Requirements Document (Subtask 2.5). 1.2 Purpose The ARMS Systems Requirements Document (SRD) provides a high-level specification of ARMS system requirements. It identifies and defines the corresponding data, functional, business rule, operational, and technical requirements needed to meet the needs of ARMS users. This initial SRD is a baseline for ARMS requirements. The document will be submitted for ARMS COTR review and requirement prioritization. The SRD is a living document and may be updated as approved by FEMA/DHS. Please note that ARMS will be implemented using an existing software system or package system therefore the requirements identified in this document are at a much higher level than if ARMS were to be built from scratch. Booz Allen Hamilton 1-1

1.3 Document Overview This document is organized into three major sections. Section 1 (Introduction) defines the background of the ARMS and the purpose of this document. Section 2 (System Overview) provides a high-level overview of the ARMS and its functions. Section 3 (Detailed Requirements) lists the functional and operational requirements the ARMS must satisfy. Please note that ARMS will be implemented using an existing software system or package system therefore the requirements identified in this document are at a much higher level than if ARMS were to be built from scratch. Booz Allen Hamilton 1-2

2 System Overview 2.1 System Concept ARMS is defined as An automated system that assists emergency managers in locating resources to enhance their response to emergencies. Resources include personnel, equipment, and supplies. ARMS is the computerized portion of the National Mutual Aid and Resource Management Initiative that will enhance the mutual aid process. ARMS will be used to enhance current EMAC and mutual aid processes and has four main purposes. They include its use as a: Resource inventory repository. ARMS will maintain a resource inventory of selected Federal, State, and local assets. These assets represent a compilation of the resources that have been typed (have minimum standards which identify common measurable criteria for performance, capability, qualification, or other requirement) by the Department of Homeland Security, FEMA and the National Resource Management Working Group. Users will be able to view, search, and update (as appropriate) the inventory. The repository will contain necessary information about each resource. Users will be able to search the inventory database by attributes such as resource name. The inventory for each resource will include information on how to order the resource. Resource requesting tool. ARMS will enable users to request resources, get approvals, and identify and meet conditions that must be met before an asset can be ordered. Resource ordering tool. ARMS will facilitate the process of resource ordering. A resource can be ordered after it has been identified, it is known to be available, and all approvals and conditions have been granted and met. Resource tracking tool. ARMS will provide asset visibility and accountability information on each resource selected for deployment. This will include where the resource is located, the date/time it was dispatched, its estimated arrival date/time at its destination, and date/time when it is released and returned to the provider. Further, ARMS will identify resources in the inventory that have been ordered/deployed and those deployed and now unavailable for deployment. The resource tracking function will expand to include GPS/GIS and mapping capabilities in the future. The primary system requirement for ARMS is for it to be able to store, search, locate, and display selected resource information for those resource items that have been defined and typed and approved by the DHS/FEMA and the National Resource Management Working Group. Federal, State, and local resources are targeted for inclusion in ARMS. ARMS will be extremely useful to Federal, State, and local users during emergency situations. It will provide direct support to enhance the response and recovery capabilities of the National Incident Management System (NIMS) by providing Booz Allen Hamilton 2-1

governments directly impacted by an emergency the opportunity to request and obtain the critical resource they need in a timely manner ARMS will have a report generating capability (candidate reporting capabilities include status, tracking, costing/reimbursement, history, etc). The owner of the resource is responsible for maintaining ARMS information. ARMS will be used to provide supporting documentation/data on resource transactions. This documentation/data will serve as the basis for reimbursement. The actual billing will be accomplished separately, through applicable Federal, State, and local accounting systems. ARMS will have an open architecture and meet the requirements to exist within the DHS/FEMA IT infrastructure. 2.2 High-Level Requirements The ARMS high-level requirements presented here are derived from comments from individuals who participated in National Mutual Aid Working Groups in 2003, Mutual Aid Working Group presentations, and the Resource Typing Effort Pilot State briefings and work sessions. The following is a high-level summary of the ARMS functional requirements: 1. The ARMS will be a secure web-based system. 2. The ARMS system will provide information via the Internet to authorized users. 3. The ARMS system will contain an inventory of resources that have been defined and typed using FEMA/DHS approved definitions. 4. The ARMS system will provide the capability to perform searches on resources in the resource inventory repository. 5. The ARMS system will enable users to request resources via the Internet. 6. The ARMS system will enable users to order resources once they have gone through all the necessary approvals associated with requesting the resource. 7. The ARMS system will enable users to track resources once they have been deployed to an incident. 8. The ARMS system will provide users with a reporting capability. 9. The ARMS system will provide supporting documentation/data on resource transactions that will serve as the basis for reimbursement. 10. The ARMS system will interface with pre-existing systems to keep the resource inventory updated. Booz Allen Hamilton 2-2

3 Detailed Requirements 3.1 Functional Requirements The Functional Requirements section contains requirements that are allocated to each ARMS core module. Each requirement is assigned a corresponding identifier as a means to facilitate discussion, tracking, and eventual testing of compliance within the final system implementation. 3.1.1 Resource Inventory Repository ARMS shall have a resource inventory repository. The following table lists the requirements for the resource inventory. Table 3.1-1 Resource Inventory Repository Requirements IR = Inventory Repository IR-0001 IR-0002 IR-0003 IR-0004 IR-0005 IR-0006 IR-0007 IR-0008 IR-0009 IR-0010 IR-0011 IR-0012 IR-0013 IR-0014 IR-0015 IR-0016 The system shall maintain an inventory of resources. The system shall maintain resource items that have been defined and typed as approved by the DHS/FEMA and the National Resource Management Working Group. The system shall display and store standardized resource definitions for personnel requirements such as number and skills sets. The system shall display and store a resource s weight. The system shall display and store standardized resource s dimension. The system shall display and store digital photos of resources. The system shall display and store standardized resource functions. The system shall display and store resource capabilities. The system shall display and store resource certifications. The system shall display and store resource credentials. The system shall display and store a mnemonic code for a resource. The system shall display and store the resource brand. The system shall display and store the resource name. The system shall display and store resource sustainability requirements for each resource such as operational hours, logistical support, and replacement crews, if applicable. The system shall display and store resource restrictions such as intrastate use, interstate use, radius of availability, requirements to have access (ex. Federal disaster declaration) etc. The system shall display and store resource staging area requirements. Booz Allen Hamilton 3-1

IR = Inventory Repository IR-0017 IR-0018 IR-0019 IR-0020 IR-0021 IR-0022 IR-0023 IR-0024 IR-0025 IR-0026 IR-0027 IR-0028 IR-0029 IR-0030 IR-0031 IR-0032 IR-0033 IR-0034 IR-0035 IR-0036 IR-0037 IR-0038 IR-0039 IR-0040 IR-0041 IR-0042 IR-0043 The system shall display and store resource status (available, unavailable, committed). The system shall display and store resource location. The system shall display the distance to the incident site (road mileage from ZIP code). The system shall display and store the time required to prepare/position resource for deployment. The system shall display and store resource deployment options (road, rail, air, barge). The system shall display and store resource Point of Contact information. The system shall display and store resource Agency ownership information. The system shall display and store links between dependant resources The system shall display instructions on how to obtain a resource. The system shall display instructions for release and return of a resource. The system shall display resource reimbursement costs. The system shall display the resource reimbursement process. The system shall only display resources from participating entities. The system shall allow users to designate resource delivery method. The system shall enable users to enter resource data. The system shall display resource suggestions. Deleted The system shall allow for the updating of resource records. The system shall track resource depreciation. The system shall enable the user to view resources from approved private contractors. The system shall display private contractor POC information. The system shall display private contractor capabilities. The system shall display private contractor geographical areas. The system shall display point of contact information for team leaders. The system shall display point of contact information for team members. The system shall grant the states the responsibility for validating input from local jurisdictions. The system shall contain up to date copies of mutual aid agreements and compacts. The system shall maintain resource items that have not been defined and typed as approved by the DHS/FEMA and the National Resource Management Working Group. Booz Allen Hamilton 3-2

3.23.1.2 Search ARMS will provide users the ability to search the resource inventory. The following table identifies the search requirements Формат: Список Table 3.1-2 Search Requirements SR = Search SR-0001 SR-0002 SR-0003 SR-0004 SR-0005 SR-0006 SR-0007 SR-0008 SR-0009 SR-0010 SR-0011 SR-0012 SR-0013 SR-0014 SR-0015 SR-0016 SR-0017 SR-0018 SR-0019 SR-0020 SR-0021 SR-0022 The system shall enable users to search the resource inventory. The system shall enable users to search by resource name. The system shall enable users to search for resources by brand. The system shall enable users to search by resource location. The system shall enable users to search for resources by deployed location. The system shall enable users to search resources by owner. The system shall enable users to search by type of incident (example: hurricane, flood, fire, etc.). The system shall allow users to look beyond their geographic area for resources. The system shall enable users to search for resources by emergency function. The system shall enable users to search for resources by resource kind. The system shall enable users to search for resources by resource type. The system shall enable users to search for resources by free text. The system shall enable users to search for resources by zip code. The system shall enable users to search for resources by distance from incident site. The system shall enable users to search for resources by jurisdiction. The system shall enable users to search for resources by capability. The system shall enable users to search by GIS capability. Deleted. Moved to Mapping The system shall enable users to search by mnemonic code. The system shall allow users to search by all fields on the inventory data form. The system shall allow users to sort results by distance from incident site. The system shall enable users to search for resources by associated aliases. The system shall enable users to search by previous incidents. Booz Allen Hamilton 3-3

3.23.1.3 Resource Requesting ARMS should allow users to request resources. The following table identifies the resource requesting requirements. Формат: Список Table 3.1-3 Resource Requesting Requirements RQ = Resource Requesting RQ-0001 RQ-0002 RQ-0003 RQ-0004 RQ-0005 RQ-0006 RQ-0007 RQ-0008 RQ-0009 RQ-0010 RQ-0011 RQ-0012 The system shall allow a user to request resources. The system shall allow for the requesting of parts of teams. The system shall allow for the approval of mixed teams from different readiness levels. Deleted The system shall display approved requests on resources. The system shall display denied requests on resources. The system shall allow for the acceptance of requests. The system shall allow for the rejection of requests. The system shall generate confirmations of a resource request approval. The system shall generate confirmations of a resource request denial. The system shall allow for multiple requests on un-deployed resources. The system shall display a user s requested resources. The system shall allow the resource owner to refuse a resource request. 3.23.1.4 Resource Ordering Once all the approvals have been made, ARMS should enable a user to order resources. The resource ordering requirements are identified in the following table. Формат: Список Table 3.1-4 Resource Ordering Requirements RO = Resource Ordering RO-0001 RO-0002 RO-0003 RO-0004 RO-0005 RO-0006 The system shall allow a resource owner to deny a resource order. The system shall notify users of acceptance or denial of resource requests. The system shall allow for the acceptance of resources by the requestor. The system shall allow for the rejection of resources by the requestor. The system shall provide remote access. The system shall be password protected. Booz Allen Hamilton 3-4

3.23.1.5 Resource Tracking ARMS shall track resources once they have been deployed. The following table identifies the resource tracking requirements. Формат: Список Table 3.1-5 Resource Tracking Requirements RT = Resource Tracking RT-0001 RT-0002 RT-0003 RT-0004 RT-0005 The system shall track resource movements. The system shall display deployed team locations. The system shall display deployed team mission. The system shall allow for the tracking of resources by GPS location. The system shall change the status of resources from available to unavailable for resources that have been deployed. 3.23.1.6 Reporting ARMS will need to have a reporting capability. The reporting requirements can be found in the table below. Формат: Список Table 3.1-6 Reporting Requirements RP = Reporting RP-0001 RP-0002 RP-0003 RP-0004 RP-0005 RP-0006 RP-0007 RP-0008 RP-0009 RP-0010 RP-0011 RP-0012 RP-0013 The system shall generate reports of resource request status. The system shall generate reports of resource availability. The system shall generate reports of resource tracking. The system shall generate reports of resources committed. The system shall generate reports of resources billed. The system shall generate reports of resources remaining. The system shall generate reports on who s providing resources by local government. The system shall generate reports on who s providing resources by State government. The system shall generate historical reports of resource use by time of year. The system shall generate historical reports of resource use by emergency function. The system shall generate post remediation resource use reports. The system shall provide reports by incident. The system shall provide reports by requestor. Booz Allen Hamilton 3-5

RP = Reporting RP-0014 RP-0015 RP-0016 RP-0017 RP-0018 The system shall provide reports by provider. The system shall generate reports on who s providing resources by Federal government. The system shall generate reports on who s requesting resources by local government. The system shall generate reports on who s requesting resources by State government. The system shall generate reports on who s requesting resources by Federal government. 3.23.1.7 Billing Support ARMS will need to support billing functions for reimbursements. The billing support requirements are listed in the table below. Формат: Список Table 3.1-7 Billing Support Requirements BS = Billing Support BS-0001 BS-0002 The system shall provide users with supporting reimbursement documentation on resource transactions. The system shall generate resource reimbursement reminders. 3.23.1.8 Mapping ARMS will need to a mapping capability. The mapping requirements are listed in the table below. Формат: Список Table 3.1-8 Map Requirements MP = Map MP-0001 MP-0002 The system shall enable users to display resources on a map using GIS capability. The system shall incorporate GPS technology to track resources on a map. Формат: Список Booz Allen Hamilton 3-6

3.33.2 Technical Requirements This section contains the ARMS technical requirements. Each requirement is assigned a corresponding identifier as a means to facilitate discussion, tracking, and eventual testing of compliance within the final system implementation. 3.2.1 Operational In addition to the requirements defined for individual features, there are requirements that apply to the overall system. This section describes the functionality relating to system performance, security, and administration. Table 3.2-1 Operational Requirements OP = Operational OP-0001 OP-0002 OP-0003 OP-0004 OP-0005 OP-0006 OP-0007 OP-0008 OP-0009 OP-0010 OP-0011 OP-0012 OP-0013 OP-0014 OP-0015 The system shall be web-based. The system shall be accessible from inside and outside of FEMA s LAN/WAN. The system shall provide the capability for users to use their Internet browsers to view, add, and update resource information from the database. The system shall provide a privacy statement. The system shall provide a secure logon to access the web site. The system shall provide different levels of access based upon the user login. The system shall require an alphanumeric password compliant with FEMA requirements. The system shall require users to change their password every 90 days. The system shall lock a user account if the password is incorrectly entered three times consecutively. The system shall encrypt information in compliance with FEMA requirements, i.e. 128-bit SSL encryption. The system shall only contain unclassified data. The system shall provide a user-friendly interface. The system shall be fully backed up daily. The system shall have an open architecture. The system shall meet all the requirements to exist within the DHS/FEMA IT infrastructure. Booz Allen Hamilton 3-7

OP = Operational OP-0016 OP-0017 OP-0018 OP-0019 OP-0020 OP-0021 OP-0022 OP-0023 OP-0024 OP-0025 OP-0026 OP-0027 OP-0028 OP-0029 OP-0030 OP-0031 OP-0032 OP-0033 OP-0034 OP-0035 OP-0036 OP-0037 OP-0038 OP-0039 OP-0040 The system shall update to a redundant mirror site on a nightly basis. The system shall be available to users without an Internet connection. The system shall maintain high availability. The system shall accommodate updates via hard media. The system database shall be populated with inventory data from individual states. The system shall incorporate a special training module. The system shall be updated via automated nightly process. The system shall store information in a database. The system shall accommodate the varying approval processes used by states. The system shall display data in real time. The system shall check for data updates when accessed. The system shall display the most recent data available. The system shall accommodate data uploads. The system shall accept updates via email. The system shall accept content updates via emailed excel spreadsheets. The system shall track users based on personal profile. The system shall require users to enter their first and last name. The system shall require users to enter their location. The system shall track users based on their geographic location. Deleted. The system shall allow users to change their location in their personal profile. The system shall recognize a user s location based on their profile information. The system shall be Section 508 compliant. The system shall comply with all security requirements outlined by DHS Capital Planning and Investment Control. The system shall comply with all privacy requirements outlined by DHS Capital Planning and Investment Control. The system shall meet all requirements for FEMA IT accreditation. 3.23.2.2 User Roles and Groups The following table contains the ARMS requirements pertaining to user roles and groups. Формат: Список Table 3.2-2 User Roles and Group Requirements Booz Allen Hamilton 3-8

UR = User Roles and Groups UR-0001 UR-0002 UR-0003 UR-0004 UR-0005 UR-0006 UR-0007 UR-0008 UR-0009 UR-0010 UR-0011 UR-0012 UR-0013 UR-0014 UR-0015 UR-0016 UR-0017 UR-0018 UR-0019 The system shall allow local, state and federal officials to request and order resources. The system shall accommodate both resource providers and requestors. The system shall differentiate between Federal, State, and Local Government users. The system shall contain different user types. The system shall enforce special user roles. The system shall provide access to the first responder community. The system shall provide data entry and update rights to local officials. The system shall provide data entry and update rights to state officials. The system shall provide data entry and update rights to federal officials. The system shall provide data entry and update rights to DHS/FEMA officials. The system shall provide data viewing rights to local officials. The system shall provide data viewing rights to state officials. The system shall provide data viewing rights to federal officials. The system shall provide data viewing rights to DHS/FEMA officials. The system shall enable states to restrict access to the system. The system shall make the state the gatekeeper of the State s resources. The system shall only enable the gatekeeper to certify resources. The system shall allow federal POCs to order resources from the system. Deleted. The system shall grant the states the responsibility for validating input from local jurisdictions. 3.2.3 Data Interface ARMS will pull and push data from existing information systems and databases. The following table contains the requirements that pertain to ARMS data interfaces. Table 3.2-3 Data Interface Requirements DI = Data Interface DI-0001 DI-0002 DI-0003 The system shall interface and utilize current existing systems. The system shall be capable of importing data from other systems. The system shall interface with existing mutual aid resource management systems. Booz Allen Hamilton 3-9

DI = Data Interface DI-0004 The system shall periodically connect to existing systems to update cost information. 3.2.4 Hardware The following table contains the list of ARMS hardware requirements. Table 3.2-4 Hardware Requirements HW = Hardware HW-0001 HW-0002 HW-0003 The system shall consist of two servers: one to be used as a database server and one to be used as an application server. The system shall consist of a mirrored fail-safe. The system shall utilized Compaq, Dell, or Sun servers based on design requirements. Booz Allen Hamilton 3-10

3.2.5 Software The following table contains the list of ARMS software requirements. Table 3.2-5 Software Requirements SW = Software SW-0001 SW-0002 SW-0003 SW-0004 SW-0005 SW-0006 The system shall utilize a Windows, Linux, or Solaris operating system based on design requirements. The system shall utilize Apache or IIS web server software as dictated by design requirements. The system shall utilize eauthentication egov project for certificates if certificates are necessary. The system shall utilize an Oracle or SQL Server as dictated by scale to meet the design requirements. The system shall use XML for data exchanges. The system shall utilize ecommerce industry accepted practices for getting data from an external server onto the ARMS server. Booz Allen Hamilton 3-11