UNCLASSIFIED   STATE   00031117 
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R 261418Z MAR 08
FM SECSTATE WASHDC
TO ALL DIPLOMATIC AND CONSULAR POSTS COLLECTIVE
RUEHTRO/AMEMBASSY TRIPOLI 9464
RUEHBW/AMEMBASSY BELGRADE 0359

UNCLAS SECTION 01 OF 02 STATE 031117 
 
FROM CIO SUSAN SWART 
 
E.O. 12958: N/A 
TAGS: AADP ACOA AMGT AINF ASEC KRIM
SUBJECT: SMART - OVERSEAS PILOT POST DEPLOYMENT STATUS 
 
REF: A) STATE 005962, B) 07 STATE 166357, C) 07 STATE 
106047, D) 07 STATE 000228, E) 06 STATE 188033, F) 06 
STATE 086867, G) 06 STATE 028721, H) 05 STATE 219156, I) 
05 STATE 152885, J) 05 STATE 013048 
 
SUMMARY.  This telegram is part of an ongoing series that 
provides SMART program updates to the field.  The SMART 
vision is to provide a simple, secure, and user-driven 
system to support the conduct of diplomacy through modern 
messaging, dynamic archiving, and information sharing.  It 
will replace the Department's legacy messaging systems by 
integrating cable, emails, and memos within Outlook. 
SMART will provide real-time search capabilities as well 
as the means to send unclassified messages between OpenNet 
and ClassNet. The first SMART component, Instant 
Messaging, was made available to all posts and bureaus 
last Spring.  Pilot I of the core messaging component of 
SMART was successfully completed in December 2007 by 
ClassNet users in Stockholm, Belgrade, and Muscat. Pilot 
II is postponed until September 2008, and Pilot III 
follows in December 2008. 
 
 
¶1.  SMART Pilot I, operating in parallel with the 
Department's legacy messaging systems, was successfully 
conducted from September to December 2007 on ClassNet in 
Belgrade, Stockholm, and Muscat. 
 
¶2.  Pilot II, postponed until September 2008 will run 
through November 2008 on ClassNet. It will include the 
original three posts plus the following: Athens, Mexico 
City, Djibouti, Tashkent, Wellington, and FRC Ft. 
Lauderdale. All will pilot full command and control 
functionality.  Legacy systems (TERP, CableXpress, and 
WebGram) will remain on-line at pilot posts to validate 
delivery of message traffic and as a contingency backup to 
SMART messaging.)  OpenNet users at the pilot posts will 
continue to use legacy systems. (See paragraph 8 below for 
schedule of pilot workshops and post visits.) 
 
¶3. There are three primary reasons for the delay::(a) a 
vendor protest on a procurement that has delayed arrival 
of equipment; (b) unanticipated complexity in transferring 
custom code from the 32-bit development system to the 
recently procured and more robust 64-bit production 
system; (c) a decision to move the delay from the summer 
transfer cycle to early fall to ensure a more 
comprehensive field test. 
 
¶4.  Pilot III will begin in December 2008. In addition to 
the nine posts in Pilot II, Pilot III will include 
Windhoek, Hanoi, Tallinn, and selected domestic sites. 
Pilot III will involve all ClassNet and OpenNet users at 
the pilot sites.  Because full functionality, including 
cross-domain messaging, will be available, Pilot III will 
also constitute the first wave of worldwide deployment. 
 
¶5.  The SMART Deployment Team will work closely with pilot 
sites to coordinate preparation requirements, including 
standardization of desktops.  Details of these 
requirements, including desktop software, can be found at 
the following link: http://smart.state.gov. 
 
¶6.  The SMART Program will enlist the help of post-based 
Advocacy Teams to ensure pilot users are introduced to the 
new system.  An Advocacy Team overseas would have - at a 
minimum - an FSO, IMO, OMS, and LES.  It should be chaired 
by the DCM or a designated senior officer (e.g. Management 
Counselor, Political Counselor).  Advocacy Teams will have 
a two-fold responsibility: Advocating for SMART among the 
members of the post community (by providing technical 
assistance, policy guidance, trouble-shooting, and serving 
as a role model by adopting new practices); Advocating for 
the post by alerting the SMART office to technical and 
substantive problems, unanticipated barriers to success, 
and lessons learned to share with other posts.  Three 
members from each Advocacy Team will receive training in 
Washington prior to Pilot II. 
 
¶7.  The SMART web site (http://smart.state.gov) is 
routinely updated to include information about SMART. 
Advocates and IT specialists at pilot posts are urged to 
check the site frequently to keep abreast of changes. 
 
¶8.  Training:  The SMART team is working closely with FSI 
to develop appropriate training for both users and system 
administrators.  In the meantime, employees can prepare 
 
STATE 00031117  002 OF 002 
 
 
themselves for SMART by elevating their MS Outlook 
expertise.  Whether employees need to manage information 
flow through the inbox, organize folders or develop inbox 
rules, increasing Outlook knowledge and proficiency will 
greatly ease the transition to SMART.  FSI currently 
offers a multitude of courses on Outlook via both formal 
training and Distance Learning.  In addition, FSI has 
recently developed several short videos that employees may 
find useful.  Current topics include Archiving, Inbox 
Rules, Personal Folders, Sub-folders and Attachments. 
These videos can be found at 
http://fsi.state.gov/fsi/sait/default.asp?con tentID=3281. 
Additional offerings will be posted over the course of the 
year, so employees should check the site regularly. 
 
¶9.              PILOT II        PILOT III       WORKSHOP  POST VISIT 
 
EUR     Stockholm       x               x       Completed       Sep 15 
EUR     Belgrade        x               x     Completed Sep 15 
NEA     Muscat  x               x       Completed       Sep 15 
 
AF      Djibouti        x       x       July 14 Oct 6 
WHA     Ft. Lauderdale  x       x       July 14 Oct 6 
SCA     Tashkent        x       x       July 21 Oct 20 
WHA     Mexico City     x       x       July 21 Oct 20 
EAP     Wellington      x       x       July 28 Oct 20 
EUR     Athens  x       x       July 28 Oct 6 
 
AF      Windhoek                x       Nov 17  Jan 9 
EAP     Hanoi           x       Nov 17  Jan 9 
EUR     Tallinn         x       Nov 17  Jan 9 
 
¶10.  The point of contact for the SMART workshops is Norma 
Williamson (WilliamsonN@state.gov, 703-746-2118) The point 
of contact for post visits is David Miller (Miller 
DR@state.gov, 703-746-2163). 
 
¶11.  Minimize considered. 
RICE