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issue 24
march 2006

Finding Temporary Space

IT Reengineering Front
Moves Forward

Move Champions

c opyright office r e e n g i n e e r i n g u p dat e

Preregistration Goes Live in eCO Service


Michael Burke

Nov. 15, 2005, was an historic day for the Copyright Office. At 8:30 that morning a
link was added to the Copyright Office website that enables the general public to
access an electronic application for a Copyright Office fee service. Through an online
form and payment process, the new system allows application for preregistration, a
new fee service enacted by Congress last April and implemented by the Office in just
over 6 months. For 10 years the Office has been receiving electronic applications for
registration through the CORDS System, but that service is email-based and limited
to a small number of selected participants. In contrast, the eCO Service System is
website‑portal based and is available for any person or organization to use.

Preregistration provides additional copy- for implementation in April. Preregistra-


right protection to individuals and indus- tion has fewer data fields, but they are not
try groups that have experienced a pattern unlike those used in the application for
of predistribution infringement. The law registration. Help text is available to guide
allows the applicant to describe a work in an applicant through the process and to
progress and extends copyright protection understand individual fields. Applicants
to that work during the period prior to can choose to pay with a credit card, a
application for full registration. Because bank account, or a Copyright Office
it is a work in progress, no deposit copy deposit account. If they choose to use a
is required. The preregistration applica- credit card or bank account, they are tem-
tion is also simpler than a registration porarily transferred to the U. S. Treasury’s
application, and the volume of this work is Pay.gov service where they enter the infor-
expected to be low. From Nov. 15, 2005, to mation about their account and authorize
Feb. 22, 2006, the Office has reviewed 115 payment. No credit card or bank account
applications and preregistered 86 works. information is collected or stored in any
This first implementation of eCO Ser- Copyright Office system. Most prereg-
vice for preregistration is a precursor to istration applications thus far have been
the electronic registration pilot scheduled paid for with credit cards. Using a deposit
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Finding Temporary Office Space —
a Brief History
Jeff Cole

On Feb. 13, 2006, the renovation of the Copyright Office’s temporary space in
Crystal City officially began. This major milestone was the culmination of a long and
complicated process to acquire and design temporary space that began in August 2004.
Key participants in the effort were the Copyright Office; the Library’s Integrated
Support Services (ISS), Facilities, Design, and Construction office (FD&C), and General
Services Administration (GSA); and the landlords.

In August 2004, GSA offered the Office To the Office’s surprise, the offer was not
space in Bethesda Towers in Bethesda, for Crystal Park 5, but for Crystal Plaza 5
Maryland. While the space met many and 6—again due to a change of plans of
of the requirements, the Office decided another tenant.
against accepting it because the Bethesda In August 2005, FD&C completed
location would have meant much longer, design intent drawings for Crystal Plaza 5
more expensive commutes for a large and 6, and meetings were held with GSA,
portion of the staff. The Office requested the Charles E. Smith Company, and the
that GSA look for other options. In Janu- project architects and engineers. A new
ary 2005, the Charles E. Smith Company move-in date was set for March 2006. In
offered space in Crystal Plaza 5 and 6 September, another minor twist occurred
in Crystal City, Virginia. The space and when GSA proposed shifting some space
location were satisfactory and FD&C did from Crystal Plaza 5 to Crystal Plaza 6.
some preliminary design work. A tentative After a site visit, the Office rejected the
move-in date was set for December 2005. proposal because it would have split the
In March 2005, GSA published a processing divisions between two different
solicitation for space and identified three buildings.
additional options—another building in In September 2005, the Library signed
Crystal City, an “office hotel” in down- occupancy agreements for Plaza 5 and
town Washington, and the Waterfront 6, and GSA signed the lease for Plaza
complex in southwest Washington. After 5. In November, GSA signed the lease
reviewing these other options, the Office for Plaza 6. Preliminary cost estimates
confirmed its choice of Crystal Plaza 5 and for renovating the space for temporary
6. Design work on the space continued. use were much higher than anticipated.
In April 2005, GSA notified the Copy- Therefore, from September through De-
right Office that the Charles E. Smith cember, FD&C worked closely with the
Company had proposed a different loca- project architects to revise the drawings
tion in Crystal City, Crystal Park 5, due to minimize changes to the existing space
to a change of plans of another tenant. and reduce the cost of construction. As a
During May and June, FD&C worked on result of these revisions, the start date for
the design for Crystal Park 5, and in July construction was delayed, in turn further
submitted the completed space plan draw- delaying the projected move-in date to
ings. Shortly thereafter, GSA informed May 30, 2006. Contractors were asked to
the Office that the Charles E. Smith submit bids based on three construction
Company had submitted its official offer. schedules—8, 12, and 16 weeks—to
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F s  |  march 2006
IT Reengineering Front
Moves Forward
Michael Burke

The Copyright Office is 29 months into a 46-month project to reengineer its informa-
tion technology (IT) systems infrastructure. Now more than ever it is important to keep
the vision, goals, and objectives of reengineering in sight and to make a renewed com-
mitment to move forward with this challenging and promising work.

On Feb. 7 and 8, senior Copyright Office apply cataloging rules, process correspon-
managers, process owners, reengineer- dence, and deliver electronic information
ing front coordinators, pilot supervisors, via the Web. Many of these fundamental
and SRA staff met off site to take stock building blocks need further adjusting
of where we are, what has been accom- and refining, and others still need to be
plished, and how, within the resources built. But, through the introduction of
available, to achieve an integrated system these components, considerable headway
that will effectively support the Copyright has been made toward the new systems
Office reengineering objectives. infrastructure.
A lot has been accomplished during Many topics were discussed at the
the first two and a half years. While not off-site meeting, including commitment
without flaws, the pilots implemented to the reengineering vision, recognition
last year have provided a taste of the of budget constraints, the need to be cost
future and have been a learning experi- conscious when defining requirements,
ence in how the Siebel software needs to and roles and responsibilities. The group
be configured and sometimes customized also addressed building according to the
to meet Copyright Office requirements. “to be” environment and making effective
Implementing the new preregistration fee use of the Siebel software. But the most
service solely as an electronic service was important topics were communication,
a key step forward. This was the Office’s detailed requirements, and use of staff
first use of a Web portal, open to the gen- resources.
eral public, to receive fee service requests
and to accept online payment with a
Communication
credit card or bank account through a link
with the U. S. Treasury’s Pay.gov system. Reengineering is a major effort for the
The volume of transactions was as expect- Copyright Office. There is much going on,
ed. Overall, the system needed relatively and the many stakeholders involved need
few refinements. to know about progress, accomplishments,
The pilots, and particularly preregistra- changes in schedule, decisions and how
tion, are a foundation for much of the they were made, roadblocks encountered,
system functionality yet to be built. They what is working well, and what is not
contain many of the logical system compo- working so well. We need to share what
nents, such as record service request, scan we learn. Findings from the analysis and
paper object, process payment, manage design within a process area need to be
workflow, create electronic submission, shared across the other process areas.
receive electronic submission, tag and
In addition, we must reach out to staff it is necessary to build and demonstrate
who will be using the new system in order functionality to know that it will correctly
to get their feedback and to prepare them support the business process. Using a
for the future. Recommendations for commercial off-the-shelf product intro-
improving communications put forward at duces constraints that must be assessed
the off-site meeting included: before custom code is written to achieve
an objective. Custom code is expensive
• renewed promulgation of the reengin-
to build, and has future costs when new
eering vision through a variety of media
versions of the base software are released.
• biweekly meetings between Copyright Recommendations to facilitate the defini-
Office and SRA senior managers to tion of detailed requirements included
ensure that we are moving forward conducting initial meetings with Copy-
together right Technology Office (CTO) staff and
• regular meetings of the Change Control subject matter experts (SMEs) to define
Board to assess well-defined needs to the requirements before bringing them to
change the fundamental reengineering SRA; building and testing to the require-
requirements ments in manageably sized portions, possi-
• monthly working sessions with the bly involving several releases of the system
process owners and front coordinators within each pilot; focusing on the “to be”
to share findings and to address issues business processes and avoiding building
that are impeding progress to the “as is” environment; adhering to
the “to be” business process procedure
• a review of the purpose and effectiveness
manuals; and standardizing the format for
of all present recurring meetings sur-
documenting detailed requirements.
rounding the IT reengineering project
The group also agreed to make a writ-
Resources
ten record of every meeting that includes
who attended, issues discussed, decisions The process owners, most of whom
made, and action items. are either division chiefs or assistant
chiefs, and the key staff involved in the
reengineering project have many demands
Requirements
on their time. But there is a crucial need
Probably the most challenging IT task of for their time and for the continuity of
the reengineering project is articulating their participation as the experts in their
the requirements to a level of detail that respective process areas. As SMEs, they
can be configured into the Siebel software. represent their colleagues in expressing
The development phase of the project the needs of the “to be” process,
started with the fundamental require- explaining the requirements within
ments defined at a high level. Consider- their area, reviewing source materials
able time has been spent in discussions and design papers, and participating in
leading to the more detailed functional- the testing and final preparation of the
ity that must be configured or built into system for pilot processing. The retreat
the software to satisfy the fundamental group recommended that each process
requirements. This is not easy, particularly owner appoint a full-time process area
when the business process is also new and administrator, a senior SME whose role
not yet in place. will be to see that requirements are
Much thought has to go into how accurately defined by the SMEs. Using
the new business process should work their expert knowledge of the work in
and what data it will need. Sometimes the process area and input they have
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|
march 2006     sF
Move Champions Are the
New Representatives in Town
Danielle Lestage

The team at Fox Relocation Management Corp. is very excited to work with the
Copyright Office on its huge relocation endeavor. The team is working to create an
exciting and, hopefully, fun atmosphere to help ease the stress of moving, and then
moving again.

The Fox team is starting to work closely At each step of the process, the move
with FD&C Project Manager Tony Ramis, champion will be the most knowledgeable
Copyright Office Facilities Coordinator person to guide staff in areas including:
Virginia Kass, and Business Process Reen-
• Where groups will move
gineering Manager Jeffrey Cole as it learns
about the important work that is done at • How to use the website
the Copyright Office. So far, the team is • Move schedule details, including such
working on a website to help with commu- details as when staff will move and start
nications and will soon be meeting with 11 time
move champions who will work with the • How and when to pack
Fox team for their respective work area
• Where staff will find packing crates and
requirements.
materials
The move champions will help Fox’s
team, but will also help staff through • How to label, so everything ends up at
each step of the move process. Each the right place
division will have at least one move • What to do with phones, PCs, and
champion, who will provide staff with the laptops
latest move news together with details • What to do with plants and any other
on where staff will move, when things personal items currently in office space
will be happening, and where all other
resources are throughout the move. Move Stay tuned to find out who your move
champions will attend meetings with the champions are and more. Information will
move team to learn the latest about the appear on the move website. ó
move, any changes to the schedule, and
other important details. If staff members A Fox Relocation Management Corp. employee,
have questions about any move item, the Danielle Lestage is the senior project manager
move champion should be the first person for the Copyright Office’s move.
to consult. Or ask the Fox team, so the
team can provide the answer.

march 2006     | sF
[IT, continued from page 4] [Preregistration, continued from page 1]

received from staff, the SMEs will account to pay for preregistration is presently different than
work with the SRA business analysts to what is planned for full eService, but that will change in April so
document the requirements and to review that online payment processing will be the same for all electronic
the resultant design. Regular meetings fee services. Email and paper correspondence is supported, and
within and across process areas will ensure users of the new system can check the status of their applications
that information is available when and by logging onto the system through the Web portal.
where needed and that requirements Approval of a preregistration application results in two prod-
that cross process area boundaries are ucts from the system. In lieu of a paper certificate, applicants
synchronized. The process owner will are sent an email certificate—a message that states all the facts
retain responsibility for the accurate provided in the application and gives the number assigned and
definition of the requirements and will the effective date. The system also produces a public record in
provide the sign-off that attests that what MARC format that is needed for insertion into the Copyright
SRA plans to build will meet the needs of Voyager database.
the process area. The decision to offer preregistration only online carried with
Applying this discipline and structure it some risk that the public might experience browser incompat-
to the definition of requirements will ibility or other problems using the system. To mitigate that risk,
result in a more efficient and effective use the Public Information Office and the Copyright Technology
of everyone’s time and will provide the Office collaborated on a procedure to handle telephone calls and
process owners with the information they email messages requesting assistance in using the new system.
need to carry out their responsibilities. The procedure has been in place since the first day; however,
Building and implementing a new sys- there have been relatively few calls or messages.
tem is neither easy nor comfortable. The eCO Service is the name of the new Copyright Office inte-
Copyright Office has made great strides, grated processing system being built by SRA International using
and has reached important milestones as the Siebel software product. eCO Service will eventually support
it moves toward the implementation of all Office services, as well as tasks and projects within the Office.
the reengineered business processes. As It is a secure-server-based system that is in compliance with all
stakeholders on this journey, we must Library of Congress security directives.
press on with the project tasks and activi- Making preregistration available through eCO Service dem-
ties and hold onto that vision of a Copy- onstrates the way in which most Copyright services could be
right Office providing top-notch service requested and processed in the future. It is an opportunity to
to the public through the effective use of learn what works and what doesn’t in an online environment and
technology. ó to gain experience through a manageably sized workload. So far
the system has performed well. Several improvements have been
installed through two updates to the software since November. ó

[Space Search, continued from page 2]

provide multiple cost options. Solicitations for bids for the con-
struction were sent out on Dec. 23, 2005.
In January 2006, sealed bids were received. After a thorough
review and evaluation period, GSA awarded the contract, based
on a 16-week construction schedule, to Rand Construction
Corporation, an Arlington, Virginia-based construction com-
pany with extensive experience in office space renovations in the
sg Washington area.
ReNews Reengineering Update
Construction began on Feb. 13 and should be completed June 2.
During the month of June, rental furniture will be installed. As
A publication of the U. S. Copyright Office
this is written, the projected move-in date is July 5, 2006. ó
Printed by the Publications Section [lm-455],
Information & Reference Division, Copyright Office,
Library of Congress  Design by Charles Gibbons

F s  |  march 2006