Invitation to State & Regional Information-Sharing Environment Summit

Invitation to State & Regional Information-Sharing Environment Summit

Order Description

Draft an invitation to the State & Regional Information-Sharing Environment Summit. Enclosed is an example letter (Sample Invite) that I would like to mimic.

Descriptions about the summit can be read on the Phase 1 Strategic Summit Project Plan document.

To All Governors:
As co-leads of the National Governors Association Resource Center for State Cybersecurity (NGA Resource Center), we invite your state to participate in a Summit on

State Cybersecurity. The summit will be held March 30-31, 2015, in San Jose, California. There is no registration fee for this meeting and NGA will support travel for

one official from each state. The National Association of State Chief Information Officers is also providing stipends for their membership to support travel. The NGA

Center is actively seeking additional resources to support more participants from your states. Additional information is attached.
The summit will bring together teams representing the major components of each state’s cybersecurity enterprise. Teams will be designated by governors and comprise a

mix of chief information officers, chief information security officers, homeland security advisors, adjutants general, emergency managers, energy advisors, lead state

law enforcement officials, budget or revenue officials, and others.
The summit will include a series of plenary and breakout sessions aimed at educating state policymakers about emerging issues and best practices with a particular

focus on practical solutions and recommendations.
During the summit, teams will participate in a series of strategic planning exercises aimed at identifying actions states could take to improve overall cybersecurity

response capabilities. Teams should be expected to return from the summit prepared to brief you on their recommended courses of actions.
Team designation forms are due to NGA no later than February 27, 2015. The summit is hosted by the NGA Resource Center, which is designed to provide governors with

resources, tools and recommendations to craft and implement effective state cybersecurity policies and practices. Informational calls about the summit will be held on

Friday, February 20, 2015, at 3:00 p.m. EST and Wednesday, February 25, 2015 at 3:00 p.m. EST. Call-in and registration information is attached. For more information,

please contact Thomas MacLellan (202-624-5427 or or Timothy Blute (202-624-7854 or
Governor Terry McAuliffe Governor Rick Snyder
Co-Chair Co-Chair
Resource Center for State Cybersecurity Resource Center for State Cybersecurity

State & Regional Information-Sharing Environment Summit
Goal and/or Objective of the Summit Series –The State & Regional Information-Sharing Environment (ISE) Summit seeks to promote and enhance collaboration among law

enforcement, justice/public safety, and homeland security communities. While the members of these communities work in different disciplines and have varying roles and

responsibilities, they all rely on timely and accurate information to fulfill their national security responsibilities. The ISE summit series offers stakeholders a

venue where they are able to highlight gaps, challenges, and successes across the state and regional information-sharing landscape. The needs of the abovementioned

communities are often lost in the overall priorities, bureaucracy, and other procedures. The ISE summit aims to create a forum that fosters interagency communication

and identifies tangible opportunities for improvement.

The work plan for the ISE summit is abstracted into four phases, which are described below in further detail, including their focus, audience, necessary material, and

end goal. The fourth phase is best described as a read-out phase, in which stakeholders will receive a detailed analysis of the prioritized challenges and the

necessary steps to move forward.
Phase 1 – Programmatic/Strategic Focus
•    Strategic summit (policy focus), PM-ISE sponsored, leadership level
•    Audience: State agencies, organizations, governors’ offices, justice/public safety program managers, state communication/information officers.
•    Focal Point: Communicate the goals and value of the SRISE to the stakeholders. Enable a better understanding of the challenges and issues faced by SRISE

stakeholders and how these affect their mission. Incorporate lessons learned in applying PM-ISE tools to further accelerate goals/objectives and responsible

information sharing among stakeholders.
•    Potential Read-Ahead Materials: One-page reusable guides on ISE tools and success stories (i.e., “Guide to SBU WG”), building blocks for an ISE, self-

assessment tool, and presentations on what an ISE is.
•    End Goal: While the objective of the summit is to provide a place where individuals can meet to discuss the various challenges they face, the end goal of the

summit is based much more around action. In the end, the summit aims to ensure that individual states are able to create their own information-sharing environment,

which can help them in an individual law enforcement capacity. Beyond this, there is a hope that after attending this summit, the various leaders in charge of the

information-sharing systems will band together to create an interstate and interjurisdictional arrangement that enables information to be easily shared from one agency

in one state to another agency in another state. The end-game solution will be for states to take seriously the need for this sort of arrangement and for them to work

hard to make this end goal a reality. It is also important for PM-ISE to understand how to begin and mature the process.
State involvement in developing an information-sharing environment
Leading states
•    Texas, Pennsylvania, Delaware, Alabama, Kansas, Nebraska, and Virginia
States in process and making progress
•    Arizona, Florida, New Jersey, Connecticut, Colorado, Oregon, Missouri, North Carolina, Minnesota, and North Dakota
States starting to build an ISE
•    Illinois and California

Phase 1 Strategic Summit project plan

1.    Clarify purpose and objectives
2.    Assign logistical role (IIR?)
a.    Determine and arrange venue
b.    Arrange support for presentations, recording
3.    Select partner team and lead for pre-planning
4.    Convene Pre-planning partner group
5.    Determine states to participate
6.    Define agenda
7.    Solicit invited papers
8.    Define PM-ISE staff roles and responsibilities
9.    Determine attendees list (from states and partners)
10.    Market participation by selected attendees
11.    Register and reimburse participants
12.    Record and write proceedings

Approach to the content

The summit will be held within 180 days after the final plan as contained herein is approved.  19 states and approximately 10 partner organizations will be invited to

attend.  One regional multi-state system (MARIS) and one intrastate regional system (ARJIS) will be invited.

As a PM-ISE partner, NCJA will be tasked to lead the planning and execution of the summit.  NCJA will be directly supported by PM-ISE staff and will convene a planning

group of other key partners to plan and execute the summit.  The planning group will consist of key leaders from NCJA, ASCIA, IACP State and Provincial, and Global

and designated PM-ISE representatives.

To assist the planning group in preparing the final agenda topics and to determine initial opening statements for working sessions, at least 60 days before the summit

we will ask NCJA, ASCIA, IACP, SEARCH, NASCIO, NGA and Global to informally request from their members the 3 top mission oriented problems that they consider the

highest priority for improving information sharing.

All participation will be by invitation only.  The above partner organizations will be asked to identify the most influential and responsible persons in each state who

are either moving forward toward building an ISE or who have a direct responsibility to do so.  PM-ISE will reconcile the final list and include leaders throughout the

country as known to PM-ISE management and staff.  4 individuals will be invited from each state.  No more than 2 people will be invited from each partner organization.

The SE team will compile a distribution list with contact information to be the basis for initial and longer-term communication with the participants.

The summit will consist of two full days.  The first day will be focused on the states and regions sharing what their visions, challenges and experiences with each

other and with the PM-ISE staff and partners in attendance.  The second day will be focused on a dialog around building action plans for coordinated efforts between

federal and state agencies supported by partner organizations to make material progress on the creation of a network of ISE’s.

Once the attendees have been invited, we will ask them to come to the summit with a short list of information sharing projects in their states that might be of

interest to all participants, perhaps in a handout form.

The opening session will begin with the PM setting the tone and stage by proposing a clear definition of an ISE and the idea of a network of ISE’s throughout the

nation. There will follow a 2 hour session where each state and region will be have 4 minutes to answer the following questions:
1.    What would you define as your state’s vision for an ISE?
2.    Where is your state on the path to success?
3.    What are the major obstacles you are focused on overcoming?
A graphic artist will in real time create a graphic diagram that will synthesize the presentations by the states in an expression of the national picture of ISE

development.  The session will be recorded for later analysis and summarization in the proceedings.  A 30 minute Q&A session will end the morning session.  Lunch will

be at will for 1.25 hours.

For one hour after lunch, there will be a facilitated town hall kind of setting in which the participants can raise questions and others present can provide answers.

This is intended to give participants to share what is most pressing to them and to allow the more advanced states to share best practices or at least ways to achieve


For the remainder of the afternoon, there will be 4 invited papers on topics that we are already aware of that have widespread attention.   These will be selected by

the planning group both from the feedback from the states on their challenges and on the staff assessment of what issues are of concern to most states.  They might

include:  Identity management, Federated query, cybersecruity principles, and privacy.  Papers will be invited on the selected topics.  Following each opening

presentation of about 20 minutes, the participants will be asked how they have approached the issue in their state.

There will be a reception in the evening.  Participants will be encouraged to bring their refreshments to their tables to discuss relevant issues and solutions.

Dinner will be self-determined.  During the evening, summit staff will prepare a summary of the state of the states from the morning testimonials in the form of a


At the start of the second day the PM will present the summary to the participants and the Deputy PM will then moderate a panel consisting of selected participants to

respond to the summary with suggestions on the steps that federal and state agencies can take to put solutions in place to outstanding issues.   Substantial audience

participation in this discussion will be encouraged.

For a short time following this session, the participants will be divided into smaller working groups and asked to discuss the identified challenges and ways that both

federal agencies and state/local agencies can move forward to solve the key issues and make substantial progress on creating a national network of ISE’s.   The

discussion will include the potential contributions that can be made by PM-ISE partners and industry.  The goal of this discussion is to crystalize a national plan of

action to get all states to the point of implementing an ISE and to be interconnected with federal agencies and organizations.  The group as a whole will then discuss

priorities for action.  To finish the seminar, the group will discuss plans for Phase 2 and 3 as they emerge from the discussions at this summit.

0 days—project plan approval
10 days—task logistics provider
10 days—Appoint summit lead partner
30 days—convene preplanning partner group
45 days—solicit nominations for participation from partners
60 days—determine invitees and issue invitations
75 days—seek state, partner input on topics of greatest interest
90 days—solicit invited papers, finalize agenda based on input
120 days—Request preparation work by states for participation
150 days—Send preparation instructions to attendees
180 days—Hold summit