Within-Year Modification Request Form for FY 2008

 
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Table of Contents
Part 1. Administration and Budgeting
Section 1: General Administrative Information
Section 2: Description
Section 3: Related Projects
Section 4: Planning and Design
Section 5: Construction/Implementation
Section 6: Operations and Maintenance
Section 7: Monitoring and Evaluation
Section 8: Total Budget
Section 9: Project Documents
Part 2. Current Status of Modification Request
Part 3. Comments on this Modification Request


Part 1 of 3. Administration and Budgeting
Section 1: General Administrative Information
Process Information:
Date Proposal Submitted & Finalized Status BOG Meeting Date
April 28, 2008 Finalized May 7, 2008

Modification Type: FY 2008 Within-Year Ongoing
BPA Project Number: 199008000
BPA Project Name: Columbia Basin PIT Tag Information System
COTR/BPA Project Manager: Jan Brady
Agency, Institution or Organization Requesting Rescheduling: Pacific States Marine Fisheries Commission
Funding Type: expense
Project Leader: Carter Stein
Province: Mainstem/Systemwide
Subbasin: Systemwide
 
Contact Person
First Name: Carter
Last Name Stein
Address: 205 SE Spokane St., Ste. 100
City, State Zip: Portland, OR 97202
Phone: (503) 595-3116
Fax: (503) 595-3232
Email: carters@psmfc.org

Administrative Contacts
Primary Administrative Contact Secondary Administrative Contact:
Name Pam Kahut Name Michael Arredondo
Address: 205 SE Spokane St., Ste. 100 Address: 205 SE Spokane St., Ste. 100
City, State Zip: Portland, OR 97202 City, State Zip: Portland, OR 97202
Phone: (503) 595-3100 Phone: (503) 595-3100
Fax: (503) 593-3232 Fax: (503) 595-3232
Email: pam.kahut@psmfc.org Email: michael.arredondo@psmfc.org
Note: Note:

Section 2a: Description (Species Information)
Target Species fish

Provide explanations as to why the following alternative funding solutions are not feasible and will jeopardize the project:
Reduction in existing scope of project: The PTAGIS project is a fundamental infrastructure component of the PNCC's Fish and Wildlife Program, funded by BPA. The traditional and current scope of this project includes providing for the long-term operations and maintenance of the PIT tag mark, release, and recovery database, the operations and maintenance of PIT tag interrogation systems located at FCRPS facilities, Bureau of Rec. facilities and ancillary facilities as approved by the PIT Tag Steering Committee. In addition, the project is responsible for implementing millions of dollars worth of Separation by Code (a.k.a. sort by code) projects. PTAGIS supports and develops client software for all projects to facilitate collection of these data in our centralized database. In addition, staff supports hundreds of users by answering technical questions and providing a broad range of consultation services to FWP program participants.

The region's dependence and increased use of PIT tag technology in 'non-traditional' applications requires modernization of systems and processes that have served the basin well for over fifteen years. Reducing the scope of the PTAGIS project imposes a high risk of failure of dozens of other projects that depend upon the PTAGIS project for data collection, storage, interrogation system operations and maintenance, and support and availability of software suitable to meet the changed requirements of the Columbia Basin PIT Tag Information System.

Reduction of PTAGIS project scope is not an option.

Deferral of existing work elements to later date: Resources identified in this modification request were identified in the 2007-2009 FWP Project Solicitation Process. BPA denied the funding that was required to acquire these resources. The project has already deferred work activities for the last two years, and the project has struggled to keep up with the increase of the 'non-traditional' usage of PIT tag technology. Further deferral of providing the additional Database Specialist resources that the PTAGIS project requires will place not only the PTAGIS project in jeopardy, but other project dependent on the PTAGIS infrastructure.

Section 2b: Description (Location Information)
Location(s) at which the action will be implemented
Latitude Longitude Location Description
45 27 54 N 122 39 46 W PSMFC Headquarters Office, Portland

Is this/Are these the same study location(s) that was/were identified in the original proposal? Yes

Condition/situation creating the need for the modification:
Is the situation the result of a catastrophic event that occurred within the existing location? No
Has a habitat/population/mechanical/structural dilemma developed in the proposed study location since the contract was signed with BPA? No

Section 2c: Description (Work Element Information)
What work elements in the existing proposal does the proposed modification address?
Work Element Work Element Title
160 Create/Manage/Maintain Database Operate Maintain and Enhance the PTAGIS System

Proposed action to achieve the objective(s)

Overview

The PTAGIS project has been part of the basic PIT-tag data infrastructure of the Northwest Power and Conservation Council's Fish and Wildlife Program since responsibility since 1990. Since the system converted to the ISO 11784 / 11785 standards in 2000, the number and types of PIT tag systems has grown substantially. However, the basic data system infrastructure has struggled to keep up with the number and types of interrogation sites that have been installed.

Our traditional model of an interrogation data system was such that the PTAGIS project provided O&M for data collection and data submission. Our existing data systems were developed with this management control as a basic assumption. This allowed us to maintain a high degree of data quality (integrity, consistency, accuracy, completeness, availability, etc.) Complex interrogation sites were set up primarily at FCRPS dams and data collection was automated to provide frequent and timely processing of detection information, with little, if any, manual intervention.

Today, we are expected to support a variety of 'non-traditional' interrogation sites using the same infrastructure that was originally developed to support our traditional model deployed at FCRPS locations. As an example of a new, non-traditional interrogation site, consider sites that collect data using multiple detection devices (hand-held, multiplexor and standard stationary types). Each of these detectors may store detection information on the device. A user must go to each device (which may be miles apart), and collect the data. The data must be manually consolidated into a standardized format in order to be sent to the PTAGIS data system. When users must manually adjust data like this, errors occur. Was the date/time correct? Was the location information correct? Was the data formatted correctly? Tools are currently unavailable to assist users in managing their 'non-traditional' PIT tag interrogation sites.

The PTAGIS project has been working on a new framework for interrogation data collection. This framework is referred to as "M4". This framework provides PC based tools to support the non-traditional interrogation system needs. More importantly, this tools is designed to provide the near-real-time speed necessary to perform the Separation by Code functionality required at FCRPS sites, in order to replace the existing DOS based program that has been in use since 1995.

The budget modification request provides for an additional database management system specialist at PTAGIS headquarters to work on overall database management system administration functions, which include developing new infrastructure to support the 'non-traditional' interrogation system applications.

In addition, this modification requests funding for consulting resources to assist in the deployment of the new "M4" framework specifically with respect to providing the interface between the remote client data collection users and the central PTAGIS database system.

Further, by adding an additional database management specialist, it is our hope to be able to participate in the regional data management workshops (PNAMP) and othe forums that have been on-going.


Does not implementing this modification jeopardize the ability to achieve existing biological objectives of this project, as well as other projects? Yes

Explain: If the project is unable to acquire needed resources to address needed meta-data infrastructure upgrades (database schema, processes, user training), the quality of the PTAGIS dataset, and data collected or used by related projects, will be in jeopardy.

Section 2d: Description (BiOp Information)
NMFS and/or FWS Biological Opinion that this funding request addresses Strategy
NMFS &/or USFWS
How proposed actions will address the BiOp
(i.e., substrategy / limiting factor / metric to be achieved)
NMFS 2000 hydro The NMFS 2000 BiOp for the FCRPS includes approximately 15 RPA Actions calling for studies that explicitly include PIT-tags or would likely employ them. The Tagging Studies Technical Committee (TSTC) would help ensure that the numbers of ESA-listed fish proposed for tagging (in the study designs) are necessary and adequate to address BiOp implementation and other needs. Additionally, the NMFS BiOp includes numerous RPA Actions calling for studies that may employ other tagging methods that may benefit from improved integration with PIT-tagging studies.

Section 2e: Description (Objectives)
Objectives of this proposed project
Objective
(abbreviation)
Full Description
Acquire Data Mgmt Specialist Provide an additional PTAGIS Headquarters staff person to integrate, design, develop and maintain robust systems in support of new interrogation sites deployed by other FWP projects.
Integrate "M4" into Srvr DBMS Utilize consulting resources to assist in the development and testing of new client / server data interface to the PTAGIS DBMS.

Section 3: Is This Funding Request Related to Other Projects in the Basin?

Other projects that are related to this request
Project # Project Title/Description Nature of Relationship
Various See list of related projects in original proposal View section 5 from Project Proposal Request for FY 2007 - FY 2009 Funding for 199008000.

Section 4: Estimated Budget for Planning & Design phase for this request (request amount only)

Work element-based estimated budget
Planning & Design
Objective Work Element Work Element Title Work Element Description Description of Metrics Task Duration
in FYs
Estimated Budget Subcontractor?

Outyear work element-based estimated 2009 - 2012 budget for this proposal
Planning & Design
Work Element Work Element Outyear Description Starting FY
numbers only
Ending FY
numbers only
Estimated cost

Outyear totals
Planning & Design

Section 5: Estimated Budget for Contruction/Implementation phase for this request (request amount only)

Work element-based estimated budget
Contruction/Implementation
Objective Work Element Work Element Title Work Element Description Description of Metrics Task Duration
in FYs
Estimated Budget Subcontractor?

Outyear work element-based estimated 2009 - 2012 budget for this proposal
Contruction/Implementation
Work Element Work Element Outyear Description Starting FY
numbers only
Ending FY
numbers only
Estimated cost

Outyear totals
Contruction/Implementation

Section 6: Estimated Budget for Operations & Maintenance phase for this request (request amount only)

Work element-based estimated budget
Operations & Maintenance
Objective Work Element Work Element Title Work Element Description Description of Metrics Task Duration
in FYs
Estimated Budget Subcontractor?
Integrate "M4" into Srvr DBMS Manage/Maintain Database Operate Maintain and Enhane the PTAGIS System Provide technical consulting services to assist with the development and testing of M4 to PTAGIS DBMS data integration. Specific details of this process are located in the M4 Design Specification" documentation. M4 is in use by PTAGIS user community 1 $31,200 Yes
Acquire Data Mgmt Specialist Manage/Maintain Database Operate Maintain and Enhance the PTAGIS System Acquire addition PTAGIS project resource to design and implement and support new systems infrastructure to support 'non-traditional' interrogation systems and on-going support for traditional systems used by PTAGIS data contributors. New PTAGIS staff is hired. On-Going $91,115 No

Outyear work element-based estimated 2009 - 2012 budget for this proposal
Operations & Maintenance
Work Element Work Element Outyear Description Starting FY
numbers only
Ending FY
numbers only
Estimated cost
Manage/Maintain Database PTAGIS DBMS Staff 2009 2010 $105,000
Manage/Maintain Database PTAGIS DBMS Staff 2010 2011 $110,000
Manage/Maintain Database PTAGIS DBMS Staff 2011 2012 $115,000
Manage/Maintain Database PTAGIS DBMS Staff 2012 2013 $120,000

Outyear totals
Operations & Maintenance
FY 2009 FY 2010 FY 2011 FY 2012
$105,000 $110,000 $115,000 $120,000

Section 7: Estimated Budget for Monitoring & Evaluation phase for this request (request amount only)

Work element-based estimated budget
Monitoring & Evaluation
Objective Work Element Work Element Title Work Element Description Description of Metrics Task Duration
in FYs
Estimated Budget Subcontractor?

Outyear work element-based estimated 2009 - 2012 budget for this proposal
Monitoring & Evaluation
Work Element Work Element Outyear Description Starting FY
numbers only
Ending FY
numbers only
Estimated cost

Outyear totals
Monitoring & Evaluation

Section 8: Total Budget Modification Request

Itemized Estimated Budget
Item Note FY 2008 Cost
Personnel Assume 8 mos. for 2008/9 Proj. yr. $53,600
Fringe Benefits Assume 8 mos. for 2008/9 Proj. yr. $15,721
Supplies Desktop PC & Software $5,000
Travel [blank] $795
Other Subcontracts $31,200
Overhead @ 13% $13,899
Other Training $2,100

Total Estimated Budget Modification
Total FY 2008 budget modification $122,315
Total FY 2008 budget for this project, including modification request $2,553,315

Outyear Budget Totals
  2009 2010 2011 2012
Operations & Maintenance $105,000 $110,000 $115,000 $120,000
Total Outyear Budgets $105,000 $110,000 $115,000 $120,000

Cost sharing associated with this modification
Organization Item or Service Provided Amount ($) Cash or in-kind?

Section 9: Narrative, Maps and Project Documents
Document Type Size Date

Part 2 of 3. Current Status of Modification Request
Meeting Date Status Record Entry Date Decision Group Adjustment Category Urgency Status Budget Impact Reconsider Date
5/7/2008  4/28/2008  NA      Submitted  $122,315   
Decision Comments Next Steps
   
5/7/2008  5/7/2008  BOG  Budget  CAT-3b2: Loss of Monitoring and Evaluation Data  Under BOG Review  $122,315  8/13/2008 
Decision Comments Next Steps
  Fish Four in July and a decision in August. Jan Brady will give Chris Read budget request numbers for hardware and FY08 and FY09 costs assuming an August decision. 
5/7/2008  8/13/2008  BPA  Budget    BPA Approved  $122,315   
Decision Comments Next Steps
Council recommends and BPA approves the request of $122,315 each in '08 and '09.   

Part 3 of 3. Comments on this Modification Request
There are no comments on this proposed modification.