NewDEUS Database Development

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3.1.5 After Project Board approval, Fujitsu developed their plans into a High Level Design Document. This document formed the basis of the delivered pilot

    Pesticides Safety Directorate

    e-@pprovals Project

    e-@pprovals Project

    Project Closure Report

     v 1.0

Author: Andrew Park

    Pesticides Safety Directorate

    Pesticides Safety Directorate

    e-@pprovals Project


    1. Introduction 3

     1.1 Background 3

     1.2 Purpose 4

    2. Project‟s Objectives 5

     2.1 Objectives 5

     2.2 Stage 1 Deliverables 5

     2.3 Stage 2 Deliverables 6

    3. Project Achievements 7

     3.1 Stage 1 Achievements 7

     3.2 Stage 2 Achievements 8

     3.3 Post Launch Achievements 10

    4. Performance Against Planned Time & Cost 12

     4.1 Stage 1 Performance 12

     4.2 Stage 2 Performance 12

     4.3 Overall Financial Summary For The Project 14

    5. Outstanding Tasks 15

    A Appendix A Spending Breakdown Against Budget 16 B Appendix B Project Tarif Returns By Grade 17 C Appendix C Lessons Learned 18


    Pesticides Safety Directorate

    e-@pprovals Project

     1 Introduction

1.1 Background

1.1.1 The Pesticides Safety Directorate (PSD) is an executive Agency of

    DEFRA. It is primarily responsible for the issuing of licenses for

    pesticides (called approvals) on behalf of several Government

    Departments. Legislation requires that most of these approvals are

    jointly signed with the Health & Safety Executive (HSE).

1.1.2 PSD's current system for processing and delivering regulatory

    approval documents to stakeholders and customers is almost wholly

    paper based. The HSE countersigns most pesticide approvals.

1.1.3 Traditionally, approval documents were passed between

    Government Departments by post and fax. Signed approval

    documents are sent to applicants by post with the exception of a

    small number of offlabel schedules, which PSD e-mailed to

    applicants as Word documents.

1.1.4 The modernising government initiative has mandated PSD to be

    capable of delivering all services electronically by 2005.

1.1.5 PSD was successful in obtaining ?100,000 from the Treasury's

    Invest To Save Budget (ISB) to fund a cross departmental pilot

    project to investigate and implement the electronic delivery of legally

    admissible regulatory schedules to stakeholders and key

    government partners.

1.1.6 This project commenced in August 2001 as the e-Schedules project.

    The project was re-named prior to its launch in November 2002 as

    the e-@pprovals project.


    Pesticides Safety Directorate

    e-@pprovals Project

     1.2 Purpose

1.2.1 The Project Closure Report will investigate how well the e-

    @pprovals project has performed against the Initial Project Initiation

    Document, the subsequent stage plans and final versions of any

    project plans and schedules.

1.2.2 The report will look at specific areas

    ? achievement of the project‟s objectives

    ? performance against planned time and cost

    ? lessons learned from the project

1.2.3 The report will also list any outstanding tasks that remain



    Pesticides Safety Directorate

    e-@pprovals Project

     2. Project’s Objectives

2.1 Objectives

2.1.1 The overall Project Objective Statement as given in the PID is as


    ? To develop and implement a process model and pilot system for the

    electronic delivery of pesticide approval information to applicants

    and other Government Departments by March 2002.

2.1.2 The project was divided into two stages. Stage 1 would encompass

    the development of a suitable process model. In stage 2 the

    proposed technical solution identified in stage 1 would be

    implemented as a pilot system.

2.1.3 The principal deliverables for each of the two project stages are

    given below.

2.2 Stage 1 Deliverables

2.2.1 The principal deliverables were an interim report after step 2 of this

    stage and a final report after step 4 including a presentation of the

    report to the Project Board. The reports would contain:

    1. Advice on how database information could be published to the

    web with specific regard to access permissions and control,

    including appropriate security.

    2. Production of a road map and a transition mechanism for the

    change from a paper system to an electronic system.

    3. Advice on how electronic delivery mechanisms can be adopted to

    improve to speed of PSD's business delivery processes.

    4. Advice on the current status of the Government Gateway; issues

    relating to security, current status of digital signature technology

    including non-repudiation and Public Key Infrastructure.

2.2.2 A technical design based on the recommendations of the report for a

    pilot system to implement the secure electronic signing, transmission

    and delivery of schedules between PSD, HSE and one or two key


2.2.3 Identification of suitable stakeholders from the CPA to participate in

    the pilot project.

2.2.4 Revised Stage Plans for the remainder of the project including

    estimated completion and implementation dates.


    Pesticides Safety Directorate

    e-@pprovals Project

     2.2.5 Clearly defined and measurable success criteria for the identified pilot project.

2.3 Stage 2 Deliverables

? A pilot system

    ? A secure web server with secure email

    ? A set of test data and test results

    ? Internal processes for securely storing, retrieving and archiving signed

    regulatory documents

    ? A final project closure report following the Project Board's agreement of a

    successful conclusion to the project.


    Pesticides Safety Directorate

    e-@pprovals Project

     3. Project Achievements

3.1 Stage 1 Achievements

3.1.1 The project was divided into two stages with the first stage planned

    to last 3 months. The overall objective of stage 1 of the project was

    to develop a design for the pilot project that would meet the business

    requirements and could be delivered within the financial constraints

    of the project.

3.1.2 The Crop Protection Association nominated representatives from

    Headland Agriculture Ltd and Syngenta Crop Protection Ltd as

    Project Board members, representing Industry stakeholders.

    Syngenta and Headland were nominated as being indicative of large

    and medium sized agrochemical companies respectively.

3.1.3 A workshop was held early in stage 1 involving participants from

    PSD, HSE, Fujitsu and Industry stakeholders. This worked well as it

    was effectively the first time that all the project partners had met to

    discuss and formulate an overall “vision” for the project. The

    workshop allowed Fujitsu to understand how the current paper

    based system worked. This was particularly important, as the pilot

    scheme had to fit into the current approval procedures used by both

    PSD and HSE. It also had to be an acceptable solution to the

    industry stakeholders.

    3.1.4 Following on from the workshop, Fujitsu produced a “Stage 1

    Report”. This document encompassed the project‟s overall “vision”

    for the pilot project from all the stakeholders‟ perspectives. It

    outlined Fujitsu‟s initial road map and outline technical design for a

    move to an electronic delivery mechanism incorporating digitally

    signed regulatory documents with some type of web enabled secure

    document delivery mechanism.

3.1.5 After Project Board approval, Fujitsu developed their plans into a

    High Level Design Document. This document formed the basis of

    the delivered pilot system. Complementary documents were

    produced, titled “Publishing Databases to the Web” and “Detailed

    Design Considerations”.

3.1.6 The High Level Design Report and associated complementary

    documents comprised Fujitsu‟s technical design for the pilot project.

    These documents were judged to have met the requirements as set

    out in the stage deliverables.

3.1.7 At the end of the stage Fujitsu presented their vision of the pilot

    system to the Project Board. At this meeting they demonstrated a


    Pesticides Safety Directorate

    e-@pprovals Project

     simulation of the pilot system which involved using special software with a digital certificate to electronically sign a Word document.

3.1.8 The software allowed a document to be signed more than once thus

    modelling the two signature signing process of PSD and HSE.

3.1.9 The signature software came with a reader component that was

    freely distributable. The reader component allowed any recipient of

    the document to verify the digital signature.

3.1.10 The design also envisaged a secure web repository for these signed

    documents from which clients would download documents, but did

    not specify how this would be implemented.

3.1.11 The Project Board accepted the Fujitsu overall design for the pilot

    and authorised the project to move the second stage, which would

    implement the design into a functional system.

3.2 Stage 2 Achievements

3.2.1 A 10 user license for the signature software identified by Fujitsu was

    purchased. This is the Word “Add-In” software that allows Word

    documents to be digitally signed. Four copies were supplied to HSE

    with 6 being retained by PSD.

3.2.2 A number of digital certificates were purchased for members of PSD

    and HSE. Initially the certificates were purchased from

    ChamberSign through the York and Liverpool Chambers of


3.2.3 After several months of experimentation these certificates were

    replaced with certificates from Equifax. The technical reasons why

    ChamberSign certificates were replaced are given in the Lessons


3.2.4 The servers required to implement the technical design were

    purchased. These consisted of an internet load-balancer with two

    web servers, a secure server, a database server and a Remote

    Access Server (RAS) server. The arrangements of web and

    database servers was referred to generically as a „web farm‟.

3.2.5 These servers were commissioned and tested at PSD. At this point

    it was decided that the current PSD web site would be moved across

    to the new web farm. The e-@pprovals pilot system would have to

    be integrated with PSD‟s current web site at some stage; therefore it

    made operational sense to integrate both the existing web site with

    the pilot system before the web farm went “live”. After testing the

    web farm was moved to the Central Science Laboratory (CSL). For


    Pesticides Safety Directorate

    e-@pprovals Project

     operational and financial reasons, PSD‟s web servers are hosted by CSL.

3.2.6 An initial 3 day security test of the web farm was carried out by

    Fujitsu whilst it was located at PSD.

3.2.7 The project required some kind of secure document repository to be

    built, which would hold the signed approvals and regulatory

    documents within a location where the relevant recipients could

    access them. The pesticide approvals are public documents but

    their associated recommendation letters are confidential to the

    applicants; therefore the document repository would have to

    incorporate access control measures that would permit public

    access to public documents and secure access for the approval

    applicants to the recommendation letters.

3.2.8 The decision was taken to build the document repository in house

    using PSD‟s development expertise. The advantage of this

    approach was that PSD were currently licensed to use the

    development and database software and had a strong development


3.2.9 The team had little experience of developing applications for the web

    using the new application server features of the OpenROAD

    development tool.

3.2.10 Consultants from the vendors of the application development tool

    came in for a week to help train and mentor the development team.

    This proved to be extremely successful and enabled the team to

    develop the application that would store and display the signed

    documents together with a maintenance application to allow

    accounts and passwords to be maintained and documents loaded.

3.2.11 The development software proved so successful that an additional

    application was developed that would allow digitally signed adjuvant

    authorisations to be viewed and downloaded from the web site.

3.2.12 Adjuvants are products that enhance the effectiveness of pesticides,

    such as sticking agents or wetters. They have no pesticidal

    properties but are assessed by PSD in a similar process to that for

    pesticides. The authorisations issued for adjuvants do not require a

    second signature from the HSE.

3.2.13 In preparation for the project launch all of the current adjuvant

    authorisations (approximately 250) were re-issued and digitally

    signed. These were then loaded onto the document repository on

    the web farm.


    Pesticides Safety Directorate

    e-@pprovals Project

     3.3.14 The web farm was transferred to CSL on 3 September. Fujitsu were commissioned to carry out a further week of security and penetration

    testing. The web farm went “live” taking over from PSD‟s existing th September. web site on 16

    3.2.15 The security test report found no major “show stopper” concerns, but

    a number of issues were highlighted by the report and actioned

    appropriately, (Ref. file PRD 4176).

3.2.16 The official launch was set for 15 November with Lord Whitty

    formally launching the project. The date was principally determined

    by the availability of Lord Whitty.

3.2.17 A multimedia CD Business card was prepared, in part as a publicity

    vehicle for the project. The CD held the free reader software, a free

    Word document reader if required and a question and answer sheet

    with details of how recipients could participate in the project.

3.2.18 1000 copies of the CD were purchased ready to be mailed with an

    all approval holders letter, following the project launch.

3.2.19 A two page article describing the project was prepared and

    published in the September issue of Government IT magazine. In

    conjunction with Press Branch, Press briefs and press releases were

    prepared for the launch itself.

     th3.2.20 The project was formally launched on 15 November with the issue

    of two approvals, one for each of the two participating companies

    (Syngenta and Headland Crop Protection).

3.3 Post Launch Achievements

3.3.1 Following the launch of the project it was the intention to move to

    digitally signing approvals only for those companies that had applied

    to participate in the project. These companies would be issued with

    user identifiers and passwords to allow them to access and retrieve

    their approvals and recommendation letters.

3.3.2 However the ease with which digitally signed documents could be

    entered onto the web site lead to the bold decision that from January

    2003 all approvals and authorisations would be digitally signed and

    entered into the pilot system. Thus from January the pilot would be

    scaled up to a functional system. The only exceptions to this would

    be off label approvals and official recognition documents. It was

    envisaged that PSD would move to digitally signing these types of

    documents later in the year.


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