U.S. Department of Transportation
Federal Highway Administration
1200 New Jersey Avenue, SE
Washington, DC 20590
202-366-4000
FHWA Order M1740.1B
Order | ||
---|---|---|
Subject | ||
TELECOMMUNICATIONS SERVICE MANUAL | ||
Classification Code | Date | |
M1740.1B | September 30, 1998 |
Par.
(1) review, approval, and processing of telecommunications requests, including voice, modem (data) and local area network (LAN) cabling, voice equipment, and cellular telephones and paging devices with proper justification and subject to availability of funding, for Headquarters (Nassif Building and Turner Fairbank Highway Research Center);
(2) development and dissemination of voice telecommunications policy for FHWA;
(3) approval and procurement of all FTS-related voice telecommunication requests, including long-distance service calling cards, and toll-free numbers for all FHWA offices.
(1) Audioconferencing. Audioconferencing services for Headquarters employees are available from the Transportation Administrative Service Center (TASC) Telecommunications Operations Division (SVC-171) for up to 30 participants. Audioconferencing services are available from FTS to both Headquarters and the field for up to 50 participants. For audioconferences of more than 50 participants, AT&T commercial audioconferencing services may be requested, subject to review and approval by HMS-20. FTS shall be used whenever possible, using an FTS calling card. These charges are billed to the FTS account. The usage of services from any other provider is discouraged. Funding for usage other than FTS is the responsibility of the office that uses the service. Information on FTS audioconferencing is included with FTS calling cards. Arrangements for FTS audioconference calls may be made by calling (700) 288-2000 from any FTS-serviced telephone, or by calling (800) 433-3273 and dialing 700-288-2000 at the prompt.
(2) Videoconferencing. Videoconferencing services are available to the FHWA and are coordinated and funded through HMS-40 in Headquarters. Arrangements for videoconferences may be made by contacting HMS-40.
(1) Procurement Considerations. Mandatory considerations to be used in the selection of telecommunications equipment are cost, performance, and analysis of alternatives. All acquisitions shall be in accordance with FAR, 48 CFR 1 and TAR, as applicable. Generally, purchases of telecommunications equipment, operational questions, and repairs for equipment located in Headquarters offices are coordinated and paid for by HMS-20. Budget requests for most purchases of telecommunications equipment and repairs for field offices will be submitted to HFS-10 and shall be coordinated with the annual budget call. HMS-20 shall review major telecommunication acquisitions or lease contracts. This review is required when an FHWA field office replaces its entire telephone system or makes other major telecommunications changes. Those responsible for field acquisitions should consult with appropriate HMS-20 staff in advance of a purchase decision.
(2) Technical Assistance and Support. Operational and other questions for Headquarters should be directed to HMS-20. Operational and other questions for the field offices may be directed to HMS-20 or regional GSA offices.
(1) Telephones. A single-line telephone is the standard for most employees. Telephone systems typically include some standard code-activated software features such as hold, call park, call transfer, call forward, etc. Additional features must be justified based on operational needs. If justified, these requests will be filled if funds are available.
(2) Facsimile (fax) machines.
(a) Facsimile transmission is a nonsecure means of communication. Copies of 47 USC 605 and 501 shall be conspicuously posted near each FHWA controlled facsimile machine.
(b) Facsimile machines shall be used only in connection with activities in the interest of FHWA.
(c) The locations of FHWA-controlled facsimile machines are shown in the Key Field Personnel Directory. HMS-10 in Headquarters is to be notified immediately when a Headquarters or field facsimile machine is added or deleted or when a telephone number is changed.
(3) TDD Machines (Text Telephones). Offices that conduct a high volume of telephone business with the general public should purchase TDD machines to communicate with individuals with hearing and speech disabilities.
(4) Other Equipment. Cellular telephones, satellite-based telephones, Personal Communications Service (PCS) devices, paging devices, and other wireless communications devices and services shall be purchased only when a justifiable need is shown, and using the same purchasing criteria mentioned in 7(a)(1). Classified information that is to be electronically transmitted or discussed during telephone conversations must be protected by use of National Security Agency (NSA) approved type 1 cryptographic equipment and/or software. Acquisition, operation, and control of this equipment is regulated by NSA. Sensitive, but unclassified information, such as information that is required to be protected by the Privacy Act (e.g., personnel files, contract data) may be protected by NSA-approved equipment, or by cryptographic technology that has been approved by the National Institute of Standards and Technology (NIST), U.S. Department of Commerce.
Original signed by:
George S. Moore, Jr.
Associate Administrator
for Administration
Personal Use of Telecommunications Equipment