5 FAM 120 DIPLOMATIC TECHNOLOGY STAFFING ABROAD

UNCLASSIFIED (U)

5 FAM 120

Diplomatic Technology STAFFING ABROAD

(CT:IM-321; 06-07-2024)
(Office of Origin: DT/BMP/SWP)

5 FAM 121 Diplomatic Technology Officer ROLES AND RESPONSIBILITIES ABROAD

(CT:IM-310; 12-12-2023)

a. 5 FAM 120 explains the roles and responsibilities of the personnel working in the Diplomatic Technology (DT) unit abroad. DT refers to the offices, programs, and personnel responsible for managing information technology resources.

b. Information systems security responsibilities are designated at each post according to post capacities and circumstances. Information systems security roles and responsibilities are outlined in 5 FAH-2 H-128.5, and 12 FAM 600.

c. The Diplomatic Technology Officer (DTO) or designee, is strongly encouraged to participate as an active member of the Emergency Action Committee (EAC). It is essential that the DTO maintains a primary role in the formulation of post emergency policies and procedures so operational responsibility are considered and addressed. Crisis situations can develop rapidly. Consequently, the ability to assess critical communication vulnerabilities as early as possible is essential to formulating responses, mitigating risks, and performing effectively and efficiently so that communication is possible during times of crisis.

5 FAM 121.1 DIPLOMATIC TECHNOLOGY OFFICER TITLING

(CT:IM-321; 06-07-2024)

a. The official title for positions classified in the 2885 skill code is Diplomatic Technology Officer. The following working titles have been approved for use with this skill code:

(1) Diplomatic technology officer (DTO) is the senior Department of State IT manager at post responsible for operational oversight of Information Communications Technology systems, operations, and customer support. At posts with a single diplomatic technology officer, they must maintain the roles and responsibilities of a DTO; however, to have the title of unit chief, the incumbent must supervise other U.S. direct hire (USDH) employees. In this situation, the title is diplomatic technology officer (DTO);

b. Diplomatic technology officer sub-unit chief is an IT supervisor who manages USDH IT positions. A sub-unit chief may manage the IT customer engagement and/or the IT Infrastructure team. The DTO must assign portfolios to DTO sub-unit chiefs, including rotational responsibilities;

(1) A DTO sub-unit chief managing customer engagement typically is responsible for all “customer facing” IT portfolios, to include but not limited to: managing customer service helpdesk(s); mobile communications and remote access systems; mobile and fixed communications contracts; smart card issuance and management; user account creation and management, application support and training; business automation and web development activities; technical documentation; unclassified and classified video and web conferencing systems; audiovisual support; the telephone switchboard operation; and the post’s cybersecurity activities;

(2) A DTO sub-unit chief managing IT Infrastructure typically is responsible for all IT infrastructure portfolios and equipment, to include but not limited to: wired and wireless networks; unclassified and classified IT wiring and systems, including data, telephone, and radio networks; server rooms and server management; secure voice systems and encryption systems; support of desktop systems on OpenNet, ClassNet, and non-enterprise networks; Consular systems; and crisis communications systems;

(3) Cybersecurity diplomatic technology officer (CDTO) is a dedicated position within a mission dedicated solely to information systems security officers (ISSO) responsibilities within that Mission. The CDTO must report directly to the DTO;

(4) Regional cybersecurity diplomatic technology officer is dedicated solely to ISSO responsibilities for a Region;

(5) Regional diplomatic Technology Center (RDTC) director is the Senior FS position that leads a RDTC, reporting directly to the Diplomatic Technology (DT) Bureau rather than through region/mission/post management;

(6.) RDTC deputy director reports to a RDTC Director and supervises branch chiefs;

(7.) RDTC branch chief reports to a RDTC deputy director and oversees a RDTC branch;

(8) Regional diplomatic technology officer (RDTO) has regional responsibilities with most work dedicated to supporting posts outside the mission of assignment.

5 FAM 121.2 Diplomatic Technology Officer

(CT:IM-321; 06-07-2024)

a. The DTO is the senior Diplomatic Technology person at post. They supervise DT services, operations, and the activities of post Diplomatic Technology personnel. At posts with RDTO, the DTO may also supervise staff with regional responsibilities as defined by memorandum with the RDTC and Bureau EX offices. As a unit chief, the incumbent typically reports to the management officer who is the section chief for Management.

b. DTO duties are not limited in scope to those defined in this section and are coordinated with post management. The DTO at post has the ultimate responsibility for any decisions that the DT unit makes, which may be delegated:

(1) Budget: The DTO creates a post-specific DT budget plan that includes, but is not limited to, lifecycle replacement costs for all post-funded IT equipment and various other assets; current and future projects as identified in the IT component of the Mission Resource Request (MRR); and DT services offered under International Cooperative Administrative Support Services (ICASS);

(2) Contacts and representation: The DTO serves as the initial point of contact with the RDTC, the geographic bureau’s RDTO, the Bureau of DT, and other agencies for all Diplomatic Technology matters;

(a) They are the liaison to host-nation authorities regarding telecommunications rights and services;

(b) They represent DT interests in post's counter-intelligence working groups; emergency action committees (EAC); and the ICASS boards to promote using DT assets, products, and services by these groups;

(c) They serve as the chairperson on the local change control board, which deals with post's DT hardware and software issues. They also serve as the contact point for the corporate IT CCB; and

(d) They serve as the Department representative at post for telecommunications services provided to client agencies.

(3) Human resources:

(a) Evaluation and reporting structures vary depending on staffing at any particular post. The DTO is responsible for creating and maintaining an organization chart. They are responsible for ensuring that evaluations for DT staff are completed in accordance with Department regulations;

(b) The DTO promotes and supports leadership, management, and technical training for all employees in the DT section. They must ensure post's CDTO(s) or DTOs assigned ISSO responsibilities as an ancillary duty, and alternate(s), attend ISSO training and refresher courses (see 12 FAH-10 H-212.2 and 12 FAH-10 H-650);

(c) The DTO creates and/or updates position descriptions for all DT staff, including locally employed staff (LE staff), to include capsule descriptions used in the bidding process; and

(d) The DTO works with subordinates to develop an individual development plan (IDP) that meets their training and development needs;

(4) Internet and intranet: The DTO ensures proper security configurations and service availability of internet and intranet sites within the scope of the Department's guidelines, which are provided by Diplomatic Security (DS) and DT;

(5) Logistics and infrastructure:

(a) The DTO finalizes lifecycle replacement costs and schedules in keeping with the Department's general replacement cycles. These schedules support funding requirements outlined in the post budget plan and in the MRR, including periodic update or replacement of equipment; and

(b) The DTO provides procurement guidance on DT equipment to other mission sections or agencies. The DTO or delegate is responsible for approving all IT purchases in consultation with customer needs;

(6) Management:

(a) The DTO, as the senior DT officer at post, reports to the post's management officer. They oversee all DT operations and personnel at post;

(b) The embassy DTO, in coordination with RDTC, is the first point of contact for all constituent posts for DT issues and assistance. They periodically visit each constituent post to assess its operations, equipment, and infrastructure;

(c) The DTO advises post management when staffing levels and workloads warrant requests for temporary duty (TDY) assistance. They also advise post management if staffing levels and workloads permit rendering TDY assistance to constituent posts when requested;

(7) Operations:

(a) The DTO is responsible for effective, efficient, and secure Diplomatic Technology operations at post;

(b) As the focal point for all telecommunications issues, the DTO oversees the planning of contingencies for all DT programs at post;

(c) The DTO is the post's accountable property officer for DT equipment and assets. Working closely with the General Services Office, they confirm the accuracy of the relevant inventories, including Consular Affairs IT assets, and ensure that all CAA equipment is ordered and shipped in accordance with regulations;

(8) Planning and reporting:

(a) The DTO is responsible for the post's information technology contingency plan and for ensuring that it is fully coordinated with the post's Emergency Action Plan (EAP). In addition, they assist post with site contingency plans and contribute to the IT component of the post’s MRR development;

(b) The DTO participates in the post's reporting requirements and ensures that these requirements are integrated with the Department’s overall IT Strategic Plan; updates Annex A, Communications of post's EAP; and prepares quarterly ICASS reports for DT services;

(c) The DTO serves as the information system owner (ISO) for any post systems within the FISMA inventory. The ISO coordinates with the bureau assigned authorizing official designated representative to ensure systems remain in an authorized state;

(9) Security:

(a) The DTO ensures that all personnel in the DT section are current on all security regulations, awareness, training, and guidelines as they pertain to DT operations, equipment, data, and infrastructure;

(b) The DTO serves as the post's alternate Top Secret control officer or delegates that responsibility;

(c) The DTO is the post's communications security (COMSEC) officer and, with the COMSEC custodian, maintains the integrity of all COMSEC assets at post;

(d) The DTO ensures proper safekeeping of classified materials and equipment in the DT section in accordance with Department security guidelines;

(e) The DTO works closely with the CDTOs, system administrators, and Regional Security Officers (RSO) implementing the Department's Automated Information Systems (AIS) security program on all classified and unclassified Department networks at the mission and/or at constituent posts (see 12 FAM 613, Responsibilities).

5 FAM 121.3 DELEGATION OF DIPLOMATIC TECHNOLOGY DUTIES

(CT:IM-315; 04-17-2024)

a. Depending on post staffing, the DTO may designate duties to one or more sub-units. While the names and functions of the sub-units may vary among posts, the recommended organization structure for larger posts must be to create IT Infrastructure and/or Customer Engagement sub-units. As each post is unique, the DTO is encouraged to create and maintain a delegation of duties document if any of the following tasks are delegated to sub-unit chiefs:

(1) Budget: Responsibility for assisting the DTO with providing input for the following categories of equipment and services; to include but not limited to telecommunications, CAA equipment, non-CAA equipment, software licenses, pouch and mail operations, personnel costs, ICASS services;

(2) Contacts and representation: Responsibility to serve as the initial point of contact with RDTC, the geographic bureau, DT, and other agencies for technical matters;

(3) Circuits: Responsibility for proper security configurations and service availability of any or all Information Technology circuits within the scope of the Department's guidelines provided by DS and DT. Delegation can be split among various individuals for different circuits to include but not limited to; telephone, internet, intranet, cellular, or satellite;

(4) Operations: The following list, while not comprehensive, provides examples of operational responsibilities to include in a delegation memo;

(a) Data network operations;

(b) Classified network operations;

(d) High frequency (HF) radio operations;

(e) Telephone systems, including secure phones;

(f) COMSEC;

(g) Pouch and mail;

(h) Inventory management;

(i) Security configurations and service availability of internet and intranet sites;

(j) Customer training;

(k) Mobile device/ endpoint management;

(l) Application development/support;

(m) Video conferencing and support;

(n) Remote access management;

(o) Records management;

(p) Event support;

(q) Service desk;

(r) Crisis communications;

(s) Cable traffic management.

(5) Planning and reporting:

(a) Post's IT Contingency Plan and the IT component of the MRR;

(b) Inventory of all post-procured software, including all applicable licensing documents;

(6) Security:

(a) Security procedures for various DT offices;

(b) Safekeeping of classified materials and equipment in accordance with Department security guidelines;

(d) Implementation of OIG and DS recommendations;

b. While delegation of Diplomatic Technology duties is meant to provide the DTO as much flexibility as possible, sub-unit chief designations are only for DTOs who supervise other FTEs. It is recommended to facilitate Department-wide communications to standardize on the working titles "chief, Customer Engagement Unit" and "chief, IT Infrastructure Unit" at posts whose staffing is sufficient to create two sub-units. Those who do not directly supervise DTOs must not use chief in their title.

5 FAM 121.4 DIPLOMATIC TECHNOLOGY OFFICER (DTO)

(CT:IM-321; 06-07-2024)

a. For this subsection, DTO generally refers to those DT personnel without supervisory responsibilities for USDH employees.

b. DTO's commonly have supervisory responsibilities of EFM and/or LE staff, e.g., the mailroom.

c. The following subsections explain the DTO's general roles and responsibilities. DTO duties are not limited to the scope of these subsections, are coordinated with post's DT management, and include performing system administration, cyber security, user support, and project support duties on all networks and DT-based solutions under the Department's authority as required:

(1) Budget: Not applicable;

(2) Contacts and representation:

(a) DTOs serve as the first point of contact for Diplomatic Technology customers. DTOs may also meet with LE staff to ensure problem-free operations; and

(b) DTOs report any daily requirements to DT management as appropriate.

(3) Human resources:

(a) DTOs work with their supervisors to develop an IDP to ensure that their training and development needs are met; and

(b) DTOs who are assigned managerial responsibility of an LE staff unit must be familiar with 3 FAH-2 H-100, Supervision of Foreign Service National Personnel.

(4) Internet and intranets: DTOs ensure the proper security configurations and service availability of internet and intranet sites within the scope of the Department's guidelines provided by DS and DT;

(5) Logistics and infrastructure:

(a) DTOs maintain adequate spares and supplies for equipment and notify management of equipment shortages;

(b) DTOs provide inventory information to management when equipment is replaced;

(d) DTOs assist with property accounting, inventories, reconciliations, and reporting.

(6) Management: As assigned in work requirements statement;

(7) Operations:

(a) DTOs process daily telegraphic traffic;

(b) In accordance with mission standard operating procedures (SOP), DTOs administer and maintain systems;

(d) DTOs maintain user accounts in accordance with established policies and procedures;

(e) DTOs install and configure new DT equipment in accordance with mission and Department guidelines as directed or required;

(f) DTOs perform radio tests according to established standard operating procedures and 5 FAM 540, Voice Radio Systems, and 5 FAH-2 H-700, Managing Radio Networks;

(g) DTOs prepare and process classified pouch material as directed in accordance with SOPs and 14 FAH-4, Pouch and Mail Handbook; and

(h) DTOs provide assistance to users as required or requested.

(8) Reporting:

(a) DTOs record and report to RDTC and appropriate DT offices any anomalies with the system infrastructure; and

(b) DTOs record and draft outage reports for management in accordance with the mission's escalation procedure.

(9) Security:

(a) DTOs configure and maintain all systems in accordance with Department security guidelines;

(b) DTOs ensure proper safekeeping of classified materials and equipment in accordance with Department security guidelines;

(d) DTOs attend ISSO training prior to assume lead or alternate ISSO duties as required.

5 FAM 122 THROUGH 129 UNASSIGNED

UNCLASSIFIED (U)