DHS · DHS-2296 · record R1966

OCFO Response Augmentation Suite

Department of Homeland Security · FEMA

Overview

Development stage: DeployedSource: c) Deployed – The use case is being actively authorized or utilized to support the functions or mission of an agency.
High-impact designation: Not high-impactSource: c) Not high-impact
Impact justification: Not reported
Start date: 2024-02-01 (day precision)Source: 2024-02-01T00:00:00
Withheld from public reporting: Not reported

Mission

Topic area: Administrative Functions
Operational functions: No function tag matched Derived by keyword rules; see methodology

Problem the AI is intended to solve

FEMA Office of the Chief Financial Officer Generative Pre-trained Transformer (OCFO GPT), Travel Policy GPT and Fiscal Policy GPT are internal Generative AI (GenAI) tools designed to support the FEMA workforce by generating initial responses to various queries. These tools leverage relevant public and internal documents to draft preliminary responses, which are then refined prior to formal submission. FEMA OCFO GPT generates initial responses to questions for the record, leveraging public and internal documents, and provides a preliminary response to the Program Office to use in their formal response to the request. It reduces the data gathering stage, saving analysts 80% of the initial effort. Travel Policy GPT generates initial responses to questions regarding FEMA/DHS Travel Policy, including the JTR, and provides a preliminary response to the travel specialist to use in their formal response to the queries. It improves response times, saving users 80-90% of the time compared to regular engagement with the Travel Service Center. Fiscal Policy GPT provides preliminary responses to questions regarding FEMA/DHS Fiscal Policy and will generate a draft response with references to assist FEMA internal workforce in compliance with established policy. It saves users 80-90% of the time compared to regular engagement with DHS /FEMA OCFO policy and speeds up resolution times.

Expected benefits

FEMA OCFO GPT-B is an internal facing GenAI tool to augment the FEMA workforce in generating initial responses to questions for the record and providing a preliminary response to the Program Office to use in their formal response to the request. FEMA OCFO GPT provides draft responses reducing the data gathering stage and providing additional time for analysis, response, and approval. This has reduced the analyst initial level of effort versus individual research by 80% on initial surveys. Travel Policy GPT is an internal facing GenAI tool to augment the FEMA workforce in generating initial responses to questions regarding FEMA/DHS Travel Policy, and providing a preliminary response to the travel specialist to use in their formal response to the queries. The tools provide improved responses saving the end user time versus regular engagement with the Travel Service Center. The tool also allows travelers to ask specific questions that require Travel Service Center engagement, limiting the needed triage and speeding resolution times. Fiscal Policy GPT is an internal facing GenAI tool to augment the FEMA workforce in providing preliminary responses to questions regarding FEMA/DHS Fiscal Policy. The tool provides improved responses saving the end user time versus regular engagement with the DHS/FEMA OCFO Policy. The tool also allows internal users to ask specific questions that require Fiscal Policy engagement, limiting the needed triage and speeding resolution times.

System outputs

FEMA OCFO GPT is an internal facing GenAI tool to augment the FEMA workforce in generating initial responses to questions for the record and providing a preliminary response to the Program Office to use in their formal response to the request. FEMA OCFO GPT leverages public facing and internal deliberative documents to assist in answering questions the Agency receives. The tool generates a draft response that is then refined/updated prior to providing a formal response. Travel Policy GPT is an internal facing GenAI tool to augment the FEMA workforce in generating initial responses to questions regarding FEMA/DHS Travel Policy and providing a preliminary response to the travel specialist to use in their formal response to the queries. The tool generates a draft response that is then refined/updated prior to providing a formal response. Fiscal Policy GPT is an internal facing GenAI tool to augment the FEMA workforce in providing preliminary responses to questions regarding FEMA/DHS Fiscal Policy. Fiscal Policy GPT will leverage the DHS FMPM and FEMA Fiscal Policy documents. The tool is planned to generate a draft response with references to assist FEMA internal workforce in compliance with established policy. These tools are leveraged in the data gathering stage and do not replace any current analysts work or leadership review, as required, prior to submittal via any formal request for information process.

Technology

AI classification: Generative AISource: Generative AI: AI that generates new or synthetic content (e.g., images, videos, audio, text, code).
System name(s): FEMA OCFO GPT
Custom-developed code: Yes
Public source code: Not reported

Sourcing

How it was built: Contract and in-houseSource: c) Developed with both contracting and in-house resources
Vendor (as reported): Microsoft (OpenAI Azure Commercial Cloud offerings)
Vendors (standardized): MicrosoftOpenAI

A vendor is the supplier named by the agency. It does not identify the underlying model or AI technology.

Data and privacy

Involves PII: No
Privacy Impact Assessment: Not reported
Authorization to Operate: Yes
Demographic features: Not reported
Training and evaluation data: Budget Exhibits, Passback Materials, Hearing Testimony, Questions Received, Answers Provided Travel Policy Documents (Joint Travel Regulation (JTR), DHS Travel Policy, FEMA Travel Policy) Fiscal Policy Documents - Treasury Financial Manual (TFM), DHS Financial Policy Manual, FEMA Fiscal Policies
Federal Data Catalog: Not reported

Governance

0 of 8 minimum-practice questions answered. A blank answer means the agency reported nothing; it does not mean the practice is absent.

Pre-deployment testingNo answer reported

AI impact assessmentNo answer reported

Independent reviewNo answer reported

Ongoing monitoringNo answer reported

Operator trainingNo answer reported

Fail-safeNo answer reported

Appeal processNo answer reported

User and public consultationNo answer reported

Potential impacts and how they were identified

Not reported