Web Tracking System (WTS)

General Information

Technologies must be operated and maintained in accordance with Federal and Department security and privacy policies and guidelines. More information on the proper use of the TRM can be found on the TRM Proper Use Tab/Section.

Website:	Go to site
Description:	Web Tracking System (WTS), (formerly known as Neopost Web Tracking System) automates and manages mail and package operations. This includes tracking the chain of custody of inbound packages and managing the logistics of business assets. This technology is an internal tracking solution that provides reliable end-to-end visibility into internal delivery activity. This technology is available in two editions; Web Tracking System Email and Web Tracking System Lite. This TRM entry will cover both instances. Note: Neopost Web Tracking System (WTS) is now known as Quadient WTS. The TRM decisions in this entry only apply to technologies and versions owned, operated, managed, patched, and version-controlled by VA. This includes technologies deployed as software installations on VMs within VA-controlled cloud environments (e.g. VA Enterprise Cloud (VAEC)). Cloud services provided by the VAEC, which are listed in the VAEC Service Catalog, and those controlled and managed by an external Cloud Service Provider (i.e. SaaS) are not in the purview of the TRM. For more information on the use of cloud services and cloud-based products within VA, including VA private clouds, please see the Enterprise Cloud Solutions Office (ECSO) Portal at: https://dvagov.sharepoint.com/sites/OITECSO This entry covers the Desktop Edition of this technology and not any mobile versions. Please note that the implementation of mobile technology applications that operate on Mobile Operating Systems must be reviewed and approved by the Mobile Technology and Endpoint Security Engineering Team: http://vaww.eie.va.gov/SysDesign/CS/MT/default.aspx
Technology/Standard Usage Requirements:	Users must ensure their use of this technology/standard is consistent with VA policies and standards, including, but not limited to, VA Handbooks 6102 and 6500; VA Directives 6004, 6513, and 6517; and National Institute of Standards and Technology (NIST) standards, including Federal Information Processing Standards (FIPS). Users must ensure sensitive data is properly protected in compliance with all VA regulations. Prior to use of this technology, users should check with their supervisor, Information Security Officer (ISO), Facility Chief Information Officer (CIO), or local Office of Information and Technology (OI&T) representative to ensure that all actions are consistent with current VA policies and procedures prior to implementation.
Section 508 Information:	This technology has not been assessed by the Section 508 Office. The Implementer of this technology has the responsibility to ensure the version deployed is 508-compliant. Section 508 compliance may be reviewed by the Section 508 Office and appropriate remedial action required if necessary. For additional information or assistance regarding Section 508, please contact the Section 508 Office at Section508@va.gov.
Decision:	View Decisions

Decision Source:	TRM Mgmt Group
Decision Process:	One-VA TRM v23.3
Decision Date:	03/08/2023 at 04:43:34 UTC
Aliases:	WTS; WTS-P; Quadient WTS; Neopost Web Tracking System; Neopost WTS
Introduced By:	TRM Request
Vendor Name:	Quadient

Vendor Release Information

The Vendor Release table provides the known releases for the TRM Technology, obtained from the vendor (or from the release source).

Version	Release Date	Vendor End of Life Date	Vendor Desupport Date
Version 3146
Version 3523	09/21/2015
Version 3720	05/17/2017
Version 2.x	02/28/2023

Current Decision Matrix (03/01/2023)

Users must ensure their use of this technology/standard is consistent with VA policies and standards, including, but not limited to, VA Handbooks 6102 and 6500; VA Directives 6004, 6513, and 6517; and National Institute of Standards and Technology (NIST) standards, including Federal Information Processing Standards (FIPS). Users must ensure sensitive data is properly protected in compliance with all VA regulations. Prior to use of this technology, users should check with their supervisor, Information Security Officer (ISO), Facility Chief Information Officer (CIO), or local Office of Information and Technology (OI&T) representative to ensure that all actions are consistent with current VA policies and procedures prior to implementation.

The VA Decision Matrix displays the current and future VA IT position regarding different releases of a TRM entry. These decisions are based upon the best information available as of the most current date. The consumer of this information has the responsibility to consult the organizations responsible for the desktop, testing, and/or production environments to ensure that the target version of the technology will be supported. Any major.minor version that is not listed in the VA Decision Matrix is considered unapproved for use.

Legend:

White	Approved: The technology/standard has been approved for use.
Yellow	Approved w/Constraints: The technology/standard can be used within the specified constraints located below the decision matrix in the footnote[1] and on the General tab.
Gray	Unapproved: This technology or standard can be used only if a POA&M review is conducted and signed by the Authorizing Official Designated Representative (AODR) as designated by the Authorizing Official (AO) or designee and based upon a recommendation from the POA&M Compliance Enforcement, has been granted to the project team or organization that wishes to use the technology.
Orange	Divest: VA has decided to divest itself on the use of the technology/standard. As a result, all projects currently utilizing the technology/standard must plan to eliminate their use of the technology/standard. Additional information on when the entry is projected to become unapproved may be found on the Decision tab for the specific entry.
Black	Prohibited: The technology/standard is not (currently) permitted to be used under any circumstances.
Blue	Planning/Evaluation Constraint:The period of time this technology is currently being evaluated, reviewed, and tested in controlled environments. Use of this technology is strictly controlled and not available for use within the general population. If a customer would like to use this technology, please work with your local or Regional OI&T office and contact the appropriate evaluation office displayed in the notes below the decision matrix. The Local or Regional OI&T office should submit an inquiry to the TRM if they require further assistance or if the evaluating office is not listed in the notes below.

Release/Version Information:

VA decisions for specific versions may include a ‘.x’ wildcard, which denotes a decision that pertains to a range of multiple versions.

For example, a technology approved with a decision for 7.x would cover any version of 7.(Anything) - 7.(Anything). However, a 7.4.x decision would cover any version of 7.4.(Anything), but would not cover any version of 7.5.x or 7.6.x on the TRM.

VA decisions for specific versions may include ‘+’ symbols; which denotes that the decision for the version specified also includes versions greater than what is specified but is not to exceed or affect previous decimal places.

For example, a technology approved with a decision for 12.6.4+ would cover any version that is greater than 12.6.4, but would not exceed the .6 decimal ie: 12.6.401 is ok, 12.6.5 is ok, 12.6.9 is ok, however 12.7.0 or 13.0 is not.

<Past

CY2016

CY2017

CY2018

Future>

Release

Q1

Q2

Q3

Q4

Q1

Q2

Q3

Q4

Q1

Q2

Q3

Q4

Version 3146

Approved w/Constraints
[1, 2, 3, 4, 5]

Approved w/Constraints
[4, 5, 6]

Divest
[4, 5, 6]

Divest

Divest
[2, 7, 8, 9, 10, 11]

Divest
[7, 8, 9, 11, 12, 13]

Unapproved

Version 3523

Unapproved

Approved w/Constraints
[4, 5, 6]

Divest

Approved w/Constraints
[2, 7, 8, 9, 10, 11]

Approved w/Constraints
[7, 8, 9, 11, 12, 13]

Divest
[7, 8, 9, 11, 12, 13]

Divest
[8, 9, 12, 14, 15]

Version 3720

Unapproved

Approved w/Constraints
[2, 7, 8, 9, 10, 11]

Approved w/Constraints
[7, 8, 9, 11, 12, 13]

Approved w/Constraints
[8, 9, 12, 14, 15]

Version 2.x

Unapproved

Decision Constraints


[1]	Also, based on the TRM constraints placed on MySQL databases, Neopost LMS can only be used within the VA Intranet and must not be Internet-facing. (See the MySQL database TRM entry for more details) As of this writing, this product lists dependencies on an older version of Java that will soon be unsupported by the vendor. The implementations of this product must comply with TRM guidance on Java including Java versions. See the appropriate Java TRM entry for more details.

[2]	In cases where the technology is used for external connections, a full Enterprise Security Change Control Board (ESCCB) review is required in accordance VA Directive 6004 , VA Directive 6517, and VA Directive 6513. The local ISO can advise on the ESCCB review process.

[3]	Per the May 5th, 2015 memorandum from the VA Chief Information Security Officer (CISO) FIPS 140-2 Validate Full Disk Encryption (FOE) for Data at Rest in Database Management Systems (DBMS) and in accordance with Federal requirements and VA policy, database management must use Federal Information Processing Standards (FIPS) 140-2 compliant encryption to protect the confidentiality and integrity of VA information at rest at the application level. If FIPS 140-2 encryption at the application level is not technically possible, FIPS 140-2 compliant full disk encryption (FOE) must be implemented on the hard drive where the DBMS resides. Appropriate access enforcement and physical security control must also be implemented. All instances of deployment using this technology should be reviewed to ensure compliance with VA Handbook 6500 and National Institute of Standards and Technology (NIST) standards. It is the responsibility of the system owner to work with the local CIO (or designee) and Information Security Officer (ISO) to ensure that a compliant DBMS technology is selected and that if needed, mitigating controls are in place and documented in a System Security Plan (SSP).

[4]	Due to potential information security risks, cloud based versions of this product are not permitted without a waiver signed by the Deputy CIO of ASD based upon a recommendation from the Architecture and Engineering Review Board (AERB). In addition, cloud based features of this software may not be used without an Enterprise Security Change Control Board (ESCCB) approval to ensure that confidential organization and/or PII/PHI data are not compromised (ref: VA Directive 6004, VA Directive 6517 and VA Directive 6513). Use of public cloud storage requires documented Federal Risk and Authorization Management Program (FedRAMP) compliance and a Memorandum of Understanding / Interconnection Security Agreement (MOU/ISA) between the vendor and VA prior to ESCCB review.

[5]	Veterans Affairs (VA) users must ensure VA sensitive data is properly protected in compliance with all VA regulations. All instances of deployment using this technology should be reviewed by the local ISO (Information Security Officer) to ensure compliance with VA Handbook 6500.

[6]	Because of the TRM constraints on MySQL databases, Neopost WTS can only be used within the VA Intranet and must not be Internet-facing. See the MySQL database TRM entry for more details. As of this writing, this product lists dependencies on an older version of Java that will soon be unsupported by the vendor. The implementations of this product must comply with TRM guidance on Java including Java versions. See the appropriate Java TRM entry for more details.

[7]	Users must follow the constraints listed in the Initial Product Review (IPR): Ensure use of a FIPS 140-2 validated cryptographic module to secure VA sensitive data in applications and devices. Database Management Systems (DBMS) used in VA will be encrypted using FIPS 140-2 (or its successor) validated encryption as stated in Section SC-28: Protection of information at Rest of the VA Handbook 6500. If FIPS 140-2 at the application level is not possible technically, FIPS 140-2 compliant full disk encryption (FOE) must be implemented on the hard drive where the DBMS resides as stated in the May 5, 2015 memo from the VA Deputy Assistant Secretary for Information Security titled "FIPS 140-2 Validated Full Disk Encryption (FOE) for Data at Rest in Database Management Systems (DBMS)`. Proper adherence to VA server hardening standards / baseline is highly recommended to avoid unauthorized personnel access to VA sensitive data. WTS should be deployed locally (on-premise) on customer-owned and managed servers (i.e., VA servers), rather than as its cloud-based version. It is advised that if future projects require WTS cloud-based implementation, it must be deployed utilizing a FedRAMP compliant CSP. The FedRAMP approved impact level of the cloud service must be in compliance with VA requirements for the system being leveraged. In such case, VA should clearly define the required security controls and document requirements as listed below: Complete a Memorandum of Understanding and Interconnection Security Agreement (MOU/ISA) for the external connection to take place as stated in VA Handbook 6500 and VA Directive 6513 - Secure External Connections. Develop a document that summarizes security control ownership and indicates which controls are owned and managed by the Cloud Service Provider (CSP), and which controls are owned and managed by VA. All traffic to and from the CSP must traverse the VA Trusted Internet Connection (TIC) gateway. TIC compliance is a shared responsibility between the CSP and VA. The CSP is required to provide an architecture that supports TIC while VA enforces TIC routing and compliance.

[8]	Per the May 5th, 2015 memorandum from the VA Chief Information Security Officer (CISO) FIPS 140-2 Validate Full Disk Encryption (FOE) for Data at Rest in Database Management Systems (DBMS) and in accordance with Federal requirements and VA policy, database management must use Federal Information Processing Standards (FIPS) 140-2 compliant encryption to protect the confidentiality and integrity of VA information at rest at the application level. If FIPS 140-2 encryption at the application level is not technically possible, FIPS 140-2 compliant full disk encryption (FOE) must be implemented on the hard drive where the DBMS resides. Appropriate access enforcement and physical security control must also be implemented. All instances of deployment using this technology should be reviewed to ensure compliance with VA Handbook 6500 and National Institute of Standards and Technology (NIST) standards. It is the responsibility of the system owner to work with the local CIO (or designee) and Information Security Officer (ISO) to ensure that a compliant DBMS technology is selected and that if needed, mitigating controls are in place and documented in a System Security Plan (SSP).

[9]	Veterans Affairs (VA) users must ensure VA sensitive data is properly protected in compliance with all VA regulations. All instances of deployment using this technology should be reviewed by the local ISO (Information Security Officer) to ensure compliance with VA Handbook 6500.

[10]	Due to potential information security risks, cloud based technologies may not be used without the approval of the VA Enterprise Cloud Services (ECS) Group. This body is in part responsible for ensuring organizational information, Personally Identifiable Information (PII), Protected Health Information (PHI), and VA sensitive data are not compromised. (Ref: VA Directive 6004, VA Directive 6517, VA Directive 6513 and VA Directive 6102).

[11]	Technology must remain patched and operated in accordance with Federal and Department security policies and guidelines in order to mitigate known and future security vulnerabilities.

[12]	Due to potential information security risks, cloud based technologies may not be used without the approval of the Enterprise Cloud Solution Office (ECSO). This body is in part responsible for ensuring organizational information, Personally Identifiable Information (PII), Protected Health Information (PHI), and VA sensitive data are not compromised. (Ref: VA Directive 6004, VA Directive 6517, VA Directive 6513 and VA Directive 6102).

[13]	In cases where the technology is used for external connections, a full Enterprise Security Change Control Board (ESCCB) review is required in accordance VA Directive 6004 , VA Directive 6517, and VA Directive 6513. The local ISO can advise on the ESCCB review process.

[14]	Users must abide by the constraints listed in the Initial Product Review: Ensure use of a FIPS 140-2 validated cryptographic module to secure VAsensitive data in applications and devices. Database Management Systems(DBMS) used in VA will be encrypted using FIPS 140-2 (or its successor)validated encryption as stated in Section SC-28: Protection of information at Restof the VA Handbook 6500. If FIPS 140-2 at the application level is not possibletechnically, FIPS 140-2 compliant full disk encryption (FOE) must beimplemented on the hard drive where the DBMS resides as stated in the May 5,2015 memo from the VA Deputy Assistant Secretary for Information Securitytitled `FIPS 140-2 Validated Full Disk Encryption (FOE) for Data at Rest inDatabase Management Systems (DBMS)`. Proper adherence to VA server hardening standards / baseline is highly recommended to avoid unauthorized personnel access to VA sensitive data. WTS must be deployed locally (on-premise) on customer-owned and managed servers (i.e., VA servers), rather than as its cloud-based version. It is advised that if future projects require WTS cloud-based implementation, it must be deployed utilizing a FedRAMP compliant CSP. The FedRAMP approved impact level of the cloud service must be in compliance with VA requirements for the system being leveraged. In such case, VA must clearly define the required security controls and document requirements as listed below. Complete a Memorandum of Understanding and Interconnection Security Agreement (MOU/ISA) for the external connection to take place as stated in VA Handbook 6500 and VA Directive 6513 - Secure External Connections. Develop a document that summarizes security control ownership and indicates which controls are owned and managed by the Cloud Service Provider (CSP), and which controls are owned and managed by VA. All traffic to and from the CSP must traverse the VA Trusted Internet Connection (TIC) gateway. TIC compliance is a shared responsibility between the CSP and VA. The CSP is required to provide an architecture that supports TIC while VA enforces TIC routing and compliance.

[15]	Due to National Institute of Standards and Technology (NIST) identified security vulnerabilities, extra vigilance should be applied to ensure the versions remain properly patched to mitigate known and future vulnerabilities. The local ISO can provide assistance in reviewing the NIST vulnerabilities.

Note:

At the time of writing, the vendor confirmed that 2.79 is the latest version, released 02/28/2023. Please note that the versioning schema has changed do to an acquisition.

References

The following reference(s) are associated with this entry:
Type	Name	Source	Description

Technology Components

Note: This list may not be complete. No component, listed or unlisted, may be used outside of the technology in which it is released. The usage decision for a component is found in the Decision and Decision Constraints.
Name	Description
Asset Tracking Module	The Asset Tracking Module catalogs, tracks and traces items such as electronic equipment, software licenses, furniture, utilities, and office supplies.
Database Component	This technology comes packaged with a proprietary Maria DB. The vendor manages the distribution package of this database. The database handles the personnel and location data for this software.

VA Categories View the VA Categorization Framework

Domain Area	Category	Customer Guidance	Category Locked By ELT Date
Collaboration and Electronic Workplace Productivity Software	Miscellaneous Productivity Tools and Utilities

Operating Systems Supported by the Technology

Windows Client - Approved w/Constraints
Windows Server - Approved w/Constraints

Technologies/Standards Relationships

Runtime Dependencies:

Comparable Technologies:

Companion Technologies/Supported Standards:

Hypertext Transfer Protocol (HTTP)

General Analysis

Adoption Benefits

At the time of writing, no National Institute of Standards and Technology (NIST) vulnerabilities had been reported and no VA Cyber Security Operations Center (CSOC) bulletins had been issued for the latest versions of this technology.
This technology may increase productivity for users who manage mail rooms and track the progress of shipped packages.

Adoption Risks

This technology relies on Java Runtime Environment (JRE) - Oracle, which has a rapid release and update schedule.
There are multiple TRM-approved technologies with similar or duplicate functionalities.
Per vendor statement, WTS uses AES 256 encryption for customer data at rest if the feature is enabled. However, for a premise-based system, if users want to encrypt data in motion, it is advised by the vendor to use a self-signed SHA256 certificate. Both of these protocols appear to comply with Federal Information Processing Standards (FIPS) 140-2 based on the following link: http://csrc.nist.gov/publications/fips/fips140-2/fips1402annexa.pdf. But a protocol analyzer such as Ubiquia does not indicate any specific certification that is FIPS 140-2 supported and will secure communication between client and server. There is no indication that documents the product itself is FIPS 140-2 certified.
Web Tracking System (WTS) can be implemented as a cloud-based solution. Quadient is not listed as Federal Risk and Authorization Management Program (FedRAMP) authorized, ready, or in-process. Future implementation at VA would require a FedRAMP approved Cloud Service Provider (CSP) from a select list.
The potential exists to store Personally Identifiable Information (PII), Protected Health Information (PHI) and/or VA Sensitive data and proper security standards must be followed in these cases.
Due to the rapid release schedule of this technology, the VA may be unable to update to the most recent patch and may require a deployment model requiring the use of specific versions.
There have been several reported vulnerabilities in versions of Oracle MySQL. For example, CVE-2016-5440 states, “Unspecified vulnerability in Oracle MySQL 5.6.30 and earlier, and 5.7.12 and earlier allows remote administrators to affect availability via vectors related to Server: RBR”.
Microsoft Internet Explorer, a dependency of this technology, is in End-of-Life status and must no longer be used.

Architectural Risks

This technology is not portable as it runs only on Windows platforms.
This technology includes cloud-based functionality which has potential information security risks.

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