Agile Gov't Virtual Event presentation - Transparency, Balance and Collaboration in the State of Oregon

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The problem:

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IT Governance

Governance Mechanisms

Decision Domains

Approaches to Decision

Making

Aspects of IT GovernanceIT Governance can be viewed as a combination of three high-level aspects1

How will decisions

be made

Who will make

these decisions

What decisions

must be madeWhat is the process

for monitoring results

1A Matrixed Approach to Designing IT Governance , MIT Sloan Management Review, by Peter Weill and Jeanne Ross

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Future Governance Model

No centralized IT Governance Model for aligning IT

service delivery or activities across the state

Action pending to empower the State CIO to

coordinate the IT expenditures, services and

resources within the State

Multiple agency IT Governance models to align

individual agency business objectives

Limited cost and resource sharing across the state

with no standards for infrastructure or applications

Parochial agency view to optimizing agency activities

and coordination

Architected approach to align state IT expenditures

and services to optimize service costs

Multi-layer IT Governance Model that approves,

monitors, and coordinates IT service delivery to the

policy areas

Provide a better return on the states IT investments

utilizing shared services to optimize effectiveness

Monitor architecture, projects, and processes to

increase business value, reduce risk, and make IT

differences that truly make a difference (Carr)

Transition the states fragmented IT Governance

model in to a phased implementation utilizing the ELT

Model for Governance

Focus on the immediate opportunities with proposed

legislative changes to focus cooperative activities to

established shared governance processes

Integrate the existing initiative for a state-wide

Portfolio and Project Management shared service into

the IT Governance transition

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Governor/COO/State CIO

Enterprise Leadership Team

Enterprise IT Governance Steering Team

State CIO/Strategic Technology Officers (STO)

Public Safety Human

Services

Healthy

EnvironmentsEducation

ELT/EITGST Delegated Responsibilities/Authority

Sets enterprise direction and standards

Establishes enterprise business objectives

Oversees IT Governance

Ensures IT risk management process and risk optimization

Approves and supports enterprise standards

Directs enterprise IT investments/lifecycle

Prioritizes and approves enterprise IT initiatives

Ensures enterprise IT project implementation

Ensures enterprise transparency

Office of the State CIO Responsibilities/Authority

Statewide Information Resource Management Plan

Shared Services leadership and coordination (STOs)

Enterprise Project Portfolio Management (STOS)

Enterprise Utility leadership and coordination (STOs)

Enterprise policy setting, oversight , QA, Leg reporting

Enterprise IT Infrastructure policy

Enterprise IT Security policy and direction

Enterprise GIS and Broadband Policy &Coordination

Agency CIO Responsibilities/Authority:

Agency program policy and direction

Agency IT Prioritization

Local and Desktop/LAN support

Unique Business specific applications

IT purchases for department specific activities

Enterprise Utility Services

Gov Policy Adv

Programs Business

Agencies CIOs

Procurement

LFO

CFO

Other Partners

State AdminTransportation/Eco Develop

Shared

Services

STO

Gov Policy Adv

Programs Business

Agencies CIOs

Procurement

LFO

CFO

Other Partners

Gov Policy Adv

Programs Business

Agencies CIOs

Procurement

LFO

CFO

Other Partners

Gov Policy Adv

Programs Business

Agencies CIOs

Procurement

LFO

CFO

Other Partners

Gov Policy Adv

Programs Business

Agencies CIOs

Procurement

LFO

CFO

Other Partners

Gov Policy Adv

Programs Business

Agencies CIOs

Procurement

LFO

CFO

Other Partners

Shared

Services

STO

Shared

Services

STO

Shared

Services

STO

Shared

Services

STO

Shared

Services

STO

Enterprise

Utility

Services

Shared Services

Unique Agency Functions

Enterprise IT Governance Model

Strategic Technology Office

State CIO

Customer

Utility Board

Service

Owners

Providers

Ente

rpri

se IT

Po

rtfo

lio

State CIO

Shared

Business

Segment

Directors

Agency

Governance

Committees

State CIO

Alex Pettit

Enterprise

Leadership TeamEnterprise IT

Governance Steering

Team

GovernorEn

terp

rise

Arc

hit

ectu

re

State COO

Michael Jordan

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Project Inventory

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Joint Project Portfolio ReviewApril 2014 OSCIO and LFO staff reviewed/analyzed an initial Project Portfolio List which included 81 items (active/planned projects and operational initiatives) comprised of information gathered from multiple sources.

This Joint/Cross-Branch review/analysis resulted in refinement and segmentation of the the Portfolio into one or more of the following categories for further review, analysis & action.

IT related Biennial Budget Instructions Spreadsheet for all projects >$150,000 (BASE or POP) Working with Enterprise Technology Services Division Policy Option Package (new $, Positions, Limitation) Business Case for all projects >$1M

Business Case Document (Initial and updates for continuing projects)

Detailed Project Plan for continuing projects not previously approved by the State CIO.

IT Investment Review and Approval Policy Information Resource Request & Business Case for all projects >$150,000

IT Oversight & QA Policy Requirements Independent QA Oversight for projects with a major IT component

HB 4122 Preliminary QA Services Ongoing Quality Management Services

Other Statutory Obligations e.g. ORS 184.473-184.477, 291.038, 291.039, etc.

Policy & Legislative Direction

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Simple Model (Stage Gate Focus)

Stage

Endorsement

Stage

Endorsement

Stage

Endorsement

Stage

Endorsement

Stage 1: High Level Planning

Stage 2: Detailed Business Case & Foundational Planning

Stage 3: Detailed Planning

Stage 4: Execution

1 2 3

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Projects Pre-Stage 1 Endorsementdeveloping high level plans,

high level business cases & foundational plans (as of 12/31/14)

Bus. Analysis for Info. Sys., Corrections

Elec. Health Record, Corrections

Corrections Intranet, Corrections

Corrections Information System, Corrections

Facilities WiFi, Corrections

HR Info. Sys., DAS

Early Leaning Info Sys, Education

OR Employer Serv. Portal Phase 2, Justice

Child Support Micro Conversion, Justice

Summation Upgrade, Justice

Next Generation 9-1-1, Military

Property Valuation, Revenue

CrimeVue Replacement, State Police

Cent. Hwy. Approach Maint., Transportation

Financial/STIP Mgt. Release 2, Transportation (Not a project per ODOT)

ETS Server Upgrade, Transportation

DMV Service Transformation Program, Transportation

Time & Attendance, Transportation

Data Warehouse, Youth Authority

JJIS.net, Youth Authority

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Projects with Stage 1 Endorsementcompleted high level plans;

developing detailed business case & foundational plans(as of 12/31/14)

CFO Capital Assessment Plan, DAS ETS

Equip. Replacement, DAS ETS

Contract Voice Services, DAS ETS

MMIS: TMSIS (Rpt.), DHS

Child Support Sys. Modern. (CSEAS2), DOJ

Stage 1

State Longitudinal Data Sys., Education Investment Board

Software Upgrade, Health

Home Visit Data Sys., Health (passed Stage 1 but is now

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Projects with Stage 2 Endorsement completed detailed business case & foundational plans;

developing detailed plans

(as of 12/31/14)

Data Mgmt. Consolidation, DAS

Call Center Upgrade, Employment

Unemployment System Modernization, Employment

Software Configuration Mgt., Employment

Perf. Rpt. Info. Sys., Employment

MMIS Disaster Recovery, Health

MAGI Medicaid System Transfer, Health

Individual Account Program Transfer, PERS

FirstNet prep, DAS OSCIO (was Transportation)

Stage 2

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Projects with Stage 3 Endorsementcompleted detailed project plans;

in execution (as of 12/31/14 - all were in-flightprior to establishment of stage-gate process)

Data for Analysis, Comm. Colleges

HVAC Central Control, DAS ETS

Oracle to .NET Conversion, DCBS

Cross Media Rpt. Reg., DEQ

Compliance/Enforcement Sys., DEQ

COMPASS Perf. Outcomes, DHS

Child Care Billing/Attendance, DHS

WIC Elec. Benefits Transfer, DHS

Advancing Longitudinal Data (ALDER), Education

Enterprise Hardware, Employment

Case Mgt. for Admin. Hearings, Employment

Unisys Migration, Fish

Internet Point of Sale, Fish

Forest Elec. Rpt./Notification, Forestry

Woods Acct. & Log Tracking, Forestry

Medicaid Info. Mgt. ICD-10 Codes, Health

Avatar (Behavioral Health), Health

Medicaid Info. Mgt. Sys. EDI, Health

Core Sys. Replacement, Revenue

Drivers License Issuance, Transportation

Fuel Tax Sys. Replacement, Transportation

Remedy Upgrade, Transportation

Right of Way Tracking, Transportation

Road Usage Charge, Transportation

Software Upgrades, Transportation

State Radio Project, Transportation

Server Replacement, Transportation

Microfilm Replacement, Transportation

Stage 3

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Projects with Stage 4 EndorsementCompleted execution;

closing project and transitioning to business operations,(as of 12/31/14)

Stage 4

Financial/STIP Mgt. Phase 1, Transportation

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Projects on Hold or Stopped

Business Intelligence, DCBS (Stage 1)

Child Welfare Elec. Client, DHS (Stage 1)

Payroll Rpt., Employment (Stage 1)

Modernization, DHS (Stage 3)

UI Connectivity, Employment (Stage 3)

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