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Technology Services BoardQuarterly Meeting
September 15, 20169:00 a.m. – 12:00 p.m.
September 15, 2016
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AGENDA
2September 15, 2016
TOPIC LEAD PURPOSE TIMEWelcome and opening remarks Michael Cockrill Information 9:00
Rhythm of Business Rob St. John Information 9:05
Policy Review• Policy 151 – Disaster Recovery• Policy 188 – Accessibility• Policy 184 – Data Center Investments
Rob St. JohnSue Langen
Ryan LeisingerCammy Webster
Discussion 9:10
Subcommittee Recap• Status of Enterprise Projects• Oversight Framework
Rob St. John Update 9:35
Technology Business Management Program Rob St. JohnCammy Webster
Bob Lanouette (LNI)
Information/Discussion 9:40
BREAK 10:20
Decision Package Criteria Weighting Rob St. JohnJim Hammond
Interactive Scoring 10:30
Privacy Initiatives Update Alex Alben Information 11:30
Public Comment 11:40
Executive Session – Closed to the Public Michael Cockrill Briefing 11:45
ADJOURN – 12:00 noon
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Current TSB Members
3
Blue – members presentBlack – members absent
Industry MembersKris Kutchera – Alaska Airlines*Butch Leonardson – BECU*Paul Moulton – Costco
Legislative MembersSen. Karen Fraser - Senate DSen. Mark Miloscia - Senate RRep. Derek Stanford - House DRep. Chad Magendanz - House R
Executive Branch (Agency Directors)Michael Cockrill – CIO & ChairDave Danner – UTCTracy Guerin - DRSVikki Smith – DOR
Other GovernmentBill Kehoe – CIO King CountyJeff Paulsen – Labor Rep
September 15, 2016
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Rhythm of BusinessInformation
4September 15, 2016
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OCIO Rhythm of Business
5September 15, 2016
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Policy ReviewDiscussion
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Where Are We?
Work Group Drafts
CIOs Review
TSB Sub Committee Recommends
CIO Adopts
Full TSB Approves
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Why Create Policy & Standards?
Support Desired Strategic Outcomes• Broad communication of desired
actions or behaviors• Reinforce enterprise expectations
where important
Standardize• Create efficiencies where possible • Support consistency in approach or
solution
Manage Risk• Financial• Legal• Political• Reputational• Technical/Security
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Policy 151 – IT Disaster Recovery Planning
9
Complete COOP
Create DR Plan(s) Train Staff
Test Annually
Act on Test Results
Update DR Plan
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Policy 188 - Accessibility
10Sept 15, 2016
Between 7% – 10% of Washington State’s 7 million citizens will benefit from more accessible services and content.
• Creates agency accountability
• Establishes a path to resolve access issues
• Engages disability community
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30 JUNE2019
11
Policy 184 – Data Center InvestmentsMigration Strategy Weigh Agency Impact
Business Value & Opportunity
Data Center Investment
Policy Date
Timeline
Agency Computer Rooms
State Data Center
Agency Data Centers
Policy Date
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12September 15, 2016
Policy 184 – Data Center Investments• Ambiguous expectations• Constrained waiver request process• Limited strategic thought around future physical compute needs
Old Policy Limitations
•Statewide data center facility investments narrowed to SDC•Right size allocation of debt service to help maximize federal participation•Prompt agency to develop plan to become compliant with RCW
Goals
• Timeline too aggressive• Competing priorities for agency scarce resources• Organizational change management impact
Agency Voiced Concerns
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Policy 184 – Results As of September 2016
September 15, 2016 13
OCIO Annual Certification
Data Center Inventory Submittal
40 Waiver Requests Submitted
Includes Plans Toward Compliance
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Subcommittee RecapUpdate
14September 15, 2016
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Washington State FAST ProjectsDOL - Prorate Fuel Tax
$4.5MOct 2014 to Oct 2016
DOL – Vehicles/Drivers$43M
Jul 2015 to Dec 2018
DOR - Tax & Licensing$36.6
Jul 2015 to Dec 2018
ESD – Unemployment$19.6
Apr 2015 to Apr 2017
FAST Enterprises, LLC
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Improving Project Outcomes
BudgetAlign technology strategy &
public policy
IT strategy
4-6 year projection
Lessons learned
Capital budget model
IT budget pool
PortfolioInvest in the right things
Enterprise strategies
Modern / Transform
Enterprise resource planning (ERP)
Unified business identifier (UBI)
Humans
eGov
Technology Business Management (TBM)
DeliveryExecute & deliver outcomes
Quality Assurance
Risk / Severity
Triggers / major projects to TSB
Process
People/skill
Responsibility
Governance
Project / Program management (PMO)
Taskforce
DoneDoneDone
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Project Assessment Reporting
Dashboard Reporting
Procurement Transparency
Technical Oversight
Project Oversight
Independent QA
Independent Verification &
Validation
TSB Review
Stage Gating
LowNegligible Moderate High
Project Risk Assessment
Leve
ls of
Ove
rsig
ht
Tran
spar
ency
Ente
rpris
e Ar
chite
ctur
e Al
ignm
ent
Risk
Man
agem
ent
Fina
ncia
l Con
trol
s
Ove
rsig
ht S
trat
egie
s
Concept for Oversight Framework
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Technology Business Management ProgramInformation / Discussion
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Washington leaders saw technology as a mystery black box
What do you get for spend?
Vulnerable to budget cuts
Over$1 Billion Annual IT
Spend
19September 15, 2016
Before TBM Program
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TBM Program Evolution
September 15, 2016 20
Total Cost of Ownership (TCO) Study Mandate (2010)
Gartner TCO Assessment (2011)
OCIO Created (2011)
OCIO Establishes TBM Program (2012)
Reporting Solution Selected (2012)
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TBM Program Goals
21September 15, 2016
Business Value
Communication
Cost Optimization
Transparency
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TBM Program Reporting
September 15, 2016 22
Audiences
Authorizing Environment
Statewide Investments
Decision Making
Agency Leaders Agency CIO
Agency Investment
Decision Making
Benchmark State &
Private Sector
OCIO
Track & Monitor Progress
Transparency
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LABOR & INDUSTRIES
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Lines of Business/Business Services
• Prevent bad things from happening to those that live and work in Washington
PREVENTION
• Assure response, recovery and remediation when bad things to happen
RECOVERY
• Provide enterprise-wide services and support to those conducting prevention and recovery
SUPPORT
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LNI – Business Services
25September 15, 2016
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LNI – Business Services IT Spend
September 15, 2016 26
$0 $500,000 $1,000,000 $1,500,000 $2,000,000 $2,500,000 $3,000,000
Support
Prevention
Recovery
FY16
13
43
18
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LNI – What We’re Working Toward
September 15, 2016 27
DATA GATHERING FOR MORE GRANULAR DETAIL
What is the IT cost of electrical permit? What does it cost to initiate a claim?
USING DATA TO START DISCUSSION
Are we reflecting reality?
What needs improvement?
What are we missing?
What services need to be added?
IMPROVING DATA MAPPING
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LNI – What We’re Working Toward
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Labor & Industries: Next Steps
September 15, 2016 29
Improving• Process• Systems• Technology
Commercial Off-The-Shelf-Software (COTS)
first
Use TBM in Decision Process
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WaTech
September 15, 2016 30
LEAN Initiative - Customer Billing
Electronic Access Billing Detail
InterAgency Spending Trend (EL Charges)
Reduced Paper Billing
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Interagency Spend (EL) Billing Trend
September 15, 2016 31
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Interagency Spend (EL) Billing Detail
September 15, 2016 32
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• Application vs. Infrastructure• Internal & External Labor Cost
IT Resource Tower & Cost Pools
• Increase Acquisition vs. Maintenance & Operation
Spend Type
• Drivers behind uphill trend• $1.03B (FY14) to $1.28B (FY16)
Increased Spend Trend
• Increased spend Higher Education
Spend by Government Sector
OCIO Reporting – What We Are Learning
September 15, 2016 33
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IT Spend Type
September 15, 2016 34
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IT Spend Across Government Sectors
September 15, 2016 35
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Increased IT Spend – Higher Education
September 15, 2016 36
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IT Spend by IT Resource Towers
September 15, 2016 37
Fiscal Year 2016
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IT Spend by Cost Pool
September 15, 2016 38
Fiscal Year 2016
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Increased IT Spend– Contract Services (External Labor)
September 15, 2016 39
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Increased IT Spend – Internal Labor
September 15, 2016 40
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Statewide FTE Count Reported in AFRS
September 15, 2016 41
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Authorizing Environment Reporting
• IT Spend by Government Sector• Spend by Technology Towers• Cost Pools
Biennial Report
• Compare fiscal year IT Spend
Annual Trend
September 15, 2016 42
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QUESTIONS?
September 15, 2016 43
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Decision Package Criteria Weighting
44September 15, 2016
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Budget Law for Decision Packages
Strategic Alignment Transparency Enterprise View
45September 15, 2016
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DP Prioritization Process Steps
46September 15, 2016
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FY17-19 DP Budget Request Criteria
Business Driven IT Management
Architectural Standards
Technology Alignment
Security / Privacy
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Criteria Weighting - Pairwise Comparison
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Privacy Initiatives Update
49September 15, 2016
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Privacy Modeling
• First of a kind effort to create a tool to identify applicable privacy laws for end users
• Will have utility for state and local governments• A web-based application that takes a set of user inputs (types of
personal information) and delivers outputs (guidelines for use based on applicable privacy laws)
• Funded by a Hewlett Foundation grant• Here’s a “sneak preview” . . .
50September 15, 2016
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Step 1: CategoryStep 4: Results
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Launched new Privacy Web Site• Better “tips and tools” for consumers• Part of “Education and Outreach” charter• Current privacy articles
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Two more projects
One-Click Data Sharing• Promote ease of use for
authorized data sharing• Complement existing legal forms• Web-based application
Privacy Assessment Report• Based on 45 agencies
completing survey• First of a kind assessment• Will develop “best practices”
based on results
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Public Comment
54September 15, 2016
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Executive Session
55September 15, 2016