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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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14
15
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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
4
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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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