1 expect the best briefing to the it investment board august 11, 2004 annual itib recommended...

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Briefing to the IT Investment Board

August 11, 2004

Annual ITIB Recommended Technology Investment Projects (RTIP) Report to Governor & General Assembly - 2004

www.vita.virginia.gov 2expect the best

• Submit by September 1 of each year a list of recommended technology investment projects and priorities for funding such projects to the Governor and the General Assembly.

Code of Virginia 2.2- 2458


Code of Virginia § 2.2-2017 Project Planning Approval Criteria

• degree to which the project is consistent with the Commonwealth's overall strategic plan;

• technical feasibility of the project; (if known)

• benefits to the Commonwealth of the project, including customer service improvements;

• risks associated with the project;

• continued funding requirements; and

• past performance by the agency on other projects;


RTIP 2003 Top 26 Priority ProjectsFunding Status as of July 7th, 2004

• Total number of funded projects - 14– Funded specifically in the Appropriations Act – 2– All others funded through agency budgets– Funding Source

• Federal (FED) 2• General Funds 5• Capital Funds 1• Non-General Funds 4• Mixed Funds (MIX) 2

• Total number of unfunded projects - 12– Unfunded projects resubmitted for 2004 RTIP - 8– Unfunded projects reclassified in 2004 - 4


2004 RTIP Report Timeline for CompletionApproved by the ITPRC in March

Legend:CIO – Chief Information Officer COV – Commonwealth of VirginiaGA - General AssemblyITIB - IT Investment BoardITSP – Information Technology Strategic PlanPMD – Project Management Division (VITA)RTIP Recommended Technology Investment ProjectsSP - Strategic Plan

IT Strategic Planning Cycle

YEAR 2

(2004)

CIO RTIP

Reportto ITIB

Agency2-year ITSP Execution &

New Biennium Budget Begins

COV Strategic Plan for

Technology Published

ITIB RTIP Report to Governor and GA

Governor Submits Budget

Amendments to GAPMD

Draft RTIP Report

to CIO and ITIB Project

Review Committee

SEP-1AUG-4 OCT-1JUL-1 NOV-1 DEC-1

FEB

Agency Asset Portfolio Updated

(Tentative)

JUN-1

PMDDraft RTIP

Reportto

Secretaries

JUN-15APR-15

CIO ITSPPlanning Guidance Issued to Agencies

MAY-15

Agency ITSP (Budget

Execution) Amendments Submitted to

CIO

MAR 3

PMD Proposed Project

Selection Criteria

Submitted to CIO & ITIB

CIO Approves ITSP

Amendments

JUN-30JAN

JUL-7

Governor Approves

Final Budget

Agency ITSPs

Publishedon Web

Agency Submits Budget

Amendments to DPB


RTIP 2004Commonwealth Technology Management Policy


2004 RTIP Report Selection Process

Define Collect PrioritizeScore Rank Select

ITIB Evaluation

Criteria

Agency IT Strategic

Plans

Weighted Ranking

Secretariat & CIO

Prioritization

ITIB Approval

Evaluation Criteria Scoring

Code of VirginiaEnterprise Architecture

Strategic Plan for TechnologyBest Practices


ITIB Approved Project Selection & Ranking Criteria

• Strategic Alignment – COV Strategic Plan for Technology

initiatives– COV Enterprise Architecture

(Enterprise) Business Strategies– Agency Strategic Direction (Key

Activities & Critical Issues)• Benefits to the Commonwealth

– Benefits chronically underserved stakeholders

– Increase public protection, health, education, environment, or safety, improve customer service, or increase citizen access

– Positive return on investment– Support legal or regulatory

requirements

• Risk – Cost– Complexity– Risk Management

• Funding Requirements– Cost reasonableness– Percent of the project funding from

Non-state funds– Funding risk

• Past Performance by Agency – Agency Rating average and specific

project rating on the Dashboard– Agency ITIM practices

• Technical Feasibility– Stated Approach– Proposed approach based upon

proven technology


IT Strategic Planning Process


2004 Agency IT Strategic Planning Data

• Agency Profile & Strategic Direction– Agency Strategic Plan

• Mission, • Core Business Activities, • Key Customers • Key Activities Outcomes • Critical Issues

• IT Vision, Strategies and ITIM Practices

• Major IT Projects – Description, Cost,

Dates– Business Case +

Evaluation Questions– Funding– Related Procurements– Strategic Alignment

• Major IT Procurements• Non-major IT Projects

and Procurements


2004 RTIP Report Scoring & Priority Ranking Process

• 69 Individual projects evaluated by PMD• Projects given a weighted score and ranked• Ranking reports which list Agency priorities

reviewed with Secretariats and modified to reflect Secretariat priorities

• Top 30% or a minimum of two projects from each Secretariat included in a Commonwealth ranking (Top 27)


2004 RTIP Report Selection Process

Define Collect PrioritizeScore Rank Select

ITIB Evaluation

Criteria

Agency IT Strategic

Plans

Weighted Ranking

Secretariat & CIO

Prioritization

ITIB Approval

Evaluation Criteria Scoring

Code of VirginiaEnterprise Architecture

Strategic Plan for TechnologyBest Practices


CIO Prioritization Process

• Set Top Priority on Critical Public Safety and Security Projects

• Support Enterprise Objectives

• Maintain Secretariat Priorities Where Feasible


2004 RTIP Report Process Update

• 7/16 – 7/28 - Completed meetings with Deputy Secretaries, the Governor’s Chief of Staff, and Senate Finance and House Appropriations Staff

• 7/30 – Sent draft RTIP report via e-mail to the CIO and ITIB for review and comment (Due 7/29)

• 8/02 - Presented draft report update to Governor's Cabinet

• 8/05 - Met with CIO for CIO Prioritization

• 8/03 - 8/06 - Reviewed CIO and ITIB feedback

• 8/10 – Sent final draft report via e-mail to ITIB for review


2004 RTIP Report Contents

• Introduction• Recommended Technology Investment Projects• Funding Priorities (New)• Contact Information• Appendices

– Active Major IT Projects (New)– Priority Technology Investment Projects – Approved Technology Investment Projects (New)– Major Technology Investment Projects by Rank within Secretariat– Project Selection and Ranking Criteria– Major Project Descriptions Report– Collaboration Opportunity Report – Priority Technology Investment Projects for the 2004-2006

Budget Biennium Funding Status as of July 7, 2004


Top 27 Priority Projects ProfileAll Secretariats Represented - 20 Agencies Represented

Number of Projects Within Each Secretariat

Administration 2

Commerce & Trade 1

Education 5

Finance 2

Health & Human Resources 3

Natural Resources 2

Public Safety 6

Technology 4

Transportation 2


Top 27 Priority Projects ProfileUn-Funded Projects

CIO Priority Secretariat Agency Project Formal Title

Project Cost (Estimate At Completion)

Planned Start Date

Planned Completion

Date

Remaining Funds

Needed

2Technology VITA

PPEA - State-of-the-Art Data Center(s) with Disaster Backup* $5,400,000 3/1/2005 6/30/2010 $5,400,000

3

Health & Human Resources DMHMR

Health Insurance Portability and Accountability Act (HIPAA) Security Rule $1,200,000 7/1/2003 4/21/2005 $1,200,000

4

Public Safety DOC

Offender Management System Program $17,000,000 7/7/2004 7/22/2006 $16,999,999

5

Public Safety VSP

Dissemination of Department of Motor Vehicles photos $985,000 7/1/2004 6/30/2005 $985,000

9Transportation DMV

Integrated Systems Redesign $32,600,000 7/1/2005 6/30/2007 $32,600,000

16

Health & Human Resources DSS

PPEA--Integrated Social Services Delivery System $128,000,000 1/2/2004 12/31/2011 $121,000,000

17Education LU

Purchase and Install Enterprise Resource Program (ERP) $6,131,024 1/2/2005 6/30/2008 $6,131,024


Top 27 Priority Projects ProfileUn-Funded Projects

CIO Priority Secretariat Agency Project Formal Title

Project Cost (Estimate At Completion)

Planned Start Date

Planned Completion

Date

Remaining Funds

Needed

18Education VCU

Modernization of Communications Infrastructure $11,450,200 1/1/2005 12/30/2006 $2,733,200

19

Natural Resources VMNH Adventure Classroom $2,200,000 1/1/2006 9/30/2006 $2,200,000

20Public Safety VSP

Sun Microsystems SUN Fire 6800 Midrange Server upgrade project $2,250,000 1/1/2006 6/30/2006 $2,250,000

22Finance DOA

Hardware Upgrade and Software $300,000 8/1/2003 6/30/2005 $270,000

23Technology VITA Oracle Financials $1,000,000 4/15/04 8/30/2005 $1,000,000

24Public Safety VSP

Upgrade of VCIN Network software $100,000 7/1/2005 12/31/2005 $100,000

25Education VCA

Replace the current computer network system. $50,000 7/1/2005 6/30/2006 $50,000

26Administration SBE

Campaign Finance Mgmnt. Sys. $500,000 7/1/2005 6/30/2006 $500,000

27Public Safety VSP

Conversion of Database Systems on New Platform $4,200,000 7/1/2005 6/30/2006 $4,200,000

TOTAL - ALL PROJECTS $213,366,224 $197,619,223


Top 27 Priority Projects Profile11 Funded Projects

Project Formal Title Project CostPlanned

Start Date Planned Completion Date

IT Infrastructure for the Joint Virginia EOC $6,000,000 7/1/2004 1/1/2006

WebVISION - Private Provider Immunization $1,500,000 1/1/2004 12/31/2005

Web-based Financial Management Accounting System $2,436,000 7/1/2004 6/30/2006

FEDERAL FUNDS – 3 Projects $9,936,000

PPEA - Establish Statewide Information Security Program* $2,384,000 1/2/2005 12/30/2010

PPEA - Enterprise Messaging/E-mail System* $1,900,000 3/1/2001 6/30/2010

AIS Administrative Information System $3,000,000 7/1/2005 6/30/2006

(CIPPS) FINDS Web $85,000 9/1/2004 4/1/2005

JYF Ticketing Improvements $267,345 12/1/2004 12/30/2005

STATE GENERAL FUNDS – 5 Projects $7,636,345

FMS II Phase II Execution $12,000,000 1/1/2005 4/30/2006

NON-GENERAL FUNDS OTHER – 1 Project $12,000,000

Seat of Government Voice Over Internet Protocol (VoIP) $2,350,000 7/1/2004 6/30/2006

Point of Sale License System $1,500,000 7/1/2004 6/30/2005

STATE NON-GENERAL FUNDS – 2 Projects $3,850,000


Top 27 Priority Projects Profile Enterprise Significance

• State-of-the-Art Data Center(s) with Disaster Backup• VITA - Oracle Financials• VDOT – FMS II – Phase II – Execution• Electronic Messaging/E-Mail System• Seat of Government Voice Over Internet Protocol (VoIP)• Commonwealth Integrated Payroll/Personnel System

(CIPPS) FINDS Web• Establish Statewide Information Security Program• PPEA – Integrated Social Services Delivery System


Collaboration Opportunities Summary

• Financial Applications (11)• Higher Education Administrative Systems (7)• Infrastructure Projects (11)• Infrastructure Security (15)• Laboratory or Clinical Information

Management Systems (4)• Public Safety (17)• Voice Over IP/Telecommunications (2)• Web-Enablement (8)


RTIP 2004 Funding Priorities

Project CategoryExpenditures

to DateBudgeted

FundsRemaining

Funds Needed

Total Investment (Project Cost -

Estimate at Completion)

37 ACTIVE PROJECTS $408,756,289 $666,411,244 $1,075,167,533

PROPOSED PRIORITY PROJECTS

11 Funded $0 $33,422,345 $33,422,345

16 Not Fully Funded $0 $15,747,001 $197,619,223 $213,366,224

TOTAL ALL FUNDING PRIORITY PROJECTS $715,580,590 $1,321,956,102

Funding Proposed Priority Projects represents a 23% increase in the current total technology investment budgeted for active projects.


CIO Recommendation

• That the ITIB approve the 2004 Recommended Technology Investment Projects (RTIP) Report as presented, with the following recommended funding priorities:

– That the Governor and the General Assembly maintain funding for current active Major IT Projects contained in Appendix A of the RTIP Report, and

– That the Governor and the General Assembly maintain and appropriate funds for the Priority Technology Investment Projects contained in Appendix B of the RTIP report, and

• That the ITIB authorize the Chairman of the IT Investment Board to submit the RTIP report, on behalf of the Board, to the Governor and General Assembly no later than September 1, 2004.


2005 RTIP Report Discussions

Options for Future Consideration:• Projects of enterprise significance to the Commonwealth

– Governor’s Initiatives– Council on Virginia’s Future– Commonwealth of Virginia Strategic Plan for Technology– VITA’s Business Plan– PPEA Reengineering Initiatives

• Only those projects that require state funds for the reporting period

• Combinations of the above


RTIP Report Points of Contact

Dan ZiomekDirector, VITA Project Management Division

[email protected]

or

Judy MarchandVITA Project Management Division

[email protected]

or

Constance ScottVITA Project Management Division

[email protected]

1 expect the best briefing to the it investment board august 11, 2004 annual itib recommended...

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