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Economic Services Administration 060 - PL - FZ - CRITICAL SYSTEM RISK MITIGATION
Agency Submittal: 21-2018 Suppl Agency Req Budget Period: 2017-19
REQUEST
The Department of Social and Health Services (DSHS) Economic Services Administration (ESA) requests $1,644,000 ($1,167,000 GF-State) and 4.5 FTEs to begin a multiyear modernization of Barcode, a 20 year old system developed by ESA. Barcode is used daily by multiple state agencies. This project will maintain future viability, better comply with modern security standards, and continue to provide support to over 6,000 end-users in DSHS, the Health Care Authority (HCA), and the Department of Early Learning (DEL)/Department of Children, Youth, and Families (DCYF) who provide services to vulnerable citizens in Washington State.
PROBLEM STATEMENT
ESA must plan for the future viability of Barcode, and its subsystems. Among other tasks, Barcode is used daily to manage documents, workflow, case management, fair hearings, and determine child care eligibility and authorizations. Electronic Benefit Transfer (EBT) benefit delivery is also supported in Barcode as staff authorize, issue, and track EBT cards and transaction history through this system. With a similar user base as the Automated Client Eligibility System (ACES) Complex of Applications, Barcode has over 6,000 users in DSHS, the Health Care Authority (HCA), and the Department of Early Learning (DEL)/Department of Children, Youth, and Families (DCYF). Technology changes constantly and as it evolves, support for older, legacy systems becomes harder to find, resulting in an inability to evolve business functionality as quickly as desired, or in some cases, at all. Barcode is a mission critical system, written in a minimally vendor-supported, outdated technology with the following issues:
The current platform achieves compliance with federal, state, and agency security standards by requiring additional layers of compensating controls. This is not desirable and requires increasing maintenance and scrutiny as digital threats increase and evolve.
Barcode has limited interoperability with other systems which creates additional overhead for those systems to retrieve necessary information from Barcode and fully leverage Barcode capabilities.
It is difficult to find developers trained in the application development tool/language used to develop Barcode (Prolifics Panther). As current developers leave, it is nearly impossible to find a replacement skill set as the existing technology is old and no longer widely used.
In order to position Barcode to meet the current and future business and technology needs of its stakeholders; to increase interoperability between systems and; to comply with security and architecture standards, it is essential to move to a secure, supported platform as soon as possible.
060 - PL - FZ - Critical System Risk Mitigation
PROPOSED SOLUTION
ESA is planning a multi-year project beginning in Fiscal Year (FY) 2019 to migrate Barcode to a web-based platform, while updating system architecture to align with existing department technology and standards and move to supported technology. To effectively migrate with minimal/no disruption to end users, a phased approach was developed. The diagram below is a visual depiction of the functionality provided by the Barcode system, grouped by both system dependencies and business prioritization. It will be used to break the project into various stages.
Timeline:
Completion of Business Areas 1 and 2 (migration of core document management and workflow functionality) will enable the majority of line staff users to perform all of their work functions in the new platform. This is expected to be completed by 1/1/21.
060 - PL - FZ - Critical System Risk Mitigation
Completion of Business Areas 3 and 4 (migration of child care eligibility and authorization, and case management functionality) will enable the remaining line staff to work in the new platform. This is expected to be completed by 1/1/23.
The remaining work and migration of remaining functionality encompassed in Business Area 5 will be
accomplished in the final six months. Business Area 5 contains less frequently used functionality such as
exception to rule processing and miscellaneous reporting. This is expected to be completed by 6/30/23.
EXPECTED RESULTS
At the end of the project period, Barcode will be operating on a secure and sustainable web-based platform that meets DSHS standards, continuing to serve staff across DSHS, DEL/DCYF, and HCA. Modernization is identified in the ESA Strategic Plan to support staff, customers and business most effectively, and supports the following ESA Strategic Objectives:
Access to Basic Food assistance;
Increasing the percentage of CSD clients receiving timely services;
Increasing security of customer information; and
Improving systems architecture in support of ESA business needs Modernizing Barcode achieves the State IT strategic objectives of:
Providing a more consistent and responsive user experience;
Compliance with Federal, State, and Department security standards;
Compliance with the Federal Enterprise Architecture Framework (FEAF) and DSHS architecture, and Additional functionality and interoperability with other agency systems
STAKEHOLDER IMPACT All of Barcode’s stakeholders are in strong support of modernization. There is no known opposition. Agency Contact: Wendy Polzin, (360) 902-8067 Program Contact: Jie Tang, (360) 725-4509
OTHER CONNECTIONS
Performance Outcomes/Important Connections 1. Does this DP provide essential support to one or more of the Governor’s Results Washington priorities?
Goal 5: Efficient, Effective & Accountable Government - Customer Satisfaction and Confidence - 1.1 Increase
customer services.
2. Identify other important connections or impacts below. (Indicate ‘Yes’ or ‘No’. If ‘Yes’ identify the connections or
impacts related to the proposal.)
060 - PL - FZ - Critical System Risk Mitigation
a) Regional/County impacts? No b) Other local government impacts? No c) Tribal government impacts? No d) Other state agency impacts? No e) Responds to specific task force, report, mandate or executive order? No f) Does request contain a compensation change or require changes to a Collective Bargaining Agreement? No
g) Facility/workplace needs or impacts? Yes. Additional office space will be needed. h) Capital budget impacts? No i) Is change required to existing statutes, rules or contracts? No
j) Is the request related to litigation? No k) Is the request related to Puget Sound recovery? No l) Other important connections? No 3. Please provide a detailed discussion of connections/impacts identified above. Alternatives/Consequences/Other 4. What alternatives were explored by the agency, and why was this alternative chosen? The ESA Information Technology (IT) Solutions participated in a roadmap exercise with DSHS Enterprise Technology and engaged the services of a contractor for consultation in migration alternatives. The recommended solution was to migrate the front-end technology to a more modern platform to address existing shortfalls. The other alternative is maintaining the status quo, which is not sustainable for the reasons stated above. 5. How has or can the agency address the issue or need within its current appropriation level?
The agency does not have adequate funding to address this need within the current appropriation level. 6. Does this decision package include funding for any IT-related costs (hardware, software, services, cloud-based
services, contracts or IT staff)?
☐ No
☒ Yes (Include an IT Addendum)
Fiscal Detail 060 - PL - FZ - Critical System Risk Mitigation
Operating Expenditures FY 2018 FY 2019 FY 2020 FY 2021
001-1 General Fund-State 0 1,167,000 2,066,000 1,949,000
001-2 General Fund-Federal 0 378,000 669,000 632,000
001-C General Fund-Medicaid 0 99,000 175,000 165,000
Total Cost 0 1,644,000 2,910,000 2,746,000
Staffing FY 2018 FY 2019 FY 2020 FY 2021
FTEs 0.0 4.5 11.0 13.0
Performance Measure Detail
Incremental Changes
Activity: FY 2018 FY 2019 FY 2020 FY 2021
Program: 060
F078 Program Support
No measures submitted for package
Object Detail FY 2018 FY 2019 FY 2020 FY 2021
A Salaries and Wages 0 396,000 949,000 1,123,000
B Employee Benefits 0 144,000 333,000 394,000
E Goods and Other Services 0 1,025,000 1,450,000 1,031,000
G Travel 0 2,000 5,000 5,000
J Capital Outlays 0 27,000 66,000 78,000
P Debt Service 0 1,000 3,000 4,000
TZ Intra-agency Reimbursements 0 5,000 11,000 13,000
ED Rentals and Leases – Land and Buildings 0 44,000 93,000 98,000
Total Objects 0 1,644,000 2,910,000 2,746,000
DSHS Source Detail
Overall Funding
Operating Expenditures FY 2018 FY 2019 FY 2020 FY 2021
Fund 001-1, General Fund-State
Sources Title
0011 General Fund State 0 350,000 620,000 585,000
GFS2 General Fund State TANF Moe 0 817,000 1,446,000 1,364,000
Total for Fund 001-1 0 1,167,000 2,066,000 1,949,000
Fund 001-2, General Fund-Federal
Sources Title
E61L Food Stamp Program (50%) 0 378,000 669,000 632,000
Total for Fund 001-2 0 378,000 669,000 632,000
Fund 001-C, General Fund-Medicaid
Sources Title
19UL Title XIX Admin (50%) 0 99,000 175,000 165,000
Total for Fund 001-C 0 99,000 175,000 165,000
Total Overall Funding 0 1,644,000 2,910,000 2,746,000
2018 Supplemental IT Addendum – 060-PL-FZ Critical System Risk Mitigation
2018 Supplemental IT Addendum – 060-PL-FZ Critical System Risk Mitigation
Part 1: Itemized IT Costs Please itemize any IT-related costs, including hardware, software, services (including cloud-based services), contracts (including professional services, quality assurance, and independent verification and validation), or IT staff. Be as specific as you can. (See chapter 12.1 of the operating budget instructions for guidance on what counts as “IT-related costs”)
Information Technology Items in this DP
(insert rows as required) FY 2018 FY 2019 FY 2020 FY 2021
IT6 Architect (new) 80,000 149,000 149,000
ITS5 Development (new) 275,000 826,000 1,101,000
ITS5 Business Analyst (new) 275,000 275,000 275,000
ITS4 Test (new) 255,000 255,000
Contract Staff – PM (new) 363,000 363,000 363,000
Contract Staff – Web Architect Consultant – expert (new)
357,000 357,000
Contract Staff – UI Web Designer Consultant – senior (new)
77,000
Contract Staff – QA (new) 167,000 345,000 345,000
Contract Staff – IV&V (new) 173,000 173,000
Hardware – Dedicated host for virtual servers, includes DR
40,000
Software Licenses 31,000 25,000 28,000
Training 40,000 40,000 40,000
Travel 1,000 1,000 1,000
Facilities 15,000 24,000 16,000
Total Cost 1,644,000 2,910,000 2,746,000
Part 2: Identifying IT Projects If the investment proposed in the decision package is the development or acquisition of an IT project/system, or is an enhancement to or modification of an existing IT project/system, it will also be reviewed and ranked by the OCIO as required by RCW 43.88.092. The answers to the three questions below will help OFM and the OCIO determine whether this decision package is, or enhances/modifies, an IT project:
1. Does this decision package fund the development or acquisition of a ☒Yes ☐ No new or enhanced software or hardware system or service?
2. Does this decision package fund the acquisition or enhancements ☐Yes ☒ No of any agency data centers? (See OCIO Policy 184 for definition.)
2018 Supplemental IT Addendum – 060-PL-FZ Critical System Risk Mitigation
3. Does this decision package fund the continuation of a project that ☐Yes ☒ No is, or will be, under OCIO oversight? (See OCIO Policy 121.)
If you answered “yes” to any of these questions, you must complete a concept review with the OCIO before submitting your budget request. Refer to chapter 12.2 of the operating budget instructions for more information.
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