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Managing Technology Investments to Provide Value to Citizens in Virginia

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Title: Managing Technology Investments to Provide Value to Citizens in Virginia


1
Managing Technology Investments to Provide Value
to Citizens in Virginia
Commonwealth IT Investment Management (ITIM)
Standard
  • Presenter
  • Presenters Title
  • Group/Event Name
  • Date

1
2
Why is ITIM important for the Commonwealth?
Commonwealth goal of continuous improvement
Expand constituent impactthrough lower
operation costs
We must pursue more aggressive, transparent
goals Governor Tim Kaine
  • The Commonwealth must find ways to meet
    increasing
  • demands through cost savings and increased
    productivity.
  • Investment managementcan contribute to
    loweroperating costs and thegeneration of
    internal capital.
  • The Commonwealth must be innovative in the way
    in which it invests in IT.

3
How does ITIM support Commonwealth business?
  • Maximizes business value
  • Allows the Commonwealth to select IT investments
    that align with business goals and objectives
  • Examples
  • Business Need IT Strategy

Reducing long customer wait times Web-based customer service applications
Obtaining quick access to medical data High performance networks and databases
Preparing for hurricane evacuations New wireless radios and centralized computers
Identifying vehicle license plates High speed laptops in State Police cars
Reducing the time to process tax paperwork Web-based software solutions
Your business drives Commonwealth IT investments
4
What can ITIM do for my agency?
  • ITIM is a proven business investment methodology
    that will help you
  • Align investments to business goals and
    objectives
  • Identify and track spending on IT investments
  • Control and monitor IT investment projects
  • Confirm that IT investments are meeting business
    objectives
  • Leverage IT investment opportunities that may
    generate internal capital
  • Make informed decisions on an IT investment
    portfolio by assessing value and risk

5
What is the ITIM Standard?
  • The ITIM Standard documents the current
    Commonwealth IT investment governance process,
    for better stakeholder understanding, that allows
    the ITIB and CIO to meet Code-directed
    responsibilities in collaboration with business
    leaders
  • The ITIM Standard utilizes best practices that
    are commonly used in both the public and private
    sector, around the world

6
ITIM answers key investment questions for
business leaders
Commonwealth Strategic Planning Process
Business Plans Needs
What proposed IT investments potentially solve
business needs?
Pre-Select
Investment Results
Which IT investments best meet the business needs?
Commonwealth Technology Portfolio
Evaluate
Select
Did the selected IT investments deliver the
expected business value?
Are the selected IT investments performing as
planned?
Control
7
What benefits have we already seen?
  • There have been no failed major projects in past
    5 years
  • Projects are completing and meeting performance
    goals
  • The Commonwealth has significantly lowered
    project failure risks and improved
    decision-making capabilities
  • IT investments are aligned with business strategy
  • The Commonwealth has a systematic approach for
    managing portfolio risk and controlling
    investment activities
  • The Commonwealth has identified new opportunities
    such as shared services

8
As an agency, what do I need to do?
  • Identify and document business needs derived
    from
  • Citizen needs
  • Council on Virginias Future
  • Grant funding
  • Code of Virginia
  • Agency Strategic Plans
  • Consumer boards
  • Governors initiatives
  • Commonwealth Strategic Plan for IT
  • Federal and State mandates
  • Evaluate, score, and rank IT investments
  • Prioritize IT projects
  • Identify business needs and prioritize potential
    investments
  • Develop Investment Business Cases
  • Research possible enterprise/collaboration
    opportunities
  • Update the Agency Strategic Plan and Commonwealth
    Technology Portfolio

9
A Commonwealth ITIM success story - VDOT
Fleet Equipment Management Information System
(FEMIS)
  • VDOT had a business need to track and manage
    fleet equipment
  • Documented need for IT investment in the Agency
    Strategic Plan and Commonwealth Technology
    Portfolio
  • Business need aligned with the goals and
    objectives from the Council on Virginias Future

10
A Commonwealth ITIM success story VDOT
(continued)
Fleet Equipment Management Information System
(FEMIS)
  • Commonwealth CIO reviewed the Investment Business
    Case in the portfolio and saw a potential for
    multi-agency solution
  • VDOT worked with the CIO to establish a shared
    service that will benefit multiple agencies
  • Commonwealth contract is now in place for all
    agencies
  • Shared service will reduce Commonwealth costs to
    set up future independent contracts
  • Enterprise investment opportunity and resulting
    shared-service would not have been identified
    without following ITIM best practices

11
As an agency, what do I need to do next?
  • Translate business value into
    performance
    measures
  • Develop detailed project plans
    and
    execute projects as directed in the
    Commonwealth Project
    Management
    Standard
  • Develop applications in accordance
    with
    statewide technical and data standards for
    information technology
  • Submit monthly status reports, requests for
    baseline adjustments greater than 10, and IVV
    reports for each Major IT Project (as scheduled)

12
A Commonwealth story where ITIM governance and
oversight played an important role - SBE
VA Election Registration Information System
(VERIS)
  • SBE had a business need for a new statewide voter
    registration and election management system
  • Project started fine, but began to run into
    serious problems
  • Vendor missed deliverables and milestones
  • Assumptions and user requirements were not
    clearly understood by all the stakeholders
  • Vendor did not clearly understand the business
    problem

13
A Commonwealth ITIM success story - SBE
(continued)
VA Election Registration Information System
(VERIS)
  • ITIM governance and oversight helped recover a
    failing IT investment
  • Internal Agency Oversight Committee (IAOC)
    identified problem areas and escalated them to
    the Cabinet level
  • Secretary of Administration consulted with CIO on
    action plan
  • CIO recognized need for new Project Manager and
    weekly assistance to the Project
    Management team
  • A Help America Vote Act (HAVA) compliant
    system was finally delivered, but
    there were several key
    lessons learned along the way

14
A Commonwealth ITIM success story - SBE
(continued)
VA Election Registration Information System
(VERIS)
  • Lessons learned
  • VERIS Post Implementation Review Report dated
    September 19, 2008 stated, Ensure that the state
    standards for project management and development
    are followed
  • Stakeholder identification and commitment is
    vital to success
  • Assumptions and user requirements must be
    identified and validated early in the investment
    lifecycle
  • The statement of work with the vendor must be
    detailed and accurate
  • A realistic, achievable, and detailed project
    plan is critical to success

15
As an agency, what do I need to do next?
  • Conduct Post Implementation Reviews on Major IT
    Projects using the asset performance measures
    established in the Control Phase
  • Use asset performance measures to measure the
    business value
  • Document IT asset performance
  • Analyze gaps between current business needs and
    performance of IT assets
  • Make a determination to maintain, migrate,
    improve, or retire each IT asset in the agency
    technology portfolio

16
Using the ITIM Standard
  • Each phase of the ITIM process is clearly
    explained
  • At the end of each phase, roles and
    responsibilities are clearly identified

4.3 Control Phase The purpose of the Control
Phase is to ensure, through timely oversight,
quality control, and executive review, that IT
investments are developed and placed in operation
using a disciplined, well-managed, and consistent
process.
17
Using the ITIM Standard (continued)
Pre-Select
  • At the end of the Standard, stakeholder
    responsibilities are listed in bullets and
    grouped together by phase for quick reference

Select
Evaluate
18
How does ITIM fit within the Commonwealths
existing strategic planning and performance
management model?
Commonwealth Strategic Planning
Efficiency Effectiveness
ITIM insures that IT investments are aligned with
the Council on Virginia's Future long term
objectives and The Commonwealth Strategic Plan
for Information Technology
19
Next steps
ITIB approved September 30, 2008
Enhance investment portfolio management tool to
better support ITIM
Execute an education and awareness campaign
enhance stakeholder understanding
20
Questions?
Contact Information
AITR Name 804-phone number Email
address Commonwealth ITIM Contact Constance
Scott Manager, ITIM Office (804)
416-6179 constance.scott_at_vita.virginia.gov
21
Additional References
22
As an agency, what do I need to do?
  • Identify and document business needs derived
    from
  • Citizen needs
  • Council on Virginias Future
  • Grant funding
  • Code of Virginia
  • Agency Strategic Plans
  • Consumer boards
  • Governors initiatives
  • Commonwealth Strategic Plan for IT
  • Federal and State mandates

23
As an agency, what do I need to do?
  • Identify business needs and prioritize potential
    investments
  • Develop Investment Business Cases
  • Research possible enterprise/collaboration
    opportunities
  • Update the Agency Strategic Plan and Commonwealth
    Technology Portfolio

24
As an agency, what do I need to do?
  • Evaluate, score, and rank IT investments
  • Prioritize IT projects

25
As an agency, what do I need to do next?
  • Translate business value into
    performance
    measures
  • Develop detailed project plans
    and
    execute projects as directed in the
    Commonwealth Project
    Management
    Standard
  • Develop applications in accordance
    with
    statewide technical and data standards for
    information technology
  • Submit monthly status reports, requests for
    baseline adjustments greater than 10, and IVV
    reports for each Major IT Project (as scheduled)

26
As an agency, what do I need to do next?
  • Conduct Post Implementation Reviews on Major IT
    Projects using the asset performance measures
    established in the Control Phase
  • Use asset performance measures to measure the
    business value
  • Document IT asset performance
  • Analyze gaps between current business needs and
    performance of IT assets
  • Make a determination to maintain, migrate,
    improve, or retire each IT asset in the agency
    technology portfolio

27
GOVERNORS MESSAGE CONTINUOUSLY IMPROVE
MANAGEMENT OF IT INVESTMENTS
  • Optimize management, efficiency and productivity
    from our information technology investments
  • Align the Commonwealths business model and IT
    strategy
  • Improve maintenance and operations planning
  • Increase transparency in our return on investment
  • Provide a comprehensive IT governance model for
    managing all the IT resources of the Commonwealth

28
General Assemblys message manage IT investments
more effectively
  • 2.2-2457. Information Technology Investment
    Board. The Board shall be responsible for the
    planning, budgeting, acquiring, using, disposing,
    managing, and administering of information
    technology in the Commonwealth.
  • 2.2-2007. CIO. Direct the development of
    policies and procedures for the effective
    management of information technology investments
    throughout their entire life cycles, including,
    but not limited to, project definition,
    procurement, development, implementation,
    operation, performance evaluation, and
    enhancement or retirement.

29
ITIM portfolio information overview (current and
future)
Commonwealth Strategic Planning Process
Assets - Includes Services (Future)
ITIM Processes
Projects (Current)
Commonwealth Technology Portfolio (ProSight)
Procurements (Current)
30
A Commonwealth ITIM success story - DEQ
Document Management Implementation
  • DEQ had a business need for consistent records
    management processes that included quick,
    efficient, and reliable electronic access to
    documents
  • Documented need in the Agency Strategic Plan
  • Business need aligned with the goals and
    objectives from the Council on Virginias Future
  • Identified need for IT investment to CIO

31
A Commonwealth ITIM success story DEQ
(continued)
Document Management Implementation
  • Commonwealth CIO reviewed the business case in
    the portfolio and saw a potential for an
    Enterprise effort
  • DEQ worked with the CIO to consolidate document
    management requirements across the Commonwealth
  • VEAP took lead on setting up Enterprise contracts
  • Enterprise investment opportunity and resulting
    contracts would not have been identified without
    following ITIM best practices
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