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

2 Commonwealth ITIM Standard  The Commonwealth must be innovative in the way in which it invests in IT. Commonwealth goal of continuous improvement  The Commonwealth must find ways to meet increasing demands through cost savings and increased productivity. “Expand constituent impact through lower operation costs”  Investment management can contribute to lower operating costs and the generation of internal capital. “We must pursue more aggressive, transparent goals” Governor Tim Kaine Why is ITIM important for the Commonwealth?

3 Commonwealth ITIM Standard 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 Your business drives Commonwealth IT investments 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 platesHigh speed laptops in State Police cars Reducing the time to process tax paperwork Web-based software solutions

4 Commonwealth ITIM Standard 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 Commonwealth ITIM Standard 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 Commonwealth ITIM Standard Pre-Select Business Plans & Needs Commonwealth Technology Portfolio Commonwealth Strategic Planning Process Investment Results Are the selected IT investments performing as planned? What proposed IT investments potentially solve business needs? Did the selected IT investments deliver the expected business value? Which IT investments best meet the business needs? ITIM answers key investment questions for business leaders Select Control Evaluate

7 Commonwealth ITIM Standard 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 Commonwealth ITIM Standard As an agency, what do I need to do? Identify and document business needs derived from: –Citizen needs –Council on Virginia’s Future –Grant funding –Code of Virginia –Agency Strategic Plans –Consumer boards –Governor’s initiatives –Commonwealth Strategic Plan for IT –Federal and State mandates 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 Evaluate, score, and rank IT investments Prioritize IT projects

9 Commonwealth ITIM Standard 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 Virginia’s Future A Commonwealth ITIM success story - VDOT

10 Commonwealth ITIM Standard A Commonwealth ITIM success story – VDOT (continued) 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 Fleet Equipment Management Information System (FEMIS)

11 Commonwealth ITIM Standard 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 IV&V reports for each Major IT Project (as scheduled)

12 Commonwealth ITIM Standard 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 A Commonwealth story where ITIM governance and oversight played an important role - SBE

13 Commonwealth ITIM Standard 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 VA Election & Registration Information System (VERIS) A Commonwealth ITIM success story - SBE (continued)

14 Commonwealth ITIM Standard 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 VA Election & Registration Information System (VERIS) A Commonwealth ITIM success story - SBE (continued)

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

17 Commonwealth ITIM Standard Using the ITIM Standard (continued) Pre-Select Select Control Evaluate At the end of the Standard, stakeholder responsibilities are listed in bullets and grouped together by phase for quick reference

18 Commonwealth ITIM Standard Commonwealth Strategic Planning Commonwealth Information Technology Investment Management (ITIM) Long Term Objectives Service Area Plans I.T. Strategic Plans Agency Strategic Plans EfficiencyEffectiveness Efficiency & Effectiveness Council on Virginia’s Future 2003 Commonwealth Strategic Planning Process 2005 Commonwealth Strategic Plan for Information Technology 2006 How does ITIM fit within the Commonwealth’s existing strategic planning and performance management model? 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 Commonwealth ITIM Standard Execute an education and awareness campaign; enhance stakeholder understanding Enhance investment portfolio management tool to better support ITIM ITIB approved September 30, 2008 Next steps

20 Commonwealth ITIM Standard Contact Information AITR Name 804-phone number address Commonwealth ITIM Contact Constance Scott Manager, ITIM Office (804) Questions?

21 Commonwealth ITIM Standard Additional References

22 Commonwealth ITIM Standard As an agency, what do I need to do? Identify and document business needs derived from: –Citizen needs –Council on Virginia’s Future –Grant funding –Code of Virginia –Agency Strategic Plans –Consumer boards –Governor’s initiatives –Commonwealth Strategic Plan for IT –Federal and State mandates

23 Commonwealth ITIM Standard 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 Commonwealth ITIM Standard As an agency, what do I need to do? Evaluate, score, and rank IT investments Prioritize IT projects

25 Commonwealth ITIM Standard 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 IV&V reports for each Major IT Project (as scheduled)

26 Commonwealth ITIM Standard 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 Commonwealth ITIM Standard GOVERNOR’S MESSAGE: CONTINUOUSLY IMPROVE MANAGEMENT OF IT INVESTMENTS Optimize management, efficiency and productivity from our information technology investments Align the Commonwealth’s 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 Commonwealth ITIM Standard General Assembly’s message: manage IT investments more effectively § 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.” § 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 Commonwealth ITIM Standard Commonwealth Technology Portfolio (ProSight) ITIM Processes Commonwealth Strategic Planning Process Procurements (Current) Assets - Includes Services (Future) Projects (Current) ITIM portfolio information overview (current and future)

30 Commonwealth ITIM Standard 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 Virginia’s Future –Identified need for IT investment to CIO A Commonwealth ITIM success story - DEQ

31 Commonwealth ITIM Standard 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 A Commonwealth ITIM success story – DEQ (continued)