HOUSE COMMITTEE ON

INFORMATION MANAGEMENT AND TECHNOLOGY

 

January 20, 2005   Hearing Room 357

1:00 P.M.     Tapes  2 - 3

 

MEMBERS PRESENT:            Rep. John Dallum, Chair

Rep. Jerry Krummel, Vice-Chair

Rep. Kelley Wirth, Vice-Chair

Rep. Chuck Burley

Rep. Arnie Roblan

 

STAFF PRESENT:                  Dallas Weyand, Committee Administrator

Louann Rahmig, Committee Assistant

 

ISSUE HEARD AND WITNESS:     

Informational Meeting – Oregon State Government Information Technology Issues

Mike Freese, Deputy Chief Information Officer, DAS

 

These minutes are in compliance with Senate and House Rules.  Only text enclosed in quotation marks reports a speaker’s exact words.  For complete contents, please refer to the tapes.

 

TAPE/#

Speaker

Comments

TAPE 2, A

007

Chair Dallum

Calls the meeting to order at 1:00 p.m. 

013

Chair Dallum

Mentions the schedule of meetings for this committee through February 15 (EXHIBIT A).   Opens the informational meeting.

INFORMATIONAL MEETING

018

Mike Freese

Deputy Chief Information Officer, Information Resources Management Division (IMRD), Department of Administrative Services (DAS).  Begins overview of IMRD using a document distributed to committee members (EXHIBIT B)

040

Freese

Recites the mission of DAS. 

090

Freese

Explains the responsibilities of the Operations Section.

108

Rep. Krummel

Asks if state agencies must use DAS programming, systems analysis, project management and database administration.

115

Freese

Responds it is not mandatory as some state agencies have specific business requirements that make other sources preferable.

126

Freese

Continues with Governance and Oversight Section responsibilities. 

136

Chair Dallum

Asks for definition of “CIO” Council.

138

Freese

Responds, Chief Information Officer Council, and explains their duties.

150

Freese

Discusses work with state agencies to develop an information and technology plan.   

158

Chair Dallum

Asks for definition of “CNIC.”

160

Freese

Responds, Computing and Networking Infrastructure Consolidation.

199

Freese

Continues with responsibilities of the Governance and Oversight Section.

211

Rep. Krummel

Asks about program manager signature authority.

215

Freese

Responds that the authority depends on the program for which responsible. 

223

Rep. Krummel

Asks how $500,000 was determined to be the level to require oversight.

230

Freese

Responds that using $500,000 results in a manageable number of projects but will monitor and adjust if necessary.  States that other factors such as business complexity and technical complexity are also considered.

247

Chair Dallum

Asks if CIO Council is responsible for implementing the CNIC project.

251

Freese

Responds, no, and explains that the council is a larger group than CNIC, which involves only 12 agencies.    

258

Freese

Explains enterprise programs.

303

Rep. Burley

Asks for an explanation of DAS’s role in Geographic Information System (GIS) services. 

314

Freese

Responds that a state GIS coordinator is responsible for working with the various levels of government to arrive at common data standards. 

350

Rep. Burley

Asks if the state GIS coordinator is a position.

353

Freese

Replies, yes.

358

Chair Dallum

Advises that there is a GIS briefing scheduled for February 8.

361

Freese

Begins explanation of CNIC project.

382

Rep. Wirth

Asks where the largest amount of savings will occur in this consolidation.

386

Freese

Responds that a substantial amount will be from human resources in the three largest agencies, Department of Human Services (DHS), Oregon Department of Transportation (ODOT) and DAS.  

408

Freese

Indicates that the 2005-2007 biennium is the anticipated completion date for consolidation. 

TAPE 3, A

052

Rep. Wirth

Asks for the total full time equivalencies in the 32 current networking environment centers.

054

Freese

Responds, unable to answer; however, there are 140 “in scope” for this project.

094

Freese

Explains the rationale for consolidation.

098

Rep. Wirth

Asks about investments to achieve improved service, specifically training provisions.

102

Freese

Responds by explaining the one-time transition costs which will include training.    

117

Freese

Discusses the business case key findings which were presented to the Governor.

133

Chair Dallum

Asks if the Governor has had a presentation similar to this.

 

136

 

Freese

 

Responds that the CNIC Governing Board, which is comprised of the 12 agencies involved in this consolidation, met with the Governor who requested a review of the project to be more aggressive.   

148

Rep. Burley

Asks if only 12 agencies are involved at this time.

150

Freese

Responds, yes, but when completed, other state agencies will be considered for inclusion.

155

Rep. Wirth

Asks what percentage of the $20-25 million one-time transition cost is for training.

160

Freese

Responds, a small percentage, the majority being for detailed planning and moving. 

164

Freese

Points out the project timeline in (EXHIBIT B).

175

Chair Dallum

Asks about the status of the architecture.

178

Freese

Defines “architecture” as the standards on which the technology environment will be constructed inside the data center, and advises that the facility construction happens simultaneously.

184

Chair Dallum

Asks if the committee will see a plan.

186

Freese

Responds, yes.

187

Chair Dallum

Asks if the plan will be available by June 1.

190

Freese

Explains that an updated business case will be completed by the end of the first quarter.

194

Chair Dallum

Asks for a concrete plan to use to determine when a phase is completed.

198

Freese

Responds that there are several deliverables and explains the anticipated completion dates for each stage. 

222

Rep. Burley

Asks for clarification of the quarters.

225

Freese

Responds, calendar year quarters.

228

Rep. Burley

Asks if the business case will show measurable performance outcomes.

234

Freese

Responds that there is a team responsible for tracking the project and capturing performance and cost data.   

252

Chair Dallum

Asks how this process compares with projects in the private sector.

255

Freese

Responds that similar private sector projects can move faster as they do not have the facility critical path item, but the project schedule for a similarly complex consolidation is comparable. 

289

Rep. Krummel

Asks for the location of the new center.

292

Freese

Responds, on Airport Road between the Lottery and the print plant.

298

Dallas Weyand

Advises that the committee is scheduled to visit the existing data centers and the construction project on February 17.

316

Freese

Continues with the description of one-time transition costs.

340

Freese

Explains “shared services” strategy.

364

Chair Dallum

Asks for an explanation of the frustration expressed about the pace of the project.

368

Freese

Responds that the Governor requested a review of the original plan to make the project more aggressive which required a scope reset.

391

Rep. Wirth

Asks if training will be funded this biennium.

395

Freese

Responds that training is likely to be early next biennium.

408

Rep. Burley

Expresses concern that this project does not result in a “debauchel” similar to the DMV project and asks what steps are being taken to prevent a similar occurrence.

TAPE 2, B

006

Freese

Responds that the roles are clear in the statement of work and all can be held accountable

029

Freese

Points out that agencies currently have no objective data that measures service levels and the new data center will have that built into it.

053

Freese

Discusses how to make state government easily accessible.

069

Rep. Krummel

Asks if all agencies on Oregon.gov are utilizing the same format.

079

Freese

Responds that the content management approach allows input onto a form so results are thematically consistent with the brand.

088

Rep. Krummel

Asks if any agencies are currently not using “Brand Oregon”

091

Freese

Responds that not every agency has been converted into the content management system but should be during 2005.

095

Rep. Krummel

Asks if any major agencies are not utilizing the Brand Oregon look.

100

Freese

Clarifies the difference between the Brand Oregon look and the content management system.  Offers to get the answer to Rep. Krummel’s question.

108

Rep. Wirth

Asks if the semi-independent regulatory agencies and boards are evolving toward content management.

113

Freese

Responds that some have participated.   

122

Freese

Mentions that they are offering support to the Department of Consumer and Business Services on the regulatory streamlining project that is designed to make licensing processes similar among government bodies.

127

Freese

Points out that e-commerce is another critical component of this project.

136

Rep. Krummel

Asks if the archive facility in Burns is accessed through the intranet.

141

Freese

Responds, no, it is connected through a network. 

150

Rep. Krummel

Asks what kind of encryption is used.

156

Freese

Explains the multiple layers of encryption for security.

170

Chair Dallum

Asks if there is a timeline for e-government to include coherent web and information storage packages.

174

Freese

Responds there is no specific timeline but can get one.

187

Rep. Krummel

Referring to page 28 in (EXHIBIT B), asks if the “A to Z Agency List” is automatically updated.

203

Freese

Responds that the list is generated by the system which consists of agencies responsible to keep the information up to date.

 

 

225

 

 

Freese

 

 

States that the employee directory is automatically updated daily from the personnel and payroll data base.

249

Freese

Explains the type of information in the Geographic Information System (GIS).  

311

Rep. Burley

Asks if Oregon State University Institute of Natural Resources is part of the Oregon Geographic Information Council.

317

Freese

Responds that he will check on that.

320

Rep. Burley

Asks about reaction from local governments to standardize the system.

328

Freese

Indicates that they see the benefits and are cooperating. 

341

Chair Dallum

Asks when we will reach standardization.

344

Freese

Indicates that several critical standards have been developed and the GIS utility concept will accelerate standard development.

353

Freese

Advises that a plan has been developed to aggressively mitigate security threats.

TAPE 3, B

010

Freese

Continues explanation of various types of security breaches and the use of CNIC to resolve some of the issues.

064

Freese

Moves on to business continuity planning. 

087

Freese

Advises federal funding for some agencies may depend on the degree of implementation of information technology security and business continuity plans. 

100

Freese

Reports that an executive level business impact assessment has been done for 12 agencies.

121

Freese

Concludes that information technology supports the business of state government. 

154

Rep. Roblan

Asks if the Chief Information Officer Council includes local government. 

158

Freese

Replies that a Department of Education representative who works with the Educational Service Districts (ESDs) and a county representative from the Oregon Association of Information and Technology are members.  

166

Rep. Roblan

Asks if those organizations are advised on appropriate formats when developing the architecture of their programs to collect data so they are compatible.

173

Freese

Responds that is the intent.

178

Rep. Wirth

Asks about the media strategy for handling questions about costs.

186

Freese

Responds that there is a communications person and that the governing board and steering committee members have been asked to be advocates.  

205

Chair Dallum

Asks who will you “show the money” -- department heads, the Governor or the legislature.

210

Freese

Responds that since this is the Governor’s project, everyone needs to know the savings to the agencies, and the legislature and the public need to know performance was as promised.

219

Chair Dallum

Asks if there will be excess agency money available for reallocation.

221

Freese

Responds that no savings are projected in the next budget cycle but in the following cycle.

234

Chair Dallum

Asks members to review the schedule through February 17 to be sure nothing was missed.

239

Rep. Burley

Asks Mr. Freese about inclusion of the Oregon centralized voter registration system.

241

Freese

Responds that is being implemented in response to the Help America Vote Act and have worked with the Secretary of State on that system.

252

Chair Dallum

Closes the informational meeting and adjourns the meeting at 2:38 p.m.

 

 

EXHIBIT SUMMARY

 

  1. Draft Committee Schedule, staff, 1 p
  2. Department of Administrative Services, IRMD handout, Mike Freese, 45 pp