HOUSE COMMITTEE ON

INFORMATION MANAGEMENT AND TECHNOLOGY

 

 

January 25, 2005   Hearing Room 357

1:00 PM     Tapes  4 - 6

 

 

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

 

MEASURES/ISSUES HEARD AND WITNESSES: 

                                                Informational Meeting

                                                     Department of Human Services Information Technology issues

                                                            Gary Weeks, Department of Human Services (DHS)

Bill Crowell, DHS

 

 

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 4, A

004

Chair Dallum

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

 

 

 

INFORMATIONAL MEETING

006

Gary Weeks

Director, Department of Human Services.  Provides information on the recruitment process for the Chief Information Officer, the department’s services, the number of positions and current budget.    

080

Weeks

Continues by explaining the history of the department.

110

Weeks

Explains the “shared services” model of the department.

128

Weeks

Describes the 2001 reorganization which further consolidated the agency by eliminating divisions and creating three clusters of services:  children and families, health and seniors and people with disabilities.    

159

Weeks

Discusses the need for information technology (IT).  States that requests for proposals were issued for the vital Medical Management Information System (MMIS). 

173

Rep. Krummel

Asks if the MMIS program will be an off-the-shelf product that will be adapted, or one that is self-developed and self-implemented. 

188

Bill Crowell

Chief Information Officer, DHS.  Responds that four proposals have been received to design, develop, implement and maintain the MMIS system.  Indicates the intent is to take an existing system from another state and implement it with minimal modifications. 

204

Weeks

Reports that the current MMIS system is “off-the-shelf” that has been modified over the years.

211

Chair Dallum

Asks how long the new IT system has been “in the mill.”

217

Weeks

Responds that it has been a couple of years as legislative authority was needed to begin the project.  Indicates that matching federal funding had to be obtained. 

224

Weeks

Advises that the State Automated Child Welfare Information System (SACWIS) is also in the Governor’s budget for updating.  Emphasizes that security must be paramount due to the nature of the information in the system.   

289

Chair Dallum

Asks for the implementation date.

294

Crowell

Responds, September or October 2007.

299

Chair Dallum

Asks about arrangements made with state associations for a 2007 implementation.

303

Weeks

Replies that there has been work with represented employees to assure them there will be no displacement of people.  Explains the need to contract out for the development of the MMIS program. 

324

Chair Dallum

Asks for clarification that work with the state associations has resulted in agreement there will be no loss of full time equivalencies.  Asks about the training timeline.

333

Weeks

Replies that the department is working with union representatives to assure employment, but the union does not agree with the strategy.

344

Crowell

Advises that a transition plan has been implemented and communicated to all employees and the union, explaining the outsourcing and maintenance of the MMIS.  Explains the step-by-step process for determining skill levels and needs for affected employees.   

403

Crowell

Explains the department’s relationship with the union. 

413

Weeks

Refers to closure of Fairview and success in re-employing staff due to the partnership with the union. 

439

Rep. Krummel

Asks why programmers would not want to keep up with programming languages even though they may not be necessary for their current jobs.

TAPE 5, A

048

Crowell

Responds that some have kept their skill sets up to date, but others have become “comfortable.”   

073

Weeks

Comments that in preparing for Y2K, found that everything was written in COBOL.  States that people with that background were not available, so had to train programmers.  

090

Rep. Krummel

Asks if the people who were trained and hired for the Y2K issue were temporary or full time. 

 

110

 

Weeks

 

Responds that these people were permanent employees so remained permanent, some being placed in other departments.

128

Rep. Roblan

Asks if the reason for moving to the new plan is so the state is not responsible for keeping current, but the contractor.

137

Crowell

Responds that MMIS is the largest single application in the state, and it would be high risk to have it implemented and then try to train staff to maintain it.  States that the contractor selected will be responsible for maintenance.

180

Crowell

Describes personal background. 

197

Crowell

Begins DHS Office of Information Business Plan presentation (EXHIBIT A)

212

Crowell

Explains the department’s six-year plan taken from the 2005-07 agency budget request. 

270

Crowell

Describes the Office of Information Services organizational structure.

345

Crowell

Explains the department’s budget breakdown for the current biennium and the Governor’s recommended budget for the 2005-07 biennium.

405

Crowell

Explains “burning platforms.” 

TAPE 4, B

014

Crowell

Outlines strategies to address areas needing improvement.

020

Crowell

Discusses how applications are delivered to the business.

038

Crowell

Addresses the ten largest, most complex applications used.

082

Crowell

Explains that systems were inhibitors to business operations and service integration.

098

Crowell

States that current applications portfolios can be simplified. 

125

Crowell

Discusses prototyping systems before deciding on modifications.

139

Crowell

Explains the eight major portfolios of applications in the department.

168

Rep. Roblan

Asks if all eight portfolios can be integrated with common architecture.

177

Crowell

Responds, exactly.

189

Rep. Roblan

Asks if client information can be shared across the board.

193

Crowell

Responds, that is a major goal.

202

Rep. Krummel

Asks if Enterprise Resource Planning will be “piggybacked” onto the state enterprise system rather than develop a new system for DHS.

211

Crowell

Replies, yes.

223

Rep. Krummel

Asks if this will be a mandatory application or program that all agencies must use as the data center consolidation occurs.

231

Crowell

Responds that there have been discussions with the Chief Information Officers Council about this topic, but a statewide strategy has not yet been developed.  

239

Crowell

Discusses Commercial Off The Shelf (COTS) applications. 

260

Rep. Krummel

Asks if rules will define roles for open access, rules-based service-oriented architecture. 

 

 

275

 

 

Crowell

 

 

Replies, absolutely.  Advises that the Emergency Board recently approved a DAS initiative for security, a significant portion of which will go to DHS to implement a rules-based security method for applications access. 

313

Crowell

Cites percentages of desk top and non-standard data bases.

374

Crowell

Discusses participation in the consolidation of data centers.

398

Rep. Krummel

Asks for definition of CICS.

399

Crowell

Responds, Customer Information Control System.

401

Crowell

Continues with explanation of complexity of the current environment.

TAPE 5, B

023

Rep. Roblan

Asks if the reason for doing this is to eliminate duplicated pieces.

028

Crowell

Responds that there will be efficiencies as consolidation occurs.

039

Crowell

Points out that many clients come directly to the agency without going through a security perimeter. 

073

Crowell

Advises that even though the agency is participating in Computing and Networking Infrastructure Consolidation (CNIC), there are things that need to be done in the short term.

079

Crowell

Points out the agency customer service and support staff ratios to people supported and cites percentages. 

120

Crowell

States the problem of nonstandard software on desktops.

132

Rep. Roblan

Asks if there will be a big investment by 2007 in new computers.

137

Crowell

Responds, yes; however, we should be in the last year of replacement.

142

Crowell

Explains that the agency needs to be proactive in customer service strategies.

152

Crowell

Cites a lack of business process engineering expertise.

171

Crowell

Indicates that current skill sets do not match anticipated future needs.

191

Crowell

Describes security issues needing to be addressed.

203

Chair Dallum

Asks if the funds approved by the joint committee and the E-Board are being used to address the security issues.

208

Crowell

Responds, yes.

214

Chair Dallum

Asks when a reasonably secure system will be in place.

220

Crowell

Replies that DAS is leading this initiative and could better answer that question.

243

Crowell

Reviews defense-in-depth security posture.

289

Crowell

Describes the agency’s customer business functions.

329

Crowell

Explains what will be included in developing tactical plans. 

340

Rep. Burley

Asks if all the major projects (MMIS, SACWIS, etc.) are going to be on CNIC.

364

Crowell

Responds, exactly; all technology will be moved to the state data center. 

313

Rep. Burley

Comments that it appears that even though SACWIS was included in the Governor’s budget, it is not shown as one of the ten largest, most complex applications.

319

Crowell

Responds that SACWIS is the generic term for the current Family and Children Information System (FACIS), so it is included.

354

Crowell

Provides information on the custom-developed, in-house initiative for FACIS.

TAPE 6, A

010

Rep. Burley

Asks how employees are reacting to the notion of centralizing.

018

Crowell

Replies that has not been an issue.  Indicates that the real challenge was to create a sense of understanding of the business needs.

033

Weeks

Admits there is some anxiety about losing personal desktop software.

048

Rep. Wirth

Asks where employment-related day care falls in the ten largest complex systems.

050

Weeks

Responds that it is not one of the largest systems; it is part of the self-sufficiency program under children and families.

056

Rep. Wirth

Asks how the current information technology is used to track down welfare fraud.

063

Crowell

Responds that is done within the silos and explains how. 

077

Rep. Wirth

Asks about percentage of welfare fraud that can be currently detected.

080

Weeks

Responds that welfare payments are no longer made as people must be enrolled in an employment, education or training program.  Explains Okalahoma’s employment-related day care system that could reduce fraud if implemented in Oregon. 

104

Rep. Wirth

Asks if consolidation of personnel with implementation of CNIC will be accomplished with elimination of positions.

104

Weeks

Responds that some positions will be eliminated but are working with employees to find places for them.

115

Rep. Wirth

Asks if vacant positions will be eliminated first.

124

Weeks

Replies, correct. 

132

Crowell

Adds that the issue is being managed and vacant positions are not being filled now.

144

Rep. Roblan

Asks if protocols are being developed to capture all the different data for the new center. 

150

Crowell

Responds that the data center consolidation is the physical movement of technology and the data goes with it.

160

Chair Dallum

Asks if the DHS timeline is compatible with DAS’s for CNIC. 

173

Rep. Krummel

Asks if consideration has been given to move away from desk top technology and move to a “thin client” technology. 

193

Crowell

Replies, yes, looking at those technologies.  Explains that most of what is to be implemented will be web enabled applications.   

223

Rep. Krummel

Talks about a small school district using thin client technology that handles all administrative applications.

234

Chair Dallum

Adjourns the informational meeting at 3:04 p.m.

 

 

EXHIBIT SUMMARY

 

  1. Department of Human Services Business Plan, Bill Crowell, 83 pp