4

The problem:

Aspects of IT Governance
IT Governance can be viewed as a combination of three high-level aspects1
Who will make
these decisions
Governance
Mechanisms

How will decisions

be made

IT Governance

Approaches
to Decision
Making

What is the process

for monitoring results
1A

Decision
Domains

What decisions
must be made

Matrixed Approach to Designing IT Governance , MIT Sloan Management Review, by Peter Weill and Jeanne Ross

Future Governance Model

No centralized IT Governance Model for aligning IT
service delivery or activities across the state

Architected approach to align state IT expenditures

and services to optimize service costs

Action pending to empower the State CIO to

coordinate the IT expenditures, services and
resources within the State

Multi-layer IT Governance Model that approves,

monitors, and coordinates IT service delivery to the
policy areas

Multiple agency IT Governance models to align

individual agency business objectives

Provide a better return on the states IT investments

utilizing shared services to optimize effectiveness

Limited cost and resource sharing across the state

with no standards for infrastructure or applications

Monitor architecture, projects, and processes to

increase business value, reduce risk, and make IT
differences that truly make a difference (Carr)

Parochial agency view to optimizing agency activities

and coordination

Transition the states fragmented IT Governance

model in to a phased implementation utilizing the ELT
Model for Governance
Focus on the immediate opportunities with proposed
legislative changes to focus cooperative activities to
established shared governance processes
Integrate the existing initiative for a state-wide
Portfolio and Project Management shared service into
the IT Governance transition

8
Governor/COO/State CIO
Enterprise Leadership Team
Enterprise IT Governance Steering Team

State CIO/Strategic Technology Officers (STO)

Public Safety
Gov Policy Adv
Programs Business
Agencies CIOs
Procurement
LFO
CFO
Other Partners

Shared
Services
STO

Human
Services

Gov Policy Adv

Programs Business
Agencies CIOs
Procurement
LFO
CFO
Other Partners

Shared
Services
STO

Healthy
Environments
Gov Policy Adv
Programs Business
Agencies CIOs
Procurement
LFO
CFO
Other Partners

Shared
Services
STO

Transportation/
Eco Develop
Gov Policy Adv
Programs Business
Agencies CIOs
Procurement
LFO
CFO
Other Partners

Shared
Services
STO

Education
Gov Policy Adv
Programs Business
Agencies CIOs
Procurement
LFO
CFO
Other Partners

Shared
Services
STO

State Admin
Gov Policy Adv
Programs Business
Agencies CIOs
Procurement
LFO
CFO
Other Partners

Shared
Services
STO

Enterprise Utility Services

Office of the State CIO Responsibilities/Authority
ELT/EITGST Delegated Responsibilities/Authority
Statewide Information Resource Management Plan
Sets enterprise direction and standards
Shared Services leadership and coordination (STOs)
Establishes enterprise business objectives
Enterprise Project Portfolio Management (STOS)
Oversees IT Governance
Enterprise Utility leadership and coordination (STOs)
Ensures IT risk management process and risk optimization
Enterprise policy setting, oversight , QA, Leg reporting
Approves and supports enterprise standards
Enterprise IT Infrastructure policy
Directs enterprise IT investments/lifecycle
Enterprise IT Security policy and direction
Prioritizes and approves enterprise IT initiatives
Enterprise GIS and Broadband Policy &Coordination
Ensures enterprise IT project implementation
Ensures enterprise transparency
Agency CIO Responsibilities/Authority:
Agency program policy and direction
Agency IT Prioritization
Local and Desktop/LAN support
Unique Business specific applications
IT purchases for department specific activities

Enterprise IT Governance Model

Enterprise
Leadership Team

Governor

State COO
Michael Jordan

Enterprise IT
Governance Steering
Team

State CIO
Alex Pettit

Strategic Technology Office

Shared Services

Enterprise
Utility
Services

Agency
Governance
Committees

State CIO
Shared
Business
Segment
Directors

State CIO
Customer
Utility Board

Enterprise IT Portfolio

Enterprise Architecture

Unique Agency Functions

Service
Owners
Providers

Project Inventory

10

Joint Project Portfolio Review

April 2014 OSCIO and LFO staff
reviewed/analyzed an initial Project Portfolio
List which included 81 items (active/planned
projects and operational initiatives) comprised
of information gathered from multiple sources.
This Joint/Cross-Branch review/analysis
resulted in refinement and segmentation of the
the Portfolio into one or more of the following
categories for further review, analysis & action.

11

Policy & Legislative Direction

IT related Biennial Budget Instructions

Spreadsheet for all projects >$150,000 (BASE or POP)

Working with Enterprise Technology Services Division
Policy Option Package (new $, Positions, Limitation)
Business Case for all projects >$1M
Business Case Document (Initial and updates for continuing projects)

Detailed Project Plan for continuing projects not previously approved by the State
CIO.

IT Investment Review and Approval Policy

Information Resource Request & Business Case for all projects >$150,000

IT Oversight & QA Policy Requirements

Independent QA Oversight for projects with a major IT component

HB 4122
Preliminary QA Services
Ongoing Quality Management Services

Other Statutory Obligations

e.g. ORS 184.473-184.477, 291.038, 291.039, etc.
12

14

15

16

Simple Model (Stage Gate Focus)

Stage
Endorsement

Stage
Endorsement

Stage
Endorsement

Stage
Endorsement

Stage 1: High Level Planning

Stage 2: Detailed Business Case & Foundational Planning
Stage 3: Detailed Planning
Stage 4: Execution

17

Projects Pre-Stage 1 Endorsement

developing high level plans,
high level business cases & foundational plans (as of 12/31/14)

Bus. Analysis for Info. Sys., Corrections

Elec. Health Record, Corrections
Corrections Intranet, Corrections
Corrections Information System,
Corrections
Facilities WiFi, Corrections
HR Info. Sys., DAS
Early Leaning Info Sys, Education
OR Employer Serv. Portal Phase 2, Justice
Child Support Micro Conversion, Justice
Summation Upgrade, Justice
Next Generation 9-1-1, Military

Property Valuation, Revenue

CrimeVue Replacement, State Police
Cent. Hwy. Approach Maint.,
Transportation
Financial/STIP Mgt. Release 2,
Transportation (Not a project per ODOT)
ETS Server Upgrade, Transportation
DMV Service Transformation Program,
Transportation
Time & Attendance, Transportation
Data Warehouse, Youth Authority
JJIS.net, Youth Authority

18

Projects with Stage 1 Endorsement

Stage 1

completed high level plans;

developing detailed business case & foundational plans
(as of 12/31/14)

CFO Capital Assessment Plan, DAS ETS

Equip. Replacement, DAS ETS
Contract Voice Services, DAS ETS
MMIS: TMSIS (Rpt.), DHS
Child Support Sys. Modern. (CSEAS2), DOJ

State Longitudinal Data Sys., Education

Investment Board
Software Upgrade, Health
Home Visit Data Sys., Health (passed Stage
1 but is now <$1,000,000)
Data Base (Suite), Teachers

19

Projects with Stage 2 Endorsement

Stage 2

completed detailed business case & foundational plans;

developing detailed plans

(as of 12/31/14)

Data Mgmt. Consolidation, DAS

Call Center Upgrade, Employment
Unemployment System Modernization, Employment
Software Configuration Mgt., Employment
Perf. Rpt. Info. Sys., Employment
MMIS Disaster Recovery, Health
MAGI Medicaid System Transfer, Health
Individual Account Program Transfer, PERS
FirstNet prep, DAS OSCIO (was Transportation)

20

Projects with Stage 3 Endorsement

Stage 3

completed detailed project plans;

in execution (as of 12/31/14 - all were in-flight
prior to establishment of stage-gate process)

Data for Analysis, Comm. Colleges

HVAC Central Control, DAS ETS
Oracle to .NET Conversion, DCBS
Cross Media Rpt. Reg., DEQ
Compliance/Enforcement Sys., DEQ
COMPASS Perf. Outcomes, DHS
Child Care Billing/Attendance, DHS
WIC Elec. Benefits Transfer, DHS
Advancing Longitudinal Data (ALDER), Education
Enterprise Hardware, Employment
Case Mgt. for Admin. Hearings, Employment
Unisys Migration, Fish
Internet Point of Sale, Fish
Forest Elec. Rpt./Notification, Forestry

Woods Acct. & Log Tracking, Forestry

Medicaid Info. Mgt. ICD-10 Codes, Health
Avatar (Behavioral Health), Health
Medicaid Info. Mgt. Sys. EDI, Health
Core Sys. Replacement, Revenue
Drivers License Issuance, Transportation
Fuel Tax Sys. Replacement, Transportation
Remedy Upgrade, Transportation
Right of Way Tracking, Transportation
Road Usage Charge, Transportation
Software Upgrades, Transportation
State Radio Project, Transportation
Server Replacement, Transportation
Microfilm Replacement, Transportation

21

Projects with Stage 4 Endorsement

Stage 4

Completed execution;
closing project and transitioning to business operations,
(as of 12/31/14)

Financial/STIP Mgt. Phase 1, Transportation

22

Projects on Hold or Stopped

Business Intelligence, DCBS (Stage 1)

Child Welfare Elec. Client, DHS (Stage 1)
Payroll Rpt., Employment (Stage 1)
Modernization, DHS (Stage 3)
UI Connectivity, Employment (Stage 3)

23