07-09 IT Planning Briefing

February 2006

Agenda

• Welcome– Introductions

• IT Planning Timeline• Technology Directions• Toolset upgrades• BARS • Asset Reporting• Rate update• Questions and Answers

Welcome

• Introductions / Contact data– Nancy Walz – Policy and Planning Division

Director• nwalz@state.nd.us• 701-328-1991

– Dan Sipes – Administrative Services Division Director

• dsipes@state.nd.us• 701-328-4317

– Kevin Nosbusch – IT Business Analyst• knosbusch@state.nd.us• 701-328-3255

– Jeff Swank – IT Business Analyst• jpswanK@state.nd.us• 701-328-1994

Timeline

2-1-2006 - 2-15-2006 Agency Briefings3-31-2006 ITD rates for 07-09 will

be published3-15-2006 - 4-30-2006 IT Business Analysts will

meet with each agency 7-17-2006 IT Plans are due, NDCC

has no process for extensions August 2006 SITAC prioritizes large

projects based on BARS data November 2006 State IT Plan is published December 2006 State IT Plan delivered to 07

Legislature

IT Planning Cycle

Review Current Situation

Define Objectives

Develop Plan

Implement Plan

Evaluate Results

Document Plan

Technology Directions

• Service Oriented Architecture (SOA)• Enterprise Service Bus• Quality Assurance• PowerBuilder questionable future• VSAM / ABABAS migration• Oracle 10g & MS SQL Server 05• DB2 development• Second data center impacts on

Service level agreements• Continue 4 year PC replacement

Technology Directions

• StageNET 06 offers increased security and capacity

• Office 12 deployment• Possible blocking of outbound IM and

IRC traffic• N-core processors may impact

software licensing• Data warehouse / Business

Intelligence deployment• Expanded GIS utilization

Toolset Upgrades

• Software Component upgrades– Per application– Per upgrade

• Lotus Notes• Interactive Voice Response• Visual Basic

BARS

• IT Capture process remains the same

• Reporting available via Reports and Publications

• Refined definitions for narratives

BARS - Infrastructure

• Agency IT Plan Contact Data – Required– Name, title, email and phone number of

person responsible for plan content• Agency IT Overview

– Required– General overview of technology deployed

• Agency Technology Goals and objectives– Required– Goals and measurements supported

within the IT Plan – should tie IT to the business functions

BARS - Infrastructure

• Explanation of extraordinary increase or decrease in infrastructure costs– Required if 10% increase / decrease

• Number of PC’s – Required– Desktops– Desktops to be replaced– Laptops– Laptops to be replaced– Operating systems used by percent

• Additional non-appropriated expenditures– Amount– Explanation

BARS - Infrastructure

• Narrative– Agency Technology Activities

• Provide detailed information on what is included in the Infrastructure. Should include sufficient detail to explain the requested budget and changes in the budget from previous biennium.

BARS - Projects

• Project identity– Number used to sequence reports

• INF – Infrastructure• PGM – Program id • NNN – project number within grouping

– Description – project name– Project ID – agency assigned– Priority – Project type

BARS - Projects

• Project text – each area has a additional narrative screen available for detailed explanations– Description – What is the project?– Business need – Why the project needed?– Alignment to missions – How the project

meets the business goals.– Benefits – specific measurable benefits of

completing the project– Impact of not completing – What adverse

impact will occur if the project is not completed?

– Risks – What are the risks to the project and how will the risk be mitigated?

BARS - Costs

• Project Cost Screen is used for both Infrastructure and Projects

• Accounts used are:– IT5110 – Salaries – IT5120 – Salaries – other (Shift Diff)– IT5130 – Temp Salaries– IT5140 - Overtime– IT5160 – Fringe Benefits– IT5111 – Additional Salaries – IT5121 – Additional – Salaries other (Shift diff)– IT5131 – Additional Temp Salaries– IT5141 - Additional Overtime– IT5161 – Additional Fringe Benefits

BARS - Costs

• Accounts used (continued) – IT6010 – IT data processing – IT6020 – IT Communications– IT5310 – IT software & supplies– IT6030 – IT contractual services

& repairs– IT5510 – IT Equipment under

$5000– IT6930– IT Equipment over

$5000

BARS - Costs

• Amounts entered for each account:– Current appropriation– Budget request– Optional request– Subsequent biennium– Financial impact

• Projects only• Ongoing costs that will be included in

the infrastructure in the future

BARS - Funding

• Funding source for each line item

BARS - MISC

• Budget amounts included in the IT Plan do not post the financial budget, however the financial budget and the IT budget must match.

• Plans will be reviewed to ensure:– Completeness of plan– Compliance to technology standards– Inclusion of technology directions– Reasonableness of budgets– IT budget ties to financial budget– IT Equipment over $5000 ties to the IT

Equipment over $5000 sub-schedule

BARS - Reporting

• Reports are available via the Reporting and Publication menus. Details will be included in the final version of the updated manual which will be available at www.nd.gov/fiscal

Asset Reporting

• Asset Inventory required– PeopleSoft or Excel– Hardware

• Individually or in groups• PC (required)• Printers (significant or critical)• PDA’s (significant or critical)• Scanners (significant or critical)• Servers (required)• Networking Equipment (significant or

critical)

Asset Reporting

• Asset Inventory required (cont)– Software

• Line of business applications– Name– Description– Production date– Date of last update– Replacement date– Original cost– Developer / Vendor– Life expectancy– Maintenance cost– Estimated replacement costs– OS required– Database required– Language developed in – Maintenance vendor

ITD Proposed Billing Rates

• Dan Sipes – Administrative Services Division Director – dsipes@state.nd.us– 701-328-4317

Data Processing Billing Rates• Hourly Staff Rates

– Draft rates reflect increases of 7% - 10%– Considering a separate rate for architect

level analysis and project management

• Records Management Rates– Rates will increase, amount of increase

still under review

• ConnectND Rates– Still under review – reviewing projected

impact of increased disk usage, Time and Labor functionality and Data Warehouse functionality

Data Processing Billing Rates• Mainframe Rates

– Current plan is to migrate to flat rate billing versus by CPU second

– Assuming no changes to an agency’s applications, current expenditure levels for each agency would remain the same for the next five years

– Regular review to monitor usage/price increases based on new functionality

• Mainframe Disk/Tape Rates– Still determining impact of mainframe

migration– Agencies should plan to budget current

level of spending for existing data storage

Data Processing Billing Rates• AS/400 Rates

– Rates still under review

• EDMS Rates– Per user rates still under review– Separate rates for Teleform infrastructure

– will be monthly rates

• Consolidation Hosting Rates– Still under review– Considering up front installation fee for

dedicated/shared servers

Data Processing Billing Rates

• Disk Rates– Bronze Rate under review - only offered for certain

services– Silver and Gold rates should hold steady– Considering the feasibility of custom rates for very

large data stores (multiple TB’s)

• Network Rates– Cost increases in endpoint connectivity & network

core– Majority of increases in core costs are being funded

by Higher Ed and K-12– Expected cost increases from virus/spam software

vendors– Expected increases in Device rate and endpoint

Fiber and T-1’s

Telephone Billing Rates

• Basic Phone Rates– Expected increase to cover VOIP rollout– VOIP available for phone calls between the

8 major cities

• Long Distance– Expected increase in per minute rate and

decrease in usage since most of the low cost phone calls will now be carried by IP

Micrographic Billing Rates

• Actively pursuing outsourcing arrangement for processing microfiche

• Vendor relationship and billing will still be coordinated through ITD

• Expected cost increases based on outsourcing arrangement and reduced volume

• Cost increases will be less than the projected costs to replace existing equipment and relocate current processing facilities

ITD Cost Control Strategies

• Benchmark against peers• Leverage volume purchasing & term

contracts• Competitive bids• Validate vendor pricing with Gartner• Monitor software licensing and usage• Simplify the architecture (EA)• Just-in-time procurement

Summary

• Planning is a process– It is time to start

• Needs identification• Business case development• Prioritization

– Analyze financial impacts • ITD rates• Governor’s Budget Guidelines• Agency’s needs

– IT related– Non IT related

– Submit plan• Enter into BARS• Submit to ITD

Questions?

Thanks for attending!