CIO Status Report

1

expect the best

www.vita.virginia.gov

CIO Status Report

Lemuel C. Stewart, Jr.

CIO of the Commonwealth

October 13, 2004

www.vita.virginia.gov 2expect the best

CIO Status Report

• Large Agency Merger– 1st Wave Complete – 6 agencies– 2nd Wave – October 25 – 4 agencies– 3rd Wave – November 25 – 7 agencies


Large Agency Transition Schedule As Of 10/07/04Agency Name VITA

On-Site Workshop

VITAOn-Site

Deliverables Review

HR Onboarding: Transitioning Employees'

Paperwork Due

Transition Overview

Sign-off & Final Deliverables

Due

Effective Transition

Date

1 Social Services, Dept. of Comp. Services for At-Risk Youth & Families (Small)

6/25/20046/25/2004

Canceled - no pending issues

8/16/20048/16/2004

8/23/20048/23/2004

9/25/20049/25/2004

2 Conservation and Recreation, Dept. of Chippokes Plantation Farm Foundation(Small)

6/28/20046/28/2004

8/2/20048/2/2004

8/16/20048/16/2004

8/23/20048/23/2004

9/25/20049/25/2004

3 Alcoholic Beverage Control, Dept. of 6/29/2004 Canceled - no pending issues

8/16/2004 8/23/2004 9/25/2004

4 Health, Dept. of Aging, Dept. of (Small)

7/1/20047/1/2004


8/16/20048/16/2004

8/23/20048/23/2004

9/25/20049/25/2004

5 Corrections, Dept. of 7/6/2004 8/5/2004 8/16/2004 8/23/2004 9/25/20046 Mental Health, Mental Ret. & Sub. Abuse Svcs., Dept. of 7/12/2004 Canceled - no

pending issues8/16/2004 8/30/2004 9/25/2004

7 Motor Vehicles, Dept of 7/22/2004 8/17/2004 9/2/2004 9/20/2004 10/25/2004

8 Game and Inland Fisheries, Dept. of 7/26/2004 Canceled - no pending issues

9/2/2004 9/20/2004 10/25/2004

9 Agriculture & Consumer Services, Dept. of 7/28/2004 8/27/2004 9/2/2004 9/27/2004 10/25/2004

10 Environment Quality, Dept. of 8/3/2004 9/2/2004 9/2/2004 9/30/2004 10/25/2004

11 Correctional Education, Dept. of 8/9/2004 Canceled - no pending issues

9/27/2004 10/18/2004 11/25/2004

12 Rehabilitative Services, Dept. of Disabilities, Virginia Board for People with (Small) Blind and Vision Impaired, Dept. for the (Medium) Deaf & Hard of Hearing, Dept. of the (Small) Protection and Advocacy, Virginia Office for (Small)

8/11/20048/11/20048/11/20048/11/20048/11/2004


9/27/20049/27/20049/27/20049/27/20049/27/2004

10/18/200410/18/200410/18/200410/18/200410/18/2004

11/25/200411/25/200411/25/200411/25/200411/25/2004

13 Employment Commission, Virginia 8/16/2004 9/20/2004 9/27/2004 10/18/2004 11/25/2004

14 Taxation, Dept. of 8/23/2004 Canceled - no pending issues

9/27/2004 10/18/2004 11/25/2004

15 Juvenile Justice, Dept. of 8/24/2004 9/28/2004 9/27/2004 10/18/2004 11/25/2004

16 State Police, Dept of 8/30/2004 9/27/2004 9/27/2004 10/25/2004 11/25/2004

17 General Services, Dept. of 7/14/2004 Canceled - no pending issues

9/27/2004 10/25/2004 11/25/2004

Anticipated staff transfers are considered to be MEL unless in-scope contract positions are noted.

WAVE 2

WAVE 3

WAVE 1


CIO Status Report

• PPEA Status Report– Review Complete– Closed Session

• DHRM Classification Study– 372 submitted with 58 exceptions identified– 29 net changes proposed in DHRM final report– We support the study and will be 100% in compliance

by the next ITIB Meeting– A Classification Analyst position has also been added

to our staff to work with DHRM to avoid future classification issues.


CIO Status Report

• Enterprise System Initiatives– Learning Management System (DHRM)– Statewide Alert Network (SWAN)– Enterprise Licensing (DPOR)– Enterprise Geographical Information System

(GIS) – 18 agencies– Government to Government (G2G) – DSS– E-mail Consolidation


CIO Status Report – Cost Savings

FY 04 Savings

FY 05 Savings

FY 06 Savings

Six-Year Baseline Benefit

Cost Savings—

Eleven Initiatives$15,665,000 $25,130,000 $26,316,000 $146,059,000

Cost Avoidance—

Two Initiatives$ 875,000 $ 995,000 $ 615,000 $ 4,330,000

TOTALS, Savings &

Cost Avoidance$16,540,000 $26,125,000 $26,931,000 $150,389,000


Quick Win Initiatives (in $1,000)

Project Name FY05FY0

6

6-Year Baselin

e Benefit

Status Comments

Local phone service consolidation 4,675 5,861 28,119 Green Exceeded 6-year baseline benefit target by $5 million

Standard core desktop bulk licensing XX XX XX Yellow

Small server consolidation XX XX XX Green

Contractor conversions XX XX XX Yellow

VITA host Web based bus. Licensing apps XX XX XX Yellow

Relocate/consolidate mainframe print site 248 1,235 10,995 Green

Restructure operations shifts & coverage 193 232 1,353 Yellow

Mainframe upgrades XX XX XX Green

Oracle Financials app. Consolidation 182 516 3,234 Green

Migrate customers to COVANET 170 432 2,825 Green

Operations automation – prod control 122 500 3,474 Green

ImagePort broadcast fax (VDH) XX XX XX Yellow

Relocate 411 E. Franklin St. offices to Richmond Plaza Building

60 147 795 Red New Richmond Plaza Building lease is not complete. 411 will not close until final resolution of lease

Board of Elections lines consolidation 22 44 242 Green

Offsite storage contracts consolidation XX XX XX Yellow

Total Savings/Avoidance 7,492 11,025 66,083

Cost Avoidance 785 1,306 7,331

Cost Savings 6,707 9,719 58,752


CIO Status Report – FY04 Financials

Internal Service Funds

YTD Actual Budgeted June 30, 2004 Fiscal Year 2004

Operating Revenues $112,717,161 $117,498,286 Expenses, including transfers 111,389,347 126,851,416 Net Change 1,327,814 (9,353,130) Retained Earnings, J uly 1 03 26,460,186 26,460,186 Ending Retained Earnings, J une 30 04 $ 27,787,800 $ 17,107,056


CIO Status Report - FY04 Financials

All Other Funds Actual Financial Results

For the Fiscal Year Ended June 30, 2004

Enterprise

Funds

General Funds

Special Revenue Funds

Federal Funds

Revenues, including transfers $70,016,785 $7,519,795 $2,402,618 $1,993,071 Expenditures, including transfers 81,718,155 7,518,481 1,847,900 Net Change (11,701,370) 1,314 554,718 1,993,071 Retained Earnings, J uly 1 03 27,250,283 - 527,576 Ending Retained Earnings, J une 30 04 $15,548,913 $ 1,314 $1,082,294 $1,993,071


CIO Status Report – Budget Amendments2005 VITA Budget Amendments Summary

(Includes GF funding requirements for FY 2005 and FY 2006)

Priority Title/Description Total Biennial GF Funding Req’d ($ in Millions)

Contingency

1 Relocate VITA/State Data Center to safe, secure and

efficient workspace 3.20

Alternative

Funding

2 Enhance support of VGIN – base mapping and central

address file 4.59

Continue with

current program

3 Create incident management capability for threats to state

data 1.57

Evaluate fee for

service approach

4 Enhance IT strategic planning and project management

performance and decision making 3.14

Evaluate fee for

service approach

5 Expand E-Government, including online services to citizens

and business 2.79

Continue with

current program

6 Build comprehensive central planning capacity for major IT

investment projects 7.0

Continue with

current program

7 Support small agency desktop services 1.04 Time & materials

charge approach

8 Fund new administration IT transition costs .35 Direct to DPB

TOTALS, Amendments 1 through 8 $23.68


CIO Status Report – Rate Approvals

JLARC Rate Proposal - October

• Rate Correction – Covanet $1.2M

• Product Line Rate Adjustments $0.9M

• New Service Rates $1.0M

Total $3.1M


CIO Major IT Project and Procurement ActionsSince Last ITIB Meeting

Project Development ApprovalState Board of Elections: Virginia Election and Registration System (VERIS)

Contract Approval Department of Corrections: Automated Offender Sentence Calculation System

Project Suspension or Resumption ApprovalResumption - Department of Transportation: Financial Management System II Upgrade – Phase I ProjectSuspension - Department of Accounts: Lease Accounting System Replacement

NOTE: See the October ITIB Major IT Project Status Report (provided separately) for a complete status of the Commonwealth major IT project portfolio


Major IT Project ActivitiesSince Last ITIB Meeting

Project Management StandardCIO posting approval recommendation today

(October 13) for five day Board review

Independent Verification and Validation (IV&V)CACI now under contract, developing Commonwealth

IV&V programNext steps:

– Complete survey of existing agency IV&V programs

– Prioritize current major IT projects requiring IV&V – Conduct IV&V on identified projects by 1/12/05– Validate Commonwealth IV&V program– Implement continuing IV&V for major IT projects


CIO Status Report

• CIO Objectives Report

• Conflict of Interests Training (Officers, Board & Employees)

• E-911 and GIS Awards

• SWAM Plan – Susan Woolley


VITA’s approach to building SWAM relationships


Background

• Recent disparity study concluded low utilization of women-owned and minority businesses across the Commonwealth

• Barriers identified by MWBE for doing business with Commonwealth

• Limited time to prepare proposal• Limited information on pending projects• Contract too expensive to bid• Size of the contracts bid


VITA Background

• VITA has historically supported SWAM enterprises through a variety of strategies: • Including SWAM objectives in solicitations• Leveraging eVA’s broad SWAM reach• Tracking of VITA spend with our SWAM industry

partners and subcontractors• Utilizing SWAM suppliers for small purchases

and services to VITA

• Participating in Virginia Business Opportunities Despite these efforts SWAM utilization has been under 5% of

external VITA spend


VITA’s SWAM Program

• View SWAM as an untapped source of innovation

• Develop a sustainable program including• Setting objectives • Removing barriers • Fostering two-way communication• Identifying opportunities


Tapping into entrepreneurial innovation

•Create SWAM policy

• Include procedures for solicitations

•Establish goals •Providing training • Inform SWAM suppliers of opportunities

•SWAM resource on VITA web site

•Provide data•Hire SWAM outreach officer

•Formalize recognition of subcontractors

•Develop small purchase procedures and other methods

•Solicit feedback •Monitor progress•Recognize exemplary performance

•Benchmark effectiveness

Raise Awareness

Improve Access

Encourage Feedback


2005 Objectives

• Increase SWAM participation to 40% - ($3.2M over prior year) of SWAM-eligible expenditures

• Encourage the certification of SWAM businesses with DMBE and registration on eVA

• Provide supplier outreach that increases collaboration with SWAM community


Beyond 2005

• Develop programs that recognize achievement of suppliers procurement personnel and mentor suppliers

• Develop ad hoc VITA council for procurement feedback and identification.

• Leverage assistance of DMBE• Provide long-range procurement information

to enhance education, preparation, networking

Documents

CIO Status Report