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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
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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
Canceled - no pending issues
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
Canceled - no pending issues
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
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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.
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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
www.vita.virginia.gov 6expect the best
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
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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
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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
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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 $1,993,071
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CIO Status Report – Budget Amendments2005 VITA Budget Amendments Summary
(Includes GF funding requirements for FY 2005 and FY 2006)
Priority Title/Description Total Biennial GF Funding Req’d ($ 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
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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
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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
www.vita.virginia.gov 13expect the best
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
www.vita.virginia.gov 14expect the best
CIO Status Report
• CIO Objectives Report
• Conflict of Interests Training (Officers, Board & Employees)
• E-911 and GIS Awards
• SWAM Plan – Susan Woolley
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VITA’s approach to building SWAM relationships
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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
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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
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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
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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
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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
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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