SecCommerceandTradeITStrategicPlansReport02

Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade Information Technology Strategic Planning Summary Report for the Secretariat of Commerce and Trade Budget Biennium 2002 – 2004 Department of Technology Planning Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade January 2002 Table of Contents 610 Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade INTRODUCTION OVERVIEW SECRETARIAT IT TRENDS ANALYSIS SIGNIFICANT SECRETARIAT INITIATIVES .8 SECRETARIAT ISSUES 10 CONCLUSION 11 APPENDICES .12 APPENDIX A: IT STRATEGIC PLANS APPROVAL SUMMARY 12 APPENDIX B: IT PROJECTS BY AGENCY .13 APPENDIX C: SECRETARIAT OF COMMERCE AND TRADE MAJOR BUSINESS APPLICATIONS .15 Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade Introduction In accordance with Section 2.2-226 of the Code of Virginia, the Secretary of Technology is required to approve the information technology (IT) plans developed by Commonwealth agencies and institutions of higher education The planning process introduced this year had both a short and long term goal The short-term goal was to use the planning cycle for the 2002-2004-budget biennium to introduce agencies and institutions (herein referred to as agencies) to the principles and best practices of Information Technology Investment Management (ITIM) Through preparation of an abbreviated IT strategic plan, agencies were asked to look at information resources and information technology projects as investments within a strategic investment portfolio that supports the agency’s mission Through the introduction of an automated Technology Portfolio, agencies were also, for the first time, asked to share information about current and planned IT investments The long-term goal and primary benefit of ITIM-based IT strategic planning is to better enable agencies to consistently make the right IT investment decisions that best support core business activities, respond to agency customers, and achieve overall value and operational excellence In July of this year, the Secretary of Technology issued “Guidelines for IT Strategic Planning” The guidelines were coordinated with and had the full support of the Department of Planning and Budget (DPB), creating integrated strategic business planning and IT planning processes for state agencies The guidance identified overarching strategies and initiatives that affect all Commonwealth agencies and provided a framework for the development of agency IT strategic plans Copies of the planning guidance can be obtained from the Department of Technology Planning (DTP) or from the DTP Website at www.dtp.state.va.us Plans were submitted in three parts Part one provided basic agency administrative information Part two provided information about the agency’s IT strategic direction in support of the agency’s mission The narrative section of the plan included a snapshot of current IT projects, an IT vision for the future, and the agency’s short-term and long-term business issues For business issues with IT impact, the IT strategies, funding requirements and measures of success were identified Part three provided the agency’s current Technology Portfolio The Portfolio organizes agency inventory information from a business driven, application portfolio perspective Information from the system is used to: support both Commonwealth and agency IT strategic planning; capture a current or “As Is” view of the Commonwealth IT architecture; facilitate migration planning towards a conceptual or “To Be” Commonwealth IT architecture (currently under development); allow agencies to share information about their current portfolios; and better inform the overall Commonwealth IT management process The Technology Portfolio consists of six profiles:     Agency Description Hardware Network Security Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade   Applications, and Software Infrastructure Several components of the Technology Portfolio are linked together in a hierarchy Specifically, each application is linked to the core business activities and key customers it supports, and to its associated hardware Appendix C provides a listing of each agency’s major business applications, the application’s current status and the core business activity it supports The Technology Portfolio is housed on the DTP Website Access to view the portfolio can be obtained from DTP Data from the portfolio can also be exported to Microsoft Access to meet additional information requirements DTP has completed a review of all agency IT Strategic Plans submitted for the 2002-2004 budget biennium This review included an assessment and evaluation of the incorporation of the Commonwealth’s IT Planning Guidance into the agencies’ IT strategic plans Based on DTP’s recommendations, the Secretary of Technology approved, approved with comment or disapproved the IT Strategic Plans “Approved,” indicates that the agency plan clearly demonstrated adherence to the published guidance and reflected an understanding of ITIM – based IT strategic planning “Approved with comment,” indicates that the plan generally adhered to the published guidance but was found lacking in some particular area and requires additional clarification “Disapproved” indicates the plan failed to comply with the published guidance and lacks essential information The approval status of the Secretariat of Commerce and Trade’s IT Strategic Plans is summarized in Appendix A The only exception is the Virginia Tourism Authority Corporation, which was not required to submit an IT Strategic Plan The overall assessment of agency planning within the Secretariat of Commerce and Trade is good All of the Secretariat’s IT Strategic Plans were approved without any comments The agencies successfully adopted the principles of ITIM based IT strategic planning The plans did, however, reveal varying levels of understanding of IT investment management among the agencies Some agencies clearly understood IT investment management principles and were able to align technology initiatives with their critical business issues Two such agencies are the Virginia Employment Commission and the Department of Mines, Minerals, and Energy Their IT Strategic Plans illustrated, in an exemplary manner, how IT can effectively support business issues These plans have been selected for consideration as “Best Practices” models for IT Strategic Planning within the Secretariat of Commerce and Trade Other agencies did not fully grasp the concepts and intent of ITIM and focused their plans upon IT issues instead of business issues In a few cases, agencies did not provide adequate funding or project information Overall, the results of the planning effort pointed out the fact that additional training is needed in order to bring all agencies to a full understanding of ITIM Due to the timing and scheduling of this year’s budget cycle, DTP did not conduct formal ITIM training before the cycle Such training might have yielded better results from the agencies planning efforts In conjunction with future IT strategic planning cycles, DTP will work with agencies to refine the planning process and expand overall agency knowledge of ITIM best practices Through Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade planned workshops, information sharing, and the publication of appropriate policies, standards, and guidelines, all agencies should advance to a higher maturity level of IT investment management This summary report includes data from the plans and the technology portfolios submitted by all agencies in the Secretariat, regardless of the approval or disapproval status of any individual plan In addition, in an effort to put future plans into perspective, an overview of the Secretariat’s current technology environment, IT expenditures and staffing is included Fiscal year 2001 IT expenditure data by agency was obtained from the Department of Accounts database and the Department of Planning and Budget All expenditure data includes IT personnel costs IT staff FTE estimates by agency were derived using the Department of Human Resource Management Personnel Management Information System data Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade Overview The Secretariat of Commerce and Trade consists of fifteen relatively small agencies, authorities and commissions, and one large agency, representing diverse customer needs The Virginia Economic Development Partnership, the Virginia Housing Development Authority, the Virginia Resources Authority and the Virginia Tourism Corporation, because of their status as authorities, were not required to submit an IT Strategic Plan The Secretariat for Commerce and Trade spent over $20,000,000 on information technology, including personnel costs, over the last fiscal year (FY2001), representing approximately 3% of the total IT expenditures within state government Over 50% of these expenditures, almost $12,000,000 went to support one large agency, the Virginia Employment Commission (Ref Chart 1.) CHART FY 2001 IT Expenditures for Commerce and Trade Agencies MILK CO MMISSIO N $19 MINO RITY BUSINESS ENTERPRISE $93 VIRGINIA RACING CO MMISSIO N $163 DEPARTMENT O F BUSINESS ASSISTANCE $371 DEPT O F HO USING & CO MMUNITY DEVELO PMENT $658 LABO R AND INDUSTRY $940 FO RESTRY $1,072 PRO FESSIO NAL & O CC UPATIO AL REG $1,484 MINES, MINERALS AND ENERGY $1,661 AGRIC ULTURE & C O NSUMER SERVIC ES $2,302 VIRGINIA EMPLO YMENT CO MMISSIO N $11,940 $0 $2,000 $4,000 $6,000 $8,000 $10,000 $12,000 $14,000 Thousands of Dollars A similar distribution exists for IT staffing within the secretariat, with VEC employing over half the IT staff, while some very small commissions or agencies have no IT staff (Reference Chart 2.) Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade CHART FY 2001 IT FTEs for Commerce and Trade Agencies DEPT O F MINO RITY BUSINESS ENTERPRISE MILK CO MMISSIO N VIRGINIA RACING CO MMISSIO N DEPARTMENT O F BUSINESS ASSISTANCE DEPT O F HO USING & CO MMUNITY DEVELO PMENT 4.5 DEPARTMENT O F LABO R AND INDUSTRY DEPT O F MINES, MINERALS AND ENERGY DEPT O F PRO FESSIO NAL & O C C UPATIO NAL REG DEPARTMENT O F FO RESTRY DEPT O F AGRIC ULTURE & C O NSUMER SERVIC ES 18 63 VIRGINIA EMPLO YMENT CO MMISSIO N 10 20 30 40 50 60 70 Chart provides a different view of the Secretariat expenditures While the Employment Commission has both the largest staff and expenditures, the investment in IT as a percentage of overall expenditures is lower than over half of the other agencies in the Secretariat The Department of Professional and Occupational Regulation is the 4th in IT spending and personnel but is the highest in percentage of spending This reflects the importance of IT in the accomplishment of its core business activities Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade CHART FY 2001 IT Expenditures (Including Salaries) as a Percentage of Agency Expenditures HO USING & CO MMUNITY DEVELO PMENT 0.80% BUSINESS ASSISTANC E 1.77% AGRICULTURE & C O NSUMER SERVIC ES 1.89% MILK CO MMISSIO N 2.84% VIRGINIA EMPLO YMENT CO MMISSIO N 3.36% FO RESTRY 4.23% VIRGINIA RACING CO MMISSIO N 5.10% MINES, MINERALS AND ENERGY 6.40% MINO RITY BUSINESS ENTERPRISE 6.52% LABO R AND INDUSTRY 7.79% PRO FESSIO NAL & O CC UPATIO AL REG 14.68% 0.0% 2.0% 4.0% 6.0% 8.0% 10.0% 12.0% 14.0% 16.0% Overall IT success within the Secretariat is demonstrated by the ability to effectively adapt to and support many diverse customers’ needs The Secretariat’s successes are exemplified by the Virginia Employment Commission’s ability to respond, via the Internet, to 10 million job seekers per month, and by the Milk Commission’s staff performing data entry on behalf of “technology agnostic” constituents such as the Mennonite and German Baptist communities Secretariat IT Trends Analysis Within the Secretariat of Commerce and Trade, the agencies are making progress toward full realization of the Commonwealth’s e-government initiative All agencies have established a Web presence with substantial agency and service information available online, including required forms Additionally, all agencies are evaluating information technology upgrades or migration paths to continue to improve the availability and quality of services online Looking forward, five trends are emerging within the Secretariat of Commerce and Trade:  Enhancement of Websites to accept, process, and report the status of permits, licenses and applications online  The development of electronic commerce services (i.e., buying, selling and paying for goods and services online)  Migration from, or integration of, legacy applications to Web platforms Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade 17 Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade 18 Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade Appendix C: Secretariat of Commerce and Trade Major Business Applications Provided below is a list of applications in each of the agency portfolios, its status and the core business activity it supports Agency Name: Agriculture & Consumer Services, Department of Name Core Business Activity Status Weights and Measures Regulation Weights and Measures Regulations Operational Vehicle System Administrative and Support Services Operational Slaughter Cattle System Marketing and Promotion of Agricultural Products Operational Revenues Management Administrative and Support Services Operational Pesticide Services Pesticide Certification and Regulation Services Operational People/Firm Registrations Administrative and Support Services Operational Parking Administrative and Support Services Operational Office of Consumer Affairs Consumer Affairs Services Operational Motor Fuel Motor Fuel Regulations Operational Meat and Poultry Services Food Safety and Inspection Services Operational Marketing Client Data Base Marketing and Promotion of Agricultural Products Operational Market News Services Marketing and Promotion of Agricultural Products Operational 19 Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade Agency Name: Agriculture & Consumer Services, Department of (cont’d) Name Core Business Activity Status Laboratory Information Management System Animal Industry Services Operational Inspector Activities Reporting Ag Products Standardization and Certification Svcs Operational HRO Reporting Administrative and Support Services Operational Hardware Inventory Administrative and Support Services Operational Food Distribution Marketing and Promotion of Agricultural Products Operational Financial System Administrative and Support Services Operational Feed, Fertilizer, Lime and Seed Regulation of Agriculturally-Related Products Operational Electronic Document Management System Pesticide Certification and Regulation Services Operational Dairy Services Food Safety and Inspection Services Operational Consolidated Commodities Marketing and Promotion of Agricultural Products Operational Charitable Solicitations Consumer Affairs Services Operational Bureau of Food Inspection Food Safety and Inspection Services Operational Budget Administrative and Support Services Operational Asset Control System Administrative and Support Services Operational 20 Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade Agency Name: Agriculture & Consumer Services, Department of (cont’d) Name Core Business Activity Status Applicant tracking Administrative and Support Services Operational Agricultural and Forestal Districts Administrative and Support Services Operational Agency Mail Lists Administrative and Support Services Operational Agency Name: Business Assistance, Department of Name Core Business Activity Status ProTrax Workforce Services Operational LA Pro Business resources and financing (functional) Operational Goldmine Existing Business Services (functional) Operational CENTERMIS Business resources and financing (functional) Operational CARS Administration Operational AccessEID 2000 Existing Business Services (functional) Operational Agency Name: Employment Commission, Virginia Name Core Business Activity Status Tax CBA not identified Not Reported Program Support Services CBA not identified Not Reported Human Resouces Management System CBA not identified Not Reported 21 Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade Agency Name: Employment Commission, Virginia (cont’d) Name Core Business Activity Status Finance and General Services CBA not identified Not Reported Electronic Information System CBA not identified Not Reported Benefits Unimployment Insurance (UI) Not Reported Agency Name: Forestry, Department of Name Core Business Activity Status Wildfire Simulator Software Forest Protection Operational Tracer-Access Administration and Support Operational TOPO USA Administration and Support Operational Systems Thinking Learning Laboratory Administration and Support Operational Systat Statistics Modeling Software Administration and Support Operational SurveyLink Upload Communications Program Administration and Support Operational Stuff It Deluxe File Compression Software Administration and Support Operational Statistics Visualization Administration and Support Operational State Tax Accounting and Reporting System Administration and Support Operational 22 Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade Agency Name: Forestry, Department of (cont’d) Name Core Business Activity Status Administration and Support Operational Rivertools+ Water Quality Operational Relm/Bendix King GPH Administration and Support Operational Relm/Bendix King EPH Administration and Support Operational Relm/Bendix King EMH Administration and Support Operational Prism Stat Administration and Support Operational Princeton Transport Code Administration and Support Operational Personnel Management Information System Administration and Support Operational PC- GPS Administration and Support Operational One-Dimensional Geochemical Transport Model Administration and Support Operational Nutrient Calculator Administration and Support Operational Motorola Max Trac Administration and Support Operational Midland XTR Administration and Support Operational Midland Syntech II Administration and Support Operational Lease Accounting System Administration and Support Operational Security Card Access System 23 Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade Agency Name: Forestry, Department of (cont’d) Name Core Business Activity Status Administration and Support Operational Kenwood TK280 Administration and Support Operational iThink System Dynamics Model Administration and Support Operational Information Management System Administration and Support Operational Incident Qualifications System Administration and Support Operational IDl Data Language Water Quality Operational Hydrology Peak Flow Discharge Administration and Support Operational Hydrologic Application Library Administration and Support Operational Ground Water Flow Transport Model Administration and Support Operational Graphing Calculator Administration and Support Operational GE MVS Administration and Support Operational Fortran Site Manager Administration and Support Operational Form 27 Automated Transaction System Administration and Support Operational Kermit Communications Software 24 Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade Agency Name: Forestry, Department of (cont’d) Name Core Business Activity Status Flowlink Administration and Support Operational Financial Downloading System Administration and Support Operational Fast Accounting System for Energy Resources Administration and Support Operational Familiar Model One Administration and Support Operational F9600/EMML Administration and Support Operational Ericsson Mastr III Administration and Support Operational Ericsson Mastr III Administration and Support Operational ERDAS Imagine Professional for Windows Administration and Support Operational Ecowatch Administration and Support Operational Economic Impact Assessment Modeling System Administration and Support Operational DYNAST Administration and Support Operational Direct Access Administration and Support Operational Daily Average Flow Routing Model Administration and Support Operational Culvert Analysis Program Administration and Support Operational 25 Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade Agency Name: Forestry, Department of (cont’d) Name Core Business Activity Status Computerized Climate Control for Greenhouse Forest Management Operational Computer Pack 200 Upload Software Administration and Support Operational ComNet/Ericsson KMC Administration and Support Operational Commonwealth Integrated Payroll Processing System Administration and Support Operational Commonwealth Accounting and Reporting System Administration and Support Operational Channel Geometry Analysis Program Administration and Support Operational Call Express Administration and Support Operational BoxCar Pro Administration and Support Operational Bi-Directional Print Services Administration and Support Operational Benefit Eligibility System Administration and Support Operational ArcView Administration and Support Operational ArcView Administration and Support Not Reported ArcInfo Administration and Support Operational AquaRod Administration and Support Operational 26 Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade Agency Name: Forestry, Department of (cont’d) Name Core Business Activity Status ANNIE Administration and Support Operational Adaptec TOAST CD-RW Utilities Administration and Support Not Reported Agency Name: Housing & Community Development, Department of Name Core Business Activity Status Weatherization Database Housing Assistance Planning, design, or development Virginia Housing Training Center Database Housing Assistance Operational Training & Certification Database State Building Code Administration Operational Track-IT Administration Operational TCO Receipts Database State Building Code Administration Operational SFO Database State Fire Marshal and Fire Safety Planning, design, or development Seals State Building Code Administration Operational Profiles Database State Fire Marshal and Fire Safety Operational Manufactured Housing Database State Building Code Administration Operational Main Street Database Community Development and Revitalization Operational LSC Alert Database State Fire Marshal and Fire Safety Operational 27 Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade Agency Name: Housing & Community Development, Department of Name Core Business Activity Status DSS Administration Operational Homeless Intervention Program Database Homeless and supportive Housing Assistance Operational FSG & SSG Database Homeless and supportive Housing Assistance Operational FEIN Records Database Administration Operational Explosives Database State Fire Marshal and Fire Safety Operational Enterprise Zones Regional Cooperation Operational CDBG / IPR Tracking Database Community Development and Revitalization Operational CASA State Building Code Administration Operational Building Permits and Cert Of Occupancy State Fire Marshal and Fire Safety Operational Blasters Database State Fire Marshal and Fire Safety Operational Agency Name: Labor & Industry, Department of Name Core Business Activity Status VOSH Integrated Mgt Information System Virginia Occupational Safety and Health Operational Lead & Asbestos Asbestos & Lead Program Operational Labor Law Labor & Employment Law Operational 28 Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade Agency Name: Labor & Industry, Department of Name Core Business Activity Status Boiler Boiler and Pressure Vessel Safety Program Operational Apprenticeship Apprenticeship Program Operational Accounting Administrative Support Operational Agency Name: Milk Commission Name Core Business Activity Status Raw Milk Cost Calculate & Announce Monthly Producer Price Operational Producer Accounting for Production & Base Account for Virginia producer production Operational Presumed Cost of Fluid Milk Products Cost studies & presumed cost Operational Monthly Rept of Receipts & Utilization Calculate the value of monthly producer deliveries Operational Licensee Data Base License wholesale and processing distributors Operational Class II Producer Price Calculate & Announce Monthly Producer Price Operational Class I Producer Price Calculate & Announce Monthly Producer Price Operational Audited Monthly Rept of Receipts & Utilization Audit monthly processor reports Operational Assigment of Monthly Base Calculate & assign monthly producer base Operational Studies of Processor Cost Cost studies & presumed cost Operational 29 Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade Agency Name: Mines, Minerals, & Energy, Department of Name Core Business Activity Status USGS coal seam analysis Mineral resource investigations Operational Training Resource management Operational Network Mapping System Mineral resource investigations Operational Inspection and Enforcement Applications Inspection and enforcement Operational Geologic mapping tool Mineral resource investigations Operational Energy accounting Energy efficiency Operational DOE State Energy Program grant management Energy efficiency Operational DMME Helpdesk Resource management Operational DMLR E-permitting System Law and regulatory compliance Operational BSG Administrative Applications Resource management Operational Accounts Payable and Procurement System Resource management Operational 30 Information Technology Strategic Planning Summary Report, 2001-2002 Secretariat of Commerce and Trade Agency Name: Minority Business Enterprise, Department of Name Core Business Activity Status Quick Book Pro 2000 Business Development Operational Pagemaker Business Development Operational Micrsoft Publishing Business Development Operational Microsoft Project 2000 Business Development Planning, design, or development Microsoft Office Business Development Operational Dreamweaver Business Development Planning, design, or Development Adobe Illustrator Business Development Not Reported Agency Name: Professional & Occupational Regulation, Department of Name Core Business Activity Status Enforcement Tracking System Enforcement Operational Electronic Access to the Government Licensing and Licensing Planning, design, or development Commercial Licensing and Enforcement System Licensing Operational ABS Digital Document Retrieval System Licensing Operational Agency Name: Racing Commission, Virginia Name Core Business Activity Status VRC Information System CBA not identified Operational 31