IT Governance in a Time of Transition

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IT Governance in a Time of Transition

• Teresa Shuchart
• Chief Information Officer
• Pennsylvania Department of Public Welfare
• ISM ConferenceSeptember 12, 2006

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Presentation Overview

• What Types of Transitions Occur in Government IT?
• What Are Some of the Challenges During a
  Transition?
• What Are the Basic Steps in Managing in a
  Transition?
• Why Do We Need IT Governance?
• How Does IT Governance Work at the State Level?
• How Does IT Governance Work at the Agency Level?
• What are Some Successes?

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What Types of Transitions Occur in Government IT?

• Changing Workforce Baby Boomers
• New Leadership at the State Level every 4-8 years
• CIOs change more frequently
• Changing Policy Objectives
• Budget Restrictions at Federal and State Level
• Changing Technology

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What are Some of the Challenges During a
Transition?

• Management Issues
• Potential disruption of service delivery and loss
  of focus on policy outcomes
• Potential for loss of productivity, efficiency
  and institutional knowledge
• Staff Disruption
• Changes to existing employment conditions
• Need to learn more skills
• General uncertainty causing staff dissatisfaction
• Loss of morale and loss of key people during
  transition

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What are Some of the Challenges During a
Transition? (Continued)

• Peoples Expectations and Perceptions
• Must see a need and how governance may help
• Resistance to Change
• WIFM principle Whats in it for me?

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What Are the Basic Steps in Managing a Transition?

• Identify tasks to be done
• Create necessary management structures
• Develop strategies for building commitment
• Design mechanisms to communicate the change
• Assign resources

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Why Do We Need IT Governance?

• Support Governors highest priority objectives
• Leverage existing solutions, and maximize
  investments across agencies
• Encourage interoperability across the enterprise
  (data sharing)
• Citizen Centric - seamless and unobstructed
  access to government information and services

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How Does IT Governance Work at the State Level?
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Commonwealth of Pennsylvania
The Challenge
Setting the Stage

• 45 agencies under the Governors jurisdiction.
• 67 counties.
• 2,500 municipalities
• 80,000 employees
• 12.3 million citizens
• 1 Billion annually in IT spending
• Size equivalent to Fortune 200 Company
• 6th Largest State

Providing Information Technology Services to an
enterprise of this size in a period of fiscal
uncertainty.
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Executive Order 2004-8

• Purpose to establish an Enterprise IT
  Governance Structure
• Powers and Duties
• Define a Strategic Vision
• Establish Priorities
• Approve IT Planning
• Direct IT Investments
• Oversee IT Purchasing and Policy

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Keystone Plan Guiding Principles

• Enterprise IT Management
• IT Business Focus
• Enterprise Architecture
• Measured Performance and Accountability
• Citizen Centric Processes and Solutions
• Commonwealth IT Workforce

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Community of Practice Overview

• A fundamental component of the IT governance
  structure is the Community of Practice program
  (CoP), or group of Commonwealth agencies/boards
  under the Governors jurisdiction, which share
  common or related missions, business practices,
  or customers.
• The established communities of practice are
• Health and Human Services
• Public Safety
• Environment
• General Government Operations

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Community of Practice Approach
IT Governance Board Governor's Policy
Office Governor's Budget Office OIT Department of
General Services
JNET, State Police, Corrections, PBPP, Homeland
Security, PEMA, PCCD, JCJC, PennDOT -primary
Aging, Agriculture, Health, Public Welfare, Labor
Industry, Milk Marketing Board,
Military/Veterans Affairs, Patient Safety
Authority, OIG, Insurance, Education,
DGS, State, TEB, LCB, OGC, PSERS, SERS, Civil
Service, Budget, Lottery, Revenue, Banking,
Securities Commission, Commission for Women,
African-American Commission, Asian American
Commission, Latino Affairs Commission, Council on
the Arts, Rural Development Council, IES, OA,
PERC, PPTN, PennDOT
Multi-Agency Communities of Practice Health/Human
Services Public Safety Environmental Operations
DEP, DCNR, Fish Boat, Game, EHB, PUC, PennDOT
, Pennvest, PHMC, DCED
Agencies
Office for Information Technology 2005
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(No Transcript)
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How Does IT Governance Work at the Agency Level?
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PA Department of Public Welfare (DPW) Services
TANF, General Assistance, State Blind Pension,
Food Stamps, LIHEAP, Medical Assistance
Mental Health, Substance Abuse, Mental Retardation
Child Support, Child Welfare, Adoption, Foster
Care, Child Care, Youth Development Centers,
Early Intervention
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Primary Questions What are the project details?
What is the business and technical
approach? What resources are required? What will
the project accomplish with respect to DPWs
goals?
Outcome Project is approved or not
approved Priority of project is discussed and
determined
Executive Information Systems Governance Board
(GB)
Primary Questions How will the business and
program requirements be met? How can DPW use
existing business functionality to support these
requirements?
Outcome Existing solutions and functions are
utilized when possible All impacted stakeholders
agree to the business approach
Business Review Board
(BRB)
Primary Questions How will solution be
implemented? How well is the project complying
with DPWs technical standards?
Outcomes Project is scored according to
compliance with technical standards Existing
technical components and functions are utilized
when possible
Architecture Review Board
(ARB)
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PROJECT GOVERNANCE
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What are Some Successes?
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Health Human Services
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For additional information on the Keystone Plan,
visit www.oit.state.pa.us