Three Year IT Management and Budget Plan

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Three Year IT Management and Budget Plan

• Bryan Dreiling
• 4.28.2006

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Agenda

• Three Year Plan Overview
• Radar Chart Training
• Planned Projects Training

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Three Year Plan Overview
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History

• A requirement of 1998s Senate Bill 5
• Called for an annual submission outlining
• Information systems accomplishments
• Current State Fiscal Year activities
• Strategies for future years
• 25 strategic, 75 tactical

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A Part of the Kansas IT Planning and Controls
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What Is Done With the 3-Year Plans?

• Submitted to the JCIT by October 1
• Annual Summary delivered to JCIT and each branch
  CITO upon completion
• Used to answer questions posed by different
  groups
• Center for Digital Government
• Branch CITOs
• CITA
• ITAB
• ITEC
• NASCIO
• Various other groups throughout the year
• Used to get a high level understanding of Kansas
  IT landscape
• Some agencies use this as there annual report to
  employees
• Used to look for technology trends,
  collaboration points, and new planned projects

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Benefits

• Management tools for effective implementation of
  information systems
• Assist in coordinating the systems and activities
  of State government organizations
• Paving the way for Business and IT alignment

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SFY 2007-2009 Instructions

• There will not be any wholesale changes to this
  years instructions
• There are questions that have been clarified,
  based on feedback from agencies
• Application Map section is now required
• Should not be as cumbersome as last year, since
  most of the models will only be updated slightly,
  if at all
• Instructions are still in draft form
• Included in your packet of information
• Subject to change
• Will move out of draft form soon

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Outline of Instructions

• Section One
• Technology Assets, IT staffing, IT
  Accomplishments, IT Strategic Direction
• Required by every agency
• Section Two
• Agency IT Objectives and Goals
• Linkage back to the SIM Plan
• Section Three
• Major IT Applications
• Unmodified, Modified, Retired

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Outline of Instructions (continued)

• Section Four
• Planned Projects
• For Projects Over 250,000
• Section Five
• Radar Charts
• Graphical model of business and IT initiatives
• Section Six
• Business Partner Model
• Graphical representation of communication flows

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Outline of Instructions (continued)

• Section Seven
• Value Chains
• Common Graphical Business model
• Section Eight
• Enterprise Application Maps
• Extension of the Value Chain, mapping your
  applications to the Value Chain
• Section Nine
• Data Map
• Not required this year

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Last Chance for Feedback / Suggestions
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Radar Charts
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Objective

• Understanding on what a radar chart is
• Understanding of what is expected to be included
  on a radar chart
• Understanding of basic techniques used to
  complete a radar chart
• Examples and Templates to help the process

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What is a Radar Chart?

• Also known as
• Road Map
• Gantt Chart
• A Gantt chart is a horizontal bar chart
  developed as a production control tool in 1917 by
  Henry L. Gantt, an American engineer and social
  scientist. Frequently used in project management,
  a Gantt chart provides a graphical illustration
  of a schedule that helps to plan, coordinate, and
  track specific tasks in a project
• http//searchcio.techtarget.com/sDefinition/0,,sid
  19_gci331397,00.html

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What are we looking for

• The 3-Year Plan Radar Chart is broken down into 3
  sections
• Business Initiatives
• High level business goals
• Technology Initiatives
• Hardware upgrades, platform changes,
  infrastructure changes, ect
• Application Initiatives
• New development, upgrades, consolidation, ect

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Reasons For Radar Charts

• Consistent with the goals of the three year plan
• Translation of information that should be in the
  3-Year plan to a graphical model
• 3-year plan has asked for this level of strategic
  and forward looking information in the past
• Tool to see business and technology alignment

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Templates

• Business Initiatives, Technology, Applications
  all independent
• Technology and Applications grouped by business
  initiatives
• Everything grouped by business units

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Methods

• Budget Document
• Strategic Plans
• Survey of business leaders
• Other 3-Year Plan information that has been
  collected

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Possible Difficulties

• Agency does not have a Strategic IT or Business
  Plan
• Agency does not plan IT initiatives three years
  in advance

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Solutions

• Give it your best effort
• If needed omit the business initiatives part of
  the radar chart
• This is not recommended as it decreases the
  utility of the chart dramatically
• But it is still better than nothing

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Continuing to Refine and Add

• This is year 2 for many of you
• Build upon last years document
• Look at other agencies submissions
• Modify / Add / Change your current document

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Questions on Radar Charts?
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Planned Projects
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What is this section

• Any project that will have total project costs
  over 250,000, is required to fill out a planned
  project template
• A copy is in your packet of materials
• These projects require CITO level approval and
  have other requirements before they can proceed

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Why is this section important?

• Important for KITOs Enterprise Project
  Management Office and other project coordination
  efforts
• The majority of all Planned Projects show up
  first in the Three Year Plans
• Gives the necessary awareness for these large
  projects
• Allows for the project oversight process to begin

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Planned Projects v. Radar Chart Information

• Radar chart issues are not limited to planned
  project level initiatives
• If it shows up in your three year plan write up,
  then it should be on the radar chart
• Radar Chart items are not held to the same level
  of scrutiny that Planned Projects are
• If you would like to color code official planned
  projects differently, go ahead.
• Overall, if there is a format that you think will
  be easier, more usable, et al use it!
• As always, if there is any confusion please
  contact me and ask for clarification

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Other Training Opportunities and Important Dates

• May 26
• Value Chain Model
• Application Map
• June 23
• Enterprise Business Partners Model
• July 21
• Data Map
• September 1
• 3-Year Plans Due

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Questions?

• Bill Roth, CITA, 785-296-2108
• william.roth_at_da.state.ks.us
• Bryan Dreiling, 785-296-2809
• bryan.dreiling_at_da.state.ks.us
• http//da.ks.gov/kito/ITMBP.htm