Robin Rushton

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Enterprise Architecture

• Robin Rushton Joe Bodmer
• Division of State and Tribal Systems OCSE

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Topics To Be Covered

• EA How Do We Define It?
• Why Should CSE Agencies Care About Enterprise
  Architecture?
• EA COTS Framework Software Issues
• Feasibility Studies, Systems Transfer, And Cost
  Allocation
• Qs As

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How Do We Define EA and Why Bother?

• Enterprise Architecture is
• The practice of applying a comprehensive and
  rigorous method
• To describe a current and/or future structure
  and behavior for an organization's
• Processes
• Information systems
• Personnel and
• Organizational sub-units
• The purpose of EA is to ensure investments align
  with the organization's core goals and strategic
  direction.

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EA -- Just Information Technologies? No Way!!

• Although often associated strictly with
  information technology,
• EA really relates more broadly to the practice of
  business optimization
• It addresses business architecture, performance
  management, organizational structure and process
  architecture in addition to Information
  Technology (IT).
• As such, enterprise architecture allows
• Traceability from the business strategy down to
  the underlying technology.

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EA Framework Architectures, Processes And
Information

• An enterprise architecture framework describes a
  series of "current", "intermediate" and "target"
  reference architectures in terms of the
  business, information and technical aspects
• The framework clearly identifies what processes a
  business performs and detailed information about
  how those processes are executed.
• The end product is a set of artifacts that
  describe in varying degrees of detail exactly
  what and how a business operates and what
  resources are required

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Difference Between EA And Multi-OPDIV APDs

• Question
• How does an Enterprise Architecture APD differ
  from one for a typical multi-OPDIV like an
  Integrated Eligibility Determination system?
• Answer
• While the requirements and processes are the
  same, an EA APD should also explain how the State
  would align technologies across the enterprise
  with the business core purposes to achieve
  maximum value on behalf of the people being
  served.  In EA, IT supports the business,
  rather than being the primary driver.

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Which States Are Involved In Enterprise
Architecture Projects?

• OK MOSAIC
• KS currently in Planning
• LA, TN, MN, WY, UT, NY, MT, NC no current CSE
  involvement
• IA will consider EA as part of Feasibility
• WI EA failure with EnAbles (UI) project

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Key Issues To Be Addressed In An EA APD

• Is the current architecture adding value?
• How can it be modified to add more value?
• Based on your assessment of the organizations
  future needs, will the current architecture
  support that transition?
• If not, what can you do to improve the situation
  for the future with the assistance of IT?

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Why Should IV-D Care?

• Over ½ of States and Territories indicate they
  are considering replacement of their legacy CSE
  systems
• State agencies approving the State share appear
  intrigued with EA COTS frameworks and their
  potential for reducing cost
• Challenges to Feasibility Study and/or RFP by EA
  framework vendors

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Planning for an EA Project

• Get all potential stakeholders involved at the
  beginning ...even if they arent
  yet ready to commit funding
  at the outset
• Cost allocate the planning costs
• Develop an agreed upon governance process for
  allocating future costs for both operations and
  future enhancements
• Demonstrate how there is value from each of the
  stake holders perspective

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Issues Related To Enterprise Architecture
Framework Solutions

• EA subject to same Federal approval processes as
  any other IT project
• Feasibility Study / Analysis of Alternatives
• Consideration of transfer
• Cost Allocation
• Licensing software ownership rights

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IAPD Unique EA Features

• For EA projects copy of Feasibility Study and
  Analysis of Alternatives, not just summary
• Organizational chart depicting where EA project
  falls within Department, within the State
• Cost allocation detail to determine
  allocation among benefiting programs
• Budget separate breakout by
  Program to facilitate Federal
  approval process
• Statement of Needs Objectives include summary
  of interfaces built as part of EA project

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Transfer Required?

• No, transfer is no longer mandated
• But States must consider transfer document it
• Transfer alternative
  doesnt have to be one of the 3 alternatives
  analyzed in depth
• Survey other States Human Service systems to
  identify potential donors
• Can use portions of systems from other States

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Cost Allocation

• Not the same as cost allocation for operations
  and maintenance
• Cost Allocation Methodology Toolkit (CAMS)
  recommended it is not mandated, it provides a
  safe harbor
• Each Federal benefiting program must approve the
  States cost allocation plan

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Cost Reimbursement For Program Joining
After Development

• Operating software and
  hardware and associated OM not
  subject to allocation by new
  program/stakeholder
• Only EA components shared by new stakeholder
  need to be cost allocate
• Decompose the software application components to
  allow for direct and shared costs of benefiting
  programs

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Commercial Off-the-Shelf Software (COTS) EA
Alternative

• States are encouraged to consider COTS
  alternatives
• Avoid a generic description
• Each COTS solution has its strengths and
  weaknesses
• Look at variety of COTS solutions, not just one

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COTS and 45 CFR 95.617

• For proprietary software to meet the exemption
  requirement
• Available to the public at catalog or market
  prices
• Not developed specifically for human service
  programs
• Licensing cant limit open and free competition
  in its acquisition or use

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Draft IM On EA

• We have drafted an Information Memorandum on
  Enterprise Architecture, but before we put it in
  final
• We want feedback from States to assist us in
  finalizing the guidance (or making sure we are
  addressing all your comments and concerns)
• Oklahoma and its EA project will be the first to
  test some of these processes

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Enterprise Architecture

• Questions

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