OWIN Work Group All Hands Kickoff Presentation

1
A Kickoff Presentation for Oregon Wireless
Interoperability Network
January 4, 2008
Vision and Program presented by Lindsay Ball and
the OWIN Executive Committee
2
Oregon Wireless Interoperability NetworkKickoff
Meeting Agenda

• Introduction
• Directors Message
• OWIN Implementation Direction (Lindsay Ball)
• Challenges Facing Oregon
• What OWIN Enables!
• OWINs Utility Value Proposition
• OWIN Roles and Responsibilities
• Triple Constraint of Program Management
• OWIN Program Structure and Relationships
• Introduction of OWIN Executive Steering Committee
• Project Governance and Roles (Lindsay Ball
  Chief Jeff Johnson)
• OWIN Governance Planning
• OWIN Project Management Structure
• Current Activities
• Rationale for Work Groups
• Roles Responsibilities of Work Groups
• Work Group Teams Defined
• Scope Model What, Why and How? (Ben Berry)
• Current State

3
Directors Message

• Marvin Brown Department of Forestry
• Tim McLain Oregon State Police
• Max Williams Department of Corrections
• Matt Garrett Oregon Department of Transportation

4
OWIN Implementation Direction
5
Challenges Facing Oregon
State Microwave Wireless Environment
Aging public safety communications infrastructure


FCC mandated better frequency utilization

Communications interoperability is a necessity
Shared use of public safety assets are beneficial


Competition for Legislative budget is intense

Key staff turnover and loss of personnel

Rise of customer communications expectations
during emergencies and disasters
6
What OWIN enables!
4
3
1
2
18
On-site Engineering
7/24 Wireless Management
Wireless Radio Support
Statewide Wireless Reporting
Project Management Support
17
5
Centralized Wireless Operations Budgeting
Wireless Staff Certification
6
Wireless Infrastructure Utility
16
Infrastructure Tower Mgt.
Customized Charge back/ Assessment
Staff-Driven Implementation Planning
7
15
Staff Education Training
14
8
Interoperability
Service Level Performance Reports
Wireless Design Services
Wireless Provisioning
Onsite Operations Troubleshooting Support
10
13
9
Incident Support Wireless Security
11
Wireless Operations Documentation
12
7
OWINs Utility Value Proposition
Utility Value Proposition
OWIN Key Concepts
Highest
Highest
Customer
Customer
Visibility
Visibility
Interoperability

Allocation of resources to

Transportation
-
System
Help Desk
areas of greatest business

State Police
Integration

Call Mgt.

Corrections
value for the State

Trouble Tickets

Interfaces

Forestry

1
st
Tier Resolution

Data Integration

Counties

Optimizing wireless communication systems
performance

Fire Depts.
Monitoring
Wireless Operations Center

Police

Tools Admin.
Security

Alerts Mgt.

Cities
A G E N C Y B U S I N E S S V A L U E

ESO

Critical Call Mgt.
Coordination

Best Practices

Staff Management
Wireless Services

Service Level Agreements

Administration/Mgt.

Strategic
Wireless Consulting

Wireless Design
Planning


Constant predictable
Installation Mgt.

SW Support
statewide budgeting for

Performance Analysis/Reports

Communications
Capacity Planning
capital/operating/maint.

Problem Management
Infrastructure

WOC support 24x7
Services
(Wireless Operations Center)

One point of accountability for Infrastructure
Mgt. Risk

User Radio Devices
Towers

Microwave Infrastructure

Cable and Fiber Services

Lowest
Lowest
Customer
Customer
SINGLE WIRELESS INFRASTRUCTURE MANAGED
Visibility
Visibility

Oversight of statewide wireless communications
contracts
8
OWIN Roles Responsibilities
Line-of-Business Communications Roles
Radio Testing Repair Environment
Agency Personnel Use of Radios
End User Help Desk
Interoperability Protocols (SIEC)
Change Mgmt. Process
Monthly Reporting
SLA Mgt.
Security
Software Distribution
Work Order Scheduling
Performance Management
Budget Management
Capacity Planning
Radio Mgt.
Radio Management
Charge Back
OWIN Personnel Management
P-25 Operations Support
Wireless Communications Infrastructure
Agency-Specific
Shared
OWIN Operations Center Infrastructure Utility
9
Triple Constraint of Project Management
Time
OWIN
Program
Resources
Scope
10
OWIN Program Structure and Relationships
Knowledge Management
People
People
Radio Business Operations
4 State Agencies
Process
Work
Agency-Specific
Flow
11
OWIN Program Structure and Relationships (contd)
Knowledge Management
People
Oversight Role
OWIN Executive Team
Process
Work
Project Mgt.
Flow
12
OWIN Program Structure and Relationships (contd)
Job Standardization
People
Wireless Radio Operations
Agency Wireless Staff
Process
Leverage Best Practices
13
OWIN Executive Steering Committee
Steering Committee Chair
14
A Kickoff Presentation for Oregon Wireless
Interoperability Network
January 4, 2008
Program Governance and Roles presented
by Lindsay Ball and Chief Jeff Johnson
15
OWIN Governance Planning(Lindsay Ball)
16
Governor Ted Kulongoski Executive Sponsor
OWINProgram ManagementStructure
OWIN Executive Steering Committee
OWIN Agency Customers Agency Directors
Lindsay Ball, Program Executive
Program Office Management
SIEC Coordination Lindsay/Johnson/Berry
Quality Assurance Rob Reish, ODOT/OSP 3rd Party
Contractor
N
o
n
Architecture Work Group Wayne Siver (DOC)
-
T
e
OWIN\ Finance Committee Barry Nathan, ODOT John
Koreski, DOC
c
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n
p
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a
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Design Work Group Jenny Solomon, ODF

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Service Management Work Group Peter van den
Berg, ODOT Ben Garvey, OWIN
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Implementation Work Group Rob Reish, ODOT/OSP
i
and Operations Center Sub-group
p
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Human Resources Committee Sue Wilson, DAS
m
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External Agency Interoperability Work Group Mike
Zanon, OWIN
i
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Peer Communications Group
Enterprise Security Office Theresa Masse, DAS ESO
Oregon Wireless Interoperability Project
17
Current Activities

• Rationale for the Technical Work Groups
• Their Roles and Responsibilities
• Work Group Teams and Status Reports

18
Rationale for Work Groups

• Leveraging Our Knowledge
• Working with Industry Experience
• Mitigating Project Risk
• Ensuring Success

19
Roles Responsibilities

• Define Appropriate Architecture / Platforms
• Identify Design Opportunities to Consolidate
• Recommend Implementation Strategy

20
Work Group Teams Defined
21
A Kickoff Presentation for Oregon Wireless
Interoperability Network
January 4, 2008
Scope Model -- What, Why, How? presented by Ben
Berry, CIO Dept. of Transportation
22
Current State Independent Agency Wireless
Communications
OWIN SCOPE Planning
Transportation
Forestry
Corrections
State Police
RADIO COMMS SUPPORT
RADIO COMMS SUPPORT
RADIO COMMS SUPPORT
RADIO COMMS SUPPORT
Process and work structures
Management
Management
Management
Management
Budget
Budget
Budget
Budget
Process and work structures
Process and work structures
Process and work structures
Infrastructure
Infrastructure
Infrastructure
Infrastructure
23
Future Change State Full Infrastructure and
Wireless Consolidation
OWIN Planning
Transportation
Forestry
Corrections
State Police
RADIO COMMS ACCESS
RADIO COMMS ACCESS
RADIO COMMS ACCESS
RADIO COMMS ACCESS
Management
Management
Management
Process and work structures
Process and work structures
Process and work structures
Process and work structures
Management
OREGON WIRELESS CENTER INTEROPERABILITY
INFRASTRUCTURE SERVICES

Process and Work Structures
Management and Budget
24
Conceptional Operations Center Functional Design
OWIN OPERATIONS PROGRAM MANAGEMENT
ADMIN SUPPORT
SYSTEMS MGT.
PROJECT MGT.
SYSTEMS MAINTENANCE
ADMINISTRATIVE OFFICE SUPPORT
ENGINEERING
MICROWAVE SUPPORT
OFFICE MGT.
COMMS TOWER SUPPORT
ENGINEERING
PURCHASING
COMMS SPECTRUM ENGINEERING
ACCOUNTING
RIGHT OF WAY MGT.
TECHNICAL TRAINING
COMMUNICATIONS ENGINEERING
MICROWAVE/ RADIO SUPPORT
FACILITY DOCUMENTATION TECHNICAL DRAFTING
25
Current Affected Staff

• Department Administrative Engineering
  Technology
• Corrections 0 0
  4
• State Police 1 0
  9
• Forestry 2 0
  10
• Transportation 2 0
  13
• Totals 5 0
  36

41
Overall Total
26
Managing Change Proactively
The purpose of this discussion is to look at the
changes you are experiencing in your organization
due to OWIN and to identify some personal
strategies for dealing with them proactively.
27
Four Responses to Change
Victim Mode
Navigator Mode
Critic Mode
Bystander Mode
28
Behaviors
Four Responses to Change (contd)
Attitude

• Resisting change
• Feeling angry or depressed
• Reverting to old ways of doing things
• Isolating oneself
• Failing to ask for help

Why is this happening to me again? Why cant
things stay the way they are?
Victim Mode
29
Behaviors
Four Responses to Change (contd)
Attitude

• Looking for reasons why change will not be
  successful
• Failing to see any positive outcomes from the
  change
• Questioning and challenging whether change is
  appropriate or necessary

This hasnt worked in the past. I dont think it
will work now. I doubt this change will improve
anything.
Critic Mode
30
Behaviors
Four Responses to Change (contd)
Attitude

• Acting reluctant to get involved
• Waiting for others to make decisions and take the
  lead

If I ignore this change, it will go away. I wont
jump in until I know its safe. Ill wait until
more experienced people have paved the way.
Bystander Mode
31
Behaviors
Four Responses to Change (contd)
Attitude

• Looking for ways to help minimize negative
  reactions
• Exploring the causes of or reasons behind the
  change
• Finding ways to be useful and valuable in
  implementing change
• Looking for opportunities for improvement
• Forming nurturing relationships with others
  affected by change

This change presents opportunities to do things
differently. Its a chance to make things
better. Im bound to make mistakes, but Im
going to learn from them.
Navigator Mode
32
Levels of Navigator Involvement

• Determine whether your role in the change is to
• Inform others about the change.
• Collaborate with others to implement the change.
• Stay abreast of whats happening.
• Adjust your work to respond to the change!

33
Personal Strategies for Navigating Change

• Acknowledge your own reactions.
• Assess the impact of the change.
• Seek and acknowledge others reactions.
• Take positive action individually and with
  others.

34
A Kickoff Presentation for Oregon Wireless
Interoperability Network
January 4, 2008
Phase Development and Next Steps presented by
Mike Zanon
35
OWIN Program Schedule

• Calendar Year 2008
• Identify partnerships for 7 NW counties
• Finalize plans and strategies
• Reach Legislative approval for COP authority
• Select vendor(s) to provide technology
• Begin NW county project

36
OWIN Program Schedule
Migration to narrowband
Microwave analog to digital conversion

• Key Tasks
• Governance
• Interoperability
• Funding
• Standard Operating Procedures
• Partnerships

37
Stages of the Project

• Phase Zero Design Architecture and Business
  Case
• In this phase the target architecture,
  environment and standards for the states
  wireless communications system is formulated.
• Federal Engineering, Inc. and SIEC members and
  SWIIG provide key recommendations in their area
  of expertise.

38
Stages of the Program

• Phase One Detail Vendor Design Selection
• Work Group members from Phase One will continue
  to participate on Northwest 7 Counties rollout.
• This phase provides the supporting detail for the
  design and plan decisions made for Phase Two.
• Development of the full implementation
  consolidation strategy, sequence and management
  plan will occur in this phase.  

39
Phases of the Project

• Phase Two Implementation Rollout and Planning
• In this phase, implementation planning is focused
  on the remainder of the wireless communications
  transition plans of phase 3.
• Work Group members focus on consolidation of 4
  agency assets into one communications operations
  center.
• Staff now work under the consolidated Wireless
  Communication Operations Center.

40
Phases of the Project

• Phase Three Full Implementation
• Staff involvement has consolidated to one
  Wireless Communications Operations Center and
  perform project management, engineering, system
  maintenance, and radio management.
• Remaining communications sites are consolidated
  and OWIN reaches full operations with Oregon
  reaching interoperability compliance.

41
OWIN Timeline
Consolidation from 4 to 1
Final Business Case
Federal Government Compliance Requirement
Wireless Communication Operations
Cost Impact by Agency
Initial Financial Model
Business Case
OWIN Program Complexity/Workload
2008
2007
2012
2009
2010
2011
2013
Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3
Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3
Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3
Q4 Q1 Q2 Q3 Q4
Phase 0 Concept Design Architecture Business
Case
Phase 1 Vendor Design Selection Construct
NW 7 Counties Design/plan Phase 2
Phase 2 Implementation Rollout Construct Phase
2 Design/plan Phase 3
Technical Work Group
Involvement Begins
Phase 3 Construct Phase 3 Full
Implementation OWIN Maintenance and Operations
Program Quality Assurance
OWIN Program Management Office
42
OWINWireless Communications Assets
43
(No Transcript)
44
State Agency Radios/Users
45
Comparison of Technologies
Coverage Characteristics of Communication
Technologies
46
Governing Board
Chair
OWIN Program Director
Composition
DAS Director
Voting Membership
Governing Board
Directors of all four Agencies
- Management -

• Agency Directors
• Policy / Direction -

Customers of Wireless Operations
Center
Non Voting Membership
State CIO
CIO Council Chair
Meets
Yearly to approve strategy and budget, or meets
OWIN Governance Model
at the call of chair or membership majority.
Executive Steering Committee
Chair
OWIN Program Director
Composition
Voting Membership
OWIN Executive Committee members which are Agency
delegates.
Executive Steering
Meets
Weekly (during start-up) to review and approve
ongoing key project strategy, implementation and
policy issues


Committee
- Policy / Strategy -
CIO Advisory Board
Chair
State CIO
Composition
CIOs of each agency that uses microwave wireless
services
Meets
Monthly at CIO Advisory Board Meetings with the
State Data Center to review and advise on
microwave wireless technical and major
operational issues.
OWIN Operations Center
CIO Advisory Board
State Data Center
Director
Director
- Microwave Wireless -