ANNUAL REPORT TO THE GENERAL ASSEMBLY COMMISSION ON INFORMATION MANAGEMENT

Transcription

1 ANNUAL REPORT TO THE GENERAL ASSEMBLY M COMMISSION ON INFORMATION MANAGEMENT COLORADO STATE PUBLICATIONS LIBRARY 1525 Sherman Street, Suite 100 Denver, Colorado (303) I

2 The Colorado Commission on Information Management Member List Private Sector David C. Bums IMC Chairman Senior Vice President, Data Services Banc One Services Co. Elaine G. Callas-Williams Vice President, Information Systems P/SL Healthcare System W. William Gillette Director, Information Systems KN Energy, Inc. Nancy A. Griffin Vice President, Information Systems Jeppesen Sanderson, Inc. Wilbur Richardson, Retired University of Southern Colorado Roily Rounds Director, Systems Operations Martin Marietta Western Internal Systems Carolyn M. Van Eman Manager, End User Computing Leprino Foods James D. Thomas, Vice President, Court Services Division National Center for State Courts Public Sector Steven V. Berson State Court Administrator Judicial Department A. Ray Chamberlain Executive Director Department of Transportation Steven W. Horn Commissioner of Agriculture Department of Agriculture Shirley Harris Acting Director Department of Administration The Honorable William R. Schroeder, Jr. State Senator The Honorable Charles Duke State Representative Vacancy During The Honorable John J. Irwin State Representative Bruce Posey Department of Administration Kim Moras Acting State Court Administrator Staff Clayton A. Powers Staff Director K. Sue Gallagher Planning and Budget Analyst John Komdat Principal Analyst

3 Purpose of the Commission~ Background Oversee strategic planning and set policy for the state's information systems The Colorado Commission on Information Management (IMC) was created during the 1987 legislative session and first met on October 1, The two primary purposes of the commission are to: Assure continuity in planning and controlling the state's investment in information systems oversee strategic planning and set policy for the state's information systems assure continuity in planning and controlling the state's investment in information systems The Commission is composed of 15 members. Eight members, appointed by the governor, are individuals from the private sector who volunteer their time and expertise in information management and technology. Seven members are from state government. The names of Commission members are listed on the opposite page. Subcommittee and Agency Team memberships and duties are identified on the back of this report. We note, with sadness, the passing of State Representative John J. Irwin in December, A valued Commission member since 1989, John was an insightful person who gave the Commission excellent guidance. He was a very strong supporter of the work of the IMC and had come to increasingly appreciate the activities that we are involved in. His contributions will be missed. The Commission is chaired by David C. Burns and is staffed by three full-time employees: Clayton A Powers, Staff Director; John Komdat, Principal Analyst; and K. Sue Gallagher, Planning and Budget Analyst. 1

4 Quotes Accomplishments "There are many benefits for us in working with the Information Management Commission. Technology is changing so fast in our field that we have no time to keep on top of it. We need the expertise of the IMC to help us evaluate and take advantage of these new technologies." Total funding for the Commission in the fiscal year was $246,231. The return to the state on this investment included: Rod Wilson, Systems Analyst Department of Agriculture "The State of Colorado needs an Information Management Commission... they have the specialized expertise to make decisions on what can be huge expenditures for new technologies. We have found them to be extremely helpful and highly competent." Rob Calkins, Administrative Officer Colorado State Public Defender Setting a new course for information management in the State of Colorado Expenditures for new and existing information systems in state agencies (excluding higher education) in totalled $105.3 million. Estimated expenditures for are $123.7 million an increase of more than 17%. In order to judge the effectiveness of this expenditure and to control its growth, the Legislature has specified, through the IMC, that new applications of information technology demonstrate positive, measurable benefits and value consistent with each state agency's mission and strategic direction. In 1992, the IMC completely revised the statewide information management planning process to ensure efficient strategic planning for the state's information needs. Key elements of the process include: Information Management Annual Planning (IMAP) Guide By using the IMAP Guide to develop the information management plan, state agencies have a tool for evaluating their long-term information management needs and guiding daily information management decisions within the context of their mission and strategic business objectives. The IMC held five training sessions to explain the new planning philosophy and to review the IMAP Guide with agency personnel. In addition, members of the Commission met with each state agency during the summer. IMAP Review Process Document State agencies asked what criteria the IMC uses to accept or reject a plan and/or individual projects. In response, the IMC published a Review Process document that included the plan review policy, 10 criteria for IMAP evaluation, 7 criteria for project evaluation, and sample formats for analysis of the plan and projects. 2

5 Accomplishments... continued Quotes Analysis and Review "The Commission played a significant role in helping us get back on track with two major departmental initiatives this past year the Colorado Outdoor Recreation Information System, which pulls together systems for both the Division of Wildlife and Parks and Outdoor Recreation; and the Colorado River Decision Support System. We had been working on these initiatives for 2 to 3 years without much progress. By including the IMC in our planning efforts and communicating our business needs, we were able to move ahead. The process of working with the IMC added real value to our efforts." IMAP plans were expected from 24 agencies; 22 plans were submitted and evaluated by Commission staff using a number of standard criteria, including value, resource allocation, risk, and cost/benefit ratio. This analysis and evaluation, which included recommendations for approval or disapproval of projects, was distributed to the state agency and the IMC Agency Team assigned to that agency. (The 15-member Commission is divided into three Agency Teams, each responsible for eight state agencies. This includes reviewing annual plans and working with the agency on their information technology needs, problems, and opportunities the year around.) These teams reviewed the information and either concurred with or changed staff recommendations. Agency Team recommendations were then reviewed by the entire Commission and a final recommendation was made to the Governor's Office of State Planning and Budgeting (OSPB) and the Legislative Joint Budget Committee for consideration in state budget development. Results/Cost Savings The IMC reviewed 22 agency plans that included 222 information management projects totalling $66.7 million. These projects were to be funded from new funds and agency base funds. The IMC recommended approval for 146 projects totalling $46.4 million to the legislature and rejected 76 projects totalling $20.3 million. Larry Shuford, Director of Information Technology Services Department of Natural Resources Seventy-eight of the total 222 projects were Budget Decision Items, requiring $30.8 million in new funds. Fifty-one of these projects, totalling $18.6 million, were approved by the IMC and recommended to the legislature. 3

6 Quotes Accomplishments... continued "It's important for state agencies to take advantage of both parts of the IMC the staff and the Commission. The staff serves as an information clearinghouse and provides valuable consulting services on information technology issues; the Commission holds agencies accountable from a business/taxpayer perspective." Ensuring the development of cost-effective information management systems Dave Usery, Director of Information Systems Department of Corrections The Commission worked with State Purchasing and the General Government Computing Center (GGCC) to develop a new bid concept to secure a computer upgrade for GGCC. A new mainframe computer was acquired for approximately half of the originally estimated cost $4.5 million instead of $9 million. The IMC assisted the Department of Natural Resources, Division of Parks and Outdoor Recreation to develop the Campground Reservation Project Request For Proposal (RFP). The project, which provides a single phone number for citizens to call for information and campground reservations, was bid in October 1992 and operational in March 1993, testifying to the quality and completeness of the RFP. The State of Utah recently purchased the Colorado system for its use. The new Colorado Department of Corrections Information System (DCIS) was placed in production. This system became necessary when the Colorado Bureau of Investigation (CBI) computer no longer had the capacity to handle Department of Corrections' data. DCIS tracks inmates from the time they are sentenced through discharge. The Commission worked with the Department to develop the RFP for this system, which has become a national model. The State of Idaho has purchased the Colorado system for its Corrections department. 4

7 Accomplishments... continued The IMC provided hundreds of hours of counsel and reviewed several drafts of an REP for Department of Institutions, Health Information Management System (HIMS). The final RFP was expanded from a billing system alone to an integrated structured patient treatment planning system. This system will improve the ability of health care professionals to monitor and update the long-term patient care required by many users of the department's services. Ten proposals were submitted in response to this RFP. The Department is currently conducting site visits to two selected finalists. HB 1317 (Restructuring of Human Services) calls for innovative and effective reforms of the administration and delivery systems for health and human services in Colorado. The IMC staff reviewed the document and then summarized its critical points and timeframes for the Commission and other interested parties. In addition, IMC staff participated in the Data Restructuring Task Force, which was formed to help determine information systems directions. The Commission provided on-going assistance and input into the feasibility study for the Division of Water Resources Colorado River Basin Modeling Project. This project will develop a model of the entire Colorado River Basin, tapping existing models available from various sources. The model, when completed, will be used in resolving water rights issues throughout the Colorado River Basin. Remote access will make this software convenient for Western Slope users. Once developed, this software can be applied to model other river basins in Colorado, including the Platte and Arkansas. Goals for 1994 The Commission has resolved to continue the "bottom-up" statewide strategic planning process. This commitment includes working closely with state agencies to understand their needs and enhance their use of information systems to increase productivity and better serve their customers. We will continue to provide information relevant to appropriations in a timely manner. The IMC is committed to developing technology strategy for the state by adopting technology standards, developing policies, establishing statewide communications systems as appropriate, and leveraging technology for greater productivity and cost savings. The IMC will foster greater cooperation and pooling of information management resources among state agencies. The IMC will continue to work with state agencies on individual projects and RFPs in order to save money and secure the most efficient information systems. 5

8 Commission on Information Management Subcommittees and Agency Teams David C. Burns, IMC Chairman Planning and Budget Subcommittee Policies and Standards Subcommittee W. William Gillette, Chair Steven V. Berson Shirley Harris Senator William R. Schroeder, Jr. James D. Thomas Carolyn M. Van Eman Vacancy David C. Burns (ex officio) Elaine G. Callas-Williams A. Ray Chamberlain Nancy A. Griffin Steven W. Horn Wilbur Richardson Roily Rounds Representative Charles Duke David C. Bums (ex officio) Establish State Policies Standards for Software, Equipment, Operating Systems Special Study Projects i.e.; GIS, Disaster Recovery RFP Issues Data Center consolidations IMC Strategic Plan Plan Review Guidelines Agency Plan Formats Annual Budget Package Budget Review Guidelines Budget Priorities Budget Appeals Agency Team 1 Agency Team 2 Agency Team 3 Agencies Judicial Local Affairs Natural Resources Public Defender Regulatory Agencies Secretary of State Transportation Treasury Agencies Corrections Education Health Institutions Law Military Affairs Public Safety Social Services Agencies Administration Agriculture Governor Higher Education Labor & Employment Legislature Personnel Revenue Elaine G. Callas-Williams, Chair Rep. Charles Duke Nancy A. Griffin Shirley Harris Carolyn M. Van Eman W. William Gillette, Chair Steven W. Horn Sen. William R. Schroeder, Jr. James D. Thomas Vacancy Steven V. Berson, Chair David C. Burns A. Ray Chamberlain Wilbur Richardson Rolly Rounds Agency Team Responsibilities Review Agency Plans Potential RFP Reviews Review and Recommend Agency Budget Requests Oversight and Technical Project Review I Semi-annual Progress Reviews with Agencies For information or inquiries please call (303)