CIO Council Presentation

Non-Strategic IV-C WorkgroupSeptember 21, 2009

Clarification of Guidelines Identify all planned recurring expenditures for

IT assets and resources associated with each IT service, regardless of the state or federal fund source

Earlier emphasis that RECURRING budget is what is being captured

Clarification that FTE vacancies be reported in the appropriate IT service to which the position is assigned. Special circumstances related to vacancies should be documented in Footnotes

Clarification of Guidelines (cont.)

Strategic Services are IT services that directly enable the agency’s statutory or constitutional responsibilities and policy objectives, are usually associated with the agency’s primary or core business functions, and generally differentiate one agency from another

Resources that do not meet the definition of a non-strategic service [italics added for emphasis] and that are dedicated to a strategic IT service should be reported under that strategic IT service

Clarification of Guidelines (cont.)

Whether formal, written Service Level Agreements are in place or not, it is imperative that agencies include specific business-driven service requirements, since this information may be important in justifying additional costs needed to meet the business requirements

Clarification of Guidelines (cont.) Videoconferencing technology clarification – it

includes Voice over Internet Protocol (VoIP) as well as video conferencing technology unless it is a single-user desktop peripheral (Desktop service) or dedicated to use for a strategic service

Clarification that “network printers” are “shared network printers”

A hosting location for E-Mail Service would be any location that actually provides mail and mail routing services, not simply replicated mail data

Clarification of Guidelines (cont.)

Hand-held devices such as Blackberries should be reported as follows: device and service plan costs used for e-mail should be reported in E-mail Service; device and service plan costs used only as a phone should NOT be reported in E-mail Service

Air cards should be reported the same as leased lines

The impact of e-mail retention on costs of service should be documented in the Service Level Requirements for e-mail

Clarification of Guidelines (cont.)

The cost of laptop and desktop encryption is included in the Desktop Service if it is part of standard desktop configuration; otherwise, costs of hardware and software encryption are included in IT Security and Risk Mitigation

Helpdesk Service does NOT include technical support resources required to resolve issues reported to the Helpdesk; those resources should be allocated to the appropriate IT service being supported

Clarification of Guidelines (cont.)

IT Security and Risk Mitigation Service includes disaster recovery, such as a secondary site; but does not include the cost to meet standard availability requirements, such as onsite redundancy

Suggestions

Read and follow guidelines carefully, especially service area definitions

Be definitive, accurate and thorough when documenting service level requirements

Use as many footnotes as necessary on cost worksheets to add clarification and/or explain anomalies

Next Steps Update organizational work plan Additional Issues (deadline is March 31, 2010)

“Issues for Further Consideration” documented during workgroup sessions through August 26, 2009

Consider issues that are more substantive than those that were able to be considered as recommended changes to instructions for fiscal year 2010-11

Additional consideration and discussion to improve the consistency of collecting, interpreting and reporting data

Next Workgroup Meeting

Wednesday, October 21, 2009

2:00 pm – 4:00 pm Department of Environmental Protection

Office of Technology and Information Services2600 Blairstone Road, Room 618

Conference call number – (888) 808-6959

Conference code - 8133363

Questions and Answers