Technology Investment Notification Kickoff for IT Advisory Board
Technology Investment Notification (TIN) serves to provide investment information and intent to support EITS in ensuring the economical use of information systems. TIN requirements include any technology component over $50,000, IT services, cloud solutions, hardware, software, and maintenance. Updates aim to better identify state-wide enterprise needs and achieve a more efficient investment management capability.
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Technology Investment Notification Kickoff I.T. Advisory Board
Technology Investment Notification (TIN) Purpose Provide investment information intent and cost to Governor s Finance Office and State Purchasing To support EITS in the mission to ensure economical use of information systems and to prevent the unnecessary proliferation of equipment and personnel among the various state agencies. [NRS 242.071] Allow EITS to leverage enterprise solutions that are common agency technology needs History Technology Investment Request Paper based; required long narrative responses. Significant time involved for completion and submission Technology Investment Notification Web-based online questionnaire. Minimal narrative fields, mainly a series of ordered questions (T/F, multiple choice, a few free-text entries) Over 200 TINS submitted in the last biennium December 2019 ITAB Updates 2
Technology Investment Notification (TIN) TIN requirements ANY technology component over $50,000 Technology IT services, cloud solutions (e.g. Function-as-a-Service, Software-as-a-Service applications, Platform-as-a-Service, Infrastructure-as-a-Service), hardware, software, and maintenance Any change to TIN scope, schedule, or cost that deviates +/- 5% Includes changes with the biennium How they re used by EITS Reviewed for similar existing enterprise solutions and similar agency requests (sharing opportunities) Reviewed for impact for EITS services (SilverNet, Telecom, Microwave, Compute, Mainframe, Web Services, Help Desk, Desktop Support, Project Management, etc.) December 2019 ITAB Updates 3
Technology Investment Notification (TIN) TIN system updates A few new questions to better identify state-wide enterprise needs Create dashboards for a new agency investment management capability Stretch goal Achieve a browser-agnostic interface Update new Budget Building Rules Web site Refine online navigation TIN documentation Update to reflect changes to TIN process Revise TIN training New Notification of ANY cloud technology (for security visibility) December 2019 ITAB Updates 4
Questions? December 2019 ITAB Updates 5
Portfolio Management Practice - Update I.T. Advisory Board
Portfolio Management Practice Purpose Create a wider lens with which to better manage and promote the enterprise services EITS provides to state Agencies Collaborate with agencies to secure new enterprise infrastructure and capacities Assist state purchasing to make more enterprise solutions available through state-wide contracts Identify when program resources may become overwhelmed, affecting agency needs Our new practice will mature over many revision cycles December 2019 ITAB Updates 7
Portfolio Management Practice OPERATIONS The ongoing production of goods or services. Operations deliver the value for our customers, providing infrastructure and services to enable their programs for success. EITS operations are described in our service catalog Operations are steady state and will need few updates in the portfolio except for: Enhanced capacity, capability, or efficiency. New programs. December 2019 ITAB Updates 8
Portfolio Management Practice PROJECT A temporary endeavor undertaken to create a unique product, service or result A project results in: Increased capacity (e.g., more vHosts/servers, increased bandwidth, handle more service requests) Added capability (e.g., cut sheet printing, Unified Communications, security monitoring Improved efficiency (e.g., improve workflows, automate processes, simplify customer interaction, reduce costs, create best practices for enterprise IT) December 2019 ITAB Updates 9
Portfolio Management Practice Key focus of EITS portfolio Link to business outcomes Identify the agency benefit Articulate specific operation example Tie outcomes to a citizen benefit (usually through other agency programs) December 2019 ITAB Updates 10
Portfolio Management Practice Application Development and Support Services Agency Citizen Benefits An Example Application Defect Support CETS user received an error message (screenshot attached) when attempting to update a contract Correct an operational defect impacting an application s end user Application Enhancement Support Add an Excel output option to the NEBS 211 report Improvement of an application to better support the business process and agency objectives Operational Request Support Complete a technical application-linked task that is integral to the business process/cycle Please run the EEOC Quarterly Suite of reports December 2019 ITAB Updates 11
Portfolio Management Practice Web Development Team ADA ASSISTANCE PROGRAM In-house ADA Assistance program website (http://adahelp.nv.gov) was designed for people in the State of Nevada, and those that use State of Nevada websites to request ADA assistance Types of requests. ADA Digital Complaint ADA Physical Complaint ADA Document Remediation request ADA Request for Information ADA Feedback Tracks requests from the time it is entered in the program by the AT Consumer until the request has been resolve Sends ADA requests to the owner of the website to be resolved December 2019 ITAB Updates 12
Portfolio Management Practice Next Steps Continue to identify agency benefits Tie outcomes to a citizen benefits Search for a Portfolio Management tool December 2019 ITAB Updates 13
Questions? December 2019 ITAB Updates 14
Project Management Office Report I.T. Advisory Board
1. EITS Infrastructure Projects 18-19 2. All PMO Managed/Monitored Projects 20-25 3. PMO Challenges 26 December 2019 ITAB Project Management Office Report 16
Project Health Status Legend: Green - Health indicators are at acceptable levels, project is proceeding as planned. Yellow - Health indicators are at acceptable levels, some risks may have been identified and require monitoring for potential mitigation activities. Red - Health indicators are below acceptable levels. Project is in imminent danger of failing if corrective action is not taken. Blue - Project is in the final stages of completion/closeout. Health Indicators: Is the project on schedule? Is the project operating within budget? Is the project delivering on scope? Are there adequate resources allocated to the project? Has funding been approved for the project? December 2019 ITAB Project Management Office Report 17
December 5, 2019 Centralized Duplex Printing Project Health Indicators: Project Schedule Budget Scope Business Area: EITS Mainframe/Operations Project Sponsor: Kathleen McLaughlin Project Manager: Hugh Stone Business Value: Increase print volume efficiency by ability to print double-sided. Issues: Billing methodology will change from per line to per page; and Resource challenges due to holidays and annual cap on accrued leave. Key Accomplishments: Printers have been received and are on site; Kickoff meeting with all key stakeholders on 12/4/2019; and Established dates for future meetings as well as rough outlines for milestone dates. Risk & Mitigation Plan: Programming for new forms to accommodate duplex printing may not be completed in time. Old 4100 model printer will remain on line until risk has been mitigated. Planned Activities: Electrical modifications at printer site; Training for Operations personnel; Print server set up; Onboard vendor support personnel; and Printer assembly and testing. Changes: No changes to report Baseline Planned Actual Status % Budget ($ k) Project Project-to-Date Milestones Planned Actual Planned Actual Capital Services Total December 2019 ITAB Project Management Office Report 18
Avaya Communication Systems Upgrade December 4, 2019 Scope Project Health Indicators: Project Schedule Budget Business Area: Telecommunication Project Manager: Fred Springer Project Sponsor: Ken Adams Business Value: Replace deprecated phone system software (core system manager) Replace deprecated phone system hardware Ensure security patching remains up-to-date Issues: No issues to report. Risk & Mitigation Plan: No Risks to report. Key Accomplishments: Core system fully upgraded Changes: No Changes to report Planned Activities: Relocate backup server to offsite location (Switch North) AES and CMS need to be upgraded (Avaya) Test failover Baseline Planned Actual Status % Budget ($ k) Project Project-to-Date Milestones 12/31/2019 11/30/2019 Planned Actual Planned Actual Project Completion SW/HW $696,925.38 Licenses $2,008,485.63 Services $387,450.00 Equipment $700,000.00 Total $3,792,421.01 December 2019 ITAB Project Management Office Report 19
DPS Windows 7 to Windows 10 Upgrades December 6, 2019 Scope Project Health Indicators: Project Schedule Budget Business Area: Desktop Support Group Project Manager: John Williams Project Sponsor: DPS Business Value: Replace workstations that are running end of life operating system; Ensure compliance with State security standards; and Ensure compliance with Federal Criminal Justice Information security standards. Issues: Scheduling deployments are a challenge because it requires user to be present. Mitigation plan for this issue is being examined. Risk & Mitigation Plan: There is a risk that Windows 7 machines may still be connected to the State network because: There are machines that have not yet been detected on the network; and DPS divisions are keeping Windows 7 machines after they have been replaced. This risk can be mitigated by performing a walk through of DPS locations to physically identify remaining Windows 7 machines. Key Accomplishment: 606 machines received; 445 machines imaged; 288 machines deployed. Planned Activities: Continue imaging and deploying machines; Scan network to identify Windows 7 machines remaining; Changes: No Changes to report Baseline Planned Actual Status % Budget ($ k) Project Project-to-Date Milestones 01/14/2020 01/14/2020 47% Planned Actual Planned Actual Project Completion SW/HW Licenses Services Equipment Total December 2019 ITAB Project Management Office Report 20
EOL Servers December 6, 2019 Scope Project Health Indicators: Project Schedule Budget Business Area: Application Development, Server, Infrastructure Project Manager: Ken Baldwin Project Sponsor: DPS Business Value: Ensure DPS mission critical systems are operating on servers running current and fully support operating systems; Ensure compliance with LCB audit findings; and Ensure compliance with Federal Criminal Justice Information security standards. Issues: None Risk & Mitigation Plan: There are some challenges with getting the five (5) remaining services to operate properly in the new environment. The application development team is extensively testing these services to ensure their successful migration. Key Accomplishment: To date approximately 80 services and applications and 160 reports have been migrated from the deprecated servers identified in the LCB audit to servers running the Windows Server 2016 operating system. Changes: The original scope of this project was to achieve compliance with the LCB audit findings for the Records, Communications and Compliance Division of the Department of Public Safety. A change was made to include all DPS division systems and services. Planned Activities: Migrate and test the remaining five (5) services. Baseline Planned Actual Status % Budget ($ k) Project Project-to-Date Milestones 11/15/2019 12/17/2019 90% Planned Actual Planned Actual Project Completion SW/HW Licenses Services Equipment Total December 2019 ITAB Project Management Office Report 21
Private Investigators Licensing Board December 6, 2019 Scope Project Health Indicators: Project Schedule Budget Business Area: WAN, Server, Desktop Support, Helpdesk, Telecom Project Manager: Eric Pennington Project Sponsor: Kevin Ingram Business Value: Migrate the PILB IT operations from the Attorney General s Office to EITS; and Ensure compliance with Federal Criminal Justice Information security standards. Issues: None Risk & Mitigation Plan: None. Key Accomplishment: To date the PILB staff and equipment have been migrated to EITS environments on current and fully supported equipment and network circuits. Changes: None. Planned Activities: Migrate the PILB OnBase application and database from its current cloud environment into a secure EITS environment. Baseline Planned Actual Status % Budget ($ k) Project Project-to-Date Milestones 11/15/2019 12/15/2019 95% Planned Actual Planned Actual Project Completion SW/HW Licenses Services Equipment Total December 2019 ITAB Project Management Office Report 22
Electronic Capital Improvement Program System December 6, 2019 Scope Project Health Indicators: Project Schedule Budget Business Area: Will be determined upon selection of a solution Project Manager: Not yet assigned/Eric Pennington Project Sponsor: Ward Patrick Business Value: Identify and procure a single system by which the State Public Works Division can manage its construction program and make recommendations for improvements to State owned and leased facilities. Issues: None Risk & Mitigation Plan: There is a risk that the authorized budget will not allow the procurement of a satisfactory system. The team is examining options for mitigating this risk. Key Accomplishment: Request for Information released and responses reviewed Changes: None. Planned Activities: Contact references provided by RFI respondents; Schedule vendor demonstrations (optional); and Begin collection of detailed requirements for the purpose of documenting a Request for Proposals. Baseline Planned Actual Status % Budget ($ k) Project Project-to-Date Milestones Planned Actual Planned Actual SW/HW Licenses Services Equipment Total December 2019 ITAB Project Management Office Report 23
PMO Project List/Portfolio Baseline Completion Project Customer Description Implement enhancements to the EITS ticketing system to allow customers to view meaningful information on the status and progress of their requests. Status CIO HEAT Transparency Initiative Office of the CIO/EITS Statewide Customer Base Hold 12/31/2019 1 DPS Windows 7 to Windows 10 Upgrades All Department of Public Safety Divisions Upgrade or replace all devices operating on Windows 7 Execution 1/14/2020 2 O365 Phase 2 Collaboration Tools (e.g., SharePoint Online) Participating Agencies Distribute SharePoint sites to qualified users. Execution 3 Implement enhancement to the Nevada Crash and Accident Tracking System Decommission servers operating on deprecated (unsupported) Windows Server operating system versions.Execution Procurement of a replacement CMS NCATS Enhancements DPS Office of Traffic Safety Execution 11/30/2019 4 EOL Servers DPS Records, Communication and Compliance Division 11/15/2019 5 Web Content Management System Replacement AB579 Implementation EITS Web Services Group DPS Records, Communication and Compliance Division Execution Hold 6/30/2020 6 7 NCJIS Mod 3.3 CCH Modernization DPS Records, Communication and Compliance Division Hold 8 Migrate board staff into the State/EITS network infrastructure. Migrate board staff into the State/EITS network infrastructure. Onboard newly created entity into the State infrastructure Board of Athletics Move/Onboarding Board of Athletics Execution 7/1/2019 9 Private Investigators Licensing Board Move/Onboarding Private Investigators Licensing Board Execution 12/31/2019 10 Department of Sentencing Policy Onboarding Department of Sentencing Policy/GFO Execution 12/31/2019 11 Cannabis Compliance Board Cannabis Compliance Board/Taxation Onboard newly created entity into the State infrastructure Execution 6/30/2020 12 Department of Indigent Defense Services Department of Indigent Defense Services Onboard newly created entity into the State infrastructure Migrate NSPD staff into the State/EITS network infrastructure Onboard newly created entity into the State infrastructure Execution 12/31/2019 13 Nevada State Public Defenders Nevada State Public Defenders/DHHS Initiation 2/28/2020 14 Office for New Americans Office for New Americans/Governor's Office Execution 10/1/2019 15 Competitive procurement of a vendor to operate, maintain, and support existing record management and computer aided dispatch system Competitive procurement of a vendor to operate, maintain, and support existing Nevada Crash and Accident Tracking system. Implement enhancements to the State Repository for Information Concerning Orders for Protection Statewide Multi-Jurisdictional Safety System Department of Public Safety Planning 6/30/2020 16 Tyler/Brazos Contract DPS - Office of Traffic Safety Planning 10/1/2020 17 AB19 Protection Orders DPS - RCCD/Attorney General's Office Hold 6/30/2020 18 December 2019 ITAB Project Management Office Report 24
PMO Project List/Portfolio Baseline Completion Project Customer DPS - Records, Communication, and Compliance DivisionImplement enhancements to the State Repository for Description Status 19 AB291 High Risk Behavior Protection Orders Hold Information Concerning Orders for Protection 20 Constituent Information System Governor's Office Implement COTS information system Execution 10/31/2019 Procurement of a system for managing, reporting and planning the work of the division 21 Electronic Capital Improvement Program System State Public Works Division Initiation 22 O365 Tourism and Cultural Affairs Tourism and Cultural Affairs Execution 23 O365 Department of Taxation Department of Taxation Execution 24 O365 Conservation and Natural Resources Conservation and Natural Resources Execution 25 Execution O365 Attorney General s Office Attorney General s Office 26 O365 Department of Public Safety Department of Public Safety Planning 27 O365 Public Utilities Commission Public Utilities Commission Execution 12/31/2019 28 O365 DETR Identity Management DETR Execution 12/31/2019 29 O365 B&I Real Estate Division B&I Execution 30 O365 B&I Nevada Transportation Authority B&I Execution 31 O365 Department of Education Department of Education Execution 32 Execution O365 Governor s Finance Office Governor s Finance Office 33 O365 Board of Dental Examiners Board of Dental Examiners Execution Implement double-sided printing for mainframe print service customers 34 Centralized Duplex Printing Statewide Users of Mainframe Print Services Execution Replace deprecated phone system software and hardware and security services 35 Avaya Communication Systems Upgrade Statewide Users of Telecom Services Execution 11/30/2019 Upgrade AOC MCIJIS system to receive all protection orders and route them to the DPS/RCCD repository 36 MCIJIS System Upgrades Administrative Office of the Courts Initiation December 2019 ITAB Project Management Office Report 25
PMO Challenges: 1. Project resources Inability to secure cross functional teams for duration of projects; and Project resources pulled as maintenance and operations issues require. 2. Lack of portfolio tool(s) Project tracking in multiple platforms (Excel, MS Project, JIRA, ITSM). December 2019 ITAB Project Management Office Report 26
Questions? December 2019 ITAB Project Management Office Report 27
