The State of KansasOffice of the Chief Information Architect
The State of Kansas
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Agency Information Technology Management Planning Overview
Agency Information Technology (IT) Management and Budget Plans assist in coordinating the systems and activities of State government organizations. The Chief Information Architect is required by K.S.A. 75-4744 to review agency IT budget requests for technical and management merit, and make recommendations to the Division of the Budget. Accordingly, each agency's IT Management and Budget Plan, with copies of FY 98 budget pages for information technology resources, should be submitted by September 15, 1996, concurrently with the budget, to the Chief Information Architect, Room 263-E, Statehouse, Topeka, KS 66612-1572.
Each agency will establish their Information Technology plan in support of their agency business plan. A comprehensive, well-prepared Information Technology Management and Budget Plan will provide the following benefits to the preparing agency:
To derive these benefits, it is important that the IT Management and Budget Plan be aligned with the agency business plan, its objectives and strategies, and the overall agency budget submission for FY 98. Section 1 and 2 provide an updated format for Agency IT Management and Budget Plans, which will more clearly convey this alignment. Sections 3 contains format variations for fee-for-service IT operations in the Division of Information Systems and Communications, and for Regents institutions.
Please direct questions to Steve Johnson (296-2459) or John Oliver (296-2670).
[AGENCY NAME]
INFORMATION TECHNOLOGY MANAGEMENT AND BUDGET PLAN
FOR FY 1998
[DATE]
TABLE OF CONTENTS
Guidelines for Content Preparation (items reference outline, above)
| OVERVIEW | This part establishes the context of the Information Technology (IT) Management and Budget Plan for the Kansas [agency name], linking it to the agency's business objectives. | |
| AGENCY
MISSION AND EXISTING PROGRAMS | The mission of the [agency name] is to [same as appears in budget
submission]. Current programs within the agency which will accomplish the mission, with their related goals and supporting Information Technology objectives and strategies, are identified here. [Recap in the following sections the business program and goal information from the Agency/Program Narrative, form DA 400; main purpose here is to identify which components of the agency business plan are supported by specific Information Technology objectives, strategies and resources. Use short program titles and synopsized goal statements. Multiple programs may be supported by a single IT objective. If there are agency goals which are not tied to any specific program, use ANone@ or AAll@ for the program title. Programs or goals which do not have an IT objective associated with them should be shown, with ANone@ for their IT Objective.] | |
| [Program Title] | Business Program: [Program title] Business Pgm Goal: [Goal statement] IT Objective 1: [Objective statement; include target date] IT Strategy 1: [Brief statement of how agency or other IT resources will be employed to meet the objective; if the IT Strategy includes a major IT project as identified in section 3 of this Plan, give the project name] IT Objective 2: [...same] IT Strategy 2: [...same] IT Objective x: [...same; continue sequential numbering of IT Objectives and Strategies; repeat the original sequence number if an IT Objective/Strategy is used more than once] | |
| IT Strategy x:
[...same; number the
same as the
corresponding
Objective][Program
Title], continued | Business Pgm Goal: [Goal statement] IT Objective y: [...same; continue sequential numbering of IT Objectives; repeat the original sequence number if an IT Objective is used more than once] IT Strategy y: [...same; number the same as the corresponding Objective] [Continue for all goals listed for this program on DA 400] | |
[Repeat pattern of business goals and IT objectives for each current agency program; continue numbering objectives/strategies across programs]
| NEW OR
EXPANDED PROGRAMS | These are the Information Technology objectives and strategies for new or expanded programs during the four-year planning horizon (FY98 - FY01). Each IT objective is shown to support the agency=s business programs and goals. Also shown for each IT objective is its strategy for implementation. This section highlights new or expanded programs only, to support the four-year planning horizon required by by the Division of the Budget. | |
| [Program Title] | Business Program: [Program title] Business Pgm Goal: [Goal statement; include year(s) during which action is anticipated to accomplish the goal.] IT Objective z: [Objective statement; include target date; continue sequential numbering of IT Objectives; repeat the original sequence number if an IT Objective is used more than once] IT Strategy z: [Brief statement of how agency or other IT resources will be employed to meet the objective; if the IT Strategy includes a major IT project as identified in section 3 of this Plan, give the project name] [Continue for all goals listed for the new or expanded program on DA 400] | |
[Repeat pattern of business goals and IT objectives for each new or expanded program; continue numbering objectives/strategies across programs]
| INVENTORY | This part describes the physical systems and major in-production applications currently under agency management. | |
| PHYSICAL SYSTEMS | The following table lists computing platforms and their primary operating systems for which the agency is responsible. Year of manufacture is shown for all equipment over 5 years old. [Example data shown; “LAN NOS Server” refers to the Local Area Network server which hosts the Network Operating System, as opposed to a subsidiary print or file server; note generic references to IBM-compatible PCs -- CPU chip model is more significant info than is manufacturer or year acquired - NO NEED TO CITE DATES FOR MICROCOMPUTERS] | |
| MANUFACTURER & MODEL | OPERATING SYSTEM | QTY | DUMB TERMINALS | LAN? | WAN? | LOCATION |
| MAINFRAME | ||||||
| IBM 9367 R21 | MVS | 2 | 5 | No | Yes | LSOB, Topeka |
| MIDRANGE | ||||||
| Wang VS-100 (1985) | VS | 1 | 24 | No | No | FSOB, Wichita |
| DEC VAX (1989) | VMS | 1 | 10 | Yes | Yes | FSOB, Wichita |
| IBM AS/400 | OS/400 | 1 | 12 | Yes | No | LSOB, Topeka |
| WORKSTATION | ||||||
| Sun SPARC | Solaris | 5 | n/a | Yes | No | FSOB, Wichita |
| LAN NOS SERVER | ||||||
| Compaq ProLiant 1500 5/166 | Novell 4.1 | 3 | n/a | Yes | Yes | FSOB, Wichita |
| Compaq ProLiant 1500 5/166 | Novell 4.1 | 1 | n/a | Yes | Yes | LSOB, Topeka |
| MICROCOMPUTER | ||||||
| IBM-compatible PC, Intel 286 | DOS 5.1 | 4 | n/a | No | No | FSOB, Wichita |
| IBM-compatible PC, Intel 386 | DOS 6.22, Win 3.1 | 35 | n/a | No | No | 15 sites, statewide |
| IBM-compatible PC, Intel 486 | Win95 | 8 | n/a | Yes | No | FSOB, Wichita |
| Apple Macintosh | MacOS 7 | 6 | n/a | Yes | No | FSOB, Wichita |
| IBM-compatible PC, Intel Pentium (75 MHz or more) | Windows NT W/S 3.x | 5 | n/a | Yes | No | LSOB, Topeka |
| NETWORK CONFIGURATION | [Provide configuration diagram(s) of agency networks and host platforms; please use 8.5" x 11" paper; use additional pages, if necessary] | |
| MAJOR BUSINESS APPLICATIONS | This section identifies the agency’s principal software applications or systems
now in production. The list is limited to mission-critical batch or multi-user
applications which directly perform business functions for the agency.
[Standard third-party software products, such as word processors and
spreadsheets, are to be included only if significant agency-specific macro
or OLE applications have been programmed and thus represent business
applications. Projects still in design or development (pre-production) are
covered in a later part of this Plan.] [Application Acronym or Code] Name: [Full name of application or system] Acronym: [Short name, acronym or code] Functions: [Brief list of business functions performed; examples: driver records, agency general ledger, student academic records] Access: [Customer groups interacting directly with the application; examples: agency-internal, general public, state agencies] Environment: Hardware: [Hardware platform(s)] Network: [Network topology (if it matters to the application) & protocols (e.g., TCP/IP)] System s/w: [Operating system] DBMS: [Database Management System, if any] Client: [Terminal protocol or PC operating system] Special s/w: [Other special software required on main or client platforms (e.g., 4GL interpreter, browser)] Language: [Developmental language(s); what maintainers must know] Implemented: [Date first put into production] Revision: [Date current revision put into production; version number] Developer: [Vendor or organization which produced the application; examples: “Oracle, Inc.”; “Agency In-house”)] Maintenance: [Organization which performs software maintenance; could be “vendor” or “contracted”] [Repeat entries for each qualifying application] | |
| PROJECTS | This part describes major Information Technology projects (total cost $500K or more) sponsored or led by the agency which will be active during the budget year or, for new or expanded programs, during the four-year planning horizon (FY98 -FY01). | |
| [Project Name] | Name: [Full project name] Acronym: [Short name, acronym or code] Sponsor: [Name, title and organization of responsible senior executive] Contact: [Name, title, organization, phone number, e-mail address of project manager or knowledgeable sponsor representative] Project cost: [Expected total cost of project, from project initiation through implementation; includes facilities, office equipment, computer systems, software, telecommunications, temporary staff costs, contract services, other direct expenditures] Budget cost: [Amount sought for state appropriation in the budget year; show total; show breakout by Object Code (including debt service) as reflected in budget form DA 406 and by listed capital item on DA 416] Budget FTE: [Estimated FTE required from agency staff to manage or perform work during the budget year] Start: [Month & year of proposed start, or actual start date if project is continuing] Attachments: [Identify descriptive documents which are attached: | |
o For new projects in the budget year, attach a copy of the Project Proposal as presented to the KIRC or agency head, and the conclusion memorandum provided by the Chief Information Architect for projects favorably recommended to the Division of the Budget;
o For projects planned to start after the budget year, enter “Project Proposal pends” and briefly describe the new system.
o For continuing projects, attach a copy of the Quarterly Status Report (KIRC IT Policy #2400) submitted in July of the current year.]
[Repeat for each major IT project ($500K or more in total cost) to be active during the budget year or, for new or expanded programs, during the four-year planning horizon (FY98 - FY01); biennial agencies also include projects starting in the year following the budget year]
| RESOURCES | This part describes the resources being applied or planned to be applied for Information Technology to meet agency mission requirements. | |
| AGENCY IT ORGANIZATION | Structure: [Organization chart; show to whom the agency IT executive
reports; include IT and related positions/titles down to first line
supervisors, with headcount supervised at that level; account for all
positions documented in ShaRP, and all unclassified IT positions] Contact: [Name, title, address, telephone number, fax number and e-mail address of the person or people whom should be contacted for matters concerning agency IT planning] | |
| AGENCY IT BUDGET | This is a profile of how the agency’s budget is allocated for Information
Technology purposes in the budget year. Copies of the following forms covering FY98 are attached: DA 402 - Agency Summary [to show relative size of agency] DA 406 - Expenditure Summary DA 416 - Capital Outlay DA 418 - Capital Improvements [*] [* include ONLY those DA 418 sheets which support IT investments (e.g., raised flooring, extra air conditioning, power conditioning); other general construction isn’t relevant to this Plan] [Attach sheets as indicated; biennial agencies not submitting forms for FY98 attach sheets for last approved budget] [Identify and explain any external sources of funds to be applied to agency IT, which are not reflected in the forms listed above] | |
| EXTERNAL IT SUPPORT SERVICES | [Describe IT services provided to the agency by other government entities, whether at no cost or fee-for-service; if chargeback involved, show actual amount for each service for FY96, projected for FY 97 and planned for FY 98; should reflect entries on budget form DA 406 for object codes 260 (Fee - Other Services) and 200 (Communications); describe expected impact on these services of the IT changes which the agency plans (major project or otherwise) during the four-year planning horizon; show amount funded from other than state appropriation (federal matching-fund grants, etc.)] | |
| CONTRACT SERVICES | This is a profile of contracts providing Information Technology equipment,
support services or materials to the agency. Contracts shown will be in effect
during the budget year, or will have been replaced by a comparable contract by
then. [Contract Short Name] Contract ID: [Assigned contract number and full contract title, if known] Contract date: [Actual or planned date of contract award, or date of first use by the agency (specify which date is shown)] End date: [Expected termination or expiration of contract] Value: [Total expected contract cost or ceiling] Budget cost: [Amount to be encumbered during the budget year] Prime contractor: [Company name and address] Purpose: [Briefly describe goods or services provided, system or project being supported, etc.] [Repeat for additional contract descriptions] | |
| OTHER IT EXPENSES | For FY98, the following budget items are for Information Technology
expenditures, but are not addressed in the Projects, External IT Support
Services, or Contract Services sections of this plan: 1. DA 416, Object Code xxx: [Identify IT item, briefly explain what it’s for] 2. [Repeat for each item not covered elsewhere in this plan] 3. [...; sample language for payments to Kansas Development Finance Authority] Capital outlay shown represents second year principle payment of $xxx to Kansas Development Finance Authority. Four years of payments are scheduled to retire total financing of $xxx at x.x% interest. Financing allowed agency acquisition of [describe items acquired with KDFA financing] in FYxx, used for [describe purpose/use of items]. | |