Kansas Information Resources Council
(KIRC)
CORRECTED
Kansas Information Resources Council
(KIRC)
Tuesday, December 17, 1996
Emergency Management Office
The meeting of the Kansas Information Resources Council was called to order by Vice-Chair John LaFaver at 1:30 p.m.
Executive Summary: Department of Revenue received approval for Phase I of the VIPS Project; Department of Transportation received approval to complete the Requirements Analysis Phase of the Financial and Maintenance Management System; the Council was briefed on the progress of the Strategic Information Management Plan; the decision regarding Department of Human Resources= purchase of a mainframe or its consolidation with DISC was tabled; and Information Technology Policy #3210 regarding business contingency planning was approved.
The following members were present:
Fred Boesch, Chief Information Architect
Dean Carlson, Secretary Department of Transportation
Rochelle Chronister, Secretary Department of Social and
Rehabilitation Services
Jim Clark, Vice President Internal Audit, MIS and
Telecommunications Western Resources, Inc.
Warren Corman, representative for Kansas Board of Regents
Wayne Franklin, Secretary Department of Human Resources
Cyndi Gallagher, representative for Southwestern Bell Telephone
Thelma Hunter Gordon, Secretary Department on Aging
John LaFaver, Secretary Department of Revenue
Jeff Lewis, representative for Department of Corrections
James O'Connell, Secretary Department of Health and Environment
Ron Rohrer, representative for Board of Education
Howard Schwartz, Judicial Administrator
Susan Seltsam, Commissioner Kansas Corporation Commission
Dan Stanley, Secretary Department of Administration
Ron Terzian, Director, Computer Services The Boeing Company
The following members were unable to attend and were not
represented:
Representative Jim Morrison
Senator Marian Reynolds
Gloria Timmer, Director Division of the Budget
Barbara Tombs, Executive Director Kansas Sentencing Commission
Staff Present: Delberta Pfeifer
I. Review and Approval of Minutes
Vice Chair LaFaver asked if there were any additions or corrections to the minutes of the November 18, 1996, KIRC meeting. Secretary Franklin moved the minutes be approved as written. Secretary Chronister seconded the motion. Motion carried.
II. Department of Revenue VIPS Project
Marti Gonzales, with the Kansas Department of Revenue (KDOR), provided an overview of the Vehicle Information Processing System (VIPS) Project. The initial system was implemented in 1988 and computerized some counties for the first time. It serves as a distributed data collection system and each county has a processor on-site. Three different types of processors located in the counties have created problems for KDOR. Program changes and modifications have become more complicated, downloading of programs more difficult, and the required support of different platforms has put a drain on resources.
KDOR and the counties sought legislation in 1996 to move the VIPS to an AS400 platform statewide. Senate Bill 662 created the funding mechanism: VIPS/CAMA technology Hardware Fund and Electronic Data Bases Fee Fund.
ITAB approved Phase I of the project which would upgrade the counties still running on a S36 or Advance 36 to the AS400. The first installation will be in January and all installations should be completed by May 31, 1997. Secretary Chronister moved KIRC approve Phase I of the project. Susan Seltsam seconded the motion. Motion carried.
III. Financial and Maintenance Management System
Dale Jost, with the Kansas Department of Transportation (KDOT), presented information to the KIRC on the Financial and Maintenance Management System. Their objectives are to: provide relevant and timely information to KDOT managers for informed financial decisions; provide a user-oriented financial management system; integrate financial management functions and other management information systems; and improve or maintain internal controls. To study the problems and research possible options KDOT created fifteen Kansas Quality Management teams and contracted with Coopers & Lybrand. They have concluded the best system alternatives are: 1) to use mainframe Commercial-Off-The-Shelf (COTS) software and enhance other systems, and 2) to use COTS Client Server Software and enhance other systems.
KDOT is requesting approval for the requirements analysis phase of the project. Their recommendations are: implement financial and maintenance simultaneously; detailed reengineering of processes before system implementation; FY 98 budget request of $3 million; and future budget request of $6 million. Secretary Carlson moved the KIRC approve the analysis phase of the project. Secretary Franklin seconded the motion. Motion carried.
IV. Strategic Information Management Plan Status
Ken Orr, Project Consultant with the Ken Orr Institute, reported on the progress of the Strategic Information Management Plan. The project is on schedule. A draft plan was distributed on December 16 and the focus group will be meeting on December 18, 1996, to review the draft and to prioritize issues. Their main goals are: 1) create a common view of the way IT should be utilized in the state; 2) improve guidelines for agency development of information systems; 3) reduce barriers to cooperation and information sharing; and 4) optimize use of state=s IT resources.
The Steering Committee will be meeting January 7, 1997, and is asking for comments from agencies on the draft Plan. The final report will be distributed to the KIRC members for their review prior to the January KIRC meeting.
V. ITAB/CIA DHR Mainframe Report
Fred Boesch, CIA, provided background information regarding the Department of Human Resources (DHR) operation of a small mainframe data center that appears to be approaching its maximum use. The two choices are to consolidate this processing into DISC or to acquire a new mainframe system. Fred briefed the Council on the decisions reached by the Finance Council, the KIRC at their November meeting, the Joint Committee on Computers and Telecommunications and ITAB.
ITAB approved a motion that the Secretary of Human Resources make the determination on the appropriate mainframe computer platform to be used for DHR processing based on business reasons and that DHR consolidate its mainframe computer operations into DISC by the Year 2001 based on a mutually accepted service agreement.
Secretary Stanley moved that the KIRC approve the ITAB recommendation, except strike that portion of the recommendation that says DHR must consolidate by the Year 2001. Susan Seltsam seconded the motion. Following discussion and voting the motion failed.
Susan Seltsam moved to accept the CIA=s recommendation that DHR mainframe processing be consolidated into DISC at this time. Howard Schwartz seconded the motion. Secretary Franklin said he would yield to the decision of the KIRC. After considerable discussion, Secretary Chronister moved to table the motion. Motion carried.
VI. Election of a Permanent Chair
Due to time restraints, this item was referred to the January meeting.
VII. Business Contingency Planning Implementation Policy
Roberta Giovannini, with the Division of Information Systems and Communications, briefed the Council on Information Technology Policy #3210. The purpose of this policy is to implement the KIRC Information Technology Policy #3200 concerning Business Contingency Planning for an agency=s information technology and communications resources. There was discussion regarding the dates listed in section 7.4 and questions whether agencies would have funds available to meet the deadlines. Fred Boesch stated there was no way envisioned that the costs could be determine short of going through the planning process. ITAB approved the policy knowing the cost would be an issue.
Secretary Carlson moved KIRC approve Information Technology Policy #3210. Ron Terzian seconded the motion. Motion carried.
VIII. CIA Report
Due to time restraints, this item was referred to the January meeting.
IX. Adjourn
The meeting was adjourned.
The next KIRC meeting will be January 28, 1997, at 1:30 p.m. at the Ramada Downtown in the Foyer West Room.
Kansas Information Resources Council
(KIRC)
Room 123-S, Statehouse
The meeting of the Kansas Information Resources Council was called to order by Vice-Chair John LaFaver at 8:30 a.m.
Executive Summary: Department of Human Resources received approval to continue with its acquisition of a mainframe computer; Information Technology Policy #1200 the Acceptable Use of the Internet was approved; Council was briefed on digital signatures; Council was updated on the Year 2000 date problem contract services and data center; report was given on the ITAB Contract Subcommittee=s progress; CIA updated the Council on the FY98 IT Management and Budget Plans and Quarterly Project Progress Reports.
The following members were present:
Fred Boesch, Chief Information Architect
Dean Carlson, Secretary Department of Transportation
Jim Clark, Vice President Internal Audit, MIS and
Telecommunications
Western Resources, Inc.
Diane Duffy, representative for Department of Social and
Rehabilitation Services
Melanie Fannin, President Southwestern Bell Telephone
Wayne Franklin, Secretary Department of Human Resources
Jim Green, representative for Department of Health and
Environment
Thelma Hunter Gordon, Secretary Department on Aging
John LaFaver, Secretary Department of Revenue
Jeff Lewis, representative for Department of Corrections
Howard Schwartz, Judicial Administrator
Dan Stanley, Secretary Department of Administration
Gloria Timmer, Director Division of the Budget
Barbara Tombs, Executive Director Kansas Sentencing Commission
The following members were unable to attend and were not
represented:
Stephen Jordan, Executive Director Kansas Board of Regents
Representative Jim Morrison
Senator Marian Reynolds
Susan Seltsam, Commissioner Kansas Corporation Commission
Ron Terzian, Director, Computer Services The Boeing Company
Andy Tompkins, Commissioner Board of Education
Staff Present: Delberta Pfeifer
I. Introduction of New Member and Guests
Vice Chair LaFaver introduced Dan Stanley, the newly appointed Secretary of Administration. Council members and guests introduced themselves.
II. Review and Approval of Minutes
Vice-Chair LaFaver asked if there were any additions or corrections to the minutes of the October 29, 1996, KIRC meeting. Secretary Franklin moved the minutes be approved as written. Secretary Gordon seconded the motion. Motion carried.
III. Department of Human Resources Mainframe Acquisition
Noel Strong, Acting Director of Information Systems for the Department of Human Resources, briefed the Council on their ongoing studies and activities to acquire a mainframe computer. KDHR has been working closely with DISC staff and ITAB. They have been instructed by the State Finance Council that they must inform and consult with the KIRC and must have approval of the Joint Committee on Computers and Telecommunications.
Secretary Carlson moved that Department of Human Resources continue with its acquisition process. Secretary Gordon seconded the motion. Motion carried. Melanie Fannin abstained from voting. It was suggested that ITAB stay involved with this process and report back to the KIRC.
IV. KDOT Financial System Project Proposal
KDOT asked to postpone this presentation until a later KIRC meeting.
V. Internet Acceptable Use Policy
David Shrader, with the ITAB Internet Subcommittee, presented Information Technology Policy #1200 the Acceptable Use of the Internet. This policy establishes a common, uniform use policy for all state agencies regarding the use of the Internet by employees. The policy has received ITAB approval.
Secretary Gordon moved to approve Policy #1200. Secretary Franklin seconded the motion. Motion carried.
VI. Digital Signatures
Steve Johnson, CIA staff, provided background information for potential legislation for the use of digital signatures in Kansas. This Aelectronic authentication@ is the foundation for paperless transactions. This item is being discussed with the Secretary of State who may be required to implement regulations for use of digital signatures.
VII. Year 2000 Date Problem Contract Services and Data Center
Don Heiman, Director of DISC, reported on the Year 2000 data center which will open on December 1, 1996. This will be a Year 2000 testing data center dedicated to century date change repair.
DISC has completed negotiation for a range of consulting services to include Year 2000 repair. The strategy is to create a master agreement that allows agencies to write deliverables based task orders for bid services as well as other services related to information technology systems work. The first task order is the master agreement contract written by DISC and the Department of Administration. The agreement allows for attractive pricing, continued competition through the task order process, and locks in resources for the state and local units of government.
VIII. ITAB Contract Subcommittee Report
Ben Nelson, Chair of the ITAB Contract Subcommittee, reported on the partnering in statewide contracts. Partnering has become necessary due to rapid improvement in technology, decentralized architecture, and a highly competitive market place. The subcommittee has worked on improving the lines of communication between the Division of Purchases, the Agency Purchaser, the Agency IT personnel and the Vendor.
IX. Election of a Chair
Vice Chair LaFaver moved that Dan Stanley become the Chair of the Kansas Information Resources Council. Secretary Gordon seconded the motion. Following a brief discussion, both the motion and second were withdrawn. The Council decided this topic would be the first agenda item for the December meeting.
X. CIA Report
Fred Boesch, CIA, asked members to review the handout which lists agencies that have not yet submitted FY98 IT Management and Budget Plans. Fred needs these plans by November 20,1996.
The summary of the Quarterly Project Progress Reports was reviewed. The only two projects having some difficulty as of November 15th were: Department of Health and Environment=s Optical Disk Imaging System and Social and Rehabilitation Services= Kansas Enhanced Statewide Support Enforcement Project.
After a short discussion, it was decided that the Year 2000 Project should be on every KIRC agenda.
There being no further business, the meeting was adjourned.
The next KIRC meeting will be December 17, 1996, at 1:30 p.m. in Room 21 at the Emergency Management Office located at 2800 SW Topeka Boulevard.
Kansas Information Resources Council
(KIRC)
Division of Emergency Management
The meeting of the Kansas Information Resources Council was called to order by Vice-Chair John LaFaver.
Executive Summary: Report was given on the Department of Agriculture=s Information Management Analysis; Department of Revenue received approval to proceed with Stages 2 and 3 of their Tax 2000 Project; Council was briefed on the role of the Division of Emergency Management; approval was given for the Year 2000 Date Data Interchange Information Technology Policy #2412; approval was given for the Year 2000 Readiness Warranty Information Technology Policy #2414; CIA briefed Council on Strategic Information Management Plan focus groups and the Year 2000 readiness; and Council was updated on the Criminal Justice Information System.
The following members were present:
Fred Boesch, Chief Information Architect
Dean Carlson, Secretary Department of Transportation
Jim Clark, Vice President Internal Audit, MIS and
Telecommunications
Western Resources, Inc.
Wayne Franklin, Secretary Department of Human Resources
Cyndi Gallagher, representative for Southwestern Bell Telephone
Thelma Hunter Gordon, Secretary Department on Aging
Mike Hutfles, representative for Department of Social and
Rehabilitation Services
Stephen Jordan, Executive Director Kansas Board of Regents
John LaFaver, Secretary Department of Revenue
Jeff Lewis, representative for Department of Corrections
James O'Connell, Secretary Department of Health and Environment
Susan Seltsam, Commissioner Kansas Corporation Commission
Ron Terzian, Director, Computer Services The Boeing Company
Rebecca Woodman, representative for Kansas Sentencing Commission
Hugh Zavadil, representative for Judicial Administrator
The following members were unable to attend and were not
represented:
Representative Jim Morrison
Senator Marian Reynolds
Gloria Timmer, Director Division of the Budget
Andy Tompkins, Commissioner Board of Education
Jeff Wagaman, Acting Secretary Department of Administration
Staff Present: Delberta Pfeifer
I. Review and Approval of Minutes
Vice-Chair LaFaver asked if there were any additions or corrections to the minutes of the August 27, 1996, KIRC meeting. Fred Boesch noted a corrected front page was given to each member indicating a change that had been made in the Executive Summary. The words Awith amendments@ were inserted to follow Information Technology Policy #8000. Minutes were approved as corrected.
II. Department of Agriculture Information Technology Program
Allie Devine, Secretary of Agriculture, presented information on the Department of Agriculture=s Information Management Analysis draft report. She reported on the overview of their needs analysis, the current system, the proposed system, and their implementation plan. Secretary Devine said she plans to return to the KIRC to give updated reports as their plan progresses.
III. Tax 2000 Project Status Presentation
Karla Pierce, Project Director for Department of Revenue=s Tax 2000 Project, reported they have now completed Stage 1. This stage included: fast track projects being implemented; the HPO blueprint, business case and implementation plan; HPO core process design; and transition plans. Revenue is requesting KIRC approval to move on to Stages 2 and 3 and presented information describing those stages. Fred Boesch announced ITAB recommends approval. Secretary Franklin moved that KIRC approve the Department of Revenue advancing to stages 2 and 3 of their Tax 2000 Project. Susan Seltsam seconded the motion. Motion passed.
IV. Division of Emergency Management Presentation
Gene Krase, Deputy Director of the Division of Emergency Management, briefed the Council on their mission, vision and goals. He described their involvement in the four phases of emergency management: mitigation; preparedness, response and recovery. Their mission is to provide guidance, technical assistance, and response on a 24 hour basis to reduce loss of life and property.
V. Year 2000 Date Data Interchange Policy
Year 2000 Readiness Warrantee Policy
John Oliver, with the CIA Office, described Year 2000 Date Data Interchange Information Technology Policy #2412 and Year 2000 Readiness Warranty Information Technology Policy #2414. After a short discussion, Ron Terzian moved that KIRC approve Policy #2412 and Policy #2414. Jim Clark seconded the motion. Motion carried.
VI. CIA Report
Fred Boesch introduced Rick Miller with the GIS Policy Board. Rick briefed the Council on the approved FY98 database development and distribution funding.
Fred Boesch informed the Council of the Strategic Information Management Plan focus groups which have been created and the schedule for their group sessions. He also handed out information regarding the status of agency information technology management and budget plan submissions.
John Oliver briefed the Council on the Year 2000 readiness reports received from state agencies. At this time, the agencies reporting the largest repair requirements yet to be done are SRS and the Department of Administration.
VII. CJIS Status Report
Rebecca Woodman with the Kansas Sentencing Commission introduced Steve Davis who presented information on the Criminal Justice Information System. Their mission is to create and maintain an accessible, and appropriately secured, criminal justice information repository containing accurate, complete, and timely data on individuals and events for criminal justice and non-criminal justice users that supports effective administration of the criminal justice system, public and officer safety, and policy management in a cost-effective manner within the state of Kansas.
VIII. Digital Signature Presentation
Due to time restraints, this item was removed from the agenda. It will be added to the agenda for the November meeting.
There being no further business, the meeting was adjourned.
The next KIRC meeting will be November 18, 1996, at 8:30 a.m. in Room 123-S of the Statehouse.
Kansas Information Resources Council
(KIRC)
Room 514-S, Statehouse
The meeting of the Kansas Information Resources Council was called to order by Vice-Chair John LaFaver.
Executive Summary: Report was given on the progress of the Strategic Information Management Plan Project; preliminary statement of KIRC’s role in the state was adopted; approval was given for the Kansas Geographic Information Systems Metadata Standard Information Technology Policy #5100; Enterprise Office Automation Committee received approval to proceed with RFP process; approval was given for the Data Administration Program Information Technology Policy #8000; and approval was given for the Business Contingency Planning Information Technology Policy #3200 with amendments.
The following members were present:
Fred Boesch, Chief Information Architect
Rochelle Chronister, Secretary
Department of Social and Rehabilitation Services
Jim Clark, Vice President Internal Audit, MIS and
Telecommunications Western Resources, Inc.
Melanie Fannin Southwestern Bell Telephone
Wayne Franklin, Secretary Department of Human Resources
Paul Garvin, representative for Department of Health and
Environment
Bob Haley, representative for Department of Transportation
John LaFaver, Secretary Department of Revenue
Jeff Lewis, representative for Department of Corrections
Ron Rohrer, representative for Kansas Board of Education
Howard Schwartz Judicial Administrator
Ron Terzian, Director, Computer Services The Boeing Company
Gloria Timmer, Director Division of the Budget
Barbara Tombs, Executive Director Kansas Sentencing Commission
Jeff Wagaman, Acting Secretary Department of Administration
The following members were unable to attend and were not
represented:
Thelma Hunter Gordon, Secretary Department on Aging
Stephen Jordan, Executive Director Kansas Board of Regents
Representative Jim Morrison
Susan Seltsam, Commissioner Kansas Corporation Commission
Staff Present: Delberta Pfeifer
I. Review and Approval of Minutes
Vice-Chair LaFaver asked if there were any additions or corrections to the minutes of the June 25, 1996, KIRC meeting. Secretary Chronister moved the minutes be approved as written. Secretary Franklin seconded the motion. Motion carried.
II. Strategic Information Management Plan Project
Ken Orr, Consultant with The Ken Orr Institute, described the project plan for developing the Strategic Information Management Plan for the state. Development of the plan will occur during four phases:
Phase I “As-Is” Data Collection
Interview twenty select agencies in all branches of government. Obtain background in mission, goals, objectives, and how information technology is being applied or planned to support business operations and service to the public. From plans, issues and management philosophies, begin forming a pattern for state government from this representative sample. Research approaches taken in other states.
Completion 9/30/96
Phase II Preliminary To-Be Description
Generate a prototype Plan to serve as a locus of discussion in six focus groups, consisting of high-level representatives from thirty-three agencies and organizations, at all levels of government in the state. Synthesize groups’ comments and suggestions in a revised Plan. Obtain guidance from the Steering Committee on conduct of the project to date.
Completion 10/31/96
Phase III Revised To-Be Description
Generate a revised, preliminary Plan for review by the six focus groups. Synthesize groups’ comments and suggestions in a revised Plan. Obtain guidance from the Steering Committee on conduct of the project to date.
Completion 11/30/96
Phase IV Final To-Be Description
Prepare the final report (final version of the Strategic Information Management Plan). Meet with all groups to review changes, solicit last round of comments and suggestions. Submit Plan to the Steering Committee and KIRC for review and acceptance.
Completion 12/30/96
The Plan should clearly define the goals and objectives for information, and information technology, in the three branches of the government. It should state the principles applicable to IT management, service delivery, and policy issues. It should clearly convey the roles and responsibilities of all applicable parties regarding IT management and service delivery. The plan should also contribute to improved use and alignment of technology in support of agency program objectives and performance measure, support multi-agency coordinated public services, enable coordinated support of technology related public issues, and serve to raise the quality of technology services available to agencies.
Mr. Orr introduced Bob Benson, Consultant with The Beta Group, who will be working closely with the state on preparing the Strategic Information Management Plan.
III. KIRC Role Planning Meeting Results
Bob Benson highlighted one aspect of the Detail Project Plan handout for the Strategic Information Management Plan project, requesting agency heads to collect background information itemized on page 7 of the handout, and to provide it to Steve Johnson (CIA Office) for transmittal to the contractors as soon as possible. The consultants will schedule two-hour meetings with each of twenty select agencies during the month of September, in which the agency heads, direct reports and information technology managers will be asked to expand on material earlier provided for contractor review. The information gathered from these meetings will be used to create the initial strawman Strategic Information Management Plan.
Mr. Benson reviewed the handout giving the preliminary statement of KIRC’s role in the state as was discussed in the special KIRC meeting held on Friday, August 23, 1996. The five sections presented were: 1) the benefits of KIRC to state agencies; 2) KIRC objectives; 3) KIRC role in the state; 4) considerations and characteristics of KIRC’s role in the state; and 5) principles of KIRC and CIA roles.
Five principles were cited describing how KIRC and the CIA are expected to function in their respective roles.
1) KIRC has a role of setting policy, vision, principles, and review procedures for the use of IT in state government.
2) It is of interest and concern to KIRC when individual agency IT initiatives deviate significantly from the vision, policies, and principles established.
3) It is expected that such cases can be resolved informally with individual agencies, through a combination of ITAB, CIA, and other appropriate review and discussion processes.
4) It is expected that the CIA will rely on ITAB for consultation and support in technical matters, and for their participation in consideration of projects and their connection to the vision, policies, and principles established by KIRC.
5) KIRC’s establishment of visions, policies, and principles is a continuous matter.
Following discussion, Secretary Franklin moved to adopt the preliminary statement of KIRC’s role in the state. Ron Terzian seconded the motion. Motion carried.
IV. Geographic Information Systems Metadata Policy
Rick Miller, GIS Coordinator, briefed the Council on the Kansas Geographic Information Systems Metadata Standard and its implementing policy, Information Technology Policy #5100. This policy states that all state agencies, boards, commissions and Regents’ institutions shall develop and maintain digital documentation of their GIS databases in compliance with the Kansas GIS Metadata Standard, or an official sub-set thereof, if defined and approved by the Kansas GIS Policy Board.
Howard Schwartz asked if this policy affects all state agencies as stated in section 3.0. Rick stated he did not think it affects all state agencies at this time, but has the capability of impacting any agency that develops GIS systems.
Ron Terzian moved the Council adopt Policy #5100. Secretary Chronister seconded the motion. Motion carried with Howard Schwartz voting no.
V. Enterprise Office Automation Committee Report
Dave Shrader, Kansas Department of Revenue, reported on the activity of the Enterprise Office Automation Committee. The Committee has been meeting twice monthly since February. The mission of this Committee is to make recommendations for the possible future implementation of an Enterprise-wide, standards-based, electronic messaging and global director network. This network should seamlessly integrate disparate e-mail systems and establish a foundation for office automation and additional electronic commerce applications for the future.
The Committee identified roadblocks to easy electronic communication among state agencies: the variety of e-mail systems used in the state, incapable of directly exchanging messages; inability to confirm delivery of e-mail messages; the variety of Office Automation software packages in use (word processing, spreadsheet, etc.), with no guarantees of being able to read each other’s products; missing or inaccessible e-mail address information for users of disparate products; inconsistent quality of e-mail system management among agencies; inability to access information held on disparate computer systems; and lack of confidence in e-mail security or privacy.
The Committee specified requirements for any potential solution in addressing each of these weaknesses. Several candidate vendors exist to provide a central e-mail switch, which would minimize the investment needed by the state as well as avoid the turmoil and training load that would accompany an attempt to standardize on only one e-mail mechanism statewide (including Internet e-mail). The Committee requested KIRC approval to have DISC develop a Request for Proposals to select one of these vendors, funding any procurement within DISC’s current rate base. The Committee also recommended that it be established as a standing committee under KIRC, with a role in overseeing implementation and operation of the e-mail solution.
Secretary Chronister moved the KIRC approve the request of the Enterprise Office Automation Committee to proceed with the RFP process and to make them a Standing Committee. Following a discussion regarding the ITAB’s ability to create committees as needed, Secretary Chronister amended her motion. Secretary Franklin seconded the motion approving the request of the Committee to proceed with the RFP process. Motion carried.
VI. Data Administration Policy
Ron Rohrer, Kansas State Board of Education, presented information on the Data Administration Program which is Information Technology Policy #8000. This policy would require each agency develop, implement, and maintain an Agency Data Administration Program.
Following the briefing on the policy, Gloria Timmer questioned the time table set up in section 8.5. She did not believe these were workable dates. After discussion, Ron Terzian moved that section 8.5 be removed from the policy. Secretary Chronister seconded the motion. Motion carried.
Ron Terzian moved the KIRC adopt Policy #8000 in principle. Ron said he had some minor amendments to the policy and would like the CIA to review them, but he did not feel the changes were substantial enough that the Council needed to review them. He did ask that if the CIA felt the changes needed KIRC approval to put the policy back on the agenda for review at a later date. Barbara Tombs seconded the motion. Motion carried with Melanin Fannin abstaining.
VII. Business Contingency Planning Policy
Roberta Giovannini, Division of Information Systems and Communications, presented Information Technology Policy #3200 on Business Contingency Planning. At this time the KIRC is looking at Policy #3200 only, not the attached Procedure #3200.
This policy is for the development of agency business contingency plans to ensure that state agencies, boards and commissions can continue critical operations during any disruption and resume normal operations within a reasonable period of time.
Following the presentation, Secretary Chronister moved the KIRC approve Policy #3200. Howard Schwartz seconded the motion. Motion carried.
There being no further business, the meeting was adjourned.
The next KIRC meeting will be September 24, 1996, at 1:30 p.m. in Room 123-S of the Statehouse.
Kansas Information Resources Council
(KIRC)
Room 519-S, Statehouse
The meeting of the Kansas Information Resources Council was called to order by Vice-Chair John LaFaver.
Executive Summary: The Strategic Information Management Plan Project has been suspended temporarily to obtain a new consultant; SRS received approval to proceed to the Testing Phase of their Medicaid Management Information System Project; SRS received approval for the Requirements Planning Phase, Design Phase and Construction Phase for their Family and Child Tracking System Project; CIA Staff reported on the Summary of Quarterly Project Progress Reports, requested revisions of Information Technology Policy #2400, and received approval of Information Technology Policy #2410; CIA reported on progress of ITAB committees.
The following members were present:
Fred Boesch, Chief Information Architect
Dean Carlson, Secretary Department of Transportation
Rochelle Chronister, Secretary Department of Social and
Rehabilitation Services
Wayne Franklin, Secretary Department of Human Resources
Paul Garvin, representative for Department of Health and
Environment
Thelma Hunter Gordon, Secretary Department on Aging
Stephen Jordan, Executive Director Kansas Board of Regents
John LaFaver, Secretary Department of Revenue
Jeff Lewis, representative for Department of Corrections
Representative Jim Morrison
Ben Nelson, representative for Department of Transportation
Howard Schwartz Judicial Administrator
Susan Seltsam, Commissioner Kansas Corporation Commission
Gloria Timmer, Director Division of the Budget
Rebecca Woodman, representative for Kansas Sentencing Commission
The following members were unable to attend and were not
represented:
Jim Clark, Vice President Internal Audit, MIS and
Telecommunications Western Resources, Inc.
Dale Dennis, Interim Commissioner Kansas Board of Education
Melanie Fannin Southwestern Bell Telephone Senator Marian
Reynolds
Ron Terzian, Director, Computer Services The Boeing Company
Staff Present: Delberta Pfeifer
I. Review and Approval of the Minutes
Vice-Chair LaFaver asked if there were any additions or corrections to the minutes of the May 21, 1996, KIRC meeting. Secretary Franklin moved the minutes be approved as written. Secretary Chronister seconded the motion. Motion carried.
II. Strategic Information Management Plan Status
Secretary Carlson, Steering Committee Chair for the Strategic Information Management Plan Committee, reported the contractor failed to present a plan as required by their contract and the project has been suspended. The Committee is looking at other options, including the hiring of another contractor. They hope to have a decision by the next KIRC meeting and will report on the status of the project at that time.
III. Project Presentation: Medicaid Management Information System
Tim Blevins, SRS, introduced Diane Davidson the Project Manager for the Medicaid Management Information System (MMIS). This new system is being designed for efficient processing of Medicaid claims and as an information retrieval system. It will include hardware and software to process all Medicaid claims. Also it will monitor provider and client claim requests and verify eligibility.
SRS is appearing before KIRC today to request approval to move onto the next phase, which is Acceptance Testing. The contractor has submitted the detailed system design and it has been reviewed and revised by SRS. The provider, user and operation manuals have been developed, reviewed and approved. The testing needs to be completed so training and readiness testing can begin. SRS has been pleased with how the MMIS project has been proceeding.
Fred Boesch stated that the ITAB has recommended approval. Secretary Thelma Hunter-Gordon moved that SRS receive approval to proceed with the next phase of the MMIS project. Secretary Chronister seconded the motion. Motion carried.
IV. Project Presentation: Family and Child Tracking System
Tim Blevins, SRS, introduced Mike Purcell the Project Manager for the Family and Child Tracking System (FACTS) Project. This project is envisioned as a data collection system which will collect all information required to meet the ACLU Lawsuit and AFCARS reporting requirements. The FACTS project is scheduled to be completed during the summer of 1997.
Because of the short duration of the project, SRS is requesting approval for the Requirements Planning Phase, Design Phase and Construction Phase. Fred Boesch stated that the ITAB has reviewed and approved the request. Secretary Franklin moved that KIRC give approval for the FACTS Project. Secretary Chronister seconded the motion. Motion carried.
V. Policy Revisions/New Policies
Philip Wallack, CIA Staff, reported on the Summary of Quarterly Project Progress Reports dated April 1996, that had previously been sent to the KIRC members. Each project listed is given a status rating based on their readiness. The rating system has three levels: Green, no action required; Yellow, project has changed scope or missed targeted goals; and Red, project indicated as significantly outside of targeted goals. The April report did not indicate any projects having a “Red” status. The CIA office has encountered difficulties determining the status of some projects and has asked agencies to provide an evaluation of their projects when submitting their quarterly reports. This will help the CIA office track project progress.
Steve Johnson, CIA Staff, reviewed Information Technology Policy #2400 which deals with project approval, review and reporting. A request for a procedure change has been made to recognize changes can happen during a project. A few areas common to change occurrence are: 1) the time lapse between the time a budget requests is made and the actual start of the project; 2) as with any project the details of a project solidify with time; and 3) a need for pre-budget coordination. There are four sequences of Project Review: 1) Project budget recommendation; 2) Project initiation; 3) Project Reports; and 4) Major Project Phases.
A discussion followed regarding the role of the KIRC in the project review process. It was suggested that the KIRC members need to establish concensus on a clearer view of their role, particularly with regard to oversight of projects.
John Oliver, CIA Staff, presented Information Technology Policy #2410 for the Council’s review and approval. #2410 establishes a policy concerning the reporting of agency progress toward ensuring that all automated systems will handle the impending change of the century without adversely effecting the continuity or quality of services. Stephen Jordan asked that Section 6.2 be corrected by adding the verb “is” to the sentence. Secretary John LaFaver moved that the KIRC approve the policy as corrected. Secretary Chronister seconded the motion. Motion carried.
A discussion regarding the revision of Information Technology Policy #1100 was postponed until the July KIRC meeting.
VI. Information Network of Kansas
Harry Herington, Information Network of Kansas, was unable to appear before the KIRC today. His presentation will be rescheduled.
VII. Agency Technology Plans and Budgets
Due to time constraints, Steve Johnson’s report on agency technology plans and budgets was postponed until the next KIRC meeting.
VIII. CIA Report
Fred Boesch, Chief Information Architect, gave a brief report on the activities of many of the ITAB Committees. Beginning at the next KIRC meeting, one of the ITAB Committees will be spotlighted giving the KIRC an opportunity to be briefed on what the Committee is working on and the progress they are making.
IX. Topics from the Floor
There were no topics from the floor.
There being no further business, the meeting was adjourned.
Kansas Information Resources Council
(KIRC)
Room 519-S, Statehouse
The meeting of the Kansas Information Resources Council was called to order by Vice-Chair John LaFaver in the absence of Lt. Governor/Secretary of Administration Sheila Frahm, Chair.
Executive Summary: KDOT received approval to continue their statewide 800-MHz radio system; Jerry Niebaum received approval to proceed with the Kansas Center for Advanced Scientific Computing Service Project; proposal to invite three persons from GMIS to become members of ITAB was approved; CIA reported on the Year 2000 Project, the Agency Acquisition Report, the Strategic Information Management Plan Committee’s progress, the creation of a New Internet Committee, recent contract actions, and the recently held “Road Shows.”
The following members were present:
Fred Boesch, Chief Information Architect
Dale Dennis, Interim Commissioner Kansas Board of Education
Melanie Fannin Southwestern Bell Telephone
Bob Haley, representative for Department of Transportation
Stephen Jordan, Executive Director Kansas Board of Regents
John LaFaver, Secretary Department of Revenue
Peter Latessa, representative for Department of Human Resources
Jeff Lewis, representative for Department of Corrections
Representative Jim Morrison
Senator Marian Reynolds
Howard Schwartz Judicial Administrator
Susan Seltsam, Commissioner Kansas Corporation Commission
Chris Stanfield, representative for Department of Health and
Environment
Ron Terzian, Director, Computer Services The Boeing Company
Barbara Tombs Kansas Sentencing Commission
The following members were unable to attend and were not
represented:
Rochelle Chronister, Secretary Department of Social and
Rehabilitation Services
Jim Clark, Vice President Internal Audit, MIS and
Telecommunications Western Resources, Inc.
Sheila Frahm Lt. Governor/Secretary of Administration
Thelma Hunter Gordon, Secretary Department on Aging
Gloria Timmer, Director Division of the Budget
Staff Present: Delberta Pfeifer
I. Review and Approval of the Minutes
Vice-Chair LaFaver asked if there were any additions or corrections to the minutes of the March 26, 1996, KIRC meeting. Susan Seltsam moved the minutes be approved as written. Dale Dennis seconded the motion. Motion carried.
II. Project Presentation: 800-MHz Radio Network
Ben Nelson, Kansas Department of Transportation, introduced Clark Hatch who briefed the Council on the FY 1993 KDOT plan to implement a complete statewide 800-MHz radio system over the next fourteen years. Included in this plan was a hardware plan that included the needed 800-MHz equipment, cellular telephones and new grid of radio communications towers. This improvement will provide dependable communications for the Kansas Highway Patrol, KDOT maintenance supervisors and supervision of the construction program. The eastern one-third of the state is complete, with a target date of 2003 for state-wide completion.
Following discussion, Dale Dennis moved to approve KDOT’s continuation of the project. Susan Seltsam seconded the motion. Motion passed.
IV. Project Presentation: Advanced Scientific Computing Center Project
Jerry Niebaum, University of Kansas, reported on the Kansas Center for Advanced Scientific Computing Service Project. The organization is comprised of personnel from Kansas State University, Wichita State University, Emporia State University, and the University of Kansas. The project will establish a research center for scientific collaboration and create a multiprocessor computer facility for high performance parallel computing. The processing system will be used for high speed computation, scientific visualization, and as an object of study for parallel processing algorithms.
Ron Terzian moved KIRC approve the project. Susan Seltsam seconded the motion. Motion carried.
V. Proposal: Invite GMIS to become members of Information Technology Advisory Board (ITAB)
Fred Boesch, Chief Information Architect, recently attended the Government Management Information Sciences (GMIS) meeting. The group is comprised of forty or fifty persons representing cities and counties across Kansas. At the present time, there is no cross over between the state and local jurisdictions, but the two groups share many of the same concerns. GMIS is requesting representation by appointing three persons to ITAB: Scott Stoskopf, Butler County; David Larrick, City of Salina; and Steve Patterson, Johnson County. Fred has been invited to become a member of GMIS representing ITAB.
The proposal would permit the State of Kansas GMIS organization to designate up to three members to become voting members of ITAB. Senator Reynolds moved the proposal be accepted. Howard Schwartz seconded the motion. Motion carried.
VI. CIA Report
Fred Boesch, Chief Information Architect, updated the Council on the Year 2000 Project. State agencies have been in contact with Fred’s office and they fall into one of four categories: 1) computer applications are Year 2000 ready; 2) conversion efforts are in process; 3) conversion effort scope defined; or 4) scope assessment efforts underway. Fred and his staff will continue to closely monitor progress.
The Agency Acquisition Report for April 1996 was reviewed. Fred indicated his office is still not receiving reports from all state agencies.
The Strategic Information Management Plan Committee met with Maximus and identified six focus group teams. Maximus has failed to prepare a detailed project plan as scheduled and the project has stopped. Fred has met with the Chairman of Maximus and they will be meeting again the first week of June to review the detailed plan and project scope. The plan will be presented at the next KIRC meeting.
A New Internet Committee has been formed with the purpose of coordinating state government development and deployment of Internet technology and programs to external customers and internal organizations. Harry Herington with INK will Chair the Committee. Their initial activities will include: reviewing policies of other state governments; reviewing state legislation creating INK; developing policy on employee appropriate use of Internet; and reviewing state Internet presence.
Fred briefed the Council on the recent contract actions. A contract was awarded to MicroAge for DEC, IBM, Hewlett Packard, Compaq, Apple, and Toshiba for personal computers, servers and components. The PC/Local Area Network maintenance and support contract is in process.
Fred was recently involved in a “Road Show” that traveled to Kansas City, Topeka, Dodge City, Wichita and Hays. These “Road Shows” provided information on KIRC, state contracts, MicroAge and ASAP as well as information on available DISC network and telecommunications services. Counties, cities, school districts, colleges and universities had been invited to attend. Fred was pleased with the attendance.
VII. Topics from the Floor
Representative Jim Morrison introduced Harry Herington with the Information Network of Kansas who then briefed the Council on the new Home Page for the State of Kansas. In June, Harry will present a live demonstration of this for KIRC.
There being no further business, the meeting was adjourned.
The next KIRC meeting will be June 25, 1996, at 1:30 p.m. in Room 519-S of the Statehouse.
Kansas Information Resources Council
(KIRC)
4th Floor, Security Benefit Building
The meeting of the Kansas Information Resources Council was called to order by Fred Boesch, Chief Information Architect. Lt. Governor/Secretary of Administration Sheila Frahm, Chair, joined the meeting later.
Executive Summary: Dr. Charles Gessert presented information on the Kansas Health Institute; Steve Davis reported on the Criminal History Records Improvement Project; Revenue received approval to move forward on their Tax 2000 Project; KDOT received approval to begin the second phase of their Ethernet System; Secretary Carlson reported on the activities of the Strategic Information Management Plan Steering Committee; CIA reported on the Internet Task Force, the Year 2000 Readiness, the Agency Acquisition Report, and the submissions for the 1996 NASIRE Recognition Awards.
The following members were present:
Fred Boesch, Chief Information Architect
Dean Carlson, Secretary Department of Transportation
Louis Chabira, representative for Division of the Budget
Jim Clark, Vice President Internal Audit, MIS and
Telecommunications Western Resources, Inc.
Dale Dennis, Interim Commissioner Kansas Board of Education
Diane Duffy, representative for Department of Social and
Rehabilitation Services
Sheila Frahm Lt. Governor/Secretary of Administration
Cyndi Gallagher, representative for Southwestern Bell Telephone
Paul Garvin, representative for Department of Health and
Environment
Bill Hall, representative for Department of Human Resources
Thelma Hunter Gordon, Secretary Department on Aging
Stephen Jordan, Executive Director Kansas Board of Regents
Susan Seltsam, Chair Kansas Corporation Commission
David Shrader, representative for Department of Revenue
Charles Simmons, Secretary Department of Corrections
Rebecca Woodman, representative for Kansas Sentencing Commission
Hugh Zavadil, representative for Judicial Administrator
The following members were unable to attend and were not
represented:
Senator Stephen Morris
Representative Jim Morrison
Ron Terzian, Director, Computer Services The Boeing Company
Staff Present: Delberta Pfeifer
Dave Young
I. Review and Approval of the Minutes
Fred Boesch asked if there were any additions or corrections to the minutes of the February 27, 1996, KIRC meeting. Secretary Carlson moved the minutes be approved as written. Secretary Gordon seconded the motion. Motion carried.
II. Kansas Health Institute Presentation
Dr. Charles Gessert, MD, President of the Kansas Health Institute, reported his Institute is newly created and has a primary purpose of developing data. Their mission is to advance information and research on the determinants of health so as to improve the health of all Kansans. They will be working with state agencies, private agencies, insurance companies, hospital associations, the Medical Society, the Koch Crime Commission, and with the universities.
III. Criminal History Records Improvement Project Report
Rebecca Woodman, Attorney, Kansas Sentencing Commission, introduced Steve Davis with ECG Management Consultants. ECG is conducting a needs assessment and is putting together a strategic plan for the State of Kansas Criminal Justice Information System. This system is composed of the Kansas Incident-Based Reporting System, the Kansas Adult Criminal History System, the Kansas Juvenile Justice Information System, the Automated Statewide Telecommunications and Records Access, and the Automated Fingerprint Identification System.
The mission to is create and maintain an accessible, and appropriately secured, criminal justice information repository containing accurate, complete, and timely data on individuals and events for criminal justice and non-criminal justice users that supports effective administration of the criminal justice system, public and officer safety, and policy management in a cost-effective manner within the state of Kansas.
The plan will span four years, and is projected to cost ten million dollars. Secretary Simmons said this group will appear before the KIRC at a later date to request approval to proceed.
IV. Department of Revenue Tax 2000 Project
Karla Pierce, Tax 2000 Project Director with the Department of Revenue, presented to the Council a status report of their project. The General Design Phase and Stage 1 deliverables have been completed and the Transition Plan has a completion date of July 1996. Stage I saw the successful implementation of a Tax Discovery Program, Tel-Assist and Telefile Programs and the Kansas Integrated Collection System. They are in the process of completing the descriptions of the new business operations and the Stage II implementation plan.
Karla Pierce requested permission to move the Tax 2000 Project forward to Stage II.
Secretary Carlson so moved. Dale Dennis seconded the motion. The motion carried.
V. Department of Transportation Data Communication Network Project
Ben Nelson, Chief, Bureau of Computer Services for the Department of Transportation, reported to the KIRC on the KDOT Ethernet System. The objective of this project is to utilize KDOT equipment, materials, human and other resources effectively by providing a network that will improve communications and computing capabilities throughout KDOT. In order to provide distributed processing, share files and data, and gain productivity, KDOT is expanding the Ethernet System to KDOT headquarters and district offices. This project will be completed in three phases: Headquarters Phase; District Phase; and Sub-Area Phase. The Headquarters Phase will be complete in June of 1996. KDOT is requesting approval to continue the project into the District Phase which should begin in July of 1996 and be completed in June of 1997. The third phase will not be started until it is cost effective.
Secretary Gordon moved to approve the request of KDOT to begin the District Phase of their project. Dale Dennis seconded the motion. Motion carried.
VI. Strategic Information Management Plan Steering Committee Report
Secretary Carlson, Chair of the Strategic Information Management Plan Steering Committee, announced their intent to award a contract to Maximus to provide consulting support for the Strategic Information Management Plan. The cost will be approximately $196,000 for FY96 and FY97. The project will start April 1 and be finished in December of 1996. Quarterly reports will be made to the Council.
VII. Public School & Library Internet Task Force Report
Fred Boesch, Chair of the Task Force, stated one of the biggest issues facing this Task Force is the inequity in use/benefit of Internet services between rural and urban areas. They have found barriers to use as well as barriers to access. The Task Force believes Internet services are essential to schools and libraries and they will be looking for ways to provide that to all areas of the state. They concluded schools and libraries need to be networked for administrative and educational effectiveness.
The goals the Task Force recommends are that by the year 2000 there is one network computer: per teacher; for every six students; for every staff librarian; and sufficient number for effective access for library patrons.
Their report recommends aggregating the communications and Internet service demand for state government, higher education, hospitals, and public non-profit groups. They believe this will do several important things: 1) attract large providers to provide service across the state; 2) level the pricing across urban and rural areas; 3) promote lower costs for all services; and 4) will be an incentive for providers to implement services.
Dale Dennis stated the schools and libraries are very excited about this. Stephen Jordan said the Regents had completed their a report over a year ago and he would like to reconcile what they looked at from a Regents perspective to what the Task Force found at the kindergarten thru twelve grades level.
Following discussion, Chair Frahm appointed a subcommittee comprised of Fred Boesch, Stephen Jordan, Dale Dennis, a representative from Revenue, a representative from Human Resources, and herself. This subcommittee will have two objectives: 1) pull information together; and 2) present the information to Governor Graves. The subcommittee will report their progress to the KIRC at the April meeting.
VIII. CIA Report
Fred Boesch, Chief Information Architect, presented the Year 2000 Readiness Report. There are six agencies that have not responded to the requests for information and three agencies who have reported that a problem exists but that its scope and/or the resources needed are unknown. Chair Frahm requested that follow-up letters be sent to these agencies asking for updated information.
Fred Boesch provided the Agency Acquisition Report for February 1996. He reported that there were no technology issues associated with any of the reported acquisitions.
Fred Boesch reported that six submissions were made for the 1996 Recognition Awards for Outstanding Achievement in the Field of Information Technology. A summary of each submission was distributed.
IX. Topics From The Floor
Chair Frahm announced that Senator Marian Reynolds would be replacing Senator Stephen Morris on the Council.
There being no further business, the meeting was adjourned.
The next KIRC meeting will be April 23, 1996, at 1:30 p.m. in Room 4 West B in the Security Benefit Building.