Information Technology Advisory Board
Wednesday, November 13, 1996
Human Resources, Employment Security
1301 S. Topeka, Lower Level
1:30 - 4:30
MINUTES
**PLEASE NOTE**
**ITAB MEETING SCHEDULE**
12/11/96 INK - Bank IV Building Conference
534 South Kansas Avenue, 16th Floor 1:30 - 3:30
1/22/97 Emergency Management
2800 Topeka Blvd. - 1:30 - 3:30
2/19/97 Emergency Management
2800 Topeka Blvd. - 1:30 - 3:30
3/26/97 Emergency Management
2800 Topeka Blvd. - 1:30 - 3:30
4/23/97 Emergency Management
2800 Topeka Blvd. - 1:30 - 3:30
5/21/97 Emergency Management
2800 Topeka Blvd. - 1:30 - 3:30
6/18/97 Emergency Management
2800 Topeka Blvd. - 1:30 - 3:30
7/23/97 Emergency Management
2800 Topeka Blvd. - 1:30 - 3:30
The following members were present:
Fred Boesch, Chief Information Architect, Department of
Administration (Chair)
Ben Nelson, Bureau Chief, Information Systems, KDOT (Vice-Chair)
Dave Shrader, Director, Information Systems, Department of
Revenue
Don Heiman, Director, DISC, Department of Administration
Preston Barton, Kansas Council on Developmental Disabilities
Jim Green, Department of Health and Environment
David Larrick, KS GMIS (City of Salina)
Noel Strong, Department of Human Resources
Dr. David Schmidt, Fort Hays State University
Tim Swietek, Computer System Analyst, Department on Aging
Jeff Fraser, General Manager, Information Network of Kansas
Denise Moore, Kansas Insurance Department
Jeff Lewis, Manager, Information Resources, Department of
Corrections
Rick Miller, GIS Coordinator, Kansas Water Office
Cheryl Weber for Tim Blevins, Information Resource Manager, SRS
Members not present:
Dr. Jerry Niebaum, Executive Director, Information Technology
Services, KU
Ron Rohrer, Manager, Data Processing, Department of Education
Henry Bremenkamp III, Kansas Sentencing Commission
Jon McKenzie, Manager, Information Services, Kansas Corporation
Commission
Ely Meza, Data Processing Manager, KBI
Dr. David Voran, KU Medical Center
Steve Patterson, KS GMIS
Linda Morgan, Information Services, Southwestern Bell
Hugh Zavadil, Office of Judicial Administration
Scott Stoskoph, KS GMIS
John Spurgeon, Department of Wildlife and Parks
Dave Larson, Legislative Administrative Services
Observers present:
John Streeter, Director of Information Systems, KSU
Stan Black, Division of Emergency Management
Dale Jost, KDOT
Ann Hobart, IBM
Gloria Oliver-Brown, Lucent Technologies
Al Purcell, Xerox
Sue Ryan, Xerox
Dan Braum, Xerox
Cary Clark, Hewlett Packard
John Oliver, Department of Administration, CIA Staff
Phil Wallack, Department of Administration, CIA Staff
Steve Johnson, Department of Administration, CIA Staff
Jim Parker, Department of Administration, DISC
Roberta Giovannini, Department of Administration, DISC
Tracy Barngrover, Department of Administration, Secretary=s
Office
I. Introductions
The Information Technology Advisory Board meeting was called to order by Fred Boesch, Chair.
II. Minutes
The minutes of the October 23 meeting were approved as written.
III. Industry Procurement Reform Council Presentation
Gloria Oliver Brown presented information on the Industry Procurement Reform Council. The council includes members from AT&T, Compaq, Hewlett Packard, SW Bell, IBM, Lucent Technologies and Xerox. They feel that the focus is now on competitive bid at the lowest prices. They would rather focus on end-to-end processes, thus enabling productivity enhancements and increased levels of service to the citizens of the State of Kansas. The purpose of the Procurement Council is to enable a procurement philosophy and environment which provides the best value to the State of Kansas. They went on to discuss what approach they would use to reach this goal.
IV. PC & LAN Maintenance and Support Contract
Decision One was not present at the meeting. Ben Nelson would like them to come to the next meeting to discuss the PC/LAN maintenance support contract. In the meantime if you have any questions, please feel free to call Ben, Bill Kritikos of KDOT or Bob Sachs in the Division of Purchases.
V. KDOT Financial System Project Proposal
Next, a presentation was made on the KDOT financial system project proposal. KDOT was seeking an ITAB recommendation to KIRC on initiation of the project. Dale Jost, the Director of Fiscal Services gave a presentation on this proposal. He did a project overview and went over the cost benefit analysis. He also went over several KDOT recommendations. The ITAB made and carried a motion to approve KDOT to proceed with their project proposal.
VI. Year 2000 Consulting Services Contract Final Results
Don Heiman reported on the Year 2000 Consulting Services contract. Two letters of intent have been sent out. One has been sent to Anderson Consulting and the other to CPA Contractors. The Department of Administration Legal Section has prepared a thirty-six page contract and have begun negotiations with Anderson. That contract should be ready to go out tomorrow. Negotiations will then begin with CPA Contractors.
VII. DHR Mainframe Acquisition Committee Recommendations
Fred briefed the Board on the DHR Mainframe Acquisition Committee=s recommendations. The committee concluded that DHR should continue with the acquisition process and the committee will continue to study the situation. However, before an acquisition is actually consummated, the ITAB committee will give it=s recommendations to the KIRC. There was a motion and second to move ahead with this plan.
VI. Internet Acceptable Use Policy
Phil presented the Internet Acceptable Use Policy and asked for approval from the Board. There were questions as to the definition of AOfficial State Internet Use@ and AOther Appropriate Use@. Phil said that they would like to have all agencies implement, publish or establish a policy by March of 1997. There were minor changes made to the policy in sections 7.1 and 5.2. Section 6.4 was removed completely from the policy and it was approved as amended. This policy will now go on to the KIRC for approval.
IX. Disaster Recovery Model Plan & Implementation Policy
Roberta Giovannini reported on the Disaster Recovery Model Plan and Implementation Policy. Policy #3200 sets the general direction for agencies to set up their plans and policy #3210 is to implement a general policy. This includes a model plan in the appendix.
The implementation of this plan was outlined as follows: March 1, 1997- all new systems will have business contingency plans and recovery procedures included within the scope of the project where reasonable and cost justified; September 15, 1997 - state agencies, boards and commissions will have completed a business impact analysis for their critical applications; March 1, 1998 - state agencies, boards and commissions will send an executive summary of the plan to the CIA with the complete plan subject to detailed review by the CIA. One copy of the principle sections of the plan are also to be sent to DISC.
It was suggested by the board that this schedule be modified to allow agencies to get into the budget process to find funds to pay for these projects. This motion was passed and it was approved that Roberta would return to the next meeting with a modified schedule for approval.
X. Digital Signatures
Steve presented a short video and information on digital signatures. The role of state government is to ensure a trusted environment exists for digital-signature transactions. After the video, Steve went over the standards, issues, legislative approaches and the CIA recommendation. Also included was a handout explaining how the digital signature works. Fred indicated that this subject would be back at a future meeting requesting the support of the Board.
XI. Closing Remarks
Ben Nelson had some concerns about Year 2000. He feels that maintaining a viable workforce could be a question that will come up along with retention of technical people. These are two things that he feels need to be addressed by the Board.
The meeting adjourned at 4:30 p.m.
Information Technology Advisory Board
Wednesday, October 23, 1996
DSOB, Basement Auditorium
1:30 - 4:30
MINUTES
**PLEASE NOTE**
**ITAB MEETING SCHEDULE**
11/13/96 Human Resources, Employment Security
1309 S. Topeka, Training Room, Lower Level
Parking at Rear of Bldg. 1:30 - 3:30
12/11/96 INK - Bank IV Building Conference
534 South Kansas Avenue, 16th Floor 1:30 - 3:30
1/22/97 1:30 - 3:30 Location To Be Announced
2/19/97 1:30 - 3:30 Location To Be Announced
3/26/97 1:30 - 3:30 Location To Be Announced
4/23/97 1:30 - 3:30 Location To Be Announced
5/21/97 1:30 - 3:30 Location To Be Announced
6/18/97 1:30 - 3:30 Location To Be Announced
7/23/97 1:30 - 3:30 Location to Be Announced
The following members were present:
Fred Boesch, Chief Information Architect, Department of
Administration (Chair)
Ben Nelson, Bureau Chief, Information Systems, KDOT (Vice-Chair)
Dr. Jerry Niebaum, Executive Director, Information Technology
Services, KU
Ron Rohrer, Manager, Data Processing, Department of Education
Dave Shrader, Director, Information Systems, Department of
Revenue
Don Heiman, Director, DISC, Department of Administration
Preston Barton, Kansas Council on Developmental Disabilities
Jim Green, Department of Health and Environment
David Larrick, KS GMIS (City of Salina)
Henry Bremenkamp III, Kansas Sentencing Commission
Noel Strong, Department of Human Resources
Tim Blevins, Information Resource Manager, SRS
Dr. David Schmidt, Fort Hays State University
Tim Swietek, Computer System Analyst, Department on Aging
Ely Meza, Data Processing Manager, KBI
Jeff Fraser, General Manager, Information Network of Kansas
DeAnna Villarreal for Dr. David Voran, KU Medical Center
Members not present:
Harry Herington, Information Network of Kansas
Jon McKenzie, Manager, Information Services, Kansas Corporation
Commission
Steve Patterson, KS GMIS
Denise Moore, Kansas Insurance Department
Jeff Lewis, Manager, Information Resources, Department of
Corrections
Rick Miller, GIS Coordinator, Kansas Water Office
Linda Morgan, Information Services, Southwestern Bell
Hugh Zavadil, Office of Judicial Administration
Scott Stoskoph, KS GMIS
John Spurgeon, Department of Wildlife and Parks
Dave Larson, Legislative Administrative Services
Observers present:
John Oliver, Department of Administration, CIA Staff
Phil Wallack, Department of Administration, CIA Staff
Steve Johnson, Department of Administration, CIA Staff
Jim Parker, Department of Administration, DISC
Roger Aeschliman, Deputy Secretary, Department of Human Resources
Robert Giovannini, Department of Administration, DISC
Duncan Friend, Department of Administration, Division of Accounts
and Reports
Tracy Barngrover, Department of Administration, Secretary's
Office
I. Introductions
The Information Technology Advisory Board meeting was called to order by Fred Boesch, Chair. Other than regular attendees, the following guests were present: Duncan Friend, Division of Accounts and Reports, Department of Administration and Roger Aeschliman, Deputy Secretary of Department of Human Resources.
II. Minutes
The minutes of the September 18 meeting were approved as written.
III. Mainframe Acquisition
Noel Strong reported to the Board the progress on the Department of Human Resources Mainframe Acquisition and what led the Department to believe that this acquisition was necessary. He discussed the four options they had available to them and which option they had chosen. He also noted that this acquisition had the support of the JCCT and the Acting Secretary of Administration. Lengthy discussion ensued along with many questions from the Board. Ben moved that a small group of ITAB members be formed to review the Department of Human Resources information about their acquisition. Ben=s motion was seconded and members of this group will be Ben Nelson, Dave Shrader, Tim Blevins and Jeff Lewis. Fred assigned John Oliver of the CIA staff to chair and set up this meeting and requested that it meet before the next KIRC meeting.
**(Due to the length of this discussion, the agenda was changed.)
IV. Tax 2000 Project
Karla Pierce of the Department of Revenue gave a presentation on the Tax 2000 Project. She explained that they were seeking approval to move ahead with stages II and III of the project. Motion was made and approved for the Department to proceed with the project and move on to the KIRC for aproval.
V. Year 2000 Policies
John Oliver discussed three policies involving Year 2000 that he was seeking approval for. The first was policy 2410. This policy had been presented to the ITAB before and had only a few minor changes. John added a definition for what AYear 2000" means. He also made a correction to section 6.2 and added the word Ais@.
Information Technology Policy 2412 was also presented at the last meeting and there was concern then over when the conversion was to take place. This has been clarified.
The next policy for ITAB review is Information Technology Policy 2414 which has to do with the Year 2000 Readiness Warranty. This policy outlines suggested contract language. There were minor changes made to this policy in section 6.2. KIRC has not seen this policy.
All three policies were approved as amended and are ready to go on to the KIRC for approval.
VI. CJIS Status Report
Rebecca Woodman of the Kansas Sentencing Commission gave a report on the Criminal Justice Information System. This contract was awarded in 1995 to be completed in 1996. In August of 1996 the group began work under a new contract. Rebecca discussed the mission, scope, initiatives, costs and implementation plan of the project. A short discussion followed along with questions from Board members. The next meeting of the CJIS Advisory Board will be November 12.
VII. Year 2000 Consulting Services Contract
Don Heiman discussed the Year 2000 Consulting Services Contract. A price was negotiated and it is a master agreement. Anyone in state government is free to buy off the contract. It is a DISC sponsored contract so it is not mandatory that it be used by other state agencies. There will be a steering committee of the sponsoring agencies and Don will chair this committee. Don would like to have this contract in place by the end of October. Joe Hennes is working on procedures to utilize the Year 2000 processor.
The Kansas Association of Counties meets November 17-19 in Wichita and the GMIS meeting will follow. Fred would like David Larrick to show this contract to other local entities to see if there is any interest.
VI. Closing Remarks/Announcements
Fred noted that the JCCT would like a report on projects for 1998 and everyone needs to turn in their IT Budget plans as soon as possible.
Meeting adjourned at 4:35 p.m.
Information Technology Advisory Board
Wednesday, September 18, 1996
Human Resources, Employment Security Office
Training Room, Lower Level, 1309 S. Topeka Blvd.
1:30 - 4:00
MINUTES
The following members were present:
Ben Nelson, Bureau Chief, Information Systems, KDOT (Vice-Chair)
Dr. Jerry Niebaum, Executive Director, Information Technology
Services, KU
Denise Moore, Kansas Insurance Department
Jeff Lewis, Manager, Information Resources, Department of
Corrections
Preston Barton, Kansas Council on Developmental Disabilities
Steve Patterson, KS GMIS
Jon McKenzie, Manager, Information Services, Kansas Corporation
Commission
Jim Green, Department of Health and Environment
David Larrick, KS GMIS (City of Salina)
Henry Bremenkamp III, Kansas Sentencing Commission
Noel Strong, Department of Human Resources
Debra Luling for Harry Herington, Information Network of Kansas
Mike Worthington for Tim Blevins, Information Resource Manager,
SRS
Dr. David Schmidt, Fort Hays State University
Members not present:
Fred Boesch, Chief Information Architect, Department of
Administration (Chair)
Ron Rohrer, Manager, Data Processing, Department of Education
Dave Shrader, Director, Information Systems, Department of
Revenue
Don Heiman, Director, DISC, Department of Administration
Rick Miller, GIS Coordinator, Kansas Water Office
Linda Morgan, Information Services, Southwestern Bell
Hugh Zavadil, Office of Judicial Administration
Tim Swietek, Computer System Analyst, Department on Aging
Ely Meza, Data Processing Manager, KBI
Scott Stoskoph, KS GMIS
John Spurgeon, Department of Wildlife and Parks
Dave Larson, Legislative Administrative Services
Jeff Fraser, General Manager, Information Network of Kansas
Dr. David Voran, KU Medical Center
Observers present:
John Oliver, Department of Administration, CIA Staff
Phil Wallack, Department of Administration, CIA Staff
Steve Johnson, Department of Administration, CIA Staff
Bill Kritikos, Department of Transportation
Rick Fovell, Decision One
Jon Kern, Decision One
Dave Adams, Decision One
Jon Hickel, MicroAge
Scott Kuhne, MicroAge
Tracy Barngrover, Department of Administration, Secretary=s
Office
I. Introductions
The Information Technology Advisory Board meeting was called to order by Ben Nelson, Vice Chair. Fred Boesch, Chair was absent from the meeting. Ben had everyone introduce themselves. Other than regular attendees, the following guests were present: Bill Kritikos, Department of Transportation; Rick Fovell, Decision One; Jon Kern, Decision One; Dave Adams, Decision One; Jon Hickel, MicroAge; and Scott Kuhne, MicroAge.
II. Minutes
The minutes of the August 21 meeting were approved as written.
III. KIRC Strategic Information Management Plan
Steve Johnson presented information and answered questions regarding the KIRC Strategic Information Management Plan. Steve discussed the many facets of creating the plan including: objectives and focus, planning context and contents, and approach. He also discussed what has gone on so far and upcoming events. The goal is to have this plan complete before the next legislative session. The Ken Orr Institute is committed and ready to meet this goal.
IV. Contract Committee
A. MicroAge PC/Server Acquisition Contract
David Metzenthin, Purchases and Scott Kuhne, MicroAge discussed the problems that have been encountered with the PC/Server Acquisition Contract. There are have been problems with back orders and deliveries. MicroAge has until October 3, 1996 to correct these defects or the contract will be canceled. David and MicroAge have been working to try to alleviate these problems. Scott Kuhne discussed the recent internal staffing changes at MicroAge and handed out a listing of current employees and their roles. MicroAge has also added a Representative in Topeka totally dedicated to State Agencies and Universities. His name is Jon Hickel and his contact information was listed on the handout to everyone. His e-mail address is jhickel@microage.com.
MicroAge will have a website on line by the end of the month or early October. There will be a pricing catalog on this website that will be accessible with a specified password for the State of Kansas. David will print this password on the contract for everyone.
David said to make sure to report any problems to him immediately so that he could stay on top of things and get problems resolved.
B. PC/LAN Maintenance & Support
The PC maintenance contract has been signed. Dave Adams gave a presentation and went over key points in the contract. Decision One has assigned a project manager to the State of Kansas account. He is Jon Kern of their Lenexa, Kansas office. The effective date of the contract is October 1,1 996, but Decision One will meet with State agencies to make implementation plans now.
V. Year 2000 Policy Actions
John Oliver presented proposed policy #2410, Revision 1 with the suggested change to define AYear 2000 readiness@. Motion was made to forward on to the KIRC for approval.
Proposed policies #2412 and #2414 are new. Policy #2412 has to do with Date/Date Interchange Format (Year 2000). This policy was not approved to go on to KIRC due to questions as to when it would take effect. It was decided that it needed to be more clearly defined before going any further.
Proposed policy #2414 regarding Year 2000 Readiness Warranty was approved to be favorably recommended to the KIRC.
John will make the suggested changes to proposed policy #2412 and bring it back to the next meeting.
VI. Monthly Acquisition Report and Year 2000 Report
John distributed the Acquisition report for August, 1996.
VII. Year 2000 Cost Accounting
It was expressed at the August meeting that there be some sort of method created to track costs associated with Year 2000. John Oliver created a reporting format and presented it. It was decided that the members should have their accounting sections review it and give comments on it; then bring it back to the next meeting. Everyone should return to the next meeting with comments. Approval was not granted.
VIII. Year 2000 ITAB Ad Hoc Executive Committee
Phil Wallack expressed Fred=s interest in forming a Year 2000 ITAB Ad Hoc Executive Committee. Lengthy discussion followed regarding the Year 2000 problem and how serious it really is. Fred=s feelings are that we need to pull together what we have done and what we are planning to do into a coherent picture that shows a well organized, well managed program to meet a serious problem.
Motion was carried to form the committee and prepare further information to be presented to the ITAB at the next Board meeting.
IX. Committee Reports
A. Telecommunications
Jerry Niebaum reported that the Telecommunications committee is struggling with their identity and that they are trying to come up with a mission for the committee. At the October 9 meeting, Larry Wilson will discuss the customer services section of DISC. The minutes of the meeting weren=t available, but will be available shortly on the CIA webpage at ciao.da.state.ks.us.
B. Enterprise Office Automation
Dave Shrader was absent and unable to report on this committee. Another committee member noted that there will not be any meetings until next month. They are waiting for an RFI/RFP to come from DISC before they can proceed.
C. Internet
Harry Herrington was unable to attend the ITAB meeting, so Debra Luling reported in his place. She handed out a draft policy created by the committee regarding acceptable use of the Internet. This was intended to serve as a guide and example for agencies to create their own policies. Right now the policy is in draft and is for information only. Please bring any comments about this back to the next ITAB meeting. The next meeting of the committee is September 20 at 2:30 in room 519-S, Statehouse.
D. Data Sharing/Administration
Ron Rohrer was absent from the meeting so there was no committee report.
E. Disaster Recovery
John reported on the Disaster Recovery committee. The committee met yesterday and there is some concern over wording in KIRC Policy #3200. There is the feeling that the procedures need to go along with that policy in order for people to understand how to implement it.
F. PC/LAN Asset Management
Tim Blevins was absent from the meeting so there was no PC/LAN Asset Management report.
X. Agency Information Technology Plan & Budget Status
Steve Johnson reported on the agency information technology plan and budget status. He reported that there have been 18 final plans and 3 preliminary plans turned in out of a total of 89 that are due.
XI. Closing Remarks/Announcements
Ben announced that the next NASIRE conference will be in Maine on October 14-16. For further information, please see the handout provided at this meeting or call Ben.
The KIRC meeting for September has been canceled and probably will not be rescheduled. The next meeting will be October 29 in Room 519-S, Statehouse.
Jerry Niebaum suggests a steering committee be formed including the chairs of all the sub-committees to get together on occasion to track the directions of the individual committees.
Meeting adjourned at 4:10 p.m.
ITAB MEETING SCHEDULE
10/23/96 Docking Basement Auditorium 1:30 - 3:30
11/13/96 Human Resources, Employment Security
1309 S. Topeka, Training Room, Lower Level
Parking at Rear of Bldg. 1:30 - 3:30
12/11/96 Room 519-S, Statehouse 1:30 - 3:30
1/22/97 Human Resources, Employment Security
1309 S. Topeka, Training Room, Lower Level
Parking at Rear of Bldg. 1:30 - 3:30