Information Technology
Advisory Board
Wednesday, January 22, 1997
Emergency Management, 2800 Topeka Blvd.
1:30 - 4:45
MINUTES
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
Jim Green, Department of Health and Environment
David Larrick, KS GMIS (City of Salina)
Steve Tallen, Department of Human Resources
Tim Swietek, Computer System Analyst, Department on Aging
Rick Miller, GIS Coordinator, Kansas Water Office
Tim Blevins, Information Resource Manager, SRS
Ron Rohrer, Manager, Data Processing, Department of Education
John Streeter, Director of Information Systems, KSU
Denise Moore, Kansas Insurance Department
Dr. David Schmidt, Fort Hays State University
Steve Patterson, KS GMIS
Hugh Zavadil, Office of Judicial Administration
Hank Sipple, Kansas Department of Agriculture
Members not present:
Ely Meza, KBI
Henry Bremenkamp III, KS Sentencing Commission
Jeff Lewis, Department of Corrections
Jon McKenzie, KS Corporation Commission
Don Heiman, Department of Administration, DISC
Jeff Fraser, Information Network of Kansas
Preston Barton, Developmental Disabilities
Chuck Sexson, KBI
Dr. David Voran, KU Medical Center
Linda Morgan, Information Services, Southwestern Bell
Scott Stoskoph, KS GMIS
Dave Larson, Legislative Administrative Services
Jeff Conrad, Department of Commerce and Housing
Stan Black, Department of Emergency Management
Observers present:
Bill Buxton, SRS
Mike Purcell, SRS
Dan Wilzoch, Anderson Consulting
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. Fred introduced visitors from Anderson Consulting and SRS. He also introduced new members: Hank Sipple from Department of Agriculture; and Steve Tallen with Department of Human Resources.
II. Minutes
The minutes of the December 11 meeting were approved as written.
III. Dept. Of SRS KESSEP Project
Bill Buxton of SRS gave a project status report and asked for approval of the full implementation phase of the KESSEP Project. The total budget for this project is $29.1 million. He noted that this project will provide certification and compliance with the Federal Mandated Family Support Act of 1988. Motion was made and passed to recommend KIRC approval of the implementation phase of the project. This project has a scheduled completion date of September 30, 1997.
IV. Dept. Of SRS Family & Children Tracking System (FACT)
The agenda was changed so that Mike Purcell could give his presentation on the Family & Children Tracking System, (FACT). SRS seeks approval to complete it. Mike reported on the objectives of the system, project staffing and members of the FACTS steering committee. He discussed the completion and deliverable submission dates along with the technology and total cost of the system. Motion was made and passed for SRS to proceed through project completion scheduled for August 1997.
V. Year 2000 Status and Policies
John Oliver reported to the ITAB on changes to policies #2410 and #2412.
Policy #2410 had numerous changes to sections 6.1 and 6.2 which John reviewed with the members and took comments. Policy #2410 was approved as amended to go on to the KIRC.
Policy #2412 only had a minor revision to state who has responsibility for coordination of systems with multi-agency participation. This Policy was approved as amended to go on to the KIRC.
VI. Legislative Session IT Related Bills & Issues
At the suggestion of several ITAB members, on the advanced agenda, ITAB members were requested to identify any proposed legislation of IT interest by title and give a short paragraph summary to all other members.
The digital signature bill (HB 2059) was mentioned as well as the open records on motor vehicles bill, (HB 2010). Tim Blevins also mentioned a bill from SRS Human Resources.
It was noted that the computer crime bill (HB 2058) revision, has not been finalized by the KBI.
VII. Legislative Session Tracking Process
Phil Wallack began a discussion on how the ITAB could track the legislative process. It has been suggested that the ITAB form a smaller group to track IT related issues that are going through the process. It was suggested that ITAB approve a concept, select or produce a chair and work on the designation of staff. This was discussed at length but no motions were proposed.
VIII. Quarterly Project Status Reporting
Phil Wallack passed out a summary of the quarterly project progress reports. He said now that the reports are coming in, the quality of each report will be reviewed.
IX. Committee Reports
Steve Tallen reported that the DHR mainframe acquisition is going well. DHR and DISC have met to hammer out the details of the consolidation. He praised DISC for all of their work on this matter.
Rick Miller discussed the GIS Policy Board and gave an update on what happened at the last meeting. The group reviewed the Strategic Information Management Plan. There was a demonstration of the Data Access and Support Center Home Page along with a demonstration of the KANVIEW Project. Rick passed out announcements about the GIS Awareness Day and the GIS Standards Forum.
Dave Shrader reported on the first meeting of the Internet Committee. The group would like SRS to loan Allyn Lockner to them to help them establish goals and objectives for the committee.
The Telecommunications Committee is now being chaired by Tim Blevins and Denise Moore. Jerry Niebaum will still be a member. The group is still working on a mission, goals and objectives. Allyn Lockner of SRS will continue to work with this group.
Ben Nelson reported on the Contract Committee. There has been a meeting with Microage and discussion on how to manage the LAN. There will be working discussion groups on big issue areas, then a meeting with John Hinkle to let him know what concerns there are. In regards to the maintenance contract, they are still trying to get Decision One services improved. KDOT is almost ready to go online.
The Enterprise Office Automation Committee reported that the RFP will be issued 2/1/97. They are still trying to get the system in this fiscal year.
Dave Shrader is coordinating a proposal to enable PC purchases by employees using a loan through a bank and having a payroll deduction for 12-36 months. This should also provide a lower interest rate than would otherwise be available.
Ron Rohrer discussed the progress of the Data Sharing group. He missed the last meeting, but he will be able to bring a data administration policy and a data administrator job description to the next meeting. By March they hope to have guidelines for data administration completed.
Fred announced that Bill Rosser of Gartner Group would be available on Thursday, 1/23 to discuss planning and accommodating change.
John Oliver made mention of the NASIRE Recognition Awards for Outstanding Achievements in the Field of Information Technology. There is only one nomination per category for each state. These forms need to be turned in to John by the first week of March. He asked that everyone make sure that the information on the membership form is correct.
X. LAN Switching Impact on KANWIN Rates
Bruce Roberts of DISC discussed LAN Switching Impact on KANWIN Rates. There was brief discussion on this issue, and it was referred to the Telecommunications committee for review.
XI. Closing Remarks
The meeting adjourned at 4:45 p.m.
PLEASE CHANGE YOUR CALENDARS.
. . . . .
THE APRIL ITAB AND APRIL AND JUNE KIRC
SCHEDULED TIMES HAVE CHANGED.
ITAB SCHEDULE
The next seven ITAB meetings will be held at the Emergency Management Office located at 2800 Topeka Blvd., Room 11. All meetings will begin at 1:30 and end approximately 4:00.
1/22/97
2/19/97
3/26/97
4/16/97
5/21/97
6/18/97
7/23/97
KIRC SCHEDULE
The next five KIRC meetings will be held at two different locations. All meetings are scheduled to begin at 1:30 and end at 3:30. The schedule is as follows:
1/28/97 - Ramada Inn Downtown
2/25/97 - Ramada Inn Downtown
3/25/97 - Emergency Management, Room 21 2800 Topeka Blvd.
4/22/97 - Emergency Management, Room 11 2800 Topeka Blvd.
6/10/97 - Emergency Management, Room 11 2800 Topeka Blvd.
Information Technology Advisory Board
Wednesday, December 11, 1996
Bank IV, Top of the Tower
Sponsored by the Information Network of Kansas
1:30 - 5:00
MINUTES
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
Tim Swietek, Computer System Analyst, Department on Aging
Jeff Fraser, General Manager, Information Network of Kansas
Jeff Lewis, Manager, Information Resources, Department of
Corrections
Rick Miller, GIS Coordinator, Kansas Water Office
Tim Blevins, Information Resource Manager, SRS
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
John Streeter, Director of Information Systems, KSU
Members not present:
Denise Moore, Kansas Insurance Department
Dr. David Schmidt, Fort Hays State University
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:
Betty McBride, Vehicle Director, Dept. of Revenue
Roger Aeschliman, Deputy Secretary of Human Resources
Mike Brooks, Department on Aging
Jon Kern, Decision One
Dave Adams, Decision One
Sarah Gregg, Department of Revenue
Marti Gonzales, Department of Revenue
Ann Hobart, IBM
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. Fred introduced visitors from Decision One, IBM and Department of Revenue.
II. Minutes
The minutes of the November 13 meeting were approved as amended.
III. GIS Report
Rick Miller gave a report on GIS. He handed out a proclamation from the Governor proclaiming January 30, 1997 GIS Awareness Day. There will be 20 to 25 different agencies demonstrating technology in the Rotunda of the Capitol. There will be more information coming out about the technology day later in January.
Another handout presented by Rick discussed an upgrade to data access. It also outlines a pilot study to implement geodata control.
The final handout presented was a press release for the next GIS standards forum on February 27. The two standards that will be presented are: cadastral mapping and geodata control.
IV. Department of Revenue VIPS Project
Marti Gonzales made a presentation on the Department of Revenue VIPS Project. She discussed the various aspects of the project including architecture, platform issues, system 36 issues, county survey, VIPS II, electronic data bases and revenue estimates. A contract was signed with Lockwood Company to provide hardware and they are doing needs assessments with the counties. They expect everything to be installed and completed by May. There were questions as to whether or not this project and the CAMA project were separate projects or part of one. Betty McBride answered that they are two separate projects. Motion was made and phase I of the VIPS project was approved.
V. Department of Revenue CAMA Project
Sara Gregg presented the CAMA (Computer Assisted Mass Appraisal) Project. Sara discussed CAMA=s background and issues. Currently there is one system running in every county. Five of the larger counties run CAMA on their Mainframe. The CAMA System was reviewed in 1996 and an RFI was released. The RFP process has now begun for a new CAMA system and vendors will be invited to bid the project. Twenty people will evaluate vendor proposals and share this information with the counties. So far, eleven vendors have responded. Four are scheduled in December and the rest in January. Sara then discussed the CAMA project schedule. The new CAMA system will be a multi-platform base. There will be a requirement in the RFP to have a GIS interface.
The telecommunications side to this project was discussed by Dave Shrader. They are trying to facilitate moving from the current SNA to TCP/IP. This will increase the flexibility and speed.
The CAMA Project presentation was for information only.
VI. PC LAN Maintenance Contract
This was reported on by Dave Adams of Decision One. He did a brief overview of things that are in the contract that there may be some question about. Decision One is trying to achieve Level 2 service. He said they are not there yet, but plan to be in the very near future. MMC includes all parts and labor. They are shooting for 18 minutes of talk time so as to educate people about the problem they are having as well as correct the problem. They feel that by educating people this way, it will help with future problems.
VII. Disaster Planning Implementation Policy
Roberta Giovannini reported on the Disaster Planning Implementation Policy which includes a model plan. A copy of a revised version of this plan was sent out with the agenda for this meeting. The dates of when the policy would be phased into operation had been revised since the last meeting. The new schedule is as follows: May 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 work plan for conducting a business impact analysis and developing a business contingency plan for their critical applications; December 31, 1998: state agencies, boards and commissions will have completed a business impact analysis for their critical applications; June 30, 1999: state agencies, boards and commissions will send an executive summary of the plan to the Chief Information Architect, with the complete plan subject to detailed review by the Chief Information Architect. One copy of the principle sections of the plan are also to be sent to the Division of Information Systems and Communications.
Roberta was asking approval of the ITAB for Policy #3210 with the new implementation dates. There were questions as to the costs of the project, but no estimates were available. Motion was made and passed to approve the Policy.
VI. DHR Mainframe Report
The ITAB committee that was formed at the last meeting has completed their review of the DHR mainframe acquisition and have given Fred a recommendation. Fred reviewed their findings with the board. The committee recommended that DHR and DISC enter into an agreement to consolidate their data centers with DISC as the service provider and DHR as the client. The agreement should clearly define the roles and responsibilities of each agency as it pertains to the migration and ongoing support. The committee further recommends that DISC and DHR review DHR=s billing of state agencies for computer services. The committee had provided their recommendation along with a cost spreadsheet for ITAB to review. At this point, Fred opened the subject up for discussion.
Lengthy discussion ensued in which Deputy Secretary Aeschliman thanked the committee for their hard work in reviewing this subject. He also noted however, that there were vast disagreements on the costs. Fred asked for a motion to approve the committee report. Motion was not approved to accept the committee recommendation.
Ben Nelson made a motion to recommend DHR/DISC consolidation be made at a later date chosen by DHR and DISC after DHR stabilizes and at a time concurred by both agencies. Don Heiman added to the motion that he wanted a service level agreement. This motion was also denied by the Board.
After more discussion a final motion was made by Noel Strong. The motion was that ITAB approve the Secretary of DHR to make the determination on a computer platform pursuant to business reasons and that DISC and DHR consolidate mainframe operations no later than the year 2001 based upon a service level agreement. This motion was approved by a margin of seven in favor and six against.
XI. Closing Remarks
The meeting adjourned at 5:00 p.m.
ITAB SCHEDULE
The next seven ITAB meetings will be held at the Emergency Management Office located at 2800 Topeka Blvd., Room 11. All meetings will begin at 1:30 and end approximately 4:00.
1/22/97
2/19/97
3/26/97
4/23/97
5/21/97
6/18/97
7/23/97
If you have any questions about the ITAB meetings, please contact Tracy at 296-3011.
KIRC SCHEDULE
The next five KIRC meetings will be held at two different locations. All meetings are scheduled to begin at 1:30 and end at 3:30. The schedule is as follows:
1/28/97 - Ramada Inn Downtown
2/25/97 - Ramada Inn Downtown
3/25/97 - Emergency Management, Room 21
2800 Topeka Blvd.
4/29/97 - Emergency Management, Room 11
2800 Topeka Blvd.
6/3/97 - Emergency Management, Room 11
2800 Topeka Blvd.
If you have any questions about the KIRC meetings, please contact Delberta Pfeifer at 296-2564.