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Nov 01, 2022 314 likes •686 views

Positioning Washington for the Future Technology Services Board J u n e 1 0 , 2 0 1 5 Technology Services Board Welcome / Opening Remarks Michael Cockrill Senator Mark Miloscia New Member Enterprise Content Management

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SLIDE 1

Positioning Washington for the Future

J u n e 1 0 , 2 0 1 5

Technology Services Board

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SLIDE 2

Technology Services Board

  • Welcome / Opening Remarks – Michael Cockrill
  • Senator Mark Miloscia – New Member
  • Enterprise Content Management
  • Policy & Standard Reviews
  • Agency Alignment
  • Updates
  • Major Project Update
  • Chief Privacy Officer
  • IT Budget Prioritization Criteria
  • Public Comment

Agenda

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SLIDE 3

Technology Services Board

  • Welcome / Opening Remarks – Michael Cockrill
  • Senator Mark Miloscia – New Member
  • Enterprise Content Management
  • Policy & Standard Reviews
  • Agency Alignment
  • Updates
  • Major Project Update
  • Chief Privacy Officer
  • IT Budget Prioritization Criteria
  • Public Comment

Agenda

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SLIDE 4

T he E nte rprise Co nte nt Ma na g e me nt (E CM) I nitia tive

Ba c k to the F uture

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SLIDE 5

E CM I nitia tive

 Ho w do e s this e na b le o ur missio n/ g o a ls?  Ho w do e s this I

mpa c t:

 Co st  Re puta tio n  Risk

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SLIDE 6

Re c e nt Co st o f Go v’ t Ob lig a tio ns

Age nc y or Or ganization PDRs Pe r Yr F T E ’s Payouts

Bo a rd o f Ac c o unta nc y (2009) *10 e mplo ye e s a t time 49 Up to 10 $500,000 City o f Ba inb rid g e Isla nd (2014) *Re sig na tio n o f c ity

c o unc il me mb e r

$487,000 City o f Sho re line (2013) $538,555 City o f Spo ka ne (2014) *fo r ONE

misplac e d re c o rd

$26,325 De pt o f E c o lo g y (E CY) 4,500 9 $443,246 De pt o f F ina nc ia l Institutio ns (DF I) 595 4 $0 De pt o f F ish a nd Wild life (DF W) (2013-2014) 715 1 $693,000 De pt. o f L a b o r a nd Ind ustrie s (L NI) *unde r a ppe a l 5,853 8 $502,827 De pt o f So c ia l He a lth Se rvic e s (DSHS) (2009) 22,000 56 $525,001 L iq uo r Co ntro l Bo a rd (L CB) (2015) PDR b y Arthur We st $192,000 Po rt o f Olympia (2014) PDR b y Arthur We st $187,300 Sno ho mish Co unty (2014) $575,000 Unive rsity o f Wa shing to n (UW) *Appe a le d a nd Re ve rse d,

$102,958 in le g a l fe e s

$826,248 Curre nt sa mpling thro ug h a g e nc y po lling a nd pub lic re c o rd s

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SLIDE 7

T he Ob lig a tio ns o f Go v’ t

 Busine ss pro c e sse s a re simila r to priva te

se c to r

Doc ume nt handling r e quir e me nts ofte n diffe r

 Ag e nc ie s o fte n re fe r b a c k to pa st

do c ume nts to c o nduc t b usine ss (Oso mud slide )

 Must pro vide do c ume nts to the pub lic o n

re q ue st (DSHS 22,000 pub lic disc lo sure re q ue sts pe r ye a r)

 L

  • ng re c o rds re te ntio n
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SLIDE 8

T he Pro b le m to So lve

 No c o nsiste nt filing sc he me  E

mplo ye e s c a n’ t find do c ume nts - wa ste d time a nd frustra tio n

 Mo b ile : Ca n’ t g e t da ta to re mo te use rs –

Mo re duplic a tio n

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SLIDE 9

T he Pro b le m to So lve

 Gro wing Bo w Wa ve o f

Re dunda nt, Ob so le te , T ra nsie nt da ta (ROT )

 Pub lic disc lo sure Pro b le ms E

nsue

 Duplic a te re c o rds pro life ra te  Multiple sto ra g e lo c a tio ns  E

xpire d re c o rds a re n’ t dispo sitio ne d

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SLIDE 10

E CM I nitia tive

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SLIDE 11

A Be tte r Wa y to Ma na g e o ur Unstruc ture d I nfo rma tio n

Administra to rs I T Se c urity Pub lic Disc lo sure L e g a l Re c o rds Ma na g e rs Mg mt. Use rs De fe nsib le Dispo sitio n E a sy to Disc lo se Pro c e ss I mpro ve me nt E a sy to Co lla b o ra te Se c ure / Re lia b le E a sy to F ind E a sy to Sto re E CM Bre a kthro ug h Princ iple s

Single Instanc e of Doc ume nt Stor e Up F r

  • nt

(Cre a te , T a g it & Ba g it)

Ac c e ss Anytime , Anywhe r e

(Autho rize d Use rs)

De str

  • y Doc ume nts
  • n T

ime

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SLIDE 12

Challe nge Past Cur r e nt F utur e

Po we rful Se a rc h T

  • o ls - E

a sy to find d o c ume nts Y F ind misfile d d o c ume nts ~ Y Ac c e ss d o c ume nts fro m o utsid e the o ffic e ~ Y Ve rsio n d o c ume nts ~ Y Do c ume nt se c urity ~ Y Do c ume nt a uthe ntic ity Y De stro y d o c s o n time Y Y Apply le g a l ho ld s Y ~ Y Re d a c tio n to o ls ~ Y Co nsiste nt filing sc he me Y Y Pa rt o f the b usine ss pro c e ss Y Y Sing le insta nc e o f d o c ume nt ~ Y

Pa st Curre nt F uture

Wha t’ s in it fo r me ?

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SLIDE 13

E CM I nitia tive

Ste e ring Co mmitte e L e a de rship T e a m

Da ve K irk, Ro Ma rc us, L e slie K

  • zia ra

Princ iple s & Go ve rna nc e E CM Se le c tio n Pro o f o f Co nc e pts Co nsulta nt Se le c tio n Co mmunic a tio ns L e slie K

  • zia ra

Mike Birming ha m Se a n K rie r We ndy Wa lke r Phil Bra dy Sc o tt Smith Da ve K irk Ro Ma rc us L e slie K

  • zia ra
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SLIDE 14

17

Ste e ring Co mmitte e Me mb e rs

Mic ha e l Co c krill, Sta te CI O Nic k Bro wn, Ge ne ra l Co unse l to the Go ve rno r Na nc y K rie r, Pub lic Re c o rd Omb udsma n, AT G Jo e Sho rin, E

  • Disc o ve ry a nd E
  • Disc lo sure , AT

G Ro Ma rc us, L e g a l Co unse l, OF M Chuc k Pfe il, De puty Sta te Audito r, SAO K im Wyma n, Se c re ta ry o f Sta te Ste ve E xc e ll, Sta te Arc hivist, SOS L uc y I sa ki, Sta te Risk Ma na g e r, DE S Jo e Sto hr, De puty Dire c to r, DF W Je ssic a T udo ro vic h, De puty Dire c to r, DOH L ynne Mc Guire , De puty Dire c to r, DE S Christy Rido ut, De puty Dire c to r, CT S

E CM I nitia tive

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SLIDE 15

 Cro ss Ag e nc y, Multi-Disc iplina ry Pro c ure me nt  Multiple Awa rd, Ma ste r Ag re e me nts  F

ive F ina list Ve ndo rs

RF P

L OCAL

DE S L NI E CY DOH AT G DOL CT S SOS OCIO DF W DSHS DF I

Curre nt Sta tus – E CM Pro c ure me nt

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SLIDE 16

E CM Se le c tio n

 I

T Se c urity De sig n Re vie ws Unde rwa y

 Ne g o tia te Co ntra c ts  Ve ndo r F

a irs / Ac q uire E CM Syste ms

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SLIDE 17

Que stio ns?

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SLIDE 18

Technology Services Board

  • Welcome / Opening Remarks – Michael Cockrill
  • Senator Mark Miloscia – New Member
  • Enterprise Content Management
  • Policy & Standard Reviews
  • Agency Alignment
  • Updates
  • Major Project Update
  • Chief Privacy Officer
  • IT Budget Prioritization Criteria
  • Public Comment

Agenda

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SLIDE 19

Policy/Standard Action Requests

  • Request TSB Approval
  • Policy 101 – Technical Policy and Standards
  • Policy 103 – Waiver Requests
  • Policy 113 – Technology Business Management (TBM)
  • Standard 113.10 – TBM IT Expenditure Data Provision
  • Standard 113.20 – TBM IT Labor Data Provision
  • Standard 113.30 – TBM Taxonomy Standard (for towers and cost pools)
  • Policy 184 – Data Center Investments
  • Request TSB Approval to Rescind
  • Standard 171.11 – Internet Markup Language
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SLIDE 20

Policy 101 – Tech Policies & Standards

Executive Agencies Education Separately elected

  • Address a real problem or need
  • Protect State and agencies
  • Promote strategic goals
  • Provide consistent expectation

POLICY DEVELOPMENT GOVERNANCE

Portfolio Subcommittee Technology Services Board Adopt pending Board approval Review strategic alignment & business case Recommend Validate alignment Approve/reject

  • Describes roles and responsibilities in developing policy/standards and

which agencies are required to follow them

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SLIDE 21

Policy 103 – Waivers

  • Provides for a method to request exception from policy or standards on a

permanent or time limited basis

Balancing Risk Security Architecture Legal Financial Operations Potential Loss

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SLIDE 22

Policy 184 – Data Center

  • Prohibits additional investments in agency data centers other than the state

data center

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SLIDE 23

TBM Policy & Standards

  • Sets expectation for use of designated TBM tool to support the TBM program
  • Document data structures, sources and frequency of data updates
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SLIDE 24

Std 171.11 – Internet Markup Language

  • Standard is 10 or more years old and clearly out of date
  • No linkages to bigger picture or overall web architecture (example below)
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SLIDE 25

Technology Services Board

  • Welcome / Opening Remarks – Michael Cockrill
  • Senator Mark Miloscia – New Member
  • Enterprise Content Management
  • Policy & Standard Reviews
  • Agency Alignment
  • Updates
  • Major Project Update
  • Chief Privacy Officer
  • IT Budget Prioritization Criteria
  • Public Comment

Agenda

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SLIDE 26

Technology Services Board

  • Welcome / Opening Remarks – Michael Cockrill
  • Senator Mark Miloscia – New Member
  • Enterprise Content Management
  • Policy & Standard Reviews
  • Agency Alignment
  • Updates
  • Major Project Update
  • Chief Privacy Officer
  • IT Budget Prioritization Criteria
  • Public Comment

Agenda

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SLIDE 27

TSB

Alex Alben June 10, 2015

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SLIDE 28

Alex Alben

  • Technology start-ups 1993-2012
  • First CPO for RealNetworks
  • Economic development work for City of Seattle and

University of Washington 2012-14

  • Stanford Law School
  • Lecturer at Stanford, Berkeley and UW School of Law
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SLIDE 29

Scope of CPO Position

  • Consultant to State Agencies and programs on privacy

issues and best practices

  • Consumer advocate and public education on privacy rights
  • Develop public policy regarding data protection and

framework for new products and services

  • Examine new technologies that implicate collection of

personally identifiable information:

  • Drones
  • Body Cameras
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SLIDE 30

Initiatives to date

  • Privacy working group for state agencies
  • Privacy advisory council– solicit ideas from industry,

academia, government and non-profits

  • Privacy Handbook and privacy.wa.gov
  • Coordination with Open Data initiative
  • Outreach to Public Disclosure groups
  • Outreach to UW and Tech Policy Lab
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SLIDE 31

Positioning Washington for the Future

J u n e 1 0 , 2 0 1 5

IT Budget Request Prioritizations

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SLIDE 32

Business Problem

 Governor’s budget office and Legislature need better insight to inform

decisions on IT budget requests.

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SLIDE 33

Decision Lens – the tool

 A tool for balancing multiple asks against limited dollars  Sorting out between apples and pears

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SLIDE 34

Decision Criteria link to IT Strategies

 Business Alignment  Security  Modernization  Mobility  Open Data  Transparency  Agile Value  Cultural Readiness  Interoperability

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SLIDE 35

Schedule

 Instructions Available @ OCIO and OFM – JUNE 2015  Concept Reviews with OCIO: JULY – AUGUST  BOARD TO WEIGHT CRITERIA: JULY – AUGUST  Budget Requests Submitted: SEPTEMBER  Scoring Process – OCIO/OFM Partnership: OCTOBER - NOVEMBER

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SLIDE 36

Technology Services Board

  • Welcome and opening remarks
  • Senator Mark Miloscia – New Member
  • Enterprise Content Management
  • Policy & Standard Reviews
  • Agency Alignment
  • Updates
  • Major Project Update
  • Chief Privacy Officer
  • IT Budget Prioritization Criteria
  • Public Comment

Agenda