Agency SFY 2019-2021 IT Strategic Plans: Training June 22, 2018 June 27, 2018 July 13, 2018

TRAINING AGENDA Overview Developing your agency’s plan Submission requirements

OVERVIEW

overview: Requirement & Goals Requirement established in the Department of Information Technology Act (Chapter 9, Article 27, NMSA 2009) Each executive agency shall submit agency IT plan to DoIT Secretary DoIT establish form and detail required in plans DoIT review agency IT plans for prudent use of IT resources DoIT monitor and report on agency compliance with their own and other relevant plans Goals for agency IT strategic plans Documents agency strategic roadmap aligning IT with agency and State strategic goals Provides tool for agency to use to guide the IT organization’s work, investment choices and priorities throughout period covered by plan Provides insight into agency technology and business environment Informs DoIT teams performing IT investment management, portfolio management, planning, procurement oversight and other enterprise responsibilities

overview: Changes to Template Added tables, as Appendix A and B, to capture information about your IT environment Added Appendix C to capture architectural diagram(s) for your agency infrastructure Added table to document current and planned IT projects Updated SFY 2019 Strategic IT Accomplishments table to: Align with strategies and goals fields from SFY 2018-2020 IT Strategic Plan template Modify the design to make the form easier to use Updated the SFY 2019-2021 IT Strategic Goals table to: Add a line to show the agency strategic goals that each IT strategic goal supports Added instructions for C2 form and slightly modified form

overview: Getting Started Pull out copies of your agency’s SFY 2018-2020 IT Strategic Plan – must have this information to complete template Most important part of the plan is the process used to develop it Critically review IT organization’s current state, identify issues and opportunities, and define future course Engage staff within IT organization and across agency business organization Consider year-to-year accountability and continuity Review alignment with agency and State priorities and goals Be concise and direct – address the questions or provide the content specified for each section FLUFF

DEVELOPING YOUR AGENCY’S PLAN

Cover Page Template Example

Table of Contents & Executive Summary Remember to generate a correct table of contents after writing plan Executive summary DO highlight your organization’s key achievements and challenges DO summarize your agency’s priorities and how the IT organization supports those DO identify any major change in priority or direction from prior year DO limit the executive summary to less than two pages (preferably one page)

Section I: Agency Overview Agency Mission Agency Goals Organization Structure Agency Mission & Goals These are for agency as a whole, not for IT alone Copy directly from your agency’s current strategic plan Organization structure Agency organization chart at least to bureau level IT organization chart including all positions with classification Copy into document OR provide link to publicly accessible location on line TIP: Ensure charts are readable TIP: Ensure charts accurately reflect reporting relationships

Section I: Agency Overview Example

Section II: Agency IT Organization Overview Vision and Priorities IT Environment Major Applications Infrastructure Projects Challenges Section title example: DOH INFORMATION TECHNOLOGY DIVISION OVERVIEW Vision For IT organization Short narrative or statement Priorities Bulleted list Strategic priorities for IT organization for coming 3 state fiscal years

Section II: Agency IT Organization Overview (cont’d) IT Environment Major Applications Infrastructure Projects Challenges Major Applications Principal business applications or systems, including significant systems not supported or hosted by IT organization Support model = in-house, contractor or shared Life cycle status = Development, M&O, Retirement or EOL Use table provided in APPENDIX A of template NAME FUNCTIONALITY/ BUSINESS PROGRAM SUPPORTED SOFTWARE AGE SUPPORT MODEL LIFE CYCLE STATUS OS DBMS LANGUAGE   Application inventory table

Section II: Agency IT Organization Overview (cont’d) Infrastructure List principal technology platforms and where each is physically located Correlate to major applications or systems they support (preceding table) For agency-owned infrastructure, state: Quantity Brands/models or versions Age Include disaster recovery and backup Brief description of each – what, where, approach, testing Use table provided in APPENDIX B of template TECHNOLOGY PLATFORM PHYSICAL LOCATION SUPPORTED APPLICATION(S) AGENCY-OWNED INFRASTRUCTURE QUANTITY BRAND & MODEL/VERSION AGE   Infrastructure table

Infrastructure: Architecture Diagrams Required in each strategic plan Do not include sensitive detail (e.g., IP addresses) Do fully cover infrastructure, e.g.: Network Compute Storage Firewalls External hosting Present in Appendix C

Section II: Agency IT Organization Overview (cont’d) IT Environment Major Applications Infrastructure Projects Challenges Projects Certified projects Currently underway or planned to begin 2019 - 2021 Relationship to IT organization vision and priorities? Relationship to major applications and infrastructure? Other significant projects Presented in table Challenges Bulleted list or short narrative PROJECT NAME PURPOSE CERTIFIED/ STATUS RELATIONSHIP TO PRIORITIES & IT ENVIRONMENT   Project table:

Section III: SFY 2018 Accomplishments SFY 2018 Strategic IT Accomplishments Copy goals, strategies and metrics from SFY 2018-2020 IT Strategic Plan Enter accomplishments For each metric OR For strategy Couldn’t achieve goal? State why. IT STRATEGIC GOAL 1   SFY 2018 Strategy Metric Accomplishment(s) Metric 1 Accomplishments Metric 2 IT STRATEGIC GOAL 2 IT STRATEGIC GOAL X Template for SFY 2018 strategic IT accomplishments

Section III: SFY 2018 Accomplishments Other SFY 2018 IT Accomplishments Present substantial accomplishments not covered in agency’s 2018 strategic plan goals Use specified categories and definitions Delete from table any categories not used CATEGORY ACCOMPLISHMENT VALUE or IMPACT APPLICATIONS   CUSTOMER SERVICE DATA INFRASTRUCTURE MANAGEMENT PROCESS IMPROVEMENT SECURITY WORKFORCE Template for Other SFY 2018 IT accomplishments

Section IV: 3-Year Goals and Strategies 3-year view, beginning with SFY 2019 Strategic goal Statement of long-range end toward which agency is working State in terms of specific, measurable outcomes or desired changes Agency strategic goal Copied from your agency’s current strategic plan Strategy Specific statement of what you will do to meet strategic goal Multiple strategies executed over one or more years for each strategic goal Metric Measurable outcome for a strategy May have multiple metrics per strategy – but more is not necessarily better IT STRATEGIC GOAL 1   AGENCY STRATEGIC GOAL SFY XXXX Strategy Metric Metric 1 Metric 2 IT STRATEGIC GOAL 2 IT STRATEGIC GOAL X Template for 3-year goals and strategies table

Section V: IT Fiscal and Budget Management IT Operating Budget (C1) Capital Improvement, Special and Supplemental Funding (C2) Request for Reauthorization of General Appropriations Forms provided in template C1 – organization’s base operating budget C2 One for for each new SFY 2020 request Copy of each submitted as part of agency IT strategic plan AND with full business case for SFY 2020 C2 funding requests TIP: Ensure forms are signed Reauthorization Optional Submit if requesting time extension to use funds allocated to a project One form per request

Section V: IT Fiscal and Budget Management Added instructions to strategic plan guidance Key points No more than 1 project per priority Indicate project type If using Other State Funds, must specify source Include cost of agency staff only if charged directly to project Can request 2 years of funding in a C2 request Ensure form is signed

SUBMISSION REQUIREMENTS

submission requirements: Timeline MONTH MILESTONES and DEADLINES JUNE 2018 June 14: SFY 2019-2021 Agency IT Strategic Plan Guidebook published June 14: SFY 2020 Full Business Case Instructions and Template published June 22: Agency IT Strategic Plan training June 27: Agency IT Strategic Plan training, Agency C2 Funding Request training JULY 2018 July 10: Agency submissions of Planned SFY 2020 C2 Agency Funding Requests due July 13: Agency IT Strategic Plan training, Agency C2 Funding Request training AUGUST 2018 August 3: Agency submissions of draft SFY 2020 Full Business Case – with draft C2 form - due* August 6 – 24: DoIT review of draft SFY 2020 Full Business Case submissions and feedback to agencies SEPTEMBER 2018 September 4: Agency submissions of final SFY 2019-2021 Agency IT Strategic Plans due* September 4: Agency submissions of final SFY 2020 Full Business Case(s) with final C2 form(s) due* September 5 – 30: DFA, LFC and DoIT/OCIO review agency strategic IT plans and C2 funding requests September 28: Agency draft SFY 2020 C2 Funding Request Presentations due OCTOBER 2018 October 1 – 5: DoIT review of draft SFY 2020 C2 Funding Request Presentations and feedback to agencies TBD: Agency final SFY 2020 C2 Funding Request Presentations due TBD: Agency presentations of SFY 2020 C2 funding requests NOVEMBER-DECEMBER 2018 November 14: DoIT Secretary recommendations to DFA for SFY 2020 C2 funding November 21: DoIT/DFA recommendations to LFC for SFY 2020 C2 funding TBD: LFC recommendations for SFY 2020 C2 funding TBD: DFA prepares executive budget documents  

submission requirements: Addresses & Contacts Submit final SFY 2019-2021 Agency IT Strategic Plan to: DoIT/OCIO: doit.itplans@state.nm.us DFA: cyndi.montoya@state.nm.us LFC: LFC.itplans@nmlegis.gov SFY 2020 Full Business Case and C2 Form Submit draft business cases and C2 forms to DoIT: doit.itplans@state.nm.us Submit final business cases and C2 forms to: Questions? Contact: Susan Pentecost Managing Director, Office of the CIO DoIT susan.pentecost@state.nm.us 505.660.4492 Tim Elsbrock IT Investment Management Lead Office of the CIO Tim.elsbrock@state.nm.us 505.660.6641

THANK YOU Go FORTH AND PLAN!