IT PLANNING Enterprise Architecture (EA) & Updates to the Plan

IT Planning & Architecture Team Scott Utley Jim Gay Tasks – to provide technology guidance to agencies, boards and commissions as needed. Responsible for IT provisions of the technology plan and ensuring that the plan aligns with the state's enterprise architecture. Software projects must be compliant with the accessibility requirements as defined in Act 1227 of 1999.

Why Enterprise Architecture (eArchitecture) Is there ever a need to plan for more than one project at a time? Is there ever a need to plan for more than one application at a time? Is there a project that will be used by more than one business unit?

Common Observations Common issues are addressed differently Unplanned approach can lead to less desirable results

Enterprise Architecture Benefits EA can improve fiscal responsiveness, reduce risk, increase agility and improve quality

eArchitecture Goal Saving significant IT dollars by buying products that work across state government and standardizing common tools to improve effectiveness and efficiency.

In addition to cost savings, eArchitecture can improve the delivery of services to Arkansas citizens by: –Ensuring the linkage of IT to state strategy –Improving interoperability and integration of systems –Increasing agility to meet changing requirements –Improving security –Reducing risk –Identifying innovation opportunities

Gartner Enterprise Architecture Process Model

State Goals Improve Education Improve Economic Development Increase Efficiency in State Government Improve Citizen Access Protect the Environment

eArchitecture First Initiatives Identify trends, strategies & requirements

IT Budgeted for FY08 – FY09 Source: Information Technology Quarterly Report December 2009

eArchitecture = Cost Savings Industry projections of IT standard cost savings are 15% to 25% of the total IT spend by implementing architecture best practices and technology standards. In our state, the projections based on the previous biennium IT budget is: 15% - $95,974, % - $159,958,059.25

IT Planning Fiscal Years

 Decide what information from the Agencies are important for the IT Planning process 12 May Planning for the survey Make changes to the survey Review changes, prepare for deployment Send out the survey Agencies begin filling out the plans Analyze all data Assist and make recommendations to agencies Help agencies complete their plans Training Review completed plans Approve completed plans  Add, delete, and modify the questions from the previous survey  Review and validate all questions  Send the survey out to all the state Agencies  Guide the agencies through the process, as necessary Analyze Trends in software, hardware, major apps, and projects, Create reports Feb - March AprilMid MayMid May - July Mid July Beginning Aug  All IT planners receive training

IT Planning Data o Desktops = 26,035 o Laptops = 4,912 o Servers = 1,564 o Tablets = 1,065 o Handhelds = 573 o Thin Clients = 597 o OS Licenses = 34,746 o Types of Operating Systems = 14 o Hardware Vendors = 13 o Types of Software = 890 o Software Licenses = 226,215 o Projects = 112 o Major Apps = 212

IT Planning Survey Subject Areas Hardware inventory and future purchases Software inventory and future purchases Applications IT Support costs Projects Compliance and Architecture Security Data Center

Hardware Inventory Type – Desktops, Laptops, Netbook, Tablet, Thin Client, Server, Handheld, Network Equipment, Printers, Storage Vendor OS – if applicable Quantity Energy Star Other –Virtualized –Encryption

Hardware Future Purchases Quantity of type of device over each of the next two years

Software Inventory Software Type – Office Software Manufacturer - Microsoft Software Name – Office Professional Software Version – 2007 Number of Licenses Software Platform – Desktop, Server

Software Future Purchases Software Type Software Name Estimated number of licenses over each of the next two years Platform software will run on

Applications Name Person Responsible Data bases used Is it citizen facing Approximate number of users When was it first deployed When was last upgrade done

Applications (continued) What systems does it integrate with Location of server Commercial off the shelf –Vendor –Product name Custom built –Software language used –Support provided by Hybrid

IT Support Within the description box, document itemized IT expenditures not included in the application section

IT Support Categories Telephone Service ISP or agency provided or Internet State network connectivity Hardware Software Contracted services In house labor Other

Projects Project Name Type Associated application Contact Users served Is this an enterprise project Numerous project questions (similar to last time)

Architecture and Compliance Compliance with the sub domain naming policy Compliance with the machine readable policy Compliance with the Arkansas Records Retention schedule – automated records Social media usage (IM, Facebook, etc.) Do you track IT performance metrics

Security Wireless –Encryption –Access control –Do you scan for unauthorized access points Encryption –Backup media –Removable media Do you have an Intrusion Prevention System?

Data Center Do you have servers that host mission critical information? –Floor space –Raised floor –Physical security –Backup power & testing –Cooling –Fire suppression –Are you able to meet your recovery time objective? –Are backup and restore processes tested?

Thank You! Questions???