GTAC Meeting 04 June AM Jim Knudson Director, Bureau of Geospatial Technologies

Agenda Vote to adopt GTAC Final Charter Review of the IT Executive Order and GT Relevance 2004 GT Strategic Plan Discussion GT FY 2004 Budget Review GTSC Formation/Membership GTC Bylaws/Budget Review Vote to adopt GT 2004 Program New Business Adjourn

GTAC Charter

Vote to Adopt the GTAC Charter Any concerns with draft? Motion to adopt? Second? Discussion? Vote?

Executive Order

Executive Order (Issued April 30, 2004) Enterprise Information Technology Governance Board - Preamble WHEREAS, historically, the Commonwealth's information technology (IT) policy for the governance of IT initiatives throughout the Enterprise has been largely decentralized; and WHEREAS, Commonwealth offices under the Governor's jurisdiction invest approximately one billion dollars annually to create and support IT infrastructure and systems; and WHEREAS, The Administrative Code of 1929 requires administrative departments and several independent and departmental administrative boards to coordinate their work and activities with other departments, boards, and commissions; and WHEREAS, IT investments and development efforts should be prioritized across the Commonwealth and coordinated across agencies to enhance information sharing, standardization, and cost-effectiveness; and WHEREAS, coordinated technology standardization across Commonwealth agencies will increase the effectiveness of product development projects, reduce research and development investments, enable volume hardware and software purchases, and enhance system compatibility and data sharing; and WHEREAS, an integrated IT strategy will improve organizational efficiency, streamline data collection and data sharing, and enhance the security of the Commonwealth IT infrastructure from cyber attacks; and WHEREAS, no central IT organization currently exists to govern, evaluate, and monitor agency IT planning, research, project prioritization, investment, and effectiveness. Therefore, it is imperative to establish an Enterprise IT Governance Structure to facilitate a cost-effective, coordinated technology investment strategy that effectively leverages IT resources and data systems across Commonwealth agencies.

IT Executive Order – GT Relevance 4.Responsibilities of the Governor's Office of Administration, Office for Information Technology (OA/OIT). The OA/OIT will be responsible for: h)Developing and deploying Geographic Information System (GIS) and Geospatial Technology (GT) investments, including establishing data development priorities, interoperability and architecture standards for data sharing across agencies and with extended enterprise partners.

Executive Order Effective 4/30/2004, agency procurement process for ANY technology expenditures over $100K changed –All FY IT projects over $100K are governed by OIT review –ALL FY planned IT expenditures by agencies > $100K must be part of CoP project plan (July 2004 submittal!) –All IT Procurement Requests > $100K must be reviewed prior to issuance –Any RFP must have an ITQ waiver –All agency IT procurements > $100K must be approved by agency and directed to CoP IT point of contact for submittal to OIT –New agency/OIT workflow and OIT review/approval process –Drastically changes agency IT and PROGRAM AREA responsibilities –GIS must align with IT/CoP processes –CoP website – Quick Link off OIT home page

CoP Website

Identification of CoP Projects  Agency IT/Program staff work and Agency Executive/Management develop a prioritized list of IT projects aligned with their 1) respective agency mission/business objectives; and 2) CoP’s 3-year Strategic Plan.  Final approval for the project prioritization should be completed by the Agency IT Manager or the Deputy for Administration.  Projects will be considered by a Community of Practice if they:  Exceed $100,000 in FY for new, on-going and enhancement projects (maintenance and routine IT purchases such as PC leases are excluded)  Are proposed within the Cost-To-Carry budget, or as New funding

FY 2004 GT Strategic Plan Planning Session

FY 2004 GT Strategic Plan GTAC Discussion Points for Commonwealth GT Strategic Plan –Objectives/Initiatives –Barriers –Funding –Issues

FY 2004 GT Strategic Objectives Review of FY 2004 Planned GT Initiatives –Address Geocoding/Geolocating Server –Routing/Trip Directions Server –Citrix GIS Desktop Pilot Project/Production Platform –Browser/GIS Weather Servers for HS - $1.5M SHSP Grant –Imagery USDA/FSA NAIP Statewide 1m CIR Project Status ($326K) PAMAP - $1.5M of $5.5M promised by DCNR for Year 1 of first 3-year cycle PAMAP Strategic Plan – DCNR Lead/OIT assistance/approval –Digital Elevation Model? ($10M) –State GIS Data Clearinghouse (PASDA) –Data Systems Enterprise Architecture/Consulting –Data Policy/Data Security/Right to Know issues –Commonwealth Agency Training Program –Data Sharing Standards (PGDSS) –Commonwealth GT Coordination, Communications –Homeland Security/ER/Public Safety GIS

FY 2004 GT Strategic Objectives Workgroup Development –Weather –Addressing –HS GIS Task Force –…Commercial Data… –…Enterprise Architecture… –…Clearinghouse Advisory Board… –Routing? OTHER GT OBJECTIVES?? –Discussion

GT Barriers Organizational GT decentralization Lack of central GT support group Agency GT education Lack of executive team champion Overlap and duplication of efforts Lack of IT training Not aligned with IT Strategies Sustainable Funding GT Training Job Classifications/Recruitment Complement positions Other … Discussion

GT Funding No enterprise knowledge of actual funds spent on GT Estimates of GIS contracts in state are $10M annually Programs control most of funding IT lacked authority to review spending plans prior to Executive Order Data procurement and maintenance is still #1 cost Procurements still in agency hands – GIS software, commercial data. No coordinated spending to save money on procurements No funding to create high priority, statewide data layers (DEM) Other … Discussion

GT Issues What should be in the 2004 GT Strategic Plan? –Agency issues Coordination –Monthly meetings –Alignment with GT Strategic Plan –IT Executive Order –Communities of Practice Organization –Does each agency have a coordinator? –Is there a central supporting staff? –Should IT own GT? Just central supporting staff? –Program/Central Staff Coordination/Authority –Adequate Complement? –Enterprise Support/Champion?

GT Issues What should be in the 2004 GT Strategic Plan? –Agency issues Data Issues –Statewide data needs –Procure once for all government levels –Collaboration with counties –Data stewardship responsibilities –Data Architecture needs –Public GIS Data Clearinghouse (PASDA) –Other … Discussion

GT Issues What should be in the 2004 GT Strategic Plan? –Statewide issues Data Funding Training Sustainability Coordination State grants not tied to GIS data return – this should be part of our Commonwealth Enterprise Grants Management initiative Other … Discussion

Geospatial Technologies Steering Committee (GTSC)

Purpose Charter Current Membership List Other Agency Member Candidates External Member Candidates –RCTTF –CCAP –PAMAGIC Discussion

Geospatial Technologies Steering Committee (GTSC) Purpose for GTSC –Identification of Deliverables –Goal and Objective Prioritization –Tactical Planning –Implementation Goals –Implementation Schedules –Review of Deliverables –Standards Review –Training Program Review –Enterprise Licensing –Homeland Security GIS Issues –GIS Data Clearinghouse

Geospatial Technologies Steering Committee (GTSC) Charter –Similar to GTAC, tailored for more strategic and tactical deliverables –Meets monthly –Responds to requests from GTAC –Assigns tasks to/requests information from GTC and outside organizations –BGT Director is Chair –GTC Chair is Vice-Chair

Geospatial Technologies Steering Committee (GTSC) Current Membership List –Agriculture – Sean Crager –Budget – Rod Snyder/John Guyer –DEP – Nancie Imler/Ebby Abraham –DCED – Champa Prasad/Luc Miron –DCNR – Damon Anderson/Stacey White –DMVA – Jim Nelson/John Fronko –DOT – Garth Hess/Frank Desendi –GOV – ML Wernecke –Health – Bob Chilcote/Dr. Alden Small –LTG – Sal Sirabella –OHS – Keith Martin/Paul Konschak –PEMA – Lawrence Smith –PSP – Major Waugh/Janice Brzana

Geospatial Technologies Steering Committee (GTSC) Other Agency Member Candidates??? –Aging –DGS –Education –Fish and Boat –Game –Historical and Museum Commission –Insurance –L&I –PENNVEST –Public Welfare

Geospatial Technologies Steering Committee (GTSC) External/Ad Hoc Member Candidates?? –RCTTF –CCAP –PAMAGIC –LORL –County Extension –Others

Geospatial Technologies Steering Committee (GTSC) Discussion –Purpose/Goals –Membership –Charter –Monthly meetings –Reporting mechanism –Immediate goals and objectives –Other…

Geospatial Technologies Council (GTC)

Geospatial Technologies Council (GTC – formerly PAGIC) Purpose Bylaws TWGs –Data Standards –Enterprise Architecture –Training Program Budget - $10K – catering, conference registrations, travel, office supplies Discussion

Geospatial Technologies FY 2004 Budget

BGT FY 2004 Budget $50K transferal from DEP for PASDA $1,050,000 from OIT Operating Expenses $1,500,000 from SHSGP for Weather GIS

BGT FY 2004 Budget BGT Operational Costs ($1.05M) –PASDA - $300K/annual (+ DEP $50K for FY 2004) –Address Geocoding Server Solution Data Costs - $150K/annual –Additional GT Enterprise Asset Hardware - $150K –Commonwealth Imagery - $100K (to DCNR) –ESRI Enterprise Program - $50K – data architecture consulting –Enterprise GT Training Program - $57K (ITQ) –Additional GT Enterprise Asset ESRI Software Citrix Desktop GIS clients – $29K Upgrades to Address Geocoding/Routing Servers - $18K

BGT FY 2004 Budget BGT Operational Costs ($1.05M) –Conferences/Travel Costs - $30K –Data Standards - $20K –Laptops and software for additional staff - $20K –Software Maintenance - $15K –GTC Budget - $10K –Operating Costs – cell phones, blackberries, mailings, professional organizations, etc. - $5K –Other/Unassigned - $96K –Discussion

Vote to Adopt 2004 GT Program Move … Second … Discussion … Vote

New Business?

Next Meeting 14 July am – noon 304 Finance Building

Adjourn Move … Second … Vote THANKS! Jim Knudson 210 Finance Building