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

2. TRAINING AGENDA Overview Developing your agency’s plan
Submission requirements

3. OVERVIEW

4. 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

5. 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 IT Strategic Plan template
Modify the design to make the form easier to use
Updated the SFY 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

6. overview: Getting Started
Pull out copies of your agency’s SFY 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

7. DEVELOPING YOUR AGENCY’S PLAN

8. Cover Page
Template
Example

9. 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)

10. 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

11. Section I: Agency Overview Example

12. 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

13. 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

14. 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

15. 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

16. Section II: Agency IT Organization Overview (cont’d)
IT Environment
Major Applications
Infrastructure
Projects
Challenges
Projects
Certified projects
Currently underway or planned to begin
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:

17. Section III: SFY 2018 Accomplishments
SFY 2018 Strategic IT Accomplishments
Copy goals, strategies and metrics from SFY 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

18. 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

19. 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

20. 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

21. 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

22. SUBMISSION REQUIREMENTS

23. submission requirements: Timeline
MONTH
MILESTONES and DEADLINES
JUNE 2018
June 14: SFY 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 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

24. submission requirements: Addresses & Contacts
Submit final SFY Agency IT Strategic Plan to:
DoIT/OCIO:
DFA:
LFC:
SFY 2020 Full Business Case and C2 Form
Submit draft business cases and C2 forms to DoIT:
Submit final business cases and C2 forms to:
Questions? Contact:
Susan Pentecost
Managing Director, Office of the CIO
DoIT
Tim Elsbrock
IT Investment Management Lead Office of the CIO

25. THANK YOU
Go FORTH AND PLAN!