OCIO - Draft Enterprise Service Definition For Review lyrics

DRAFT OCIO Document For Review After you create an account, select a word or phrase, then click the Annotate bu*ton to post a comment. To see comments from others, click on a highlighted word or phrase. Please refer to the Word document for formatting, footnotes, RCW citations, and hyperlinks. Please provide comments by Thursday, 3/20. Thank you! ESTABLISHING AN ENTERPRISE SERVICE INTRODUCTION The Office of the Chief Information Officer (OCIO) has the statutory responsibility for “developing evaluation criteria for deciding which common enterprise-wide business processes should become managed as enterprise services” or systems . Lean methods teach us that a key to reducing waste is to adopt standard work processes. If data or business processes are similar across state government agencies, it is important to consider whether standardization could provide efficiencies or enable new capabilities for the enterprise. In Washington, data, business processes, and technologies are required to be standardized across the enterprise only when there is clear justification. This document is written in the context of starting a new service. It can also be applied to existing services, or to the current stage of a service under development. DEFINITIONS Enterprise Service: An enterprise service is a service that all state government agencies with a certain business need or process are required to use, unless they have received a waiver as described in the Waivers and Appeals section below. Types: Enterprise Services can support common administrative business processes such as accounting, payroll, etc., or they can include Information Technology applications or services commonly used by agencies. Minimum conditions for an Enterprise Service: The following conditions must be satisfied to establish an Enterprise Service: • There is a need to collect standard data across agencies, and/or • It is feasible to define and develop a standard business process across state government agencies Business Owner: The agency accountable and/or responsible to make policy or business decisions regarding an Enterprise Service. The business owner convenes a governance body to provide oversight and represent agencies' business needs. Some Enterprise Services also have a service owner. The service owner implements the business owner's decisions and plans, and performs many of the service's implementation and operational activities. State Government Agencies: Every state office, department, division, bureau, board, commission, or other state agency, including offices headed by a statewide elected official. Institutions of higher education are included when an Enterprise Service applies to business or administrative applications or services, but not to academic, research, medical, clinical, or health care applications, including the business and administrative applications for such operations. The legislature and the judiciary are not included but are strongly encouraged to coordinate with the OCIO and participate in enterprise-based strategies and services. HOW IS AN ENTERPRISE SERVICE ESTABLISHED? Justification Approval or Disapproval The State Chief Information Officer (CIO) makes the determination whether a service should be established as an Enterprise Service. Approval establishes an Enterprise Service. The State CIO, at his/her discretion, will normally appoint an ad hoc Advisory Group to evaluate the justification from the business owner for the service to be enterprise and recommend approval or disapproval to the State CIO. The Advisory Group's membership will consist of the State CIO, the Deputy Director of the Office of Financial Management, and representatives of two or more prospective customer agencies of the proposed enterprise service. The Timing for Enterprise Service Justification in the Development Lifecycle The justification for a new Enterprise Service is made early in the development lifecycle, before most of the business and technical an*lysis for the business case is completed and well before final feasibility decisions are made. As a result, important issues or risks may surface in later steps of the development cycle that impact the Enterprise Service's justification, business case, development, or operations. These must be resolved at the proper time for the service to proceed through subsequent go/no go decision gates and retain its Enterprise Service designation. Justification Contents The justification should only contain enough information to clearly justify why a certain business process, data and/or the supporting technology should be declared “standard”, or the same, across agencies. Topics to address could include: • How the Enterprise Service conditions above are satisfied • A clear description of the proposed Enterprise Service, including the underlying business process, data, and/or technology • The business problem to solve or the opportunity to gain • Laws or regulatory requirements that apply across agencies • Other business drivers that apply in the circumstance The type of information needed to make this justification may vary for each service based on the circumstances and the level of justification needed to reach agreement in the approval process. At this early stage, cost is not necessarily a deciding factor in the justification as it will be in subsequent steps of the development cycle. The justification should be based on the facts, best estimates, and a**umptions available at the time. It is developed with input and collaboration from prospective customer agencies. It includes known requests for waivers, which are described in the Waivers and Appeals section below. Initiating an Enterprise Service Enterprise Services can be initiated in several ways: 1. An agency identifies a common business need, takes on the business owner role, builds support, and requests approval of the justification for an Enterprise Service. 2. An agency wants to build or acquire an agency specific system, but OCIO determines it should become an Enterprise Service. A business owner is identified, then pursues justification approval. 3. A group of agencies identify a common business need, select a business owner or jointly a**ume that role, and pursue justification approval. HOW ARE DECISIONS MADE IN ENTERPRISE SERVICE DEVELOPMENT AND OPERATIONS? Enterprise service governance is modeled after traditional IT governance structures, but the scope of Enterprise Service governance is broader. Governance bodies will be established to make recommendations on all phases and aspects of each Enterprise Service, consider requests, and with the business owner, drive the work to achieve expected business outcomes. Members are recruited by the business owner to provide broad representation across the customer base. These agency business representatives provide an increased level of user participation with the business owner in decision making. This ensures due diligence is exercised in decisions on the development and operation of the service, and that business needs are met. Members promote increased coordination and collaboration across agencies to achieve expected results. If necessary, final decisions on the Enterprise Service's business case, development, and operations will be made by the business owner after balancing available factors and input. Appeals to these decisions may be made according to the Waivers and Appeals section below. TIMELINES FOR AGENCY ADOPTION The adoption timeline for each agency to use an Enterprise Service is developed by the business owner and the governance body. If supplementary systems are needed and an agency is approved by the business owner to operate one, the agency will pay for the system and support the Enterprise Service's standards for system interfaces and data quality. Appeals to these decisions may be made according to the Waivers and Appeals section below. WAIVERS AND APPEALS Processes for waivers and appeals are necessary since Enterprise Service establishment, development, and operations have broad impacts on agency participation, business processes, and data. Waivers on Agency Participation in Enterprise Services Once an Enterprise Service is established, all state agencies with that business need or process are required to use that service unless they have a waiver from the State CIO. The OCIO will document the process for granting a waiver. The State CIO's decision regarding the waiver may be appealed to the Technology Services Board (TSB). Process to Appeal Decisions on Enterprise Service Development and Operations Agencies that will use an Enterprise Service are encouraged to participate in decision making through the service's governance body. Each Enterprise Service must include an appeal process in the service's governance. This process is used to appeal decisions of the business owner or the governance body regarding the Enterprise Service's business case, development, or operations. RELATED LAWS AND OTHER RESOURCES According to Chapter 43.41A.065 RCW the OCIO is responsible to develop: • A roadmap of priorities for creating Enterprise Services • Evaluation criteria to establish Enterprise Services • Evaluation criteria to continue, hold or drop related technology investments According to Chapter 43.41A.060 RCW the OCIO may require an agency to procure a product or service through the Consolidated Technology Services Agency (CTS) if it is substantially similar to a current CTS offering. OCIO Policy 121 – Information Technology Investments - Approval and Oversight - Procedures During the conceptual review of a new agency project, the OCIO may determine that the system or service should become an Enterprise Service. Common administrative business processes such as accounting, payroll, etc., or common IT applications or services used by many agencies could be candidates for an enterprise service. OCIO Policy 131 - Managing IT Projects Policy OCIO Policy 141 - Securing IT Assets Policy OCIO Standard 141.10 - Securing IT Assets Standards