ENTERPRISE APPLICATIONS UPDATE AITR April 24, 2008

1. ENTERPRISE APPLICATIONS UPDATEAITRApril 24, 2008 Peggy Feldmann Director

2. Agenda Operational Background Projects Update Fiscal Update Financial Management Project

3. Focus is VEAP “TO BE” GOVERNANCE • Discuss the operations side (VEAP) • Enterprise Applications • Shared Services • Centers of Excellence • Aspects of VEAP cannot be accomplished without implementing tasks on the Demand Governance side • Inventory of the M&O systems • Data standards • Transition Plans • Enterprise Apps • Shared Services • Centers of Excel. • Data Policy & Stds • Business Governance, • Policy and Stds • Business Direction • to ITSP • Business, Information, • Solutions Architecture • Business Application • Portfolio • IT Budget Detail

4. The Program has changed over time • Original IT Transformation Strategy • IT Transformation would address infrastructure and applications • ITIB supervised VITA’s focus on infrastructure and executive branch led effort for enterprise applications • Initial Approach for Applications • Take all the Maintenance & Operations for back office applications (including the personnel savings) • Partner provides capital investment for developing new applications and captured (mostly personnel) savings over time • Approach was dismissed by the Executive Branch in 2005 • EA Steering Committee Report September 23rd, 2005

5. Program positions for long-term success • VEAP “1.0” from contract award until Dec 2007 • Enterprise Applications implementation approach • VEAP to identify and plan for enterprise applications • Vendor to provide planning assistance and fulfill system integration role • Vendor to develop benefits stream from collections and recovery enhancements • Benefits to be used to fund portfolio until GA funding provided • Implementation plan • EA Steering Committee report Sept 23, 2005 calls for combination of GF and benefits funded approach • 07-08 Budget limited GF support for planning purposes • 09-10 Budget does not include support for application development GF support • VEAP “2.0” Jan 2008 to present • Applications strategy focused on existing spend and demand governance • Administration focused on outcomes that surface enterprise opportunities • VEAP partners with “Lead” agencies on initiatives which lead to enterprise capabilities • E-signature (Shared Service – Department of Mines, Minerals and Energy and VDOT) • Licensing (Center of Excellence – Department of Health Professions) • Financials (Application – Department of Transportation)

6. Program centers on outcomes as the source of demand • How do we surface enterprise opportunities? • Target redundant applications • Target agency non-mission applications • Target areas with M&O savings potential *Note: Derived from data collected during “Due Diligence” effort of 2003

7. Scope will focus on non-mission applications “As-Is” “To-Be” FM HR Enterprise Applications Security LMS CRM Enterprise Applications Dev Support Va.gov Shared Services eSignature Shared Services ….. Licensing (Dept of Health Professions) Business Intelligence Agency Applications (Mission & Non-Mission) ePayment ECM (Library) Portals Agency Mission Applications

8. Project Update (Program Maturation) Mar ‘07 Sep ‘07 Mar ‘08 Financial Mgmt ERP Performance Budgeting Business Intelligence Financial Mgmt Performance Budgeting Business Intelligence Document Management Human Resources Project Support - Business One-Stop - eCommerce - eNotary - Veteran services Shared Services - eSignature - Licensing Chief Applications Officer Financial Mgmt ERP

9. Financial Management is moving forward • Refresher • Required Project resources not within the budget • RFP was placed on hold pending resource identification • Last 12 months of activity • VEAP and lead agency (VDOT) are teaming to provide an enterprise financial capability for the Commonwealth (replace CARS) • Financial Future State documents completed (“as is” and “to be”) • New Commonwealth Chart of Accounts near completion • Business Process Improvements candidate papers near completion • Financial Data Standards to be developed (09-10 Authorization Bill) • Developed an enterprise RFP with VITA SCM • All of these processes and standards will be used in the VDOT / VEAP financial management project • VEAP and DOA engaged from an enterprise perspective • Presentation by VEAP/VDOT scheduled for May AITR meeting

10. Performance Budgeting • Purpose of the Initiative • Functionality to enhance the CoVA’s ability to use strategic planning as the foundation for resource allocation decisions  • Integrating strategic planning, budget development, and performance management • Platform to discuss alternatives, risk factors, and future direction of proposed Commonwealth services and initiatives • Maximize program performance • Update (since last month’s AITR meeting) • RFP responses • received and under detailed review • product demos scheduled for 5-16 May • Contract Award anticipated in late July • Project planning and execution scheduled for Sept ’08 – Dec ’09 • Contacts: • Project Manager: Jo Jo Martin, VEAP (804) 786-6239 • Jojo.martin@veap.virginia.gov • Functional Team Lead: Mitch Rosenfeld, DPB                 (804) 786-1687   • Mitch.rosenfeld@dbp.virginia.gov

11. Business Intelligence a Center of Excellence Initiative • Purpose of the Initiative • To procure a BI toolset suitable for use across executive branch agencies • To establish a BI Competency Center (a center of excellence) that encourages and enables the toolset’s adoption / use • Update (since last month’s AITR meeting) • RFP responses • received and under detailed review • product demos beginning this week • Contract Award anticipated in June • Upcoming BI Summit with agency representatives (June) • agency participation is being sought • Contact: Leonard Nottingham, VEAP BI Lead • leonard.nottingham@veap.virginia.gov • 804.380.8441

12. Coordinating with Agencies • Document Management • SOW for Shared Service governance • eSignature • Developing enterprise RFP to procure digital signature solutions • DMME, VDOT, Game and Inland Fisheries, VITA participation • eNotary • Coordinating efforts to assist Sec. of Commonwealth to meet legislative compliance • Licensing • Dept. Health Professions • Center of Excellence • Case management • Discovery phase for enterprise opportunities and solutions • Application Architecture • Streamlining citizen provided data intake processes • Business One-Stop • On schedule to go-live by end of April 2008 • Initiating next-steps, to include broader agency participation

13. SaaS • Software as a Service (SaaS) technologies • SaaS is similar to benefits funded approach (PPEA) • Upfront capital by vendor • Partnership between vendor and Commonwealth • SaaS does not equal “outsource” • Agencies retain authority over people and work • Software, hardware and maintenance are a vendor responsibility • Benefits include low costs of entry, quicker deployments, automatic upgrades, and reduced investment risk • Option becomes more viable when resource constrained

14. DISCUSSION