Information Technology Governance Body (ITGB) IT Initiative Review and Approval Process

1. Information Technology Governance Body (ITGB)IT Initiative Review and Approval Process Reese Edgington, DHHS IT PMO Director

2. Purpose • Provide a step-by-step overview how proposed DHHS IT initiatives are approved by the Department. • Identify parties responsible for the development, review, presentation and approval of IT initiative proposals. • Review key items for consideration when developing and planning IT initiative proposals.

3. Overview of Approval Process for IT Initiatives • Two-Step ITGB Approval Process • Step 1: Business Concept • Initial idea for the IT initiative • Developed by division/office(s) proposing the IT initiative • Must be reviewed by the DHHS PMO and DB&A two weeks before presentation to the ITGB • ITGB provides direction on possible approaches for the IT initiative • Guidance may include existing solutions or IT initiatives underway in other divisions/offices than proposing division(s)/office(s) • Step 2: Business Case • Detailed cost/benefit analysis of all options considered for implementation of the IT initiative • Developed by division/office(s) proposing the IT initiative in consultation with the appropriate IT Director and Project Management resource • Must be reviewed by the DHHS PMO and DB&A two weeks before presentation to the ITGB

4. Step 1: Business Concept • Step 1: Business Concept • Initiative Name • Business Need • Existing Process • Possible IT Implementation Strategies • Proposed IT Implementation Strategy • Expected Outcomes • Stakeholder Impacts • Regulatory Environment • Budget & Funding Mechanism • High-Level Timeframe • Consequence of Non-Approval • ITGB • Identifies other capabilities or initiatives that can be leveraged to meet the business need • Makes recommendation for proceeding

5. Tips for Obtaining Step 1 ITGB Approval • Consider all possible options for implementation instead of choosing one approach from the beginning • NC FAST or other existing applications/systems/IT initiatives • Technology used by other states – conduct surveys through national groups • Weigh Request for Proposal vs. Sole Source • Document requirements required for options analysis • Vendors, NC FAST, and other efforts/system support teams will need to understand these requirements to provide complete estimates • Allow time for vetting process (Federal (APD/U), Department, and State)

6. Step 2: Business Case • Step 2: Business Case • Changes from Step 1 • IT Implementation Strategies/Options • IT Assets Impacted • Refined Timeline • Assumptions & Constraints • Dependencies • Risks • Measures of Success • Cost/Benefit Analysis (embedded spreadsheet) • ITGB • Ensures there is Return on Investment for Proposed IT Initiative and makes recommendations for proceeding

7. Tips for Obtaining Step 2 ITGB Approval • Document requirements before performing options analysis • Vendors, NC FAST, and other efforts/system support teams will need to understand these requirements to provide complete estimates • Benefit definition is key • Quantify wherever possible • Where benefits do not exceed cost of IT initiative, qualitative benefits must be significant (i.e., compliance with legislation) • If IT initiative will span multiple biennia and/or budgetary deficient is significant, demonstrate what will be delivered for the funding currently secured

8. Questions