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S tate T echnology A nnual R eport R egister (STARR) Chief Information Officer (CIO) Training

S tate T echnology A nnual R eport R egister (STARR) Chief Information Officer (CIO) Training. Training Agenda. STARR Overview Training STARR Purpose What is STARR STARR Roles STARR Data Collection Timeline Responding to a Questionnaire (Video) STARR Role Based Training (CIO)

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S tate T echnology A nnual R eport R egister (STARR) Chief Information Officer (CIO) Training

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  1. State Technology Annual Report Register (STARR) Chief Information Officer (CIO) Training

  2. Training Agenda • STARR Overview Training • STARR Purpose • What is STARR • STARR Roles • STARR Data Collection Timeline • Responding to a Questionnaire (Video) • STARR Role Based Training (CIO) • Application Inventory Questionnaire • IT Spend Questionnaire • Secure, Reliable, Sustainable (SRS)Maturity Questionnaire • STARR Dashboards • Helpful Tips • When to Contact Agency Super User • Questions

  3. STARR Overview Training

  4. STARR Purpose O.C.G.A. 50-25-4(8), (13) & 50-25-7.10, the State CIO is responsible for collecting and publishing an information technology report that covers the state’s current and planned use of technology for the purpose of making recommendations on the needs and opportunities for the enterprise. Governor’s Executive Order on March 2008 requires agencies to report on the status of their agency information security program.

  5. What is STARR • STARR serves as a data repository for State IT, Security and supports the annual report • Replaces the existing tool • Information Technology Governance Report (ITGR) with a tool where the majority of data will be entered via questionnaires (similar to Survey Monkey) • Uses web based questionnaires to enter and validate data • STARR questionnaires are targeted to specific roles • Standard Questions encompassing role-specific questions (I.e.. BCP, IT Security, BO) • Entity Data Questionnaire targeting (I.e.. Agency Super User, Systems Security, CIO, CFO)

  6. What is STARR • The majority of the questionnaires will be pre-populated with pre-existing ITGR data • Focused on IT projects that are budgeted over $100K • Provides enhanced Reporting and Dashboard capability

  7. STARR Roles

  8. STARR Roles (1 of 3) • Business Owner (BO) • answers questionnaire on Secure, Reliable, and Sustainable Maturity (SRS Maturity) • Agency Super User • agency point of contact for STARR • responsible for the agency profile questionnaire • has the ability to produce reports • Business Continuity Planner (BCP) • answers questionnaire regarding business continuity planning

  9. STARR Roles (2 of 3) • Chief Information Officer (CIO ) • answers questionnaire regarding business application inventory • answers questionnaire about agency IT Spend • answers questionnaire on Secure, Reliable, and Sustainable Maturity (SRS Maturity) • Senior Agency Information Security Officer (SAISO) • answers questionnaires regarding agency IT systems and security

  10. STARR Roles (3 of 3) • Chief Financial Officer (CFO) • answers questionnaire on the agency IT Spend • Agency Head / Commissioner • will receive a questionnaire to validate agency IT information

  11. STARR Data Collection Timeline In some instances, a single individual may be responsible for responding to multiple agency questionnaires. In those cases we ask that you pay particular attention to the following scheduled questionnaire distribution dates in order to coordinate your specific response activities

  12. STARR Training & Questionnaire Distribution Schedule

  13. Responding to STARR Questionnaires

  14. Responding to STARR Questionnaires Video Please note: The STARR Tool is a SaaS (Software as a Service) Solution. The video you are about to review was produced by our vendor CAI representing their tool “AMI”. Therefore during the video you may hear the term AMI being used throughout.

  15. Responding to STARR Questionnaire (Video)

  16. Sample CIO Email Notice(Application Inventory Questionnaire)

  17. STARR Application Inventory • 2012 ITGR Data was converted • We are only tracking applications that you use to run your business • If you have a significant number of applications (> 25), GTA will assist you with downloading and uploading your inventory via Excel. • Some of the free-form text fields were normalized and are now drop-down selections • We removed application infrastructure cost questions • Update FY to 2013 and you must enter mandatory fields (*) • Please review all data to ensure accuracy (the current mapping is based on GTA knowledge)

  18. Sample Application Inventory CIO Email Notice 1. State Technology Annual Report Registry (STARR) 2. Questionnaire Type 3. Your Agency Name 4. Questionnaire Type: Application Inventory – CIO” 5. Expiration date for submission of questionnaire Click on Link to launch your specific questionnaire

  19. Sample Application Inventory - CIO The questionnaire opens in the Profile view A help text document is stored under the “Attachments” Tab Basic fields are shown on this screen Clicking on the “Applications” tab displays all applications that have been loaded into the system

  20. Sample Application Inventory - CIO The filter boxes provides you with the ability to filter your application summary list

  21. Sample Application Inventory - CIO Click on the fiscal year for the selected application in order to update the appropriate application data record If you need to leave and return to the questionnaire later, click on the “Close and finish later” link Add newapplication by clickingon “add applications” link The “Applications” tab displays all applications currently loaded in the STARR system for your agency Select drop-down to view more summary records

  22. Sample Application Inventory - CIO Application information isdisplayed – Click on “Edit” button to update informationincluding the fiscal year • New Fields: • app type • app function • where app resides Application ID must be unique within theagency and can be anycombination of letters and numbers

  23. Sample Application Inventory - CIO Once complete with updates, click on “Save” button Click on the “Back to all” linkto review the rest of the listed applications Click on “Cancel” link to exit the applicationwithout saving updates

  24. Sample Application Inventory - CIO Once all applications areupdated, click on the“I'm Finished!” button to complete the questionnaire

  25. Sample Application Inventory - CIO Your assessment for the State Technology Annual Report Registry (STARR) has been submitted. You may now close this browser window.

  26. IT Agency Spend – CIO Questionnaire Your assessment for the State Technology Annual Report Registry (STARR) has been submitted. You may now close this browser window.

  27. IT Agency Spend Data • IT Spend no longer tied to PeopleSoft Classes (e.g. 304-Computer Charges) • FY12 ITGR spend data was not converted • IT Spend data reflects all Funding sources (Fed, State, Other) • FY13 Costs collected by*: • Infrastructure • Network • Applications • Projects * All cost categories include an “Other”, if detail is unknown • FY13 Infrastructure & Network costs for GETS agencies are prepopulated in STARR

  28. IT Agency Spend Data • IT FTEs and Contractor counts are prepopulated • CIO questionnaire completion immediately triggers a validation questionnaire to the Agency CFO once the “I certify” button is pushed Please Note: The CIO must complete the IT Spend questionnaire and click on the “I’m Finished” button before the process is complete

  29. Sample IT Agency Spend – CIO Email Notice 1. State Technology Annual Report Registry (STARR) 2. Questionnaire Type 3. Your Agency Name 4. Questionnaire Type: “IT Agency Spend – CIO” 5. Expiration date of questionnaire Click on Link to launch your specific questionnaire

  30. Sample IT Agency Spend - CIO To edit an existing project click the FY Clicking on the “Projects” tab will display existing projects or new projects can be added by clicking on “add projects” button

  31. Sample IT Agency Spend - CIO You can edit the “Project Fields” information and “Save” To mark a project complete, change the “Expected end date (mm/yy)” field

  32. Sample IT Agency Spend - CIO Help Text is stored within the “Attachments” tab Click “Edit” to updateinformation

  33. Sample IT Agency Spend - CIO Validate/Update all Agency IT Spend information fields as appropriate (Please enter whole $dollars) Important!: Once the “I Certify” selected and changed to “Yes”, this response triggers a seperarte Agency IT Spend questionnaire to be sent to the Agency CFO for the purpose of validating your responses. Therefore, please do not answer the “I Certify” question until all Projects and IT Spend data are correct Click “Save” whencomplete or “Cancel”to exit without saving updates

  34. Sample IT Agency Spend – CIO Certification Please Note: After updating the "I certify” question, click on the “I’m Finished!” button to complete the questionnaire. Once you validate/update all data fields, select the “I Certify” question

  35. Sample IT Agency Spend - CIO Your assessment for the State Technology Annual Report Registry (STARR) has been submitted. You may now close this browser window.

  36. Secure, Reliable, Sustainable (SRS) Agency Maturity Questionnaire - CIO Secure Reliable Sustainable Your assessment for the State Technology Annual Report Registry (STARR) has been submitted. You may now close this browser window. This is a new Questionnaire to be answered by the Agency CIO and Business Owner

  37. Sample SRS CIO Email Notice 1. State Technology Annual Report Registry (STARR) 2. Questionnaire Type 3. Your Agency Name 4. Questionnaire Type: “SRS – CIO” 5. Expiration date for submission of questionnaire Click on Link to launch your specific questionnaire

  38. Sample SRS CIO Questionnaire At any time during your session you may click on “Save progress and exit” to save your work and return later to complete the questionnaire by clicking on the link in the email notice This is the landing page for the SRS CIO Questionnaire

  39. Sample SRS CIO Questionnaire “Click”, “Save progress and exit” to save work and return later to complete questionnaire Your progress has been saved. You may now close this browser window

  40. Sample SRS CIO Questionnaire When you return to the questionnaire you will receive the following message: “You are resuming an assessment that you have not yet submitted. It was started on 05/24/2013”

  41. Sample SRS CIO Questionnaire Clicking “Discard answers and exit”, Exits the questionnaire without saving your answers

  42. Sample SRS CIO Questionnaire Select “Begin Assessment” To launch the SRS CIO questionnaire

  43. Sample SRS CIO Questionnaire Assessment Progress Bar: the progress bar will be highlighted to show your progress Fiscal Year will be prepopulated for the reporting Fiscal Year

  44. Sample SRS CIO Questionnaire • There are eight multiple choice type SRS questions which focus on the following topics for your agency: • Secure • Reliable • Sustainable

  45. Sample SRS CIO Questionnaire Return to beginning of the assessment to review your answers Submit your completed assessment

  46. Sample SRS CIO Questionnaire Your assessment for the State Technology Annual Report Registry (STARR) has been submitted. You may now close this browser window.

  47. STARR Dashboards The agency data reflected on the dashboard views are driven by the questionnaire responses. Dashboard Types: • Dials • Graphs • Charts

  48. IT Security Dashboard IT Security Dashboard report Agency: • Security Awareness Training: • Security Awareness Training for agency staff (Staff and Contractors) • Record keeping for Security Awareness Training • Security Governance: • Confirmation of a formal documented security program as required by Enterprise Information Security Infrastructure Standard (SS-08-005.01) • Agency's information security governance process

  49. Sample IT Security Dashboard

  50. Sample Business Continuity Dashboard Business Continuity Dashboard reflects the Agency’s: Q1: established guidelines on how emergency situations should be handled by the agency and it’s personnel Q3: documented processes that continue it’s core mission capabilities Q5: identification of key personnel essential to support critical business processes

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