Positioning Washington for the Future Technology Services Board J u n e 1 0 , 2 0 1 5
Technology Services Board • Welcome / Opening Remarks – Michael Cockrill • Senator Mark Miloscia – New Member • Enterprise Content Management Agenda • Policy & Standard Reviews • Agency Alignment • Updates • Major Project Update • Chief Privacy Officer • IT Budget Prioritization Criteria • Public Comment
Technology Services Board • Welcome / Opening Remarks – Michael Cockrill • Senator Mark Miloscia – New Member • Enterprise Content Management Agenda • Policy & Standard Reviews • Agency Alignment • Updates • Major Project Update • Chief Privacy Officer • IT Budget Prioritization Criteria • Public Comment
T he E nte rprise Co nte nt Ma na g e me nt (E CM) I nitia tive Ba c k to the F uture
E CM I nitia tive Ho w do e s this e na b le o ur missio n/ g o a ls? Ho w do e s this I mpa c t: Co st Re puta tio n Risk
Re c e nt Co st o f Go v’ t Ob lig a tio ns Age nc y or Or ganization PDRs F T E ’s Payouts Pe r Yr Bo a rd o f Ac c o unta nc y (2009) * 10 e mplo ye e s a t time 49 Up to 10 $500,000 City o f Ba inb rid g e Isla nd (2014) * Re sig na tio n o f c ity $487,000 c o unc il me mb e r City o f Sho re line (2013) $538,555 City o f Spo ka ne (2014) * fo r ONE $26,325 misplac e d re c o rd De pt o f E c o lo g y (E CY) 4,500 9 $443,246 De pt o f F ina nc ia l Institutio ns (DF I) 595 4 $0 De pt o f F ish a nd Wild life (DF W) (2013-2014) 715 1 $693,000 De pt. o f L a b o r a nd Ind ustrie s (L NI) * unde r a ppe a l 5,853 8 $502,827 De pt o f So c ia l He a lth Se rvic e s (DSHS) (2009) 22,000 56 $525,001 L iq uo r Co ntro l Bo a rd (L CB) (2015) PDR b y Arthur We st $192,000 Po rt o f Olympia (2014) PDR b y Arthur We st $187,300 Sno ho mish Co unty (2014) $575,000 Unive rsity o f Wa shing to n (UW) * Appe a le d a nd Re ve rse d, $826,248 $102,958 in le g a l fe e s Curre nt sa mpling thro ug h a g e nc y po lling a nd pub lic re c o rd s
T he Ob lig a tio ns o f Go v’ t Busine ss pro c e sse s a re simila r to priva te se c to r Doc ume nt handling r e quir e me nts ofte n diffe r Ag e nc ie s o fte n re fe r b a c k to pa st do c ume nts to c o nduc t b usine ss (Oso mud slide ) Must pro vide do c ume nts to the pub lic o n re q ue st ( DSHS 22,000 pub lic disc lo sure re q ue sts pe r ye a r) L o ng re c o rds re te ntio n
T he Pro b le m to So lve No c o nsiste nt filing sc he me E mplo ye e s c a n’ t find do c ume nts - wa ste d time a nd frustra tio n Mo b ile : Ca n’ t g e t da ta to re mo te use rs – Mo re duplic a tio n
T he Pro b le m to So lve Duplic a te re c o rds pro life ra te Multiple sto ra g e lo c a tio ns E xpire d re c o rds a re n’ t dispo sitio ne d Gro wing Bo w Wa ve o f Re dunda nt, Ob so le te , T ra nsie nt da ta (ROT ) Pub lic disc lo sure Pro b le ms E nsue
E CM I nitia tive
A Be tte r Wa y to Ma na g e o ur Unstruc ture d I nfo rma tio n Use rs Administra to rs Mg mt. Single Instanc e of E a sy to E a sy to Doc ume nt Sto re F ind Stor e Up F r ont (Cre a te , T a g it & Ba g it) Se c ure / Bre a kthro ug h Re c o rds De fe nsib le I T E CM Ac c e ss Anytime , Re lia b le Princ iple s Ma na g e rs Dispo sitio n Anywhe r e (Autho rize d Use rs) E a sy to De str oy Doc ume nts E a sy to on T ime Co lla b o ra te Disc lo se Pro c e ss I mpro ve me nt L e g a l Se c urity Pub lic Disc lo sure
Wha t’ s in it fo r me ? Challe nge Past Cur r e nt F utur e Pa st Po we rful Se a rc h T o o ls - E a sy to find d o c ume nts Y Curre nt F ind misfile d d o c ume nts ~ Y Ac c e ss d o c ume nts fro m o utsid e the o ffic e ~ Y Ve rsio n d o c ume nts ~ Y Do c ume nt se c urity ~ Y Do c ume nt a uthe ntic ity Y De stro y d o c s o n time Y Y Apply le g a l ho ld s Y ~ Y Re d a c tio n to o ls ~ Y F uture Co nsiste nt filing sc he me Y Y Pa rt o f the b usine ss pro c e ss Y Y Sing le insta nc e o f d o c ume nt ~ Y
E CM I nitia tive Ste e ring Co mmitte e L e a de rship T e a m Da ve K irk, Ro Ma rc us, L e slie K o zia ra Pro o f o f Princ iple s & E CM Co nsulta nt Co mmunic a tio ns Co nc e pts Go ve rna nc e Se le c tio n Se le c tio n Mike L e slie K o zia ra Phil Bra dy Sc o tt Smith Da ve K irk Birming ha m Ro Ma rc us Se a n K rie r L e slie K o zia ra We ndy Wa lke r
E CM I nitia tive Ste e ring Co mmitte e Me mb e rs Mic ha e l Co c krill, Sta te CI O Nic k Bro wn, Ge ne ra l Co unse l to the Go ve rno r Na nc y K rie r, Pub lic Re c o rd Omb udsma n, AT G Jo e Sho rin, E -Disc o ve ry a nd E -Disc lo sure , AT G Ro Ma rc us, L e g a l Co unse l, OF M Chuc k Pfe il, De puty Sta te Audito r, SAO K im Wyma n, Se c re ta ry o f Sta te Ste ve E xc e ll, Sta te Arc hivist, SOS L uc y I sa ki, Sta te Risk Ma na g e r, DE S Jo e Sto hr, De puty Dire c to r, DF W Je ssic a T udo ro vic h, De puty Dire c to r, DOH L ynne Mc Guire , De puty Dire c to r, DE S Christy Rido ut, De puty Dire c to r, CT S 17
Curre nt Sta tus – E CM Pro c ure me nt Cro ss Ag e nc y, Multi-Disc iplina ry Pro c ure me nt Multiple Awa rd, Ma ste r Ag re e me nts CT S DOL SOS AT G OCIO DOH RF P DF W F ive F ina list Ve ndo rs E CY DSHS L NI DF I DE S L OCAL
E CM Se le c tio n I T Se c urity De sig n Re vie ws Unde rwa y Ne g o tia te Co ntra c ts Ve ndo r F a irs / Ac q uire E CM Syste ms
Que stio ns?
Technology Services Board • Welcome / Opening Remarks – Michael Cockrill • Senator Mark Miloscia – New Member • Enterprise Content Management Agenda • Policy & Standard Reviews • Agency Alignment • Updates • Major Project Update • Chief Privacy Officer • IT Budget Prioritization Criteria • Public Comment
Policy/Standard Action Requests • Request TSB Approval • Policy 101 – Technical Policy and Standards • Policy 103 – Waiver Requests • Policy 113 – Technology Business Management (TBM) • Standard 113.10 – TBM IT Expenditure Data Provision • Standard 113.20 – TBM IT Labor Data Provision • Standard 113.30 – TBM Taxonomy Standard (for towers and cost pools) • Policy 184 – Data Center Investments • Request TSB Approval to Rescind • Standard 171.11 – Internet Markup Language
Policy 101 – Tech Policies & Standards • Describes roles and responsibilities in developing policy/standards and which agencies are required to follow them POLICY DEVELOPMENT GOVERNANCE Technology Services Board Validate alignment Approve/reject • Address a real problem or need • Protect State and agencies • Promote strategic goals • Provide consistent expectation Recommend Adopt pending Board approval Separately elected Portfolio Subcommittee Executive Agencies Education Review strategic alignment & business case
Policy 103 – Waivers • Provides for a method to request exception from policy or standards on a permanent or time limited basis Security Financial Architecture Operations Legal Potential Loss Balancing Risk
Policy 184 – Data Center • Prohibits additional investments in agency data centers other than the state data center
TBM Policy & Standards • Sets expectation for use of designated TBM tool to support the TBM program • Document data structures, sources and frequency of data updates
Std 171.11 – Internet Markup Language • Standard is 10 or more years old and clearly out of date • No linkages to bigger picture or overall web architecture (example below)
Technology Services Board • Welcome / Opening Remarks – Michael Cockrill • Senator Mark Miloscia – New Member • Enterprise Content Management Agenda • Policy & Standard Reviews • Agency Alignment • Updates • Major Project Update • Chief Privacy Officer • IT Budget Prioritization Criteria • Public Comment
Technology Services Board • Welcome / Opening Remarks – Michael Cockrill • Senator Mark Miloscia – New Member • Enterprise Content Management Agenda • Policy & Standard Reviews • Agency Alignment • Updates • Major Project Update • Chief Privacy Officer • IT Budget Prioritization Criteria • Public Comment
TSB Alex Alben June 10, 2015
Alex Alben Technology start-ups 1993-2012 First CPO for RealNetworks Economic development work for City of Seattle and University of Washington 2012-14 Stanford Law School Lecturer at Stanford, Berkeley and UW School of Law
Scope of CPO Position Consultant to State Agencies and programs on privacy issues and best practices Consumer advocate and public education on privacy rights Develop public policy regarding data protection and framework for new products and services Examine new technologies that implicate collection of personally identifiable information: Drones Body Cameras
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