E-government Transition Framework Enterprise Strategy and Policy Division



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2Background and Purpose


This Transition Framework will guide the eventual service provider in their implementation of the new service portfolio and infrastructure for the DAS E-Government Program. This framework will be included as a reference in the anticipated solicitation, so that vendors bidding on the solicitation will have an awareness of the transition expectations. It will also be used as a communication tool for the stakeholder community that will be affected by changes in the infrastructure. As a living document, it is anticipated that this planning framework will change over time, particularly as new information becomes available and/or service portfolio and infrastructure details are adjusted during the award process.

The DAS E-Government Program has specific responsibility in coordinating the branding, common look and feel and providing enterprise tool sets (Executive Order No. 01-25). The current DAS E-Government Program includes the following E-Government Program functions:



  • Production and development environment for portal and content management and search services including hosting and maintenance of servers and software, implementation consulting and helpdesk support;

  • Production and development/testing environments for E-commerce services including servers, software, implementation consulting, helpdesk support, SFMA interface and PCI Certification of application and hosting environment;

  • Application development services supporting a variety of enterprise and agency program requests using e-forms and other application development tools; and

  • Identification and promotion of emerging web services including collaboration tools.

These services including development, maintenance and help desk support are provided by a single prime contractor and overseen and managed by EISPD E-Government staff. The current environment is described in detail in Section 3 of this document.

A large percentage of the State of Oregon’s overall online presence and service offerings is funded and delivered through individual agencies as a component of their mission. Specific agency online services that are maintained and/or hosted by a given agency outside of the current DAS E-Government Program infrastructure are, in general, not included in the scope of this Transition Framework.

The anticipated procurement to select a service provider for the E-Government Program is expected to be released in early 2010, with an award anticipated in the middle of 2010. Upon award, the service provider will be expected to use this framework along with other documentation and resources to develop a detailed plan for the transition to and implementation of the new environment.

2.1 Anticipated Update Process


The EISPD E-Government Program Manager has solicited input from a variety of stakeholder groups to identify the scope of services expected to be delivered in the future environment (described in Section 4 of this document). While the preferred business objectives and technical requirements will be detailed in the solicitation materials, it is understood that a final detailed description of the future environment cannot be fully articulated until the service provider is selected. Therefore, this document will serve as a framework for a detailed implementation plan that will be developed by the future contract awardee.

It can be expected that the contract awardee’s detailed implementation plan will be updated periodically throughout the transition implementation project. It will be the responsibility of the service provider to work with the EISPD E-Government Program staff and their stakeholder implementation team to seek input, draft and obtain approvals for the anticipated changes in that plan. It is also expected that approved updates to the plan will be published and made available to the stakeholder community.

In addition, it is likely that this Transition Framework will require periodic updates by the E-Government Transition Project Core Team as new or updated information becomes available.

2.2Impacted Stakeholders


A broad set of stakeholders and constituent groups are affected by the state’s online services, including citizens, businesses, other government entities and state employees. Continued operations for existing services is required for a smooth transition for this stakeholder community.

There is an immediate set of stakeholders, primarily agencies within state government, that will require specific involvement in the transition process. To give these agencies a voice in the transition process a group of Agency Directors was previously formed as the E-Government Advisory Board to advise the Program. This group is expected to provide recommendations to the DAS Director regarding management of the E-Government Transition project. Other stakeholder groups, including the Transition Advisory Team, and the E-governance Board (Public Information Officers from the agencies), are also expected to provide feedback and guidance on specific areas of the transition implementation.

Of particular concern to the agencies will be the time and effort required by their staff to identify and implement changes in agency content, systems and processes needed to transition from the current environment. Any required migration of data and content from infrastructure components and/or any interface changes between infrastructure components will need to be implemented in a manner that considers impact on agency resources. It is anticipated that a specific stakeholder team with representative agency business and technical staff will be consulted to ensure that this concern is contained in a reasonable manner.

The chart below identifies the key stakeholder groups that are likely to be impacted by this transition:



Stakeholder Group

How Impacted

Issues/Sensitivities

DAS EISPD E-Government Program Management

Responsible for coordinating the branding, common look and feel and providing enterprise tool sets for E-Government Program

Improve the E-Government Program and its ability to meet agencies and constituents needs.

Get good value for E-Government money spent.



Provide project management and contract management direction during the transition.

State Agencies using Interwoven Content Management Services

Potential transfer of content to another platform

Need to minimize resource cost and impact to agency migrations, train authors/publishers, modify interfaces.

State Agencies using Secure Pay E-commerce Services

Need to modify existing interfaces with business applications and accounting systems

Need to minimize resource cost and impact to agency to validate migrations, train agency staff, and modify interfaces.

State Agencies using Portal and Application Development Services

Need to ensure continued functionality of online services or provide reasonable migration path

Potential need to modify operation and support protocols, retrain staff.

State Agencies using Oregon GovSpace Collaboration Services

Need to ensure continued functionality of online services without interruption

Potential need to retrain existing users for a new collaboration tool.

State Agencies using State Data Center

Potential transfer of hosting services to SDC

Need to ensure expected service levels are met; disaster recovery and business continuity requirements are met.

DMV

States that have self-funded models depend heavily on fees to access drivers license record (DLR) data.

Any access to DLR must meet Highway Fund and statutory requirements. Availability of DLR access fee revenue to Oregon has not yet been determined.

Other State Agencies with business functions that might contribute new revenue to Program

New business model for handling certain data and new revenue

Business, customer and cultural changes need to be managed effectively.

Citizen End Users

Need services to continue without interruption

Transition cannot introduce interruptions in service or introduce usability issues that interfere with support of agency activities

Businesses

Need services to continue without interruption

Transition cannot introduce interruptions in service or introduce usability issues that interfere with support of agency activities

Current E-Government program vendor (HP)

Possible Handoff Expectations

Needs to ensure documentation and licensing is up to date and ensure smooth operational handoff to future contract.

E-Government Advisory Board

Provide Executive Leadership during transition

Ensure objectives and success measures of business case are met.

Transition Advisory Team

Provide business and technical advice during the transition

Significant time may be needed by Team members to ensure smooth transition.

State Procurement Office

Provide contracting oversight to close existing contract and finalize new contract

Complex external relationships with existing and potentially new vendors.

Department of Justice

Provide legal sufficiency advice during contract close out and new contract negotiations

Complex external relationships with existing and potentially new vendors.

HB2146 Board

Board will be formed and will determine which applications collect fees and determine priority of applications to be built. They will also monitor program performance measures.





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