E-government Transition Framework Enterprise Strategy and Policy Division

2Background and Purpose

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:

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  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;
  
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  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;
  
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  Application development services supporting a variety of enterprise and agency program requests using e-forms and other application development tools; and
  
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  Identification and promotion of emerging web services including collaboration tools.
  

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

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

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.