tsb portfolio & policy subcommittee subcommittee final 2015-05-13.pdfhumans. u b i. e-gov....
TRANSCRIPT
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Positioning Washington for the Future
M a y 1 3 , 2 0 1 5
TSB Port fo l io & Pol icy Subcommit tee
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TSB Subcommittee
• Welcome and opening remarks
• Policy & Standard Reviews• Tools to Improve Project Success
• Role of Quality Assurance
• Major IT Project Presentation• Department of Revenue – Tax and
Licensing Systems Replacement
• Public Comment
Agenda
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TSB Subcommittee
Agenda
• Welcome and opening remarks
• Policy & Standard Reviews• Tools to Improve Project Success
• Role of Quality Assurance
• Major IT Project Presentation• Department of Revenue – Tax and
Licensing Systems Replacement
• Public Comment
![Page 4: TSB Portfolio & Policy Subcommittee Subcommittee Final 2015-05-13.pdfHumans. U B I. E-Gov. Humans. U B I. E-Gov. Eligibility. Unified View . Between Biz & Gov. Personal Gov. ... July](https://reader036.vdocuments.us/reader036/viewer/2022071301/60a0c939063dca04ad1ffc03/html5/thumbnails/4.jpg)
Subcommittee Action Requests
• Request Subcommittee Recommendation for Approval,
• Request CIO Adoption effective 5/13 pending the TSB action on 6/10• Policy 101 – Technical Policy and Standards• Policy 103 – Waiver Requests• Policy 184 – Data Center Investments• Standard 113C – TBM Taxonomy Standard
• Request Subcommittee Recommendation to Rescind• Standard 171.11 – Internet Markup Language
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Policy 101 – Tech Policies & Standards
Executive Agencies Education Separately elected
• Address a real problem or need• Protect State and agencies• Promote strategic goals • Provide consistent expectation
POLICY DEVELOPMENT GOVERNANCE
Portfolio Subcommittee
Technology Services Board
Adopt pending Board approval
Review strategic alignment & business case
Reco
mmen
d
Validate alignmentApprove/reject
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Policy 103 – Waivers
Balancing Risk
Security Architecture
Legal
FinancialOperations
Potential Loss
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Policy 184 – Data Center
• At last meeting, Subcommittee requested modification to Purpose Statement:
• OLD: Require usage of State Data Centers for on-site/premise infrastructure supporting reduction and consolidation of agency-specific data centers.
• REVISED: Optimize IT operations through reduced cost and improved security/resiliency through reduction/consolidation of agency-specific data centers by requiring usage of State Data Centers for on-site/premise infrastructure that supports delivery of government services.
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Standard 113C – TBM Taxonomy
• Standard Resource Towers/Cost Pools to support aggregation & reporting
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Std 171.11 – Internet Markup Language
• An object lesson:• Standard is 10 or more years old and clearly out of date• No linkages to bigger picture or architecture (example below)
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Policy/Standards & Other Activity
• For July• Commonly Used Software Product Retirement - Proposes statewide approach to common problem
• Open Data – Begins to institutionalize baseline philosophy
• Other work• Major projects – how do we get early warning and effective supports for agencies
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TSB Subcommittee
Agenda
• Welcome and opening remarks
• Policy & Standard Reviews• Tools to Improve Project Success
• Role of Quality Assurance
• Major IT Project Presentation• Department of Revenue – Tax and
Licensing Systems Replacement
• Public Comment
![Page 12: TSB Portfolio & Policy Subcommittee Subcommittee Final 2015-05-13.pdfHumans. U B I. E-Gov. Humans. U B I. E-Gov. Eligibility. Unified View . Between Biz & Gov. Personal Gov. ... July](https://reader036.vdocuments.us/reader036/viewer/2022071301/60a0c939063dca04ad1ffc03/html5/thumbnails/12.jpg)
Citizen-facing Gov Operations
Humans
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E-Gov
Humans
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E-Gov
Eligibi l ity
Unified View Between Biz & Gov
Personal Gov
Modernization
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Citizen-facing Gov OperationsModernization
Humans
U B I
E-Gov
Humans
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E-Gov
DSHS-ERM/ESAR
OCIO-Biz Hub (WABoS)DOL-3 projects
DOR-TLSRTax & Licensing System Replacement
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TSB PresentationDepartment of RevenueTax and Licensing Systems Replacement (TLSR) Project
Transforming Revenue’s Future through collaborative efforts, improved processes, and proven technology solutions.
May 13, 2015
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About Revenue
• Collects more than $19.66 billion in tax payments, which is more than 90% of state General Fund tax revenues.
• Processes 2.2 million tax returns a year from nearly 524,964 businesses filing monthly, quarterly, and annually.
• Processes more than 560,000 business license applications and renewals.
• Revenue is recognized nationally for its leadership, innovation and compliance.
• The Department of Revenue is Washington’s principal tax collection agency.
Revenue collects more than $19.66 billion
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About the Project• Revenue has determined that it is critical to replace its aging tax and business
licensing computer systems.
• Significant improvements are expected:
Safeguard future revenue collections
Allow changes to be made timely and cost effectively
Enable more online services for taxpayers
Provide taxpayers with increased access to their information and improve self service
Better integrate with state and local partners including the Washington Business Hub
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About the Project
VisionTransforming Revenue’s future through collaborative efforts, improved processes, and proven technology solutions.
Scope
The scope of the project is defined by the following:
• To implement a solution that supports the administration of the core tax and business licensing programs.
• Work efforts to prepare people and systems to use the new solution.
TLSR
IDOCS
EPMS
TIRTS
Excise Tax
E-file
TARIS
BRMS
Audit 2000
BLS
CRMS
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Governance
Enterprise Project M
anagement
Stakeholder Engagem
ent
Vision & Objectives
Project Portfolio
Program & Project
Business TechnologyProject
Project Leadership Team
Project Team
Subject Matter Experts
All Stakeholders
Data Governance Committee
Steering Committee
Executive Sponsor
Core Project Leadership Team
Project Director (includes Assistant Project Directors)
Quality Assurance
Technical Steering Committee
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Timeline
July 2015 July 2018July 2016 July 2017
Rollout 1: Business LicensingTo launch June 30, 2016
Rollout 2 – Core TaxTo launch September 30, 2017
Rollout 3 – Other TaxesTo launch June 30, 2018
July 1, 2015: Implementation work to commence
• April 30, 2015: Agency signed contract with FAST Enterprises
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• Install Product
Preparation Definition Base Configuration
Development & Conversion Testing
User Training &Rollout
Production Support
• Conduct Stakeholder Assessment for Rollout
• Conduct Detailed Change Assmt
• Conduct Training Needs Assmt
• Revisit Common Vision and Measures
• Review Communication and Engagement Strategy
• Review Change Network Strategy
• Review Training Strategy
• Review Process Improvement Strategy
• Implement Communication and Engagement Plan
• Review and Detail Change Network Plan and Model
• Review Tactical Change Management Plan
• BRN and BRT Lessons Learned
• Implement Sustainment Activities
• Address Adoption and Knowledge Transfer Gaps
• Implement Impact Readiness Plan
• Conduct End User Training
• Conduct Readiness Assessment
• Implement New Roles
• Publish Transition Guide
• Conduct Change Impact Assessment
• Conduct Process Impact Assessment
• Commence Impact Readiness Plan
• Implement Impact Readiness Plan
• Develop Training Plan Schedule
• Develop Training Materials (Start)
• Conduct Readiness Assessment
• Develop Training Materials (Finish)
• Train Trainers
• Commence Training
• Develop/ Implement Support
• Conduct Go-Live Assessment
• Develop Sustainment Planning
• Guidebook Updates
READINESS & TRAINING ACTIVITIES
Pro
ject
Life
cycl
e
Communication, Engagement, and Business Readiness Network Activities
• Project Team Kick-off
• Team Orientation• Information Sharing
and Discovery • Preliminary Implementation Specification Reviews and Revisions
• Communicate Process and Impacts End User and External Stakeholders
• Lessons Learned
• Setup Help Desk
• End to end testing business and external stakeholders conducted
PREREQ PROJECT ACTIVITIES
Quarterly Publications of Change Intensity Maps and Communication and Engagement Plan
• Desk Side Support Plan and Implementation
• Operations Training
• Assess Knowledge Transfer
• Support and Operations Plan
• Project Management Plan
• Identify process changes and resulting impacts
• Preliminary Implementation Specifications
• Report, letter, and correspondence development
• Training Environment Established • 90 day Stabilization Period
• Testing Scenarios to verify functionality based on Implementation Specifications
• Scenario development
• Business test cycles
• Run Conversion and Cutover to Production
• Transition from Desk Side to Help Desk Support
Impact Readiness Activities
OCM Efforts
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Risks and IssuesRisks
• Data cleansing and conversion complexities• FAST’s reputation of moving extremely rapid will require adjustment for DOR staff• Resistance to business process changes• Staff concern about change in duties and/or job loss• Delay and/or level of funding received for the project• Because FAST has multiple projects concurrently in the state, there is concern that
they may be spread too thin and that may impact the planned schedule
Issues
• Level of agency staff required for the project will impact operations
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FAST EnterprisesAbout FAST:
• Based in Greenwood Village, Colorado• Staff working with Revenue will reside in Olympia for the duration of the project• Work spans local, state, and federal governments across the country• 32 GenTax implementations currently in production• Holds a solid understanding of Revenue and Licensing agencies• Earns their name. Their agile approach to development and decision-making keeps
projects moving forward• Implemented on time and within budget in every implementation
About GenTax – FAST’s Flagship Product:
• Fully integrated tax and business licensing software that has been in production since 1999.
• Browser-based COTS solution that can be highly configured to support business needs
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FAST EnterprisesImplementation Methodology
Preparation Definition Base Configuration
Development
Conversion
Testing Production Support
User Training
Rollout
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Team at work
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TSB Subcommittee
Agenda
• Welcome and opening remarks
• Policy & Standard Reviews• Tools to Improve Project Success
• Role of Quality Assurance
• Major IT Project Presentation• Department of Revenue – Tax and
Licensing Systems Replacement
• Public Comment