State Technology Replacement Program (TRP)
EXECUTIVE SUMMARY: The Executive Branch of the State of Wyoming has implemented a Technology Replacement Program (TRP) to bring appropriate standards and industry best practices to the purchasing of desktop and laptop computers. Prior to this program, agencies purchased computers on varying cycles without necessarily considering the potential impact. If they purchase too soon they waste State dollars, too late and they expose citizen data to loss or theft and reduced the efficiency of their staff. This briefing will attempt to address questions raised regarding the recommendations adopted under this program. In accordance with a directive from the Governor in 2011 to redefine the State’s Technology Replacement Program (TRP), changes were made in the processes for purchasing desktop and laptop technology. The resulting changes include the following:
REPLACEMENT CYCLE: The four year replacement cycle was based on research into industry standards and best practices. The timeframe attempts to balance the cost of equipment replacement against the potential risks to citizen data where computers are no longer able to load the latest software patches and security enhancements. The question becomes one of acceptable risk and potential loss of productivity for employees relying on computers to perform their job functions. In considering the replacement cycle, recent examples were identified as listed below showing the replacement timeframes available through a quick Internet search:
Agencies frequently request assistance from ETS in determining when to replace computers. A more detailed assessment of the given use of a computer can support longer retention of some systems where: 1) the use does not include critical data; 2) the system is frequently reloaded with software; or 3) the use is periodic and non-mission critical. COMMERCIAL VERSUS CONSUMER GRADE: When purchasing computer systems for the State, commercial grade computers are recommended. Commercial grade systems typically include preferred features in a heavy-use environment.
References: PURCHASING DETAIL: ETS leverages the buying power of the Western States Contracting Alliance (WSCA) (http://www.wnpsp.com/19.html). Using their current configuration model, which updates every six months, we set a norm for IT purchases. We used the performance model pricing as a target point for budget estimates. Our team then works with vendors to get even better pricing or include additional features beyond the WSCA model. Our current negotiation gets us higher end processors, larger storage and four year warranties while still staying under the WSCA price structure. With this standardization, agencies no longer have to submit quotes to this office when requesting new purchases providing the request follows the WSCA pricing. This approach streamlines the process. If an agency requires technology that exceeds the performance model on WSCA, they submit a quote and justification for the enhancement. REVIEW PROCESS: In reviewing agency budget requests, ETS has added additional requirements never before used in Wyoming. In many cases, the review starts with an upfront engagement with our Business Analysts. These analysts assist the agency in advance of submitting a formal request for approval. By working in conjunction with the customer, our analysts can address many expectations as the request is formed. This approach provides faster approval later in the process and gives the customer a better sense of how ETS functions while delivering a partnered approach in our commitment to the agencies success. This effort has reduced the amount of time spent with negative recommendations later in the process. Requests that exceed $200,000 are required to submit a business case which follows a different path of review than listed below. Once the request has been formalized, it is sent to our review specialists. These specialists check the quantity of machines requested, types and vendors specified and determines if quotes or justifications are required based on the dollar amounts and number requested. The specialists work with agencies to obtain any additional supporting documentation required before making a recommendation. This team looks for requests that are outside previously recommended purchase standards, like an agency wishing to replace all monitors or printers every four years. Once budget requests are reviewed by this team, they are forwarded to the Enterprise Architecture Team. The Office of Enterprise Architecture (OEA) includes experts in Education technology, Health technology, Security and Privacy practices, Geographic Information services, Broadband technology, Enterprise Architecture and IT Governance. These specialists review the budget requests to see if they meet expectations with regard to identified need and level of technology requested. They double-check against prior requests by the agency to see if the numbers requested match the staff count identified for the agency. Upon completion of review by the OEA, the budget requests are forwarded to ETS management for review. ETS administration reviews requested budget items to ensure compliance with statewide requirements. As an example, the team will pull prior business cases to identify projects that have exceeded their original scope or are outside the original budget projections. The administration review often involves calls and/or meetings with the agency director to address concerns or ensure the director is fully briefed on the scope of the request. Attempts are made to resolve negative items prior to giving a recommendation to empower the agency to deliver uncontested requests to the Governor’s Office for review. In previous years, State CIO recommendations were not revealed to the agency until the Governor’s budget meeting, leaving them no opportunity to refine the request. ETS has adopted a more collaborative and proactive approach to present a shared recommendation dedicated to the success of the agency. For the 2014 budget session, ETS required more business cases than ever before. Classes were provided in partnership with our customer agencies in advance of the legislative deadlines. The business case review process includes representatives from agencies and elected official offices. Business cases are then reviewed by the Information Technology Policy Council (ITPC), which also includes citizen participation. Business cases are each individually reviewed by the State CIO prior to recommendations to the Governor. ETS has adopted a governance model implementing best practices from throughout Government and Industry. This governance is necessary when implementing deceptively complex technical solutions on behalf of our citizens. |
CIO Reports > 2014-01-20 JAC Report >
