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HomePolicies185-EstablishinganEnterpriseService

INTRODUCTION

TheOfficeoftheChiefInformationOfficer(OCIO)hasthestatutoryresponsibilityfor“developingevaluationcriteriafordecidingwhichcommonenterprise-widebusinessprocessesshouldbecomemanagedasenterpriseservices”orsystems.RCW43.105.265[1]

Leanmethodsteachusthatakeytoreducingwasteistoadoptstandardworkprocesses.Ifdataorbusinessprocessesaresimilaracrossstategovernmentagencies,itisimportanttoconsiderwhetherstandardizationcouldprovideefficienciesorenablenewcapabilitiesfortheenterprise.InWashington,data,businessprocessesandtechnologiesarerequiredtobestandardizedacrosstheenterpriseonlywhenthereisclearjustification.

Thispolicyiswritteninthecontextofstartinganewservice.Itcanalsobeappliedtoexistingservices,ortothecurrentstageofaserviceunderdevelopment.

PURPOSE

ThepolicydefinesanEnterpriseServiceandlaysthefoundationforgovernance,decisionmakingandagencyinvolvementinservicesorsystemswithstatewidesignificance.

EstablishingaserviceasanEnterpriseServiceearlyinitslifecycleenablestheservicetoreasonablyassumealargecustomerbaseandamorepredictableagencyadoptionratefromthebeginningoftheproject.Thisenables:

Theservicetoderiveeconomiesofscaleand/orefficienciesfromsubsequentplanning,analysis,anddecisionmaking.Customeragenciestoprovideinputtotheserviceandparticipateindecisionsfromthebeginning.

TheBusinessorServiceOwnertomakethelargeinitialinvestmentinaservicewiththeunderstandingthatagencieswilljoinatanagreeduponrate.

DEFINITIONS

EnterpriseService:Anenterpriseserviceisaservicethatallstategovernmentagencieswithacertainbusinessneedorprocessarerequiredtouse,unlesstheyhavereceivedawaiverasdescribedintheWaiversandAppealssectionbelow.Agenciesmustnotadoptasimilarserviceunlesstheyhavethiswaiver.

Types:EnterpriseServicescansupportcommonadministrativebusinessprocessessuchasaccounting,payroll,etc.,ortheycanincludeInformationTechnologyapplicationsorservicescommonlyusedbyagencies.

Criteriato Establish an EnterpriseService:Thefollowing criteriamustbesatisfiedto establishanEnterpriseService:

Thereisaneedtocollectstandarddataacrossagencies,and/or

Itisfeasibletodefineanddevelopastandardbusinessprocessacrossstategovernmentagencies

BusinessOwner:Theagencyaccountableand/orresponsibletomakepolicyorbusinessdecisionsregardinganEnterpriseService.Thebusinessownerconvenesagovernancebodytoprovideoversightandrepresentagencies’businessneeds.SomeEnterpriseServicesalsohaveaserviceowner.

ServiceOwner:Theserviceowneristheagencythatimplementsthebusinessowner’sdecisionsandplans,andperformsmanyoftheservice’simplementationandoperationalactivities.

StateGovernmentAgencies:Everystateoffice,department,division,bureau,board,commission,orotherstateagency,includingofficesheadedbyastatewideelectedofficial.InstitutionsofhighereducationareincludedwhenanEnterpriseServiceappliestobusinessoradministrativeapplicationsorservices,butnottoacademic,research,medical,clinicalorhealthcareapplications,includingthebusinessandadministrativeapplicationsforsuchoperations.Thelegislatureandthejudiciaryarenotincluded,butarestronglyencouragedtocoordinatewiththeOCIOandparticipateinenterprise-basedstrategiesandservices.

POLICYSTATEMENT

HowanEnterpriseServiceisestablished:

Justification ApprovalorDisapproval

ThestateChiefInformationOfficer(CIO)makesthedeterminationwhetheraserviceshouldbeestablishedasanEnterpriseService.ApprovalestablishesanEnterpriseService.ThestateCIO,athis/herdiscretion,willnormallyappointanadhocadvisorygrouptoevaluatethejustificationfromthebusinessownerfortheservicetobeenterpriseandrecommendapprovalordisapprovaltothestateCIO.Theadvisorygroup’smembershipwillconsistofthestateCIO,theDeputyDirectoroftheOfficeofFinancialManagement,andrepresentativesoftwoormoreprospectivecustomeragenciesoftheproposedenterpriseservice.TheOCIOwilllistestablishedenterpriseservicesonitswebsiteandnotifyagencieswhenanewserviceisunderconsideration[2]orhasbeenestablished.Establishedserviceswillbeidentifiedas185.xxand

linkedtofromthePolicy185resourcearea.

TheTiming forEnterpriseServiceJustification in theDevelopmentLifecycle

ThejustificationforanewEnterpriseServiceismadeearlyinthedevelopmentlifecycle,beforemostofthebusinessandtechnicalanalysisforthebusinesscaseiscompletedandwellbeforefinalfeasibilitydecisionsaremade.(SeeFigure1below)Thisenablestheservicetoreasonablyassumealargecustomerbasefromthestartandderiveeconomiesofscaleand/orefficienciesfromsubsequentplanning,analysis,anddecisionmaking.Thisalsoenablesagenciestoprovideinputandparticipateindecisionsfromthestart.

ImportantissuesorrisksmaysurfaceinlaterstepsofthedevelopmentcyclethatimpacttheEnterpriseService’sjustification,businesscase,development,oroperations.Thesemustberesolvedatthepropertimefortheservicetoproceedthroughsubsequentgo/no-godecisiongatesandretainitsEnterpriseServicedesignation.

Justification Contents

Thejustificationshouldonlycontainenoughinformationtoclearlyjustifywhyacertainbusinessprocess,dataand/orthesupportingtechnologyshouldbedeclared“standard,”orthesame,acrossagencies.Topicstoaddresscouldinclude:

HowtheabovecriteriatoestablishanEnterpriseServicearesatisfied

AcleardescriptionoftheproposedEnterpriseService,includingtheunderlyingbusinessprocess,data,and/ortechnologyThebusinessproblemtosolveortheopportunitytogain

LawsorregulatoryrequirementsthatapplyacrossagenciesOtherbusinessdriversthatapplyinthecircumstance

Thetypeofinformationneededtomakethisjustificationmayvaryforeachservicebasedonthecircumstancesandthelevelofjustificationneededtoreachagreementintheapprovalprocess.Atthisearlystage,costisnotnecessarilyadecidingfactorinthejustificationasitwillbeinsubsequentstepsofthedevelopmentcycle.Thejustificationshouldbebasedonthefacts,bestestimates,andassumptionsavailableatthetime.Itisdevelopedwithinputandcollaborationfromprospectivecustomeragencies.Itincludesknownrequestsforwaivers,whicharedescribedintheWaiversandAppealssectionbelow.

Initiatingan EnterpriseService

EnterpriseServicescanbeinitiatedinseveralways:

1.Anagencyidentifiesacommonbusinessneed,takesonthebusinessownerrole,buildssupport,andrequestsapprovalofthejustificationforanEnterpriseService.

2.Anagencywantstobuildoracquireanagency-specificsystem,buttheOCIOdeterminesitshouldbecomeanEnterpriseService.Abusinessownerisidentified,thenpursuesjustificationapproval.

3.Agroupofagenciesidentifyacommonbusinessneed,selectabusinessownerorjointlyassumethatrole,andpursuejustificationapproval.TheOCIOjustificationapprovalmayincludequalifyingtheproposedagencyforthebusinessownerrole.

HowDecisionsaremadeinEnterpriseServiceDevelopmentandOperations:

EnterpriseservicegovernanceismodeledaftertraditionalITgovernancestructures,butthescopeofEnterpriseServicegovernanceisbroader.

GovernancebodieswillbeestablishedtomakerecommendationsonallphasesandaspectsofeachEnterpriseService,considerrequests,andwiththebusinessowner,drivetheworktoachieveexpectedbusinessoutcomes.Membersarerecruitedbythebusinessownertoprovidebroadrepresentationacrossthecustomer

base.Theseagencybusinessrepresentativesprovideanincreasedlevelofuserparticipationwiththebusinessownerindecisionmaking.Memberspromoteincreasedcoordinationandcollaborationacrossagenciestoachieveexpectedresults.

Thisensuresduediligenceisexercisedindecisionsonthedevelopmentandoperationoftheservice,andthatbusinessneedsaremet.Overthelifeoftheservice,lifecycledecisionsmustbemadetoaddresschangingbusinessdriversandmarketconditions.Toensurethataserviceremainsviable,factorssuchaschangestoexternalregulations,serviceimprovementopportunities,technologytrendsand/orpricesmaybeconsidered.

Ifnecessary,finaldecisionsontheEnterpriseService’sbusinesscase,development,andoperationswillbemadebythebusinessownerafterbalancingavailablefactorsandinput.AppealstothesedecisionsmaybemadeaccordingtotheWaiversandAppealssectionbelow.

TimelinesforAgencyAdoption

TheadoptiontimelineforeachagencytouseanEnterpriseServiceisdevelopedbythebusinessownerwiththeagencyandthegovernancebody.AppealstothesedecisionsmaybemadeaccordingtotheWaiversandAppealssectionbelow.Theproposedagencyadoptiontimelinemustincludethefollowingataminimum:

Triggersforagencyadoption.Examplescouldincludeagencyinvestmentsformaintenance,enhancements,replacement,oracquisitionofasimilarsystem.Overallstrategyforadoption.

Plannedpaceofadoption.

Totalplanneddurationforadoptionbyallagenciesinscope.Barrierstoadoption.

Supplementary Systems

Ifsupplementarysystemsareneededandanagencyisapprovedbythebusinessownertooperateone,theagencywillpayforthesystemandsupporttheEnterpriseService’sstandardsforsysteminterfacesanddataquality.AppealstothesedecisionsmaybemadeaccordingtotheWaiversandAppealssectionbelow.

WAIVERSANDAPPEALS

ProcessesforwaiversandappealsarenecessarysinceEnterpriseServiceestablishment,developmentandoperationshavebroadimpactsonagencyparticipation,businessprocessesanddata.

WaiversonAgencyParticipation in EnterpriseServices

OnceanEnterpriseServiceisestablished,allstateagencieswiththatbusinessneedorprocessarerequiredtousethatserviceunlesstheyhaveawaiverfromthe

stateCIO.TheOCIOwilldocumenttheprocessforgrantingawaiver.ThestateCIO’sdecisionregardingthewaivermaybeappealedtotheTechnologyServicesBoard(TSB).

ProcesstoAppealDecisionson EnterpriseServiceDevelopmentand Operations

AgenciesthatwilluseanEnterpriseServiceareencouragedtoparticipateindecisionmakingthroughtheservice’sgovernancebody.EachEnterpriseServicemustincludeanappealprocessintheservice’sgovernance.ThisprocessisusedtoappealdecisionsofthebusinessownerorthegovernancebodyregardingtheEnterpriseService’sbusinesscase,developmentoroperations.

RESPONSIBILITIES

ChiefInformation Officer(ordesignee)

ApproveordisapproveanEnterpriseServicejustificationApproveordisapproveagencywaivers

OverseeprojectdevelopmentformajorITprojectsaccordingtoOCIOpolicyEnforcecompliancewiththispolicy

ApproveordisapprovetheproposedITinvestmentPromoteadoptionofestablishedEnterpriseServices

AgencyHeads

SupportagencyadoptionofestablishedEnterpriseServices

AllocateagencyresourcesforEnterpriseServiceplanninganddecision-making

TechnologyServicesBoard

ReviewandapproveallmajorpolicychangesReviewandapprovemajorITprojects

RELATED LAWSAND OTHER RESOURCES

AccordingtoRCW43.105.265[1],theOCIOisresponsibletodevelop:

AroadmapofprioritiesforcreatingEnterpriseServicesEvaluationcriteriatoestablishEnterpriseServices

Evaluationcriteriatocontinue,holdordroprelatedtechnologyinvestments

AccordingtoRCW43.105.245[3],theOCIOreviewsandapprovesmajortechnologyprojectsandservices.

1.Priortomakingacommitmenttopurchase,acquireordevelopamajorinformationtechnologyprojectorservice,stateagenciesmustprovideaproposaltotheofficeoutliningthebusinesscaseoftheproposedproductorservice,includingtheup-frontandongoingcostoftheproposal.

2.Within60daysofreceiptofaproposal,theofficeshallapprovetheproposal,rejectitorproposemodifications.

3.Inreviewingaproposal,theofficemustdeterminewhethertheproductorserviceisconsistentwith:

3.1.thestandardsandpoliciesdevelopedbytheofficepursuanttoRCW43.105.054[4];and

3.2.thestate'senterprise-basedstrategy.

4.IfasubstantiallysimilarproductorserviceisofferedbytheConsolidatedTechnologyServices(CTS)agencyestablishedinRCW43.105.047[5],theofficemayrequiretheagencytoprocuretheproductorservicethroughCTS,ifdoingsowouldbenefitthestateasanenterprise.

5.Theofficeshallprovideguidancetoagenciesastowhatthresholdofinformationtechnologyspendingconstitutesamajorinformationtechnologyproductorserviceunderthissection.

OCIOPolicy121–InformationTechnologyInvestments-ApprovalandOversight-Procedures[6]-Duringtheconceptualreviewofanewagencyproject,theOCIOmaydeterminethatthesystemorserviceshouldbecomeanEnterpriseService.Commonadministrativebusinessprocessessuchasaccounting,payroll,etc.,orcommonITapplicationsorservicesusedbymanyagenciescouldbecandidatesforanEnterpriseService.

OCIOPolicy131-ManagingITProjectsPolicy[7]

OCIOPolicy141-SecuringITAssetsPolicy[8]

OCIOStandard141.10-SecuringITAssetsStandards[9]

REVISION HISTORY

Date / Actiontaken
June6,2014
April23,2014 / AddedProcedures.
AddedlanguagetotheTimelinesforAgencyAdoptionsectionasdiscussedwiththeTSBPolicySub-committee.
NewPolicyadopted.

CONTACTINFORMATION

Forquestionsaboutthispolicy,pleasecontacttheOCIO[10].

APPROVINGAUTHORITY

/s/MichaelCockrillApril23,2014

ChiefInformationOfficerDate

Chair,TechnologyServicesBoard

Figure1

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