Fiscal Year 2020 - 2022 Agency IT Strategic Plan Training

1. Fiscal Year 2020 - 2022 Agency IT Strategic Plan Training June 17, 2019 July 2, 2019

2. TRAINING AGENDA Overview Developing your agency’s plan Requirements

3. OVERVIEW

4. Overview: Requirement The Department of Information Technology Act establishes the following basis for the agency IT strategic plans: As the chief information officer, the secretary shall: • review executive agency plans regarding prudent allocation of information technology resources; reduction of duplicate or redundant data, hardware and software; and improvement of system interoperability and data accessibility among agencies; • monitor executive agency compliance with its agency plan, the state information technology strategic plan and state information architecture and report to the governor, executive agency management and the legislative finance committee on noncompliance; • Provide technical support to executive agencies in the development of their agency plans; • Each executive agency shall submit an agency information technology plan to the secretary in the form and detail required by the secretary.

5. Overview: Goals • Goals for agency IT strategic plans • Documents agency strategic roadmap aligning IT with agency and State strategic goals • Providestool for agency to useto guide the IT organization’s work, investment choices and priorities throughout period covered by plan • Provides insightinto agency technology and business environment • Informs DoIT teams performing IT investment management, portfolio management, planning, procurement oversight and other enterprise responsibilities

6. Overview: Getting Started • Pull out copies of your agency’s FY 2019-2021 IT Strategic Plan – must have this information to complete template • Develop a useful IT Strategic Plan by critically reviewing your IT organization’s • Current state • Issues • Opportunities • Define future course • Engage staff within your IT organization and across the agency’s business organization • Consider year-to-year accountability and continuity • Review alignment with agency and State priorities and goals • Be concise and direct – address the questions or provide the content specified for each section

7. DEVELOPING YOUR AGENCY’S PLAN

8. Cover Page Example Template

9. Table of Contents & Executive Summary • Remember to generate a correct table of contents after writing the plan • Executive summary • DO highlight your organization’s key achievements and challenges • DOsummarize your agency’s priorities and how the IT organization supports those • DOidentify any major change in priority or direction from prior year • DO limit the executive summary to less than two pages (preferably one page)

10. Section I: Agency Overview Agency Mission Agency Goals Organization Structure • Agency Mission & Goals • These are for the agency as a whole, not for IT alone • Copy directly from your agency’s current strategic plan • Organization Structure • Agency organization chart at least to bureau level • IT organization chart including all positions with classification • Copy into document ORprovide link to publicly accessible location online TIP: Ensure charts are readable and accurately reflect reporting relationships

11. Section I: Agency Overview Example

12. Section II: Agency IT Organization Overview • Section title example: DOH INFORMATION TECHNOLOGY DIVISION OVERVIEW • Vision • For IT organization • Short narrative or statement • Priorities • Bulleted list • Strategic priorities for IT organization for coming 3 state fiscal years • Vision and Priorities • IT Environment • Major Applications • Infrastructure • Projects • Challenges

13. Section II: Agency IT Organization Overview (continued) • IT Environment • Major Applications • Infrastructure • Projects • Challenges • Major Applications • Principal business applications or systems, including significant systems not supported or hosted by IT organization • Support model = in-house, contractor or shared • Life cycle status = Development, M&O, Retirement or EOL • Use table provided in APPENDIX A of template

14. Section II: Agency IT Organization Overview (continued) • Infrastructure • List principal technology platforms and where each is physically located • Correlate to major applications or systems they support (preceding table) • For agency-owned infrastructure, state: • Quantity • Brands/models or versions • Age • Include disaster recovery and backup • Brief description of each – what, where, approach, testing • Use table provided in APPENDIX B of template

15. Infrastructure: Architecture Diagrams Required in each strategic plan Do not include sensitive detail (e.g., IP addresses) Do fully cover infrastructure, e.g.: Network Compute Storage Firewalls External hosting Present in Appendix C

16. Section II: Agency IT Organization Overview (continued) • Projects • Certified projects • Currently underway or planned to begin 2020 - 2022 • Relationship to IT organization vision and priorities? • Relationship to major applications and infrastructure? • Other significant non-certified projects • Challenges • Bulleted list or short narrative • IT Environment • Major Applications • Infrastructure • Projects • Challenges

17. Section III: FY 2019 Accomplishments • FY 2019 Strategic IT Accomplishments • Copy goals, strategies and metrics from FY 2019-2021 IT Strategic Plan • Enter accomplishments • For each metric OR • For strategy • Couldn’t achieve goal? State why.

18. Section III: FY 2019 Accomplishments • Other FY 2019 IT Accomplishments • Present substantial accomplishments not covered in agency’s 2019 strategic plan goals • Use specified categories and definitions • Delete from table any categories not used

19. Section IV: 3-Year Goals and Strategies • 3-year view, beginning with FY 2020 • IT Strategic Goal • Statement of long-range end toward which agency is working • State in terms of specific, measurable outcomes or desired changes • Agency Strategic Goal • Copied from your agency’s current strategic plan • Strategy • Specific statement of what you will do to meet strategic goal • Multiple strategies executed over one or more years for each strategic goal • Metric • Measurable outcome for a strategy • May have multiple metrics per strategy – but more is not necessarily better

20. Section V: IT Fiscal and Budget Management IT Operating Budget (C1) Capital Improvement, Special and Supplemental Funding (C2) Request for Reauthorization of General Appropriations • Forms provided in template • C1 – organization’s base operating budget • C2 • One for each new FY 2021 request • Copy of each submitted as part of agency IT strategic plan AND with full business case for FY 2021 C2 funding requests TIP: Ensure forms are signed • Reauthorization • Optional • Submit if requesting time extension to use funds allocated to a project • One form per request

21. Section V: IT Fiscal and Budget Management • Added instructions to strategic plan guidance • Key points • No more than 1 project per priority • Indicate project type • If using Other State Funds, must specify source • Include cost of agency staff only if charged directly to project • Can request 2 years of funding in a C2 request • Ensure form is signed

22. REQUIREMENTS

23. Requirements: June Timeline • June 3: FY20-FY22 Agency IT Strategic Plan Guidebook published • June 17: Agency IT Strategic Plan and C2 Funding Request training • July 2: Agency IT Strategic Plan and C2 Funding Request training

24. Requirements: September Timeline • September 3: Email finalFY20-FY22Agency IT Strategic Plans to: • DFA: nicole.macias@state.nm.us • LFC: LFC.itplans@nmlegis.gov • DoIT: doit.itplans@state.nm.us • September 4 - 30: DFA, LFC and DoIT review agency strategic IT plans

25. Requirements: October – December Timeline • October 21 - 23: Agency presentations of FY21 C2 funding requests • November: DoIT Secretary recommendations to DFA for FY21 C2 funding • December: DoIT/DFA recommendations to LFC for FY21 C2 funding • TBD: LFC recommendations for FY21 C2 funding • December: DFA prepares executive budget documents

26. Requirements: Contact Information • Email final FY 2020-2022 Agency IT Strategic Plan to: • DoIT: doit.itplans@state.nm.us • DFA: nicole.macias@state.nm.us • LFC: LFC.itplans@nmlegis.gov • FY 2021 Full Business Case and C2 Form • Email draft business cases and C2 forms to DoIT: doit.itplans@state.nm.us • Email final business cases and C2 forms to: • DoIT: doit.itplans@state.nm.us • DFA: nicole.macias@state.nm.us • LFC: LFC.itplans@nmlegis.gov Questions? Contact: Bernadette Jaramillo DoIT, EPMO Project Manager Bernadette.Jaramillo@state.nm.us (505) 476-1755 Diane Rivera DoIT, EPMO Project Manager Diane.Rivera@state.nm.us (505) 827-2558

27. THANK YOU Go FORTH AND PLAN!