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ASSOCIATION OF DATA PROCESSING MANAGERS

Next Monthly Association Meeting

Date: May 5,1983

Location: Arnold's Restaurant

Time: 12:00 Noon

Speaker: Jennifer Belcher


May Meeting Agenda

1. Introduction of Guests

2. Presentation of Guest Speaker - Jennifer Belcher

3. Approval of Minutes

4. Treasurer's Report

5. ADPM Board Report

6. DPA Announcements

7. Old Business

8. New Business

9. Correspondence

10. Other Comments

11. Adjourn


Association of Data Processing Managers

Minutes for Meeting of April 7, 1983

The meeting was called to order by the chairman, Dick Applestone, at our regular meeting placedArnold's Restaurant.

INTRODUCTION OF GUEST SPEAKER:

Cliff Cotey introduced the guest speaker, Rick Stablein. Rick is a graduate electrical engineerand, by profession, is a data processor. He has been with the Department of Transportation forquite a few years and has been the Director of Information Systems for almost ten years. Whatgives me a great deal of pleasure, is the fact that we have had a number of Directors of the DataProcessing Authority who have come from outside our own ranks but now I can introduce theDirector of the Data Processing Authority who is one of us. Lets welcome Rick Stablein.

RICK STABLEIN:

I appreciate having the opportunity to speak to joy today. I've had a pretty busy week thisparticular week; I seem to be running to catch up to everything. To prepare for this meeting Iwould normally like to have a fey charts but I just didn't have time to do that kind of a job so I'mjust going to squeeze by the best I can.

Yesterday I had the DPA meeting and on Tuesday I had my confirmation hearing where I had tostand up before the Senate Government Committee and swear into the position of the ExecutiveDirector of the Data Processing Authority. I had prepared for that. I'd thought over my notes andhow I would explain a little bit about my background and what I thought the direction of the DataProcessing Authority might be. I timed it all out and I thought it looked like they could live withit; about a six minute speech. When I got to the hearing and sat down next to Keith Angler, whoI've been leaning on for advice. I noted to Keith that those going before me weren't spending toomuch time at the podium. It would take me probably five or six times as long to deliver myprepared notes. Keith said you don't need to give any prepared remarks. I got up there and wentthrough something really quick. They asked me very intensive questions like, "How come yourun those computers?" and "Do you run those computers 24 hours a day?" Those are pretty basicissues. That was kind of a funny experience. I understand that they call this the honeymoonperiod where they really kind of leave you alone. I'm waiting for then to start getting serious.

My purpose today is to give you a little feel for the direction that I think the Data ProcessingAuthority is going to take. In doing that I hope I can get your advice too. The Association itself isan extremely important resource to the Data Processing Authority. It has been in the past and Isure think-that ought to continue. I was on the Executive Board of the Association prior to taking this Executive Director's job. In fact, I've been accusedof taking this job to get out of being the secreting of that organization. I understand they've founda new sucker in Paul Rissberger so I'm sure he'll do a great job of keeping the minutes.

For those of you who might not know about the origins of the Data Processing Authority, it was alegislated creature. RCW 43.105 created it ten gears ago. In fact, the 25th of this month the DPAHill be celebrating it's tenth anniversary. Something that can be said of the basic overall structureof data processing in the State of Washington is, it is unique when you look around and seewhat's happening on a national level and in other states. As far as I know, we're the only stateorganized in just the manner that we are now. That is, a relatively small control group that's nottied to any other agency. Very, frequently in other states they are tied, for example, to an OFMtape of organization. Or, if they're not in that mode of operation, they tend to be rather large,consolidated organizations that actually have operational responsibility. You also have all kindsof combinations in between but you don't find the small corporate kind of organization you havehere in this state. I think what's not only unique but also very productive.

The DPA Board consists of eleven members, seven of which are executives in State ofWashington Agencies. Most of you know who they are. The unique thing about the Board is thefour private sector members, Bob Bailey from Boeing, Dennis Carlson from Safeco, John Sheerinof Sea-First and Jim Wilson of the telephone company. This is another area where, at least froman external view, a lot of credibility is given to the things that the Authority is doing. It isn'tlooked at as some kind of an ingrown thing for the State. It also helps the credibility of dealingwith the outside folks, taxpayers, et cetera who are watching to see that they do have somerepresentation there.

Regarding the Data Processing staff itself, we are currently at nine members. George Pickett isthe division manager and we have five staffers, Joe Coogan, Bill Fischer, John Flannagan, JimMichael, and Ted Nelson who is a part timer. We have too secretarial support staff, Carol Torbeyand Mary Grimm, who I think are really the foundation and keep the organization going. In termsof functions and work load, I didn't want to get into many particulars there right now, but I'vefound in looking over some statistics of volumes of work that the staff does, they're handling, forexample, some 1,400 acquisitions a year, they're reviewing and acting on 63 agency plans and 21post implementation reviews of system implementations. This is just to give you a flavor for theamount of paperwork and the activity that flows through the Data Processing Authority. That waskind of a mind boggling statistic to me when I was reviewing them. In addition, we're deeplyInvolved in development and dissemination and operating control of police standards for thestate. Since we're dealing with an agencies with budgets in the area of 200 million dollars, theDPA doesn't seem to be an unreasonably large sized agency to have the kind of responsibilitythat it has. We have four books that the stuff refers to a blue books, one of them is our AnnualReport, a couple of then deal with our planning goals and objectives and theme's one called theCompendium of Data Processing Plans.

Where are we heading? That's a good question. I've spent the last six weeks since I came aboardtrying to answer that question myself. I've talked to a lot of you folks right here in this room. Italked with the Data Processing Authoring members themselves, the legislative staff, spent a lotof time with Will Wolfe. I think this has helped to formulate to me a kind of an attitude, ordirection. I have a feeling of where we're heading. I hope as we kind of go over a few of thesethings today you'll kind of get a flavor of them yourself. I don't think it'll be very new to many ofyou who I've spoken to except maybe to hear them verbalized back to you. There are a lot ofthese ideas that aren't my own, they're really yours.

Taking you briefly to the Lake Wilderness planning session which occurred in the Fall, it was aunique experience for us in the Data Processing Community. Because, in setting up the goals andobjectives for the Data Processing Authority, it involved not only the Data Processing Authoringitself but it also included the senior data processing managers of the state for the first time. Appyattended for the Association; he had a special invitation because of his position here. At thatmeeting, the DPA staff got together what they thought were the issues that were before the Stateright now in data processing. We mulled those over for a two day session.

A lot of it come out of the OIS reorganization ordeal. There were some very valid things thatwere brought up there. In fact, I think, the OIS reorganization effort and the Deloitte, Hawkinsand Sells study before that and two or three other things that didn't get off the ground in prioryears have all served to bring us to where we are today. There are a couple of messages that comeout and culminated in the OIS experience last year. One message that went to the legislatorsthemselves is that some of these major reorganization attempts and ideas are just not politicallyfeasible. They just won't sell to the State agencies. Another message that came out to us in thedata processing community is, we had better get our act together and take the lead on some ofthese issues ourselves and try to recommend a direction and get ahold of some of the things thatare a concern to the legislature.

One of the things that we have thought to ourselves is that maybe the Data Processing Authorityisn't the worst possible alternative for managing data processing in the State. I certainly felt thatwas as a member of the Department of Transportation. When I looked at other alternatives to theDPA, I didn't like what I saw. It started changing my thinking on how can I better serve the Dataprocessing Authority and where it was heading. It wasn't too much later that I realized that I wasgoing to have to look at that attitude from this position here.

The consensus of the Lake Wilderness planning session was that there were some very specificthings that ought to be done. They resulted in four goals, one in the area of state planning ingeneral which included what was called agency business planning. It seems to be a little bitremoved from our area of Data Processing planning. The conclusion was that this is really aresponsibility of OFM, not the Data Processing Authority, but the Data Processing communitydid have to work with OFM then because we're more structured than any other element of stategovernment. Our plans that we put together for data processing specifically meet the overallstrategies and plans of our various agencies but there really isn't much of a tie in many agenciesto an overall plan.

The second goal dealt with systems which has a couple of elements. There are things within thesystems development process that should be improved. Management review and cost justificationof systems was under question here. Another major element that we're all aware of is commonsystems. There are some specific goals in our long range plan to take a look at what can we do inthose areas. There's an under current in all these areas that we need to move the focus of the Statefrom monitoring hardware so closely to monitoring those applications that lead to the hardwareacquisitions. I certainly support this but I think perhaps we could go even a little bit further too -is it in the planning document? We need to get ourselves involved up front in the planning whichleads to the systems that are developed and then to the hardware acquisitions.

The third goal was in the area of networking, linking up the service centers and other resourcesthroughout the state. Higher Education, where do they fit into things. Sharing resources,cooperation among agencies in utilizing data, all of this to make better use of resources andplanning our resource acquisitions with a little longer view of how they fit into our overallnetwork.

The fourth area included some miscellaneous items like Office automation. Little tiny items thatwe might get to if we can.

Regarding the DPA Budget, we're currently at roughly 8 ½ FTE's. It looks like the governor andthe legislature are kind of in the mood to support about 12 ½ FTE's. That's a far cry from the 19that we recommended but I think it's movement in the right direction and probably an appropriatecompromise considering the economic conditions. We're hoping, and it looks pretty good at thisstage, that this will occur.

There are some new glitches in some of the legislative proposals. Particularly in the House wherethey would like to move the Data Processing Authority from the General Fund into the DataProcessing Revolving Fund, a lot like they handle the State Auditor now where agencies arebilled directly for services. There's a move to do the same thing for the Data Processing Authoritywith some kind of a probation scheme. The Senate version and the Governor's version do notaddress that issue. One small glitch in the House bill is they want to have this new mechanism inplace by March 1984. So between July and March, we'd have to go out of business. We've maderecommendations that they correct that aspect of the bill. In summary, it does look like there's agood chance that we'll have an increase in the number of staff.

Where do I think we're heading? what philosophical point of view? what approach? whatmethods? how are we going to find the resources to implement a 19 FTE planning goals kind ofbudget with a much lesser staff? All these are the kind of things that technically andadministratively are kind of tough to deal with. One thing I believe very strongly is that the DataProcessing authority ought to have a corporate management approach where the organization ofthe DPA itself actually remains a rather small body. I think it can be very effective

and regardless of whether we're at 8 ½ FTE's or 12 ½ or eventually 20 or 30. This is a rathersmall organization and it forces the DPA to concentrate on the strategy and the planning and theleadership to get things done rather than getting operationally involved. We just can't be runningcomputers or managing people's organizations with a small body of people. That's one of thebenefits, you have no other choice, you just pick off the key things that you can do from aleadership standpoint.

In that leadership role, I think the DPA has a responsibility for identifying what issues exist in thedata processing community or in the legislative community that regard data processing andtaking these issues to the people who can do something about it. The data processing communityis a prime source there. The State's DP problems are your problems, not the Data ProcessingAuthority's problems. We do have a responsibility to bring them to your attention and then takeyour collective judgment on where we ought to go to the DPA Board for ratification or to besubmitted to some kind of policy. But the issues and the solutions to the issues really belong outin the data processing commuting.

We saw that mechanism work pretty well with the DP Managers ad hoc Planning Group whichwas used when we were dealing with those OIS issues. That was extremely effective, notproductive, but at the time it helped redirect the State. I think the managers enjoyed workingtogether. I enjoyed my participation. I enjoyed working with my colleagues and I found that therewas a tremendous spirit of cooperation and willingness to work together that I hadn't seen in thestate for quite some time.

That brings me to my second philosophical point. I believe we need to build on that spirit ofcooperation that currently exists between the DPA and the DP community and amongst the DPcommunity elements themselves. I would like to continue that participating type of managementthat we saw back last year and maybe formalize it a little bit more than it has been in the past. I,and everyone on the Authority, recognize the value of this. There is a necessity to use the DPcommunity to carry out the State's data processing goals and objectives, the DPA just can't do itby themselves; they don't have the staff.

A real good example of the benefits of this spirit of cooperation and sharing has occurred withService Center One and DOT getting together and linking up their computers. Technically It's asignificant step; the kind of thing that the Legislature thinks we should be doing. Larry Seabergtells us now that, Service Center Three and Service Center One have been working off line to seehow they can hook up their computers too and they're about to make some breakthrough's. This isthe kind of thing that will keep the Legislature off our collective backs, so just taking theinitiative like this can save us a lot of pain and agony. The Data Processing Authority must be aleader and a catalyst and encourage this type of activity.

From a technical standpoint, let Me ask you folks, what do you think is the number one technicalissue that's facing data processing right now? Audience - "Office Automation" and"communications", They're quite related, aren't they. I had on my list, the number one issue is Office Automation.

I think the DPA's responsibility is to develop a corporate plan or strategy for managing thegrowth of Office Automation. I don't think any one of us here is smart enough to know what'sgoing to happen technically next year. We can't control the technical direction but we certainlycan manage the use and the growth and develop a corporate strategy rather than following ourown little parochial views. The Office Automation issue goes far beyond the jurisdictionalquestion of who ought to manage the acquisitions relating to Office Automation. That's where weare now. That's something that we ought to deal with but I'm talking about a corporate strategyfor Office Automation and acquisition approval is only one element. I want to make it perfectlyclear that I don't have the answers to what that strategy ought to be but I certainly have a lot ofquestions. I strongly feel that the role of the DPA and the DP community, is to take responsibilityfor the strategy.

There's a lot of excellent experience out there in Office Automation right now. The Departmentof Licensing is stepping out on their own plans for Office Automation, Employment Security hasan excellent plan in place that they're working on and developing. the OAT Committee has anexcellent handbook out to help Joy work dour wag through an Office automation Plan. The OATCommittee has a document out defining when Joy go to the DPA and when you go to GA foracquisition approval of OA equipment. I can go on about the various strategies and techniquesyou folks are using now. None of this addresses the bigger issue of where do be go in a corporatesense. Dr Hollister stated it as well as anyone when he said, "We can lose control of the wholesituation if we don't get ahead of the power curve. Right now we're just running like mad to keepup". I include micro computers in this general area too.

Some other issues are moving the DPA focus from hardware to systems and going a little bit intoplanning development. Of course, systems and planning are target goals for the DPA so that fitsright in.

Common systems are a major technical issue for us. How to identify and encourage commonsystems? What's the mechanism for implementing it? We have a lot of differing opinions onwhat we ought to do with common systems and how we ought to manage them.

Another issue is about the DPA use of Service Centers and putting staff out in the ServiceCenters and doing some of the coordination functions from there. That's kind of an issue thatwe're working right now.

In closing, I like to present the basic premise that I really think that Washington State dataprocessing is excellent in comparison with other states. I think we have the right balanceorganizationally. We're producing in the State of Washington at a very high quality, we're makinggreat use of data processing technology and equipment. Bottom line, we're really pretty darngood in this state.

The problem is that a lot of this hasn't been given very much visibility. We haven't even givengood visibility, to our own agency management and we haven't given good visibility to thelegislature of our accomplishments. That's the thing that we need to address. I think its primarilythe DPA's job to make sure that all people concerned know what's happening. We don't have todo a lot that's different but we have to get a lot more press that we have been. We have to standup and cheer when we've done something good so when people ask how's it going, they can say,"I have good feelings, I think it's working well in the State." That will head off any future OISreorganization attempts.

I want to emphasize that I think it's extremely important that we work together and piggy-back onthe cooperation and the spirit of good will what we saw last year and this year when Will Wolfewas kind of running things. The fact that Will brought an agency perspective into themanagement of the DPA instead of another kind of a perspective is one of the reasons we'rewhere we are now. The ADPM itself should view itself still as a major force in accomplishingthe DPA's objectives. They've contributed heavily in the past and I see a strong willingness on thepart of the association to contribute in the future. I sure want to encourage this. At this point I'llclose it down and open it up for questions.

Q - Bob Payne - Given the complexities of all the issues surrounding Office Automation, thelimited staff that you project for the DPA, how do you propose that the DPA can be a catalyst getthe DPA and the community ahead of that problem?

A - I'd like to approach it like we approach many other questions; by using an ad hoc managerscommittee. I'd like to come to you folks and say, "Here's the question; here are some things thatwe ought to think about; here are some of the issues within the office automation arena that weought to address. what do you think we ought to do?" It's really that basic. We literally have tocollectively sit down and say what we think the strategy for the state Office Automation ought tobe and what should be the corporate policy. You all have excellent experience at developingcorporate police at the agency level. What should be the corporate policy at the state level? Anissue is, for example, if all agencies should be required to include an office automation strategywithin their planning document. Should we have a corporate policy saying, yes they should, orshould we do something else? That's the kind of things we have to propose.

Q - Dick Applestone - You talk about "Corporate". Do you see a corporate plan where we can tryto tie in an overall State plan beyond the Data Processing Authority that these things are really inmore detail and in support of?

A - Yes, that, I think, is the mood of many of the Authority members. The Data ProcessingStatewide Plan is that corporate plan and that it shouldn't be anything extensive. Don Tierneystated it shouldn't be any more than five or six pages. It's just a template for things at the agentslevel to see if we're consistent with the statewide level direction. I think it's the DPA'sresponsibility and that's the plan they ought to be putting together.


ADPM BUSINESS MEETING

APPROVAL OF MINUTES:

The minutes were approved.

TREASURERS REPORT:

Reported in March $1,571.82

Dividends, 3 mos. 27.21

Evergreen State College 751.88 - for Fall Forum

Current Balance $847. 62

ADPM BOARD REPORT:

The board met on Mondays March 21st. Items discussed:

New Board Member - It was close between Larry Seaberg and Paul Rissberger with Paul beingelected to the board. One of the things the board decided was that whoever replaced the Scribewould automatically be the Scribe and so Paul is now the Scribe too.

Programs for Remainder of Year - It was decided that Rick would be the featured speaker today.We tentatively set up a program for the May, June and July meetings. Me decided to go aheadwith the July meeting because the new board would take office on July 1st and wouldn't havetime to plan the July meeting. In May we thought we would use the Saint Martin's Resource Centerand actually have our meeting there with the speaker being from the Resource Center.

Cliff Cotey - Saint Martin's College had a Federal Grant for the development of a micro-computerresource center. What was happening to schools was what is happening to us. Schools were beingbombarded by vendor requests to install micro-computers primarily in support of teaching but theschools really had no place to go to learn about micro-computers. So the Federal grant was forSt.. Martin's to set up a resource center. People could come there and have some hands-onexperience and have someone there to ask questions and test out some of the software. I don'tknow how many microcomputers they have but it is quite an extensive array.

Appy - For June we're looking at the possibility of getting either Senator Dick Hemstad orRepresentative Mike Kreidler to tell us a little bit about the impact of current legislature on stateemployees. This is not just data processing oriented but it's of interest to any state employee.

In July, we are tentatively looking for Mike Woody to come back and give an update on thestatewide communications network. These appear to be in line with what I've heard as thepriorities, communications and office automation.

ADP Planning - The board is planning to send out a questionnaire to give next years board anidea of your interest in topics and speakers. It is expected to be something like last year's.

Included with the questionnaire will be a year-end report which will basically cover what hashappened this year. A third thing that will be going out is a ballot to elect new officers and boardmembers. This will be going out about mid-May. The ballots will be going only to the votingmembers but the rest of the information will be going to all the members of the association.

Fall Forum - This will be reported later in the agenda.

Bylaws - The revision was just about unanimously approved.

DPA/Service Center Coordination Positions - This was discussed earlier by Rick. Bob Payne isassigned to work on this project as a representative from the ADPM Board.

DPA ANNOUNCEMENTS:

Joe Coogan - The staff has written what we call staff worksheet summary's of the DPA's maingoals and objectives. You find they address the scope of each of the tasks in the Goals andObjectives in more detail. Regardless of how mans FTE's are funded these describe what weinterpret to be the real nature of those things that came out of that September planningconference. How that comes together with any number of FTE's is still in the air but at least thatstaff work is ready now to go the respective working liaison groups of the Authority members,like the Networking and Common Systems Committees.

Also included will be suggested agenda's for those committee meetings which will transpireprobably within the next 30 to 45 days. Then the Authority members will be directly involvedwith what we think are the major issues.

Acquisitions:

Bill Fischer announced three for the next meeting. One is a formal approval request for thecommunity college distributed network system which will be in the neighborhood of $2.8 millionover a five year period. The second one that's about $700 thousand worth of equipment forCentral Washington University to get a second VAX system and some peripherals to go with theone they have installed in Ellensberg now. The third will be the Social and Health ServicesMental Health Institution $500 thousand acquisition request for about 21 Univac terminals andsome disk drives and other peripherals for those terminals.

We are bringing closure to the agreement between GA and DPA regarding rules involvedjurisdiction on office automation acquisitions. It's just about ready for signature.

The Department of Natural Resources' geographic mapping system, was approved in Augustbased on their not adding a mini-computer of their own. If, indeed, they got proposals thatrequired a mini they were to come back for formal approval and explain their rationale.

The cost of about $2.1 million was estimated in their five year acquisition plan for that geo-mapssystem. This was the subject of some discussion yesterday and it ended with a vote approvingDNR going ahead with any of the four that they now have had proposals on, all of which requirea mini-computer.

It was announced that our next DPA meeting will be the 4th of next month and there will be atour of the Department of Transportation Facility. Also, to celebrate the ten year anniversary ofthe Authoring, we're having a little luncheon celebration on the 25th.

OLD BUSINESS:

Personnel Liaison by Tim Seth - The Class Study is proceeding in it's series of sub-committeemeetings with the technical coordinators. It's getting a little bit bogged down but I think forpositive reasons. We're coming right to the point now where I think everything is going to fallinto place. As soon as we come up with something tangible our plan is to distribute it to ail thenormal interested parties. Then we'll call another general meeting of the interested parties. We'removing along as fast as we can; it's getting a little bit slowed down but I'm getting more excitedevery day about the kind of ideas that are coming out of this. We expect to have somethingtangible to present to the community within 30 days.

Office Automation by Tom Bennett - The committee met earlier this morning. The major item ofbusiness was the handbook for purchasing office automation equipment. It's being prepared andsent out to some of the agencies on a test basis to see if we can get some of the bugs out of it.Basically, what it does, is brings together all of the existing rules of what you need to do if youpurchase office automation equipment.

Fall Forum - The OAT Committee asked earlier that the ADPM work together with them to holdthe Fall Forum this year with the subject being Office Automation. The Board asked Twila Perryand Ron Pierce interact with the different entities.

Twila Perry - The committee met last Monday. They decided that the theme would indeed beOffice Automation. They decided what speakers they want to have. One of them, Anne Moe, isnow confirmed. They agreed to move back to the Tyee where the facilities are better. There willbe 10. vendors. If the first meeting is any indication, the Forum will be a big success. The mainobjective is to have people who are not only from data processing and word processing but alsosome of the other office functions that now go beyond that. It will be held on September 28th and29th at the Vance Tyee hotel. Thanks to the committee members who are, Dr. Tom Bennett andJudy Mahoric from the CATC, Dr. Rubin Marti and Connie Williams from Personnel, DennisJones and myself from the ADPM. They're just working together very well.

Training by Dr. Rubin Marti - The results of this years needs survey for data processing traininghave been compiled and they are curious. They represent a radical departure from previous years.The demand for most of the previously most popular courses has been reduced to about one thirdof what it used to be, so I'm kind of concerned about how representative the survey is. Were youdata processing managers aware that the survey was going on and have you had direct input, participation or control of it? It was conducted during the last month. (A showof hands.) About fifty-fifty.

Appy - Those who are not sure or have not been involved should contact Rubin.

NEW BUSINESS:

Award Presentation by Dick Applestone - Rick, as you are an outgoing member of the Board, it'smy pleasure to present you with a plaque to represent our appreciation for your service as amember of the Board of Directors for the Association of Data Processing Managers. Those of uswho have been fellow board members and also all association members are aware of the inputs,the contributions that you have made on behalf of the Association and the community at large.Obviously, that has been reflected in your selection as the new Executive Director of the DataProcessing Authority. It's with a lot of pleasure that I present you with this plaque.

CORRESPONDENCE: None.

The meeting was adjourned.