IPMA News -- June 2000

Edited By Bob Monn and Dennis Jones

Online project aims at easier buying for customers

Privacy and the Web -- New State Requirements

Annual Portfolio Reviews | Other News

May 11, 2000 IPMA Board Meeting


Online project aims at easier buying for customers

--by Jim Erskine, GA Public Affairs

A new web-based, statewide procurement system is being developed by the Office of State Procurement (OSP) and the Information Services divisions of General Administration, in partnership with the Office of Financial Management, Department of Corrections and the Department of Information Services. It is one of Governor Gary Locke's highest priority e-commerce initiatives.

The multi-agency project team recently selected an apparently successful vendor group led by American Management Systems (AMS) in partnership with ARIBA (e-purchasing software vendor) and Digital Island (Application Service Provider - ASP). The system will be run on the Digital Island platforms located in New York.

The Ultimate Purchasing System (TUPS) will make it possible for General Administration customers (state agencies, city and county governments and school districts) to handle the entire procurement process electronically. The system will link customers directly with the contract and non-contract suppliers with e-catalogs, and will also provide the capability to issue purchase orders to suppliers who do not have electronic catalogues.

The resulting system will create a purchasing environment that is easy and convenient for customers to use, and one that captures a profile of their buying habits. This information will save time and money for everyone. TUPS will resemble other shopping systems on the Internet, such as Amazon.com. It will use a shopping cart, pictures of products and a point-and-click ordering method. Shopping carts will be reviewed and approved electronically in accordance with agency approval business rules. Receiving will also be done electronically.

Payment for goods and services within the state system will improve under TUPS. An AFRS interface will be developed as part of the pilot, which will incorporate electronic fund transfers as well as warrant payments. Agencies will also have the option of using purchasing cards. OPS customers who do not use AFRS will have the option to develop an interface between their payment system and TUPS.

The new system will allow OSP, for the first time, to track purchases that are made from non-contracted suppliers (this represents 80% of all purchases). Since TUPS will provide an electronic record of all purchases, OSP staff can leverage the purchasing information to get volume discounts resulting in better selection of products and services and lower prices to customers for the most popular items.

A bonus for agency staff is freedom from spending time on the simple administrative procedures of the purchasing and payment process. The data captured by the system will allow staff to dedicate time to higher-value work - creating contracts and purchasing agreements, doing research and developing better vendor relationships.

Exact dates for the start of TUPS are tentative. The current schedule calls for a system configuration effort to begin in June with a trial run of the system for the Departments of Corrections and General Administration in September 2000. A statewide rollout at these two agencies is planned for this fall. The system should be available to additional state agencies by 2001.

Most people who order goods and services have responsibilities other than keeping up with the ever-changing world of e-commerce. This system will make it easier for them to effectively conduct the procurement process in an electronic environment.

For more information and the latest updates about the TUPS project, visit the TUPS web site at www.ga.wa.gov/pca/ups (Link no longer available).

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Privacy and the Web -- New State Requirements

--by Bob Monn, IPMA Communications Co-Chair

Privacy issues have been very prominent in the news this past month. At the federal level the Federal Trade Commission released a report, Privacy Online: Fair Information Practices in the Electronic Marketplace, and testified before the Senate Committee on Commerce, Science and Transportation on May 25. The 2000 report, the third such report by the FTC, includes the results of a recent survey of commercial web sites and concludes that federal privacy regulations are needed. The vote by the FTC to seek regulations was 3-2 with the minority favoring "self-regulation".

Closer to home, in a speech at the May 22 IPMA Executive Breakfast, Attorney General Christine Gregoire noted the public's growing concerns about the use of personal information by businesses. She noted her efforts and those of the Governor to address these concerns through proposed state legislation. The Attorney General also emphasized the need for state government to do its share and noted a recent Executive Order announced by Governor Locke and her that makes Washington's privacy requirements the toughest in the nation.

Executive Order 00-03, Public Records Privacy Protections, was issued April 25 and took effect immediately. This Executive Order required the Department of Information Services (DIS) within 30 days to develop a model privacy policy for use by state agencies that operate Internet web sites. The Executive Order further requires that:

"Within 60 days of the completion of the model policy, each state agency that operates an Internet web site shall, after consultation with affected constituency groups, adopt the model policy, modified to the minimum extent necessary to address practical and legal considerations specific to that agency. Links to agency privacy policies should be located prominently on each agency’s web site home page and on any other page where personal information is collected."

DIS published a model privacy notice on May 24. Thus, each state agency with a web site must adopt a privacy notice and provide a prominent link to the notice from its home page by July 23.

Topics addressed by the model privacy notice include:

For more information, contact your webmaster or public records officer.

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Annual Portfolio Reviews

(Editors' Note: The following is the text of a May 31, 2000 e-mail message to the DIS CAB mailing list (DIS-CAB@listserv.wa.gov). Emphasis added.)

A message from Paul Taylor, Deputy Director of Management and Oversight ofStrategic Technologies:

In conjunction with the budget process at the Office of FinancialManagement, the Department of Information Services Division of Managementand Oversight of Strategic Technologies (MOST) evaluates informationtechnology (IT) decision packages in the context of the requesting agency’sIT portfolio. The evaluation examines the merits of the proposedinvestment and the linkage of the decision package business case with theagency mission, goals, IT infrastructure, and resources.

To ensure that the portfolio information is current, the Annual PortfolioReview Policy requires agencies to conduct an annual portfolio assessment(APA) and review (APR).

The APA updates investment, acquisition, and use of IT, in the agencyportfolio as detailed in the IT Structure and Content Standard. Theassessment is performed in conjunction with the biennial and supplementalbudget process and makes revisions, as necessary, for the portfolio tocontinue to reflect the agency’s management and use of IT. It is importantto review all sections of the portfolio and update as necessary.

The APR updates the agency portfolio with updated information on ongoingprojects and those completed in the prior 12 months. The purpose of theAPR is to examine the project as developed in terms of the originalinvestment analysis - including costs and benefits, project plan, andrisks. In conducting the APR, agencies are encouraged to highlightsuccesses for reflection in the biennial performance report to be publishedlater this year. Results of the APR must be reflected as updates to theappropriate sections of the IT portfolio.

A memo from the agency’s IT manager indicating completion of the aboveactivities should be submitted to DIS no later than August 15, 2000. YourDIS MOST Senior Technology Management Consultant is available toparticipate and assist you with this process.

If you have questions, please contact your DIS consultant.

Web URLs:
Portfolio Management Policy - http://www.wa.gov/dis/portfolio/PMPolicy.doc
Annual Portfolio Assessment - http://www.wa.gov/dis/portfolio/PlanAssessGuide.doc
Annual Portfolio Review Policy - http://www.wa.gov/dis/portfolio/AnPfolioRevPol.doc

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Other News

Editors' Note: In our new all-electronic format for IPMA News, we hope to provide summaries of a few interesting items each month from other IT-related news. We hope you enjoy them.

Accessibility

On March 31, 2000, the U.S. Architectural and Transportation Barriers Compliance Board (U.S. Access Board) published a Notice of Proposed Rulemaking on Standards for Electronic and Information Technology implementing Section 508 of the Rehabilitation Act. The public comment period closes May 30, 2000. Included in the scope of the proposed rule are new web design requirements for Federal agencies.

For more information on Section 508 of the Rehabilitation Act and the U.S. Attorney General's April 2000 report entitled Information Technology and People with Disabilities: The Current State of Federal Accessibility, see the U.S. Department of Justice.

For more information on accessibility guidelines for Washington state agencies, see User Interface Guidelines (Link removed 05/01/04).

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May 11, 2000 Board Meeting

Members Present: Jim Albert, Mary Ellen Bradley, Thomas Bynum, Phil Grigg, Dennis Jones, Dennis Laine, Mike McVicker, Bob Monn, Darrel Riffe, Doug Tanabe and Shelagh Taylor. Jim Andersen was in attendance to give the final Forum report prior to the event.

Shelagh Taylor, IPMA Chair, opened the May meeting of the IPMA Board of Directors at 7:39 a.m.

Reports

Secretary/Treasurer: The minutes from the April 13, 2000, Board meeting were approved. Doug Tanabe presented the April 2000 financial status and activity reports. The Board approved the reports.

Business Planning: The IPMA investment portfolio was reviewed and the impact of the recent stock market turmoil was noted.

Executive Seminar: Phil Grigg reported that work was progressing on getting speakers for the September 11-13, 2000, event at the Skamania Lodge.

The annual Corporate Sponsors’ coordination meeting was held April 26th at the Governor House. The meeting was attended by fifteen Executive Sponsor representatives and several members of the IPMA board. The IPMA committee chairs reviewed event plans for the coming year and discussed sponsor’s participation and support. The general opinion of board members who had attended the meeting was that it was productive for all parties and was definitely appreciated by the sponsors.

Forum: Jim Albert discussed the final advertising push prior to this year’s Forum which is less than two weeks away. An article and a flier were included in 10,000 copies of the current issue of FTE News Magazine. An e-mail list has been assembled consisting of about 1,300 state employees who would be likely to attend the Forum. Two promotional mailings have been sent to them and a final reminder is planned. It was noted that there has been no coverage in The Olympian thus far. TVW has been contacted but their plans for coverage are unknown.

The Monday Executive Breakfast speaker, Attorney General Christine Gregoire, has generated considerable interest in the breakfast meeting this year. Total attendance is expected to be about 150, which is considerably higher than in previous years. Fliers were distributed to agencies IT managers for distribution to appropriate individuals within their agencies. Phil Grigg, who has been handling the breakfast reservations, reported that about 98% of the reservations have been received via e-mail. It was noted that there were some obvious missing organizations from the breakfast meeting reservation list. Several board members took on the task of making special invitations to those organizations.

Jim Andersen reported that there will be 18 Executive Sponsors and 44 vendors participating in this year’s Forum, making it the largest event the IPMA has put on to date. Jim reviewed the vendor display area floor plans and the food service plans. Jim walked the board through the final draft of the Forum 2000 brochure and took input for final changes. He also reported that based on last month’s board approval he has negotiated with St. Martin’s to pay the cost of increasing the number of telephone lines into the Pavilion in lieu of rent for the facility. Rent would have been $3,900 and the upgrade will be $4,200.

Professional Development: Last month it was reported that a survey was being prepared to send out to determine IT training needs. Dennis Laine reported that they have since learned that the Department of Personnel (DOP) was also preparing to send out a training needs survey. Dennis said that he and Don Price will be coordinating the IPMA effort with DOP to eliminate overlap.

Communications: Bob Monn reported that Jim Albert’s e-mail advertising campaign was apparently having an impact on the level of traffic on the IPMA web site. The number of users has increased from 50-60 per day to 120-150 per day with peaks of 250-300 per day immediately after each of Jim's e-mail messages.

Dennis Jones went over the portion of the Forum brochure that discusses the purpose, mission and membership in the IPMA. For several years IPMA membership has cost $15 per year. It was discussed and decided that membership should be free. A motion was made and a vote passed to that effect.

New Business: There was no new business.

The meeting was adjourned at 8:55 a.m.

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