IPMA News : January 2006

Edited By Christy Ridout and Shelagh Taylor

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Contents

Enterprise business continuity: making sure agencies are prepared

Introducing the New IPMA Board Members

Who Has The Oldest Hardware And Software? – Part Two

News from the Past

Summary of December 8, 2005 IPMA Board Meeting

 

"Sponsor's Corner"

(Editor's Note: No contributions were provided for the Sponsor's Corner this month.)


Enterprise business continuity: making sure agencies are prepared

Editors' note: This article is reprinted with permission from the December 2005 issue of DIS TechNews.

Benefits of implementing a business continuity plan

Short-term disruptions such as power outages or computer problems, or long-term disruptions caused by fires or natural disasters, share a common result – business operations stop. Disruptions can interrupt your revenue stream, cause you to be out of compliance with state and federal regulations, impact your operations, and destroy your reputation and trust.

Agencies must ensure their vital services remain intact by developing proactive business continuity plans to recover critical business, personnel and technology pieces. Agencies must also ensure they can restore operations to an acceptable level within a reasonable timeframe.

Department of Information Services (DIS) creates an enterprise initiative to help agencies develop business continuity plans
To address this demand, DIS is leading a collaborative enterprise Business Continuity Management initiative to improve business continuity planning among all state and local government agencies.

"Working closely with partner agencies, we will identify the primary risks, account for dependencies among colleague organizations, and capitalize on economies of scale," says DIS Digital Government Academy Manager Dave Kirk. "The goal is to help state and local government agencies improve the resiliency of vital services, circulate actionable business continuity plans, and establish an ongoing program to monitor, sustain, and coordinate the capacity to handle disruptions."

Initiative assists agencies in using a business continuity framework to develop plans for vital services
Twenty-one state and local agencies are participating in the Business Continuity Management initiative. They are the first to use an overarching business continuity management framework for the State of Washington. This framework will help agencies produce better plans in less time and avoid unnecessary duplication of cost and efforts. The 21 agencies are testing the framework by creating thorough, practical business continuity plans for resuming specific vital services within their agencies.

Outcome of initiative is to create an enterprise business continuity program to help agencies with their continued planning
According to Kirk, Washington state will also establish an ongoing Enterprise Business Continuity Management Program. "Business continuity is a dynamic, proactive and ongoing process. In order to be effective, agencies must keep their plans current," says Kirk. "Our program will help agencies incorporate business continuity practices into their business planning and operations."

Potential new service
Another important component of the business continuity initiative is to develop a business continuity/disaster recovery service. DIS requested funding in the 2006 Supplemental Budget to support the operation of a business continuity/disaster recovery site in eastern Washington. This service will enable agencies to recover server-based computer systems that support vital government services. Agencies will be able to share the site and eliminate the cost of duplicate facilities, support and operations staff, and data communications charges.

"As business continuity plans are implemented throughout state government," says Kirk, "we will sustain public confidence by responding to disruptions in a timely manner and by maintaining delivery of critical services."

For more information about the enterprise Business Continuity Management initiative, contact Dave Kirk at 360-902-3561 or via e-mail at davek@dis.wa.gov.

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Introducing the New IPMA Board Members

--by Mary Ellen Bradley, IPMA Election Chair

In December, the IPMA sent ballots to the membership recommending five candidates. The candidates -- Jim Albert, Thomas Bynum, Andy Marcelia, Fran Muskopf, and Julian Soh -- were validated by the members. Unfortunately, following the selection of the board, Jim Albert resigned. Jim found that his current duties would not allow him the time to actively participate in IPMA projects. The board unanimously selected Andy Hill to replace Jim.

Thomas Bynum -- Thomas is the Assistant Commissioner, Information Technology Services Division (ITSD) for the state of Washington Employment Security Department (ESD). As such, he is responsible for the agency's technology planning, maintenance and support of large mission critical applications and the guidance and oversight of the agency's technology. He is also the current Chair of the Customer Advisory Board (CAB) for the state's CIOs. Prior to joining ESD in 1995, Thomas was an IT Manager with the Office of Financial Management (OFM) where he managed the statewide financial computer systems. Prior to coming to the state in November 1991, Thomas was Systems Manager/Staff Consultant for The Williams Companies, a diversified Fortune 500 company with subsidiaries that include one of the country's largest interstate pipelines, three natural gas companies, the third largest telecommunications company, and other energy related entities. He is currently a retired Navy Captain from the U.S. Naval Reserve.

Andy Marcelia -- Andy is a Senior Policy and Information Technology Consultant in the Department of Information Services Policy and Regulation Division. He is a member of the Information Services Board staff working on Information Technology (IT) policy and oversight for ten major state agencies and all of the Higher Education Institutions. This also includes the 34 Community and Technical Colleges. Andy has worked in the IT profession for 39 years, 26 of those years in the private sector before being hired by DIS in 1992. During his 21 years in the banking sector, where he managed several large systems projects replacing banking applications, he functioned as a systems integrator and the vice president for information technology heading up several banking ERP projects here in Washington state before coming to work for DIS. If re-elected to the board, he is looking forward in assisting IPMA in supporting the state's information technology community.

Fran Muskopf -- Fran has worked in the information technology profession for over twenty years. She began her career in Data Administration as an Analyst for the Washington State Department of Transportation. In 1987 she joined the Department of Retirement Systems as Computer Analyst/Programmer and Project Manager. Since 1992, Fran has been working as Information Technology Manager for the Department of Health. She has held positions as Applications Development Manager, Director of Information Services, and Chief Administrator. She currently serves as deputy to the CIO and oversees a number of information technology disciplines, including Security, Business Continuity, IT Contracts, Project Resource Center, and Portfolio Management.

Julian Soh -- Julian is the Chief Information Officer for the Department of Revenue. Prior to his appointment as CIO in 2003, Julian served the Department of Revenue in other capacities such as the IT Program Manager, and as the department's first IT Audit Manager. Julian has been an active member of the IPMA and has presented technical as well as non-technical topics to IPMA and other professional forums. Julian has a degree in Information Services from Washington State University and a degree in Mechanical Engineering from Saint Martin's University. Julian believes that the IPMA and other multi-agency committees serve as important channels to assist in collaboration between agencies and foster a strong IT community that can better serve state government.

Andy Hill -- Andy has worked for the State of Washington for 15 years. After graduating with a Bachelor of Arts degree for the Evergreen State College, he joined the Information Services Division of the Attorney General's Office in 1991 as a Computer Analyst/Programmer 2. He was promoted to the Application Services Manager in 1998 and was responsible for implementing the Case Management System in the Attorney General's Office. In 2003 he became the Information Service Operations Manager and in 2005 was appointed to the Information Services Director position. He and his wife Lesley have been married for 14 years and have 2 children.

Thank You, Jim!

The board wants to thank Jim Albert for all the years of service that he has given to the state Information Technology Community and to the IPMA. Jim is currently the Deputy Director for Operations for the Department of Information Services. Prior to joining DIS last year, Jim was the Information Services Manager for the Washington State Attorney General’s Office, a position he held for nine years. He also worked at the Office of Financial Management for 13 years as an information systems manager. Jim has a degree in Public Administration from Washington State University where he also held a variety of data processing positions.

Jim has been an active member of the IPMA Forum Committee for the last three years. He was also involved in starting the LeaderPath for IT Managers program. Jim's goal on the IPMA board was to bring state employees, private sector vendors, and educational institutions together with the common goal of improved public service delivery through the use of innovative new technologies.


The new Board members pictured below are (l-r): Fran Muskopf, Julian Soh, Andy Marcelia, and Andy Hill.

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Who Has The Oldest Hardware And Software? – Part Two

 --by Dennis Laine, IPMA Board Member

What if you ran a survey and no one replied? What if you had a contest and no one entered? Well that did not happen, but almost.

There were a few replies that said the person felt they were old technology, but they did not bother to mention anything about their agency.

There was one legitimate reply, from the Attorney General's Office, reprinted in part…

“Old stuff? Not in use here, but... We do have a Compaq "Luggable" "Portable" pc…in our "museum," ...and it still boots! How about a Toshiba 3100 "portable"? My how laptops have changed! We've also saved for posterity a Link 5 dumb data terminal and an Epson dot-matrix printer, and a copy of DOS 3.1! We have a motherboard from our old workhorse Prime 9955 computer and a picture of it, too, and somewhere we've got a removable disk from it…300 MB if I remember right. There's a 5 MB Hard Disk Drive for an IBM PC, brand-new in its protective wrapping, and a copy of Wordstar, and a copy of WordPerfect, too. That's about it for old stuff around here!”

Thank you to the AG’s Office for being honest.

I know the Office of the Superintendent of Public Instruction still uses a DEC Alpha computer, and that DIS still has 1403 style impact printers, but I can’t tell you that because they didn’t tell me.

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News from the Past

5 Years Ago -- January 2001 IPMA Newsletter

10 Years Ago -- January 1996 IPMA Newsletter

15 Years Ago -- January 1991 IPMA Newsletter (not available at this time)

20 Years Ago -- January 1986 Association of Data Processing Managers Newsletter  (not available at this time)

25 Years Ago -- January 1981 Association of Data Processing Managers Newsletter  (not available at this time)

30 Years Ago -- January 1976 Association of Data Processing Managers Newsletter

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Summary of December 8, 2005 IPMA Board Meeting

Members Present: Jim Albert, Mary Ellen Bradley, Phil Grigg, Sheryl Hall, Dennis Jones, Dennis Laine, Darrel Riffe, and Allen Schmidt. Phil Coates, CFO, and Jim Andersen, Forum Events Manager, were also present.

Mary Ellen Bradley, IPMA Secretary/Treasurer, opened the December 2005 meeting of the IPMA Board of Directors at 7:35 a.m.

Approval of Minutes: The minutes from the November 2005 Board meeting were approved.

Secretary/Treasurer’s Report: The Board approved the November 2005 financial status and activities reports. Referring to the Investment Portfolio status report, Phil Coates recommended that the board may want to consider changing the focus of the portfolio to that of an endowment to fund the Professional Development activities on an ongoing basis. Dennis Jones suggested that Phil do some research and bring some ideas to the board’s strategic planning session in January.

Committee Reports:

Forum 2006: Jim Andersen reported that the new expanded planning committee is coming together nicely. There are now twenty members and eighteen normally attend the meetings. The committee has a lot of energy and creative thinking taking place.

One of the suggestions from the committee is that the development of an annual theme be replaced with a one time effort to develop a descriptive name for the Forum that will remain constant over time.

The working groups of the committee are fleshing out various topic areas for breakout sessions. Areas being worked are communications, customer relations, open source and systems development. A .NET round table is being planned again this year as part of the systems development tract.

Communications: Mary Ellen Bradley reported that she met with Christy Ridout and Jim Andersen regarding the development of the IPMA Marketing Plan.

Dennis Laine indicated that he had provided a humorous article to Christy in the form of a survey to determine which agency has the oldest hardware or software still running. Next month the results of the survey will be presented.

Professional Development: Sheryl Hall reported that the Professional Development schedule for 2006 has been set. There will be six seminars starting with a February 2nd event titled “Bridging the Gap Between Enterprise Data and Agency Centric Data.” The panel of presenters will include representatives from OFM, Ecology, Employment Security and Business Objectives, Inc.

Andy Hill has become an active member of the committee and will take on the April 19th seminar on project management. The title is “Surprise!, You’re the Project Manager.”

Executive Seminar 2006: Phil Grigg reported that detail planning has not begun in earnest yet. The 2006 seminar is scheduled for September 11th & 12th at Campbell’s on Lake Chelan. This is about a week earlier than in recent years.

IT Leadership Development Program: Dennis Jones reported that preparations for the January LeaderPath session is underway. DOP is expecting to receive the outline from UW shortly. The first evening session will be devoted to the Capstone Projects and the second evening session will be about the GMAP.

The registered participants in the program are expressing concern about the Capstone Projects. Dennis feels that the issues will be clarified at the January sessions.

Other Business:

Election Results: Mary Ellen Bradley reported that the ballots are out and are due December 9th so the results will be known in about a week.

Mary Ellen noted that when the ballots were sent out about sixty of them came back as bad addresses. She stated that the only responsibility that a member has is to keep their address current. If she and Bob Monn are unable to easily find a correct address, they remove the record from the membership list.

Special Planning Projects:

Event Registration Process: Jim Andersen reported that he met with Sheryl Hall, Phil Grigg, Darrell Riffe and Bob Monn to discuss the requirements of a event registration system that would meet all IPMA’s current needs. After narrowing down the requirements the committee tasked Jim and Bob with locating and reviewing two systems each and present them at the next committee meeting.

Web site upgrade: Jim Andersen, Mary Ellen, Christy Ridout and Bob Monn met to discuss changes needed to the IPMA Web site. The committee directed Jim to contact a couple of local web designers and get some ideas as to what might be done and what it might cost.

The committee determined that before much progress on the web site redesign can be made the IPMA must have the marketing plan pretty well completed. It is important that the vision that comes out of that effort be properly reflected on the organization's web site.

The board suggested that we might want to survey the users of the web site to see what they might suggest in the way of improvements. Darrel Riffe also suggested that Evergreen, SPSCC and St. Martin’s be contacted to see if one or more of them would like to take on the redesign as a class or team project.

Marketing Plan: Jim Andersen presented the current draft of the IPMA Marketing Plan as prepared by Virginia McCarty. The plan is based on the outcome of a board survey done in November 2005. All board members should read and become familiar with the document prior to the board’s strategic planning session in January.

Development of a shared vision: Dennis Jones presented a proposed process that would result in the board adopting a common vision for the future of the IPMA along with goals and objectives for 2010, and strategies for 2006, that lead toward those goals and objectives.

The process for accomplishing this include developing and completing an anonymous questionnaire to help gain an understanding of the Board’s thinking about key planning factors. At the January 12th board meeting the results of that questionnaire will be reviewed. At the January board strategic planning session a half-day facilitated session will be devoted to the completion and adoption of this shared vision.

Recognition: Mary Ellen Bradley presented Dennis Laine a plaque for his years of dedicated service to the IPMA. Dennis was given a round of applause by the board.

IPMA Chairman presented Dennis Jones a similar plaque at his November 15th retirement party in the Capitol Rotunda.

Special Item: Jim Albert announced that he was resigning from the IPMA Board. Jim noted that his current position prevents him from devoting the amount of time that board membership requires. He will remain active on the Forum planning committee.

Next Meeting: January 12, 2006, at the Shipwreck Café

The meeting was adjourned at 9:00 a.m.

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