Joint Committee Committee on Joint Technology Committee (01/23/2015)

Final
STAFF SUMMARY OF MEETING

COMMITTEE ON JOINT TECHNOLOGY COMMITTEE

Date:	01/23/2015	ATTENDANCE

Time:	01:33 PM to 04:57 PM	Martinez Humenik	X
		Newell	X
Place:	HCR 0107	Singer	X
		Tate	X
This Meeting was called to order by		Tyler	X
	Senator Neville T.	Neville T.	X

This Report was prepared by
	Matt Becker
		X = Present, E = Excused, A = Absent, * = Present after roll call

Bills Addressed:		Action Taken:
Committee Business CSU Pueblo FY 15-16 IT Request Potential Committee Legislation Otero Junior College 15-16 IT Request Department of Corrections 15-16 IT Request Department of Revenue DMV 15-16 IT Request DPA 15-16 IT Request		Passed Without Objection Witness Testimony and/or Committee Discussion Only Allow OLLS to Continue Drafting Potential Legislation Witness Testimony and/or Committee Discussion Only Witness Testimony and/or Committee Discussion Only Witness Testimony and/or Committee Discussion Only Witness Testimony and/or Committee Discussion Only

01:33 PM -- Committee Business

The committee was called to order. A quorum was present.


BILL:	Committee Business
TIME:	01:34:27 PM
MOVED:	Tyler
MOTION:	Adopt the Senate rules as the rules of procedure for the Joint Technology Committee, except the committee shall not be prohibited from meeting on a day of the week other than is provided in the schedule of committee meetings, if needed. The motion passed without objection.
SECONDED:
		VOTE
	Martinez Humenik
	Newell
	Singer
	Tate
	Tyler
	Neville T.

Final YES: 0 NO: 0 EXC: 0 ABS: 0 FINAL ACTION: Pass Without Objection


BILL:	Committee Business
TIME:	01:36:05 PM
MOVED:	Tyler
MOTION:	Require a majority vote of the committee to direct the Office of Legislative Legal Services to draft committee legislation and that a majority vote of the committee is required to introduce legislation as a committee bill. Bill sponsors and the house of introduction will be determined by the committee chair. The motion passed without objection.
SECONDED:
		VOTE
	Martinez Humenik
	Newell
	Singer
	Tate
	Tyler
	Neville T.

Final YES: 0 NO: 0 EXC: 0 ABS: 0 FINAL ACTION: Pass Without Objection

01:36 PM -- CSU Pueblo FY 15-16 IT Request

Dr. Leslie Di Mare, President, and Mr. Mario Ruiz, Vice President of the Associated Students' Government, both representing Colorado State University (CSU) at Pueblo, came to the table to discuss the university's information technology (IT) budget request for the Modular Data Center project. Committee members received a summary of the project, prepared by Legislative Council Staff (Attachment A). Dr. Di Mare discussed the need for the project and recent investments in the school's data center. She described the on-going collaboration with the CSU system and recent system outages that have plagued the campus IT system, including a recent outage during finals week. Mr. Ruiz discussed support for the project on behalf of the project. In a response to a committee question regarding wireless technology, Mr. Ruiz discussed a recent outage that negatively impacted students. In response to the committee question, Mr. Mark Welte, Network Manager for CSU-Pueblo, came to the table to discuss the current capacity of the wireless network and the interactive online Blackboard system used by students. In response to a committee question regarding student fees, Mr. Welte stated student fees cannot be used in auxiliary facilities, such as dormitories.

150123 AttachA.pdf

01:46 PM

In response to a committee question regarding the Blackboard system, Mr. Ruiz described the professors' preference to use Blackboard over e-mail. Discussion ensued on the cost savings and improved performance outcomes of the project. In response to a committee question about collaboration with the Governor's Office of Information Technology (OIT), Mr. Welte stated that the university has worked with OIT, including reviewing security requirements. In response to a committee question regarding economic benefits, Mr. Ruiz said that he sees the project as a benefit to the workforce of the state by helping the university produce successful graduates. Discussion ensued on the use of student fees for technology projects.

01:56 PM -- Potential Committee Legislation

Ms. Nicole Myers, Office of Legislative Legal Services (OLLS), came to the table to discuss potential committee legislation. Committee members received a memorandum from the Statewide Internet Portal Authority (SIPA) regarding potential legislation (Attachment B). Representative Tyler discussed the legislation recommended by SIPA, which includes reducing the number of members of the Joint Technology Committee (JTC) who serve on SIPA's board of directors. The committee also received an unrevised draft of the legislation from OLLS (Attachment C). Discussion ensued on possible changes to the draft legislation.

150123 AttachB.pdf

150123 AttachC.pdf


BILL:	Potential Committee Legislation
TIME:	02:06:38 PM
MOVED:	Tyler
MOTION:	Allow the Office of Legislative Legal Services to continue drafting legislation related to the Statewide Internet Portal Authority with the conceptual amendments discussed during the meeting. The motion passed on a vote of 6-0.
SECONDED:
		VOTE
	Martinez Humenik	Yes
	Newell	Yes
	Singer	Yes
	Tate	Yes
	Tyler	Yes
	Neville T.	Yes

Final YES: 6 NO: 0 EXC: 0 ABS: 0 FINAL ACTION: PASS

Committee members received an unrevised draft of potential legislation related to the procurement responsibilities of OIT (Attachment D). Mr. Michael Shea, Legislative Liaison, and Mr. Steven Sizemore, Director of IT Contracts, both representing OIT, came to the table to discuss the legislation. Mr. Shea discussed the major aspects of the legislation. In response to a committee question regarding State Purchasing, Mr. Sizemore discussed OIT's responsibility to procure statewide IT systems.

150123 AttachD.pdf

02:20 PM

Discussion ensued on the role of the State Purchasing office and its opinion on the draft legislation. In response to a committee question regarding a strike-through of lines 11 through 17 on page 3 of the draft legislation, Mr. Sizemore discussed the redundant nature of the language. Discussion ensued on the provisions of the State Purchasing "Procurement Code" and its applicability to OIT. Ms. Myers discussed OIT's requirements under the "Procurement Code". Discussion ensued on the necessity of a safety clause in the draft legislation.


BILL:	Potential Committee Legislation
TIME:	02:33:30 PM
MOVED:	Tyler
MOTION:	Allow the Office of Legislative Legal Services to continue drafting legislation related to the procurement responsibilities of OIT. The motion passed on a vote of 6-0.
SECONDED:
		VOTE
	Martinez Humenik	Yes
	Newell	Yes
	Singer	Yes
	Tate	Yes
	Tyler	Yes
	Neville T.	Yes

Final YES: 6 NO: 0 EXC: 0 ABS: 0 FINAL ACTION: PASS

02:34 PM -- Otero Junior College 15-16 IT Request

Mr. Pat Malott, Vice President of Administrative Services, and Mr. Mark Allen, IT Director, both representing Otero Junior College, came to the table to discuss the college's FY 2015-16 IT budget request for the Technology Infrastructure Upgrade project. Committee members received a summary of the request, prepared by Legislative Council Staff (Attachment E). Mr. Allen discussed the IT infrastructure needs for the campus. He also discussed the included software request. Mr. Malott discussed recent declines in enrollment and the college's campus in La Junta. He also discussed new degree programs including agricultural science. Mr. Keith Dahl, Director of Network Technologies, representing the Colorado Community College System (CCCS), came to the table to discuss the services it provides to individual community colleges.

150123 AttachE.pdf

02:44 PM

In response to a committee question regarding data security, Mr. Dahl responded that CCCS provides security support for each community college. Mr. Allen discussed the on-site security at Otero Junior College. In response to a committee question regarding power outages, Mr. Allen discussed the campus' uninterruptible power supply. Mr. Dahl discussed distance learning opportunities at the community colleges. In response to a committee question regarding student fees, Mr. Malott stated student fees at the college are very minimal.

02:50 PM -- Department of Corrections 15-16 IT Request

Mr. Rick Vyncke, IT Director, representing the Department of Corrections (DOC), came to the table to discuss the FY 2015-16 IT budget request for the Offender Management Information System project. Committee members received a summary of the request, prepared by Legislative Council Staff (Attachment F). He discussed the history of the legacy systems currently used by the department and the antiquated nature of the Department of Corrections Information Management System (DCIS). Discussion ensued on the technical aspects of DCIS. He also discussed the department's Colorado Web-based Integrated Support Environment (C-WISE). He explained the department's desire to develop a customized off-the-shelf (COTS) system that aligns the DCIS system, C-WISE system, and other legacy systems to provide an integrated offender management information system from the time an offender is admitted to the time he or she is re-integrated into society. He also discussed the Electronic Health Record (EHR) system that is being developed under Phase I of the project.

150123 AttachF.pdf

03:02 PM

In response to a committee question regarding business process analysis, Mr. Vyncke discussed the partnership between OIT and DOC. Ms. Kellie Wosko, Deputy Executive Director, DOC, came to the table to discuss "lean" processes that have recently been implemented by DOC. In response to a committee question regarding other states' use of COTS systems, Mr. Vyncke discussed the successful outcomes from other states. In response to a committee question regarding funding training related to the project, Mr. Vyncke said the department has asked vendors to include training in their proposals. In response to a committee question regarding staffing needs, Mr. Vyncke said it is too early to tell if staffing needs will be reduced as a result of the project. In response to a committee question regarding the Department of Human Services (DHS), Mr. Michael Brown, Deputy Director of Technology, OIT, came to the table to discuss DHS' system. He also discussed the specialized needs of DOC's EHR system and its relation to the DHS system.

03:24 PM -- Department of Revenue DMV 15-16 IT Request

Ms. Barbara Brohl, Executive Director, and Mr. Mike Dixon, Senior Director of the Division of Motor Vehicles, both representing the Department of Revenue, came to the table to discuss the department's FY 2015-16 IT budget request for the IT Systems Replacement, Division of Motor Vehicles project. The project is also known as the Driver License, Record, Identification, and Vehicle Enterprise Solution (DRIVES) system. Committee members received a summary of the request, prepared by Legislative Council Staff, and a presentation from the department (Attachments G and H, respectively). Ms. Brohl discussed the overview, funding, and summary of the project. She also discussed the replacement of the Driver's License System (DLS). She also discussed various stakeholders, including state and county DLS offices, who were involved with the project. Ms. Brohl then discussed the three-step planning process used by the department, including conducting a motor vehicle infrastructure analysis, an environmental scan, and a "lean" process for the project.

150123 AttachG.pdf

150123 AttachH.pdf

03:34 PM

Ms. Brohl provided a summary of the project's implementation to date, including the steering committee, a business process committee, and the technical committee. She also discussed an update to the project schedule, including the current review of Request For Proposal (RFP) responses. The department expects to award the contract in March 2015 and execute the contract in May 2015. She also discussed the criteria that are being used as the basis for awarding the contract. She then discussed leased space that has been acquired for the project, recent business process mapping activities, and staff hires. Ms. Brohl explained that the ongoing maintenance and support costs are not fully known at this time. However, the department does not anticipate seeking associated costs prior to FY 2018-19. She said that the department also does not anticipate any reductions to FTE or net savings due to the retirement of DLS and the Colorado State Titling and Registration System (CSTARS).

03:46 PM

In response to a committee question regarding efficiencies, Ms. Brohl stated the department will continue to look at cost savings and efficiencies as the project progresses. She then discussed the security protocols of the project. In response to a committee question regarding unfunded mandates to the department, Ms. Brohl discussed the nature of cash fund revenues and general fund appropriations and how the department reacts to unfunded mandates. In response to a committee question regarding the cost of the project, Ms. Brohl stated that the current estimate was developed from the department's planning process for the project. Discussion ensued on the related operating budget request for backfill staff, listed under Miscellaneous on Attachment G.

04:00 PM -- DPA 15-16 IT Request

Ms. Kara Veitch, Interim Executive Director, and Mr. Bob Jaros, State Controller, both representing the Department of Personnel and Administration (DPA), came to the table to discuss DPA's FY 2015-16 IT budget request for the Collections System Replacement project. Committee members received a summary of the project request, prepared by Legislative Council Staff (Attachment I). Ms. Veitch discussed the purpose of the project and the cash funds spending authority requested on behalf of the project. In response to a committee question regarding training for other governmental entities using the collections system, Mr. Jaros stated a majority of the training will be provided for the Central Collections Program. Political subdivisions will be incorporated into the system. In response to a committee question regarding vendors, Mr. Jaros stated the department will be completing an RFP to determine eligible vendors.

150123 AttachI.pdf

04:08 PM

The committee recessed.

04:14 PM

The committee returned to order. Ms. Jessika Shipley, Legislative Council Staff, came to the table to discuss the prioritization process by agencies, the Colorado Commission for Higher Education (CCHE), the Governor's Office of State Planning and Budgeting (OSPB), and the JTC. Ms. Shipley recommended that the committee prioritize its IT budget requests for submission to the Joint Budget Committee (JBC) prior to February 13, with a statutory deadline of February 15. Mr. Gary Lucas, Legislative Council Staff, came to the table to discuss the FY 2015-16 IT budget requests heard by the committee during the meeting. Discussion ensued on the five projects. In response to a committee question regarding the need for the IT budget request project from DOC, Ms. Shipley responded that the antiquated DCIS system is on the verge of failure, as described by the department earlier today. Discussion ensued on the budget request requirements from DOC and related oversight from OIT.

04:39 PM

Discussion ensued on the differences between each project. Discussion also ensued on the funding history and schedule of the DRIVES project. In response to a committee question regarding the expenditures to date on the project, Mr. Shea came to the table to discuss the schedule of the project. Ms. Shipley stated that the original project request by the department anticipated that the RFP phase would begin in September 2014.

04:50 PM

Discussion ensued on legislative action regarding IT budget requests in recent years and on the need for five-year planning of IT needs in the state. Discussion ensued on the absence of a business process analysis for the DPA Collections System Replacement project.

04:57 PM

The committee adjourned.