- Report Published -
|Report on Virginia Enterprise Applications Program in Response to 2008-2010 Budget Bill|
|Virginia Enterprise Applications Program (VEAP) Office|
|Appropriation Act - Item 63 F. (Regular Session, 2008)|
|This report responds to the 2008 Budget Bill language requiring the Virginia Enterprise Applications Program (VEAP) to provide a report to the Information Technology Investment Board, Chairman House Appropriations Committee and Chairman Senate Finance Committee.|
The language directs
"The VEAP Office Director shall submit a report to the Information Technology Investment Board and the Chairmen of the House Appropriations and Senate Finance Committees describing the progress that has been made to date in the development of enterprise-wide solutions to modernize the Commonwealth's central administrative systems and data repositories. This report shall describe the components of the existing central administrative systems, the proposed components or services to be included in any modernized administrative systems, the required timelines necessary for the implementation of the new administrative systems, the costs associated with the development and implementation of these new administrative systems, and the selection process that would be used for choosing sub-contractors to perform the development, implementation, and integration services necessary for the new administrative systems by no later than September 1, 2008. "
Modernization of central administrative systems is crucial for the long term health of government business. Central systems collect much of the basic data that provides the information required to run a successful government. Enterprise-wide solutions, that complement and encompass the central administrative systems, provide the opportunity to turn the data not only into information, but also into knowledge. This knowledge allows government leaders to make better, faster, more accurate decisions in the day to day running of government. VEAP has been tasked with developing enterprise-wide solutions to modernize the central administrative systems. This report provides the progress VEAP has made to date.
VEAP has been working with a number of agencies to define and execute a strategy for enterprise-wide solutions that will be successful in all economic environments, both prosperous and lean. Realizing the current economic realities, and sensing agency desire to participate, VEAP has begun to partner with agencies to leverage opportunities from existing projects. Through a spirit of cooperation, VEAP and agencies have created enterprise-wide solution opportunities which will extend agency initiatives to the Executive Branch and localities. These opportunities provide new and enhanced services at a reduced cost through the shared services model. As an example, VEAP and the Virginia Department of Transportation (VDOT) have collaborated for the replacement of VDOT's aging financial management system, and development of a base system to ultimately replace the 30 year old central administrative system, Commonwealth Accounting and Reporting System (CARS). This effort provides the steps necessary to replace CARS and provide a basis for future development of new modules to greatly extend the capability of our current central financial management system. This modified plan will deliver a financial solution for VDOT, and a base system for the Department of Accounts; with VDOT knowingly and willingly accepting the majority of the initial risk on the program.
VEAP has used the VDOT collaboration as a model for a series of agency collaborations which will deliver solutions to Commonwealth business requirements. For example, VEAP's collaboration with the Department of Environmental Quality is providing an Enterprise Content Management shared services solution. VEAP, the Department of Mines, Minerals and Energy and VDOT joined forces to deliver a pilot digital signature capability for future use throughout the Commonwealth. VEAP, the Department of General Services, Department of Business Affairs, and the Department of Taxation are collaboratively developing electronic forms (e-forms) for Phase II of Business-One-Stop. Business-One-Stop provides an enhanced service to businesses by reducing the administrative requirements for business creation; with the ultimate goal of reducing the number of vendor portals into the Commonwealth. All of these efforts provide building blocks necessary for future, shared enterprise-wide solutions.
When discussing central administrative systems, one generally thinks of financial, human resources, supply chain and administrative systems. However, modernizing central administrative systems requires developing enterprise-wide solutions that extend beyond the central administrative systems. In many instances, the Commonwealth could procure duplicative capabilities if viewing enterprise-wide systems as only central administrative systems. As an example, if the central administrative procurements include necessary reports and analytics, the Commonwealth could easily procure duplicative and competing tools. By pulling the reports and analytics out of the central systems, the Commonwealth procures a single capability not only for the central systems, but also for multi-agency use. After analyzing past due diligence data, VEAP initiated the Business Intelligence (BI) initiative. Business Intelligence is the umbrella term for reports, analytics, and dashboards to "unlock" the knowledge contained within the Commonwealth data. The BI initiative will provide the Commonwealth with a new, shared service concept. This shared service extends powerful BI capabilities to small and medium size agencies which otherwise could not afford or did not possess the expertise necessary to deploy BI within the agency. Currently, more than 20 agencies are working with VEAP to establish the BI shared service offering and the Business Intelligence Competency Center. Information on the procured BI tool has also been provided to the vendors currently writing proposals for the VDOTNEAP financial management solution.
Critical to the collaborative and shared service strategies is the VEAP's Change Leadership philosophy. VEAP is using a step-by-step process for developing and executing an approach that will inform and engage government leaders and staff and prepare them for a smooth transition to a new work environment. Change leadership is being woven into every aspect of VEAP, as the establishment of VEAP represents both cultural and functional changes to the way in which Commonwealth agencies operate. To this end, a well-thought-out and coordinated Change Leadership program plays a large part in the success of VEAP and its projects.
Designated by the Governor in January 2008, the Chief Applications Officer (CAO) has been working with the Chief Information Officer (CIO) to establish a series of initiatives aimed specifically at enterprise-wide solutions. Using VEAP resources, the office is leading, with agency support, efforts within Commonwealth application portfolio, enterprise applications strategy, and enterprise data standards. Each of these initiatives will support, and are necessary to properly plan and develop, the larger enterprise-wide solutions (and central administrative systems) within the Commonwealth.
Throughout these past 18 months, the Director has faced many different challenges. But these challenges have provided opportunities; opportunities which have been embraced by agency leaders as not only necessary, but right for the Commonwealth.