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2016 Supplemental - IT Decision Package Ranking Criteria

Formal project funding prioritization occurs on an annual basis, as part of the state’s biennial and supplemental budget building activities.  The Governor and the Legislature look to the OCIO to provide guidance on whether a project’s technical approach is sound and consistent with the state’s IT strategy, and to provide a prioritization of projects to guide policy decisions on the allocation of limited state funds.

The OCIO establishes prioritization criteria in response to current state business needs and changing technologies. These are published annually as part of the OFM budget instructions to ensure that agencies have a clear understanding of the values that projects will be evaluated against. The OCIO evaluates agency funding requests (received in the form of decision packages) against those values and establishes a priority ranking of all funding requests. The resulting prioritized list of project funding requests is submitted to both the Governor’s office and the Legislature.

NOTE: Agencies must complete a conceptual review with the OCIO on all IT-related decision packages before the agency budget submittal.  See procedures for Policy 121, Appendix B.

The OCIO’s criteria to prioritize technology budget requests for the 2016 supplemental budget are based on the criteria below. Weighting of the criteria is identified in the parentheses. Sub-criteria percentages represent the weight against the header criteria:

Business Transformation (52.9%)

This criteria is used to assess the IT proposals supporting business changes made to improve service or access to information for agency customers or citizens.

  • Business Process Improvement (28.5%) Primary goal of the proposal is to transform an agency business process -- This criterion will be used to assess the transformative nature of the project (INTENT: to incent agencies to take transformative projects that may include risk.)
    • 100% of points: The project is transformative and sets up the agency for continuous process improvement.
    • 50% of points: The project is transformative by improving or leaning out significant business processes.
    • 25% of points: The project is transformative and improves some business processes.
    • 0% of points: The project is not a transformative initiative.
  • Risk Mitigation (13.1%): Primary goal is to mitigate risks associated with transformative initiatives. This criterion will be used to determine if the initiative provides adequate resources to mitigate risks associated with a transformative initiative. Risk planning may include budgeting for independent Quality Assurance, organizational change management, training, staffing, etc.  (INTENT: Drive business value by encouraging risk taking that is well managed.)
    • 100% of points: The project has anticipated and budgeted for risk mitigation.
    • 50% of points: The project has budgeted for a minimal amount of risk mitigation.
    • 25% of points: The project speaks to risk mitigation but has not identified resources.
    • 0% of points: The project has no risk mitigation planning.
  • Customer facing value (26.0%): Add value in short increments -- This criterion will be used to determine if the initiative provides “customer-facing value” in small increments, quickly to drive our agile strategy. (INTENT: Drive agencies to producing value more quickly and incrementally).
    • 100% of points: The project is designed to produce customer-usable value every six months.
    • 50% of points: The project is designed to produce customer-usable value every twelve months.
    • 25% of points: The project is designed to produce customer-usable value every 18 months.
    • 0% of points: The project does not take an agile approach, and/or does not deliver customer-facing value every 18 months.
  • Open Data (9.2%): New datasets exposed -- This criterion will be used to assess if the initiative will increase public access to searchable, consumable machine readable data from state agencies. (INTENT: to drive agencies to make more data available to citizens. We also value make data available internally for better decision making).
    • 100% of points: The project provides access to open data that is coordinated across two or more agencies.
    • 50% of points: The project improves the volume or variety of data based on processes to determine which data the public most wants and needs.
    • 25% of points: The project will improve the volume or variety of data available to the public in searchable, downloadable formats.
    • 0% of points: The project does not improve transparency of data.
  • Transparency/Accountability (23.3%): Project is clear, measurable, and immediate -- This criterion will be used to assess if the initiative specifies the following: 1. Are the goals articulated? 2. Are performance outcomes identified, quantified and measurable?  (INTENT: agency with better project and outcome performance measure get more points).
    • 100% of points: The project's primary business goals are well defined, the outcomes are clearly identified, and the results will be measured immediately upon project completion.
    • 50% of points: The project's primary business goals are defined, the outcomes are identified, and the results will be measured within six months of project completion.
    • 25% of points: The project's primary business goals are defined, the outcomes are vaguely promising, and the results will be measured at some point after project completion.
    • 0% of points: The project will not improve accountability or transparency.

Technology Strategy Alignment (30.1%)

This criteria is used to assess the alignment of the request to the larger technology strategy of the state.

  • Security (24.3%) Improve agency security -- This criterion will be used to assess the improvements to the overall security posture for an agency. (INTENT: to award additional points to projects where intent is to improve the security across an agency.)
    • 100% of points: The project’ primary purpose is to introduce new capabilities to improve security across an agency.
    • 50% of points: The project addresses a business problem AND includes significant security improvements.
    • 25% of points: The project incrementally improves the existing security for an agency.
    • 0% of points: The project will have no impact on an agency’s security posture and/or infrastructure.
  • Modernization of state government (26.2%): Cloud first -- This criterion will be used to assess if the initiative will result in replacing legacy systems with contemporary solutions that drive our cloud-first strategy. (INTENT: to drive agencies to look more intently at leveraging cloud based solutions).
    • 100% of points: The project is designed to significantly modernize a core part of state IT infrastructure using a cloud-based approach. We value a cloud first strategy that means SaaS, hosted COTS, PaaS, and IaaS.
    • 50% of points: The project uses a significantly newer technical solution that is a combination of cloud and non-cloud.
    • 25% of points: The project uses a significantly newer technical solution that is not cloud based.
    • 0% of points: The project replaces legacy systems or technologies with technology that is not significantly more modern.
  • Mobility (13.9%): New mobile services for citizens -- This criterion will be used to assess the contribution of the initiative to support mobile government services for citizens and a mobile workforce. (INTENT: to drive agencies to look for ways to deliver results and services that are accessible to citizen from mobile devices.  We value mobility for employees as well but value mobility for citizens more).
    • 100% of points: The project primary objective is to create anytime, anywhere mobile access to a state system or service for a significant number of external customers.
    • 50% of points: The project will improve the mobility for state workers or provide access to a small number of external customers.
    • 25% of points: The project may provide an incrementally improved mobile experience for external customers or workers.
    • 0% of points: The project provides no improvement to a mobile experience for external customers.
  • Interoperability (35.7%): Adds new or increases exposure to larger authoritative data sets -- This criterion will be used to determine if the initiative provides a technology system or software application that distributes, consumes, or exchanges data . (INTENT: Drive agencies to acquiring and/or developing systems that are interoperable across the state enterprise.)
    • 100% of points: Interoperability is built into the core system. The system publishes a standard Application Programming Interface (API) that allows other systems to query and execute tasks on the system.
    • 50% of points: This system inter-operates with other systems through a system of published integrations, usually created and supported by the system vendor.
    • 25% of points: New connections can or have been made to external systems via custom development.
    • 0% of points: Isolated. Does not communicate with other systems. Includes systems that inter-operate through a common backend database.

Financial (12.0%)

This criterion will be used to assess the initiatives financial contribution. The extent the initiative uses other fund sources, reduces cost for the state, or captures new or unrealized revenue.

  • Captures new or unrealized revenue (23.5%): This criteria is calculated based on the amount of new or unrealized revenue captured by the end of biennium 17-19 as a proportion of total investment. To get the full points in this criteria projects must capture at least 5x the amount of the investment by the end of biennium 17-19.
  • Reduces Costs (17.2%): This criteria is calculated based on the amount of cost reduction by the end of biennium 17-19 as a proportion of total investment.  To get the full points in this criteria projects must reduce costs by at least 2x the amount of the investment by the end of biennium 17-19.
  • Leverages Federal/Grant Funding (59.3%): This criteria is to calculate the degree in which projects are funded by federal or grant dollars. Projects that are fully funded by federal or grant sources receive full points.  

Judgment (5.0%)

This criterion is used by the Chief Information Officer to apply judgment after the fact.