Project Startup Report Presented to the IT Committee June 26, 2012

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1 Prject Name: SOS File 2.0 Agency: Secretary f State Business Unit/Prgram Area: Secretary f State Prject Spnsr: Al Jaeger Prject Manager: Beverly Maitland Prject Startup Reprt Presented t the IT Cmmittee June 26, 2012 Prject Descriptin Nrth Dakta s Office f the Secretary f State (SOS) has partnered with the Nrth Dakta Infrmatin Technlgy Department (ITD) t build frm scratch a web-based sftware system t manage SOS prcesses fr Central Indexing, Licensing and Registratins, and Campaign Finance. This new business slutin will allw SOS persnnel, public users and ther third parties the ability t view, update, search, and manage infrmatin related t these lines f business via web brwsers. Additinally, the new web server-based applicatin will replace and retire the existing mainframe, AS400, and WebSphere based legacy systems. Business Needs and Prblems The current systems in use are a mainframe applicatin fr Central Indexing filings, an AS400 system fr business services, licensing, and administratin, and a WebSphere applicatin fr Campaign Finance. The mainframe Central Indexing System (CIS) des nt allw the SOS t cst effectively implement technlgies required t reduce csts and prvide better custmer services such as: ad hc reprting, public nline filing, nline searches, and Business-t-Business (B2B) cmpnents fr high-vlume filers Similarly, the design and nn-state-standard RPG prgram language f the AS400 system des nt enable implementatin f nline services such as filings, lists, and certificatins needed t meet tday s public and inter-agency service demands. Mdifying the applicatin n the AS400 wuld nt benefit Nrth Dakta in the lng term because the prgram language used is nt an apprved state standard and the availability f staff fr prgramming and maintenance are diminishing The campaign finance system is currently lcated within a system in which it is the nly remaining mdule as all ther mdules have been migrated t ND VOICES. Since campaign finance is simply anther SOS filing, functinality is being incrprated int the entire ffice s filing system. Key Metrics Prject Start Date Prject End Date Original Baseline Budget 05/08/ /03/2014 $3,468,428 Prject Objectives Imprved and mre efficient business prcesses. Reductin in labr - Payments Objectives Measurement Descriptin We prject that Central Indexing System nline filings will increase 10% in the first six mnths, and up t 40% in 12 mnths Current CIS nline filings are 12% An increase in filings by custmers equates t custmer satisfactin and less staff labr fr manual entry Receipting and depsiting payments Staff currently spends 9-10 persn-hurs per day receipting and depsiting payments frm submitted paper filings and requested business services. This prcess will be autmated with new system.

2 Reductin in labr Date Stamping Reductin in labr Auditing Images Reductin in labr -Scanning Reductin in labr Attaching images t ID Numbers Prject Startup Reprt Presented t the IT Cmmittee June 26, 2012 Online filings will als have payments prcessed nline which will reduce the number f payments which staff needs t receipt. Eliminate wrk spent manually date-stamping incming dcuments Incming dcuments will be scanned in the intake prcess and will include the date scanned Online filings will be electrnic and autmatically datestamped, s this manual prcess will be eliminated Reduce the amunt f time spent auditing images (fr quality f image) Staff currently spends 16 persn-hurs per day auditing images With the new system, audit prcess shuld take place as part f the business prcess because mst images will be scanned upn receipt rather than at the end Reduce the amunt f time scanning Currently, it is a full-time jb fr tw peple t perfrm scanning functins Likely, this prcess will take mre time in the first few mnths after prduct rllut as the staff incrprates new prcesses and scanning hardware As prcesses are perfected and scanning preparatin time is eliminated, the expectatin is that scanning will becme a half-time jb Increase efficiency and accuracy f attaching images t ID numbers Autmatin will remve the pssibility f attaching wrng ID numbers t images, s the manual crrectin prcess fr this is eliminated With current system, staff spends apprximately 3-4 hurs per week n this functin, which will be eliminated with the new system Reductin in labr track wrkflw prgress Prgress dashbard utilizatin fr supervisrs t track wrkflw prgress Supervisrs will be able t mnitr the wrk accmplished by all emplyees in relatin t the vlume f wrk Hurly Daily Weekly Mnthly Yearly By filing type Reductin in labr Staff Overtime Staff vertime Supervisrs will be able t quickly knw which staff members can be temprarily assigned t ther wrk units based n the vlume f wrk at hand

3 Prject Startup Reprt Presented t the IT Cmmittee June 26, 2012 Belw is the amunt f vertime that staff has spent in the current and prir biennium wrking vertime t supprt a backlg in the current system: : 20 emplyees, 2,762.5 hurs : 23 emplyees, 3, hurs : 23 emplyees; 7024 hurs : 25 emplyees; 9150 hurs : 25 emplyees, 6,300 hurs (as f the date f this reprt). The SOS team is estimating that after the new system is implemented and stabilized, vertime hurs will be significantly reduced. Cnslidatin f IT systems and eliminatin f antiquated technlgy. Eliminate the use f AS400 fr registratins and licensing Success criteria is that use f (and related csts spent n) the AS400 is eliminated Remve CIS filings frm the mainframe Success criteria is that use f (and related csts spent n) the mainframe is eliminated Cmbine CIS and business indexes int the same database Success criteria is the eliminatin f duplicated effrts relating t data Cmbine campaign finance filings int the ne filing system fr the ffice Success criteria is the eliminatin f an unnecessary WebSphere utility and the csts fr hsting, maintenance, and mdernizatin Creating interfaces between PepleSft and the system t expedite accunting prcedures with better accuracy. Success criteria is the eliminatin f manual entry f accunting data int tw separate sftware systems, which will reduce data entry errrs and save time Campaign Finance This wuld create the first n-line filing ptin in ND fr campaign finance reprts. Anticipated Benefits Cst/Benefit Analysis Imprved and mre efficient business prcesses Reduced paper dcument handling and imprved quality f data indexing Frnt-end scanning business prcesses and validatin Perfrmance measurement tls

4 Prject Startup Reprt Presented t the IT Cmmittee June 26, 2012 Ad hc reprting capabilities Online services Imprved imaging and indexing Imprved data quality resulting frm decreased manual entry Utilizatin f prgress dashbard enabling supervisrs t track wrkflw prgress (Nte: Abve benefits in prcess efficiency largely translates int mre effective use f ffice staff time.) Technlgy benefits Retentin Retirement f unsupprted AS400 Retirement f mainframe system Retirement f WebSphere system Regular sftware updates f system including new business functinality and technlgical enhancements Separate envirnments fr Testing, Training, and Prductin. The system will keep track f the retentin schedules fr all dcuments filed accrding t state recrds management requirements. Dynamic Frms Capability SOS staff will be able t create new filings within the system based n Legislative requirements withut the need fr ITD invlvement. Key Cnstraints r Risks The prject has the fllwing cnstraints: Any new frms added r any frm changes made after the design phase will require integrated change cntrl. SOS resurce cnstraints due t all increases f wrk fr the SOS ffice (e.g. ecnmic grwth within the State, Legislative sessin actin, and retentin f key SOS emplyees). ITD Resurces and cntractrs The apprpriated csts f the prject will remain within $3.5 millin. Cst, schedule, scpe, and quality are ften in cnflict during prjects. The spnsr elected t priritize as fllws: 1. Quality 2. Cst 3. Schedule 4. Scpe Prject Risks: Risks fr the prject executin: Staff has been identified within the ITD ffice t assist in implementatin at the specific times

5 Prject Startup Reprt Presented t the IT Cmmittee June 26, 2012 they are called fr in the prject schedule (Staffing assignments will be cntinually reevaluated t ensure the ffice and prject wrklad can be cmpleted effectively). Staff has been identified in the ND Secretary f State s ffice t actively participate thrughut the prject (Staffing assignments will be cntinually reevaluated t ensure the ffice and prject wrklad can be cmpleted effectively). Data Cnversin: This prject will require data cnversin frm existing systems t a new system. Histrical infrmatin prves that this is ften a risky part f the prject with ptential fr cst r schedule verruns. (Risk has been minimized by data cleaning cmpleted well in advance f mapping it t a new system.) Image Cnversin: The ptential need and csts assciated with cntracting this service. (Ptential staff will be identified and cntacted early in the planning phase t cnfirm their availability and establish a cst estimate fr budget purpses.) Missing requirements - there is always the pssibility that requirements have been missed, misunderstd r imprperly estimated (A cnsiderable amunt f time was dedicated t analysis t try t ensure this did nt ccur). Risks f nt cmpleting the prject: Mainframe, AS400, and WebSphere related risks: Csts t maintain will cntinue t accrue and increase Staff t maintain these systems is limited, with little r n redundancy Only ne RPG/AS400 prgrammer available currently The SOS ffice has a prgressive trend f increased business filings every year. This requires mre prcessing pwer which may nt be available in the existing systems Cntinued increases f staff vertime spent wrking manual prcesses as filing inputs cntinue t increase Online services that are demanded by the custmer wuld be difficult t achieve Items that are required in the SOS technlgy audit simply cannt be achieved in the current system (e.g., primary edits n all data fields, access authrizatins n every data field, ther security factrs)

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