Information and communication technology in Montana state government : a report of agency information system plans for fiscal years ...

88 Pages·1991·3 MB·English

by  Montana. Dept. of Administration. Information Services Division

Information and
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004«6 commucicat ion
A3itra technology In
1990/91 Montana state
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INFORMATION AND COMMUNICATION
TECHNOLOGY
IN
MONTANA STATE GOVERNMENT
A
Report of Agency Information System Plans
for Fiscal Years 1990 - 1991
STATE DOCUMENTS COLLECTION
APR 3 1989
MONTANASTATE LIBRARY,
ISflfc- 6th AVE.
HELENaBToNTANA 59620
MONTANA
Department ofAdministration
Ellen Feaver, Director
Information Services Division
Mike Trevor, Administrator
PLEASE
\PR 241991
AUG 2 8 ^991 3 0864 00062861 3
January 1989
Information and Communication Technology in Montana State Government is published everyother
yearby the Department ofAdministration, Information Services Division, Helena, MT. The Resource
Management Unit ofthe Information Services Division serves as the managing editorfor this report.
FOREWORD
Montana state government has, out ofnecessity, 2) Increased importance of communication
relied heavily upon its information systems as a and cooperation between dissimilar systems
basis for meeting governmental mandates. The has emphasized the need for statewide
1988-89 biermium has been a time of tight standardsforhardware, software, applications
budgets and personnel resources; and expanding and telecommunications (see section on
demand for improved governmental service. As Information System Architectures).
neverbefore,governmentalmanagershaveturned
to automationofinformation systemstomeetthe 3) The basic framework for managing state
challenges of theirjobs. Employees throughout information and communications is outlined
the state are equipped with low cost computer in the section on Information Services
workstations. With the advent of easy to use Division.
software, computers have become crucial to job
performance. 4) The state spent approximately$22 million,
or less than 2% ofits budget, on information
The Department ofAdministration has prepared systems and communications. This is in line
this report as part of its responsibilities for with private sectorI/S budgets (average ofall
controllingand coordinating data processingand industryI/S budget = 1.9% oforganizational
telecommunications. This report, which is budget) as described in the November 21,
prepared each biennium, is unique in several 1988 DATAMATION Industry-by-Industiy I/S
ways: Spending Survey. See section on Facts and
Figures for further discussion of the state's
1) Never before have so many state investments in information systems.
employees had access to low cost computing
capability as they have today and the The Department ofAdministration would like to
achievements they have made in putting thank each agency for its contribution to this
technologyto use have never been so notable report. The accomplishments serve as important
(see section on AgencyAccomplishments and benchmarksthroughwhichthestatecanjudge its
Goals); progress in information management. The goals
willprovideguidancetoprogrammanagersaswe
explore automation in the 90's. A special thanks
is extended to the management and staff of the
Information Services Division for their time and
dedication to developing the State of Montana's
first blueprint of an Information Systems
Architecture -- mayitserve as a startingpoint for
long term progress.

TABLE OF CONTENTS
Agency Accomplishments and Goals 1
Information System Architecture 39
Information Services Division 53
Facts and Figures 65
Appendix 72
lU
IV
AGENCY ACCOMPLISHMENTS AND GOALS
This chapter is a summary of information system accomplishments for fiscal years 1988-89, and
information system goals for fiscal years 1990-91. The goals and accomplishments have been developed
byagencypersonnel. The level ofdetail contained in this section varies depending upon the information
submitted, and the size of an agency's budget for information systems. Larger agencies typically have
summarized their accomplishment and goals at a fairly high level so as to cover the wide range of
information system related activities. Smaller agencies, or agencies with relatively small budgets for
information systems, usually have described their accomplishments and goals in more detail. This
generallyindicatestheimportanceofevenminorimprovementstotheirinformationprocessingcapabilities.
ADMINISTRATION
Accomplishments
^^^^^^^^
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Accounting: An Online Entry and Edit (OE&E) automated so that on a monthly basis all leases
Systemwas developedto enable agenciestoenter are reviewed to make sure state agencies renew
mostSBAS documentsonline. Anotherprocedure them in a timely manner. A library of standard
allows agencies to generate transactions on a contract language for every type of contract was
personal computer, then enter them directly into set up.
the SBAS process. A project to download SBAS
data to a personal computer is underway. An Information Services: Consolidation ofvoice and
onlineadjustmentsystemwasimplementedtoaid data telecommunications onto the same network
in preparing the State's Financial Report. and the replacement of analog long distance
facilities with digital facilities has improved the
Architecture &Engineering: LongRangeBuilding quality of communications and reduced costs.
Program has been automated so that forms such Thederegulatedtelecommunicationsenvironment
as project recap reports, final recaps, project supportscompetitiveprocurementsforequipment
statusreports, completionreports, supervisoryfee and services; an increasing number of vendors
billings and construction advances can be nowsupplyand supportstate ofthe artswitching
completed in a more timely manner. A Claims systems and network links. The state is now
Logwhich keeps track ofpayment to contractors positioned properly to take advantage of, and
was developed and can generate Form 1099's. control, new cost effective telecommunication
The Long Range Building Program book that is technologies. ImplementationoftheStatewide9-
published everytwo years is now on a computer. 1-1 Program iswell underway. This program will
provide for access by all citizens to emergency
Centralized Services: The Department's biennium services in Montana communities. Eleven 9-1-1
budget was coordinated and prepared using the jurisdictions have been approved as a result of
newExecutiveBudgetSystem. Thereconciliation this program.
function ofthe Investment Division's portfolio of
the State's investments was automated. Computer processing rates have been reduced.
ISD has handled the explosive growth in
Director: A department-wide study on office information processing with no net increase in
automationisnearlycomplete. Alladministrators FTEs. Completed development work on several
withtheexceptionofStateTaxAppealBoardand major mainframe applications, providing
Worker's Compensation Court, use the electronic increased efficiency and effectiveness for several
mail system. A fax machine has been installed state agencies. Provided technical assistance,
for document transmission. All divisions within computing and network capabilities for
the Department adopted division microcomputer implementation of the Criminal Justice
management guidelines based on guidelines set Information System which serves the entire law
out by ISD. enforcement community. Direct access to
informationstoredonthestate'scentralcomputer
General Services: A work order control system system by the public and private businesses was
wasestablishedthatissuesandtracksworkorders. made available through development of secure
This provides work order reports to determine and easy to use public access procedures.
problems and keep track of parts on order. A
billing system was set up whereby invoices and
questions concerning billing are handled more
effectively. A program was created to do cost
estimates for reconstruction and remodeling
projects. The Statewide Lease Report has been
ADMINISTRATION
Accomplishments
Personnel: The sick leave fund was automated. Publications & Graphics: WordPerfect files are
The Benefits Programwas reviewed to determine uploaded directly to the mainframe without
thebestuseofautomation. SurplusDisplaywriters having to go through ISD. Any changes needing
have been installed in Classification to increase to be made to these files can be made directlyby
word processing capability. Publications & Graphics. A mainframe link has
beenestablishedwhichfacilitatestypesettingjobs.
Property & Supply: The purchasing catalog used A fax machine has been installed to receive bids
byStores tobidoutsuppliessoldtostateagencies from vendors.
hasbeenautomatedtocreatebids. Anautomated
phone-order system has been implemented to Purchasing: The vendor information module has
simultaneouslyorder supplies for an agencyover been fully automated. A bid tabulation system
the phonewhile checkingto see ifthese supplies has been implemented to figure preferences that
are in stock or if a reasonable substitute exists. pertain to certain bids. The vendor's list for the
Also, the capability now exists to prepare a State ofMontana including federal identification
quotation on an orderplacedbyanystate agency numbers will be used bythe State Auditor to pay
before a bill is generated. bills.
Public Employees Retirement: A network of Teachers Retirement: Personal computers and
personal computers has replaced the Honeywell software has been acquired. A program that
ComputerSystem. Informationfor retirees is on- calculates retirement income for people
line, and up-to-date information is accessible contemplatingretirementhas been implemented.
instantly. As the number of benefits offered by Member annual statements have been enhanced
PERD increase, the amountofinformation required to include: balance owing on additional service
by the actuary increases. This division can offer credits and currentbeneficiary's name. Buy-back
the informationnowrequired, such as retirement balances are up-to-date. All members' accounts
and death date, number of beneficiaries, age of are online to allow up-to-date answers to
beneficiary, etc. The system is now capable of questions concerning any account.
checkingwhether a person is on both the retiree
and active list which corrects a past audit Worker's Compensation Court: A docketprogram
violation. Aprogram is inplace to separate part- was automated. Receipts are generated
time and seasonal employees so they won't be automatically as each pleading is entered or
annualized in error. issued.
ADMINISTRATION
Goals
Accounting: FinalizetheinstallationoftheOnline Maintain cost effective telecommunication ser-
EntryandEditofSBAStransactions. Simplifythe vices. Take advantage ofappropriate technology
preparationofthefinancialreportbydownloading for telecommunications to properly position the
the current information directly to personal state for future telecommtmication needs.
computers. Implement five to seven new 911 systems each
fiscal year. Maximize the use ofthe shared data
Centralized Services: Serve as a pilot agency for network. Improve the utilization ofthe available
implementationofOnline EntryandEditofSBAS frequency spectrum.
documents. Improve coordination of all
automation activities within the Department of Maximize the benefits ofthe state mainframe by
Administration. Continuetrainingforall employ- providing for the cost effective use of installed
ees to keep up with state-of-the-art data hardware and software facilities. Maximize the
processing. productivityofdataprocessingstaffsbyproviding
central, shared technical software support
Architecture and Engineering: Automate the services. Increase the efficiencyand effectiveness
development of specifications. Record contracts ofState agencyuse ofdata processingbyprovid-
and setup ticklerfiles to trackwarrantydates on ing a central pool of systems development
construction, completion dates and expiration of professionals.
insurance policies.
Standardizemicrocomputerproductsbyproviding
Directors Office: Improve the functionalityofthe support, training and purchasing assistance.
installed workstations by providing enhanced Maximize the state's return on the investment in
word processing software, access to department microcomputer and network technology by
networks and shared printers. creating and implementing new cost beneficial
statewide office applicationsystems. Improve the
General Services: Set up an inventory system to accessibility of information to the public by
keep track of janitorial and shop supplies for promotingdirectprivate computeraccess to state
reorder purposes, and a key inventory system to information. Improve personnel productivity by
keep track of and control individual access to implementing new automated productivity tools
state buildings. Purchase a Pitney Bowes on microcomputers, mainframes and computer
computerthatwouldfigure the overhead costfor networks.
processing mail automatically.
Provideforthe coordinationofdata processing in
Information Services: Improve the "easeofuse"of state government, at central and local levels, to
the mainframe computer. Improve the security insure compatibility with the state's
protection of applications. Improve system communication network and information system
availability of liie mainframe data network. architectures.
Reduce the labor intensiveness of data center
functions, thereby improving service and reduc-
ing costs.