MINUTES JOINT COMMITTEE ON INFORMATION TECHNOLOGY

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1 Kansas Legislative Research Department October 21, 2013 MINUTES JOINT COMMITTEE ON INFORMATION TECHNOLOGY September 9, 2013 Room 144-S Statehouse Members Present Representative Keith Esau, Chairperson Senator Marci Francisco Senator Garrett Love Senator Jeff Melcher Representative Steven Johnson Representative Kevin Jones Representative Harold Lane Representative Brandon Whipple Members Absent Staff Senator Mike Petersen, Vice-chairperson Senator Tom Holland Aaron Klaassen, Kansas Legislative Research Department Amy Deckard, Kansas Legislative Research Department Julian Efird, Kansas Legislative Research Department Norm Furse, Office of the Revisor of Statutes Matthew Sterling, Office of the Revisor of Statutes Jim Miller, Legislative Chief Information Technology Officer Gary Deeter, Committee Secretary Conferees Anthony Schlinsog, Executive Chief Information Technology Officer John Byers, Chief Information Security Officer, Office of Information Technology Services Bryan Dreiling, Chief Information Technology Architect, Office of Information Technology Services Jay Coverdale, Director of Telecommunications, Office of Information Technology Services Travis Combes, Director of Cloud Services, Office of Information Technology Services David Fredrick, Director, Network Operations Center, Office of Information Technology Services Julie Niehues, Director of Professional Services, Office of Information Technology Services Jim Miller, Legislative Chief Information Technology Officer Kelly O Brien, Judicial Chief Information Technology Officer Lindsey Douglas, Chief, Office of Governmental and External Affairs, Kansas Department of Transportation Jeff Neal, Chief Information Officer, Kansas Department of Transportation

2 Glen Yancey, Chief Information Officer, Kansas Department of Health and Environment Kevin Cronister, Chief Information Officer, Kansas Department of Revenue Monday, September 9 Morning Session The Chairperson called the meeting to order at 10:08 a.m. Representative Harold Lane moved to approved the Joint Committee on Information Technology (JCIT) minutes for April 3, 2013, May 13, 2013, and May 15, 2013; seconded by Representative Steve Johnson. The motion carried. Steve Fabert, Assistant Attorney General, Kansas Attorney General s Office, briefed the Committee regarding ongoing litigation involving a software company that is requesting unfettered access to all state computers in order to determine if state agencies have exceeded their number of certain software license agreements. Commenting that such access by an outside entity is unprecedented, Mr. Fabert noted the U.S. Supreme Court has ruled that intellectual property protections do not apply to state governments, a ruling about which the complainant seems unaware. The Chairperson made a motion that the meeting of the Joint Committee on Information Technology be recessed for a closed executive session to commence at 10:20 a.m. in Room 144-S of the Statehouse, pursuant to subsection (b)(2) of KSA 2012 Supp for the purpose of consulting with Steve Fabert, an attorney from the Attorney General s Office, regarding a civil suit brought by a software vendor against the State, which would be deemed privileged in the attorney-client relationship. In addition, the Chairperson determined that the following additional persons are necessary to aid the Committee in the closed meeting and shall be noted in the minutes: Anthony Schlinsog, Executive Chief Information Technology Officer (CITO); and John Byers, Chief Information Security Officer, Office of Information Technology Services (OITS). Further, the Chairperson asked all other persons not named to leave the room until the Committee resumed the open meeting in Room 144-S of the Statehouse, at 10:45 a.m., and for his motion, if adopted, to be recorded in the minutes and maintained as a part of the permanent records of the Committee. The motion was seconded by Senator Melcher. The motion passed. The Committee reconvened at 10:45 a.m. A motion was approved to extend the executive session at 10:45 a.m. until 10:55 a.m. The meeting resumed at 10:55 a.m. Mr. Schlinsog, assisted by his staff, provided quarterly updates on the Information Technology (IT) activities of the Executive Branch (Attachments 1 and 2). Mr. Schlinsog briefed members regarding a new federal initiative to create a nationwide first-responder network designated FirstNet. Under the National Telecommunications and Information Administration, the federal Department of Commerce will create a new broadband 4G LTE (Long-Term Evolution) network with $7 billion in seed money, $1.8 million of which is being allocated to Kansas. Responding to questions, Mr. Schlinsog stated the project will leverage assets already in place, such as cell phone towers. Kansas Legislative Research Department 2 Joint Committee on Informational Technology

3 Mr. Byers provided an information technology (IT) security update and outlined recent enhanced security measures: Consolidation of AV/Malware under Sophos; Selection of Entrust to assure all state IT services have current security certificates; Creation of a third-party Security Operations Center using vendor RSA to monitor the Kansas Department of Health and Environment s (KDHE s) Kansas Eligibility and Enforcement System (KEES) project; Selection of 29 vendors under state contract to provide security services for the state, counties, and local units of government; and Streamlining the State Security Policy. Bryan Dreiling, Chief Information Technology Architect, OITS, reviewed progress on developing a statewide cloud messaging system. He noted a near-unanimous decision by the 13-member platform committee to create a cloud-based system. Responses to the Request for Proposals (RFP) are due October 11, Mr. Dreiling commented on preparations to implement a new OITS billing system. Answering questions, Mr. Dreiling stated the larger state agencies will be using cloud messaging beginning in 2014, and the new billing system, usagebased, will be implemented by the end of Jay Coverdale, Director of Telecommunications, OITS, outlined the progress on the Kansas Wide-Area Information Network (KanWIN) modernization. The project, begun in 2008, has established the Core and Campus Network, retired the Frame Relay Circuits, and is upgrading the Metropolitan Area Network in Topeka. The phone systems are migrating to Voiceover Internet Protocol (VoIP), a process that will save the state $18 million over a ten year period. He commented on two projects on the horizon: Next-generation 911 services, and extending the capital-area fiber network one block (estimated cost, $250,000) to provide better service to 15 additional state agencies. Answering a question, he stated the current fiber network carries 40 gigabytes per second. Travis Combes, Director of Cloud Services, OITS, after consulting with a number of vendors, reviewed the study s findings regarding moving state IT services to the cloud services prototype. In summarizing the findings, he stated state infrastructure is highly disparate, nonstandardized across agencies, with limited economies of scale evident for both utilization and purchasing power. The Cloud Services team recommends a converged infrastructure solution. An RFP will be released next week. Answering a question, Mr. Combes stated the plan calls for the state to own and host the cloud services. Mr. Schlinsog added that IT consolidation is not always popular with state agencies, especially if services are outsourced. Hosting cloud services will limit agency staff losses. A Committee member recommended that cloud services be outsourced to a private vendor to mitigate risk. Kansas Legislative Research Department 3 Joint Committee on Informational Technology

4 Afternoon Session Monday, September 9 David Fredrick, Director, Network Operations Center, OITS, presented information regarding a statewide unified service desk. Initial agency roll-out will begin January 6, 2014, and will be adopted statewide by August 29, He commented on OITS IT forums scheduled to share information and best practices among state agencies. A Committee member requested that OITS provide performance metrics on the service desk initiative in order to evaluate its effectiveness and costs. Julie Niehues, Director of Professional Services, OITS, described the functions of the Professional Services unit. She said the services are primarily for smaller state agencies that do not have full-time IT staff, although some larger agencies can use the services for special projects. Responding to a question, she stated services are charged on a per hour basis. Mr. Schlinsog outlined the new KITO (Kansas Information Technology Office) rate structure, an initiative designed to more fairly assess users fees. He referenced a Legislative Post Audit assessment nearing completion that will assist in realigning fees and actual costs associated with the fees. Jim Miller, Legislative CITO, reviewed legislative computer services (Attachment 3). He reported that staff recently focused on providing service for the Special Legislative Session. Applications services continue improving Kansas Legislative Information Systems and Services (KLISS). He noted replacing the staff PCs will result in estimated annual savings of $68,000, beginning in 2014, after the change-out of equipment in fall Regarding technical services, he stated the new Statehouse Visitor s Center will require extensive infrastructure work as part of the Capitol Restoration Project that is nearing completion. Kelly O Brien, Judicial CITO, gave a progress report on the court s transition to a paperless, centralized system (Attachment 4). Currently, the Judicial Branch is implementing an electronic filing project, which will be integrated with the FullCourt Case Management and Document Management System used in 103 of Kansas 105 counties. A pilot project (including courts in Leavenworth, Douglas, and Sedgwick counties) has been completed, and the first phase of the statewide roll-out will begin with Shawnee County in December of Mr. O Brien commented on the benefits of electronic filing and noted the costs totaling $5.5 million that would limit deployment, which will continue statewide as funds become available to add more counties and courts. Lindsey Douglas, Chief, Governmental and External Affairs, Kansas Department of Transportation (KDOT), introduced Jeff Neal, Chief Information Officer, KDOT, who provided an update on the agency s Document Management System Replacement Project (Attachment 5). Noting that current vendor IBM will end support for the present system within a year, he said the project is crucial to manage the present 3.5 million documents in the system. After the project received approval in February of 2013, an RFP was released. Proposals are being evaluated and a vendor contract hopefully will be signed in September of Glen Yancey, Chief Information Officer, KDHE, reviewed the history and the current status of the KEES Project that KDHE and the Kansas Department of Children and Families are developing jointly (Attachments 6, 7, and 8). Noting that the project vendor is Accenture, he listed the detailed processes of the project, commented on the Independent Verification and Kansas Legislative Research Department 4 Joint Committee on Informational Technology

5 Validation Report (IV&V), remarked on the challenges presented by the time line, and assured the Committee that the October 1, 2013, deadline would fit with federal Centers for Medicare and Medicaid Services (CMS) requirements. He observed that the project is projected to be $5.0 million under budget. Responding to questions, Mr. Yancey stated the completion details will be more evident after regression testing, and CMS is permitting some facets of the project to be deferred. Kevin Cronister, Chief Information Officer, Kansas Department of Revenue (KDOR), reviewed the progress on the Motor Vehicle Registration System (Attachment 9). Noting previous problems with its vendor, 3M, he stated the agency is monitoring every aspect of the developing system, including the use of a third-party audit of the database. Commenting on the 2.5 million transactions to date, he reported the current average transaction time to complete a renewal of vehicle registration is under six minutes, with little or no down time for the computer system. After thorough testing, the system s go-live implementation of the drivers license component will include independent certification and another third-party audit of the database. Answering questions, Mr. Cronister stated the audit of the registration database began recently. Responding to other questions, Donna Shelite, Director, Division of Vehicles (DOV), KDOR, stated there will be at least two, perhaps three, audits. Committee members discussed the relation between issuing drivers licenses and voter registration. Ms. Shelite stated the Division of Vehicles is not required currently to collect documents during vehicle registration renewals for use in verifying voter registration. It has not been determined whether those documents will be required when Real ID drivers license renewals are implemented. The meeting was adjourned at 3:55 p.m. The Chairperson announced a tentative meeting on Monday, October 14, Approved by the Committee on: October 21, 2013 (Date) Submitted by Gary Deeter Edited by Amy Deckard and Julian Efird Kansas Legislative Research Department 5 Joint Committee on Informational Technology

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