INFORMATION TECHNOLOGY SERVICES DIVISION

IT Mandates

We cannot underestimate the important role information technology plays in our daily lives. The delivery of services in business, education and government has been forever changed due to advances in technology and our willingness to embrace those advances. However, the value of technology can only be fully realized when it is implemented in a well-managed and effective way.

The appropriate technology implementation strategy for government requires that we focus on the services our customers need, and then deliver those services in the most effective and efficient manner.

During the last quarter century, Montana State Government agencies deployed information technology (IT) to pursue their various missions. For the most part, the efforts of these agencies were independent of each other, sometimes resulting in a duplication of systems and hardware. Often citizens' needs were a secondary consideration to agency requirements when collecting information and providing services.

The Governor and state legislature recognized information technology as an enabler of government services and a critical component in state government's ability to provide appropriate services to its citizens. However, the legislature also recognized the complex, and often overwhelming nature of controlling the growth and cost of state government's investment in information technology. This is in part due to the fluid nature of technology advancement, the complexity of the information technology enterprise, and the cost of acquiring and maintaining these systems.

The following excerpts from the Montana Information Technology Act (MITA) provide the background and expectations for state government's use and management of information technology now and in the future.

Guiding Principles

The Act establishes guiding policies for state government to follow when using information technology in its operations:

• Information technology is used to improve quality of life for citizens
• The development of information technology resources must be organized, deliberate and cost-effective
• The Department of Administration must be accountable to the governor, legislature and the citizens

The Act provides guiding principles for use by state government to ensure the second point is achievable.

Section 2-17-505, MCA

Information Technology Board

The Act amends current law to create an Information Technology Board, with expanded membership that replaces the Information Technology Advisory Council. The Board is to advise the Department of Administration on key information technology issues, provide a forum to guide the development and deployment of information technology in the state, and to share information. In addition, the Board shall study state government's present and future information technology needs and the use of emerging technologies.

Section 2-17-513, MCA

IT Planning

The Act requires the department to develop and implement a statewide strategic information technology plan. In addition, the Act requires each agency to develop individual IT plans that document agency IT plans for the next six years. These plans are submitted to the Department of Administration for approval and alignment with the state Strategic Plan for IT. The IT plans must also align with the biennial budget process. Agency requests for funding of major IT projects must be included in their IT plans.

Sections 2-17-521 through 2-17-526, MCA

Monitoring and Enforcement

The Act defines the Department of Administration duties and responsibilities associated with the new IT planning and budgeting requirements.

• Assess progress toward implementing the state's strategic IT plan
• Establish and enforce statewide IT policies and standards
• Evaluate IT budget requests with OBPP
• Report on IT based on the agency plans
• Evaluate performance relating to information technology

The Office of Budget & Program Planning (OBPP), in cooperation with the department, shall prepare a statewide summary of major new IT projects contained in the state budget. The Legislative Finance Committee (LFC) provides interim oversight for information technology. The Department of Administration shall report to the LFC on a regular basis and to the legislature on the IT activities of the department.

Sections 2-17-512, 2-17-514 and 2-17-526 , MCA

Applicability

The Act includes provisions indicating what entities must comply with the provisions of the Act. Generally, the Act applies to every agency of the Executive Branch of government. The Act does require the Legislative and Judicial Branches to prepare an information technology plan and provide their IT plan to the Department of Administration. Certain entities are granted exemptions from certain provisions of the Act. The National Guard is exempt from most provisions of the Act. Additionally, the Montana University System and the Office of Public Instruction are granted exemption from the procurement review and approval process in the Act unless the proposed activities would detrimentally affect the operation of the central computer center or the statewide telecommunications network. In addition, the department may grant exceptions to any policy, standard, or other requirement adopted by the department.

Sections 2-17-515 through 2-17-517, MCA

Biennial Report

The Act also requires that the State biennially prepare a report on the progress made in achieving the goals and initiatives enunciated in the Strategic Plan.

Section 2-17-521, MCA