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J_JTC_2017A 09/13/2017 10:00 AM Committee Summary

Final

STAFF SUMMARY OF MEETING



COMMITTEE ON JOINT TECHNOLOGY COMMITTEE

Date: 09/13/2017
ATTENDANCE
Time: 10:03 AM to 12:07 PM
Neville T.
X
Pabon
X
Place: SCR 352
Thurlow
X
Williams A.
X
This Meeting was called to order by
Singer
X
Senator Martinez Humenik
Martinez Humenik
*
This Report was prepared by
Katie Ruedebusch
X = Present, E = Excused, A = Absent, * = Present after roll call, R = Remote Participation
Bills Addressed: Action Taken:
Consideration of Scope Change, Collections System Replacement Project, DPA

Consideration of Emergency Supplemental Request, HRWorks Project, OIT

Update on DRIVES Project, DOR
Recommendation(s) Approved

Recommendation(s) Approved

Witness Testimony and/or Committee Discussion Only





Representative Singer called the meeting to order. A quorum was present. Mr. Matt Becker, Legislative Council Staff, discussed the order of business and the actions required by the committee.





10:03 AM -- Consideration of Scope Change, Collections System Replacement Project, DPA



Mr. Bob Jaros, State Controller and Ms. Lynne Winchell, Deputy State Controller, introduced the Colorado Department of Personnel and Administration's change of scope and reduction in appropriation request for its Collections Replacement System. He discussed the request and the history of the project to date. Mr. Jaros answered questions regarding the reduction in the department's spending authority and the proposed change in project scope. In response to a committee question, Mr. Jaros indicated that further appropriations will not be necessary for the system and that the department was not under any contract obligations with a vendor for Phase II of the project.

BILL: Consideration of Scope Change, Collections System Replacement Project, DPA
TIME: 10:15:13 AM
MOVED: Williams A.
MOTION: Approve the change in scope and reduction in cash fund spending authority for the Colorado Department Personnel and Administration's Collection Replacement System The motion passed on a vote of 6-0.
SECONDED:
VOTE
Neville T.
Yes
Pabon
Yes
Thurlow
Yes
Williams A.
Yes
Singer
Yes
Martinez Humenik
Yes
Final YES: 6 NO: 0 EXC: 0 ABS: 0 REMOTE PARTICIPATION: 0 FINAL ACTION: PASS



10:18 AM -- Consideration of Emergency Supplemental Request, HRWorks Project, OIT



Ms. Brenda Berlin, Deputy Chief Information Officer and Chief Financial Officer, introduced the Governor's Office of Information Technology's (OIT) emergency supplement request for the HRWorks project. Ms. Berlin described the state's contract vendors Kronos and CGI and the further options evaluated by the OIT. Ms. Berlin continued by discussing why OIT originally chose to continue the Kronos timekeeping system. Committee discussion ensued regarding the request for information (RFI) and request for proposal (RFP) process for the project. Mr. Jaros answered a committee question regarding the decision making process for determining to stop work on the proposed Kronos solution.



Ms. Berlin noted that OIT has spent $7 million on Kronos to date and those funds were spent updating time and leave systems for several executive agencies. Ms. Kim Burgess, Chief Human Resources Officer, Department of Personnel and Administration discussed the benefits of the work done to date with Kronos and that those upgrades will be carried forward to the new CGI system.





Ms. Berlin and Mr. Jaros continued by discussing the process for and contents of the original RFP for the project. Mr. Jaros noted that some issues regarding vendor confidentiality and a potential slow down in contracting process made some specifications unable to be covered in the project's RFP. Mr. Jaros continued by answering a questions regarding the project's decision making process. Mr. Jaros discussed the governance of the project and various decisions and recommendations made by the project's leadership team. Mr. Jaros also commented on the state's negotiations with CGI. Mr. Jaros discussed the implications by not approving the emergency supplemental request.



10:50 AM



Committee discussion ensued regarding the project. Ms. Berlin noted that OIT could request the funds during the normal budget cycle, but it was determined by project leadership that the delay would lead to higher project costs. Mr. Jaros noted that the project currently has $22 million and that amount is insufficient to pay for project at this time. In response to committee questions, Mr. Jaros opined on how this project's issues could be adverted in the future. Ms. Berlin noted that vendors may raise prices to deal with added contingencies in future RFPs.



10:59 AM



Jean Billingsley, Legislative Council Staff, came to the table to answer and propose committee questions. In response to a committee question, Ms. Berlin noted that the decommissioning of the legacy systems are not included in the budget of the project.

BILL: Consideration of Emergency Supplemental Request, HRWorks Project, OIT
TIME: 11:07:15 AM
MOVED: Singer
MOTION: Approve the emergency supplemental request from the Governor's Office of Information Technology for the HRWorks project ($2,888,529 CCF). The motion passed on a vote of 4-2.
SECONDED:
VOTE
Neville T.
No
Pabon
Yes
Thurlow
Yes
Williams A.
Yes
Singer
Yes
Martinez Humenik
No
Final YES: 4 NO: 2 EXC: 0 ABS: 0 REMOTE PARTICIPATION: 0 FINAL ACTION: PASS







11:14 AM -- Update on DRIVES Project, DOR



Mr. Michael Hartman, Executive Director of the Colorado Department of Revenue, introduced himself to the committee and discussed the recent network-related outages at the Division of Motor Vehicles (DMV). He distributed a handout to the committee (Attachment A)



170913 AttachA.pdf170913 AttachA.pdf



Mr. Mike Dixon, DMV Director, gave a brief overview of the DRIVES project and updated the committee on the project's status. He noted the vendor is FAST Enterprises for this project. He highlighted the work of the counties and their integration into the DRIVES project. Mr. Dixon noted that DMV officials are visiting all 64 Colorado counties to provide information and training on the new system.



11:34 AM



Mr. Dixon continued by discussing the project's budget to date. He noted that the department plans to realize cost savings and is under budget. He addressed a committee question regarding the issuance of license plates in Colorado and the department's options on print-on-demand license plates. Mr. Hartman expressed that the Governor and the Executive Director's office's are focused on moving numerous services online.



11:56 AM



Mr. David McCurdy, Chief Technology Officer at OIT, discussed the technical aspects of several recent network issues that caused downtimes. He also noted that online services were available to during network outages. He answered several committee questions regarding cable and fiber related outages. He continued by noting what upgrades OIT has undergone to address the network issues.



12:07 PM



The committee adjourned.