# Presentation: 277856

## Bridging the Enterprise: Lessons from the New York State-Local Internet Gateway Prototype   

- July 21, 2004
- mcook@ctg.albany.edu

## Catalyst for Project 

- Catalyst for Project

## A brief history of state-local relationships

- Pre-1980:
- Most state agencies have regional offices
- Most work done manually
- Post-1980:
- Few state agencies have regional offices
- Much work done electronically
- Consequences:
- More use of technology brings standardization, expands  information resources, and offers promise for better government
- Less professional contact and fewer individual careers with experience at both levels of government result in less understanding of work processes and operating conditions

## Baseline Conditions

- Duplication
- duplicate paper and electronic records at both state and local levels
- Information is rich but not shared or re-used among applications
- Inconvenience
- local officials work with 1-2 state systems (range 1-5)
- local officials sign in 1-4 times a day (range 0-15)
- Inefficiencies
- everyone spends time supplying and searching for contact information, usually through manual processes
- Potential of network technologies
- to improve, streamline, and integrate  processes
- to share and re-use data

## Statewide Involvement 

- 	Prototype Team, Advisory Committee, and Field Testers comprised of 80 Program and IT people from:
- 8 State Agencies
- 9 Counties
- 9 Cities
- 18 Towns
- 2 Universities
- 2 Professional Associations
- 4 Private Sector Companies
- Regions:
***WNY ****(*Monroe, Niagara, Ontario),   ***CNY ***** **(Broome, Cayuga, Cortland),  ***NNY ***(Clinton, Essex),   ***Cap Region ***(Albany, Saratoga, Schenectady), and ***Downstate ***(Ulster, Suffolk, Westchester)

## Goals  

- Define, develop, test, and evaluate an Internet portal dedicated to G2G business relationships among state and local government organizations in New York State.
- Demonstrate policies, infrastructure, applications, and cost structure for providing state, county, and municipal governments with greater efficiency, high quality authentic data, and more consistent and coordinated services.

## What is a Prototype?

- A mechanism to represent, test, and revise design concepts through iterative discussion and evaluation.
- A test of certain aspects of a desired system without incurring the cost or time of actually building it.
- Can range from paper and pencil sketches to partial systems, depending on the complexity to be tested.
- Not developed into a final product.

## What the Gateway IS

- G2G
- A prototype to test these concepts:
- multiple business functions
- multiple programmatic areas
- multiple agencies and levels of government
- accessible through a single sign-on, role-based system on the Internet
- And to learn how
- policy, management, and technology factors could influence the design, development, and implementation of a full scale system.

## What The Gateway Is Not

- G2C
- G2B
- An effort to build the perfect application or gateway

## Vision for the Gateway

***Driven by business needs***

***Affordable to all***

***Financially solvent***

***Secure***

***High quality data***

***Dynamic & current***

***Modular & flexible***

***Easy to use***

***Responsive to users***

***Reliable***

***Built on existing good practices***

## Slide 11

## New York State-Local Gateway Prototype Design

## Scope of the Gateway 

- Single sign-on
- Role-based capabilities with centralized identification and authorization
- General access to information resources, Help, and FAQs
- General access to public portion of the contact repository with ability to do pre-defined sorts and queries
- Access to role-appropriate applications representing common application types:
- dog licensing
- parcel transfer data verification check
- contact repository data management

## Dog Licensing Application (High volume transaction processing)

- 	A web based application for registering, renewing, and transferring dog licenses. Can also produce reports on a wide range of dog, owner, and licensing data.

- Potential benefits:
- Local governments supply information to the State which makes statewide information available to all localities electronically.  Both state and local governments benefit from the web based process and a wider range of available data.

## Similar Application Areas 

- Racing and Wagering
- Voter Registration
- All Licensing/Permits
- Marriage
- Hunting and Fishing
- Business

## Parcel Transfer Verification Check(Rule-based exception reporting)

- 	A process for reporting residential and commercial property transfers and checking for potential errors using standard business rules.

- 	 Potential benefits:
- Local governments run data through the Gateway verification process for checking and status updates. Results are made available to all local users and the state agency through the web based application.

## Similar Application Areas 

- Local Financial and Accounting
- Environmental Monitoring
- Occupational Safety and Health Administration (OSHA) Standards

## 
	All state, county, and municipal governments supply contact  information about staff and officials to one authentic data repository. 

- 	All state, county, and municipal governments supply contact  information about staff and officials to one authentic data repository.

**	**** **Potential benefits:
- Local and state governments manage their own data and report information and changes only once.  The shared repository is available to all G2G users.

- Contact Repository Application(Shared authentic data repository)

## Similar Application Areas 

- Child Health and Well Being Data
- Education - School Performance Data
- Law Enforcement Data

## Prototype Evaluation  

- Of the 34 tasks - 97% were rated as easy or very easy to complete.
- All applications were rated high or very high in convenience, usefulness, and speed compared to current way of working.

## Slide 21

## Findings and Recommendations 

## Slide 23

## Findings: A better way of working 

*A better way of working everyday *compared to the current environment.
*A better way to design systems *that cross agencies, jurisdictions, and programs.

## Relationships  

## Engagement  and Representation

- 	Need long-term peer-to-peer business relationships, joint ownership of process and results, and analytical tools to elicit, evaluate, and use information.
*These models are in use but not yet institutionalized*
- 	Need a fair and realistic representational scheme for local engagement in G2G efforts
*Because of the number and diversity of local jurisdictions *
*And the reluctance of local officials to speak for each other*

## Complicated Vendor Relationships      

- Vendor Roles
- State contractors for  applications and infrastructure
- Local contractors for applications and infrastructure
- Multiple vendors contracting with individual agencies and localities
- Multiple agencies and localities contracting with the same vendors
*	**C**omplexity requires rationalization and coordination of multiple vendor roles in state, local, and intergovernmental systems**	*

## Coordination Among State Agencies 

- 	Separate legal authority and funding for different state programs and lack of regular communication among state agency IT initiatives that involve local governments are ongoing issues.

*Need coordination of applications, standards, implementation schedules, and infrastructure requirements across state agencies, as well as a method for cost sharing*

## Enterprise Approach   

## Enterprise Approach to G2G Work 

- Multi-Organizational
- Multi-Functional
- Intergovernmental
- Interdependent

## Infrastructure 

- Basic hardware, software and networking capabilities exist at the local levelstatewide.
*	**This local infrastructure makes significant G2G work feasible.**	*
*	**While basic local infrastructure exists, telecommunications capabilities rely on the public Internet rather than the state’s preferred internal network.**	*

## Identity Management 

- Distributed identity management with centralized authentication for access to applications.
- Users sign in once and all role-restricted applications are connected to that sign-on..
*Effective models are emerging and need to be **evaluated and regularized. **	*

## Data Considerations 

- Needs:
- standards for defining common data elements
- quality control for many data sets
- data ownership strategies and rules
- a coordinating entity
*	**Need policies and standards regarding data content, quality, ownership, management, and integration.*
*	**Aim for distributed data management governed by uniform policies and procedures**	*

## Usability

- Requirements:** **
- Familiarity with standard office applications
- User-oriented and content-specific help
- Full compliance with all accessibility standards
*	**Baseline technology knowledge does not yet exist among all users*
*	**For all users, sophisticated applications need sophisticated help. *

## Information Policies  

- 	Core enterprise information policy components:
- stewardship
- access
- security
- use
- 	*Need to review and refine information policies for an intergovernmental context*

## Strategies tie Relationships and Enterprise Framework together

## Slide 37

## What We Know About Costs  

## What We Don’t Know About Costs 

- Ended at prototype phase
- 	Did not learn about implementation costs
- 	Did not learn about operation costs

## Recommended Initial Future Investments  

- Incremental and modular approaches
- Organized access to relevant Web resources
- Co-location of programmatically related applications
- Shared data repository with centralized maintenance and decentralized data management

## Slide 41