August 19, 2008

1. Aligning Enterprise Architecture and ERP presented by Ben Berry, ODOT Chief Information Officerben.berry@odot.state.or.us CIO Council August 19, 2008

2. DAS & ODOT agree to Enterprise Resource Planning (ERP) DAS/ODOT create ERP Interagency Agreement. 09-11 Program Option Package (POP) created. RFP let for pre-implementation services to the Integrated System ERP. Joint DAS/ODOT Steering Committee and Charter established. Current State of Enterprise Programs • Oregon Enterprise Architecture (EA) • 09-11 DAS POP requests creation of EA & Standards Program. • Agency Directors in 2004 and 2006 documented need for effective, enterprise-level planning and IT-alignment. • 2007-11 EIRMS endorsed by CIOC and Admin Business Directors calls for Enterprise business, technical architecture & standards. • If approved by Legislature, EA and Standards Program would begin July 2009.

3. EA Enterprise Architecture ERP Enterprise Resource Planning Enterprise Architecture and ERP Alignment is Elusive • Define AS-IS & TO-BE • functions for • - Human Resources • - Finance • - Procurement • Sustainable Business Architecture for Decisions • Alignment of EA to business needs. • A Repeatable EA framework • Architecture is visible across state agencies

4. EA Enterprise Architecture ERP Enterprise Resource Planning Enterprise Architecture should Inform ERP

5. EA Enterprise Architecture ERP Enterprise Resource Planning Developing the Right Perspective is Critical! • Targeted Interest • Informed by EA • Rich Reqts • Stake Holders • Implement Bulletproof • Shared Interest • Enterprise perspective • • Migration path to move toward target architectures • ConsistentEA methodology statewide • Opportunities and Stewardship for: • Improved performance • Introduction of new capabilities • Expanded responsibilities • Reduced costs • Leverage new technology

6. Legacy Application Legacy Application Legacy Application DAS & ODOTIntegrated System ERP Program Integrated System Core ERP Finance HRIS Enterprise Application Interfaces Procurement Authoritative Data Source

7. DAS to Provide; ODOT to Pilot ERP Proposed Scope and Release Strategyas of August 2008

8. The process of translating business vision and strategy into effective enterprise change by creating, communicating and improving key requirements, principles and models that describe the enterprise’s future state and enable its evolution. (Gartner) The practice of documenting the elements of business strategy, business case, business model and supporting technologies, policies and infrastructures that make up an enterprise. (Wikipedia) Enterprise Architecture Definition

9. Finance Human Resources Using the FEA-DRM Other Central Services Functions… Chart of Accounts Procurement Personnel Management Procurement Management EA Supports Agency Requirements Gathering Integrated Data and Information from As-Is through “To Be State” DAS ODOT DHS Forestry DCBS Others

10. Business: Value to the Business Facilitates business transformation throughout the enterprise. Formalizes and captures knowledge about the business that helps identify new opportunities and clarify existing gaps. Provides a set of guidelines, standards, and blueprints that can be used to acquire, build and deploy business solutions. What is the compelling business need for Enterprise Architecture? • Technology: Value to the IT Organization • Makes new initiatives easier to manage because they are designed and implemented according to architecture guidelines. • Delivers a more manageable, agile IT environment. • Aligns IT initiatives to business imperatives so that business benefits justify the costs. • Allows IT to stay ahead of the curve with respect to the underlying technologies and infrastructure to support business applications. A properly designed and implemented enterprise architecture helps the enterprise implement processes and technology in harmony to achieve the business objectives.

11. Others Employment Forestry Revenue Agency Vertical Core Functions DHS Payroll / Budget Recruit / Hire ODOT Purchasing DAS Human Resources Agency Horizontal Central Functions Financial Management Procurement EA can Expose Core Business Functions Agency Business Services Statewide Enterprise Services

12. Forestry Lottery DHS DCBS OED Enterprise Architecture can inform ERP Procurement Financials Target Business Architecture ODOT DAS Human Res Business Enterprise Information Architecture Information (Data) Enterprise Application Architecture Application Enterprise Technology Architecture EA Technology Infrastructure ERP

13. For example: Incorporate Forestry Department EA into Statewide EA/ERP Forestry Business Improvement Initiative

14. So, what might an Action Path look like for aligning EA/ERP? Governing Body EA Team HRIS Team Finance Team Contractor Support Activities Activities EA HRIS Financial Contractor 1. Complete SOW and RFP to acquire contractor to 1. Complete SOW and RFP to acquire contractor to I R R AC AC AC AC develop develop “ “ As As - - Is Is ” ” EA for administrative functions EA for administrative functions and segment architectures for HR and Finance. and segment architectures for HR and Finance. 2. Identify enterprise mission, vision, principles and 2. Identify enterprise mission, vision, principles and AC/$ AC/$ C C C C R R environmental trends for enterprise administrative environmental trends for enterprise administrative systems. Systems (Finance, HR and Procurement). C C AC/$ AC/$ C C R R 3. Create HR segment architecture for the enterprise. 3. Create HR segment architecture for the enterprise. 4. Develop a migration plan to move towards the 4. Develop a migration plan to move towards the “ “ To To - - C C RA RA C C Be Be ” ” target HR architecture. target HR architecture. 5. Create Financial segment architecture for the 5. Create Financial segment architecture for the C C C C AC/$ AC/$ R R enterprise. enterprise. 6. Develop a migration plan to move towards the 6. Develop a migration plan to move towards the C C RA RA C C target Financial architecture. target Financial architecture. 7. Develop a target architecture that reflects the 7. Develop a target architecture that reflects the C C C C RA RA enterprise enterprise ’ ’ s need to evolve its information s need to evolve its information resources. resources. 8. Refine an architecture development methodology 8. Refine an architecture development methodology R R C C C C for continued ongoing use. for continued ongoing use. 9. Establish governance structure to promote and 9. Establish governance structure to promote and R R C C C C I manage architecture as an ongoing process. manage architecture as an ongoing process.

16. Status and Architecture Architecture Architecture Management Planning Requirements Principles Modeling Management Action Plan Wk 1 - 3 Wk 2 - 12 Wk 3 - 5 Wk 9 - 12 Gather and Develop Develop Develop Summarize Conceptual Evaluation Wk 1 Transition Wk 2 - 12 Inputs Model Criteria Plan Principles Planning Definition Sessions Wk 6 - 9 Workshops Define Document Gap Final Architecture Key Analysis Presentation Management Requirements Workshops Architecture Review Board Processes § Set expectations § Kickoff (half day) § Review contract § Set expectations § EA Principles § Identify ARB members § --------------- § Conceptual Model § Identify key stakeholders § Strategic documents § EA Visioning § EA Processes § Access, Security § Complete § Schedule interviews § Business models § EA Roles/Responsibilities § Evaluation § Applications Documentation § Schedule Workshops § User groups § EA Metrics Criteria § Data § Initiatives § Team orientation § Pilots --------------- § Arch Review § Common Services § B&P § Other logistics § Sourcing position § EA Processes Board Application Development, § locations § Baseline assessment § EA Tools § Technical Cross - Function Applications § space --------------- Steering § Systems Mgt § communications § EA Transition Plan Committee Network, Platforms, § Intranet Access --------------- § EA in a Box Peripherals § Autonomic/Grid/UMI Enterprise Architecture Consulting Project Approach and Milestones Wk 1 - 3 Wk 2 - 12 Wk 3 - 5 Wk 9 - 12 Wk 1 Wk 2 - 12 Wk 6 - 9 Architecture Review Board § Kickoff (half day) Review contract § EA Principles § Identify ARB members --------------- § Conceptual Model § Identify key stakeholders § Strategic documents § EA Visioning § EA Processes § Access, Security § Complete § Schedule interviews § Business models § EA Roles/Responsibilities § Evaluation § Applications Documentation § Schedule Workshops § User groups § EA Metrics Criteria § Data § Initiatives § Team orientation § Pilots --------------- § Arch Review § Common Services § B&P § Other logistics § Sourcing position § EA Processes Board Application Development, § locations § Baseline assessment § EA Tools § Technical Cross - Function Applications § space --------------- Steering § Systems Mgt § communications § EA Transition Plan Committee Network, Platforms, § Intranet Access --------------- § EA in a Box Peripherals § Autonomic/Grid/UMI

17. Enterprise Architecture Consulting Estimated Timeline for a 12-week engagement. A simple project duration typically runs up to 16 weeks and can be requested for any duration and volume of content is estimated separately. • < An interim report will provide early feedback on the team's findings and recommendations. • < The final report will be presented at the end of the engagement.

18. How EA/ERP creates value for the enterprise • Agency Directors • ABSD • CIOs • ERP Stakeholders • Segment Owners • Business Mgrs

19. Enterprise Build architecture models for core statewide functions, e.g. HR, finance, & procurement. Prepare for dedicated EA resources in 2009-11. Promote EA concepts for and report to business community. Establish a infrastructure for collaboration and sharing information across agency boundaries. ERP Segment Architecture Inform ERP program. Support the ERP effort by creating reusable EA methods, templates, tools, etc. Use segment architecture effort to jump-start cross-agency business understanding. Agency Support Inform and promote Enterprise Architecture and ERP architecture to agencies. Develop methods, tools, and assistance for agency or segment architecture work. Work to ensure that agency needs are recognized in both models. Work with agencies to influence projects that contribute to enterprise architecture. Assist agencies to promote project concepts. Architect Community Build architect’s community to share experiences, build skills, and reuse products. Continue to build EA infrastructure, web accessible repository and support. Remember, the 09-11 DAS POP already defines the work of the EA Core Team

20. Expected Outcomes: Top Down, Across and Bottom Up Enterprise Vision • Build target architecture models for core statewide functions, e.g. HR, finance, and procurement. • Promote EA concepts for business community. • Establish a infrastructure for collaboration and sharing information across agency boundaries. • Prepare for dedicated EA resources in 2009-11. • Reuse agency’s EA to ensure that their needs are recognized in a target statewide enterprise architecture model for core statewide functions. • Work with agencies to influence projects that contribute to enterprise architecture. • Assist agencies in promoting EA concepts. Agency Architectures Architects • Establish a community of architects to share experiences, build skills, and reuse architectural products.

21. Contributors to this presentation • CIO Management Council • Ron Winterrowd • ERP Program Manager (ODOT) • Steve Schafer • HRIS Project Manager (DAS HR) • Tim Avilla • IS Process Improvement (ODOT) • Ed Arabas • EISPD Administrative Services • Scott Riordan • EISPD Administrative Services

22. CIO Council ”Aligning Enterprise Architecture and ERP”