Program Successes

Delegation Authority Process and Policy

  • OIT looked to modify certain statutory citations to reflect the current information technology environment and direction, streamlining the statute to clearly define OIT’s statutory authority and roles and remove outdated provisions.

  • The Statute Refresh provides greater clarity on the role of agencies in terms of technology, and emphasizes their role as the business owner of technology.

Completed October 2021

Enhance and Align OIT’s Strategic Planning

  • Analyzed the current state of strategic planning and related processes at OIT while collaborating with internal and external stakeholders to define the future state of OIT’s strategic planning process.

  • Enhanced the strategic planning process creating organizational alignment and efficiency with enhanced coordination between strategy, planning, budgeting, and operations.

Completed August 2021

Enhance Project and Portfolio Management

  • Reviewed, refined and updated the Project Lifecycle Methodology, knowledge base and governance playbook; Deployed the ServiceHub ITBM Module. sites.google.com/state.co.us/plm

  • Enhanced the project lifecycle by identifying gaps in the governance playbook and improved project management through a leading edge tool.

Completed July 2021

Enterprise Risk Management

  • Opportunity to create a holistic view of enterprise-level risk, the impact of multiple tool sets, and a general lack of accountability regarding audit findings needed to advance OIT processes in cybersecurity, finance, HR, etc.

  • Provides OIT leadership with the information they need to direct the organization and make enterprise-wide, risk-based decisions.

Completed July 2022

Establish IT Governance

  • Established IT governance boards, providing the structure, strategy and processes necessary for collaborative IT direction-setting and decision-making.

  • Collaboratively balances enterprise IT investments with agency IT needs, while still balancing risks/control.

Completed June 2021

Evaluate PMO Capabilities

  • Evaluated current project management office capabilities and proposed a future state Enterprise Project Management Office design.

  • A new PMO will provide an enterprise-wide approach to identify, prioritize and successfully execute enterprise technology initiatives.

Completed June 2021

Government Data Advisory Board (GDAB)

  • OIT’s legislative update (HB21-1236) enhanced the state’s goals and legal approach to statewide data management and interoperability while also changing the GDAB membership and duties. As a result, a new operating model was required to allow GDAB to undertake a leadership role in the creation, implementation and oversight of the state's information and data management goals, standards, practices and processes.

  • The GDAB project helped to stand up the board and provide guidance on governance.

Completed April 2022

Governance 2.0

  • Governance is critical for OIT to support the administration, authority and collaborative approach to service delivery needed to ensure agency IT needs are met and investments balance risks and control.

  • Governance 2.0 updated the OIT Governance Guidebook by defining roles, responsibilities and processes for IT leadership to use across the state.

Completed June 2022

Establish an IT Asset Management (ITAM) Program

  • The request to create an IT Asset Management program to track IT assets used by state agencies in a single repository was a recommended outcome of the asset transfer study requested by the Joint Budget Committee (JBC) in S.B. 19-251 Section 3, C.R.S. 24.37.5-804.

  • For agencies, a single, modern application to track hardware assets will answer these questions: What do we have? Where is it located? Who is using it? How much does it cost? How well is it supporting the organization?

Completed July 2022

Financial Transformation

  • Customers have visibility into and ownership of their use of OIT’s Common Policy services to understand, dispute, budget and plan their IT needs.

  • Agency customers can now plan for OIT service costs based on fixed rates billed for service consumption each month.

Completed June 2022

Implement OIT Financial Transparency: Real-time Billing

  • Collaborated with agencies to update rate schedules, process documentation and transfer policies. Created agency dashboards and a shadow bill website to guide the transition.

  • Links agency consumption of OIT's common policy services to the associated costs each month, providing increased visibility, detail and control over agencies’ OIT common policy use and spend.

Completed August 2021

Mature Vendor Management

  • Introduced policies and created a single point of contact for vendor-related relationships, risk and performance management at OIT.

  • Matured and expanded VMO capabilities, providing agencies & OIT with greater visibility into vendor contractual commitments and risk levels.

Completed July 2021

Procurement Evolution

  • The project developed a toolkit to support the executive branch's IT requirements, vendor and project success that includes:

    • Clear, concise accessibility expectations documented in solicitations and in contracts and vendor risk assessments

    • Procurement tracking and reporting system, documentation and training for OIT staff

Completed July 2022

Streamline Enterprise & Recurring Services on Interagency Agreements

  • Created and deployed an agency dashboard to improve visibility into IAs and cash services; offered streamlined method to onboard enterprise services by eliminating IAs.

  • Improved agency ability to plan and budget through a holistic view of their IA services.

Completed July 2021

IT Service Management (ITSM) Tool Suite

  • OIT imagined a world where IT services are designed, delivered, supported and managed using one modern application. Processes are automated, project visibility is improved, the lifecycle of requests is tracked and agencies are provided data that can be used for sound financial IT planning.

  • The implementation of a solution from ServiceNow achieved this and is driving our transformation of IT service delivery.

Completed December 2021

Plan for and Enable Digital Transformation

  • Defined and developed a Digital Transformation vision, strategic plan and model leveraging people, processes, and technology to improve state agency websites and applications to allow for flexible access to reach our customers.

  • In partnership with the Reimagine State Government committee, the Digital Transformation project reported that more than 149,000 interactions were diverted to a virtual setting in FY 2020-21, and agencies stated that 70% of all applicable services were available online.

Completed September 2021

Web Standards & Toolkit Integration

  • Created toolkits containing a governance framework, strategies and tools that transform state websites on par with the best digital services available.

  • Enables transformation of state websites from a collection of disparate information to a connected, compliant online ecosystem of services on which ALL Coloradans rely.

Completed July 2021

Conduct Workforce Planning

  • Conducted a pilot of a learning platform to understand how it might support our workforce in ongoing learning and skill development.

  • Identified skills gaps in order to develop a training plan to ensure OIT continually has the expertise customers need.

Completed May 2021

Pilot Agency Team Concept (One OIT)

  • Revised current OIT PMO processes and controls to take advantage of lean processes and enhance successful project delivery.

  • Improves efficiency, knowledge and communication by revising processes across project delivery.

Completed June 2021

Agency Tech Debt Reduction Plans

  • Each executive branch agency worked with IT directors from January to June 2022 to find applications with the greatest technology debt burdens to devise a plan for how to reduce and address them.

  • Our goal of starting Tech Debt Workbooks (TPW) for 75% of our agencies (12) was achieved and exceeded with 100% (17) started and 41% (7) fully completed by the end of July 2022. Statewide we have completed 89% of agency TPWs.

Completed July 2022

Align Service Catalog with Best Practice Recommendations

  • Developed service catalog standards and a standalone website based on industry best practices to support OIT’s new Real-time Billing model. oitservicecatalog.state.co.us

  • Increased visibility into OIT products/services and their benefits to better inform customers’ IT business decisions.

Completed April 2021

eFORT Data Center Relocation Plan

  • Focused efforts to ensure the timely and efficient relocation of all State resources from the eFORT Data Center to other State-operated sites, ultimately decreasing the overall cost to operate enterprise services such as Data Center Housing and Server Hosting.

  • The planning phase was completed in July 2022 and the next phase will be execution, when agencies and external organizations physically relocate to the Lakewood Data Center, the cloud or make other arrangements.

Completed July 2022

Evaluate Stakeholder Engagement & Communications Phase 1 & 2

  • Completed phase one and two of project with a robust list of strategies informed by customer interviews and a survey completed by 4,800 agency staff.

  • Actionable strategies should not only increase customer satisfaction but improve agency relationships through more relevant, transparent and timely communication and engagement.

Phase One Completed October 2021Phase Two Completed June 2022

Improve Enterprise Service Delivery (Infrastructure Operations Transformation)

  • Created a multifaceted approach to drive service delivery improvements including an Infrastructure Operations Playbook, an operational realignment, a governance model, and a performance monitoring plan.

  • Developed a standard service delivery model that improves cost management while reducing complexity and service impacts.

Completed July 2021

Network Services

  • The goal for the Network and Security Optimization project was to deliver a plan for the most effective network design and performance at the lowest cost structure while delivering solutions that meet our clients' needs and budgets.

  • The Network Services project team completed this project with plans for using solicitations to drive solutioning, infrastructure redesign and network optimization.

Completed July 2022

Optimize Agency Ownership and Accountability of Biz Tech

  • Designed a framework that agencies can use to evaluate their capabilities to effectively partner with OIT and better align business strategy with technology supports.

  • Increases agency ownership of their IT business needs and helps to level up the whole state when it comes to business IT capabilities

Completed June 2021

Product and Service Management Collaborative Roadmap

  • We need to ensure that our products and services meet or exceed state, agency and resident needs by establishing and incrementally improving a product framework.

  • The roadmap created a formal set of processes that enable statewide product and service offerings to be introduced, improved and retired with consistency and awareness throughout the offering's lifecycle.

Completed December 2021