Enterprise Architecture Program Charter

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  • 1. Department of Environment and Natural Resources Enterprise Architecture Charter October [XX], 2006 1
  • 2. 1. Preface 1.1. Endorsement This document has been endorsed and authorized by the Secretary and Deputy Secretary of DENR. This document was approved by the Department of Environment and Natural Resources (DENR) Technology Management Committee (TMC) on [date of next TMC meeting]. 1.2. History DENR began developing its enterprise architecture (EA) in the summer of 2006 after a statewide EA conference, April 10 & 11, 2006, with the help of leadership from the Office of Information Technology Services (OITS). DENR had put a technical architecture (TA) in place around year 2000 and needed a departmental structure to support the TA and better align business with technology support. The EA primarily is focused on developing technology standards to begin limiting the number of redundant technologies that have been employed, promote economy of scale decisions and provide a common Information Technology (IT) structure within which Divisions can share critical information. 1.3. Intent and Purpose The EA is to guide development of technology projects ensuring reliability, interoperability and sustainability of the technology, information and business processes used by DENR. Through the EA program, DENR will define the principles, standards and guidelines that regulate the evolution of the technology, information, solutions and business processes in DENR. 1.4. Adoption and Maintenance The EA is adopted and maintained by the TMC. The EA is fully reviewed annually to incorporate new or changed standards, and to re-align with changing business priorities. The EA can be changed more frequently or ad hoc as the business need presents itself. 2. Scope Scope is determined along four dimensions: 1) the span of the enterprise; 2) the breadth of the enterprise architecture; 3) the depth of analysis in modeling; and 4) the planning horizon to the target state. 2.1. Span of Organization The EA is applicable throughout DENR. Beginning phases of the EA center on The Divisions of Air Quality, Water Quality, Environmental Health, Waste Management, Coastal Management, Forestry Resources and the Aquariums. Later phases will include all DENR Central Offices, Regional Offices, Zoological Park, Museum, Marine Fisheries and Park & Recreation locations across the state with the following specific exceptions: • No exceptions currently identified 2.2. Breadth of EA The breadth of the EA includes business architecture, information architecture, technology architecture and solutions architecture. 2.3. Depth of Models The models will include: • High level business process models for all business processes included in the EA, and detailed models for business processes that will change in the future. • High level models of information repositories and information flows for all information that is new/changed in the future 2
  • 3. • Standards for all technical components, technical services, and a limited set of infrastructure patterns or standard deployment models for typical solutions • Solution views which link high level business processes, information and technology components for all new/changed solutions. 2.4. Planning Horizon The planning horizon for the future state enterprise architecture is four years based on: 2.4.1.The planning horizon for the DENR strategic plan 2.4.2.Synchronization with the next two state planning biennia 3. Objectives and Metrics Enterprise architecture objectives and metrics reflect both the quality of the architecture content and the quality of the process producing it. Metrics that will demonstrate the value and impact of the enterprise architecture, as well as the TMC’s commitment to improve the development and delivery of the enterprise architecture, are described in the three dimensions below. 3.1. Organizational Coverage The most important issue for EA effectiveness is the degree to which the architecture affects and impacts the enterprise as a whole. Consequently, the first key metric of EA effectiveness is the degree to which the architecture effort covers all organizations and all aspects of information technology deployed across the enterprise. OBJECTIVE METRIC REPORT CYCLE INFORMATION REQUIRED PROCESS TO COLLECT All Divisions (100%) Number of Annual List of active IT Steering Register Steering Team have IT Steering DENR IT Teams representation on the Teams functional by steering teams Technology Advisory EOY 2008 Committee (TAC) Convert 80% of critical Number of Annual Inventory of Legacy UMT/Project Portfolio legacy applications to legacy Applications benchmarked Management Tool IBEAM by EOY 2010 applications at 2006 3.2. Process Performance The second dimension of architecture process performance addresses the architecture development. Cycle times and the quality of the underlying process are measured. OBJECTIVE METRIC REPORT CYCLE INFORMATION REQUIRED PROCESS TO COLLECT Complete refresh Enterprise Annually, prior to Enterprise Architecture TMC Presentations annually Architecture the start of the documentation Create/Refresh budget process. 3.3. Content Utility Metrics must measure the effectiveness of the architecture content itself. Ultimately the effectiveness of the architected environment should reflect an overall sustained and sustainable decrease in the time to deliver business functionality to end-users. OBJECTIVE METRIC REPORT CYCLE INFORMATION REQUIRED PROCESS TO COLLECT GENERIC: Specific Cycle determined Process improvement Automate reports to Demonstrate value Technology by the business reports business unit and TMC 3
  • 4. (Cost/Benefit) of the EA Deliverables unit being to business outcomes that improve improved, but no business less frequently processes e.g. than semi-annual Automate workflow and cycle time On demand. Workflow audit, contract Automated report feeds review process to reduction of timelines that identify exceptions to improve contract contracts in 2 the reduction goal. deployment years – from average of 120 days to 45 days. 4. Governance 4.1. Applicability The EA governs technology, information, and business process changes that require technology support within DENR, and by contractors on behalf of DENR. Federal mandates on DENR will be evaluated and to the extent practical will follow all EA provisions. 4.2. Retroactivity The EA does not retroactively impact technologies, information, solutions and business processes that are already installed, except when specifically identified in the EA. However, the EA does apply whenever a change is made to existing technology, information, solutions and/or business processes. 4.3. Structure and Authority The TMC has the highest level of influence on the relationship between the business direction and the day-to-day technology decision making, including: 1) approval of amendments to the EA; 2) review of projects through the architecture assurance process to ensure compliance with the EA; and 3) issuing of waivers to projects for exceptions to the EA. The TMC members are appointed by the Secretary’s Office and charged to fulfill these functions. The TMC provides reporting to the Secretary’s Office on the accomplishments of the EA. The DENR Enterprise Architect has authority to ensure projects remain compliant with the design that was approved through the architecture assurance process. In cases where the project strays considerably from the approved design, the Enterprise Architect has the authority to refer the project back through the architecture assurance process. The Enterprise Architect has authority to determine if a change project must go through architecture assurance. If, in the opinion of the Enterprise Architect, the project is a low architectural risk, the Enterprise Architect may conditionally exempt the project from the architecture assurance process. 4.4. Architecture Creation/Revision Process The creation and periodic review of the EA is the responsibility of the TMC, with the support and contributions of OITS and subject matter experts as needed. The EA is updated periodically to incorporate a) amendments that were previously approved; b) new technical standards, patterns and services, information, solutions and business processes; and 4
  • 5. c) to evolve the future state roadmaps to reflect changes in business strategy. The architecture creation/revision process is a structured process that is managed by the TMC. The TMC may delegate review responsibilities to the Technology Advisory Committee (TAC) as deemed necessary. 4.5. Architecture Approval Process The EA is reviewed by the TMC and DENR Senior Management for approval and adoption. 4.6. Architecture Assurance Process All changes to business processes, information, technology and solutions are subject to architecture assurance. The intent of the architecture assurance process is to ensure that all changes are compliant with the EA, or to review petitions for exceptions to EA compliance. In the case of an exception, the TMC may issue a waiver to approve the exception, or alternatively may deny the exception. 4.7. Architecture Assurance Appeals Process In the event that a petition by a project sponsor for an exception to the EA is denied by the TMC, the project sponsor may appeal that decision to the Deputy Secretary of DENR who may delegate final decision to the CIO or an ad hoc review board convened for the sole purpose of reviewing the appeal. 5. Roles and Responsibilities 5.1. Secretary of DENR The Secretary has top level decision making authority in the department and delegates program responsibilities to the division directors. The Secretary sets the strategic business direction of DENR. All activity within the framework of the EA is to benefit the strategic business direction of DENR. The Secretary has designated the Assistant Secretary for Information Systems to supervise the department’s information technology division and provide overall department-level direction to information technology staff throughout DENR. 5.2. Deputy Secretary of DENR The Deputy Secretary shares executive level decision-making with the Secretary in the management of DENR business units. The Deputy Secretary monitors and directs high level business activity across the department. The Deputy Secretary sponsors the Enterprise Architecture. 5.3. Assistant Secretary for Information Systems / CIO The Assistant Secretary for Information Systems / Chief Information Officer (ASIS/CIO) directs technology management and all associated resources in the department. The ASIS/CIO defines the technology strategy to support the Secretary’s business direction. The ASIS/CIO harmonizes technology strategy with the business interest through the TMC. The ASIS/CIO supervises the department’s information technology division and provides overall department-level direction to information technology staff throughout DENR. 5.4. Division Directors DENR’s division program directors manage the business units and make operational the strategic direction of the Secretary. Directors have some individual and some shared technology needs. Directors sponsor information technology steering teams within their respective business areas. 5.5. Enterprise Architect Sponsor The EA Sponsor is the business sponsor for the EA. The EA Sponsor is responsible for funding, staffing and prioritization issues. DENR’s Deputy Secretary is the EA Sponsor. 5
  • 6. 5.6. Enterprise Architect The Enterprise Architect is an agent for change in the department. The Enterprise Architect is a technology and business generalist. The Enterprise Architect is responsible for leading the day- to-day architecture and reports back to the sponsor. The Enterprise Architect coordinates EA initiatives and projects across the department with input from the TMC. The Enterprise Architect maintains proper focus on the relationship between business and technology and manages the EA process. 5.7. Technology Management Committee The TMC ensures business involvement in IT decision-making through high-level committee representation (i.e. division directors) and supports the Enterprise Architect in managing the EA. The TMC helps the ASIS/CIO and the Enterprise Architect prioritize IT projects using criteria developed through the EA. The TMC oversees the development of technology standards in DENR. The role of committee chair is rotated every six months. Membership Jimmy Carter, Assistant Secretary for Information Systems / Chief Information Officer Bill Knight, Chief Technology Officer Randy Moody, Project Management Officer Cathy Hardy, Dir. Budget Planning and Analysis Rod Davis, Controller Timothy Johnson, Dir. Center for Geographic Information Dexter Matthews, Dir. Division of Waste Management Charles Jones, Dir. Division of Coastal Management 5.8. Technology Advisory Committee The TAC maintains a technology-to-business edge. The TAC reports to the ASIS/CIO and supports the TMC through ad hoc workgroups (e.g. Document Management, Portable Computing). The TAC is represented by members of each division’s steering team. When divisions do not have an organized steering team, staffs with business knowledge and IT interest participate. When requested by the ASIS/CIO or the TMC, the TAC will do the following: review exceptions to EA standards and advises based on the overall DENR business need review and recommends priorities for projects in progress make business, technical and solutions standards proposals (i.e. architectural content proposals). Membership Jimmy Carter, Assistant Secretary for Information Systems / Chief Information Officer (Chair) Bill Knight, Chief Technology Officer Jill Pafford, Secretary’s Office TAC Division participants (from division IT Steering Committees) David Johnston, Client Services Manager Randy Moody, Project Management Officer 5.9. TechShare The TechShare is comprised of Local Area Network (LAN) Administrators across DENR programs including regional offices that host a variety of program staff. The TechShare reports to the Chief Technology Officer (CTO) and performs functions as directed by the CTO. These functions include developing and implementing technology solutions that promote economy of scale decisions and provide a common Information Technology (IT) structure divisions can use to share and exchange critical information. The TechShare makes technology standard proposals to TMC and upon approval, implements them. Membership Arlyn Kinsey, Senior Network Analyst 6
  • 7. Regional LAN Administrators Division LAN Administrators 5.10. Project Management Office The Project Management Office (PMO) monitors all DENR projects that utilize technology. Proposals are created and tracked through the UMT Project Portfolio Management Tool. The PMO will monitor projects and inform the TMC of exceptions to the Enterprise Architecture as identified. The PMO communicates with the business units and the developer team to assess the benefits, costs, risks and enable project success. The PMO will coordinate activity among project managers from each business unit and recommend priorities to the TMC. 5.11. Division Steering Teams Each DENR Division supports a committee of business users and technology experts to guide the development, implementation and maintenance of technology. Steering team members are appointed with a preference of business manager/user involvement over technology practitioner involvement. The charter recognizes that some divisions may have technology practitioners who can speak for the business units. The Steering Teams have business user representation on the TAC. 5.12. Developer Team The Developer Team is comprised of senior programmers led by the CTO. The Developer Team is responsible for developing the architecture process, the architecture assurance process and driving the development of the Enterprise Architecture, creating and maintaining deliverables. Membership Bill Knight , Chief Technology Officer - (Chair) VACANT, Applications Development Team Manager Allan Axon, Applications Development Project Supervisor Division Application Developer Staff 5.13. Office of Information Technology Services OITS provides support through contract funding with Gartner and Associates to guide DENR through an EA methodology. OITS is vested in the outcome of the DENR EA and intends to use it as a model for a larger statewide EA. 6. Related Process Integration 6.1. Business Strategic Planning The Enterprise Architect will participate with the Secretary’s Office in departmental strategic planning. 6.2. IT Portfolio Management The PMO will coordinate with the CTO and Developer Team to project timelines and deliverables based on prioritizations determined by the ASIS/CIO, Enterprise Architect and TMC. The Developer Team will provide the PMO and/or Division IT Steering Teams with regular updates as new proposed projects are submitted for consideration in the prioritization process. 6.3. Program Management The developer team will provide EA update plans and regular progress reports to the Enterprise Architect. The Enterprise Architect will make all project progress information available to the TMC. 7
  • 8. 6.4. System Development Lifecycle At project initiation, each project will be assessed by the Developer Team to determine the architecture impact and the project team will be informed of the key interaction points for architecture review. Large projects or projects with a significant architecture impact (risk) will have ongoing design guidance from the Developer Team, although the design phase of the project will ensure that the project remains compliant with the EA. The projects will be subjected to a formal architecture review as part of the process. Midsize projects or projects with a midlevel architecture impact will have guidance on request, although a formal architecture review is required through the regular architecture-assurance process. Small or low-risk projects that are likely to have minimal impact on the EA will only go through a formal architecture review on request from the project. A project may decide to initiate the architecture review if it determines that it will be noncompliant and seeks a waiver. 6.5. Technology Procurement The TMC will provide the DENR Division of Purchase and Services (DPS) with a regularly updated list of approved technology products. DPS will ensure that only approved technologies will be purchased. When DPS receives a purchase requisition for unapproved technology, the purchase requisition will be routed to the ASIS/CIO and Enterprise Architect for review and approval prior to purchase. 6.6. IT Change Management The Enterprise Architect must sign off on any changes prior to implementation in production to ensure the final implementation is consistent with the design that was approved in the architecture assurance process. 7. Deliverables EA is a top-down process that describes the impact of business change on the organization’s business processes, information, solutions and technology. The primary deliverable is the enterprise architecture itself which contains the following documents: Name Contents Common Requirements Vision Environment Trends Business Strategies Business Process Change Requirements Information Change Requirements Technology Change Requirements Solution Change Requirements Conceptual Architecture Conceptual Architecture Principles Domain Architecture Principles Standards and Guidelines Future State Architecture Models Business Process Models Information Models Infrastructure Patterns, Technology Services and Technology Standards Solution Models Current State Architecture Models Business Process Installed Base Models Information Installed Base Models 8
  • 9. Technology Installed Base Solutions Installed Base Gap Analysis Candidate Projects Required Migration Plans Prioritization of Candidate Projects High Level Project Definitions High-Level Migration Plan Implementation Plans Project Proposals (for projects in the tactical planning horizon <1 year future). Glossary of EA Terms List of terms used within the context of EA by business and technology practitioners. Architecture Assurance Deliverables The architecture assurance process reviews projects in progress and provides projects with certifications of EA compliance and/or waivers for authorized exceptions. 8. Communication All approved EA documentation resides on the DENR website and is accessible by all DENR staff. Access will be provided to DENR partners on an as needed basis. All projects that meet the threshold value of $100,000 are detailed in the UMT Project Portfolio Management System and can be accessed by licensed individuals. The Developer Team presents current EA issues to the TMC on a monthly basis at the regular meeting. The Developer Team, TAC and TechShare present achievements against performance objectives on a quarterly basis to the TMC. 9. Authorization Signatories The Charter for Enterprise Architecture is hereby approved on October [ ] , 2006 Secretary Deputy Secretary Bill Ross Dempsey Benton Assistant Secretary for Enterprise Architect Information Systems Rod Davis Jimmy Carter 9