This document outlines the governance policies and procedures for the TexasOnline 2.0 program. It defines key terms and describes the governance approach, roles and responsibilities of parties involved, governance committees and teams, policies, and procedures. Procedures include the business case process, architectural review process, change management process, and financial management.

1. TexasOnline 2.0 Attachment to Master
Agreement
Between
The State of Texas, acting by and through
the Texas Department of Information Resources
and
Texas NICUSA, LLC
Attachment H-1
Policies and Procedures Manual
January 1, 2010
Attachment H-1 Page 1 January 1, 2010
Policies and Procedures Manual

2. TexasOnline 2.0 Attachment to Master Attachment to Exhibit H
Agreement Governance
Version History
The version numbering is as follows:
• The initial version is .01.
• Once the deliverable has been accepted, it becomes version 1.00.
• After the baseline (v1.00), all subsequent minor changes should increase the version
number by 0.01
Version Change Accepted Author Summary of Change
Number Request Date
Number
(if applicable)
1.0 Vendor Team Baseline Version
NOTE: No changes to the document will be allowed when the document is pending approval.
Attachment H-1 Page 2 January 1, 2010
Policies and Procedures Manual

3. TexasOnline 2.0 Attachment to Master Attachment to Exhibit H
Agreement Governance
Attachment H-1 Policies and Procedures Manual
Contents
Attachment H-1 Policies and Procedures Manual...................................................................3
1Introduction............................................................................................................................8
2Modifying the Policies and Procedures Manual......................................................................8
3Key Terms and Definitions.....................................................................................................8
4TexasOnline 2.0 Governance...............................................................................................10
4.1Governance Approach...................................................................................................10
4.1.1Governance Objectives...........................................................................................11
4.1.2Governance Model..................................................................................................11
4.2Roles and Responsibilities.............................................................................................12
4.2.1DIR Roles................................................................................................................13
4.2.2Vendor Roles..........................................................................................................18
4.2.3Key Personnel and Subcontractor Replacement Process.......................................22
4.3Governance Committees and Teams............................................................................23
4.3.1Executive Steering Committee................................................................................23
4.3.2Advisory Councils....................................................................................................25
4.3.3Architecture and Standards Board..........................................................................28
4.3.4Project Review Board..............................................................................................31
4.3.5Change Control Board.............................................................................................37
4.3.6Third-Party Application Council (3PAC)...................................................................39
5Policies.................................................................................................................................40
5.1Governance Compliance Policies..................................................................................40
5.2Risks and Mitigation......................................................................................................41
5.2.1Purpose...................................................................................................................41
5.2.2Objective.................................................................................................................41
5.2.3Program Management Approach to Risk Management...........................................41
5.2.4Risk Management in the Governance Structure......................................................41
5.3Governance Documentation..........................................................................................45
5.4Reports..........................................................................................................................45
6Procedures.........................................................................................................................140
6.1Business Case Process...............................................................................................140
6.1.1Introduction...........................................................................................................140
6.1.2Purpose.................................................................................................................140
6.1.3Scope of BCP .......................................................................................................140
6.1.4Exclusions to BCP.................................................................................................141
6.1.5Business Case Requirements...............................................................................141
6.1.6Organizational Requirements................................................................................142
6.1.7Roles and Responsibilities....................................................................................143
6.1.8Soliciting Input from Other Councils/Boards/Committees......................................145
6.1.9Business Case Process Requirements.................................................................145
Attachment H-1 Page 3 January 1, 2010
Policies and Procedures Manual

4. TexasOnline 2.0 Attachment to Master Attachment to Exhibit H
Agreement Governance
6.1.10Entry Criteria.......................................................................................................146
6.1.11Inputs..................................................................................................................147
6.1.12Business Case Flows..........................................................................................147
6.1.13Exit Criteria..........................................................................................................148
6.1.14Outputs................................................................................................................148
6.1.15Business Case Process Tools.............................................................................149
6.2Architectural Review Process......................................................................................151
6.2.1Purpose.................................................................................................................151
6.2.2Objectives.............................................................................................................151
6.2.3Scope....................................................................................................................152
6.2.4Roles and Responsibilities....................................................................................152
6.2.5Entry Criteria.........................................................................................................154
6.2.6Inputs....................................................................................................................155
6.2.7Steps ....................................................................................................................156
6.2.8Exit Criteria............................................................................................................162
6.2.9Outputs..................................................................................................................163
6.2.10Tools...................................................................................................................164
6.3Change Management Process....................................................................................164
6.3.1Purpose.................................................................................................................164
6.3.2Objectives.............................................................................................................164
6.3.3Scope....................................................................................................................165
6.3.4Roles and Responsibilities....................................................................................165
6.3.5Entry Criteria.........................................................................................................165
6.3.6Inputs....................................................................................................................166
6.3.7Steps.....................................................................................................................167
6.3.8CCB will also review the Summary Report of all Requests for Change. Exit Criteria
......................................................................................................................................167
6.3.9Outputs..................................................................................................................167
6.3.10Tools...................................................................................................................168
6.3.11Summary Workflow.............................................................................................168
6.4Advisory Groups Process............................................................................................169
6.4.1Purpose.................................................................................................................169
6.4.2Objectives.............................................................................................................169
6.4.3Scope....................................................................................................................169
6.4.4Roles and Responsibilities....................................................................................169
6.4.5Entry Criteria.........................................................................................................170
6.4.6Inputs....................................................................................................................170
6.4.7Steps ....................................................................................................................170
6.4.8Exit Criteria............................................................................................................170
6.4.9Outputs..................................................................................................................170
6.4.10Tools...................................................................................................................170
6.4.11Summary Workflow.............................................................................................170
6.5Third-Party Solutions Process.....................................................................................171
Attachment H-1 Page 4 January 1, 2010
Policies and Procedures Manual

5. TexasOnline 2.0 Attachment to Master Attachment to Exhibit H
Agreement Governance
6.5.1Scenarios for 3PAC Consideration........................................................................171
6.5.2Entry Criteria.........................................................................................................173
6.5.3Solution Specifications..........................................................................................174
6.5.4Inputs....................................................................................................................174
6.5.5Evaluation Process Steps/Flow.............................................................................174
6.5.6Outputs..................................................................................................................174
6.5.7Tools.....................................................................................................................175
6.5.8Terms and Conditions...........................................................................................175
6.5.9Terms and Conditions...........................................................................................176
6.6Financial Management................................................................................................176
6.6.1Financial Processing Procedures..........................................................................176
6.6.2TexasOnline 2.0 Annual Budget Process..............................................................180
Appendices............................................................................................................................185
Appendix BCP-A: Information Gathering Questionnaire Template..................................185
1 General Information...........................................................................................................185
2 Information Gathering Questions.......................................................................................185
Appendix BCP-B: Statement of Work...................................................................................187
1 General Information...........................................................................................................187
1.1 Sponsor Information...................................................................................................187
1.2 Revision History..........................................................................................................187
2 Project...............................................................................................................................188
2.1 Terms and Conditions.................................................................................................188
2.1.1 TexasOnline 2.0 Master Agreement.....................................................................188
2.1.2 Other Terms.........................................................................................................188
2.2 Terms and Definitions.................................................................................................188
2.3 Scope.........................................................................................................................188
2.4 Benefit Statement.......................................................................................................188
6.6.1Customer Benefit...................................................................................................189
6.6.2Constituent Benefit................................................................................................189
2.5 Current Process..........................................................................................................189
2.5.1 Process Steps......................................................................................................190
2.5.2 Process Flow........................................................................................................190
2.6 Technical Requirements.............................................................................................190
2.6.1 Database Information...........................................................................................190
2.6.2 Existing Infrastructure/Tools.................................................................................190
2.6.3 Third Party Dependencies....................................................................................190
2.6.4 Legacy Conversion or Data Migration..................................................................190
2.7 Features for Future Phases........................................................................................190
3 Issues, Concerns, and Risks.............................................................................................191
3.1 Third-Party Requirements...........................................................................................191
3.2 Accessibility Limitations..............................................................................................191
3.3 Security......................................................................................................................191
3.4 Other Risks.................................................................................................................191
4 Statewide Impact Analysis.................................................................................................191
4.1 Collaboration..............................................................................................................191
Attachment H-1 Page 5 January 1, 2010
Policies and Procedures Manual