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2006 Information Resources Strategic Plan Instructions
Guidance for State Agencies and
Institutions of Higher Education May 5, 2006
*Note: This document is no longer updated. It has been replaced by the IRSP Instructions & Template document.
PART 2: SUPPORT OF 2005 SSP GOALS AND OBJECTIVES
Objective 4. Solve Common Business Problems through Shared Applications
Some agency processes overlap and even replicate processes of other agencies. Without coordination, agencies develop duplicative and occasionally conflicting solutions.
The state strategic plan calls for state agencies to partner with DIR and other agencies where common business problems can be solved through shared opportunities. The following questions address shared application solutions available to agencies.
Receiving Payments over the Internet
| Question |
Response |
| 2.4.1
Does the agency presently take, or would it be interested in taking payments for services over the Internet? (See “Payment for Services” in Glossary) |
Select one:
- Agency currently offers this service
- Agency is interested in offering this service
- Agency has no need or interest in this service
|
| 2.4.2
If the agency takes payments over the Internet, what vendor does it use? What is the agency plan for receiving payments, including any provisions for security and performance measures? |
Text |
| 2.4.3
If the agency is interested in offering this service, are there any barriers or limitations that could prevent or inhibit its use? |
Text |
Collecting Fees or Fines over the Internet
| Question |
Response |
| 2.4.4
Does the agency collect, or would it be interested in collecting fees or fines over the Internet? (See “Collection of fees/fines” in Glossary) |
Select one:
- Agency currently provides this service
- Agency is interested in providing this service
- Agency has no need or interest in this service
|
Forms over the Internet
| Question |
Response |
| 2.4.5
Does the agency currently offer online applications or forms that can be filled in and transferred to the agency over the Internet? |
If yes, select all that apply:
Agency offers online applications or forms
Agency does not accept or offer online applications or forms |
| 2.4.6
If applications or forms are accepted over the Internet, describe the agency’s policies including any provisions for security and performance measures. |
Text |
| 2.4.7
If applications or forms are accepted over the Internet, is a mailed copy with a signature required? |
Select one:
- Agency requires a signed copy by mail
- Agency does not require a signed copy by mail
- Not applicable
|
Taking applications Through Interactive Voice Recognition (IVR)
| Question |
Response |
| 2.4.8
Does the agency presently take, or would it be interested in taking, applications through IVR via the telephone? |
Select one:
- Agency currently offers this service
- Agency is interested in offering this service
- Agency has no need or interest in this service
|
E-mail Environment
| Question |
Response |
| 2.4.9
What is the approximate number of e-mail mailboxes currently in use within the agency? |
Select one:
- 0-100
- 101-500
- 501-1,000
- 1,001-2,500
- 2,501-5,000
- 5,001+
|
| 2.4.10
What e-mail rich client type is used on the majority of desktops within the agency? |
Select one:
- Microsoft Outlook
- IBM Lotus Notes
- Novell GroupWise
- Other (specify)
- Text, if “Other” is selected.
|
| 2.4.11
What is the status of the agency’s participation in the DIR Messaging and Collaboration initiative? |
Select one:
- Currently in place
- Planned within the next 1-3 years
- Not planned, but will be considered
- Not feasible for agency
|
| 2.4.12
Is the agency planning an upgrade of its current messaging (e-mail) system within the 2008-09 biennium (maintenance renewal, upgrade, or replacement of an existing messaging system at a cost of $50,000 or more). |
Yes/No |
E-mail Costs
Total Cost of Ownership (TCO) is a method for identifying all of the one-time and ongoing costs associated with the evaluation, acquisition, implementation, maintenance, operation/usage and management of an e-mail system. DIR is in the process of developing a template for estimating TCO costs, which will available on the DIR Web site, once completed, to assist agencies in calculating these costs.
| Question |
Response |
| 2.4.13
What is the estimated Total Cost of Ownership for messaging (e-mail) services within your agency? |
Cost per mailbox per month |
| 2.4.14
Describe the agency’s costs, how they were calculated, and any comparative analysis completed by the agency. |
Text, if applicable |
Event Registration
| Question |
Response |
| 2.4.15
Does the agency currently offer, or is it interested in offering, event registration over the Internet? |
Select one:
- Agency currently offers this service
- Agency is interested in offering this service
- Agency has no need or interest in this service
|
| 2.4.16
Describe the types of events for which the agency is, or is interested in offering registration for over the Internet. |
Text |
Grants Systems
| Question |
Response |
| 2.4.17
Does the agency currently manage, authorize, and issue grant monies over the Internet to other governmental entities, public service organizations, or citizens? |
Yes/No
|
Shared Services Survey
DIR is involved in several projects and services to assist agencies in the area of shared services. Responses to the following questions will help identify and evaluate opportunities to achieve maximum agency and statewide benefit.
| Question |
Response |
| 2.4.18
Rank each shared service or function from 1 to 6 (1=greatest benefit; 6=least) based on which would provide the greatest/least benefit to the agency, whether or not the agency provides or plans to provide these services. |
Receiving payments over the Internet
Collecting fees or fines over the Internet
Offering or accepting forms over the Internet
Providing messaging and collaboration services
(e-mail)
Offering event registrations
Managing, authorizing or issuing grant monies |
| 2.4.19
Provide additional detail if needed, and describe how DIR could help improve the shared services capabilities of the agency. |
Text |
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