KENTUCKY INFORMATION RESOURCES MANAGEMENT COMMISSION
August 21, 1997
MEETING MINUTES
MEMBERS: Vice Chair Steve Dooley, Bill Bowdy, David Couch, Jerry Frantz, Jim Ramsey, Nancy Ward, and Mike Grisham, representing James Ramsey and Charles Robb, representing James Nelson.
GUESTS: Dretta Christian, Ben Hall, Kent Howell and Mary Jo Rodgers.
STAFF: Doug Robinson, Shirley Rodgers and Jessamine Saufley.
Vice Chair Steve Dooley called the meeting to order. The minutes of the July 1, 1997, meeting were approved as distributed.
Mr. Dooley asked Doug Robinson to provide a status report on the 1997 KIRM Research and Development (R&D) grants. Doug stated that the 1997 grants have been processed, abstracts are available on KIRM’s website and that final reports of the 1996 R&D grants are due August 30, 1997. He added that the 1996 grant awards have made a positive impact and highlighted accomplishments of a few, such as the Department of Information System’s Intranet, the CFC resource directory link to EMPOWER projects and the Owensboro Community Network. Doug stated that final reports would be made available to members for their review. In discussion of the grants, the Commission decided to invite the 1996 grantees to make a short oral presentation of their project and its accomplishments at a Commission meeting. Doug stated that he would schedule two or three presentations for the next meeting, with others to follow at future meetings.
Jerry Frantz added that the Cabinet for Economic Development was able to fund one of the proposals not selected by the Commission for an R&D grant. He stated that the proposal from Northern Kentucky University related to the use of EDI. Jerry introduced Ben Hall, a new Economic Development Cabinet employee who will be working in the field of information technology.
Doug Robinson reported that the Information Policy Committee met on August 1, 1997, to discuss personal privacy and fair practice for open records, and the possibility of drafting legislation. He added that the committee decided that no legislation would be drafted at this time for introduction during the 1998 legislative session. Doug added that the committee also discussed the status of the court decisions on commercial use. He added that he would provide members with a copy of the Attorney General’s report if requested.
Mr. Dooley reported that the Electronic Signature Subcommittee had recently met to view presentations from four vendors. He added that the group also conducted a business forum in which private sector representatives form Vencor, United Parcel Service, Topy and Ashland Oil were present to discuss electronic signature issues. Mr. Dooley added that Vencor expressed an interest in partnering in a pilot project. He added that Nancy Ward is chairing a group to develop a scope statement, and that the implementation group is drafting legislation. Mr. Dooley stated the proposed legislation will be made available to Commission members for their comments, review and action upon its completion. Nancy Ward stated that the Legislative Research Commission should be involved in the development of the legislation. Mr. Dooley concluded by stating that a web page is available which provides an update on electronic signature activity, which can be accessed through the KIRM website.
Doug Robinson provided a status report on the 1998-2000 Information Resources Plan (IRP) review process by stating that there is one outstanding plan for the Council on Postsecondary Education, who was granted an extension due to the Special Session, and that the Department of Insurance has withdrawn their IRP and requested permission for resubmittal.
Work Group Reports:
Higher Education: Doug Robinson reported.
Recommended approval of Eastern Kentucky University plan as outlined in Attachment A. Motion was made, seconded and approved unanimously.
Recommended approval of Murray State University’s plan. Motion was made, seconded, and approved unanimously as outlined in Attachment A.
Recommended approval of the general recommendations for universities. After considerable discussion, the recommendations were amended to include language encouraging universities to consider the state government’s architecture and standards to promote interoperability. Staff was directed to include language to this effect. Motion was made, seconded, and approved unanimously as amended in Attachment B.
Education & Cultural Affairs: Jerry Frantz reported.
Recommended approval of the Department of Education’s plan. Motion was made, seconded and approved unanimously to approve the Department of Education’s plan. David Couch abstained.
Justice: Jerry Frantz reported.
Recommended approval of the Department of Public Advocacy’s plan. Motion was made, seconded and approved unanimously.
Recommended approval of the Office of Attorney General’s plan. Motion was made and seconded. During discussion, motion was amended to include a statement that the Office is in non-compliance with the proposed state Architecture and Standards direction for electronic mail by utilizing Groupwise. Motion was unanimously approved as amended.
Licensing & Regulation: Steve Dooley reported.
Recommended approval of the Board of Election’s plan. Motion was made, seconded, and approved unanimously.
Recommended approval of the Secretary of State’s plan. Motion was made, seconded and approved unanimously.
Recommended approval of the Public Service Commission’s plan. Motion was made, seconded, and approved unanimously.
Recommended approval of the Department of Housing, Building and Construction’s plan. Motion was made and seconded. During discussion, motion was amended to include a comment for the agency to keep abreast of the EMPOWER Kentucky initiative on electronic permitting under Simplified Regulatory process. Motion was unanimously approved as amended.
Health & Human Services: Jim Ramsey reported.
Recommended approval of the Kentucky Veterans Center plan with the following comments:
1) Encourage agency to more fully research the capabilities of STARS and to also search the marketplace for a financial management system to meet their needs.
2) Encourage agency to explore the use of telemedicine.
Motion was made and seconded. During discussion, the motion was amended to encourage agency to more fully research the capabilities of STARS and to explore the current administrative and financial systems available through the Finance and Administration Cabinet for their needs. Motion was unanimously approved as amended.
Fiscal Management: Doug Robinson reported.
Recommended approval of the Personnel Cabinet’s plan with the following comments:
Motion was made, seconded and unanimously approved.
Recommend approval of the Kentucky Retirement System’s plan. Motion was made, seconded and unanimously approved.
Recommended approval of the Auditor of Public Accounts’ plan with commendation for their progress in the area of information technology over the last 18 months. Motion was made, seconded, and unanimously approved.
Recommended approval of the Governor’s Office for Policy and Management’s plan. Motion was made, seconded and unanimously approved. Mike Grisham abstained.
Mr. Dooley asked Doug Robinson to provide a KIRM Office and EMPOWER Kentucky update. Doug directed members’ attention to the handout "Overview and Assessment", which was presented to the Capital Planning Advisory Board on July 17, 1997. He reported that the Strategic Information Technology Plan was completed and had been sent to Cabinet leadership. Doug added that the plan will be available on the KIRM website within the next month. He also reported that a draft Architecture and Standards document has been developed, and an IRM Advisory Committee will be held September 3, 1997, to provide the IRMs with a copy for their review and request for comments. Doug stated that an EMPOWER Infrastructure team developed a survey to determine the training skills gap and needs in the Commonwealth. He added that the Department of Information Systems participated as the pilot for the survey and that the IRMs will be provided a copy of the survey at the September 3rd meeting. Doug concluded by stating that an RFP for MARS has been completed with responses due by the end of September. .
Mr. Dooley reported for Chair Jim Nelson the approval of a Board of Nursing 1996-1998 Information Resources Plan amendment to their Nursing Information System. Nancy Ward recommended that the Commission consider the establishment of an Intranet Committee. The Commission asked staff to explore the need for a committee and to report at the next meeting.
Being no further business, the meeting adjourned at 3:15 p.m. The next Commission meeting is scheduled for September 25, 1997.
Attachment B
KIRM Commisssion
Postsecondary Education - 1998-2000 University IRPs
General Recommendations
- Continue to support the full implementation of the Commonwealth Virtual University cited in HB 1 as enacted during the May 1997 Special Session of the General Assembly.
- Continue to develop the virtual (electronic) library concept, led by higher education, which is critical to support the distance learning components of the Commonwealth Virtual University.
- Leverage enterprise purchases with vendors; universities should negotiate with vendors for statewide pricing and system development on common applications. Seek opportunities for statewide licensing on products and price reductions, e.g. database suppliers for libraries.
- Promote information access/electronic commerce opportunities for student access to information: grades, financial information, etc.
- Establish a standards-based IT architecture with incentives available to assist in the migration toward standards. In the process of developing the architecture, the current state government IT architecture and standards should be considered to promote seamless connectivity and interoperability.
- Promote full network access for all students, faculty and staff.
- Continue to promote the use of technology in the instruction, reinforced by necessary technical support and training for faculty.