Library: Policy

OKDHS:2-41-6. Data Services Division Units

Revised 9-1-09

(a) Enterprise Application Services. Enterprise Application Services (EAS) is responsible for consultation, design, development, and maintenance for most Oklahoma Department of Human Services (OKDHS) data processing applications and systems. EAS and the appropriate divisions are responsible for approving all OKDHS applications that process on the host and client server environment supported by Data Services Division (DSD). When contracting these services, EAS provides management and staff. The services performed are:

(1) research;
(2) consultation;
(3) maintenance;
(4) enhancement; and
(5) new programming.

(b) Enterprise Support Services. Enterprise Support Services (ESS) is comprised of five sections:

(1) Production Services provides technical support for the set up and validation of all production batch and file transfer jobs;
(2) Operations:
- (A) oversees all central site equipment such as network, servers, and mainframe;
- (B) oversees daily production schedules; and
- (C) conducts systems performance analyses to set benchmarks and thresholds for increased performance;
(3) Remote Site Services installs all equipment and software in local offices;
(4) Problem Determination and Resolution:
- (A) works to resolve any highly complex problems that arise needing cross unit analysis; and
- (B) is operational 24 hours a day, seven days a week, excluding holidays; and
(5) Facilities:
- (A) maintains an inventory of all OKDHS data processing hardware and software including:
  - (i) manufacturer;
  - (ii) model;
  - (iii) serial number; and
  - (iv) warranty end date;
- (B) submits the inventory to Office of State Finance (OSF) annually per Section 41.5e of Title 62 of the Oklahoma Statutes (62 O.S. 41.5e); and
- (C) secures appropriate maintenance contracts each fiscal year for OKDHS data processing hardware and software.

(c) Enterprise Technical Services. Enterprise Technical Services (ETS) is responsible for technical support of information technology (IT) services provided throughout the OKDHS computer network environment. Sections within ETS include: Database Services, Infrastructure Platform and Software Services, Architecture and Design Services, Security Services, and Telecommunications Services. The specialists in ETS work with other DSD units to support the OKDHS environment, and team with other DSD units and OKDHS divisions in partnership on OKDHS projects and processes. Services provided by ETS include:

(1) generation, security, availability, and recoverability of OKDHS host-based Information Management System (IMS), Oracle, Database 2 (DB2), and Structured Query Language (SQL), server database and data stored and maintained in the databases. Host in this context refers to the database servers residing in the OKDHS Data Center at 1110 N.E. 12thOklahoma City, OK;
(2) support, security, availability, and recoverability of the OKDHS network environment that includes servers residing at the OKDHS Data Center, in remote field locations, third party software, and the telecommunications equipment and circuits used for connectivity across the network;
(3) support for decentralized data security activities including the decentralized data security representatives;
(4) design, development, maintenance, and security of the InfoNet or Internet applications as related to the access of information or data stored and maintained in any of the host based servers;
(5) support for OKDHS data sharing committees whose activities relate to data sharing at the intra-agency, interagency, interstate, and non-OKDHS levels;
(6) develop and ensure technology implementation plans and designs support the OKDHS enterprise architecture;
(7) develop and document DSD processes and standards in collaboration with other DSD units and sections;
(8) review and evaluate each technology solution and new data processing technology supported by DSD to ensure compliance with OKDHS DSD enterprise strategies;
(9) approve all OKDHS requisitions for all non-standard electronic data processing hardware and software to ensure that the acquisition is compatible with the current data processing environment and consistent with future planning and standards; and
(10) establish technology hardware and software standards for OKDHS.

(d) Customer Relations and Support. Customer Relations and Support (CRS):

(1) facilitates the delivery of quality solutions and services provided by DSD through information sharing and feedback ensuring technology supports the business of OKDHS and customers;
(2) measures customer service success;
(3) continuously improves communications within OKDHS;
(4) promotes and markets technology solutions;
(5) supports all OKDHS IT budgeting and fiscal operations;
(6) supports traditional business services, such as:
- (A) general accounting;
- (B) accounts payable;
- (C) claims processing;
- (D) budgeting;
- (E) purchase authorization system maintenance;
- (F) requisition and purchase of goods and services;
- (G) contract administration;
- (H) inventory and asset management;
- (I) human resource services; and
- (J) training;
(7) completes OKDHS annual Long-Range Electronic Data Processing Plan (Plan) per 62 O.S. 41.5e;
(8) processes any required updates of the Plan during the fiscal year;
(9) submits the Plan to OSF each year as a part of the OKDHS overall budget process per OKDHS:2-41-12; and
(10) maintains an inventory of all OKDHS data processing hardware and software including:
- (A) manufacturer;
- (B) model;
- (C) serial number; and
- (D) warranty end date.

(e) Research and Strategy. In collaboration with other units within DSD, Research and Strategy:

(1) performs research in support of the OKDHS DSD Enterprise Architecture;
(2) develops strategies for the implementation of needed products and services to support OKDHS business requirements, such as strategies for:
- A) privacy;
- (B) security;
- (C) delivery; and
- (D) technological solutions;
(3) develops long-term strategic planning and support;
(4) performs risk assessment of recommended technology solutions; and
(5) collaborates with CRS Business Development to establish new marketing and promotional material for DSD.

(f) Business Quality. Business Quality staff is integrally involved with all areas of DSD to coach and ensure that quality practices are followed as a fundamental part of daily practice. Business Quality:

(1) enforces quality in the products and services offered by DSD; and
(2) provides business continuity initiatives for OKDHS by:
- (A) implementing and monitoring the primary components of quality which are:
  - (i) process definition;
  - (ii) requirements management;
  - (iii) project tracking;
  - (iv) change management;
  - (v) risk management; and
  - (vi) performance measurements; and
- (B) instituting business continuity practices into OKDHS systems; and
(3) establishes new practices that are well planned, thoroughly defined, and measured ensuring not only compliance, but the continual optimization of processes thereby improving customer service.

(g) Project Management Office. The Project Management Office (PMO):

(1) delivers professional project management services to OKDHS divisions through the delivery of new and existing information technology projects; and
(2) manages the OKDHS portfolio management process including the communication, facilitation, and management of OKDHS Information Technology Governance Board projects.