DCBS BCD LMS SG1 Endorsement_FINAL_SIGNED~1.pdf

Enterprise Information Services Project Portfolio Performance 550 Airport Road SE, Suite C

Salem, OR 97301 503-378-3175

Mission: Mature enterprise technology governance, optimize investments, ensure transparency, provide oversight, and deliver secure and innovative solutions.

MEMORANDUM

To: Terrence Woods, State Chief Information Officer (State CIO)

From: Alicia Miller, Senior IT Oversight Analyst

Date: February 21, 2023

Subject: Department of Consumer and Business Services (DCBS) Building Codes Division (BCD) Learning Management System (LMS) Project Stage Gate 1 Approval with Conditions

BACKGROUND

Pursuant to ORS Chapter 455, BCD is required to establish the requirements for and to administer a system for testing the competency of applicants to serve as building officials and building inspectors for the protection of public health and safety. As a part of this mandate, BCD has developed and continues to grow a training program that provides education and certification for building inspectors, plans examiners, and other certification training for business professionals and public employees operating within the state of Oregon.

The purpose of this project is for BCD to acquire a learning management system to continue serving the foregoing population in a virtual learning environment.

BCD is looking to leverage the benefits of an all-in-one academic Learning Management System (LMS) to increase efficiencies and improve the quality of the divisions certification course training services. An academic LMS will replace functionality provided by several disparate software products and services and will add new functionality that just isn’t possible with the tools available to BCD today. The new academic LMS will consolidate all administrative functions, content development and delivery, reporting, and communication functions within a single service platform. It will allow BCD to enhance learner engagement by providing an interactive classroom environment while allowing BCD to evaluate student progress via quizzes and exams developed from various testing formats.

DISCUSSION

DCBS has submitted an IT Investment Form, Initial Complexity Assessment, Project Charter, and Business Case to EIS P3 for review and approval. After P3 reviewed these documents, it was determined the BCD Learning Management System Project will be subject to Level 2 oversight.

February 21, 2023 Page | 2

Mission: Mature enterprise technology governance, optimize investments, ensure transparency, provide oversight, and deliver secure and innovative solutions.

DCBS estimates the cost of implementing the LMS will be $210,000. The operations and maintenance costs of the system over the following four (4) years after implementation are estimated to be $488,000. The BCD LMS project artifacts reflect an approximate project duration of 1 year and 9.5 months with an estimated project completion of October 2024.

RECOMMENDATION

Approve the DCBS BCD Learning Management System (LMS) Project through Stage 1 with the following conditions:

1. The agency must submit the relevant project artifacts indicated on the attached Required Artifact Form for EIS P3 review and approval;

2. The project must upload all artifacts and update the PPM tool per the PPM project update list;

3. Prior to release of the solicitation (RFP/RFQ), the following artifacts must be reviewed and approved by EIS:

a. Project Risk and Issue Log,

b. Stakeholder Registry,

c. Requirements,

d. Security planning confirmed by CSS, and

e. The Solicitation documents

4. All project related solicitations and/or contracts associated with this project must be reviewed and approved by the Oversight Analyst prior to release and/or execution;

5. The project must adhere to the Cloud and Hosted Systems Policy (#107-004-150);

6. The project team must engage with the assigned Business Security Advisor (BSA) regarding appropriate project security readiness activities.

Analysis prepared by: Date:

Analysis approved by: Date:

2/27/2023

2/27/23

MEMORANDUM