Audit: Oregon IT projects need more oversight

The state of Oregon has taken positive steps to ensure the success of major information technology projects, but further action is needed, according to a new state audit announced Monday.

The Department of Administrative Services should build upon its new model for approving and overseeing major information technology projects, the Oregon Secretary of State’s Office said.

Auditors warned that the model in its current form may not detect or prevent problems such as those the state encountered with its major projects over the last several years.

“Replacing computer systems is difficult and risky. We wanted to see whether the state was taking the right steps to oversee these projects. They are on the right track, but there is more to be done to improve Oregon’s IT project success rate,” said Secretary of State Jeanne Atkins.

Auditors examined reports and documentation about projects over the past ten years to identify common problems and their causes.

They interviewed agency managers, many of whom said they lacked the capacity, expertise and experience to plan for and manage replacement of their major IT systems.

The new audit evaluated “Stage Gate Oversight,” a new DAS-run model for overseeing large IT projects. Although the audit concluded that Stage Gate is a step in the right direction, it is not yet fully developed and DAS lacks sufficient staff to fully implement it.

The audit recommends that DAS fully develop and implement Stage Gate and also assign appropriate and sufficient staff to carry out the effort. It says DAS should also provide guidance and direction to state agencies that lack resources for developing IT systems and establish formal consequences for failing to meet Stage Gate requirements.

The audit also recommends that DAS formally define the consequences for state agencies that fail to follow Stage Gate requirements.

Many state agencies are operating on older systems that will need to be replaced. Approximately $1 billion of projects are currently underway or in the planning process. Some agencies lack the experience and expertise to manage large IT system development projects and centralized help is not always available.

The audit team consisted of William Garber, Neal Weatherspoon, Erika Ungern, Matthew Owens and Amy Mettler

Read the audit on the Oregon Secretary of State’s website .