AHC Roles and Responsibilities

Definitions

Internet Portal” means: the centralized electronic information system by which public information is provided via dial-in modem or continuous link to the public through
subscriptions.

Outsourced Portal Provider” means: the entity or person engaged to manage and operate the Internet portal on behalf of the State.

Portal Program Manager” means: the entity or person engaged, by contract or as employee of the State, to provide assistance and support to the Access Hawaii Committee’s duty of oversight of the outsourced portal provider.

Background

The Access Hawaii Committee and its Legislative mandated duties were established by Hawaii Revised Statutes, Chapter 27G (Act 172/SLH 2007). Chapter 27G specifies the duties of the committee as providing oversight of the ‘Portal Manager’, hereinafter referred to as the outsourced portal provider, including:

  1. Review of the annual strategic plan and periodic reports on potential new applications and services submitted by the outsourced portal provider;
  2. Review and approval of service level agreements negotiated by government agencies with the outsourced portal provider;
  3. Review and approval of all charges to portal users;
  4. Review of the annual financial reports and audit of the outsourced portal provider;
  5. Review of annual customer satisfaction surveys conducted by the outsourced portal provider; and
  6. Review of performance measures of the portal submitted as part of the service management plan for portal-wide indicators and application specific indicators.

 

HRS, Chapter 27G was amended by the 2010 Legislature (Act 101, HB2505) to establish the Access Hawaii Committee Special Fund, into which fees collected to support the Access Hawaii Committee shall be deposited. Per the terms of the outsourced portal provider contract, such fees shall be used to fund a Portal Program Manager and associated support.

Role of the Access Hawaii Committee

The intent of the actions by the legislature appear to be for the AHC to provide oversight of and direction to the outsourced portal provider’s efforts to develop the State Internet Portal into the principal means for government agencies in the State of Hawaii to conduct their business with their constituents using the Internet.

The language in HRS 27G clarifies some ways how the legislature expects the AHC to fulfill its purpose. Review of annual strategic plan and reports on potential new applications would serve to make sure that the efforts of the outsourced portal provider are in line with the Committee’s expectations that the State Internet Portal expand its reach and mix of services.

Review of annual customer satisfaction surveys and performance measures of the portal would serve to charge the AHC with the responsibility to ensure that the delivery and expansion of services via the portal take place in a manner that will provide added value to the users of the portal, as well as to the government agencies utilizing the portal to reach their customers.

The AHC is charged with review and approval of agreements between government agencies and associated charges, and with review of the outsourced portal provider’s annual reports. In this way, the AHC can make sure that the services offered through the portal, and the operation of the portal, are structured to provide sustainability and an equitable distribution of the costs and financial benefits of this way of conducting the government’s business.

Responsibilities of the Access Hawaii Committee

The Access Hawaii Committee is responsible to:

  1. Report annually to the governor and the legislature.
  2. Review and approve agreements between government agencies and the outsourced portal provider regarding applications and services to be placed on the portal. This review and approval will focus on fit with the strategic direction set for the State’s Internet portal, on any fees charged to the user of the specific portal application or service; and, on adherence to standards for portal application and service development as established for the State’s Internet portal.
  3. Promote the use of the State Internet portal by government agencies and the public for the conduct of government functions.
  4. Review and approve a portal service management plan for the State Internet portal, as proposed by the outsourced portal provider.
  5. Review the performance and effectiveness of the State portal, based on annual satisfaction surveys conducted by the outsourced portal provider, and on performance measures defined in the portal service management plan.
  6. Review and ensure the outsourced portal provider’s compliance with the terms and conditions of the contract for management of the State’s portal.
  7. Review the outsourced portal provider’s annual financial reports and audit.
  8. Direct the work of the Portal Program Manager.
  9. Review the performance of the Portal Program Manager using evaluation criteria updated and published on an annual basis.
  10. Resolve such disputes as may arise between the Portal Program Manager and the outsourced portal provider.
  11. Propose legislative amendments as it may deem advisable to clarify or improve the functioning of the Access Hawaii Committee.

 

The Access Hawaii Committee is not responsible to:

  1. Develop and adopt the strategic direction for the State’s use and development of Internet based applications and services.
  2. Develop and adopt standards for the development and implementation of web applications and services for the State of Hawaii.
  3. Provide oversight or direction to Internet- or web-based initiatives not directly related to the State Internet Portal.

 

Expectations of the Members of the Access Hawaii Committee

The membership of the Access Hawaii Committee is defined in HRS, Chapter 27G. The language in the statute suggests that the composition of the Committee seeks a balance between representation of the various governmental business interests, such as representatives from the courts, the legislature, and agencies involved with portal services, and process or technology interests, such as the State Procurement Officer and IT administrators or CIO’s. Such a balanced make-up of the Committee will be most effective in performing the duties of the Committee if the members commit to meeting a certain expectations for active and meaningful participation.

Such expectations would include:

  1. An understanding of the relevance and opportunities provided by the State Internet Portal for the government business unit represented by the member
  2. A willingness and ability to commit to utilization of present or future Internet processes for the government business unit represented by the member
  3. An ability to review and understand financial statements and audits, as are before the Committee
  4. A willingness to become familiar with and supportive of the State’s goals and objectives as related to online initiatives that come before the Committee for review and approval.
  5. A willingness to actively participate in and contribute to the deliberations and decision-making resulting from the Committees duties.

 

Members are encouraged to bring any support staff necessary to facilitate the member’s participation in the business of the Access Hawaii Committee.