Commonwealth of Massachusetts. Project Title: Open Checkbook. Category: Open Government

Transcription

1 Commonwealth of Massachusetts Project Title: Open Checkbook Category: Open Government Project Initiated: March 30, 2011 Project Completed: November 30, 2011 Contact: Sandra Edler Commonwealth of Massachusetts Information Technology Division One Ashburton Place, Room 804 Boston, MA Phone:

2 Section 2: Executive Summary During the past five years, Massachusetts s Patrick-Murray Administration has worked to maintain the state s financial health while improving performance in a way that goes beyond increasing efficiency and cost-effectiveness. The Administration s reforms and investments have also been aimed at shoring up trust in government by making it more accountable and transparent to the people it serves. As part of its commitment to leaving a more open state government to future generations, the Administration has established the Office of Commonwealth Performance, Accountability and Transparency (CPAT). Included in the key goals for CPAT is the execution of nation-leading strategies for improving performance and transparency and reducing fraud, waste, and abuse. The launch of the state s Open Checkbook tool which gives constituents straightforward access to state government spending information, including payrolls and pensions, is considered one of CPAT s first early successes. Open Checkbook is a user-friendly transparency portal that contains comprehensive information on state government expenditures down to checkbook level for vendor spending. Citizens and public interest groups can use the site to monitor spending quickly and easily, as well as compare expenditures over time. In addition, Open Checkbook goes beyond similar initiatives in other states in that it gives users the ability to monitor state spending in almost real-time because the data are updated nightly. In keeping with Massachusetts s web accessibility standards, which are among the most stringent in the country, the Open Checkbook site is accessible. In the course of the project, accessibility testing was conducted by the development team, a third-party tester, and a tester from the Massachusetts Office of Disability to ensure alignment with Commonwealth accessibility requirements. As a result, all elements of the site are fully accessible. Massachusetts takes our commitment to security very seriously as well, as evidenced by Executive Order No. 504, Regarding the Security and Confidentiality of Personal Information. Since the information provided by Open Checkbook is intended for the public, there is no security barrier between the users and searchable data. Behind the scenes however, the underlying system and technology was architected to provide a robust security model that protects data and system transaction integrity. The system is also built on a fault-tolerant infrastructure to maximize site availability to the user in the case of system issues or outages. According to MASSPIRG i, an independent public interest research group, The ability to see how government uses the public purse is fundamental to democracy. Transparency in government spending promotes fiscal responsibility, checks corruption, and bolsters public confidence. ii MASSPIRG promotes the concept of Transparency 2.0, which can be summarized as transparency that is one-stop, one-click searchable and downloadable, and comprehensive. With the creation of Open Checkbook, Massachusetts has become what MASSPIRG calls a Leading State on this front. 2

3 Section 3: Business Problem and Solution Description Business Problem Massachusetts s Patrick-Murray Administration made a commitment to open government that included giving the citizens of Massachusetts full insight into state government spending so that they can have confidence that their money is being spent wisely and effectively. In addition, state legislation (MA General Laws, Part I, Title II, Chapter 7, Section 14C) set stringent transparency requirements. Solution Description In response, the state launched a high-level transparency website to serve as a window into the work of state government. Building upon that base, creation of a businessintelligence-based solution that shows all state spending was mandated as the state s highest-priority transparency requirement. Open Checkbook was created and launched to meet those demands, while also supporting key goals of the Administration and public commitments made by the Treasurer. As part of a proactive, collaborative approach to civic engagement, the Commonwealth s Executive Office for Administration and Finance (EOAF), the Office of the Treasurer, the Office of the Comptroller, and the Information Technology Division (ITD) worked together to launch Open Checkbook. Underlying Technology, Accessibility, and Security Open Checkbook is an online reporting tool that uses Oracle s Business Intelligence technology suite (OBIEE) to provide easily accessible and understandable information regarding state government spending. The technology chosen for the project had already proven successful in the Commonwealth s American Recovery and Reinvestment Act (ARRA) website project. In keeping with Massachusetts s web accessibility standards, the Open Checkbook site is fully accessible. Rigorous in-house and independent testing and necessary mitigation throughout the project ensured alignment with Commonwealth s stringent accessibility requirements. As a result, all elements of the site are fully accessible. Since the information provided by Open Checkbook is intended for the public, there is no security barrier between the users and searchable data. Behind the scenes however, the underlying system and technology was architected to provide a robust security model that protects. The system is also built on a fault-tolerant infrastructure to maximize site availability to the user in the case of system issues or outages. Project Approach Capital funds were provided by the state for the initial creation and launch of the tool and a cross-agency team comprised of business and technology experts from EOAF, the Treasurer s office, the Comptroller s office, and ITD was created to drive the project. 3

4 The team laid out an integrated schedule that brought together all necessary parties for implementation. Close teamwork between the business and technical leads ensured efficient and effective progress in alignment with the project s requirements and goals. EOAF assumed responsibility for management of the project, as well as ongoing support and maintenance of the site now that it is live. Features and Functionality Open Checkbook is a simple yet powerful, user-friendly tool. Users can search for spending details on payroll, pensions, and vendor payments by conducting a simple search by employee or vendor name, for example or they can use advanced features to conduct complex searches and sorts across the entire database. In search results, clicking on a line shows a greater level of detail. Where multiple records are grouped together in search results under a vendor name, for example clicking the + symbol expands the section to show further details. Reports and dashboards show state spending for all vendors to the level of each individual check and users can browse and search this information by spending category, department, and vendor name. In addition, the site allows users to search by account, contract number, payment dates, fund, fund type, and dollar amount. The tool also includes a comprehensive glossary that explains terminology and helps provide context. The Open Checkbook tool was available online and functioning following a soft launch in the last week of November 2011; a press conference was held on December 5, 2011 to publicly announce news of the site. Section 4: Significance The Patrick-Murray Administration set a goal for Massachusetts to be a national leader in results-driven performance management and government transparency. In support of this goal, the Governor signed Executive Order 540 (EO540), Improving the Performance of State Government by Implementing a Comprehensive Strategic Planning and Performance Management Framework in the Executive Departments, early in EO540 created the state s first Office of Commonwealth Performance, Accountability and Transparency (CPAT). CPAT is charged with executing nation-leading strategies for improving performance and transparency; reducing fraud, waste, and abuse; informing financial planning by using the latest economic and caseload forecasting tools; and maximizing federal grants. In the past, insight into state spending was available in a limited fashion through the state s procurement website, Comm-PASS. In keeping with the Commonwealth s commitment to enhancing transparency, Open Checkbook was designed to be even more intuitive and comprehensive. Open Checkbook gives users the ability to quickly and easily track spending from many different departments and agencies in virtually 4

5 real-time. While the creation and launch of Open Checkbook slightly predates the formal signing of EO540, implementation of the tool is considered one of the first critical successes in this area of focus for the Administration. The Commonwealth s Transparency Report Card In both 2010 and 2012, public interest research group MASSPIRG analyzed each state s transparency website and assigned a score from zero to 100 based on 13 scoring criteria measuring searchability and the breadth of information. Those scores were then correlated to the typical report card grades of A through F. Prior to the creation of Open Checkbook, the limited and inconsistent online access to spending data provided by Massachusetts earned the state a transparency grade of F in This year, following the launch of Open Checkbook, Massachusetts received the fourthhighest score in the country, which translated to a grade of A- and earned the title of Leading State. Depth and Breadth of Information Open Checkbook includes spending for all budget-funded agencies, independent agencies, the judicial branch, and the legislature. It is searchable by vendor, department, employee name, keyword, account, year, and other options. A distinctive feature of Open Checkbook is that it also provides data for multiple years and enables users to compare state spending over time. Each night, spending data is updated in Open Checkbook from the state s Commonwealth Information Warehouse. Because of these nightly updates, constituents can track state spending in as close to real-time as possible nation-wide. The Open Checkbook site notes what types of spending are not yet posted and provides a timeline for when that additional data will become available. It also serves as the technology foundation for future implementation of all transparency requirements. The tool s built-in tracking and reporting capabilities give state government officials and system managers at-a-glance insight into the number and types of queries the system receives. The type and number of records made available thus far include (but are not limited to): Vendor payment records (FY ): 6,809,688 Payroll records ( ): 701,093 Pension records ( ): 204,197 A high-level view into activity from December 2011 through May 23, 2012 follows: 5

6 Section 5: Benefit of the Project Massachusetts s Open Checkbook tool provides several important benefits to both constituents and employees of the Commonwealth. Saving Money Perhaps most important during these times of ongoing fiscal challenges, Open Checkbook helps Massachusetts save money in a number of ways. Making detailed, virtually real-time information about state government spending available to the public saves the Commonwealth time and money by reducing the number of costly information requests received each of which requires a response from residents, businesses, public interest groups, and other government entities. Open Checkbook saves times and expedites the work of Commonwealth employees who must look up contracts or otherwise research state spending in the course of their duties. Open Checkbook drives greater efficiency and cost-effectiveness by enabling Commonwealth employees to easily compare vendor spending outside their own agency and across the state, resulting in enhanced procurement processes. By giving potential bidders for public projects insight into our spending, Open Checkbook may also help Massachusetts save money by encouraging an increase in the number of bidders for projects. The greater the level of competition among bidders, the greater choice and opportunity for the Commonwealth to get the best value for our taxpayer dollars. Supporting Public Policy Goals through Strategic Use of Technology The Patrick-Murray Administration is committed to shoring up trust in government by making it more accountable and transparent to the people it serves and leaving a more effective and open state government to future generations. Key objectives of the Administration s newly created Office Commonwealth Performance, Accountability and Transparency include executing nation-leading strategies for improving performance and transparency and reducing fraud, waste, and abuse. The creation and launch of Open Checkbook is considered one of the Administration s first critical successes this important area of focus. Open Checkbook creates more meaningful public engagement as a result of greater openness. It also serves as the technology foundation for future expansion of Massachusetts s transparency endeavors. 6

7 Open Checkbook also supports promotion of community investment and affirmative action goals by enabling agencies to identify minority- or woman-owned companies that have done business with other agencies across the state. Other agencies can then look to those contractors in helping to meet their own goals. Measurement and management of the progress of related programs is also simplified thanks to Open Checkbook. Aligning with Agency Mission and Key Priorities Highlighted by NASCIO Open Checkbook is an excellent example of putting technology to work to meet the mission, goals, and vision of our state and national technology thought leaders. Enabling greater transparency in general and supporting the Open Checkbook tool in particular aligns closely with our Information Technology Division s agency mission to support, enable, and transform state government through the strategic use of technology in order to better serve constituents, businesses, and local government. In keeping with key Commonwealth priorities, the Open Checkbook site is both fully accessible and secure. Open Checkbook aligns closely with NASCIO s 2012 state CIO priority regarding the portal especially with regard to emphasizing citizen interactive self-service as well as with the NASCIO-identified priority technology area of business intelligence. In addition, Open Checkbook supports two of the key components of the future vision outlined in NASCIO s States Run on IT document: o Even more accessible and transparent government o Robust citizen feedback and participation in government Endnotes i MASSPIRG (Massachusetts Public Interest Research Group) is an independent, statebased, citizen-funded organization that advocates for the public interest and is a member of U.S. PIRG, the national federation of state Public Interest Research Groups. ii MASSPIRG Education Fund Research Document. Benjamin Davis, Frontier Group; Phineas Baxandall and Ryan Pierannunzi, U.S. PIRG Education Fund. Following the Money 2012: How the 50 States Rate in Providing Online Access to Government Spending Data. March