Coordinated state-local information systems offer the hope of integrated services to citizens and streamlined operations within government. Many government and professional organizations are searching for ways to make these essential systems more successful. The Council for Excellence in Government is identifying exemplary intergovernmental programs that involve city, county, and tribal governments as well as state agencies. Public Technology Inc. (PTI), a non-profit group sponsored by the National League of Cities, the National Association of Counties, and the International City/County Management Association is researching local priorities for intergovernmental IT projects and policies. NASIRE, the National Association of State Information Resource Executives, maintains an intergovernmental relations committee and recommends policies and technologies that help state governments streamline their operations. Recently, the Industry Advisory Council, a private sector group formed by the Federation of Government Information Processing Councils to advise federal agencies in their information systems efforts, formed a committee to discuss intergovernmental projects. Other groups searching for best practices in intergovernmental systems include the National Governors Association, the National Telecommunications and Information Administration, and the National Newspaper Association (Varon, FCW Government Technology Group, 1997).

In New York State, the Governor’s Task Force on Information Resource Management Standing Committee on Local Government formed a Special Work Group on Intergovernmental Information Systems in 1996 to work toward this goal. The Work Group developed a set of characteristics that exemplify an "ideal" state-local information system project. The Center for Technology in Government used these characteristics in a study of existing projects in the state to identify those practices that were leading to success in a variety of areas. Some of the most important ideal characteristics are presented in four broad categories below:

The objectives of a state-local information system project set the stage for all subsequent activity and evaluation. They drive all the investments of all stakeholders, and therefore should have these characteristics:

• System goals are based on well defined program or business needs.
• All participants in the project agree about how the system will serve the needs of citizens.
• The system objectives are reasonable given the resources available to support it.
• The system objectives have the support of elected officials and top management.
• The objectives include performance measures and a post-implementation evaluation.

State-local systems projects involve a variety of players in different organizations, at different levels of government, in different locations, and sometimes in both the public and private or non-profit sectors. An ideal project management process takes all this into account and has these features:

• All participants are treated as equals and have a substantial stake in the project’s success.
• All participants understand the project management process and the roles and responsibilities of all the players.
• Available financial resources are invested where they are most needed.
• Information about project status is shared frequently.
• The participants engage in joint problem identification and problem solving.
• Collectively, the project team has the skills needed to carry out a successful system project.

Systems that connect state and local government are usually systems that affect work already underway in both places. They involve processes, information flows, technologies, and staff capabilities already in place. An ideal design therefore has these characteristics:

• The system is designed to integrate with the related systems and business processes of the affected organizations.
• Standard definitions of key data are used by all participants.
• The system is designed to support information sharing across organizations and programs.
• Built-in safeguards assure system security and the confidentiality of sensitive or personal information.
• The design adheres to commonly accepted industry standards and does not rely on proprietary technologies.
• There is no need for parallel or supplemental systems or procedures to support the service or business functions that the system is designed to meet.
• Built-in features reduce human effort and minimize duplication.
• The design takes into account the current technical capabilities of the participating organizations.

State-local systems are implemented in a wide variety of organizational settings and used by staff with a range of skills and experience. The system will only be as successful as its users can make it. These user support features are therefore part of the ideal system:

• Complete user documentation (e.g., manuals, troubleshooting guide) is available.
• Continuing, up-to-date, and accessible user training is offered.
• Ongoing, adequate technical support services are available for system maintenance and enhancement.
• An ongoing, adequate "help desk" supports users.
• There are built-in data management and analysis capabilities for users including access to local, regional, and statewide databases for planning and evaluation purposes.
• Some provision is made for local modification based on local needs, including low-tech and no-tech options where local conditions do not support high-tech solutions.