Deval L. Patrick, Governor Timothy P. Murray, Lieutenant Governor Suzanne M. Bump, Secretary John R. Glennon, Secretariat Chief Information Officer Information.

Deval L. Patrick, GovernorTimothy P. Murray, Lieutenant Governor

Suzanne M. Bump, Secretary

John R. Glennon, Secretariat Chief Information Officer

Information Technology Town Meeting June 30, 2009

Agenda Case for Change / E.O. 510 Background

Planning Process / Key Components

IT Governance & IT Steering Committee

EOLWD Secretariat consolidation

ITD’s plan and changes to be made

Organizational Development

Timeline

Discussion and Question

Case for ChangeBackground – Not a new idea – has evolved 1970s Mainframes 1980s Mini computers, PCs, networks 1990s Servers everywhere – IT consolidation

begins 2000s Virtually every state consolidates

Meanwhile…. 2003 Commonwealth IT Commission Report 2006 Patrick – Murray Transition Working Group 2008 IT Strategy for the Commonwealth 2009-

2011

Case for Change

Commonwealth can no longer afford current IT management approach◦ Fragmented and highly inefficient◦ Difficult to share data ◦ Vulnerable to security threats

Complexity is making it increasingly difficult to meet expectations of our citizens for◦ Accessible and open government◦ Service delivery any time, any place

The time for action is now ◦ Make best use of constrained resources◦ Build foundation to realize strategic plan vision

Why is IT consolidation important?

Opportunities resulting from consolidation

•Becoming a technology leader by incorporating industry leading practices

•Building unified information systems that interact, improving internal and external services

•Increasing capabilities to secure information, protecting vital data and systems

Complexity is making it difficult to maintain a high-level of security and meet service expectations

Commonwealth’s Existing IT Environment

15 Major Data Networks

100 Phone Systems

24 Email Systems

183 Data Centers

The current approach is unsustainable• Too complex• Difficult to maintain• Impossible to keep secure

Current State Future State

Lessons from Other States

Models range from voluntary > fully outsourced

Voluntary consolidations have floundered and failed

Savings are real when done right – 10-30% (tens of M$)

Requires careful planning and takes 3-5 years to complete

States with most aggressive consolidations are now leaders in use of IT (MI, NC, WA, GA, PA)

Key Components: Secretariat Consolidation Require appointment of SCIO with authority

over all IT spending regardless of source of funds◦ Dotted line to CCIO

Roll up agency IT payroll and other IT related expenditures◦ From all appropriations – AA, DD, EO5 (postage

chargeback) and UU Require annual IT plan to be submitted to

CCIO◦ Address service levels to be provided to agencies

IT consolidation is one part of the Governor’s IT vision

Governor’s vision for IT services:•Learn from the successes of other states•Incorporate industry leading practices•Address public expectations

Executive Order 510•Consolidate designated IT services at the Commonwealth and Secretariat levels

•Three objectives:

Commonwealth IT Strategic Plan

• 3-year plan• 7 priority initiatives, including IT

consolidation• 4 secondary initiatives• Lays the foundation for transforming IT

services• Ultimately leads to new levels of service

for and engagement with citizens

Vision Implementation

How will the Commonwealth & EOLWD approach IT consolidation?

• Agency specific applications

• Helpdesk services• Desktop & LAN services• Web site information architecture• Application services as proposed by SCIO

• Data/telecomm networks• Data center services• Web site hosting & portal services• Shared enterprise services (incl.

e-mail & directory)

IT services in-scope for the consolidation effort

Consolidation will reach “substantial completion” over a 2-year time period

A federated model will be used to consolidate services at the Secretariat and Commonwealth-levels

IT Consolidation Framework

Consolidation will move designated IT services toward a more streamlined target state

Current State Target State Our IT Services Today

• Data/telecom networks: 2+ WANs; decentralized data and voice networks

• Data Center Services: 2+ data centers and hosting locations

• Email & Directory: 3 Secretariat email environments; decentralized directories

• Helpdesk Services: 2 helpdesks

• Desktop & LAN Services: 3 providers

Our IT Services Tomorrow• Data/telecom networks: Next

generation network based on enterprise architecture and standards

• Data Center Services: 2-3 enterprise data centers at the Commonwealth-level

• Email & Directory: All Secretariats on MassMail ; all agencies consolidated to centralized Active Directory

• Helpdesk Services: 1 helpdesk supported by virtual staffing model

• Desktop & LAN Services: 1 provider

EOLWD IT Governance ModelSecretary for Labor and Workforce

Development

EOLWD Director of Finance and

Administration

Secretariat Chief Information Officer

Chief Information Officer Department of Labor

Department of Industrial AccidentsDivision of Occupational Safety

Division of Labor Relations

EOLWD Program Management Office

Chief Information OfficerDepartment of Workforce

DevelopmentDivision of Career Services

Division of Unemployment AssistanceDivision of Apprenticeship Training

EOLWD Agency Heads

Commonwealth Chief Information Officer

EOLWD IT Steering Committee *

EOLWD IT Service Delivery

· Help Desk Services· Desktop and LAN Services· Website Information Architecture· Application Services as specified by the SCIO· Collaborate with Commonwealth for

· Data Center Services· Data/Telcom Network Services· Website Hosting and Portal Services· Email and Directory Services

Diagram 1: Proposed EOLWD IT Governance Model

* EOLWD IT Steering Committee

· SCIO – Chair · DWD CIO · DOL CIO · EOLWD Undersecretary · EOLWD General Counsel· EOLWD Director Finance and Administration· DWD – 5 Members (Advisory Council)· DOL – 4 Members (Advisory Council)· Commonwealth Corporation

EOLWD IT Steering Committee Executive Office of Labor and Workforce Development

Jennifer James – UndersecretaryGerald McDonough - General Counsel

Joan Lenihan – CFOJohn Glennon - SCIO

Department of Labor Roody Herold – CIO

Tom Jones – General Counsel

Department of Industrial AccidentsTim McMahon – Deputy Commissioner

Division of Occupational SafetyHeather Rowe – Deputy Commissioner

Division of Labor Relations Ed Srednicki – Executive Secretary

Department of Workforce DevelopmentDennis Thompson – CIO

George Moriarty – Deputy Director Barbara McDonough – CFO

Division of Career ServicesDavid Manning – Director

Division of Unemployment Assistance

Sarah O’Toole – Chief of Staff

Division of Apprenticeship Training David Wallace – Director

Diagram 2: EOLWD Steering Committee Members

Commonwealth Corporation Navjeet Singh – Vice President

Commonwealth Corporation Navjeet Singh – Vice President

Commonwealth Infrastructure Consolidation Plan

Data &Telecom Network Services

Data Center Services

Website Hosting & Portal Services

Email & Directory Services

Develop next generation network design principles and architectureBuild out next generation network

Renovate and upgrade MITC data center in ChelseaDesign and construct second data center in SpringfieldComplete Wave 1 data center consolidation pilot with EOHHS

Develop Mass.Gov retooling strategy and roadmap

Upgrade MassMail from Exchange 2003 to 2007Develop and deploy consolidated Active Directory strategyDevelop and deploy email archival/retention capabilities

ITD Service Excellence

Finalize IT Service CatalogEstablish transparent and equitable chargeback modelEstablish Service Level Objectives (SLO’s)Develop and rollout ITIL-based Service Management capabilities

Organizational Development Action Plan

Career Development

Career Paths Career Paths

TrainingTraining

MentoringMentoring

• Establish career paths, using existing materials and analysis• Standardize roles across Secretariats• Create job families

• Build on successes at UMass (Java, management, & ROI) • Utilize existing resources (e.g. training credits)• Implement innovative training models (e.g. train-the-trainer)• Incorporate staff preferences and needs into new offerings• Identify staffing and training needs and target those areas where

contract resources are dominant

• Build on previous surveys to develop mentoring program• Facilitate knowledge sharing through apprenticeships• Strengthen educational partnerships to build a Commonwealth-

wide internship program

TimelineMarch 1, 2009 SCIOs appointed

May 30, 2009 High level infrastructure consolidation plan

July 1, 2009 Secretariat consolidation plans to CIO

Sept 30, 2009 Detailed infrastructure consolidation plan

Dec 30, 2010 Infrastructure consolidation substantially complete

EOLWD FAQs

1. What is Executive Order 510 and IT Consolidation?

2. How is the consolidation going to be implemented?

3. What does the consolidation mean to me?

4. Will I be laid off because of consolidation?

5. Will I have to take a pay cut because of consolidation?

6. How will I learn new technologies which may be needed for my job?

7. How will my job duties change after consolidation?

Discussion & Questions