Deloitte Consulting LLP Commonwealth of Massachusetts Statewide Strategic IT Consolidation (ITC)...

Deloitte Consulting LLP

Commonwealth of Massachusetts Statewide Strategic IT Consolidation (ITC) Initiative

June 22, 2009

DRAFT – FOR DISCUSSION PURPOSES ONLY

- 2 -DRAFT FOR DISCUSSION PURPOSES ONLY

Agenda

• Workplan Status�̶ Overall Progress Snapshot for Infrastructure Plan, Org Dev Plan, and Comms Plan�̶ SCIO Roundtable Update for Secretariat Plans

• Sub-committees Updates�̶ IT Governance �̶ IT Administration �̶ Org Dev and Comms

• Key Topics for Discussion�̶ ‘Day 1’ Readiness for 7/1 (SCIO Roundtable Update)�̶ Post-7/1 ‘Go-Forward’ Discussion and Proposed New Schedule


Workplan StatusOverall Progress Snapshot

IT Consolidation Planning Timeline

Key Planning Threads

Mar Apr May JunWK1 WK2 WK3 WK4 WK5 WK6 WK7 WK8 WK9 WK10 WK11 WK12 WK13 WK14 WK15 WK16

3/16-3/20 3/23-3/27 3/30-4/3 4/6-4/10 4/13-4/17 4/20-4/24 4/27-5/1 5/4-5/8 5/11-5/15 5/18-5/22 5/25-5/29 6/1-6/5 6/8-6/12 6/15-6/19 6/22-6/26 6/29-7/1

1.0 – Create Common IT Consolidation Planning Approach

2.0 – Create Secretariat IT Consolidation Plan

3.0 – Create High-Level IT Infrastructure Plan

5.0 – Create and Begin Execution of IT Consolidation Communications / Org Dev Plan

3/20 Draft Approach & Framework

3/27 Finalize Approach & Framework

3/16 Kick-Off

3/27 Hackett Data Available

5/29 Draft Secretariat Plans Due

Pilot Current State Analysis Complete

6/30 Final Secretariat Plans

4/3 Draft Secretariat Plan Outline Conduct consolidation working sessions

Day 1T-30T-60T-90Rapidly Execute Consolidation Planning

4/3 Draft High-level Infrastructure Plan Outline

5/8 Draft #1 5/29 Final High-level Infrastructure Plan

Conduct consolidation working sessions

4/30 Org Development Plan

4/30 Communications Plan

4/13 Draft Org Development Plan

4/13 Draft Communications Plan

Implementation Initiated

Implementation Initiated

5/30 High-level Infrastructure Plan

7/1 Secretariat IT Consolidation Plans

4/17 Pilot Complete

Review and Validate

We Are Here

4/1 Kickoff

EOHHS draft

EOPSSEOTPW EOEEAEOLWD

EOHEDANFEOE

Network Strategy session

5/18 Draft #2

Begin Secretariat town-hall meetings

Develop roadmap wall-charts

HR Readiness prep

Review and Refine Plan

Major Milestone Key ActivityExec Order 510

Compliance Deadline Interim MilestoneKey Session / Meeting


Workplan Status SCIO Roundtable on Secretariat Plans

Key Activity EOHHS EOEEA ANF EOHED EOPSS EOLWD EOE EOT

1 Conduct kickoff meeting with SCIO (and CFO/HR leads as needed)

2 Conduct orientation meeting with key stakeholders

3 Conduct series of working sessions with IT service owners

4 Develop draft plan for review by IT service owners

5 Review draft plan with SCIO

6 Incorporate edits based on review sessions

7 SCIO to review draft plan with IT and Business stakeholders to obtain feedback 6/26 6/26 6/23 6/23 6/24

8 Review draft plan with CCIO and SCIO Need to finalize schedule this week

9 Conduct Secretariat Town Halls TBD TBD 7/14 TBD 6/186/25 6/30 TBD TBD


Sub-committee Updates

1. Executive Summary Briefing

2. Section 3.0 update

3. Wiki update

IT Governance IT Administration IT Org Dev & Comms

1. Payroll process readiness(6/19 deadline)

2. Submission of ISAs(6/26 deadline)

1. Organizational Development• Update on plan refresh• Labor Mgmt and Talent Mgmt

Groups + Chairs – Next Steps

2. Communications• NAGE feedback on Secretariat

Town Hall Template• Update on plan refresh


Discussion:‘Day 1’ Readiness for 7/1


Key Topics for Discussion‘Day 1’ Readiness – SCIO Roundtable Update

IT Governance Secretariat IT Steering Committees established IT Steering Committee meetings been held or scheduled Standing meeting agendas drafted / developed

IT Administration Payroll processing for 7/1 ready (due 6/19) ISAs submitted (due 6/26)

Initiative Communications Town Hall Presentations ready Town Halls scheduled and logistics finalized


Discussion:Post-7/1 ‘Go Forward’ Plan and Schedule


Key Topics for Discussion Post-7/1: Proposed High-level Workplan

Major Milestone Key ActivityExec Order 510

Compliance Deadline Interim MilestoneKey Session / Meeting

IT Consolidation Initiative

Key ThreadsJuly 2009 August 2009 September 2009

WK1 WK2 WK3 WK4 WK5 WK6 WK7 WK8 WK9 WK10 WK11 WK12 WK13

7/6-10 7/13-17 7/20-24 7/27-31 8/3-7 8/10-14 8/17-21 8/24-28 8/31-9/4 9/7-11 9/14-18 9/21-25 9/26-10/2

Secretariat IT Consolidation

CommonwealthIT Infrastructure Consolidation

Commonwealth Service Excellence


Key Topics for Discussion Post-7/1: Potential New Standing Committees

Proposed

# Committee Purpose / Focus Meeting Frequency Chair

1 Initiative Communications 360˚ program-wide communications Bi-weekly TBD

2 IT Governance SLAs, ‘culture transformation’ Bi-weekly TBD

3 IT Administration Budget and legal matters Weekly (thru 7/31 only)

TBD

4 Talent Management Career paths, training, mentoring Bi-weekly Paul Dietl

5 HR and Labor Administration HR administrative matters (e.g., payroll), and labor matters

Weekly (thru 7/31 only)

TBD

6 Benefits Realization and Tracking

KPIs, measurement methods, and tracking process

Bi-weekly Claudia Boldman


Key Topics for Discussion Post-7/1: Potential Organization of IT Consolidation Program

Governance

§ Progress monitoring of infrastructure consolidation

§ Performance measurement

§ Metrics Communication

Infrastructure Services Board

(ISB)

§ Progress monitoring of Secretariat-level consolidation

§ Performance measurement

§ Metrics communication

Executive Technology

Accountability Board (ETAB)

§ Alignment of Secretariat IT resources, investments, and priorities with agency business needs and priorities

Secretariat IT Steering

Committees

§ Commonwealth-wide strategic planning

§ Commonwealth-wide goals and objectives

§ Commonwealth-wide IT investments

CIO Cabinet

Organizational DevelopmentPlanning

§ Commonwealth-wide IT strategic planning

§ Commonwealth-wide IT policy

§ Annual MOU§ Annual report

IT Advisory Board (ITAB)

§ Detailed planning for:

§ Data & telecom networks

§ Data centers§ Website hosting &

portal services§ Shared enterprise

services (email & directory)

Infrastructure Planning Working

Groups

§ Detailed consolidation planning

§ Address communications and administration issues as needed (through sub-committees)

IT Consolidation Transition Team

· Career path implementation

· Training needs identification

· Innovative training models

· Mentoring · Internship

program

Communications Sub-Committee

· Staff classification

· Seniority· Work locations· Career paths· Reducing

reliance on contractors

Communications Sub-Committee

IT Consolidation


Key Topics for DiscussionPost-7/1: Proposed Deloitte Role

Overarching Program Management Needs

Secretariat-specific Needs

ANF EOE EOEEA EOHED EOHHS EOLWD EOPSS EOT

• Overall tracking of program progress• Conduct and facilitate • Benefits tracking / performance management• Issue identification and resolution support

• Organizational development next steps• Communications next steps• Group checkpoints for four Secretariat IT services

• TBD • TBD • TBD • TBD • Chargeback dependencies for Federal funding (i.e., trusts & grants)

• Others?

• TBD • TBD • TBD


Key Topics for Discussion Post-7/1: Proposed Standing Schedule

M Tu W Th FKey Holidays (July-Sept): •7/3, Friday – Independence Day (Deloitte)•9/7, Monday – Labor Day (State + Deloitte)

7/1 7/2 7/3

7/6 7/7 7/8 7/9 7/10

7/13 7/14 7/15 7/16 7/17

7/20 7/21 7/22 7/23 7/24

7/27 7/28 7/29 7/30 7/31

•CIO Cabinet• IT Consolidation Working Group

•All Committees1

•CIO Cabinet•All Committees1

•CIO Cabinet• IT Consolidation Working Group

•All Committees1

•CIO Cabinet•All Committees1

•Wkly Prep with CCIO, Co-chairs2, and Deloitte




1 All Committees meet weekly in July; biweekly beginning in August2 Co-chairs of the IT Consolidation Working Group

Deloitte Consulting LLP Commonwealth of Massachusetts Statewide Strategic IT Consolidation (ITC)...

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