Executive Office for Administration and FinanceTown Hall

July 23, 2009

IT Consolidation Initiative

Sec

reta

riat T

own

Hal

l Com

mon

Tem

plat

e_dr

aft_

2009

0609

.ppt

- 2 -- 2 -DRAFT FOR DISCUSSION PURPOSES ONLY

Agenda

• Welcome and Introductions

• Leslie Kirwan, Secretary of Administration & Finance• Mary Ann Bradley, Assistant Secretary for Administration / Chief of Staff• Anne Margulies, Assistant Secretary, CCIO• Marcie Desmond, Secretariat CIO, Administration & Finance• Steve Perry, Senior Labor Relations Advisor, HRD• Ellen Wright, HR Director, ITD

• Background

• Update on Commonwealth-wide Consolidation

• Update on ANF Secretariat IT Consolidation

• Q&A

- 3 -- 3 -

Background: Extensive Collaboration on Planning for IT Consolidation

Over 40 working groups were formed across the Commonwealth and 26 people participated in ANF specific working groups

Administration and Finance Department of Revenue Human Resources Division

Marcie Desmond Carmine Magaletta Chuck Meredith

Mary Ann Bradley Dennis H. McEvoy Robert Garon

Edward Peters

Bureau of State Office Buildings James Sheehy Information Technology Division

Patrick Eaton John D’Amato Dan Folloni

Mike Guerin Andrew Chan

Group Insurance Commission Peter C. Kouroubacolis, Jr. Emmet Millett

Bill Kiloski Raymond Piccinni Karim Hadidi

Stephen Dukeman Lynne Kelly

Fingold Library Vincent Piccinni

Daniel Neville Operational Services Division

Ellen Phillips

MA Office on Disability Nancy Burke

Barbara Lybarger Rajiv Singh

- 4 -- 4 -

Background: Why is IT Consolidation Important?

Opportunities

• Increased efficiency from a more standard IT environment

• Increased effectiveness through data sharing and systems integration

• Improved data security

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

- 5 -- 5 -

Commonwealth Model for 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 Consolidation Framework

IT services in-scope for the consolidation effort

- 6 -- 6 -

Commonwealth IT Consolidation Planning Framework

IT Governance(Planning, Budgeting, Service Levels, Performance Management)

Financial Management and Budgeting(Procurement, Financial Management, Facilities, Legal)

IT Talent Management(Career Paths, Training, Apprenticeships / Mentorships)

Communications Management(Town Halls, Wiki Updates, Newsletters, Performance Reporting)

Secretariat IT Services

• Desktop and LAN • Website Information Architecture• Applications ( Secretariat wide)

• Helpdesk

Commonwealth IT Infrastructure Services

• Data and Telecommunications• Data Center• Web Hosting/Portal• Email and Directory

Commonwealth Service Excellence

• Service Catalog• Chargeback Rates• Service Level Objectives• ITIL-based Service Management

Key Benefits

• Efficiency• Effectiveness• Information Security

- 7 -- 7 -

Commonwealth IT Talent Management

Career Development Career Development

Focus on IT Training

Focus on IT Training

Build a Culture of Mentorship

Build a Culture of Mentorship

• Establishing career paths, using existing materials and analysis• Standardizing roles across Secretariats• Simplifying job titles

• Building on successes at UMass (Java, management, & ROI) • Utilizing existing resources (e.g. training credits)• Implementing innovative training models (e.g. train-the-trainer)• Incorporating staff preferences and needs into new offerings

• Building on previous surveys to develop mentoring program• Facilitating knowledge sharing through apprenticeships• Strengthening educational partnerships

- 8 -- 8 -

ANF IT Consolidation: February 2009 – June 2009

Governor’s Executive Order issued 2/19

SCIO joined ANF 4/22

15-week planning effort completed 6/30

– Drafted high-level Commonwealth IT Infrastructure Plan

– Drafted ANF IT Consolidation Plan for 4 IT services

Secretariat IT Steering Committee formed to help manage the IT Consolidation Implementation

Draft ANF planDraft ANF plan

2/1 3/1 4/1 5/1 6/1 7/1

EO 510EO 510SCIO

joined ANFSCIO

joined ANF Consolidation planning launchConsolidation

planning launch

Steering Committee launch

Steering Committee launch

Draft Infrastructure

plan

Draft Infrastructure

plan

- 9 -- 9 -

ANF IT Consolidation: August 1, 2009 – December 31, 2010

Goal is to be “substantially complete” by the end of 2010

Working groups comprised of ANF IT Staff will refine the IT Consolidation Plan

– Define Centers of Excellence (CoE) for each ANF IT service

– Develop implementation plan based on thoughtful analysis and detailed planning

ANF IT Consolidation Steering Committee will meet regularly

IT will continue to serve the business and core mission of the agencies

08/200908/2009

Develop CoE definitions

Define operational model & analyze organizational impacts

Implement consolidated services

12/201012/2010

Substantially completeSubstantially complete

- 10 -- 10 -

ANF Characteristics/Challenges to be Addressed During Planning

Wide variety of agencies

Uneven staffing levels

Diverse tools, processes, group cultures

Robust security requirements

Wide variety of funding sources

Small administrative group within ANF

Agency Agency FTEs

IT FTEs

Administration and Finance 46  7

Administrative Law Appeals 14  0

Appellate Tax Board 22  0

Bureau of State Office Buildings 41  1

Civil Service Commission 6  0

Department of Revenue 2171  263

Developmental Disabilities Council

8  0

Division of Capital Planning and Management

236  6

Fingold Library 16  0

Group Insurance Commission 52  3

Human Resources Division 113  8

Information Technology Division 318  9

MA Office on Disability 12  1

Operational Services Division 63  7

Total 3118 305

- 11 -- 11 -

ANF IT Steering Committee Membership

Name Title Agency

Marcie DesmondSecretariat Chief Information Officer (Chair)

Administration and Finance

Mary Ann BradleyAssistant Secretary for Administration, Chief of Staff

Administration and Finance

Regina Scalley Secretariat Chief Financial Officer Administration and Finance

Chris Bowman Director, Civil Service CommissionCivil Service Commission (and representing ATB, ALA, MOD, ADD, LIB)

Bill Tivnan Director of FinanceDivision of Capital Planning and Management (and representing BSB)

Jim Reynolds Senior Deputy Commissioner Department of Revenue

Vincent PiccinniDeputy Commissioner, Information Services Organization

Department of Revenue

John Harney Director of Information Systems Group Insurance Commission

Paul Dietl Chief Human Resource Officer Human Resources Division

Ron Thompson Director of Operations Information Technology Division

Ellen Wright Director of Human Resources Information Technology Division

Nancy Burke Director Management Information Systems Operational Services Division

- 12 -- 12 -

Questions?