Commonwealth IT Consolidation EOE Town Hall Meeting

1. Commonwealth IT Consolidation EOE Town Hall Meeting Sharon Wright April 2010

2. Agenda • Welcome • IT Consolidation Project Update • Picture of the Current and Future IT Workforce • Transition Plans • EOE Consolidation Changes • Closing Remarks from Secretary Reville • Q & A

3. IT Consolidation Project Update

4. Current State • The Commonwealth’s approach to managing IT is unsustainable. Our IT Environment 200 Phone Systems 15 Major Data Networks 183 Data Centers 24 Email Systems 48 Helpdesks 57 Desktop and LAN Organizations 400 Job Titles for 2,003 Total Staff Our IT environment is too complex, too difficult to maintain, and increasingly challenging to secure.

5. • Reduced and optimized IT spend per unit • Elimination of duplicate IT systems Efficiency Effectiveness • Improved purchasing power by combining procurements • Improved ability to align our IT Information resources with high - level priorities of Security Secretaries • Improved data sharing capabilities • Improved data protection • Improved reliability of IT services • Fewer IT systems hosted at • Industry - standard delivery of IT insecure locations services • Improved monitoring, detection, alerting, and response capabilities Benefits • Consolidation is driving towards three strategic benefits. Consolidation will result in smarter investments, improved services, and enhanced security.

6. Program Structure • KeyBenefits • Efficiency • Effectiveness • Information Security Secretariat IT Services Commonwealth IT Infrastructure Service Commonwealth Service Excellence • Helpdesk Services • Desktop and LAN Services • Website Information Architecture Services • Applications (as specified by SCIOs) • Data and Telecommunications Network Services • Data Center Services • Web Hosting and Portal Services • Email and Directory Services • Service Catalog • Chargeback Rates • Service Levels • ITIL-based Service Management Processes IT Governance: Planning, Budgeting, Service Levels, Performance Management Related Administrative Processes: Procurement, Financial Management, Facilities, Legal IT Organizational Development: Career Paths, Training, Apprenticeships/Mentorships Communications Management: Town Halls, Wiki Updates, Newsletters, Performance Reporting Consolidation not only impacts three technology service areas but also requires reinvention of four administrative areas as well.

7. Progress to Date Significant progress has been made across all Secretariats.

8. The Big Picture Efficiencies from IT consolidation enable key reinvestments in a stronger and more agile IT workforce, robust infrastructure and reliable services. Current IT Environment Future IT Environment • 183 Data centers 2 Data centers • 15 Networks 1 Network • 23 Email systems 1 Email system • 54 Helpdesks/desktop groups 8 Helpdesks The result is government services that are more efficient, open, and responsive to the public.

9. Vision for the Workforce • Vision for the IT workforce is one which supports:

10. Commonwealth IT Learning Program: Overview • To support the Commonwealth’s goals for IT learning, we are planning a robust, long-term approach for the Commonwealth IT Learning Program: LearnIT! Commonwealth IT Learning Program • Training • Technical • Business • Leadership in IT • Customer service for IT • Mentoring • Job shadowing / On-the-job training • Mentoring • Coaching • Knowledge Sharing • Brown bag speaker series • IT community forums • Knowledge-sharing online platform • Career Development • Career paths by job function • Upcoming Courses: • Project Management • .NET • Quality Assurance

11. Commonwealth IT Learning Program: IT Infrastructure Library (ITIL) Training • As part of the Commonwealth IT Learning Program all professionals have had the opportunity to receive ITIL awareness training. • A comprehensive framework of processes and best practices for IT Service Management. What is ITIL? Benefits of ITIL • Provides a common vocabulary, efficient communication • Details a set of principles and processes • Provides roles and responsibilities, increasing accountability • Measures internal performance • Improves the relationship of IT with the business • Improves the ability of IT to adjust as needs change What if I missed the first EOE session? Recordings are available on the IT Consolidation wiki page for those who missed the first session.

12. What’s In It For Me? • As a result of IT Consolidation of data centers at ITD, IT staff will have opportunities to: • Learn IT industry best practices • Develop deeper expertise in specific technologies • Pursue a defined career path • Collaborate with peers across the Commonwealth • Work with state of the art technologies Though change will be challenging, moving to the future workforce vision will result in real benefits to staff.

13. Picture of the Current and Future IT Workforce

14. Picture of the Current IT Workforce • IT Consolidation has resulted in a better understanding of the Commonwealth’s IT workforce. • Workers fall into one of three categories: • State Employees (FTEs) • Project Based Contractors — work on a specific project with a defined time frame • Non-Project Based Contractors — work in IT but not on defined projects, e.g. staff augmentation Commonwealth IT Workforce 2,003 Total IT Staff EOE IT Workforce 79 Total IT Staff Staffing estimates as of January 20, 2010 EOE IT workforce is ~4% of the Commonwealth’s IT Workforce

15. Picture of the Future IT Workforce • This future vision of the workforce will be achieved through: • Contractor conversions • Attrition • Retraining/redeployment of FTEs Commonwealth IT Workforce EOE IT Workforce We can manage our consolidated infrastructure with fewer people but will do this by increasing the number of FTEs and decreasing our reliance on contractors.

16. Transition Plans

17. The Enhanced EOE Organization Paul Reville Secretary of EOE Anne Margulies Commonwealth Chief Information Officer Tom Weber Chief of Staff Sharon Wright Secretariat Chief Information Officer • IT Operations • Call center -Desktop/LAN Project Management Office Engineering & Data Center Management Shared Services Chief Information Security Officer Agency Service Delivery Changes to the organization will provide career opportunities for staff, streamline service delivery, and enhance management of IT assets.

18. Leading the Effort: The New EOE IT Leadership Team • Organizational changes will be launched under the guidance of the newly formed EOE IT Leadership Team. Secretariat Chief Information Officer Sharon Wright Agency Chief Information Officer Agency Chief Information Officer Joan Clark (EEC) Jessica Perez–Rossello (ESE) Agency Chief Information Officer Agency Chief Information Officer Pam Soukamneuth (CTF) Jonathan Keller (DHE) Finance Human Resources Anthony Delorenzo, CFO (ESE) Rachel Trant, Assistant Budget Director (ESE) Valian Norris, HR Director (ESE) Using a shared framework, these agency CIOs and their senior management teams will collaborate to flesh out details of the new organization.

19. Estimated Timelines for IT Consolidation Activities FY’10 FY’11 FY’12 FY’13 FY’14 Administrative & Organizational Development Assemble Executive & Senior Management Teams Ongoing transition to new org & roles Planning & implementation Planning & implementation Secretariat Services Expand EOE Portal Planning & implementation Move to shared apps as appropriate within EOE Consolidation of EOE’s DCs within EOE at end of Wave 3 Move DHE toMalden DC Springfield Data Center Operational Infrastructure Services Plan for network integration Plan for email integration

20. Closing Remarks from Secretary Reville

21. Questions?