Commonwealth IT Consolidation Background and Basic Talking Points (Update Title as Needed)

1. Commonwealth IT Consolidation Background and Basic Talking Points(Update Title as Needed) Committee or Person Presenting Date MM/DD/YYYY

2. BACKGROUND The current Commonwealth’s IT management approach is unsustainable: ·Too complex · Too difficult to maintain ·Impossible to secure

3. EXECUTIVE ORDER 510 • Agency specific applications • Helpdesk services • Desktop & LAN services • Website information architecture services • Application services (as proposed by SCIO) • Data and telecom network services • Data center services • Website hosting and portal services • Shared enterprise services (including e-mail and directory)

4. Anticipated Program Benefits • Reduced and optimized IT spend per unit • Elimination of duplicate IT systems • Improved purchasing power by combining procurements • Efficiency • Effectiveness • Information Security • Improved reliability of IT services • Improved ability to align our IT resources with high-level priorities of Secretaries • Improved data sharing capabilities • Industry-standard delivery of IT services • Improved data protection • Fewer IT systems hosted at insecure locations • Improved monitoring, detection, alerting, and response capabilities

5. PROGRAM OVERVIEW • 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 the 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

6. THREE MAJOR PHASES

7. Key Accomplishments: Phases 1 and 2 • KeyBenefits • Efficiency • Effectiveness • Information Security Secretariat IT Services Commonwealth IT Infrastructure Services Service Excellence • Developed 8 Secretariat consolidation plans and roadmaps • Established project teams at each Secretariat to drive consolidation activities in a collaborative manner • Completed Oracle procurement that will save the Commonwealth approx. $50M • Conducted two ITIL & ISO training workshops • Developed staffing models for each Secretariat • Started developing inventory of Helpdesk and Desktop & LAN assets • Gathered inventories of infrastructure assets • Developed detailed infrastructure consolidation plan • Supported MBI Grant Application • Developed strategy and plan to migrate MassDOT email users to MassMail • Initiated rollout of VoIP at EOHHS • Designed MA Interagency Network (MAIN) and implementation alternatives • Developed Mass.Gov Retooling Strategy • Published Service Catalog • Issued FY10 rates • Began Service Management process implementation • Assessed current state of chargeback and service management operations • Created roadmap for improving services and integrating process best practices • Developed strategy to increase customer focus 7. IT Governance: • Appointed 8 SCIOs and implemented governance structure • Developed benefits and Key Performance Indicators (KPIs) to measure progress 8. IT Finance: • Issued guidance on how to roll up IT funding sources to the Secretariat level • Established ISA’s to delegate funding sources that could not be rolled up on July 1, 2009 9. HR/Labor/Talent: • Developed understanding of IT staff by job function and family across the Commonwealth • Collaborated with NAGE to develop guiding principles related to staff transition and retraining 10. Communications: • Refresh the IT Consolidation wiki to provide information in an open and transparent manner • Issued weekly Email Blasts, quarterly NewsByte, CCIO videocast, and Communications Toolkit

8. Target Accomplishments: Phase 3 • KeyBenefits • Efficiency • Effectiveness • Information Security Secretariat IT Services Commonwealth IT Infrastructure Service Commonwealth Service Excellence • Consolidated Secretariat operating model: • Phase out delegated operations • Wave 1 staff transitioned • Enhanced procurement with targeted vendor • Helpdesk Services: • EOLWD and ANF consolidated • 3. Data Center Services: • EOHED and 50% EOHHS data center services pilot consolidated • Security architecture developed • Server virtualization architecture developed • 4. Network Services: • 50% of EOHHS VoIP implemented • Network backbone build started • Network contingency savings initiated • 5. Email & Directory Services: • DOT consolidated on MassMail • 6. Service Excellence: • IT Service Management: • Asset mgmt implemented • Change mgmt (50%) • Request Fulfillment (50%) • Chargeback Improvement roadmap implementation in progress • Common helpdesk toolset requirements compiled 7. IT Governance: • 8 consolidation case studies developed • Benefits tracking pilot with EOHED and EOHHS completed 8. IT Finance: • Cost allocation and indirect rates developed • Guidance related to federal funds/trusts/grants/retained revenue developed 9. HR/Labor/Talent: • Staff transition repeatable process developed • Process to train IT workforce in ITIL developed. Trainers identified. 10. Communications: • Report on consolidation developed to present to Governor and Cabinet • Changes related to staff transition communicated to IT workforce

9. PHASE 2 TEAM STRUCTURE • Currently, approximately 60 working groups and 400 people across the Commonwealth are working on the IT Consolidation Initiative

10. PHASE 3 WORKPLAN

11. PHASE 3 WORKPLAN