Commonwealth IT Consolidation EOLWD Town Hall

1. Commonwealth IT Consolidation EOLWD Town Hall 02/24/2010

2. Agenda • Welcome • IT Consolidation Project Update • Picture of the Current and Future IT Workforce • Transition Plans • EOLWD Consolidation Changes • Wave 1 Plans and Process • What is Wave 1? • ITD Consolidation Changes • Data Center Job Functions Moving to ITD • Staffing Process • Timeline • 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 difficult to secure.

5. 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 The ultimate result is government services that are more efficient, open and responsive to the public.

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

10. Commonwealth IT Learning Program: Overview • IT Consolidation Working Group is in the process of developing a training program that will be launched July 1, 2010. Commonwealth IT Learning Program • Training • UMass Boston classroom training • Commonwealth ITIL Awareness training • Michigan IT University • Mentoring • Job Shadowing • Coaching • Career Development • Career Paths • Recommended Courses: • Applications Development • Quality Assurance • Project Management • Business Analysis • IT Management • Supervision Certification

11. Commonwealth IT Learning Program: The IT Infrastructure Library (ITIL) Training • As part of the Commonwealth IT Learning Program all professionals will have the opportunity to receive ITIL awareness training. • A comprehensive framework of processes and best practices for IT Service Management. What is ITIL? Details for Secretariat ITIL Training 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 DATE: 3/23/2010 TRAINER: Dianne Aronson

12. What’s In It For Me? • As a result of IT Consolidation of data centers at ITD, EOLWD 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 Change means new opportunities for staff to help provide excellent customer service to EOLWD agencies and citizens of the Commonwealth.

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 EOLWD IT Workforce 126 Total IT Staff Staffing estimates as of January 20, 2010 EOLWD IT workforce is ~7% of the Commonwealth’s IT Workforce

15. Picture of the Future IT Workforce • For the commonwealth, the future vision of the workforce will be achieved through: • Contractor conversions • Attrition • Retraining/redeployment of FTEs • With no contractors, our workforce will maintain stability at the current level. Commonwealth IT Workforce EOLWD 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 EOLWD IT Organization • The organization of EOLWD will change in order to support the consolidation of IT infrastructure. Future changes to the organization will provide career opportunities for staff, streamline service delivery, and enhance management of IT assets.

18. Progress to Date/ Estimated Consolidation Timelines Progress to Date • Help Desk services consolidated • Desktop and LAN, Web IA Services and Email services consolidation have been initiated Estimated Timelines for IT Consolidation Activities FY’10 FY’11 FY’12 FY’13 FY’14 Secretariat Services Application Consolidation DC Wave 1: EOHHS DC Wave 2: Non-EOHHS Systems at Risk or Needing DR includes some EOLWD Services DC Wave 3: Remaining Non-EOHHS systems (including QUEST and dependent surround systems) Infrastructure Services Springfield Data Center Operational DWD DIA

19. Wave 1 Plans and Process

20. What is “Wave 1?” • Wave 1 includes the movement of EOHHS Data Center Services to ITD. Related technology assets and staff will move to ITD as part of Wave 1. EOHHSoperates and supports29 separate data centers. Pilot EOHHS600 Washington  MITC By April 2010 EOHHS Data Center Services Current State Future State Implement ITD managed servicesfor all EOHHS data centers Beginning May 2010 through July 2011

21. The Transformed ITD Organization • ITD is also changing to support consolidation and provide career development opportunities for Commonwealth IT Staff ITD is transforming to enhance focus on customer service and business priorities.

22. ITD Staffing Opportunities for Wave 1 Approximately 60 opportunities will open for EOHHS staff. Those positions that are unfilled by EOHHS staff, will be opened to all IT staff in the Commonwealth. The table below summarizes possible functions and roles.

23. Wave 1 Staffing Process Distribution of Information • Positions moving to ITD will be announced and open to EOHHS IT Staff February 19th. • Once EOHHS staff have had the opportunity to apply, positions that have not been filled will be reopened to all Commonwealth IT Staff. Staffing Priorities Staff must meet essential skill set and knowledge qualifications for the specific job function and role. For those who apply, priority will be given to those currently performing the function. Seniority will apply when the number of qualified applicants within a priority group exceeds the number of available positions. Opportunities for supervisors will be provided only to EOHHS Supervisors in these functions. Unfilled positions will be opened to IT staff across the Commonwealth.

24. Wave 1 Timeline Post & Select Transition to ITD

25. Questions?