Deloitte Consulting LLP Commonwealth of Massachusetts IT Consolidation Program IT Finance and Budgeting Sub-committee Discussion Document April 21, 2010 DRAFT FOR DISCUSSION PURPOSES ONLY

- 1 - DRAFT FOR DISCUSSION PURPOSES ONLY Agenda 1) Update on New Maximus Statement of Work (SOW) (Eric Berman, Katie Luddy – 20 mins.) 2) Status update on Common Implementation Items (Chantal Mont-Louis – 25 mins.) 3) Shared Services Amendment Update (Katie Luddy – 10 mins.) 4) Priorities for the Upcoming Weeks (Katie Luddy - 5 mins.)

- 2 - DRAFT FOR DISCUSSION PURPOSES ONLY Update on New Maximus Billing Rate Work Updates to Calendar April 29, 2010 Meeting with EPS to kick-off the rate setting process. This will be approximately a 2 hour meeting. Both the CFO and CIO should plan to attend We will receive a data request and agenda by the end of this week May 7, 2010 Draft EPS rates submitted to EPS, ANF, and CTR for review May 10, 2010 (at the latest) Data request sent to remaining Secretariats for rate development May 17, 2010 Final EPS rates submitted to EPS, ANF and CTR Remaining Secretariats submit data request Remaining Secretariats should plan for at least (1) 2-hour meeting with Maximus May 24, 2010 Final EPS rates submitted to Federal HHS June 7, 2010 Draft Remaining Secretariat rates submitted to Secretariats, ANF, and CTR for review June 25, 2010 Final Remaining Secretariat rates submitted to Secretariats, ANF, and CTR

- 3 - DRAFT FOR DISCUSSION PURPOSES ONLY Update on New Maximus Billing Rate Work Updates to Data Request  There are three categories of data that Maximus will need –Data they have already requested, but may need to be refreshed (e.g., Org Charts, etc.) –Data they have already requested, and can still be used for this work –New Data they have not yet requested  Wherever possible, we are again going to try to provide data to Maximus centrally; however, this may not be possible in every case.  You should work closely with your SCIO to ensure the data is most representative of the “future state” in IT consolidation

- 4 - DRAFT FOR DISCUSSION PURPOSES ONLY Update on New Maximus Billing Rate Work Updates to On-Site Meetings  You will receive a data request from Maximus (likely through Chantal or Katie) no later than May 10, 2010  It’s important that you communicate any concerns with the integrity or availability of the data as soon as possible  You should plan for a 2-hour on-site meeting with CFO, CIO, Maximus, and any other relevant staff during the week of May 17, 2010

- 5 - DRAFT FOR DISCUSSION PURPOSES ONLY Common Implementation Items AreaTeamLeadIDActivity DescriptionTimeline IT Administrative Services Development EOHHS and EOEEA A1 Estimate the number of administrative staff required to support the Secretariat 1/4/2010 – 1/15/2010 A2 Document formal administrative processes for the “hub and spoke” model in an SLA 2/1/2010 – 3/1/2010 A3Develop IT administrative services report 3/1/2010 – 3/15/2010 IT Procurement MassDOT and EOHED B1 Identify the appropriate owner for all IT assets (Commonwealth, Secretariats, ITD) with leadership support. 1/4/2010 – 2/1/2010 B2Design a Secretariat-wide procurement process 2/1/2010 – 3/1/2010 B3Document the procurement responsibilities of all parties in an SLA 3/1/2010 – 3/15/2010 B4 Implement the procurement process using request fulfillment software and MMARS workflow 3/15/2010 – 4/1/2010 IT Bill Paying ANF and EOLWD C1Develop a process for validating usage on agency bills 2/1/ /15/2010 C2 Develop a reporting process between the Secretariat and the agencies to summarize their monthly bills 2/15/2010 – 3/1/2010 C3 Document the bill paying responsibilities for the agencies and the Secretariat in an SLA 3/1/2010 – 3/15/2010 Dynamic Staff Allocation EOPSS and EOE D1 Develop a standard process for aligning the resources with the appropriate skill set to each project 1/4/2010 – 2/1/2010 D2 Develop a time tracking mechanism that connects with payroll and can dynamically allocate funding from multiple accounts 2/1/2010 – 4/1/2010 D3 Update the language in the Grants to measure IT support by the number of hours of support provided rather than the number of FTEs 2/15/2010 – 3/1/2010

- 6 - DRAFT FOR DISCUSSION PURPOSES ONLY Shared Services Amendment: Amendment 591 filed on Friday, April 16, 2010 Representative Peisch of Wellesley moves that the bill be amended by inserting after Section 3 the following section: SECTION 3A. Chapter 6A of the General Laws is hereby amended by inserting after section 7 the following section:- Section 7A. Each secretary may, notwithstanding any general or special law to the contrary, identify information technology related activities and related supporting financial functions common to the state agencies within the executive office and may designate such functions as core information technology functions. To improve administrative efficiency and preserve fiscal resources, the secretary may direct that core information technology functions be performed by the executive office or by 1 or more state agencies designated by the secretary to perform those functions. The secretary may delegate the secretary’s signature authority for such functions to an officer or employee of an agency within the executive office. Nothing in this section shall waive the responsibility of each agency head to certify obligations and expenditures for appropriations and other legally available funds of the agency pursuant to section 3 of chapter 7A, the responsibilities of an agency head pursuant to state finance law including but not limited to sections 19, 20, 24, 26 and 27 of chapter 29, and the responsibility of an agency head to certify work by employees of the agency pursuant to section 31 of chapter 29. The executive office or any state agencies designated to perform core information technology functions may charge the state agencies that receive such services for the reasonable costs of providing the services. Any employee transfers that occur in connection with the consolidation of core information technology functions within the executive office or state agencies shall not: (a) impair the civil service status of any such transferred employee who immediately before the effective date of this act either holds a permanent appointment in a position classified under chapter 31 or has tenure in a position by reason of section 9A of chapter 30; or (b) impair or change an employee's status, rights, or benefits under chapter 150E.

- 7 - DRAFT FOR DISCUSSION PURPOSES ONLY Upcoming Weeks  Next week (4/28): –Guidance for the open of FY11 – Kathy Sheppard –Chargebacks (other than “billing rates”) – Kathy Sheppard  Two weeks (5/5): –ANF’s Implementation Update of Shared Services– Paul Naves/Frank Reardon –Shared Services Amendment Status Update – Katie Luddy

- 8 - DRAFT FOR DISCUSSION PURPOSES ONLY Review status of operating models and workplans Incomplete Operating Models are 7.5 weeks overdue; incomplete Implementation Workplans are 6.5 weeks overdue. OutputANFEOEEEAHEDHHSLWDPSSDOT Op Model Workplan MMARS YYYY?YY? The Program is running out of time for course-corrections – please leverage the ANF and HHS results, then focus and execute on your own model and plan without further delay. Due 12/16 Due 12/24 Due 4/30