Click to add a subtitle 1 CREATING VITA The Commonwealth’s Newest Agency expect the best! Information Technology Investment Board August 5, 2003 Cheryl Clark, Deputy Chief Information Officer

2 expect the best! Imperatives The Vision for Technology in Virginia Establish Virginia as a global leader in the use of technology in government. The Vision for VITA Transition from decentralized, stove-piped IT service delivery headed by multiple CIOs to a highly effective, consolidated, and centralized model headed by an enterprise CIO. Why We Are Doing This + Global positioning + Savings + Effectiveness + Best Practices management of the IT investment = Revolutionize services to our customers (best quality/low price)

3 expect the best! Commitments VITA’s leadership challenges and commitments: 1.“Do no harm” and assure business continuity in current operations 2.Ensure a smooth and seamless transition by involving our state IT professionals -No layoffs 3.Invite and broker stakeholder-driven solutions 4.Learn from and avoid past mistakes 5.Achieve operational excellence and exceed service expectations

4 expect the best! VITA is 36 Days Old!

5 expect the best! Accomplishments: Our first 36 days Created VITA on July 1 by consolidating DIT, DTP & VIPnet Developed Memorandum of Agreement (MOA) Conducted a Human Resource “Due Diligence” assessment Jointly with agencies, notified all IT employees of their relationship to VITA Created a new web identity for CoVa as VIRGINIA.GOV Adopted a series of operating “best practices” Established VITA’s Service Families Undertook “Communications & Culture” campaign Determined VITA’s explicit value proposition: Operational Excellence

6 expect the best! What our customers want… CITIZENS –No lines, no waiting –Low cost –Maximum service availability –Easy to do business with –Ease of use –Get it done at once – one-stop –24/7/365 –Consistency –Efficient, responsive process –Process to handle exceptions AGENCIES –Dependability –Responsiveness –On-time delivery –Follow-up, follow-through –Transparency - It’s there, it works –Competence –Partnership – we do it together, we (the agencies) are still empowered –Declining costs, increasing value add –Efficiency –Information –Communication –Data collection process –No disruption in services - “Same or greater” –Ready for/anticipating trends and needs –Source of direction/guidance … from ‘operationally excellent’ VITA

7 expect the best! Five Pillars of Success Excellence in Service Delivery People = AssetsSuccess through Partnerships Technology Solutions Transparency NO surprises Consistent, reliable service Efficiency and effectiveness Cost effective Dependability Best Practices & standards of excellence Investment in technology training Metrics for service levels Customer reporting & feedback Service with a smile Competent staff Everyone understand what is expected, what skills are core Staffed to the right level to deliver Attention to detail and core people processes – salary administration, training & development, etc. Performance-driven compensation and promotion model Professional development path Mutual trust Mutual goals Respectful/ respected Data/metrics Honesty Lower overall costs, increased efficiencies Clear, mutual understanding of service levels, roles & responsibilities & processes Communicate technology core vision One solution  many customers Bang for the buck Emphasis on standards Serving “needs” first, “wants second Evolutionary v. revolutionary Exploring trends & new technologies to solve customer needs, improve efficiency Like a utility, we’ there, but you never have to think about us A glass house – our budget, organization and operations are “illuminated” Rising tide – we gradually incorporate and improve without disrupting

8 expect the best! Accomplishments: Our first 36 days Partnered with customer agencies –Dept. of Human Resource Management –Dept. of Alcoholic Beverage Control –Dept. of Rehabilitative Services –Dept. of Corrections –State Board of Elections –Dept. of Fire Programs –Virginia State Police –State Compensation Board –The Library of Virginia –Virginia Department of Transportation –Dept. of Corrections

9 expect the best! Accomplishments: Our first 36 days Set up new administrative systems and began policy development to support VITA as a new agency Restored $3.7M in budget cuts to “make whole” small & medium agencies Launched ProReform Established VITA’s new headquarters at 411 E. Franklin St. The IT Investment Board has been appointed Established the top leadership team

10 expect the best! VITA’s Top Leadership Team

11 expect the best! Accomplishments: Our first 36 days Lived up to our promises, commitments, and legislative mandates: –No layoffs –Put people first –Assured business continuity –Invited stakeholder-driven processes and solutions –Communicated regularly with stakeholders

12 expect the best! Challenges & Risks Pace & scope Culture Enterprise thinking An investment approach to technology Competing priorities

13 expect the best! Key Next Steps: July to December 2003 VITA’s Operating Plan (per Executive Order 50) Draft issued August 1 Comment period: August 1-15 Final August 31 (quarterly updates) Consolidate small agency services & staff Activate MOA’s and Service Performance Metrics Plan medium and large agency consolidations Implement 1 st wave cost-takeout initiatives and service improvements Build out viable funding & investment model

14 expect the best! VITA Mile Markers March 2003VITA Transition Office Opens May 5VITA Legislation Signed June 4Model MOA model for 30 day comment Report to agencies on who will transfer to VITA JuneHR “Mapping” Sessions with agencies Governor issues Executive Order 50 (VITA Reporting Requirements) June – DecSmall Agency MOA discussions June 9,10,12Town Hall Sessions with Agency heads & leaders June 30DIT, DTP, and VIPNet Authority eliminated

15 expect the best! VITA Mile Markers July 1VITA’s Birthday All “Mapping” finalized JulyMapping Notifications to individual employees July 8VITA Kickoff & Employee Recognition Event VITA Leadership and Governor’s IT Investment Board appointments announced July 21, 22, 24 Employee Dialogue Sessions & Aug 4 Aug 1Operating Plan to General Assembly (updated quarterly) By Sept 1IT Investment Board Reports via CIO on Proposed FY IT Projects to the Governor and General Assembly

16 expect the best! VITA Mile Markers On or beforeIT consolidation for small-sized state Jan 1, 2004agencies (fewer than 100 employees) On or beforeIT consolidation for medium-sized state July 1, 2004agencies (between 100 and 400 employees) On or beforeIT consolidation for large-sized state Jan 1, 2005agencies (over 400 employees)

17 expect the best! For More Information on VITA VITA Web site Contact: