Executive Office for Administration and Finance Town Hall July 23, 2009 IT Consolidation Initiative

Secretariat Town Hall Common Template_draft_ ppt DRAFT FOR DISCUSSION PURPOSES ONLY Agenda Welcome and Introductions Leslie Kirwan, Secretary of Administration & Finance Mary Ann Bradley, Assistant Secretary for Administration / Chief of Staff Anne Margulies, Assistant Secretary, CCIO Marcie Desmond, Secretariat CIO, Administration & Finance Steve Perry, Senior Labor Relations Advisor, HRD Ellen Wright, HR Director, ITD Background Update on Commonwealth-wide Consolidation Update on ANF Secretariat IT Consolidation Q&A

- 2 - Background: Extensive Collaboration on Planning for IT Consolidation Over 40 working groups were formed across the Commonwealth and 26 people participated in ANF specific working groups Administration and Finance Department of Revenue Human Resources Division Marcie DesmondCarmine MagalettaChuck Meredith Mary Ann BradleyDennis H. McEvoyRobert Garon Edward Peters Bureau of State Office Buildings James SheehyInformation Technology Division Patrick EatonJohn D’AmatoDan Folloni Mike GuerinAndrew Chan Group Insurance CommissionPeter C. Kouroubacolis, Jr.Emmet Millett Bill KiloskiRaymond PiccinniKarim Hadidi Stephen DukemanLynne Kelly Fingold Library Vincent Piccinni Daniel NevilleOperational Services Division Ellen Phillips MA Office on Disability Nancy Burke Barbara LybargerRajiv Singh

- 3 - Background: Why is IT Consolidation Important? Opportunities Increased efficiency from a more standard IT environment Increased effectiveness through data sharing and systems integration Improved data security The current approach is unsustainable Too complex Difficult to maintain Impossible to keep secure Consolidation Current State Future State

- 4 - Commonwealth Model for IT Consolidation IT Consolidation Framework IT services in-scope for the consolidation effort

- 5 - Commonwealth IT Consolidation Planning Framework IT Governance (Planning, Budgeting, Service Levels, Performance Management) Financial Management and Budgeting (Procurement, Financial Management, Facilities, Legal) IT Talent Management (Career Paths, Training, Apprenticeships / Mentorships) Communications Management (Town Halls, Wiki Updates, Newsletters, Performance Reporting) Secretariat IT Services Desktop and LAN Website Information Architecture Applications ( Secretariat wide) Helpdesk Commonwealth IT Infrastructure Services Data and Telecommunications Data Center Web Hosting/Portal and Directory Commonwealth Service Excellence Service Catalog Chargeback Rates Service Level Objectives ITIL-based Service Management Key Benefits Efficiency Effectiveness Information Security

- 6 - Commonwealth IT Talent Management Career Development Focus on IT Training Focus on IT Training Build a Culture of Mentorship Establishing career paths, using existing materials and analysis Standardizing roles across Secretariats Simplifying job titles Building on successes at UMass (Java, management, & ROI) Utilizing existing resources (e.g. training credits) Implementing innovative training models (e.g. train-the-trainer) Incorporating staff preferences and needs into new offerings Building on previous surveys to develop mentoring program Facilitating knowledge sharing through apprenticeships Strengthening educational partnerships

- 7 - ANF IT Consolidation: February 2009 – June 2009  Governor’s Executive Order issued 2/19  SCIO joined ANF 4/22  15-week planning effort completed 6/30 –Drafted high-level Commonwealth IT Infrastructure Plan –Drafted ANF IT Consolidation Plan for 4 IT services  Secretariat IT Steering Committee formed to help manage the IT Consolidation Implementation Draft ANF plan 2/13/14/15/16/17/1 EO 510 SCIO joined ANF Consolidation planning launch Steering Committee launch Draft Infrastructure plan

- 8 - ANF IT Consolidation: August 1, 2009 – December 31, 2010  Goal is to be “substantially complete” by the end of 2010  Working groups comprised of ANF IT Staff will refine the IT Consolidation Plan –Define Centers of Excellence (CoE) for each ANF IT service –Develop implementation plan based on thoughtful analysis and detailed planning  ANF IT Consolidation Steering Committee will meet regularly  IT will continue to serve the business and core mission of the agencies 08/2009 Develop CoE definitions Define operational model & analyze organizational impacts Implement consolidated services 12/2010 Substantially complete

- 9 - ANF Characteristics/Challenges to be Addressed During Planning  Wide variety of agencies  Uneven staffing levels  Diverse tools, processes, group cultures  Robust security requirements  Wide variety of funding sources  Small administrative group within ANF AgencyAgency FTEs IT FTEs Administration and Finance46 7 Administrative Law Appeals14 0 Appellate Tax Board22 0 Bureau of State Office Buildings41 1 Civil Service Commission6 0 Department of Revenue Developmental Disabilities Council 8 0 Division of Capital Planning and Management Fingold Library16 0 Group Insurance Commission52 3 Human Resources Division113 8 Information Technology Division318 9 MA Office on Disability12 1 Operational Services Division63 7 Total

ANF IT Steering Committee Membership NameTitleAgency Marcie Desmond Secretariat Chief Information Officer (Chair) Administration and Finance Mary Ann Bradley Assistant Secretary for Administration, Chief of Staff Administration and Finance Regina ScalleySecretariat Chief Financial OfficerAdministration and Finance Chris BowmanDirector, Civil Service Commission Civil Service Commission (and representing ATB, ALA, MOD, ADD, LIB) Bill TivnanDirector of Finance Division of Capital Planning and Management (and representing BSB) Jim ReynoldsSenior Deputy CommissionerDepartment of Revenue Vincent Piccinni Deputy Commissioner, Information Services Organization Department of Revenue John HarneyDirector of Information SystemsGroup Insurance Commission Paul DietlChief Human Resource OfficerHuman Resources Division Ron ThompsonDirector of OperationsInformation Technology Division Ellen WrightDirector of Human ResourcesInformation Technology Division Nancy BurkeDirector Management Information SystemsOperational Services Division

Questions?