0 Rate Development Discussion Document for Consolidated Secretariat IT Services April 29, 2010 Commonwealth of Massachusetts IT Consolidation Program

1 This document contains the draft rate formulas developed by Maximus for review and approval by SCIOs and SCFOs in today's session for the following four (4) IT services that will be consolidated at the Secretariat level per Executive Order No. 510: Purpose of This Document Helpdesk Services Desktop and LAN Services Web Information Architecture Services Application Services 1234 Defined in Secretariat Consolidation Plans as: IT contact center that includes the associated tools, processes, and staff responsible for providing internal IT services at agreed upon service levels. It is important to note that this definition does not include any external-facing help desk support or business application support that may reside at the agency or other organizations. Defined in Secretariat Consolidation Plans as: IT processes and support organizations responsible for the physical install / move / add / change / support of PCs, state-issued handheld devices, printers (including workgroup and multi- function), faxes, network peripherals, phones, and file / print services. It is important to note that this definition does not include any system administration support that may reside within Secretariat IT Operations or ITD, or the standardization of Desktop/LAN technology assets. Defined in Secretariat Consolidation Plans as: The IT support group and processes responsible for the organization, labeling, and navigation schemes within the Mass.Gov information system including standards around a common 'look and feel' and a common user experience for static, web-based content. It is important to note that this definition focuses on static web content and does not include any web-based applications that may have a front-end websit e. Defined in Secretariat Consolidation Plans as: Application services that are potential candidates for consolidation as specified by the SCIO.

2 Types of Secretariat IT Costs Consolidated Services –Helpdesk –Desktop/LAN –Web/IA –Shared Application Services Program-Specific Applications (typically funded through federal, capital, or trust funds) Phone Bills

3 Draft Rate 1 of 4: Secretariat Helpdesk Services Rate Formula 1A (for charging general fund appropriations): Proposed Numerator:Total Salaries of Help Desk Employees + SWCAP Charges + Overhead Proposed Denominator:Number of Secretariat FTEs Rate Formula 1B (for charging a federal grant, trust or capital): Proposed Numerator:Total Salaries of Help Desk Employees + Fringe + SWCAP Charges + Overhead Proposed Denominator:Number of Secretariat FTEs Narrative Description of Formula: Help Desk services will be charged to all agencies within the secretariat based upon the number of FTEs within each agency. For example, If Agency X has 10 FTEs for the entire year, and the help desk rate is $100 dollar a year per FTE, then Agency X would be charged $1,000 in FY11.

4 Draft Rate 2 of 4: Secretariat Desktop and LAN Services Rate Formula 2A: (for charging general fund appropriations): Proposed Numerator:Total Salaries of Desktop / LAN Staff + SWCAP Charges + Overhead Proposed Denominator:Number of PCs + laptops + shared (LAN) printers Rate Formula 2B: (for charging a federal grant, trust or capital): Proposed Numerator:Total Salaries of Desktop / LAN Staff + Fringe + SWCAP Charges + Overhead Proposed Denominator: Number of PCs + laptops + shared (LAN) printers Narrative Description of Formula: Desktop and LAN services will be charged to all agencies within the secretariat based upon the number of PCs + laptops + printers within each agency. For example, If Agency X has 10 total PCs, laptops, and printers, and the Desktop Support rate is $100 dollar a year per unit, then Agency X would be charged $1,000 in FY11.

5 Draft Rate 3 of 4: Secretariat Web IA Services Rate Formula 3A: (for charging general fund appropriations): Proposed Numerator:Total Salaries of Web IA Employees + SWCAP Charges + Overhead Proposed Denominator:Number of content files stored online Rate Formula 3B (for charging a federal grant, trust or capital): Proposed Numerator:Total Salaries of Web IA Employees + Fringe + SWCAP Charges + Overhead Proposed Denominator:Number of content files stored online Narrative Description of Formula: Web IA services will be charged to all agencies within the secretariat based upon the amount of content supported for each agency For example, If Agency X has 1,000 content files supported by the Web Services group for the entire year, and the web IA services rate is $1 dollar per file, then Agency X would be charged $1,000 in FY11.

6 Draft Rate 4 of 4: Secretariat Application Services Rate Formula 4A: (for charging general fund appropriations): Proposed Numerator:Total Salaries of Application Development Staff + SWCAP Charges + Overhead Proposed Denominator:Estimate of Total Application Development Work Hours Rate Formula 4B: (for charging a federal grant, trust or capital): Proposed Numerator:Total Salaries of Application Development Staff + Fringe +SWCAP Charges + Overhead Proposed Denominator:Estimate of Total Application Development Work Hours Narrative Description of Formula: Application services will be charged to all agencies within the secretariat based upon the number of hours of support by each agency. For example, If Agency X received 10 hours of support by the Application Development group for the entire year, and the Application Development services rate is $100 dollar per hour, then Agency X would be charged $1,000 in FY11.