Ben Berry – CIO-ODOT October 14 th - 15 th 2009 Software as a Service (SaaS) Strategy and Brokering IT Contracts Workshop

Overview Derive a SaaS (Software as a Service) strategy and a standardized process for brokering IT contracts on a statewide basis to reduce IT procurement cycle time and obtain cost efficiency. Dugan Petty (State CIO) David Almond (Transformation Administrator - Department of Administrative Service) Julie Pearson (CIO - Secretary of State) PURPOSEEXECUTIVE SPONSOR CO-OWNERS

Dugan Petty – State CIO Executive Sponsor October 14 th 2009 Kick off

Workshop Scope SaaS Strategy Brokering IT Contracts SaaS Procurement Process Flow Create a stakeholder-based consensus driven state SaaS strategy. Produce stakeholder driven consensus decision on SaaS applications for enterprise licenses. Use waste identification and process improvement methodology to reduce the non-value added time in SaaS procurement.

SaaS Overview Rishi Sood Research Director-Gartner October 14 th 2009 State & Local Environment SaaS and AO Next Steps in Technology Management

 Master Change Facilitator –Ben Berry-CIO ODOT  Facilitators –Gabriela Pop, MBA-ODOT IT Intern –Joyce Wu, MBA-ODOT IT Intern –Howie Pham, MBA-ODOT IT Intern  Coordinator –Vickie Warner-Executive Assistant –John Kazmierski-Videographer  Participants Introduction & Icebreaker Introduction

Ground Rules Listen actively, try not to interrupt Everyone participates and respects ideas Feel free to respectfully challenge one another by asking questions Be honest Others… One report-out for each breakout team

Gather people from key agencies to create consensus decision making, both insiders and outsiders. Agency CIO's The Team Master Change Facilitator Facilitators State Procurement Office Agency Procurement Office Department of Justice Outside Vendors Synchronize the Organization

Less time to decide (time efficient) Leader decides More time to decide (more developmental) Group decides L1 L2 LF1 LF2 M  Gather info and then Leader decides  Leader meets with people one on one  Collects info  Leader makes decision  Leader meets with group in open forum  Prompts ideas and considers input  Leader still makes decision (assumes Goal Congruence) consensus The Art of Decision Making  No group  Self or written information autocratic consultative  Group participation  Group Decides

Results Integration Blueprint SaaS SaaSStrategy Shared Vision Shared Vision Shared Vision(Gartner) Transformation Life Cycle Stages Software-as-a-Service Transformation Life Cycle Leveraged Investment New Opportunity Continuous Improvement Leveraged Investment New Opportunity Continuous Improvement Construction Brokering IT Contracts Optimize Construction SaaS Procurement Process Flow

Breakout Teams ( Discussion about Team Scope)  Team A: SaaS Strategy Pointed Facilitator: Gabriela Pop  Team B: SaaS Procurement Process Flow Pointed Facilitator: Joyce Wu  Team C: Brokering IT Contracts Pointed Facilitator: Howie Pham

Team A – Report-Out SaaS Strategy

Team B – Report-Out SaaS Procurement Process Flow

Team C – Report-Out Brokering IT Contracts