Deloitte Consulting LLP Commonwealth of Massachusetts Statewide Strategic IT Consolidation (ITC) Initiative Proposed – June 22, 2009 DRAFT – FOR DISCUSSION PURPOSES ONLY Communications Sub-Committee Communications Plan Update

- 1 - Background Communications Overview Communications Goals Communications Approach Common Mistakes Next Steps Agenda

- 2 - Background Communications Key ActivitiesOwnerDue DateStatus Review communications leading practices to develop initial approach Deloitte March 30, 2009 Completed Conduct preliminary analysis to identify key messages Comms Sub- Committee April 15, 2009 Completed Develop IT Communications Blueprint plan Comms Sub- Committee April 30, 2009 Completed Complete “jump-start” communications tasks (e.g. memos, staff town meeting) CCIO/SCIOs May 15, 2009 Completed Communicate administrative impacts (e.g. reporting, payroll, HR, budgeting) SCIOs June 1, 2009 Completed Review issues raised at IT consolidation working sessions and staff town meetings to revise communications approach and key messages Deloitte June 1, 2009 Completed Develop tactical IT Communications Action Plan (Secretariat, ITD, and Broader Communications) Deloitte June 26, 2009 In- progress Identify Communications Sponsor to drive programCCIO July 1, 2009 Proposed Develop “scorecard” template to report progress and performance measurement CCIO/Deloitte July 15, 2009 Proposed Proposed due dates

- 3 - IT Consolidation Communications Overview Who:IT Services Leadership and Staff ; Business Leadership and Staff; Government Officials; General Public What:Achieve a smooth implementation of the IT consolidation process while laying the foundation for the Commonwealth’s strategic IT vision When: July 2009 through December 2010 Where: Eight Secretariats and ITD Why: 1. To build staff buy-in and ownership of the process 2. To highlight efficiencies and leading practices in order to build government and public support How: 1. Maintaining existing momentum to move the consolidation effort forward 2. Building a Commonwealth-level IT services community to maximize consolidation benefits (e.g. sharing leading practices, building functional groupings) 3. Reporting on progress and successes both internally and externally

- 4 - Key Communications Goals 1. Provide information on consolidation planning, timeline, impacts, progress, and performance measurement to staff, key stakeholders, government officials, and the public to build an understanding of the consolidation effort 2. Build an IT community at both the Commonwealth and Secretariat-levels to develop staff buy-in in the consolidation service delivery model 3. Emphasize the importance of the consolidation effort and encourage staff participation to establish ownership of the consolidated approach 4. Highlight consolidation success stories and benefits (e.g. efficiency gains) to maintain momentum and build external support

- 5 - Communications Action Plan GoalActions 1. Provide information on consolidation planning, timeline, impacts, progress, and performance measurement to staff, key stakeholders, government officials, and the public to build an understanding of the consolidation effort Regular communications (e.g. memo) from the SCIOs/CCIO on service delivery impacts as they are expected to occur High-level overview of the scope and expected timeline of the project - shared using existing media More detailed information posted on a Secretariat-specific wiki page Progress reports delivered to government officials and published internally and externally 2. Build an IT community at both the Commonwealth and Secretariat-levels to develop staff buy-in in the consolidation service delivery model Semi-annual Town Meetings to build IT community, share expected impacts, and provide updates Informal, but regular, communications (e.g. newsletter, blog, weekly ) from the SCIO and CCIO to foster community building Functional groups and/or centers of excellence to allow staff working in the same functions to network and share ideas 3. Emphasize the importance of the consolidation effort and encourage staff participation to establish ownership of the consolidated approach Highlight the role consolidation plays in the Commonwealth’s overall IT strategy Interactive sessions (e.g. webinars or conference calls) on relevant topics, with time for staff to weigh in and provide feedback Information on how staff input and feedback was used to guide and improve the consolidation process 4. Highlight consolidation success stories and benefits (e.g. efficiency gains) to maintain momentum and build external support Website (on Wiki and Mass.gov) devoted to sharing leading practices and centers of excellence that currently exist at Secretariats Regular reports on the benefits achieved (i.e. efficiency, effectiveness, and security) through consolidation Teaming with the Governor’s efficient government efforts

- 6 - Common Mistakes Common Mistakes in Transformation ProjectsRelated Goal Allowing too much complacency 2, 3 Failing to create a sufficiently powerful ‘guiding coalition’ or group of influential staff (at all levels) who will drive communications at the Secretariat-level 2 Underestimating the power of vision 3, 4 Under communicating the vision by a factor of 10 3, 4 Permitting obstacles to block the new vision 3, 4 Failing to create short-term wins 4 Neglecting to anchor changes firmly in the corporate culture 2 Communications Goals 1. Provide Information 2. Build an IT Community 3. Emphasize the importance of the consolidation effort and encourage participation 4. Highlight consolidation success stories and benefits

- 7 - Validate communications goals Validate communications action plan Identify sponsor to drive communications program Develop informal committees at each Secretariat to support SCIO in achieving communications goals Develop updated Wiki page and progress measurement “scorecard” template Next Steps