Deloitte Consulting LLP Commonwealth of Massachusetts Statewide Strategic IT Consolidation (ITC) Initiative April 1, 2009 DRAFT – FOR DISCUSSION PURPOSES ONLY

- 1 - DRAFT FOR DISCUSSION PURPOSES ONLY Contents  Project Overview  Key Components of the Consolidation Plans -IT Consolidation Framework -Benefits -Infrastructure Plan Outline -Governance -Organizational Development -Communications  Infrastructure Services Discussion -Infrastructure Planning Approach -Key Discussion Topics -Data/Telecomm Networks -Data Center Services -Web Site Hosting and Portal Services -Shared Enterprise Services (i.e., and directory)

- 2 - DRAFT FOR DISCUSSION PURPOSES ONLY Scope of Executive Order No. 510 Compliance Deadlines Executive Order No. 510 Compliance Requirements Corresponding Deliverables/Milestones , Saturday “By May 30, 2009, the Commonwealth CIO shall issue a high level description of his or her plans for completing the migration of lnfrastructure Services for all Executive Department agencies to the Information Technology Division ("ITD"), except those services, if any, that the Commonwealth CIO determines cannot be centralized at ITD due to restrictions imposed by state or federal law.” – Sec.5, p.3 High-level Statewide IT Infrastructure Consolidation Plan , Wednesday “By July 1, 2009, with the approval of the Legislature, agency budgets for IT shall be aggregated at the secretariat level and managed by each secretariat’s SCIO.” – Sec.3, p.2 Secretariat-level IT Consolidation Plans , Wednesday “Each SClO shall submit to the Commonwealth CIO for review and approval a secretariat consolidation plan ("Secretariat Consolidation Plan") demonstrating how the Secretariat will, no later than 9/30/09, migrate to the most efficient model for the delivery of IT services.” – Sec.4, p.2 Secretariat-level IT Consolidation Plans periodically“Secretariat Consolidation Plans shall provide for the submission of periodic IT and IT procurement plans to the Commonwealth CIO for the CIO’s review and approval.” – Sec.4, p.3 Secretariat-level IT Consolidation Plans , Wednesday “Following the Commonwealth ClO's approval of their respective Secretariat Consolidation Plans, and no later than September 30, 2009, each SClO shall manage IT for his or her secretariat based on that approved plan.” – Sec.4, p.3 Indirectly, the Governance Framework, IT Organizational Development Strategy, and Workforce Development (starts) , Wednesday “By 9/30/2009, the Commonwealth CIO shall finalize a detailed plan for completing the migration of lnfrastructure Services for all Executive Department agencies to ITD.” – Sec.5, p.3 N/A: Not in scope for Phase I , Thursday “By 12/30/2010 ITD must substantially complete the consolidation of lnfrastructure Services for the Executive Department at ITD.” – Sec.5, p.3 N/A: Not in scope for Phase I 1.0 PLANNING APPROACH

- 3 - DRAFT FOR DISCUSSION PURPOSES ONLY Project Scope Agency 1 Services Agency 2 Services Agency n Services Agency specific applications Helpdesk services Desktop and LAN services Web information architecture Application services Infrastructure services Agency specific applications Helpdesk services Desktop and LAN services Web information architecture Application services Infrastructure services Agency specific applications Helpdesk services Desktop and LAN services Web information architecture Application services Infrastructure services Commonwealth Infrastructure Svcs Varying degrees of IT services provided by ITD Agency 1 Services Agency 2 Services Agency n Services Agency specific applications Commonwealth Infrastructure Svcs Current Services provided by ITD Data/Telecomm networks Data center services Web site hosting and portal services Shared enterprise services ( and directory) 8 Secretariats Shared Services Helpdesk services Desktop and LAN services Web information architecture Application services as proposed by SCIO In addition to developing IT consolidation plans at the Secretariat and Infrastructure levels, Deloitte will focus on the Governance, Organizational Development, and Communications aspects of consolidation across the eight Secretariats. 8 Secretariats Shared Services Varying degrees of IT services 1.0 PLANNING APPROACH

- 4 - DRAFT FOR DISCUSSION PURPOSES ONLY High-level Workplan – Progress Snapshot Major Milestone Key Activity Exec Order 510 Compliance Deadline Interim MilestoneDeepDive Sessions Key Session / Meeting IT Consolidation Planning Timeline Key Planning Threads MarAprMayJun WK1WK2WK3WK4WK5WK6WK7WK8WK9WK10WK11WK12WK13WK14WK15 3/16-3/203/23-3/273/30-4/34/6-4/104/13-4/174/20-4/244/27-5/15/4-5/85/11-5/155/18-5/225/25-5/296/1-6/56/8-6/126/15-6/196/22-6/ – Create Common IT Consolidation Planning Approach 2.0 – Create Secretariat IT Consolidation Plan 3.0 – Create High- Level IT Infrastructure Plan 5.0 – Create and Begin Execution of IT Consolidation Communications / Org Dev Plan 3/20 Draft Approach & Framework 3/27 Finalize Approach & Framework 3/16 Kick-Off 3/27 Hackett Data Available 5/29 Draft Secretariat Plans 4/13 Target State Deep Dive Current State Analysis Complete 6/30 Final Secretariat Plans 4/3 Draft Secretariat Plan Outline Conduct consolidation working sessions 5/1 Finalize Metrics Day 1T-30T-60T-90 Rapidly Execute Consolidation Planning 4/3 Draft High-level Infrastructure Plan Outline 5/8 Draft High-level Infrastructure Plan 5/29 Final High-level Infrastructure Plan Conduct consolidation working sessions 4/30 Org Development Plan 4/30 Final Communications Plan 4/13 Draft Org Development Plan 4/13 Draft Communications Plan Implementation Initiated 5/30 Statewide Infrastructure Plan 7/1 Secretariat IT Consolidation Plans 4/13 Target State Deep Dive 4/17 Pilot Complete Review and Validate We Are Here 4/1 Kickoff 1.0 PLANNING APPROACH

- 5 - DRAFT FOR DISCUSSION PURPOSES ONLY Deloitte Team and Secretariat Points-of-Contact Engagement Lead Mark Price Engagement Manager Roy Mathew Secretariat IT Planning Cathy Cho – Lead Hunter Jones Roy Mathew (P/T) Wil Carroll (P/T) Alan Nawoj (P/T) Infrastructure Planning Steven Williams – Lead Roy Mathew (P/T) Org Development and Communications Planning Eileen Harrity – Lead Anthony Foy Advisors Michael Marino Rick Clark The Deloitte Team is structured with clear accountability for deliverable ownership and single points of contact for Commonwealth Team members. Work effort will be executed in a highly integrated manner across key project threads as needed. EOAF Cathy Cho, Alan Nawoj EOAF Cathy Cho, Alan Nawoj EOTPW Cathy Cho EOTPW Cathy Cho EOHHS Cathy Cho, Wil Carroll EOHHS Cathy Cho, Wil Carroll EOE Cathy Cho, Alan Nawoj EOE Cathy Cho, Alan Nawoj EOLWD Roy Mathew EOLWD Roy Mathew EOPSS Roy Mathew EOPSS Roy Mathew EOEEA Roy Mathew EOEEA Roy Mathew EOHED Cathy Cho, Alan Nawoj EOHED Cathy Cho, Alan Nawoj 1.0 PLANNING APPROACH

- 6 - DRAFT FOR DISCUSSION PURPOSES ONLY KEY COMPONENTS OF THE PLAN

- 7 - DRAFT FOR DISCUSSION PURPOSES ONLY IT Consolidation Framework 1.0 PLANNING APPROACH

- 8 - DRAFT FOR DISCUSSION PURPOSES ONLY Infrastructure Consolidation Framework Levels COMMONWEALTH-WIDE TECHNOLOGY SERVICES IT ServiceLEVEL * 1LEVEL * 2LEVEL * 3 (Target State) Commonwealth Data / Telecom Networks Fewer than 50% of data and voice networks managed by ITD 50 – 99% of data and voice networks managed by ITD All data and voice networks managed by ITD Data Center Services Fewer than 50% of data centers hosted by ITD 50 – 99% of data centers hosted by ITD All data centers hosted by ITD Web Hosting and Portal Services Fewer than 50% of web sites hosted by ITD 50 – 99% of web sites hosted by ITD All web sites hosted by ITD Shared Enterprise Services ( and directory) Fewer than 50% of agencies using MassMail 50 – 99% of agencies using MassMail All agencies using MassMail * Note: “Level” refers to the degree to which an IT Service is consolidated. 3.0 INFRA

- 9 - DRAFT FOR DISCUSSION PURPOSES ONLY Baseline Example: Current State of Shared Enterprise Services ( and directory) LEVEL * 1LEVEL * 2LEVEL * 3 Shared Enterprise Services ( and directory) Fewer than 50% of agencies using MassMail 50 – 99% of agencies using MassMail All agencies using MassMail EOEEA EOHHS EOAF EOHED EOPSS EOLWD EOE EOTPW * Note: “Level” refers to the degree to which an IT Service is consolidated. 3.0 INFRA

DRAFT FOR DISCUSSION PURPOSES ONLY Key Benefits of IT Consolidation Efficiency duplication in major system functionality will be eliminated Effectiveness government services will be more accessible and open Information Security points of vulnerability in current IT environment for information security will be significantly reduced IT consolidation efforts will yield three broad types of benefits: Key Benefits Include: Doing more with less Reduced cost of service delivery Increased availability and reliability Key Benefits Include: Adherence to Executive Order No. 504 for information security specifically Greater protection More effective policies Alignment of security across secretariats Key Benefits Include: Data sharing Availability Responsiveness Talent management Seamless experience 3.0 INFRA

DRAFT FOR DISCUSSION PURPOSES ONLY Outline for High-Level Infrastructure Consolidation Plan – Version 1 1. The Mandate for Infrastructure Consolidation (5%) Objectives (Executive Order) and Expected Benefits Guiding principles and relationship to other Statewide and Secretariat initiatives Directives and Guidelines for Secretariat IT Consolidation Governance Model 2. High-Level Infrastructure Consolidation Approach (65%) IT Consolidation Framework – to help plan how each IT service will progress from one level to the next Data and Telecommunications Networks  Baseline Services Currently Provided related to People, Process, and Technology  Target State Services related to People, Process, and Technology  Approach – Gap Analysis and Assumptions  Activities, Dependencies, Sequencing, and Timing  Service Levels and Success Metrics Data Center Services (similar structure) Website Hosting and Portal Services (similar structure) Shared Enterprise Services (i.e., , directory) (similar structure) 3. IT Organization Development and Communications Strategy (20%) Communications (from Secretariat plan as needed) Organizational Development (from Secretariat plan as needed) 4. Infrastructure Consolidation Roadmap (10%) Executive level summary of high-level infrastructure consolidation plan 3.0 INFRA

DRAFT FOR DISCUSSION PURPOSES ONLY IT Consolidation Initiative Governance CCIO Anne Margulies, ANF (ITD) CCIO Anne Margulies, ANF (ITD) Statewide IT Initiatives Claudia Boldman, Chief Strategy & Planning Officer William Walker, Program Manager Statewide IT Initiatives Claudia Boldman, Chief Strategy & Planning Officer William Walker, Program Manager IT Consolidation Shared Service Oriented Architecture (SOA) Infrastructure Network Architecture Enterprise Security Plan Civic Engagement Strategy Identity Management Enhanced Procurement Processes IT Consolidation Shared Service Oriented Architecture (SOA) Infrastructure Network Architecture Enterprise Security Plan Civic Engagement Strategy Identity Management Enhanced Procurement Processes IT Consolidation Working Group Co-chairs Anne Margulies, Tom Curran, Robert Wilbur IT Consolidation Working Group Co-chairs Anne Margulies, Tom Curran, Robert Wilbur Marty Benison, Mary Ann Bradley, Phil Griffiths, John Grossman, Stephen Barnard, Jeffrey McCue, Mark D'Angelo, Ken Weber, Paul Dietl, Lou Angeloni, Michele Norman, John Glennon, Enrique Perez, Ellen Wright SCIO Group EOAF Mary Ann Bradley (acting) Others TBD EOAF Mary Ann Bradley (acting) Others TBD Working Group Sub-Committees Communications, Org Development, Budget/Finance, Governance Communications, Org Development, Budget/Finance, Governance Other Supporting Statewide IT Initiatives Second Data Center Systems Modernization IT Recruitment and Training Project Management Methodology Second Data Center Systems Modernization IT Recruitment and Training Project Management Methodology CIO Cabinet EOE Michele Norman (acting) Others TBD EOE Michele Norman (acting) Others TBD EOEEA Robert Wilbur, SCIO Others TBD EOEEA Robert Wilbur, SCIO Others TBD EOHED Enrique Perez (acting) Others TBD EOHED Enrique Perez (acting) Others TBD EOHHS Tom Curran, SCIO Others TBD EOHHS Tom Curran, SCIO Others TBD EOLWD John Glennon, SCIO Others TBD EOLWD John Glennon, SCIO Others TBD EOPSS Curt Wood (acting) Others TBD EOPSS Curt Wood (acting) Others TBD EOTPW Ken Weber (acting) Others TBD EOTPW Ken Weber (acting) Others TBD The IT Consolidation team will be working closely with the SCIO’s, the related working group sub- committees, the other six strategic IT initiatives, and the four supporting statewide IT initiatives to complete the Phase 1 planning activities. ITAB ISB 3.0 INFRA

DRAFT FOR DISCUSSION PURPOSES ONLY IT Consolidation Planning Organizational Development Approach (Draft) Audience  We will use existing materials to develop a high-level IT Consolidation Planning Organizational Development Approach  Our approach will focus on validating the existing career pathway, staff function, and training materials developed by ITD and UMass, to create a macro-level organizational development framework that Secretariats can use to create Secretariat-specific plans Skills Profiling Gap Analysis Training Development Planning Workforce Development Planning Staff On-Boarding TimingHigh-Level TasksComponent ITD & Executive Office HR ITD & Executive Office HR & IT Management All IT Employees Weeks 1 – 3 (3/16 – 4/3) Weeks 2 – 4 (3/23 – 4/10) Weeks 4 – 7 (4/10 – 4/30) Weeks 4 – 7 (4/10 – 4/30) Weeks 4 – 7 (4/10 – 4/30)  Work with Ellen Wright and Secretariat HR staff to validate the IT Technology Staff Functions that have been developed  Coordinate with IT Secretariat Consolidation teams to incorporate developed staff functions and career pathways into Secretariat plans  Compare current staff functions to those identified during skills profiling to identify gaps  Develop a high-level plan to target skills gaps  Develop high-level plan to redeploy target current UMass Pilot program  Use skills gaps identified during the gap analysis phase to identify training needs  Work with UMass to develop follow-on courses to the Pilot Program  Build on existing recruitment program to target high-need post-consolidation staffing areas  Work with HR Staff and IT Management to develop plan to target existing workforce development needs (e.g. knowledge transfer, mentoring)  Incorporate key messages developed during the communications planning phase into the overall organizational development plan  Develop new staff orientation materials to reflect the proposed consolidation structure  Weeks 8-15 (5/4 – 6/29) will be spent on helping the Commonwealth and Secretariats begin to implement the organizational development plans 5.0 ORG DEV AND COMMS

DRAFT FOR DISCUSSION PURPOSES ONLY IT Consolidation Initiative Communications Approach Jumpstart the IT Consolidation communications effort Identify key stakeholder groups within the Secretariats Develop communication strategy Prepare communication plan addressing the needs of key stakeholders Begin implementation of the communication plan 5.0 ORG DEV AND COMMS

DRAFT FOR DISCUSSION PURPOSES ONLY INFRASTRUCTURE SERVICES DISCUSSION

DRAFT FOR DISCUSSION PURPOSES ONLY Infrastructure Planning Approach As-Is What is the change imperative? 100 phone systems 15 major data networks 30+ data centers 20 systems 150 IT groups To-Be Goals of consolidation – More effective and coherent services for constituents Greater efficiency for state government operations Improved data security Enhanced ability to share data Consolidation Plan 1. Validate current state2. Define target state 3. Develop a high-level infrastructure consolidation plan across technology, people, and process dimensions

DRAFT FOR DISCUSSION PURPOSES ONLY Key Discussion Topics 1. Who are the key ITD stakeholders we need to work with for each of the IT services? 2. What existing project documentation may exist that will help the planning effort (in addition to the Hackett data and publicly available ITD information)? 3. Are there any in-flight projects that will impact the consolidation efforts? 4. What advice/guidance do you have for our team as we proceed with the planning activities? 5. How best do we engage with your team and the Secretariat teams to complete the planning activities?