New York State’s Annual Technology Planning Process GTC East September 2005

GTC Annual Technology Planning September 22, 2005 Presenters Paul Fisk, DOB Jerry Gerard, OGS Nancy Gutterman, Office of the CIO

GTC Annual Technology Planning September 22, 2005 Agenda History and Background Technology Planning Goals Budget Division Role and Perspective OCIO/OFT Roles and Perspective OGS Role and Perspective IT Aggregate Purchase Program Observations and Future Opportunities Questions

GTC Annual Technology Planning September 22, 2005 What’s Behind Annual Technology Planning

GTC Annual Technology Planning September 22, 2005 History of Technology Coordination Efforts Division of the Budget EDP Unit ICEDP (now MATRIX) FORUM CTG OGS S & P and PSG Budget Directors Advisory Coucil Governor's Task Force on IRM Office for Technology State CIO and CIO Council

GTC Annual Technology Planning September 22, 2005 Goals of the ATP Process Begin dialogue on technology projects earlier Ensure alignment of IT activities with business priorities Develop multi-agency solutions Achieve consistency with state enterprise technology principles and standards Ensure appropriate uses of technology

GTC Annual Technology Planning September 22, 2005 Goals of the ATP Process Continued Determine impacts on others, including local governments and other agencies Ensure resources are available Identify opportunities to leverage resources Aggregate purchasing power Streamline later approvals

GTC Annual Technology Planning September 22, 2005 Partnerships -- Dialogue CIOs OGS DOBOCIO/OFT Fiscal Officers Program Staff

GTC Annual Technology Planning September 22, 2005 Key Elements of the ATP Agency overview—the role IT plays in supporting agency business Technology overview Current major projects and operations Proposed IT projects Opportunities to aggregate purchasing power

GTC Annual Technology Planning September 22, 2005 DOB Role and Perspective Focus primarily on programmatic and financial impacts Identify related opportunities for statewide savings with OCIO/OFT and OGS Consider impact on others Ongoing interaction with OCIO/OFT and OGS Rely on OCIO/OFT for technical expertise, and confirmation of technical approach

GTC Annual Technology Planning September 22, 2005 DOB Plan Review Iterative nature of plan reviews –Can’t stamp it APPROVED and forget it –It’s an ongoing dialogue –Not final until budget enactment and execution Amending plans –If necessary, after budget adoption –When events dictate

GTC Annual Technology Planning September 22, 2005 OCIO Role and Perspective Consistent with OCIO’s mission Ensure consistency with Statewide Strategic Technology Plan and CIO Council’s EA Principles Evaluate appropriateness of technology solution proposed Identify opportunities for savings, collaboration, and further leveraging of investments Coordinate with OGS on aggregate-buy initiative Negotiate with vendors ATP paves the way for ITPs and other approvals

GTC Annual Technology Planning September 22, 2005 OFT Role and Responsibilities Early alert for OFT to plan for what agencies need and want Ensure OFT resource availability Compile Services Guide annually to assist agencies in identifying services they desire Improve service delivery Create the “right” service mix Drive operational efficiencies

GTC Annual Technology Planning September 22, 2005 OGS Role and Perspective OGS PSG establishes Statewide Centralized Contracts for Commodities, Services & Technology Authorized Users include state agencies and municipal government entities IT contracting is continually changing - Agency requirements - NYS install base - Technology evolution Planned Agency IT resource requirements known in advance to assure adequate contract provisions

GTC Annual Technology Planning September 22, 2005 NYS IT Contracting Challenges Rapid evolution and exploitation of technology Centralized statewide contracting / decentralized agency purchasing Agency diversity, autonomy and independence Many apparent similarities and synergies, fewer standards and guidelines Extremely large aggregate volumes with comparatively small agency volumes Timeliness of critical information and limited statutory, administrative or operational authority to address deficiencies

GTC Annual Technology Planning September 22, 2005 Aggregate Purchase Opportunities Statewide contracts don’t guarantee quantities; more for convenience than bulk savings Best price for one item, any place, any time Aggregate buys with set quantities and times will greatly reduce costs Savings of 25% projected NYC and other locals interested

GTC Annual Technology Planning September 22, 2005 OGS and the Evolution of the ATP Process CIO Fiscal Procurement Committee strategic goal to develop governance process to address need for annual technology planning process (impetus for ATP) September 2004, DOB Bulletin B1170 cost containment and savings proposals OGS FY 05/06 budget proposal to establish an Aggregated IT Purchasing Program February 2005, DOB Policy H-300A establishing the Technology and Information Resource Management Planning Process March 2005, OGS PSG completed initial planning and staffing of Aggregated IT Purchasing Team and subsequently participates in the first annual ATP Review Process

GTC Annual Technology Planning September 22, 2005 ATP Purchase Information Proposed agency purchases of predefined IT products (HW, SW, Services) Anticipated purchase timeframes (FY qtr) Synergies across agencies for similar HW, SW and/or IT Services Fundamental understanding of agency IT projects and potential IT acquisition needs

GTC Annual Technology Planning September 22, 2005 OGS Planning from ATPs Summarize proposed agency purchases Identify “low hanging fruit” Evaluate potential savings based upon volume and anticipated cost Identify/confirm contract availability Develop aggregate IT purchasing recommendation for IT HW, SW, services that provide greatest cost savings via aggregated purchase or enterprise licensing agreement Initiate aggregated IT purchasing plan

GTC Annual Technology Planning September 22, 2005 OGS List of Potential Aggregate Purchase Initiatives Hardware: -PCs (thin client, desktop, laptop) -Printers -Servers -Storage -Tablets, PDAs Software: -Oracle (Renegotiate expiring contract – ELA) -Antivirus (Symantec and McAfee) -Human services software (ELA) -IT development and testing software Information Advisory (ELA): -Gartner & Meta (Renegotiate Expiring Contract) -Lexis/Nexus (Renegotiate Expiring Contract)

GTC Annual Technology Planning September 22, 2005 OGS Spring 2005 PC Purchase 4 PC Configurations – Est. 10,000 Units - Business Class PC - Workstation Class PC - Business Class Laptop - Lightweight Laptop 90 day purchase period 23,250 units actually purchased State = 7,250NYC = 13,450Local = 2,550 Average price per PC = $881 Average discount from contract price ($1506 average) was 41.5% representing $625 per unit Total savings exceeded $15 million

GTC Annual Technology Planning September 22, 2005 Current OGS PC Purchase 5 PC Configurations – Est. 27,000 units - Business Class PC21,000 - Workstation Class PC 1,000 - Business Class Laptop 1,000 - Lightweight Laptop 2,000 - Thin Client 2,000 - LCD Monitor Only (no PC unit) est. 8,000 6 months – August 15th through January 15th Average discount from contract price for Business Class $690 is $580 per unit or 45.7% Estimated Total Savings (from contract price) $15 million, plus $2.5 million over last buy

GTC Annual Technology Planning September 22, 2005 Observations and Future Opportunities The ATP Process is working - Savings have/are being realized - Aggregated IT Purchase Program has received 2 awards: NASPO Cronin Club 2005 Innovation NYSFIRM Best Practices Award - Other States have expressed interest Collaboration and cooperation continues The Process will continue to evolve & improve

GTC Annual Technology Planning September 22, 2005 Observations and Future Opportunities Developing statewide solutions for common business needs Facilitating the use of emerging technologies Improving agency IT governance

GTC Annual Technology Planning September 22, 2005 Observations and Future Opportunities Lots to learn; Need feedback to evolve Keep the dialogues going and growing Prove worth Prognosis: Hopeful

GTC Annual Technology Planning September 22, 2005 Questions DOB H-300A Technology and Information Resource Management Planning Process Presentation located at: