Deloitte Consulting LLP Commonwealth of Massachusetts Statewide Strategic IT Consolidation (ITC) Initiative Bi-weekly Statewide Working Group Discussion Document August 31, 2009 DRAFT – FOR DISCUSSION PURPOSES ONLY

Deloitte Consulting LLP

- 2 - DRAFT FOR DISCUSSION PURPOSES ONLY Agenda 1 Sub-Committee Report-outs: 1) HR/Talent Change Impact Assessment Tool and Process 2) Communications Tool Kit 1.0 3) Spending Plan Memo 4) Benefits Tracking 2 Detailed Infrastructure Plan Update 3 High-Priority Issues and Risks

- 3 - DRAFT FOR DISCUSSION PURPOSES ONLY Sub-committee Report-outs Program Communica- tions John Glennon IT Governance Anne Margulies Talent Mgmt, HR & Labor Admin Marcie Desmond Barb Wooten IT Fin Mgmt & Budgeting LeeAnn Pasquini Key AchievementsKey Issues Key Next Steps Launched Toolkit 1.0 Released CCIO Video Update Completed Channel Strategy Released Blast #3 Timeliness Developing and acquiring distribution lists New protocols for Wiki info release for IT Infrastructure content Develop Mass.Gov content Draft and release program newsletter Draft and conduct Effectiveness Assessment Developed high-level program-wide benefits, framework, and tracking process Transitioned remaining IT governance work to CIO Cabinet Still need to close gaps in representation on ISB Chargeback Working Group Still need more senior / strong enterprise IT architects on TGB Develop measure definitions and measurement methods Begin developing accompanying training guidance materials Received NAGE approval for inventory process and approach Released HR Change Impact Assessment on 8/28, Friday Completion of HR Change Impact Assessment by 9/14, Monday High rate of new attendees at Sub- committee meetings has resulted in repeated review of previously discussed materials Develop repeatable staff transition process Released spending plan guidance memo on 8/28, Friday Finalizing draft guidance regarding fund transfer Need to engage 3 rd party vendor immediately to work with each Secretariat to address federal funds, grants, and trusts Develop chargeback methodology for federal funding sources, grants, trusts, and other types Develop Secretariat SLAs (leveraging templates) Prioritize FY11 needs Status On Plan At Risk On Plan At RiskBehind Plan Legend: 1

- 4 - DRAFT FOR DISCUSSION PURPOSES ONLY Program Communications Fin Mgmt & Budgeting IT Governance 1 Talent Mgmt, HR & Labor Admin

- 5 - DRAFT FOR DISCUSSION PURPOSES ONLY Talent Management, HR and Labor Administration Sub-committee Report-out Goals Strengthen Commonwealth IT Workforce (IT Consolidation) Recruit and retain IT talent Fill key gaps in skills/functions Reduce dependency on contractors Enable the right people with the right skills in the right jobs Improve IT Job Satisfaction (Staff Needs) Enable clear career paths/options Provide opportunities to strengthen skills and grow professionally Create communities of practice and knowledge sharing opportunities Ensure smooth staff transitions 1

- 6 - DRAFT FOR DISCUSSION PURPOSES ONLY Talent Management, HR and Labor Administration Sub-committee Report-out Framework Goals Data Gathering and Analysis Outcomes Strengthen Commonwealth IT Workforce Improve IT Job Satisfaction Develop High-level Inventory of FTE’s and Contractors based on Common IT Functions (per industry leading standards) 40 common IT functions 8 common functional families Complete Gap Analysis Career Paths Training Program Mentoring Program Complete Secretariat Staffing Plans Complete Infrastructure Staffing Plan Repeatable process Operating Model for IT Staffing Recruiting/Hiring Contractor conversion Transfers Reallocation Refine HR Processes 3a 1 2 3b 4 5 1

- 7 - DRAFT FOR DISCUSSION PURPOSES ONLY Change Impact Assessment Tool was developed during Phase I to capture details on 7/1 staff transitions and has been revised and enhanced to capture additional data for Phase II Focus for Phase II is an inventory of all IT professionals to determine the type of work they perform in terms of industry standard job families and job functions (e.g. infrastructure work, Secretariat IT service work, etc.). Tool has been pre-populated with data collected in phase I. Secretariats (SCIOs with assistance from agency designees) will populate new, yellow, columns for each IT professional: Organizational Title, Primary, Secondary and Other functional duties Data gathering has been made easier through drop down lists that include new functions; free form data entry is not required. Key dates: Distributed 8/28; Deadline for completion 9/14; Meetings will be scheduled with each Secretariat to provide guidance for accurate data collection Talent Management, HR and Labor Administration Sub-committee Report-out Change Impact Analysis Tool 1

- 8 - DRAFT FOR DISCUSSION PURPOSES ONLY Program Communications Fin Mgmt & Budgeting IT Governance Talent Mgmt, HR & Labor Admin 1

- 9 - DRAFT FOR DISCUSSION PURPOSES ONLY IT Financial Management & Budgeting Sub-committee Report-out Spending Plan Memo Guidance Memo released last Friday, 8/28 to address: ─Budget goals for IT consolidation for FY11 and beyond ─IT staff that should be consolidated for FY11 ─Supporting costs that should be consolidated for FY11 ─Lower object class spending that should be consolidated for FY11 ─Approach to consolidation through spending plans Please LeeAnn Pasquini with any additional questions at 1

DRAFT FOR DISCUSSION PURPOSES ONLY Program Communications Fin Mgmt & Budgeting IT Governance Talent Mgmt, HR & Labor Admin 1

DRAFT FOR DISCUSSION PURPOSES ONLY IT Governance Sub-committee Report-out Refined Framework for Program Benefits Efficiency Effectiveness Information Security Reduced and optimized IT spend per unit Elimination of duplicate IT systems Improved purchasing power by combining procurements Improved data protection Fewer IT systems hosted at insecure locations Improved monitoring, detection, alerting, and response capabilities Improved reliability of IT services Improved ability to align our IT resources with high- level priorities of Secretaries Improved data sharing capabilities Industry-standard delivery of IT services 1

DRAFT FOR DISCUSSION PURPOSES ONLY IT Governance Sub-committee Report-out Supporting Measures and Metrics for Program Benefits Efficiency To spend and invest in IT more wisely Effectiveness To deliver our IT services more reliably, and align our resources per business priorities Information Security To secure our information based on industry leading practices Reduced and optimized IT spend per unit Elimination of duplicate IT systems Improved purchasing power by combining procurements Improved reliability of IT services Improved ability to align our IT resources with high-level priorities of Secretaries Improved data sharing capabilities Industry-standard IT service delivery Improved data protection Fewer IT systems hosted at insecure locations Improved monitoring, detection, alerting, and response capabilities ↓ # of helpdesks ↓ # of desktop/LAN teams ↓ % of non-compliant websites ↓ # of applications being evaluated for consolidation ↓ Time required for constituents to find information* ↑ Service availability ↑ Improved security incident reporting and response ↑ Improved desktop protection and local area network security ↑ Improved EO504 compliance ↓ # of data centers ↓ # of networks (WANs) ↑ # of websites hosted on Mass.Gov ↑ % of users on MassMail ↑ Service reliability ↑ # of IT services based on industry standard frameworks ↑ # of formal career paths and training options ↓ # of security devices to deploy & maintain ↓ # of physical servers to secure ↑ Amount of comprehensive system protection * Composite Index Total Re-investment Opportunity:$X - $Y (TBD) BENEFITS MEASURES AND METRICS GOALS * Note: indicates measures that require further definition 1

DRAFT FOR DISCUSSION PURPOSES ONLY IT Governance Sub-committee Report-out Key Next Steps for Program Benefits Tracking Process Finalize list of benefit measures and corresponding definitions – next week ‘Socialize’ list of measures and corresponding definitions – early to mid-September Develop training / guidance materials on new benefits tracking process – mid-to-late September Kickoff new Benefits Tracking Process with Pilot Secretariat – late-September 1

DRAFT FOR DISCUSSION PURPOSES ONLY Program Communications Fin Mgmt & Budgeting IT Governance Talent Mgmt, HR & Labor Admin 1

DRAFT FOR DISCUSSION PURPOSES ONLY Program Communications Sub-committee Report-out Introduction to the Consolidation Communications Hub Contents Communications Tool Kit 1.0 Tools and templates for communicating about Consolidation Style Guide Tips and tools for creating materials Archive of Project Communications Blasts, Newsletter Links to feedback mechanisms FAQs, Anonymous Address, Feedback Form 1

DRAFT FOR DISCUSSION PURPOSES ONLY Program Communications Sub-committee Report-out Tool Kit 1.0 Walkthrough e/display/itconsolidation/Project+ Communications+Hub 1

DRAFT FOR DISCUSSION PURPOSES ONLY Infrastructure Consolidation Plan – Playbook Overview Step 1: Assess current environment and existing requirements Step 2: Develop infrastructure consolidation approaches The Playbook will outline a repeatable consolidation process that can be leveraged for data center services, network services, and /directory services. Primary responsibility Secretariat ITD Joint Step 3: Define detailed infrastructure plan Prioritize Step 7: Execute, migrations and stabilize environment Step 9: Refine capabilities Step 8: Transition to operations Step 4: Build ITD base capabilities Step 5: Develop detailed Secretariat consolidation plan Step 6: Provision resources according to plan Phase 2 July 6 – Sept 30 Gather and analyze detailed inventory related to infrastructure, applications, tools, and financials Develop consolidation waves Rationalize toolsets Develop staffing models and plans 2

DRAFT FOR DISCUSSION PURPOSES ONLY High-priority Program Issues and Risks Type (dependency, issue, or risk) TitlePriorityDetailsAction NeededDue DateOwner Dependency Distribution Lists High Critical IT Consolidation Program communications are not being distributed in a timely / accurate manner per the processes that were defined (e.g., last 3 IT Consolidation ‘ Blasts’) Identify a point person with whom the Communications Sub-committee can work to create a formal distribution list on the GAL (that uses the naming convention MARS Initials-DL-IT Consolidation Mailing List) By 9/1 Tue SCIOs Issue ITIL & ISO Workshops Med Not all Secretariats were represented at last week’s training workshop because communications were not channeled completely through in a timely manner Build awareness of repeated ITIL & ISO Workshop taking place later this week by ing out appropriate communications on this By 9/1 Tue SCIOs Risk Data Gathering High 7 out of 8 Secretariats missed the 8/20 deadline (now 10+ days overdue) for responses to the Data Center Services Inventory prohibiting the completion of Detailed IT Infrastructure Consolidation Plan that is due 9/30. Complete Data Center Services Inventory. Contact Deloitte point of contact (Greg Guadagnolo) with any questions. Cell: (510) By 9/4 Fri SCIOs Dependency Staffing Plans High IT Infrastructure Staffing Plans and Secretariat Staffing Models dependent on Staffing Inventory due for completion on 9/14. SCIOs and HR Directors to complete HR Change Impact Assessment Tool. By 9/14 Fri SCIOs 3