1 the best Commonwealth AITR Communications Exchange Lem Stewart CIO of the Commonwealth Commonwealth AITR Meeting December 19, expect the best 1

2 the best Welcome! Our Agenda Opening remarks Your topics –Decentralized service rates –Service delivery staff - customer communications –Procurement Working Group update –Technical architecture overview –IT investment management update Your questions –Supplier Managed Staff Augmentation Open Q&A

3 the best Decentralized Service Rates expect the best 3

IT Partnership Procurement Update Service delivery staff – Customer communications

IT Partnership Procurement Update Procurement Working Group update

Insert Deck Title Here (on Slide Master-under View menu) PWG Members Mary Clarke, Virginia Department of Transportation Gay Cohn, Virginia Department of Health Beth Easter, Department of Military Affairs Jim Gargasz, Department of Military Affairs Craig Goeller, Department of Medical Assistance Services Vicki Krisnitski, Department of Game & Inland Fisheries Debbie Madison, Department of Corrections Pat Paquette, Department of Health Professions Steve Rusch, Department of Conservation & Recreation Bob Sievert, Department of General Services

Insert Deck Title Here (on Slide Master-under View menu) Action List Review of the Request for Services process (RFS), time intervals, and examples of the process Review of the Telecommunications Service Request (TSR) process, services, intervals for TSR completion, and key 3 rd party suppliers Review of how VITA communicates information to agencies

Insert Deck Title Here (on Slide Master-under View menu) Scope and Objectives Work Group Members Patricia Paquette (Lead) Craig Goeller James Gargasz Catherine Nott (APM) Zeta Wade George Vrtiak

Insert Deck Title Here (on Slide Master-under View menu) Scope and Objectives Scope- purpose of the group Duration- how long the group should be in existence Objective-Identify goals of the group

Insert Deck Title Here (on Slide Master-under View menu) P2P Work Group Members Debbie Madison (Lead), VADOC Mary Clarke, VDOT Craig Goeller, DMAS J B Edmonds, VITA Tammy Helms, NG Ken Golaszewski, VITA George Vrtiak, NG Zeta Wade, VITA

Insert Deck Title Here (on Slide Master-under View menu) P2P Bottlenecks Exploring How agency can cross reference an eVA PR number to a Northrop Grumman PO number to the packing slips and shipping labels Diversity in agency’s procurement systems Who should be contacted with questions Who should be contacted if you don’t receive adequate response?

Insert Deck Title Here (on Slide Master-under View menu) Urgent Procurement Work Group Members Vicki Krisnitski (Lead), DGIF Tammy Helms, NG Steven Rusch, DCR JB Edmonds, VITA Bob Sievert, DGS Norm Hill, VITA Zeta Wade, VITA

Insert Deck Title Here (on Slide Master-under View menu) Urgent Procurement Define urgent procurement Recommend guidelines to facilitate the procurement of goods and services in an expedited manner Recommend a proposed process

Insert Deck Title Here (on Slide Master-under View menu) Future Action Items Define the relationship between RFS and CATSPA Establish a process for handling how procurements are paid for with federal funds Escalation of a procurement request Expiring Contracts Relationship between RFS and CATSPA

IT Partnership Procurement Update See: Technical architecture overview presentation

Commonwealth of Virginia Information Technology Sponsored By Administered By Investment Management

 How are investments in information technology controlled at an agency and Commonwealth level ? Commonwealth of Virginia ITIM  How can these investments be leveraged?  How can leveraging generate ‘internal capital’?  Leadership Questions Information Technology Investment Management (ITIM)  A business investment methodology  A comprehensive view of investments from multiple levels  Investments aligned to strategic direction 17

Commonwealth of Virginia ITIM ITIM Defined 18 A management process that provides for the identification (pre-selection), selection, control, and evaluation of (business driven) IT investments across the investment lifecycle. ITIM uses structured processes to minimize risks and maximize return on investments. ITIM is the basis for the Commonwealth’s approach to technology management as approved by the ITIB in the Commonwealth Technology Policy

Benefits  ITIM within the Performance Leadership Model (PLM) Performance Leadership Best Managed State in the Nation Virginia Maintains AAA Bond Rating Virginia: Best State for Businesses Commonwealth Information Technology Investment Management (ITIM) Long-Term Objectives Service Area Plans I.T. Strategic Plans Agency Strategic Plans EfficiencyEffectiveness Efficiency & Effectiveness Council on Virginia’s Future 2003 Commonwealth Strategic Planning Process 2005 Commonwealth Strategic Plan for Information Technology 2006 Commonwealth of Virginia ITIM 19

COV I.T. Strategic Plan (Collaboration)  Managing & Leveraging Investments within the PLM Agency Investments Secretariat Investments Commonwealth Investments Create a picture of investments Analyze investments and identify opportunities Leverage investment Alignment Investment Views Agency Priorities Governor’s Priorities & Strategic Initiatives Commonwealth of Virginia ITIM 20

 ITIM Process Overview (Framework for Commonwealth ITIM) Commonwealth of Virginia ITIM 21 Pre-Select Control Business Plans & Needs Evaluate IT Investment Portfolio Management Tool Commonwealth Strategic Planning Process Select Investment Results Are the selected IT investments performing as planned? What proposed IT investments potentially solve business needs? Did the selected IT investments deliver the expected business value? Which IT investments best meet the business needs?

 The Commonwealth must be innovative in the way in which it invests in I.T.  Why ITIM, Why Now ?  Commonwealth goal of continuous improvement  The Commonwealth must find ways to meet increasing demands through cost savings and increased productivity “Expand constituent impact through lower operation costs”  Investment management can contribute to lower operating costs and the generation of internal capital “We must pursue more aggressive, transparent goals” Governor Tim Kaine Commonwealth of Virginia ITIM

 Managing Expectations  As experienced by AARP, investment management is a process requiring cultural change and time to mature. Commonwealth of Virginia ITIM EPM: Enterprise Portfolio Management

 Implementation Goal/Timeframe  Nov 06 – Mar 07 Execute education campaign to create a level of awareness  Mar 07 Implement portfolio management tool  Sept 07 – Apr 08 Agencies conduct self assessment and develop ITIM plans  May 08 – Jul 10 Agencies implement ITIM  Jul 10 Agencies conduct self assessment  Maturity Goal – July 2010 Commonwealth minimum level 2 Commonwealth of Virginia ITIM

 Implement the ProSight portfolio management tool for Commonwealth investments (Tool replaces CATSPA, the Projects Dashboard, and automates PM Standard templates)  Milestones  Oct – Dec 06: Customize training materials using a role based training model  Jan 07: Standup production server and complete final data migration  Jan – Mar 07: Conduct training  Mar 07: Convert CATSPA and the Dashboard  Mar 28, 2007: ProSight “go live” Commonwealth of Virginia ITIM Implementation Schedule Phase I Details (Present – March 28, 2006) 25

 Implementation Timeline Commonwealth of Virginia ITIM 26

 Customer Advisory Group  VITA to establish Directorate level Customer Advisory Groups  Groups will consist of appropriate agency executive leadership representation.  Groups will work in a collaborativemanner, to advise on day to day operational issues and the development and implementation of Commonwealth initiatives. Commonwealth of Virginia ITIM  Customer Advisory Group for IT Investment and Enterprise Solutions to work on ITIM.

 Next Steps in Phase I Education and awareness campaign Roll out investment portfolio management tool Implement standards and guidelines for the use of ITIM Commonwealth of Virginia ITIM

 Initial impact will vary by agency size Agency Impact  Agency Impact Commonwealth of Virginia ITIM  For the majority of agencies there will be minimal impact  Impact over time  The level to which an agency commits may increase over time as benefits of ITIM are seen  As an organization matures in ITIM and the methodology becomes institutionalized, the support infrastructure should be reduced  For the larger agencies the support infrastructure established will be based upon the level to which ITIM is implemented 29

 Agency Role  Implement the Commonwealth Portfolio Tool (ProSight) (Mar 07)  Conduct self-assessment and develop ITIM plan (Sep 07 – April 08)  Implement agency ITIM plan (May 08 – July 10) Commonwealth of Virginia ITIM

Questions ? Commonwealth of Virginia ITIM Contact Information 31 Constance Scott Project Management Consultant Project Management Division IT Investment and Enterprise Solutions Virginia Information Technologies Agency

32 the best Your Questions expect the best 32

33 the best Supplier Managed Staff Augmentation Concerns about SMSA program –Quality of staff due to fee assessed by prime contractor –Agencies concerned about transition of old staff augmentation resources Cost Institutional knowledge loss if current supplier does not join program

34 the best Supplier Managed Staff Augmentation Program New model for hiring staff augmentation implemented this year Robust subcontractor network and hiring progress is managed by a service provider through a web-based request system What has happened so far 207 Contractors placed through system 44% of active subcontractors are SWaM’s; 67% of positions through SWAM subcontractors Service level performance through Oct., 2006 –90% of time resumes of qualified candidate provided within 72 hours of hiring manager’s request (require 3-5 resume in first round) –93% of time Contractors positions filled with first round of candidates –98.99% of time program has been able to fill agency request

35 the best Supplier Managed Staff Augmentation Concern - Quality of contractors Many agencies concerned about ability to attract higher level skills – New job description for senior consultants created Rates charged by service provider are in line with market Overall fill rate indicates that service provider has been able to attract qualified candidates (98.99%) 88% of SMSA users found candidates meet or exceed expectations in agency survey performed July staffing firms are in subcontractor network Staffing firms make less in this model, but have less expenses (eVA fees paid by service provider, reduced need for sales staff, etc.)

36 the best Supplier Managed Staff Augmentation Concern - Loss of institutional knowledge from loss of specific resource –Agencies granted opportunity to extend existing resources for up to a year prior to expiration of old staff aug contracts –Encourage agencies to use this time to pursue the strategy that best fits their situation– such as Knowledge transfer to permanent employee Hire permanent position Plan transition to SMSA resource Encourage subcontractor to join subcontracting network 120 companies in the network may be attractive to individual –VITA staff and CAI staff available to assist agencies with transition, scheduling meetings in January with agencies

37 the best IT Consulting and Staff Aug. Advisory Council Formed to provide oversight, best practices, information sharing, address concerns Work with VITA to resolve issues, shape solutions and identify opportunities for Commonwealth to meet consulting and staff augmentation needs Current or potential users welcome

38 the best Questions & Answers expect the best 38

39 the best Moderated Q&A To make the session productive –Ask questions that apply to multiple agencies –Please talk to your CAM with agency-specific questions –New issues may go to “parking lot” for future meetings We welcome your questions –Call us or send your questions to us after the meeting What’s on your mind?

40 the best Future Topics January meeting –Governor’s initiatives –Enterprise Applications PPEA update –IT security roles and responsibilities –Transformation update Other topics?

41 the best Conclusion Next meeting: January 23, :30 a.m. Networking 9 – 11 Meeting Location TBD Send your questions, comments, suggestions to: