Commonwealth of Massachusetts Executive Office of Health and Human Services Statewide IT Consolidation Initiative Update EOHHS Town Hall February 2010

1 Agenda Welcome IT Consolidation Project Update Picture of the Current and Future IT Workforce Transition Plans ―EOHHS Consolidation Changes Wave 1 Plans ―What is Wave 1? ―ITD Consolidation Changes ―Data Center Job Functions Moving to ITD Wave 1 Process ―Principles and Considerations ―Staffing Process ―Timeline Q&A

2 IT Consolidation Project Update

3 The Commonwealth’s approach to managing IT is unsustainable. Current State Our IT environment is too complex, too difficult to maintain, and increasingly difficult to secure. Our IT Environment 15 Major Data Networks 400 Job Titles for 2,003 IT FTEs 24 Systems 183 Data Centers 57 Desktop and LAN Organizations 48 Helpdesks 200 Phone Systems

4 Program Structure Consolidation not only impacts three technology service areas but also requires reinvention of four administrative areas as well. Key Benefits Efficiency Effectiveness Information Security Secretariat IT Services Commonwealth IT Infrastructure Service Commonwealth Service Excellence Helpdesk Services Desktop and LAN Services Website Information Architecture Services Applications (as specified by SCIOs) Data and Telecommunications Network Services Data Center Services Web Hosting and Portal Services and Directory Services Service Catalog Chargeback Rates Service Levels ITIL-based Service Management Processes IT Governance: Planning, Budgeting, Service Levels, Performance Management Related Administrative Processes: Procurement, Financial Management, Facilities, Legal IT Organizational Development: Career Paths, Training, Apprenticeships/Mentorships Communications Management: Town Halls, Wiki Updates, Newsletters, Performance Reporting

5 Benefits Consolidation will result in smarter investments, improved services, and enhanced security. Consolidation will drive towards three strategic benefits.

6 Progress to Date Significant progress has been made across all Secretariats.

7 Vision of the Workforce Vision for the IT workforce is one which supports: CommunityCollaboration Customer Focus

8 Commonwealth IT Learning Program IT Consolidation Working Group is in the process of developing a retraining program that will be launched July 1, Training UMass Boston classroom training Commonwealth ITIL Awareness training Michigan IT University Mentoring Job Shadowing Coaching Career Development Career Paths Commonwealth IT Learning Program Recommended Courses: Applications Development Quality Assurance Project Management Business Analysis IT Management Supervision Certification

9 What’s in it for me? As a result of IT Consolidation of data centers at ITD, EOHHS IT staff will have opportunities to: Become more specialized in IT services they provide to the business Join a defined career path based on industry-standard job families, functions, and titles Enhance and refine skill sets Be mentored Experience industry-leading technologies like the green Data Center in Springfield and server virtualization Change means new opportunities for staff to help provide excellent customer service to EOHHS agencies and citizens of the Commonwealth.

10 Picture of the Current and Future IT Workforce

11 Picture of the Current IT Workforce IT Consolidation has resulted in a better understanding of the Commonwealth’s IT workforce. Workers fall into one of three categories: State Employees (FTEs), Project Based Contractors—Work on a specific project with a defined time frame Non-Project Based Contractors—Work in IT but not on defined projects, e.g. staff augmentation Staffing estimates as of January 20, 2010 EOHHS IT workforce is ~38% of the Commonwealth’s IT Workforce Commonwealth IT Workforce 2,003 Total IT Staff EOHHS IT Workforce 746 Total IT Staff

12 Picture of the Future IT Workforce This future vision of the workforce will be achieved through: 1.Contractor conversions 2.Attrition 3.Retraining/redeployment of FTEs We can manage our consolidated infrastructure with fewer people but will do this by increasing the number of FTEs and decreasing our reliance on contractors. Commonwealth IT WorkforceEOHHS IT Workforce

13 Transition Plans

14 The Enhanced EOHHS Organization The organization of EOHHS will change in order to support the consolidation of IT infrastructure. Changes to the organization will provide career opportunities for staff, streamline service delivery, and enhance management of IT assets.

15 Progress to Date/ Estimated Consolidation Timelines and Web IA Services have been consolidated VOIP implementation in progress across EOHHS Data Center pilot initiated TypeQ3Q4Q1Q2Q3Q4Q1Q2Q3Q4Q1Q2Q3Q4Q1Q2Q3Q4 Helpdesk Desktop/LAN Web IA Applications Data Center Networks FY’10 FY’11FY’12FY’13FY’14 DC Wave 1 DC Wave 2 DC Wave 3 DC2 DR Build-Out Secretariat Services Infrastructure Services VOIP Progress to Date Estimated Timelines for IT Consolidation Activities Application Consolidation

16 Wave 1 Plans

17 What is “Wave 1?” Wave 1 includes the movement of EOHHS Data Center Services to ITD. Related technology assets and staff will move to ITD as part of Wave 1. EOHHS operates and supports 29 separate data centers. Pilot EOHHS 600 Washington  MITC By April 2010 Beginning May 2010 through July 2011 Implement ITD managed services for all EOHHS data centers Future StateCurrent State EOHHS Data Center Services

18 The Transformed ITD Organization ITD is also changing to support consolidation at EOHHS and provide career development opportunities for EOHHS IT Staff ITD is transforming its organization to enhance focus on customer service and business priorities.

19 ITD Staffing Opportunities for Wave 1 Approximately 60 opportunities will open for EOHHS staff. These will include supervisory and non-supervisory positions. The table below summaries available functions and roles. Commonwealth Job FunctionsJob Role Data StorageStorage (Operations & Engineering) Database Administration Oracle Database (Operations & Engineering) SQL Database (Operations & Engineering) /DirectoryApplications Office EngineeringInfrastructure Planning Hosting; MidrangeDistributed Hosting Services (Operations & Engineering) Infrastructure ArchitecturePolicy & Architecture Network Network Engineering Network Operations Operations Availability/Monitoring Backup/Recovery Facilities Operations Bridge Tape Management/Scheduling Project ManagementProgram Management Office Security AnalysisSecurity Service ArchitectureIntegration Services (Operations & Engineering) Service ManagementITIL Tools VoIP Core Services Hosting Network Engineering Network Operations Service Manager

20 Wave 1 Process

21 Wave 1 Staffing Principles and Considerations 1.Avoid layoffs 2.Maintain open and transparent communications 3.Uphold both the spirit and intent of existing Collective Bargaining Agreements 4.Retrain and redeploy staff  Staff are empowered to choose their career path. They must be given information about career opportunities so they can make informed decisions about whether or not to apply  Job opportunities should be open to all, and first consideration should be given to staff currently performing the work  To be selected, staff must meet skill set and knowledge qualifications Key Considerations Guiding Principles

22 Wave 1 Staffing Process Positions moving to ITD will be announced and open to EOHHS IT Staff. Information, including links to position descriptions, will be distributed to EOHHS IT Staff in the IT Consolidation Blast on Friday, February 12. Staffing Priorities Distribution of Information 1.Staff must meet essential skill set and knowledge qualifications for the specific job function and role. 2.For those who apply, priority will be given to those currently performing the function. 3.Seniority will apply when the number of qualified applicants within a priority group exceeds the number of available positions. 4.Opportunities for supervisors will be provided only to EOHHS Supervisors in these functions. 5.Unfilled positions will be opened to IT staff across the Commonwealth.

23 Wave 1 Timeline 2/8-12: Town Halls 2/12: Blast 2/16-3/2: Post All Positions 2/23: Supervisory Meet and Greet 3/10: Select Supervisory Positions 3/18 and 3/25: Non-Supervisory Meet and Greet 4/21: Select Non-Supervisory Positions April and May Beginning of MayMay 2010 – June 2011July 1, 2010 Post & Select Transition to ITD Conduct EOHHS Town Hall Meetings/Finalize Process Steps with NAGE Post All Positions and Select Supervisory Positions Select Non-Supervisory Positions Transitioning Staff Conduct Knowledge Transfer for Duties Not Moving to ITD Conduct Onboarding Meeting for Staff Moving to ITD Move New ITD Staff as Data Center Technology Assets Move Conduct First Round of Retraining

24 Questions?