Commonwealth of Massachusetts Statewide Strategic IT Consolidation (ITC) Initiative Bi-weekly Statewide Working Group Discussion Document August 3, 2009 DRAFT – FOR DISCUSSION PURPOSES ONLY

Integrated Phase II Workplan (see handout) Agenda Integrated Phase II Workplan (see handout) Phase II Roles and Responsibilities Report-outs IT Services Consolidation Progress (see #1 above) Sub-Committee Progress High-priority Issues and Risks Immediate Action Items

1. Integrated Phase II Workplan (See handout / .vsd file)

2. Phase II Roles and Responsibilities Deloitte Team Role Responsibilities PMO Design and implement common processes and tools Identify, document and manage program issues, dependencies, and risks Develop program benefits tracking process, including vision, approach and tools Secretariat Planning Meet with each SCIO (or designated project manager) for 1-hour on a weekly basis , as needed, to review status of Secretariat consolidation plan, discuss issues/risks/escalations, and provide consolidation guidance on an as-needed basis Provide common templates and frameworks related to consolidated service models for the four Secretariat-level services Assist with the development of staffing plans based on industry best practices Detailed IT Infrastructure Planning Help ITD develop infrastructure consolidation strategies for hosting, servers, storage, virtualization, backup/recovery, database, and business continuity Lead weekly working sessions with Secretariats and ITD to develop detailed infrastructure consolidation plan Develop staffing plans that will outline process to transition staff from Secretariats to ITD over the next 1-2 years Service Excellence Define long-term chargeback vision and maturity reference model Support ITD CFO to develop a financial chargeback plan that integrates with the infrastructure consolidation plan Conduct ITIL maturity assessment for ITD, and develop ITIL integration approach and roadmap

2. Phase II Roles and Responsibilities (continued) Deloitte Team (continued) Role Responsibilities Communications Support Chair with overall coordination of working sessions, including agenda planning Participate in weekly working sessions in a support role Assist Sub-committee Chair with drafting and distributing communications materials defined in Communications Plan and Communications Toolkit v1.0 IT Governance Assist with drafting of template materials as needed IT Financial Mgmt & Budgeting Talent Mgmt

2. Phase II Roles and Responsibilities (continued) Commonwealth Team Role Responsibilities SCIOs Lead the continued development and / or implementation of respective Secretariat Consolidation Plan Provide weekly status updates to PMO and Deloitte SPOC for Secretariat Planning Identify appropriate lead / PM within Secretariat to serve as another main point of contact for Program Deputy CCIO Identify appropriate lead for detailed IT infrastructure consolidation planning effort Review drafts of Detailed IT Infrastructure Consolidation Plan Support CCIO in establishment of IT Governance Sub-committee Chairs Develop workplan, build team, and assign owners to drive workplan activities Develop agendas for weekly / bi-weekly working sessions Drive agendas and workplan completion ITD Finalize IT governance working group membership, roles, responsibilities, and timing Assign service leads (facilities, servers, storage, etc.) to work with Deloitte on a weekly basis to develop detailed infrastructure plan Lead Service Catalog and chargeback activities with support from ITD CFO and Deloitte

3. Weekly Sub-Committee Report Out Status Key Achievements Key Issues Key Next Steps At Risk Talent Mgmt, HR & Labor Admin Marcie Desmond Barb Wooten Formed Sub-committee Established weekly working sessions Co-chairs are out of office for the next 1.5 weeks Develop high level plan for classification of job families and titles Develop high level plan for identifying IT infrastructure staff On Plan IT Fin Mgmt & Budgeting LeeAnn Pasquini Formed Sub-committee Defined timeline, workplan, and key Phase 2 milestones Developed guidance on FTE/budget rollups and IT admin staff allocation discrepancies Need greater CFO participation from Secretariats Coordinate SLA Development Refine Chargebacks and Subsidies On Plan IT Governance Anne Margulies Defined Sub-committee Charter and Goals for Phase 2 Defined Timeline, Workplan and Key Phase 2 milestones Continued refining membership of governing bodies and associated working groups Implementation timeline Charters Process to develop benefits tracking process Finalize membership Finalize objectives of each group Begin evaluating KPIs and current measures On Plan Communica- tions John Glennon Formed Sub-committee Defined Timeline, Workplan and Key Phase 2 milestones Initiated Wiki Refresh Drafted Tool Kit Table of Contents Identifying working group liaisons Identifying and vetting distribution lists for all constituencies Publish Wiki Draft Finalize Tool Kit Table of Contents Define Release Channels Legend: On Plan At Risk Behind Plan

4. High-priority Issues and Risks Type (dependency, issue, or risk) Title Priority Details Action Needed Owner Hybrid Mass.Gov Re-tooling Decision Med The timing of retooling impacts the ability for Secretariats to portalize per Secretariat Plans for X out of Y Secretariats and can negatively impact the ability to meet the 12/31/2010 compliance deadline per Exec. Order No. 510. Decision needs to be made on approach and timing – i.e., portalize and retool or vice versa? Anne Margulies Risk Delay of 2 Secretariat Town Halls Low Working Group was originally targeting end of July as a target date to complete all Town Halls, but EOE will not hold one due to organized labor push-back and EOHHS will not hold its Town Hall until August. Identify other methods and venues / channels through which the same communication themes may be messaged; update Wiki as soon as possible. John Holbrook, Tom Curran

5. Immediate Action Items Owner Priority Due Date Complete Secretariat Town Hall meetings SCIOs High 7/31 Finalize PMs for each Secretariat IT Service who will lead the IT Consolidation efforts going forward and assign members to these teams Build IT service teams and kickoff Phase 2 efforts SCIOs / Secretariat PMs TBD Finalize ISAs Secretariat CFOs 7/6 Review key activities and milestones for each Secretariat IT service and either initiate Phase II implementation activities or detailed planning activities as appropriate Secretariat PMs / SCIOs 8/6 Identify which IT leads within the Secretariat should attend the ITIL v3 and ISO 27001 workshop, which will take place in mid August (as a Webinar) SCIOs (or designate) Low

Appendix

Phase II Workplan 1.0 – Program Management TEMPLATE Phase II Workplan 1.0 – Program Management We Are Here Key Activities 1 2 3 4 5 6 7 8 9 10 11 12 13 7/6-10 7/13-17 7/20-24 7/27-31 8/3-7 8/10-14 8/17-21 8/24-28 8/31-9/4 9/7-11 9/14-18 9/21-25 9/28-10/2 Plan Develop PMO processes, tools, workplan, & proj plan Finalize IT Gov R&Rs Identify integration points Phase 1 PMO design Governance Bodies Integrated Prgm Wkplan & Detailed Proj Plan 2. Design and Setup Establish PMO Conduct preliminary Sec. training Rollout across Gov. Groups & related Working Grps Phase 2 PMO implementation SCIO Support, Integration, & Coordination Support, Integration & Coordination w/ Gov Groups & related Wkng Groups 3. Implement & Monitor Refine PMO Measure and monitor Prgm Benefits Phase 3 PMO Weekly Cadence Benefits Realization Process in effect 4. Initiate Transition Identify CMW PM Conduct knowledge transfer, incl. documentation Phase 4 CMW PM Knowledge Transfer

Phase II Workplan 2.0 – Secretariat IT Services Consolidation TEMPLATE Phase II Workplan 2.0 – Secretariat IT Services Consolidation We Are Here Key Activities 1 2 3 4 5 6 7 8 9 10 11 12 13 7/6-10 7/13-17 7/20-24 7/27-31 8/3-7 8/10-14 8/17-21 8/24-28 8/31-9/4 9/7-11 9/14-18 9/21-25 9/28-10/2 High Level Planning Secretariat Town Hall Meetings Finalize High Level Plans and Roadmaps High Level Planning Secretariat Town Halls Complete Final 2. Ramp Up Identify Secretariat PMs and Form Teams Kickoff meetings Facilitate ITIL v3 and ISO 27001 workshops Ramp Up PMs Identified and Teams Formed Kickoff Meetings for Each IT Service Complete Workshop 1 Workshop 2 3. Detailed Planning and Implementation Develop implem. templates Develop staffing models Cross-Secretariat Summits Develop Helpdesk strategy Detailed Planning and Implementation Outline Draft Final Outline Draft Final Helpdesk and Desktop/LAN Summit Develop Secretariat IT Consolidation Plans and Helpdesk Strategy

Phase II Workplan 3.0 – Commonwealth IT Infrastructure Consolidation TEMPLATE Phase II Workplan 3.0 – Commonwealth IT Infrastructure Consolidation We Are Here Key Activities 1 2 3 4 5 6 7 8 9 10 11 12 13 7/6-10 7/13-17 7/20-24 7/27-31 8/3-7 8/10-14 8/17-21 8/24-28 8/31-9/4 9/7-11 9/14-18 9/21-25 9/28-10/2 Plan Access ITC Collateral Deliver ITC Infra Kick-off Brief Finalize Outline for the Detailed Plan Plan ITC Collateral Assessment Baseline Infrastructure Consolidation Kick-off Outline of the Detailed Infrastructure Consolidation Plan 2. Design Define Data Collection Approach & collect missing data Define Playbook models Develop Draft of the Detailed Plan Design Secretariat data collection complete Consolidation Approach models complete Detailed Infrastructure Consolidation Plan draft 3. Deliver Apply Playbook models to Secretariats Define ITD capabilities Roadmap Finalize Detailed Plan Deliver Apply Playbook models to Secretariats ITD capabilities Roadmap Detailed Infrastructure Consolidation Plan

Phase II Workplan 4.0 – Commonwealth Service Excellence TEMPLATE Phase II Workplan 4.0 – Commonwealth Service Excellence We Are Here Key Activities 1 2 3 4 5 6 7 8 9 10 11 12 13 7/6-10 7/13-17 7/20-24 7/27-31 8/3-7 8/10-14 8/17-21 8/24-28 8/31-9/4 9/7-11 9/14-18 9/21-25 9/28-10/2 4.1 Chargeback Chargeback Maturity Address Challenges Apply Model to existing rates Create Vision Chargeback Long-term Vision and Maturity Model Maturity Reference Model Mitigation Strategies Developed for Challenges Chargeback integrated with IT Infrastructure Consolidation Plan Chargeback Vision and Maturity Model Created 4.2 Integration & ITIL Processes Interviews Maturity Assessment Integration Points Roadmap for Improvement & Integration Integration Approach between ITD and Secretariats for Six ITIL Processes Conduct ITIL Process Assessment Interviews ITIL Maturity Assessment: Gaps & Improvement Opportunities for ITD Process Integration Points with Secretariats Defined Integration Approach and Process Development Roadmap