Deloitte Consulting LLP Commonwealth of Massachusetts Statewide Strategic IT Consolidation (ITC) Initiative June 29, 2009 DRAFT – FOR DISCUSSION PURPOSES ONLY

- 1 - DRAFT FOR DISCUSSION PURPOSES ONLY Agenda Workplan Status ̶ Overall Progress Snapshot for Infrastructure Plan, Org Dev Plan, and Comms Plan ̶ SCIO Roundtable Update for Secretariat Plans Sub-committees Updates ̶ IT Governance ̶ IT Administration ̶ Org Dev and Comms Key Topics for Discussion ̶ Review of Draft Roadmaps (wallcharts) ̶ Post-7/1 ‘Go-Forward’ Discussion and Proposed New Schedule ̶ Enhanced Procurement Project Update and Dependencies

- 2 - DRAFT FOR DISCUSSION PURPOSES ONLY Workplan Status Overall Progress Snapshot IT Consolidation Planning Timeline Key Planning Threads MarAprMayJun WK1WK2WK3WK4WK5WK6WK7WK8WK9WK10WK11WK12WK13WK14WK15WK16 3/16-3/203/23-3/273/30-4/34/6-4/104/13-4/174/20-4/244/27-5/15/4-5/85/11-5/155/18-5/225/25-5/296/1-6/56/8-6/126/15-6/196/22-6/266/29-7/1 1.0 – Create Common IT Consolidation Planning Approach 2.0 – Create Secretariat IT Consolidation Plan 3.0 – Create High-Level IT Infrastructure Plan 5.0 – Create and Begin Execution of IT Consolidation Communications / Org Dev Plan 3/20 Draft Approach & Framework 3/27 Finalize Approach & Framework 3/16 Kick-Off 3/27 Hackett Data Available 5/29 Draft Secretariat Plans Due Pilot Current State Analysis Complete 6/30 Final Secretariat Plans 4/3 Draft Secretariat Plan Outline Conduct consolidation working sessions Day 1T-30T-60T-90 Rapidly Execute Consolidation Planning 4/3 Draft High-level Infrastructure Plan Outline 5/8 Draft #1 5/29 Final High-level Infrastructure Plan Conduct consolidation working sessions 4/30 Org Development Plan 4/30 Communications Plan 4/13 Draft Org Development Plan 4/13 Draft Communications Plan Implementation Initiated 5/30 High-level Infrastructure Plan 7/1 Secretariat IT Consolidation Plans 4/17 Pilot Complete Review and Validate We Are Here 4/1 Kickoff EOHHS draft EOPSS EOTPW EOEEA EOLWD EOHED ANF EOE Network Strategy session 5/18 Draft #2 Begin Secretariat town-hall meetings Develop roadmap wall-charts HR Readiness prep Review and Refine Plan Major Milestone Key Activity Exec Order 510 Compliance Deadline Interim Milestone Key Session / Meeting

- 3 - DRAFT FOR DISCUSSION PURPOSES ONLY Workplan Status SCIO Roundtable on Secretariat Plans Key ActivityEOHHSEOEEAANFEOHEDEOPSSEOLWDEOEEOT 1 Conduct kickoff meeting with SCIO (and CFO/HR leads as needed)  2 Conduct orientation meeting with key stakeholders  3 Conduct series of working sessions with IT service owners  4 Develop draft plan for review by IT service owners  5Review draft plan with SCIO  6 Incorporate edits based on review sessions  7 SCIO to review draft plan with IT and Business stakeholders to obtain feedback  8 Review draft plan with CCIO and SCIO TBD 6/30TBD  9Conduct Secretariat Town HallsTBD 7/14TBD6/256/30TBD

- 4 - DRAFT FOR DISCUSSION PURPOSES ONLY Discussion: Draft Roadmaps

- 5 - DRAFT FOR DISCUSSION PURPOSES ONLY Key Topics for Discussion Post 7/1: Draft Roadmaps See.PDF /.VSD wallcharts

- 6 - DRAFT FOR DISCUSSION PURPOSES ONLY Discussion: Post-7/1 ‘Go Forward’ Plan and Schedule

- 7 - DRAFT FOR DISCUSSION PURPOSES ONLY Key Topics for Discussion Post 7/1: Key Milestones Major Milestone Key Activity Exec Order 510 Compliance Deadline Interim Milestone Key Session / Meeting IT Consolidation Initiative Key Threads July 2009August 2009September 2009 WK1WK2WK3WK4WK5WK6WK7WK8WK9WK10WK11WK12WK13 7/6-107/13-177/20-247/27-318/3-78/10-148/17-218/24-288/31-9/49/7-119/14-189/21-259/28-9/30 Program Leadership Secretariat IT Consolidation Commonwealth IT Infrastructure Consolidation Commonwealth Service Excellence Secretariat Town Halls complete PMO / PLG established Program Workplan

- 8 - DRAFT FOR DISCUSSION PURPOSES ONLY Key Topics for Discussion Post-7/1: Key Immediate Activities Key ActivityOwnerTimeframe / Due Date CCIO continues review of draft Secretariat PlansCCIO 7/6 – 7/17 SCIOs schedule and hold review meetings with CCIO to discuss concerns, anticipated challenges, issues SCIOs 7/6 – 7/24 SCIOs identify and begin forming Secretariat project teams who will execute activities in respective plans SCIOs 7/6 – 7/17 CCIO to identify Committee Chairs and Governance Chairs where needed CCIO 6/29 – 7/10 SCIOs continue preparing for Secretariat Town HallsSCIOs 6/29 – 7/24 SCIOs begin reviewing and refining Draft RoadmapsSCIOs 7/6 – 7/17

- 9 - DRAFT FOR DISCUSSION PURPOSES ONLY Key Topics for Discussion Post-7/1: Standing Working Groups and Meetings Committees #CommitteePurpose / Focus Meeting Frequency Chair 1IT GovernanceSLAs, ‘culture transformation’, KPIs, measurement methods, and tracking process Bi-weeklyAnne Margulies 2IT AdministrationBudget/Finance, Contract/Procurement, Funding sources, and Legal matters WeeklyProposed: LeeAnn Pasquini 3Talent ManagementCareer paths, training, mentoringBi-weeklyMarcie Desmond 4HR and Labor Administration HR administrative matters (e.g., payroll), and labor matters WeeklyProposed: Paul Dietl 5Communications360-degree day-to-day + strategic Initiative communications Bi-weeklyProposed: John Glennon (with EOHHS support) Key Working Sessions #CommitteePurpose / FocusMeeting Frequency 1IT Consolidation Transition Team Continue momentum of initial Working Group Bi-weekly (every other Monday) 2CIO CabinetSLAs, ‘culture transformation’Weekly (every Monday)

DRAFT FOR DISCUSSION PURPOSES ONLY Discussion: Enhanced Procurement Project Update and Dependencies Presented by: Helen O’Malley

Information Technology Division Executive Office for Administration and Finance IT Consolidation Working Group Meeting June 29, 2009 Annual Procurement Plan Discussion

12/7/ Enhanced Procurement Project Goals Overall Project Goals – Lower licensing and maintenance costs through improved volume discounts – Achieve constancy of vendor support/services across agencies – Simplify complex, paper intensive procurement processes through automation – Align Commonwealth IT procurement rules with industry imperatives – Support IT consolidation efforts Major Activities – Negotiate Commonwealth Enterprise Licenses for highly utilized vendors – Project future needs for major vendor products: aggregate purchases – Streamline the procurement process: work with OSD and OSC to improve current IT procurement rules – Improve data available for decision-making on IT procurement strategies

12/7/ Annual Secretariat IT Procurement Plan Goals for Today’s Meeting – Review draft instructions, timeline and format for proposed annual Secretariat IT Procurement Plan – Obtain SCIO input on purpose, scope and timing – Discuss vendors to be included in FY10 pilot plan: where are dollars likely to be spent in FY10? Purpose of Plan – Meet EO 510 requirements – Identify opportunities for strategic purchasing to reduce costs FY10 Plan Scope and Timeline – Select small # vendors plus key IT consolidation areas – Hardware, software, telecommunications only – Does not include staff augmentation, tech specialists, solution providers – Due 9/4 (?) plus quarterly updates

High Level Timeline for FY10 Pilot Procurement Plan FY 10 MilestonesJulAugSeptOctNovDecJanFebMarAprMayJun Tasks ●Develop forms/instructions for annual secretariat procurement plan7/15 ●Identify ITD ownership of data analysis and working with SCIOs7/15 ●Hold meetings with SCIOs and secretariat IT steering committees8/1 ●FY10 plans due from SCIOs9/1 ●ITD reviews plans to identify strategic procurement opportunities10/1 ●Implement strategic procurements and track savings 6/30 ●Quarterly plan updates due from SCIOs12/303/306/30 ●ITD review of quarterly plan updates1/304/30 ●On-going implementation of strategic procurements 6/30 ●Lessons learned and recommendations for FY11 secretariat procurement plan format and process6/30 12/7/201514

12/7/ Top Telecommunications Vendors (FY06-08) VendorTotal 3 Year Spend Verizon$ 58.9M Motorola$ 16.2M Avaya$ 5.8M Nextel$ 5.5M AT&T$ 1.8M QWEST$ 1.6M Paetec Communications$ 1.1M Mitel Networks$ 1.1M

12/7/ Top Software Vendors (FY06-08) VendorTotal 3 Year Spend Oracle/BEA$ 14.9M Microsoft$ 10.9M IBM/Cognos$ 8.2M EMC$ 2.0M Novell$ 1.7M Symantec$ 1.7M Attachmate$ 1.2M Sun Microsystems$.95M VMWare$.93M RedHat$.71M

12/7/ Top Hardware Vendors: Combined PC and Server (FY06-08) VendorTotal 3 Year Spend Hewlett-Packard$ 19.0M EMC$ 13.3M Dell$ 11.3M IBM$ 10.3M Unisys$ 6.9M Raytheon$ 1.5M Computer Associates$ 1.2M Xerox$ 1.2M

12/7/ Annual Procurement Plan Form / Spreadsheet