Commonwealth IT Consolidation Background and Basic Talking Points Date MM/DD/YYYY

- 2 - Current State Our IT environment is too complex, too difficult to maintain, and impossible to secure. Our IT Environment 15 Major Data Networks 400 Job Titles for 1844 FTEs 24 Systems 183 Data Centers 18% of Websites not on Mass.gov 57 Desktop and LAN Organizations 48 Helpdesks 100 Phone Systems 40 Redundant Applications The Commonwealth’s approach to managing IT is unsustainable.

- 3 - Hybrid Consolidation Model The model balances standardization and economies of scale with responsiveness to Secretariat business needs. Executive Order 510 defines the Commonwealth’s unique model for consolidation.  Agency specific applications  Helpdesk services  Desktop & LAN services  Website information architecture services  Application services (as proposed by SCIO)  Data and telecom network services  Data center services  Website hosting and portal services  Shared enterprise services (including and directory)

- 4 - Benefits Consolidation will result in smarter investments, improved services, and enhanced security. Consolidation drives towards three strategic 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

- 5 - Performance Measures Common performance measures have been defined and will be tracked across the Secretariats. 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 ↓ # of helpdesks ↓ # desktop/LAN teams ↓ % of non-compliant websites ↓ # of applications being evaluated for consolidation ↓ # of data centers ↓ # of networks (WANs) ↑ # of websites hosted on Mass.Gov ↑ % of users on MassMail ↑ Service availability (helpdesk) ↑ Level of accountability and oversight ↑ Strategic alignment ↑ Service reliability (helpdesk) ↑ # of IT services based on industry standard frameworks ↑ # of formal IT career paths ↑ # of participants completing ITIL training courses ↓ Average time to resolve enterprise security incidents ↓ # of security devices to deploy & maintain ↓ # of physical servers to secure ↑ % Desktop & LAN devices using a security standard ↑ % EO504 compliance GOALS MEASURES

- 6 - 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 the 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

- 7 - A Phased Approach The program’s complexity is addressed by separating it into manageable phases. Phase 1: Plan Mar – Jul ‘09 Phase 2: Detailed Planning Jul – Sep ‘09 Phase 3: Implementation Oct ’09 – Dec ’10 Appointed SCIOs Consolidated Secretariat IT Budgets Established IT Governance Model and Bodies Developed High-Level Commonwealth and Secretariat Level Consolidation Plans Implemented short term administration processes Inventoried IT Assets and Workforce Planed for Staff Transition, Training, and Career Paths Started Implementation of Secretariat Consolidation Plans Developed Data Center Consolidation Playbook Refined Chargeback Model Designed Shared Network Architecture Negotiated shared software license Upgrade ITD Infrastructure Consolidate 4 Infrastructure Services in Waves at ITD Implement Secretariat Consolidation Plans led by SCIOs Focus on improved service delivery Measure IT consolidation Benefits

- 8 - Progress to Date

- 9 - Secretariat Early Outcomes Removed walls between IT organizations, leveraging the strength of DOR to underserved agencies. Added Early Education and Care websites onto Mass.Gov to help parents, providers and other citizens find the information they need. Expedited consolidation in order to reduce operating costs by $2.64M, optimize resources and build the foundation for EEA's technology future. Revolutionized the organization by moving from fragmented staff to a streamlined model for service, while saving $220K annually. Began consolidation of 26 data centers to reduce risk, improve security, and deliver $1.86M for long term reinvestment. Unified the helpdesk services team and embedded services with leading tools and processes to achieve $152K in cost savings. Converged MassDOT Consolidation with IT Consolidation, initially focusing on , HRCMS, control centers, and websites. Created one centralized, collaborative, and strategic IT organization from thirteen well established independent IT organizations. ANF EOHHS EOE EOLWD EOEEA MassDOT EOHED EOPSS

The Big Picture Efficiencies from IT Consolidation...

The Big Picture Enable key reinvestments in: The ultimate result is government services that are more efficient, open and responsive to the public. A stronger and more agile IT workforce, Robust infrastructure and reliable services.