1. Update on HHS IT
Meet and Greet Sessions
with HHS SCIO and IT Leadership Team
July 19th- 23rd 2010

2. Agenda Items 1 2 3 Update FY11 – Quarter 1 IT Objectives – 20 Min
Response to submitted Questions – 10 Min 3
Questions and Answers – 15 Min 2

3. FY11 Q1 Objectives Address FY11 budget shortfall immediately
Confirm our plans for Desktop, Network, Help Desk and Call Center consolidation
Complete Wave 1 transition plans
Kick off the HHS IT governance process
Confirm and Implement HHS IT Organization

4. Address FY11 Budget Shortfall Immediately
Secretary’s July 15th Memo underscores the seriousness of the situation.
IT Admin accounts are facing a $11M shortfall.
Addressing this gap has been our number 1 priority. We are exploring all methods available to minimize impact to jobs
Solution Set includes
Consolidation for savings
Reduction in usage and services
Reduction in contracted personnel and Solution Providers
Voluntary HR initiatives, and
Capital funding opportunities
Our timeline to solve this is as soon as possible within Q1

5. Confirm our Plans for Desktop, Help Desk and Call Center Consolidation
We support over 26,000 desktops, 24,000 telephones, 4 Networks, 9 Help desks & Call Centers.
Executive Order 510 requires these services to be consolidated at the Secretariat’s level.
We are initiating a 4 week exercise to develop implementation plans for such consolidation
Expect reorganization, retooling and redeployments and new opportunities to be part of this plan.
Shall finalize the implementation timeline in August.

6. Complete Wave 1 Transition Plans
Wave 1 is the consolidation of over 400 HHS servers into a virtualized environment at ITD and the associated transfer of HHS IT staff to ITD.
Over 80 personnel applied for 54 positions available. 35 positions have been filled.
Transition planning is underway to address the “gaps” that have resulted at HHS
These transition plans are being developed at the individual level in consultation with the current and future supervisors.
As we manage shaping our new reorganization, and identify new opportunities at HHS, we need to be informed by the Wave 1 gap implications

7. Kick off the HHS IT Governance Process
As we solve for the budget shortfall and manage impact to agency IT Service Delivery Models due to IT consolidation, we need to maintain a clear and aggressive communication channel with our Business Stakeholders
To that end, we have kicked off the HHS IT Governance Board process
Each Agency Commissioner, Business Head is nominating one representative to this body
We expect our first meeting within three weeks.

8. Emerging EOHHS IT Organization
Staffing Gaps
Needs Definition
Emerging EOHHS IT Organization
WORKING DRAFT
NOT FINAL
Commonwealth Chief Information Officer
Chief Operating Officer
Andy Dodge
Secretariat Chief Information Officer
Manu Tandon
IT Governance Board : Establishes and communicates IT priorities
Deputy SCIO
Mary Ellen Bennard
Chief Technology Officer
IT Chief Security Officer
Director of IT Strategic Initiatives
Russ Murray
Agency IT Service Directors (CIOs)
Application Service Delivery Model
Director of Engineering
Central App. Development
Integration / Shared Services
Centralized Architect Team
Performance Lab
IT Security Policy
Security Design
Security Application Scanning
Variance request and review
VOIP Implementation
Special Projects
Organization Model to be finalized
Common Services
Tier II Help Desk Support – Aligned with systems / content areas but common technology and cross training
App. Developers / application DBAs / Business Analysts – Aligned primarily with systems but with sharing-collaboration
Director of IT Project Mgmt. and Planning - Posted -
Director of IT Finance and Administration
Pat Ghannam
Director of IT Training & Communications
Director of Operations & Customer Service
Director of IT Controls
Governance Council management and staffing
Program Management Office
Standard Processes and Tools
IT Federal Procurement
Inventory Control
HR Liaison
IT Finance
IT Procurement and Budget
Training & Professional Development
Compensation management
IT Application Training and Delivery
Career Counseling
IT Communication and Publication
HHS Websites
Technical Operations (Walter Johnson) – Security Ops; Network and Tech. Services; App. Ops. Support; Site Mgmt.; Ops. Administration
EOHHS Service Desk (Donna Perchase)– Tier 1 and 2 Help Desk; ITIL Framework; Business Service Mgmt.
Quality Assurance
Release Mgmt.
Change Mgmt.
IT Security Controls
IT Audit and Controls
ADA Policy and Controls
Production Control
Standards Policy and Control

9. 1 2 3 Update FY11 – Quarter 1 IT Objectives – 20 Min Agenda Items
Response to submitted Questions – 10 Min 3
Questions and Answers – 15 Min 9

10. Q&A
Can we host weekly technology seminars to foster internal transfer of knowledge about EOHHS IT technologies?
We would like to see an IT organization with fever silos and more collaboration
When will we finalize the organizational placement of Data Analysis and Reporting group at MassHealth
Is there any plan to invest in an enterprise asset discovery tool
I have heard IBM Tivoli shall replace CA
When will TPL employees get pay raises
Are there going to be operational impacts of moving to Quincy?
What job functions shall remain at the Agency, HHS, ITD level
What agencies shall be coming to HHS next and when?
What impact will Secretary Bigby’s message regarding staff reductions have on future consolidation of agencies?

11. A Few Final Thoughts
I appreciate the anxiety and stress and we are feeling due to the budget and lack of complete definition on consolidation
I am committed to make responsible decisions, in close collaboration with the Secretariat Executives, and move our IT organization ahead through these challenges. We will get past it.
We are all being asked to do more with less – and I appreciate the “stepping up” I see happening on a daily basis
While these are trying times, these are also times of new opportunities within HHS IT. Seize them!
You have my commitment to communicate with you aggressively at each step along the way
How can you help? - Continue doing the very best job you can in serving the needs of our customers AND keep an open mind for new ways of doing things
And I think Paul – the Octopus is a FLUKE!

12. 1 2 3 Update FY11 – Quarter 1 IT Objectives – 20 Min Agenda Items
Response to submitted Questions – 10 Min 3
Questions and Answers – 15 Min 12

13. Appendix 13

14. Executive Order 510 requires consolidation of IT personnel, finances, and management.
Executive Order 510 directed executive branch agencies to consolidate:
IT infrastructure (networks, , data servers, etc) at the Commonwealth level
Help desk, desktop support, Internet, some systems, and all personnel and finances at the Secretariat level
Skills and strategies to support agency specific IT systems are aligned with the agency level
Beginning in FY10, all IT funding and personnel were centralized at the Secretariat (Level II). Planning is now focused on defining the relationship between the Secretariat, Agencies & the Commonwealth