1. Massachusetts Digital Summit October 19, 2009 Anne Margulies, Commonwealth CIO Executive Office for Administration and Finance

2. 10/19/20092 Today’s Discussion Current State of IT in the Commonwealth IT Strategy for the Commonwealth: Roadmap for Moving Forward

3. 10/19/20093 Current State of IT in the Commonwealth

4. 10/19/20094 Backdrop: Factors Affecting IT in MA State Government Economic downturn Executive Order 510: IT consolidation Executive Order 504: Protecting Private Information Staffing constraints American Recovery and Reinvestment Act (federal stimulus) H1N1 breakout and pandemic planning Technological change

5. 10/19/20095 Snapshot of Commonwealth IT: Overview Total IT Executive Branch IT Cost: $383.9M Breakdown by Expense Category Total Executive Branch IT Staffing: 2,112 FTE Breakdown by Job Function

6. 10/19/20096 Snapshot of Commonwealth IT: Technology by the Numbers NetworksWANs Data circuits 15 2,400 TelecomPBXs Voice mail systems 384 44 Data CentersLocations Space consumed 130 >110,000 sq ft ServersInstalled Technologies in use 2,500 Many ApplicationsNumber in use Different email systems >1,500 At least 15 WebMass.gov unique visitors Web pages hosted Online payment volume 2,000,000/month 300,000 $5B/year

7. 10/19/20097 Snapshot of Commonwealth IT: Comparison with Benchmark Organizations IT costs – 60% lower costs per end user – Under-invested in IT overall Staffing – 33% fewer FTEs (adjusted for size of enterprise) – Higher experience levels for managers and IT associates Complexity – More network protocols – High number of programming languages and development platforms – High data complexity – Incomplete definition and spotty application of standards – Fewer shared business applications Service delivery – Under-utilization of Project/Program Management Office (PMO) – Under-utilization of service level agreements – General satisfaction with IT services overall

8. 10/19/20098 IT Strategy for the Commonwealth: Roadmap for Moving Forward

9. 10/19/20099 IT Strategy for the Commonwealth: Plan Summary as of Fall 2008 We seek an IT environment that will enable… Efficient and easily accessible services for all constituents Open and transparent engagement with citizens of the Commonwealth Accurate and timely data for policy making, service delivery, and results evaluation VISION FOR THE FUTURE IT in the Commonwealth characterized by… CURRENT STATE BUT, at the crossroads of a unique opportunity… Strong sense of collaboration, consensus among IT leaders Bond funding to invest in collective action Aging systems Constrained resources Uneven, fragmented IT planning, services and skills Build a technology foundation comprising… ROADMAP Robust, agile enterprise IT infrastructure Shared services and applications Common, effective management practices To be accomplished through… 7 key initiatives 4 supporting initiatives

10. 10/19/200910 IT Strategy for the Commonwealth: Building the Technology Foundation ROBUST, AGILE ENTERPRISE IT INFRASTRUCTURE 1 Secretariat Consolidation 2 Shared SOA Infrastructure 3 Network Architecture 4 Enterprise Security Plan SHARED SERVICES AND APPLICATIONS 5 Civic Engagement Strategy 6 Identity Management COMMON, EFFECTIVE MANAGEMENT PRACTICES 7 Enhanced Procurement Process SUPPORTING INITIATIVES KEY INITIATIVES 1 Second Data Center2 Systems Modernization3 IT Recruitment & Training4 Project Management

11. 10/19/200911 IT Strategy for the Commonwealth: Progress on Strategic Initiatives as of Fall 2009

12. 10/19/200912 IT Strategy for the Commonwealth: Perceptions across State Government Do you agree with this statement: “Working together, we have made good progress on the Strategic Plan over the last year.” Summary of survey comments Overall agreement that plan is on track Pace of activity sometimes a strain, but little support for slowing down Hallmark of effort—building a collaborative IT community “Our IT staff are feeling the pressure, but we need to keep the momentum going.” “Too many things going on at the same time.”

13. 10/19/200913 IT Strategy for the Commonwealth: Year 1 Accomplishments—Key Initiatives 1Consolidation – Rolled up ~150 agency IT budgets to 8 at Secretariat level – Phase 1—July 1 Appointed Secretariat CIOs Completed Secretariat & IT infrastructure consolidation plans Updated administrative processes (HR, finance, legal) to ensure smooth transition July 1 – Phase 2—September 30 Completed detailed plans –Inventoried IT assets –Inventoried IT workforce according to common job families and functions Engaged 400 people in 60 working groups “Accomplished far more than we expected—great progress.” “Time consuming, but necessary. Stay the course!”

14. 10/19/200914 IT Strategy for the Commonwealth: Year 1 Accomplishments—Key Initiatives (continued) 3Network Architecture – Established governance structure – Cut over first VoIP locations for EOHHS – Produced network architecture, conceptual design, implementation plan – Collaborated with MBI on broadband proposal through ARRA “Cost saving opportunity is greatest in the networking area.” 2Service Oriented Architecture – Implemented phase 1 infrastructure components (SOA governance, web service repository) “Needs to receive more attention, or we’ll get painted into isolated solutions.”

15. 10/19/200915 IT Strategy for the Commonwealth: Year 1 Accomplishments—Key Initiatives (continued) 5Civic Engagement – Implemented Social Media Policy and Planning Workgroup – Collaborated with Governor’s Office—Commonwealth Conversations blogs – Supported federal stimulus reporting and transparency “Great work is being done on security planning and implementation.” “Other priorities consistently trump this.” 4Enterprise Security – Completed Security Plan roadmap – Formalized Enterprise Security Board – Appointed and trained 87 agency Information Security Officers – Developed and approved 78 electronic security plans

16. 10/19/200916 IT Strategy for the Commonwealth: Year 1 Accomplishments—Key Initiatives (continued) 6Identity Management – Held Identity Management Summit – Identified IDM roll-out approach “Should be higher priority—lack of direction results in duplication of work.” “With economic downturn, these savings are more important than ever.” 7Enhanced Procurement – Analyzed top 20 IT vendors – Completed pilot negotiations with large IT vendor – Savings over 5 years: $50M+

17. 10/19/200917 IT Strategy for the Commonwealth: Year 1 Accomplishments—Supporting Initiatives 1Second Data Center – Secured capital funds – Selected site – Completed initial design – Defined operating vision 2Systems Modernization – Invested $82M in 56 capital projects – Completed 18 projects—others off to positive start 3IT Recruitment and Training – Launched UMASS training initiative 4Project Management – Established and staffed IT Capital PMO – Developed dashboard and tracking system – Completed initial implementation of CommonWay

18. 10/19/200918 IT Strategy for the Commonwealth: Next Steps—Rolling the Plan Forward Consensus going forward – Keep the momentum going! – Define more metrics – Engage more business leaders and legislature – Focus near term priorities on initiatives that will save money Procurement Shared services Systems modernization – Find ways to offer services to municipalities to take advantage of economies of scale – Reform financing for IT Plan capital to keep projects going without disruption Build operating and maintenance costs into annual budgets Rationalize chargebacks Plan update will be published by end of October – Documents progress so far – Updates milestones for FY 2010 – 2012

19. 10/19/200919 In Summary…  The right plan Initiatives are as important as ever Can’t eliminate any of the 7 + 4 Can’t add any more  On track Major accomplishments in the first year Building a collaborative IT community  Hard work Requires significant effort on top of “day jobs” Will become more difficult with increasingly constrained resources The Commonwealth IT Strategic Plan is… …and we must keep the momentum going.

20. 10/19/200920 Secret Formula Revealed… += Solid Technology Foundation SOA Web 2.0 Sharing data, services Strong IT workforce IT leadership coalition Emerging Technologies Evolving Culture Efficient Open Informed Better Massachusetts Government

21. 10/19/200921 Thank you!