1. IT Partnership Procurement Update 0 Request for Services Update John Crawford Deputy Program Manager November 21, 2006

2. IT Partnership Procurement Update 1 Agenda Review Commitments and Status Other Actions Taken Standards Overview of Procurement Working Group (PWG) Request for Special Services Metrics Ongoing Actions

3. IT Partnership Procurement Update 2 Review Commitments and Status

4. IT Partnership Procurement Update 3 Previous Meeting - What’s Next? Joint VITA - Northrop Grumman weekly review of outstanding Purchase Requests –A joint VITA/Northrop Grumman team continues to hold weekly “burn down” meeting to review Purchase Requests Establish a steering committee to provide direction and monitor progress –A Procurement Working Group (PWG) has been convened to serve in an advisory capacity and to assist in review of proposed communication and provide feedback from user agencies. The PWG is composed of AITRS or their designees from approximately eight agencies.

5. IT Partnership Procurement Update 4 Previous Meeting - What’s Next? (Continued) Implement revised process that will expedite the technical review process –Technical reviews were combined, financial and contractual issues removed from the technical review and moved to the final stage of the eVA process. –Refinement and documentation of Scope determination is ongoing Communicate to the SLDs and the agency the eVA PR criteria and the transformation standards –Standards for network, and messaging and desktop completed and will be distributed this week. Communicate Transformation Plan and Schedule to Agency personnel –Transformation briefing developed and presented to the Managers conference on 15 November 2006.

6. IT Partnership Procurement Update 5 Previous Meeting - What’s Next? (Continued) Implement reporting metrics and track trends –Initial metrics developed for eVA process (shown later in the briefing) –Work continues with DGS to develop more comprehensive metrics Report progress to VITA and Northrop Grumman management –Metrics reported daily, and status meetings held weekly.

7. IT Partnership Procurement Update 6 Other Action Taken

8. IT Partnership Procurement Update 7 Other Actions Taken Established a project office to implement improvements in the procurement process Presented transformation strategy and schedule to the managers conference on 11/15/06 and AITR meeting Provided initial procurement communication to the agencies Modified the P2P process to reduce the number of steps and expedite approvals Initiated weekly “burn down” sessions to address PRs presenting complex issues

9. IT Partnership Procurement Update 8 Other Actions Taken (Continued) Developed standards for: –Desktop/Laptop systems –Networks –Messaging Established the Request for Special Services Process Established a Procurement Working Group

10. IT Partnership Procurement Update 9 Standards

11. IT Partnership Procurement Update 10 Standards TowerComponents Customer/Field Guidance or Product Standards for designing and requesting solutions Pre-Transformation Interim Mitigation Strategies Status on Publishing of Guidance/ Standard DesktopPCs and Laptops, HP has been selected as the standard for PCs, Laptops Detailed standard configuration will be published shortly Agencies should select standard HP configurations Complete –to be published shortly NetworkSwitches, Routers Cisco Network equipment has been selected as the standard for transformation. Approved list of Cisco Network equipment with specific models, options, and software has been published. Where network equipment must be refreshed prior to transformation refresh, only standard equipment should be considered. Complete Published as an NG Architecture Standard and Attached Server Standalone, Rack- mounted and Blade system servers NG is developing specific brand configurations for 6 different server platforms. Designation of Brands and configurations with options is awaiting completion of RFP process Requests are currently being handled case by case. The standard in use today is the VITA EA Server minimum standard configuration. NG/VITA is Discussing setup of blade server enclosure within RPB to host applications where servers are being requested. It would address a subset of the requests for servers, but not all. Late November 2006 Standard Vendor and 6 platforms

12. IT Partnership Procurement Update 11 Standards (Continued) TowerComponents Customer/Field Guidance or Product Standards for designing and requesting solutions Pre-Transformation Interim Mitigation Strategies Status on Publishing of Guidance/ Standard Security Firewalls, Intrusion Detection Systems, Intrusion Protection Systems, Security software tools The transformed environment will centralize all security tools and solutions and perimeter protection will be provided by two Internet Secure Gateways located in CESC and SWESC. Today, many security devices and solutions exist in the agency environments. Most if not all will be removed from the environment once transformation is complete and the centralized enterprise network infrastructure and Enterprise Security Operations Center is operational All individual business cases for security hardware and software will be evaluated by VITA/NG Security on a case by case basis. Each case will be handled by NG Trans- formation Security on a case by case basis. MessagingExchange licenses Transformation will consolidate all mail users on a centralized mail platform running Exchange 2003. There are already more unused licenses for Exchange on existing platforms than will be needed for the transformed server environment. Customers should not upgrade to Exchange until they are moved to the new enterprise messaging platform after 7/1/2007. MessagingMail filtering software IronPort has been established as the standard. Current Ops is aware of this service which is hosted in the RPB data center. When customers need maintenance on mail filtering software in their own environments, they should discontinue use and sign up for the Ironport service at RPB. Requires a MOU.

13. IT Partnership Procurement Update 12 Standards (Continued) TowerComponents Customer/Field Guidance or Product Standards for designing and requesting solutions Pre-Transformation Interim Mitigation Strategies Status on Publishing of Guidance/ Standard MessagingEmail Anti-virus Symantec Server and Symantec Enterprise for Mail server software is the new standard. At maintenance renewal. At maintenance renewal, customers should consider implementing Symantec Enterprise Server Anti-virus instead of existing email server-based antivirus software. Messaging Live Communications Server The solution for messaging will provide a centralized internal instant messaging service throughout the enterprise network using MS Live Communications Server. Customers who need IM should make plans for implementation of LCS in alignment with transformation

14. IT Partnership Procurement Update 13 Guidance Prior to Transformation Transformation Approach Transformation Approach NG Actions and Status Customer and Field Support Guidance Customer and Field Support Guidance

15. IT Partnership Procurement Update 14 Desktop Services Standard Components Transformation Approach: Establish a standardized desktop configuration Refresh desktops and laptops Gradually move Printing services to networked printers (reduce the number of standalone desktop printers in use) Scheduled Agency/Site Rollout through Transformation Transformation Approach: Establish a standardized desktop configuration Refresh desktops and laptops Gradually move Printing services to networked printers (reduce the number of standalone desktop printers in use) Scheduled Agency/Site Rollout through Transformation Components: Desktop PCs, Laptops, and Printers NG Actions and Status: Develop Standard specifications that meet VITA EA standards. Status: COMPLETE Provide Standard specifications as guidance for solutions for near-term customer requests. Status: Complete (attached) Conduct RFP to select specific vendor product as the standard configurations for desktops and printers. Status: Award in Mid-November NG Actions and Status: Develop Standard specifications that meet VITA EA standards. Status: COMPLETE Provide Standard specifications as guidance for solutions for near-term customer requests. Status: Complete (attached) Conduct RFP to select specific vendor product as the standard configurations for desktops and printers. Status: Award in Mid-November Customer and Current Operations Guidance: Customers should plan to align equipment refreshes with the transformation schedule as it is developed. Prior to transformation and prior to NG determination of specific vendor product configurations: to meet customer business needs for additional desktops or replacement desktops, requests for systems should meet the system specifications used as the basis for the RFP. After Standard product configurations are published: Requests for desktops and network- attached printers will be fulfilled using a configuration from the list of standard configurations. Customer and Current Operations Guidance: Customers should plan to align equipment refreshes with the transformation schedule as it is developed. Prior to transformation and prior to NG determination of specific vendor product configurations: to meet customer business needs for additional desktops or replacement desktops, requests for systems should meet the system specifications used as the basis for the RFP. After Standard product configurations are published: Requests for desktops and network- attached printers will be fulfilled using a configuration from the list of standard configurations.

16. IT Partnership Procurement Update 15 Procurement Working Group

17. IT Partnership Procurement Update 16 Procurement Working Group Composed of agency, VITA and NG representatives Meets biweekly Purpose: –To involve the agencies in the evolution of the procurement process –To solicit their input on what changes should be made to improve the procurement process and customer satisfaction –Actively engage agency representatives in implementing changes –Improve communication between the Partnership and the Agencies relating to procurement Actions resulting from first meeting (see handout)

18. IT Partnership Procurement Update 17 PWG Members Mary Clarke, Virginia Department of Transportation Gay Cohn, Virginia Department of Health Beth Easter, Department of Military Affairs Jim Gargasz, Department of Military Affairs Craig Goeller, Department of Medical Assistance Services Vicki Krisnitski, Department of Game & Inland Fisheries Debbie Madison, Department of Corrections Pat Paquette, Department of Health Professions Steve Rusch, Department of Conservation & Recreation Bob Sievert, Department of General Services

19. IT Partnership Procurement Update 18 Request For Special Services

20. IT Partnership Procurement Update 19 Develop and validate technical solutions in response to a customer agency’s business requirements for new or enhanced services New and/or enhanced services involving multiple functional towers (e.g. desktops, servers, network) New infrastructure items/services typically requiring more than 40 labor hours to complete Time Estimate 30 to 90 days to develop technical solution Based upon complexity of business requirements Timeline does not incorporate time to deploy solution Request for Special Services (RFSS)

21. IT Partnership Procurement Update 20 The ITP team will follow the process below to evaluate, solution and implement project requests from customer agencies. Customer agencies will be consulted throughout each phase of the process Request for Special Services (RFSS) Process Agency Submits Request Requirements Gathering Technical Solution/Price Est. Agency Approval Implementation Customer Account Manager (CAM) Agency Performance Manager (APM) Agency Procurement Request (APR) Help Desk (VCCC) Agency Is Consulted for Requirements Information Agency Approves High- Level Solution Agency Approves Detailed Technical Proposal/Pricing Agency Accepts and Approves Completed Project

22. IT Partnership Procurement Update 21 Metrics

23. IT Partnership Procurement Update 22 Metrics (Continued)

24. IT Partnership Procurement Update 23 Metrics (Continued)

25. IT Partnership Procurement Update 24 Ongoing Actions

26. IT Partnership Procurement Update 25 Ongoing Actions Development of a Request for Managed Services form –To provide additional information and reduce the need to request additional information from the agency Distribute standards to the Agencies –Reduce the number of requests that do not comply with the transformation standard Develop additional metrics –Average number of days from submission to approval by month –Average number of days from order to receipt by month –Number of days to complete RFSS approval process Automate P2P Purchase Ordering submission process

27. IT Partnership Procurement Update 26 Ongoing Actions (Continued) Complete coordination of the Emergency Request Process Complete coordination of the Escalation Process Establish requirements for the implementation of an online service catalog Continue clarification and documentation of Scope issues Complete expiring contracts process