0. Commonwealth of Massachusetts Statewide Strategic IT Consolidation (ITC) Initiative Bi-weekly Statewide Working Group Discussion Document
August 3, 2009
DRAFT – FOR DISCUSSION PURPOSES ONLY

1. Integrated Phase II Workplan (see handout)
Agenda
Integrated Phase II Workplan (see handout)
Phase II Roles and Responsibilities
Report-outs
IT Services Consolidation Progress (see #1 above)
Sub-Committee Progress
High-priority Issues and Risks
Immediate Action Items

2. 1. Integrated Phase II Workplan
(See handout / .vsd file)

3. 2. Phase II Roles and Responsibilities
Deloitte Team
Role
Responsibilities
PMO
Design and implement common processes and tools
Identify, document and manage program issues, dependencies, and risks
Develop program benefits tracking process, including vision, approach and tools
Secretariat Planning
Meet with each SCIO (or designated project manager) for 1-hour on a weekly basis , as needed, to review status of Secretariat consolidation plan, discuss issues/risks/escalations, and provide consolidation guidance on an as-needed basis
Provide common templates and frameworks related to consolidated service models for the four Secretariat-level services
Assist with the development of staffing plans based on industry best practices
Detailed IT Infrastructure Planning
Help ITD develop infrastructure consolidation strategies for hosting, servers, storage, virtualization, backup/recovery, database, and business continuity
Lead weekly working sessions with Secretariats and ITD to develop detailed infrastructure consolidation plan
Develop staffing plans that will outline process to transition staff from Secretariats to ITD over the next 1-2 years
Service Excellence
Define long-term chargeback vision and maturity reference model
Support ITD CFO to develop a financial chargeback plan that integrates with the infrastructure consolidation plan
Conduct ITIL maturity assessment for ITD, and develop ITIL integration approach and roadmap

4. 2. Phase II Roles and Responsibilities (continued)
Deloitte Team (continued)
Role
Responsibilities
Communications
Support Chair with overall coordination of working sessions, including agenda planning
Participate in weekly working sessions in a support role
Assist Sub-committee Chair with drafting and distributing communications materials defined in Communications Plan and Communications Toolkit v1.0
IT Governance
Assist with drafting of template materials as needed
IT Financial Mgmt & Budgeting
Talent Mgmt

5. 2. Phase II Roles and Responsibilities (continued)
Commonwealth Team
Role
Responsibilities
SCIOs
Lead the continued development and / or implementation of respective Secretariat Consolidation Plan
Provide weekly status updates to PMO and Deloitte SPOC for Secretariat Planning
Identify appropriate lead / PM within Secretariat to serve as another main point of contact for Program
Deputy CCIO
Identify appropriate lead for detailed IT infrastructure consolidation planning effort
Review drafts of Detailed IT Infrastructure Consolidation Plan
Support CCIO in establishment of IT Governance
Sub-committee Chairs
Develop workplan, build team, and assign owners to drive workplan activities
Develop agendas for weekly / bi-weekly working sessions
Drive agendas and workplan completion
ITD
Finalize IT governance working group membership, roles, responsibilities, and timing
Assign service leads (facilities, servers, storage, etc.) to work with Deloitte on a weekly basis to develop detailed infrastructure plan
Lead Service Catalog and chargeback activities with support from ITD CFO and Deloitte

6. 3. Weekly Sub-Committee Report Out
Status
Key Achievements
Key Issues
Key Next Steps
At Risk
Talent Mgmt, HR & Labor Admin
Marcie Desmond
Barb Wooten
Formed Sub-committee
Established weekly working sessions
Co-chairs are out of office for the next 1.5 weeks
Develop high level plan for classification of job families and titles
Develop high level plan for identifying IT infrastructure staff
On Plan
IT Fin Mgmt & Budgeting
LeeAnn Pasquini
Formed Sub-committee
Defined timeline, workplan, and key Phase 2 milestones
Developed guidance on FTE/budget rollups and IT admin staff allocation discrepancies
Need greater CFO participation from Secretariats
Coordinate SLA Development
Refine Chargebacks and Subsidies
On Plan
IT Governance Anne Margulies
Defined Sub-committee Charter and Goals for Phase 2
Defined Timeline, Workplan and Key Phase 2 milestones
Continued refining membership of governing bodies and associated working groups
Implementation timeline
Charters
Process to develop benefits tracking process
Finalize membership
Finalize objectives of each group
Begin evaluating KPIs and current measures
On Plan
Communica- tions
John Glennon
Formed Sub-committee
Defined Timeline, Workplan and Key Phase 2 milestones
Initiated Wiki Refresh
Drafted Tool Kit Table of Contents
Identifying working group liaisons
Identifying and vetting distribution lists for all constituencies
Publish Wiki Draft
Finalize Tool Kit Table of Contents
Define Release Channels
Legend:
On Plan
At Risk
Behind Plan

7. 4. High-priority Issues and Risks
Type (dependency, issue, or risk)
Title
Priority
Details
Action Needed
Owner
Hybrid
Mass.Gov Re-tooling Decision
Med
The timing of retooling impacts the ability for Secretariats to portalize per Secretariat Plans for X out of Y Secretariats and can negatively impact the ability to meet the 12/31/2010 compliance deadline per Exec. Order No. 510.
Decision needs to be made on approach and timing – i.e., portalize and retool or vice versa?
Anne Margulies
Risk
Delay of 2 Secretariat Town Halls
Low
Working Group was originally targeting end of July as a target date to complete all Town Halls, but EOE will not hold one due to organized labor push-back and EOHHS will not hold its Town Hall until August.
Identify other methods and venues / channels through which the same communication themes may be messaged; update Wiki as soon as possible.
John Holbrook, Tom Curran

8. 5. Immediate Action Items
Owner
Priority
Due Date
Complete Secretariat Town Hall meetings
SCIOs
High
7/31
Finalize PMs for each Secretariat IT Service who will lead the IT Consolidation efforts going forward and assign members to these teams
Build IT service teams and kickoff Phase 2 efforts
SCIOs / Secretariat PMs
TBD
Finalize ISAs
Secretariat CFOs
7/6
Review key activities and milestones for each Secretariat IT service and either initiate Phase II implementation activities or detailed planning activities as appropriate
Secretariat PMs / SCIOs
8/6
Identify which IT leads within the Secretariat should attend the ITIL v3 and ISO workshop, which will take place in mid August (as a Webinar)
SCIOs (or designate)
Low

9. Appendix

10. Phase II Workplan 1.0 – Program Management
TEMPLATE
Phase II Workplan 1.0 – Program Management
We Are Here
Key Activities 1 2 3 4 5 6 7 8 9 10 11 12 13
7/6-10
7/13-17
7/20-24
7/27-31
8/3-7
8/10-14
8/17-21
8/24-28
8/31-9/4
9/7-11
9/14-18
9/21-25
9/28-10/2
Plan
Develop PMO processes, tools, workplan, & proj plan
Finalize IT Gov R&Rs
Identify integration points
Phase 1
PMO design
Governance Bodies
Integrated Prgm Wkplan & Detailed Proj Plan
2. Design and Setup
Establish PMO
Conduct preliminary Sec. training
Rollout across Gov. Groups & related Working Grps
Phase 2
PMO implementation
SCIO Support, Integration, & Coordination
Support, Integration & Coordination w/ Gov Groups & related Wkng Groups
3. Implement & Monitor
Refine PMO
Measure and monitor Prgm Benefits
Phase 3
PMO Weekly Cadence
Benefits Realization Process in effect
4. Initiate Transition
Identify CMW PM
Conduct knowledge transfer, incl. documentation
Phase 4
CMW PM
Knowledge Transfer

11. Phase II Workplan 2.0 – Secretariat IT Services Consolidation
TEMPLATE
Phase II Workplan 2.0 – Secretariat IT Services Consolidation
We Are Here
Key Activities 1 2 3 4 5 6 7 8 9 10 11 12 13
7/6-10
7/13-17
7/20-24
7/27-31
8/3-7
8/10-14
8/17-21
8/24-28
8/31-9/4
9/7-11
9/14-18
9/21-25
9/28-10/2
High Level Planning
Secretariat Town Hall Meetings
Finalize High Level Plans and Roadmaps
High Level Planning
Secretariat Town Halls Complete
Final
2. Ramp Up
Identify Secretariat PMs and Form Teams
Kickoff meetings
Facilitate ITIL v3 and ISO workshops
Ramp Up
PMs Identified and Teams Formed
Kickoff Meetings for Each IT Service Complete
Workshop 1
Workshop 2
3. Detailed Planning and Implementation
Develop implem. templates
Develop staffing models
Cross-Secretariat Summits
Develop Helpdesk strategy
Detailed Planning and Implementation
Outline
Draft
Final
Outline
Draft
Final
Helpdesk and Desktop/LAN Summit
Develop Secretariat IT Consolidation Plans and Helpdesk Strategy

12. Phase II Workplan 3.0 – Commonwealth IT Infrastructure Consolidation
TEMPLATE
Phase II Workplan 3.0 – Commonwealth IT Infrastructure Consolidation
We Are Here
Key Activities 1 2 3 4 5 6 7 8 9 10 11 12 13
7/6-10
7/13-17
7/20-24
7/27-31
8/3-7
8/10-14
8/17-21
8/24-28
8/31-9/4
9/7-11
9/14-18
9/21-25
9/28-10/2
Plan
Access ITC Collateral
Deliver ITC Infra Kick-off Brief
Finalize Outline for the Detailed Plan
Plan
ITC Collateral Assessment Baseline
Infrastructure Consolidation Kick-off
Outline of the Detailed Infrastructure Consolidation Plan
2. Design
Define Data Collection Approach & collect missing data
Define Playbook models
Develop Draft of the Detailed Plan
Design
Secretariat data collection complete
Consolidation Approach models complete
Detailed Infrastructure Consolidation Plan draft
3. Deliver
Apply Playbook models to Secretariats
Define ITD capabilities Roadmap
Finalize Detailed Plan
Deliver
Apply Playbook models to Secretariats
ITD capabilities Roadmap
Detailed Infrastructure Consolidation Plan

13. Phase II Workplan 4.0 – Commonwealth Service Excellence
TEMPLATE
Phase II Workplan 4.0 – Commonwealth Service Excellence
We Are Here
Key Activities 1 2 3 4 5 6 7 8 9 10 11 12 13
7/6-10
7/13-17
7/20-24
7/27-31
8/3-7
8/10-14
8/17-21
8/24-28
8/31-9/4
9/7-11
9/14-18
9/21-25
9/28-10/2
4.1 Chargeback
Chargeback Maturity
Address Challenges
Apply Model to existing rates
Create Vision
Chargeback Long-term Vision and Maturity Model
Maturity Reference Model
Mitigation Strategies Developed for Challenges
Chargeback integrated with
IT Infrastructure Consolidation Plan
Chargeback Vision and Maturity Model Created
4.2 Integration & ITIL Processes
Interviews
Maturity Assessment
Integration Points
Roadmap for Improvement & Integration
Integration Approach between ITD and Secretariats for Six ITIL Processes
Conduct ITIL Process Assessment Interviews
ITIL Maturity Assessment: Gaps &
Improvement Opportunities for ITD
Process Integration Points with Secretariats Defined
Integration Approach and Process Development Roadmap