1. IT Steering Committee Kickoff Meeting
June 11, 2009

2. Agenda Welcome and Introductions Committee Role & Responsibilities
IT Consolidation Updates
7/1 administration model
HR update
ISAs
IT Consolidation Plan Status
Town Hall Meeting
Next Steps
4/25/2017
4/25/2017
4/25/2017 2 2

3. Steering Committee Members
Marcie Desmond (SCIO/Chair, ANF)
Mary Ann Bradley (ANF)
Regina Scalley (ANF)
Chris Bowman (CSC, and representing ATB, DALA, MOD, ADD,LIB)
Bill Tivnan (DCP, and representing BSB)
Jim Reynolds (DOR)
Vincent Piccini (DOR)
John Harney (GIC)
Paul Dietl (HRD)
Ron Thompson (ITD)
Ellen Wright (ITD)
Nancy Burke (OSD)

4. Committee Role & Responsibilities
Operates under a charter common across all Secretariats
Comprised of both business and technology leaders across the Secretariat who represent their agency needs and priorities
Establishes Secretariat priorities and works to ensure alignment between priorities and Secretariat resources
Responsible for supporting the SCIO in establishing alignment between the goals and objectives of the Secretariat’s plan and those of the Commonwealth IT Strategic Plan
Accountable for achieving progress towards reaching the target state as defined by the performance targets for each IT service
Responsible for communicating information back to the agencies they represent
Example activities include:
Capital planning
Inform, review and approve annual IT Strategic Plan
Annual budget planning (September-December)
Approval and compliance of service level agreements
Inform development of KPIs and ensure consistent measurement methods across agencies

5. 7/1 Administration Model
Agency
Agency Head
7/1 model
# FTEs
A&F
Leslie Kirwan
Centralized 7
ATB
Tom Hammond
BSB
Carole Cornelison 1
CSC
Chris Bowman
ALA
Shelley Taylor
Fingold Library
AlbieJohnson
ITD
Anne Marguiles 10
MA Office on Disability
Myra Berloff
DCAM
David Perini
Delegated 6
ADD
Dan Shannon
DOR
Navjeet Bal
263
GIC
Dolores Mitchell
HRD
Paul Dietl 8
OSD
Ellen Bickelman

6. HR Administration Updates
NAGE meetings being held this week to communicate changes in employee status
Agreement with the Union leadership that seniority (for layoffs and promotions) travels with the employee and will be centralized at the Secretariat, regardless of administration model
Employee letters being distributed next week
Will be given to every employee who has been rolled up
Assuming none of these should be a surprise, rather a confirmation
HR Position Transfers - Secretariats will provide mass transfer position data to HRD and OSC by June 19th; to effectively transfer staff to new accounts (both delegated/centralized)

7. Letter for all IT Employees
Dear ,
As you know, on February 19, 2009, Governor Patrick issued Executive Order 510, “Enhancing the Efficiency and Effectiveness of the Executive Departments Information Technology Systems.” This E.O. outlines the Governor’s vision for IT consolidation. The goals of consolidation are:
Align Secretaries' IT resources with their business strategies and priorities
Rationalize and standardize IT resources available to agencies
Create efficiencies and maximize resources
Align Secretariat IT plans with the Commonwealth IT Strategic Plan
Toward this end, (Secretariat), like the other seven secretariats, has been working to develop a phased-in IT consolidation plan that is consistent with E.O The Executive Office of XXXXXXX has completed its assessment of IT related services within the Secretariat and concluded that your position provides IT service or support and will be assigned to the Office of the Secretary. Effective July 1, 2009, although your position will be assigned to the Secretariat your location and immediate supervisor will remain the same (please make adjustment if location or supervisor are changing). Your position will be transferred to the Office of the Secretary without impairment of wages, seniority, collective bargaining, or civil service rights.
The implementation of this Consolidation effort has involved an unprecedented amount of collaboration among and within Secretariats including the establishment of approximately 40 working groups assigned to every aspect of both Secretariat and Commonwealth infrastructure consolidation. There has also been tremendous collaboration with NAGE leadership on all employee concerns. We remain committed to the goal of expanding training and development opportunities and establishing a clear career path for IT staff. For information on the work that has gone into this process please go to the CommonWiki
Thank you for your cooperation and assistance as we work collaboratively to implement E.O. 510 and enhance IT operations throughout (Secretariat) and the Commonwealth.

8. ISAs Drafts being done this week, reviews and refinements next week
Need to be reviewed by OSC and executed before 7/1
Adjustments to $ amounts in ISA will be made as needed after budget is finalized

9. IT Consolidation Draft Plan
On track to submit draft due to CCIO 6/30
Collaborative cross-agency effort
Need steering committee sign-off; will hold review session(s) over the next 2 weeks
Key components include
Desktop/LAN, Help Desk, Web IA, application services (e.g. Fed Stim tracking and reporting, FAD) will be consolidated at the Secretariat level
Will create “Centers of Excellence” to include common set of processes, best practices, role definitions, metrics, tools
Specific implementation model will likely be federated; more detailed planning will flush out specifics
CoE plans will be developed in the Aug-October timeframes, including phased implementation roadmap
Will leverage existing areas of strength, and do “best fit” analysis of tool sets currently in use
Guiding principle is to focus on what is reasonable and helpful, in the context of the greater good of the Commonwealth and the collective agencies within A&F
Secretariat performance metrics will be developed and reported on for all consolidated services

10. Town Hall Meeting Who: A&F IT (all people who have been rolled up)
What: Forum to communicate where we are with IT consolidation within A&F, key components of the Consolidation Plan, next steps, and to answer any questions
When: Targeting either 6/24 or week of 7/8
Where: TBD

11. Next Steps
Schedule Consolidation Plan review session(s)
Schedule prep session for Town Hall meeting (review slides and key messages)
Set up standing monthly Steering Committee meeting ….