0. Commonwealth of Massachusetts IT Consolidation Initiative IT Governance Target State Update Briefing for Statewide Working Group
June 22, (v4 – updated post 4pm meeting)
DRAFT FOR DISCUSSION PURPOSES ONLY

1. Target State High-level IT Governance Model
Governing Body
Commonwealth-wide
Level
IT Advisory Board (ITAB)
Executive Technology Accountability Board (ETAB)
CIO Cabinet
Infrastructure Services Board (ISB)
Confirm governing bodies
Discuss potential to post on Wiki
Secretariat
Level
Secretariat IT Steering Committee
Secretariat CIO (SCIO)

2. Target State Key Roles and Responsibilities
Governing Body
Key Responsibility
ITAB
Advise CCIO on statewide IT strategic planning and policies
Executive Technology Accountability Board (ETAB)
Advise CCIO on IT strategic plan, operations, investments, and infrastructure
Manage overall performance of Executive Department IT services
CIO Cabinet
Oversee IT strategic planning, policies, and standards
Advise IT capital investments and projects
ISB
Advise the CCIO on IT infrastructure service levels and chargeback financial model
Secretariat IT Steering Committee
Advise the SCIO on the key SCIO responsibilities
Establish and facilitate alignment of goals and objectives
SCIO
Lead Secretariat-wide IT planning and budgeting processes
Approve Secretariat IT service levels and lead ongoing oversight (via KPIs)
Confirm key responsibility for each governing body
Discuss potential to post on Wiki

3. Target State Annual IT Governance Cycle
Repeating Annual Cycle
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Planning
Budgeting
Service Levels
Performance Management
Process
Time
Annual Secretariat
IT Plans due for the upcoming FY
Annual refresh of
Commonwealth
3-year rolling plan
IT funding
disbursed
Secretariat Budget
Requests submitted
to ANF
IT capital funds
disbursed to SCIOs1
Agencies submit Annual Spending Plans to SCIO
Service level change
approvals
Updated service levels implemented
Agencies submit service level needs / requests
Need confirmation on key budgeting milestones – particularly, the timing of them
Need group to weigh-in on what the key milestones will be for service level approval and oversight and performance management, and confirm the timing for each
Fall
Report
Winter
Report
Spring
Report
Annual
Report2
Not annually, but every 5 years per the Commonwealth’s capital planning process.
Three quarterly reports, plus an annual report that includes the last quarter as well.
Legend:
= Key milestone

4. Target State Governing Body Profile #1: ITAB
IT Advisory Board (ITAB)
Why
To elevate the importance of IT as a strategic enabler across all branches of government
Advise the Executive Department's Chief Information Officer on information technology issues1
Who
Chair: CCIO
CIO of the Executive Dept., Legislative Dept., and Judicial Dept.
Chairs of both the Senate and House Committees on Science and Technology
Two IT experts appointed by the Governor
When
Quarterly - 3rd Thursday in September, December, March, and June
What
Advise on Commonwealth-wide IT strategic planning and policies
Draft, recommend and present annual Memo of Understanding (MOU) (due annually by July 1)
Develop and submit annual report (due by July 1)
Confirm “what” activities
Confirm proposed “how” agenda items
How
Status update on IT Strategy and top strategic initiatives
Status update on key or new IT standards
Status update on key or new IT investments
1 Per enabling legislation, section 390 of chapter 149 of the Acts of 2004 on the development of an enterprise vision, strategy and direction for the use of information technology in the executive department, the development of policy, strategic planning, and project selection criteria, and information technology architecture, infrastructure, information technology investments and security

5. Executive Technology Accountability Board (ETAB)
Target State Governing Body Profile #2: Executive Technology Accountability Board (ETAB)
Governing Body
Executive Technology Accountability Board (ETAB)
Why
To monitor and communicate progress and accountability of achievement of IT Consolidation Initiative goals and objectives
Who
Chair: CCIO
IT Consolidation Transition Team Members (CY2010)
Undersecretaries
Deputy Auditor for Technology
CHROs
When
Weekly in FY2009 (planning)
Monthly in FY2010 (transition)
Quarterly in FY2011 (accountability)
What
Lead the overall performance measurement and management efforts for the IT Consolidation Initiative across 4 Secretariat-level IT services (helpdesk, desktop & LAN, website IA, and application services)
Confirm narrow scope of “why” and “what” (i.e., focused on accountability of performance mgmt / service levels)
How
Transition management (FY2010 only)
Status update on achievement towards targeted benefits
Status update on KPIs
Status update on service levels
Status update on communication strategies

6. Target State Governing Body Profile #3: CIO Cabinet
Why
To create a single place of ‘community’ for the SCIOs and the CCIO
Who
Chair: CCIO
All 8 SCIOs of Executive Branch Secretariats
When
Monthly – 2nd Thursday
What
Advise on Commonwealth-wide areas of enterprise IT strategic planning, goals and objectives, and IT investments
How
FY10 Capital Projects and Dependencies
Strategic Plan Program Status
Plan for Strategic Plan Update
Roundtable Updates
Confirm “What”
Confirm “How” agenda items

7. Target State Governing Body Profile #4: ISB
Infrastructure Services Board (ISB)
Why
To monitor and communicate progress and accountability of achievement of IT Consolidation Initiative goals and objectives
Who
Co-chairs: Deputy CCIO and Rotating Business Lead
Four Advisory Boards for MassMail, Portal, Hosting, and Data Center Services
Members TBD1 by the CCIO and to be drawn from:
State employees across the Executive Department with knowledge and experience in the field of IT
Additional representatives from the Judicial and Legislative Branches, other constitutional offices or quasi-public authorities whose entities are or will become customers of ITD's Infrastructure Services
When
Monthly (per High-level IT Infrastructure Consolidation Plan)
Confirm this body will operate similarly to the Exec Dept Accountability IT Board (i.e., narrow focus on performance mgmt / benefits realization)
Discuss proposed chair
Ask Anne if any additional thought has been made on membership
Ask Anne around frequency in which this group would convene
Confirm “what” and “how”
What
Lead the overall performance measurement and management efforts for the IT Consolidation Initiative across 4 Secretariat-level IT services (data & telecomm network, data center, website hosting & portal, and shared enterprise services)
How
Status update on achievement towards targeted benefits
Status update on KPIs
Status update on service levels
Status update on communication strategies
1 The detailed roles, responsibilities, and meeting frequency of the ISB will be validated and confirmed in the ISB Kickoff Meeting that is currently planned for July 2009.

8. Secretariat IT Steering Committee
Target State Governing Body Profile #5: Secretariat IT Steering Committee
Governing Body
Secretariat IT Steering Committee
Why
To enable business-driven IT strategies
To achieve alignment between agency priorities and Secretariat IT priorities
Who
Chair: SCIO
Agency business leaders selected by the SCIO
Agency IT leaders selected by the SCIO
When
TBD by SCIOs
What
Align Secretariat IT resources, investments, and priorities with agency business needs and priorities
Confirm “why” / purpose / objective
Confirm how often this group will meet in the target state
Confirm “what” and “how” agenda items
How
Proposed Agenda Items:
Status updates per Secretariat Annual IT Plan and Capital Plan, including:
Achievement towards targeted benefits
KPIs (including consolidation KPIs)
Service levels
Communication strategies
Budget and resources

9. Target State Governing Body Profile #6: SCIO
Secretariat CIO
Why
To establish a single point of accountability for alignment of agency business priorities with IT resources and investments
Who
Secretariat CIO
Deputy Secretariat CIO (where applicable)
When
TBD by Secretariats
What
Align and plan IT priorities per agency business priorities
Determine IT investments and corresponding resource levels
Establish and monitor service levels for helpdesk, desktop & LAN, website IA, and select application services
Lead communication efforts to the business
Perhaps a good point to address the discussions we’ve been hearing ‘on the ground’ around SLAs – i.e., agencies want to know how SLAs will have ‘teeth’ to them and how they’ll truly be enforced…
How
See proposed agenda items for Secretariat IT Steering Committee Meetings

10. Target State Related IT Governance Appendices
Target State Secretariat Organization Chart (draft)
Related IT Governance Process Flows (high-level)
Template for Secretariat Annual IT Plan (new)
Commonwealth Concept Brief for New IT Capital Project Requests
Sample Service Level Agreement (SLA) between Agency Business Units and a Secretariat IT Service
Options for IT Budgeting and Financial Management Governance (still under development)
Sample RACI Accountability Matrix
Supporting Guidance from Chapter 8 excerpt entitled, “Continual Service Improvement,” of An Introductory Version of ITIL® v3
Ask group whether any additional appendices are needed

11. Target State Actions to Implement New IT Governance Model#
Key Activity
Owner
Timeline 1
Establish Secretariat IT Steering Committee Members
SCIOs
By 5/25/2009 2
Conduct IT Consolidation Orientation / Kickoff Session with all members
6/15 – 6/30/2009 3
Establish Secretariat IT Governance Model with details
By 7/1/2009 4
Communicate new IT governance model, including processes, communication vehicles, process drivers, etc.
Secretariat IT Steering Committees
By end of July 2009 5
Complete implementation of new IT governance model and processes at each Secretariat
By end of August 2009 6
Conduct implementation checkpoint highlighting what is working and what needs adjustment / refinement
By end of September 2009 7
Begin standardizing calculation methods around standard KPIs across all Secretariats
IT Consolidation Working Group / Transition Team
September 2009 8
Collect and analyze KPIs for Pilot Quarterly Report
December 2009 9
Others? 10
Brainstorm any additional activities needed post-July 1…
Discuss who the Single Point of Accountability could / should be for each action item going forward…