Deval L. Patrick, Governor Timothy P. Murray, Lieutenant Governor Suzanne M. Bump, Secretary John R. Glennon, Secretariat Chief Information Officer Information Technology Town Meeting June 30, 2009

Case for Change / E.O. 510 Background Planning Process / Key Components IT Governance & IT Steering Committee EOLWD Secretariat consolidation ITDs plan and changes to be made Organizational Development Timeline Discussion and Question

1970s Mainframes 1980s Mini computers, PCs, networks 1990s Servers everywhere – IT consolidation begins 2000s Virtually every state consolidates Meanwhile… Commonwealth IT Commission Report 2006 Patrick – Murray Transition Working Group 2008 IT Strategy for the Commonwealth

Commonwealth can no longer afford current IT management approach Fragmented and highly inefficient Difficult to share data Vulnerable to security threats Complexity is making it increasingly difficult to meet expectations of our citizens for Accessible and open government Service delivery any time, any place The time for action is now Make best use of constrained resources Build foundation to realize strategic plan vision

You would never design an IT environment with… 100 phone systems 15 major data networks ~ 30 data centers 20 systems 150 IT groups We are only as secure as our weakest link – currently thousands of weak links

Why is IT consolidation important? Opportunities resulting from consolidation Becoming a technology leader by incorporating industry leading practices Building unified information systems that interact, improving internal and external services Increasing capabilities to secure information, protecting vital data and systems The current approach is unsustainable Too complex Difficult to maintain Impossible to keep secure Consolidation Current State Future State

Models range from voluntary > fully outsourced Voluntary consolidations have floundered and failed Savings are real when done right – 10-30% (tens of M$) Requires careful planning and takes 3-5 years to complete States with most aggressive consolidations are now leaders in use of IT (MI, NC, WA, GA, PA)

Require appointment of SCIO with authority over all IT spending regardless of source of funds Dotted line to CCIO Roll up agency IT payroll and other IT related expenditures From all appropriations – AA, DD, EO5 (postage chargeback) and UU Require annual IT plan to be submitted to CCIO Address service levels to be provided to agencies

IT consolidation is one part of the Governors IT vision Governors vision for IT services: Learn from the successes of other states Incorporate industry leading practices Address public expectations Strategic Alignment Efficiency through Standardization Information Security Executive Order 510 Consolidate designated IT services at the Commonwealth and Secretariat levels Three objectives: Commonwealth IT Strategic Plan 3-year plan 7 priority initiatives, including IT consolidation 4 secondary initiatives Lays the foundation for transforming IT services Ultimately leads to new levels of service for and engagement with citizens Vision Implementation

How will the Commonwealth & EOLWD approach IT consolidation? IT services in-scope for the consolidation effort Consolidation will reach substantial completion over a 2-year time period A federated model will be used to consolidate services at the Secretariat and Commonwealth-levels IT Consolidation Framework

Consolidation will move designated IT services toward a more streamlined target state Current StateTarget State Our IT Services Today Data/telecom networks: 2+ WANs; decentralized data and voice networks Data Center Services: 2+ data centers and hosting locations & Directory: 3 Secretariat environments; decentralized directories Helpdesk Services: 2 helpdesks Desktop & LAN Services: 3 providers Our IT Services Tomorrow Data/telecom networks: Next generation network based on enterprise architecture and standards Data Center Services: 2-3 enterprise data centers at the Commonwealth-level & Directory: All Secretariats on MassMail ; all agencies consolidated to centralized Active Directory Helpdesk Services: 1 helpdesk supported by virtual staffing model Desktop & LAN Services: 1 provider

Commonwealth Infrastructure Consolidation Plan Data &Telecom Network Services Data Center Services Website Hosting & Portal Services & Directory Services Develop next generation network design principles and architecture Build out next generation network Renovate and upgrade MITC data center in Chelsea Design and construct second data center in Springfield Complete Wave 1 data center consolidation pilot with EOHHS Develop Mass.Gov retooling strategy and roadmap Upgrade MassMail from Exchange 2003 to 2007 Develop and deploy consolidated Active Directory strategy Develop and deploy archival/retention capabilities ITD Service Excellence Finalize IT Service Catalog Establish transparent and equitable chargeback model Establish Service Level Objectives (SLOs) Develop and rollout ITIL-based Service Management capabilities

Organizational Development Action Plan Career Development Career Paths Training Mentoring Establish career paths, using existing materials and analysis Standardize roles across Secretariats Create job families Build on successes at UMass (Java, management, & ROI) Utilize existing resources (e.g. training credits) Implement innovative training models (e.g. train-the-trainer) Incorporate staff preferences and needs into new offerings Identify staffing and training needs and target those areas where contract resources are dominant Build on previous surveys to develop mentoring program Facilitate knowledge sharing through apprenticeships Strengthen educational partnerships to build a Commonwealth- wide internship program

March 1, 2009SCIOs appointed May 30, 2009 High level infrastructure consolidation plan July 1, 2009Secretariat consolidation plans to CIO Sept 30, 2009Detailed infrastructure consolidation plan Dec 30, 2010Infrastructure consolidation substantially complete

EOLWD FAQs 1.What is Executive Order 510 and IT Consolidation? 2.How is the consolidation going to be implemented? 3.What does the consolidation mean to me? 4.Will I be laid off because of consolidation? 5.Will I have to take a pay cut because of consolidation? 6.How will I learn new technologies which may be needed for my job? 7.How will my job duties change after consolidation?