Commonwealth of Massachusetts Statewide Strategic IT Consolidation (ITC) Initiative July 30, 2010 Secretariat IT Consolidation Plan Update

2 Agenda Secretariat IT Plan Update Planning Process IT Consolidation Roadmap to Substantial Completion “A phased approach” Secretariat IT Plan Update Executive Summary – Progress to date Benchmarks Secretariat IT Consolidation Plan Summary by Service Secretariat IT Consolidation Plan Summaries by Secretariat Potential Challenges Going Forward Next Steps  ANF  EOHHS  EOEEA  EOLWD  EOE  EOPSS  EOHED  MassDOT

3 Secretariat IT Consolidation Update Planning Process  Secretariat IT Consolidation Plan Update Process: –Leveraged existing Secretariat IT Consolidation Plans dated 1/25/10 Reviewed existing IT Consolidation Plans for continued accuracy Secretariat stakeholders pulled updated Governance, Organizational and Financial Data for plan refreshes. Secretariat stakeholders met with their internal teams to review IT Services Consolidation Workplans Meetings held with each SCIO to review and assist in data compilation efforts. The future state documented. Secretariat IT Consolidation Plans Secretariat IT Consolidation Plans EOHHS plan was submitted in March 2010 and is being revisited by new SCIO with revised plan targeted for Aug 30,  PM Review & Executive Summary Development: –Met with ANF, EEA, EOE, LWD, HED, EOPSS, and MassDOT to: Review Current State and Plan to Achieve Substantial Consolidation. Identify remaining FY’11 actions and key organizational changes. Review and update as needed IT Services Consolidation plans pertaining Helpdesk, Desktop / LAN, Web Information Architecture and Applications Services plans. –Review and combine Infrastructure Wave refresh plans. –Compile all data and review with Secretariat stakeholders for final approval. –Compiled executive summaries for senior management review.

4 Secretariat IT Consolidation Roadmap – a phased approach  The Secretariat Consolidation Roadmap update provide a framework for consolidation activity completion and context from which to set specific future phase milestones  The IT Consolidation Work Plan is broken into 3 month phases to focus on specific milestones, mange progress forward and allow for effective tracking of all related work effort from an enterprise vantage point.  Currently IT Consolidation is in the Implementation Phase, which extends from July – September.  The overall goal of Consolidation is for each secretariat to migrate to the most efficient model for the delivery of the IT services listed below. HelpDesk: HelpDesk organizations consolidated to centrally managed organization. HelpDesk toolsets consolidated to ITIL based toolsets. Helpdesk Process Standards consolidated to ITIL based framework(s). HelpDesk SLA’s consolidated to a standard multi-tiered SLA driven by agency needs. Desktop / LAN: Desktop / LAN service organizations potentially consolidated to centrally managed HelpDesk organization. Desktop / LAN service processes potentially consolidated to ITIL based framework(s). Desktop / LAN service SLA’s potentially consolidated to a standard multi-tiered SLA driven by agency needs. Web IA: The establishment and or standardization of processes responsible for organization, labeling and navigation schemes within Mass. Gov, including standards around “look & feel” and a common user experience for static web-based content. Applications Services: The consolidation of applications services at the Secretariat level is up to the discretion for the SCIO.  Secretariat Consolidation is progressing well, and is on track barring any budgetary or resource constraints.

5 Secretariat IT Consolidation Plan Executive Summary Each Secretariat modified their plans to achieve consolidation objectives with the understanding that these plans are under continual re-evaluation and represent a snapshot in time as of July 31, Plan highlights are is as follows: (Details: see appendix A) HelpDesk Services Consolidation:  HelpDesk Services are consolidated at ANF, EOLWD and EOEEA, with consolidation efforts in the final stages at EOPSS.  EOHHS, EOE & MassDOT plan on having consolidated HelpDesk organizations in place by 12/31/10  EOHED created a centralized HelpDesk organizational structure with 2 distinct HelpDesk Groups utilizing a singular toolset Desktop / LAN Services Consolidation:  Centralized Support Model implemented for consolidated Desktop / LAN services at ANF & EOEEA.  EOPSS and EOLWD plan to move to a centralized support model for Desktop / LAN Svcs by the end of Q3 ’10.  EOE and EOHHS have initiated planning and plan to complete their Desktop / LAN Services consolidation by the end of Q1 ’11. Web Information Architecture Services Consolidation:  > 75% of agency websites are currently hosted on Mass.Gov.  50% of Secretariats (EOLWD, EOHHS, EOHED, & EOPSS) initiated planning for Web IA consolidation and target completion in Q4 ’10.  EOE centralized its Web IA at the secretariat level and MassDOT in process of developing centralized content management.  ANF & EOEEA plan on completing Web IA consolidation by the end of Q2 ’11, with dependencies on resource and capital availability. Applications Services Consolidation:  MassDOT has identified 42 applications and initiated applications consolidation efforts by completing their Badging Application upgrade, and is planning quarterly application consolidations through Q1 ’11; including Ice & Snow, Fleet Management and Construction Management applications.  EOHED is actively planning the implementation of a new core security application, “BitArmor” slated for delivery 12/31/10.  EOEEA has completed its Time and Attendance application implementation.  The balance of Secretariats are currently prioritizing their centralized HelpDesk – Desktop / LAN organizations and plan on initiating planning and analysis of application consolidation efforts with implementation efforts targeted between Q4 ’10 – Q2 ‘11.

6 HelpDesk & Desktop / LAN consolidation is tracking to target These HelpDesk and Desktop / LAN benchmarks are derived from the Benefits Tracking information available as of 6/30/10 HelpDesk Desktop / LAN SecretariatBaselineLast QuarterThis QuarterTarget % Reduced from Baseline ANF6511 EOE0001 EOEEA6631 EOHED2221 EOLWD2111 EOHHS11991 EOPSS12 1 MassDOT3221 CMW1111 Total % SecretariatBaselineLast QuarterThis QuarterTarget % Reduced from Baseline ANF9711 EOE4441 EOEEA6661 EOHED2221 EOLWD4441 EOHHS EOPSS12 1 MassDOT2221 CMW0000 Total %

7 Secretariat IT Consolidation Work Plan Visual by Service Legend:Inventory Analysis/ Planning Consolidation Initiated Completed

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16 Potential Challenges Going Forward Budgetary & Resource constraints Infrastructure dependencies Agency consensus related to consolidated services adoption Consistent measurements & program results reporting for Benefits Tracking.

17 Next Steps and Considerations for Success Continue working with Secretariats to facilitate progress on Secretariat Services FY ’11 consolidation priorities within established timeframes. ( HelpDesk & Desktop / LAN services ) Facilitate a HelpDesk Discussion Group to foster collaboration in Secretariat development of consolidated HelpDesk Services centralized support models and processes. Continue to monitor progress within Phase 3d and plan for Phase 3e implementation come September Operationalize consistent benefits tracking results & reporting for FY ‘11