IT Consolidation Feasibility Study KICKOFF Bill Roth, CITA Bryan Dreiling June 1, 2010

Background Kansas has successfully consolidated before –Voice, Data Networks and Data centers –Large Applications: Sharp and Smart Other states pursuing IT consolidation –27 states consolidation activities underway –Common areas for consolidation include: data centers, , licensing, and network JCIT expects agencies to have shared and aligned efforts

Kansas IT Governance

Official SB 572 Language … to conduct a study by the chief information technology architect to evaluate the feasibility of information technology consolidation opportunities for the information technology architecture of the state. That feasibility study shall examine the possible consolidation of facilities, staff, applications, networks, disaster recovery operations, data centers, access methods, and any other aspect of the state’s information technology architecture that may be consolidated.

IT Consolidation Feasibility Study What it is … An opportunity for Kansas to have a discussion on what technologies and services it makes sense to consolidate A feasibility study What it is not … A mandate for any consolidation of IT to happen in government A consolidation plan

Timeline DateActivity May 15-28, 2010Planning June 1-August 12, 2010Data Collection July 1 – August 30, 2010Feasibility Study Draft Development September 1-30, 2010Draft Review and Editing October 1, 2010Feasibility Study Delivered to CITOs.

Planning Steps Completed Traveled to Missouri and Nebraska to discuss IT consolidation Research of other states’ consolidation activities Review of other states’ feasibility studies Draft process, governance structure, and high level work plan documents

Data Collection Meetings The data needed to complete the Study will be obtained through a series of meetings conducted from June 1, 2010 to August 12, The first round of meetings will be divided into eleven topic areas. Facilitated discussions with key state agency personnel will occur twice a week in June, July and August.

Data Collection Schedule DateTopic June 1, 2010Kickoff Meeting June 7, 2010Physical Infrastructure (Primary and Secondary Data Centers) June 14, 2010Physical Infrastructure (Primary and Secondary Data Centers) June 17, 2010Hardware (Servers, Storage, Virtualization) June 21, 2010Hardware (Servers, Storage, Virtualization) June 24, 2010Enterprise Services (Unified Communications) June 28, 2010Enterprise Services (Everything Else) July 1, 2010Shared Line of Business Applications July 8, 2010Agency Unique Application July 12, 2010Call Centers, Portals, and Statewide Intranet July 15, 2010Call Centers, Portals, and Statewide Intranet

Data Collection Schedule (cont.) DateTopic July 19, 2010Security July 22, 2010Privacy and Identity Management July 29, 2010Network August 2, 2010Administrative Issues August 4, 2010Administrative Issues August 9, 2010Wrap-up Meetings August 12, 2010Wrap-up Meetings

Data Collection Details An agenda with anticipated topics and possible data points will be distributed to state agencies one week prior to each data collection meeting. After each meeting a survey will be created and distributed to agencies in order to formally collect critical information points determined during the data collection meeting, and to allow agencies unable to attend to comment. Agencies will have two weeks to complete the survey. Meetings will be held according to the meeting schedule, agencies will be expected to provide information related to each agenda item.

Data Collection Agenda Introduction, Procedure, and Expectations High Level Topic Discussion Facilitated Discussion –Current Environment (As-Is) –Opportunities (To-Be) –Risks / Threats / Fears –Roadmap / Transition Plan Wrap-up

Project Milestones DateMilestone June 1, 2010IT Consolidation Feasibility Study Kick Off Meeting June 7 – August 12, 2010Data Collection Meetings August 12, 2010Completion of the Data Collection Meetings September 1, 2010First Draft completed and delivered to stakeholders September 21, 2010Deadline for Comments to be considered for inclusion in final draft October 1, 2010IT Consolidation Feasibility Study delivered to CITOs October 21, 2010October ITEC Meeting January 2011Senate Ways & Means, House Appropriations committee

Project Risks PROJECT Risk Elements Agencies Participation and Information Quality Project Communication Financial Analysis of Opportunities Not Having the Right People and Groups Involved Other Projects and Job Requirements Taking Up Resources Short Timeframe and a Large Scope

Questions Bill Roth, CITA, Bryan Dreiling,