Executive Office for Administration and Finance IT Steering Committee Monthly Meeting September 2, 2009

10/21/ Agenda IT Consolidation – Program Update Communications HR Administration 2011 Spending Plans Program Benefits Tracking Oracle ULA Capital Plan Status

IT Consolidation Sub-Committee Updates Program Communica- tions John Glennon IT Governance Anne Margulies Talent Mgmt, HR & Labor Admin Marcie Desmond Barb Wooten IT Fin Mgmt & Budgeting LeeAnn Pasquini Key AchievementsKey Issues Key Next Steps Launched Toolkit 1.0 Released CCIO Video Update Completed Channel Strategy Released Blast #3 Timeliness Developing and acquiring distribution lists New protocols for Wiki info release for IT Infrastructure content Develop Mass.Gov content Draft and release program newsletter Draft and conduct Effectiveness Assessment Developed high-level program-wide benefits, framework, and tracking process Transitioned remaining IT governance work to CIO Cabinet Still need to close gaps in representation on ISB Chargeback Working Group Still need more senior / strong enterprise IT architects on TGB Develop measure definitions and measurement methods Begin developing accompanying training guidance materials Received NAGE approval for inventory process and approach Released HR Change Impact Assessment on 8/28, Friday Completion of HR Change Impact Assessment by 9/14, Monday High rate of new attendees at Sub- committee meetings has resulted in repeated review of previously discussed materials Develop repeatable staff transition process Conduct CFO-CHRO-CIO –specific Town Hall Released spending plan guidance memo on 8/28, Friday Finalizing draft guidance regarding fund transfer Need to engage 3 rd party vendor immediately to work with each Secretariat to address federal funds, grants, and trusts Develop chargeback methodology for federal funding sources, grants, trusts, and other types Develop Secretariat SLAs (leveraging templates) Prioritize FY11 needs Status On Plan At Risk On Plan At RiskBehind Plan Legend:

Communications - Introduction to the Consolidation Communications Hub Communications Tool Kit 1.0 Tools and templates for communicating about Consolidation Style Guide Tips and tools for creating materials Archive of Project Communications Blasts, Newsletter Links to feedback mechanisms FAQs, Anonymous Address, Feedback Form

Communications - Tool Kit 1.0 Walkthrough e/display/itconsolidation/Project+ Communications+Hub

HR Administration – Framework Goals Data Gathering and Analysis Outcomes Strengthen Commonwealth IT Workforce Improve IT Job Satisfaction Develop High-level Inventory of FTE’s and Contractors based on Common IT Functions (per industry leading standards) 40 common IT functions 8 common functional families Complete Gap Analysis Career Paths Training Program Mentoring Program Complete Secretariat Staffing Plans Complete Infrastructure Staffing Plan Repeatable process Operating Model for IT Staffing Recruiting/Hiring Contractor conversion Transfers Reallocation Refine HR Processes 3a 1 2 3b3b 4 5

Change Impact Assessment Tool was developed during Phase I to capture details on 7/1 staff transitions and has been revised and enhanced to capture additional data for Phase II Focus for Phase II is an inventory of all IT professionals to determine the type of work they perform in terms of industry standard job families and job functions (e.g. infrastructure work, Secretariat IT service work, etc.). Tool has been pre-populated with data collected in phase I. Secretariats (SCIOs with assistance from agency designees) will populate new, yellow, columns for each IT professional: Organizational Title, Primary, Secondary and Other functional duties Data gathering has been made easier through drop down lists that include new functions; free form data entry is not required. Key dates: Distributed 8/28; Deadline for completion 9/14; Meetings will be scheduled with each Secretariat to provide guidance for accurate data collection HR Administration - Change Impact Analysis Tool

Spending Plan - Memo Guidance Memo released last Friday, 8/28 to address: ─ Budget goals for IT consolidation for FY11 and beyond ─ IT staff that should be consolidated for FY11 ─ Supporting costs that should be consolidated for FY11 ─ Lower object class spending that should be consolidated for FY11 ─ Approach to consolidation through spending plans Please LeeAnn Pasquini with any additional questions at

Spending Plan – Key Dates

Program Benefits Tracking – Measures and Metrics (Draft) Efficiency To spend and invest in IT more wisely Effectiveness To deliver our IT services more reliably, and align our resources per business priorities Information Security To secure our information based on industry leading practices Reduced and optimized IT spend per unit Elimination of duplicate IT systems Improved purchasing power by combining procurements Improved reliability of IT services Improved ability to align our IT resources with high-level priorities of Secretaries Improved data sharing capabilities Industry-standard IT service delivery Improved data protection Fewer IT systems hosted at insecure locations Improved monitoring, detection, alerting, and response capabilities ↓ # of helpdesks ↓ # of desktop/LAN teams ↓ % of non-compliant websites ↓ # of applications being evaluated for consolidation ↓ Time required for constituents to find information* ↑ Service availability ↑ Improved security incident reporting and response ↑ Improved desktop protection and local area network security ↑ Improved EO504 compliance ↓ # of data centers ↓ # of networks (WANs) ↑ # of websites hosted on Mass.Gov ↑ % of users on MassMail ↑ Service reliability ↑ # of IT services based on industry standard frameworks ↑ # of formal career paths and training options ↓ # of security devices to deploy & maintain ↓ # of physical servers to secure ↑ Amount of comprehensive system protection * Composite Index BENEFITS MEASURES AND METRICS GOALS * Note: indicates measures that require further definition Total Re-investment Opportunity: $X - $Y (TBD)

Program Benefits Tracking - Key Next Steps Finalize list of benefit measures and corresponding definitions – next week ‘Socialize’ list of measures and corresponding definitions – early to mid-September Develop training / guidance materials on new benefits tracking process – mid-to-late September Kickoff new Benefits Tracking Process with Pilot Secretariat – late-September

New Oracle ULA Goal: – To aggregate Oracle procurements to reduce one time licenses and support costs. Current Situation: – OSD ITS-19 discount on Oracle products = 40% – Annual support costs = 22% of license – IT Capital Plan includes ~ $60M in new licenses (~$12M/year) – HRCMS license at maximum number of users; pending increase of $1.3M to add MassDOT and Sheriffs to payroll. Terms of Oracle ULA: – Increases discount on aggregated Oracle products = 82% 5 Year Savings $19.9M – Decreases support costs = 20% of license 5 year Savings $25.6M – Total Savings $45.5M – Increases in HRCMS users from 85K to 120k (eliminates $1.3M additional cost). – Requires investment of $3.8M/year for 5 years ($19.0M) Bottom line – we spend $19.0M over 5 years instead of $64.5M