Deloitte Consulting LLP Commonwealth of Massachusetts Statewide Strategic IT Consolidation (ITC) Initiative June 1, 2009 DRAFT – FOR DISCUSSION PURPOSES ONLY

- 1 - DRAFT FOR DISCUSSION PURPOSES ONLY Agenda Workplan Status ̶ Secretariat plans ̶ Infrastructure plan ̶ Organizational development and communications Sub-committee Reports ̶ IT Governance ̶ IT Administration ̶ Communications and Organizational Development Key Topics of Discussion ̶ Process to review draft Secretariat consolidation plans ̶ HR Readiness for Day 1 ̶ Presentation from Marty Benison on SWCAP indirect (budget/finance) ̶ Progress on IT Administration planning at each Secretariat

- 2 - DRAFT FOR DISCUSSION PURPOSES ONLY High-level Workplan – Progress Snapshot Major Milestone Key Activity Exec Order 510 Compliance Deadline Interim MilestoneDeepDive Sessions Key Session / Meeting IT Consolidation Planning Timeline Key Planning Threads MarAprMayJun WK1WK2WK3WK4WK5WK6WK7WK8WK9WK10WK11WK12WK13WK14WK15 3/16-3/203/23-3/273/30-4/34/6-4/104/13-4/174/20-4/244/27-5/15/4-5/85/11-5/155/18-5/225/25-5/296/1-6/56/8-6/126/15-6/196/22-6/ – Create Common IT Consolidation Planning Approach 2.0 – Create Secretariat IT Consolidation Plan 3.0 – Create High- Level IT Infrastructure Plan 5.0 – Create and Begin Execution of IT Consolidation Communications / Org Dev Plan 3/20 Draft Approach & Framework 3/27 Finalize Approach & Framework 3/16 Kick-Off 3/27 Hackett Data Available 5/29 Draft Secretariat Plans Due Pilot Current State Analysis Complete 6/30 Final Secretariat Plans 4/3 Draft Secretariat Plan Outline Conduct consolidation working sessions Day 1T-30T-60T-90 Rapidly Execute Consolidation Planning 4/3 Draft High-level Infrastructure Plan Outline 5/8 Draft #1 5/29 Final High-level Infrastructure Plan Conduct consolidation working sessions 4/30 Org Development Plan 4/30 Final Communications Plan 4/13 Draft Org Development Plan 4/13 Draft Communications Plan Implementation Initiated 5/30 High-level Infrastructure Plan 7/1 Secretariat IT Consolidation Plans 4/17 Pilot Complete Review and Validate We Are Here 4/1 Kickoff 1.0 PLANNING APPROACH EOHHS draft EOPSS EOTPW EOEEA EOLWD EOHED ANF EOE Network Strategy session 5/18 Draft #2 Begin Secretariat town-hall meetings Finalize roadmap wall-charts HR Readiness prep

- 3 - DRAFT FOR DISCUSSION PURPOSES ONLY Secretariat Consolidation Plans Status StepEOHHSEOEEAANFEOHEDEOPSSEOLWDEOEEOT 1) Conduct kickoff meeting with SCIO (and CFO/HR leads as needed)  2) Conduct orientation meeting with key stakeholders  3) Conduct series of working sessions with IT service owners  4) Develop draft plan for review by IT service owners  6/5  5) Review draft plan with SCIO  5/29- 6/5  6/8  6) Incorporate edits based on review sessions  6/56/116/56/4 6/126/3 7) SCIO to review draft plan with IT and Business stakeholders to obtain feedback  6/126/19 6/12 6/236/12 8) Review draft plan with CCIO and SCIO 6/19 6/25 6/19 6/256/19 9) Finalize Secretariat consolidation plan 6/ SECRETARIAT PLANS

- 4 - DRAFT FOR DISCUSSION PURPOSES ONLY HR Administration ‘Day 1’ Readiness Checklist for SCIOs StepActivityOwnerDue DateStatus 1 Discuss template tool and SCIO questions during next IT Consolidation Working Group Working Session SCIOs5/26 Tu  2 Generate Seniority Lists based on the employee's current seniority as defined by the employee's respective Collective Bargaining Agreement (i.e., based on time in the agency) Secretariat HR Directors5/29 F  3 Complete high-level 7/1 Organization Chart, and evaluate change impacts of IT Consolidation at the employee level (using the common tool) and prepare in consolidated information packet SCIOs and Secretariat HR Directors 5/29 F  4 Send information packet comprised of completed tool, seniority list, and org chart to Steve Perry at the Office of Employee Relations (OER) of HRD SCIOs 6/1 M ~12pm  5 Create single information packet containing Org Chart, Seniority List, Impact Analysis, and send to NAGE union Steve Perry6/1 M  6Review and clarify information packet contents as neededNAGE, Steve Perry6/5 F  7 Communicate overall impacts and changes to Secretariat IT Steering Committee SCIOsBefore 6/8 M  8 Communicate key changes to individual employee (in tandem with daily meetings held 11am – 2pm) SCIOs6/8 M – 6/12 F  9Schedule and manage logistics for Secretariat Town Halls SCIOs (with optional support from Eileen Harrity as needed) 6/3 W – 6/22 M  10 Conduct Secretariat Town Halls (leveraging forthcoming template as needed) SCIOs 6/15 M – 6/30 Tu (or 1 st –half of July if needed)  = Red font indicates 5/28 updates as of 6pm per HRD feedback

- 5 - DRAFT FOR DISCUSSION PURPOSES ONLY IT Administration ‘Day 1’ Readiness SCIO Progress Updates IT Budget / Fin Mgmt 1Is your IT Administration operating model documented, approved, and communicated out (i.e., centralized vs. delegated)? 2Are ISAs drafted? Reviewed with your CFO? 3Is the approach for managing Federal funds or trust funds established, approved, and communicated? 4Is the payroll approach established, documented, approved, and communicated? 5Is the payroll position transfers approach documented, approved, and communicated out (i.e., all IT employees funded through the operating budget must be transferred to new appropriations)? IT Procurement (including Contracts) 6Are all FY10 contracts and active procurements identified and documented? 7Were notices provided to vendors for department / account reassignment as needed? 8What is your plan for continuity of service for hardware/software maintenance and contractors? Has it been established, documented, approved, and communicated out? IT HR & Governance 9Does Steve Perry have your completed Change Impact Information Packet with your Org Chart, Change Impact Assessments per Employee, and Seniority List? 10Has your IT Steering Committee been established?