Commonwealth IT Consolidation EOHED Town Hall Gerry Young February 26 th, 2010

- 1 - DRAFT FOR DISCUSSION PURPOSES ONLY Agenda  Welcome  IT Consolidation Project Update  Picture of the Current and Future IT Workforce  Transition Plans  EOHED Consolidation Changes  Wave 1 Plans and Process  What is Wave 1?  Staffing Process and Timeline  Q&A

- 2 - DRAFT FOR DISCUSSION PURPOSES ONLY IT Consolidation Project Update

- 3 - DRAFT FOR DISCUSSION PURPOSES ONLY The Commonwealth’s approach to managing IT is unsustainable. Current State Our IT environment is too complex, too difficult to maintain, and increasingly difficult to secure. Our IT Environment 15 Major Data Networks 400 Job Titles for 2,003 Total Staff 24 Systems 183 Data Centers 57 Desktop and LAN Organizations 48 Helpdesks 200 Phone Systems

- 4 - DRAFT FOR DISCUSSION PURPOSES ONLY Benefits Consolidation will result in smarter investments, improved services, and enhanced security. Consolidation is driving towards three strategic benefits.

- 5 - DRAFT FOR DISCUSSION PURPOSES ONLY Program Structure Consolidation not only impacts three technology service areas but also requires reinvention of four administrative areas as well. Key Benefits Efficiency Effectiveness Information Security Secretariat IT Services Commonwealth IT Infrastructure Service Commonwealth Service Excellence Helpdesk Services Desktop and LAN Services Website Information Architecture Services Applications (as specified by SCIOs) Data and Telecommunications Network Services Data Center Services Web Hosting and Portal Services and Directory Services Service Catalog Chargeback Rates Service Levels ITIL-based Service Management Processes IT Governance: Planning, Budgeting, Service Levels, Performance Management Related Administrative Processes: Procurement, Financial Management, Facilities, Legal IT Organizational Development: Career Paths, Training, Apprenticeships/Mentorships Communications Management: Town Halls, Wiki Updates, Newsletters, Performance Reporting

- 6 - DRAFT FOR DISCUSSION PURPOSES ONLY Progress to Date Significant progress has been made across all Secretariats.

- 7 - DRAFT FOR DISCUSSION PURPOSES ONLY The Big Picture Efficiencies from IT consolidation enable key reinvestments in a stronger and more agile IT workforce, robust infrastructure and reliable services. The ultimate result is government services that are more efficient, open and responsive to the public. Current IT EnvironmentFuture IT Environment

- 8 - DRAFT FOR DISCUSSION PURPOSES ONLY Vision of the Workforce Vision for the IT workforce is one which supports: CommunityCollaboration Customer Focus

- 9 - DRAFT FOR DISCUSSION PURPOSES ONLY Commonwealth IT Learning Program: Overview IT Consolidation Working Group is in the process of developing a training program that will be launched July 1, Training UMass Boston classroom training Commonwealth ITIL Awareness training Michigan IT University Mentoring Job Shadowing Coaching Career Development Career Paths Commonwealth IT Learning Program Recommended Courses: Applications Development Quality Assurance Project Management Business Analysis IT Management Supervision Certification

DRAFT FOR DISCUSSION PURPOSES ONLY Commonwealth IT Learning Program: The IT Infrastructure Library (ITIL) Training As part of the Commonwealth IT Learning Program all professionals will have the opportunity to receive ITIL awareness training. A comprehensive framework of processes and best practices for IT Service Management. Provides a common vocabulary, efficient communication Details a set of principles and processes Provides roles and responsibilities, increasing accountability Measures internal performance Improves the relationship of IT with the business Improves the ability of IT to adjust as needs change DATE: TRAINER: Benefits of ITIL What is ITIL? Details for Secretariat ITIL Training

DRAFT FOR DISCUSSION PURPOSES ONLY What’s In It For Me? As a result of IT Consolidation of data centers at ITD, IT staff will have opportunities to: Learn IT industry best practices Develop deeper expertise in specific technologies Pursue a defined career path Collaborate with peers across the Commonwealth Work with state of the art technologies Though change will be challenging, moving to the future workforce vision will result in real benefits to staff.

DRAFT FOR DISCUSSION PURPOSES ONLY Picture of the Current and Future IT Workforce

DRAFT FOR DISCUSSION PURPOSES ONLY Picture of the Current IT Workforce IT Consolidation has resulted in a better understanding of the Commonwealth’s IT workforce. Workers fall into one of three categories: State Employees (FTEs) Project Based Contractors—Work on a specific project with a defined time frame Non-Project Based Contractors—Work in IT but not on defined projects, e.g. staff augmentation Staffing estimates as of January 20, 2010 EOHED IT workforce is ~1% of the Commonwealth’s IT Workforce Commonwealth IT Workforce 2,003 Total IT Staff EOHED IT Workforce 27 Total IT Staff

DRAFT FOR DISCUSSION PURPOSES ONLY Picture of the Future IT Workforce For the commonwealth, the future vision of the workforce will be achieved through: 1.Contractor conversions 2.Attrition 3.Retraining/redeployment of FTEs With no contractors, our workforce will maintain stability at the current level. We can manage our consolidated infrastructure with fewer people but will do this by increasing the number of FTEs and decreasing our reliance on contractors. Commonwealth IT WorkforceEOHED IT Workforce

DRAFT FOR DISCUSSION PURPOSES ONLY Transition Plans

DRAFT FOR DISCUSSION PURPOSES ONLY The Enhanced EOHED Organization The organization of EOHED will change in order to support the consolidation of IT infrastructure. Changes to the organization will provide career opportunities for staff, streamline service delivery, and enhance management of IT assets. Update with Current

DRAFT FOR DISCUSSION PURPOSES ONLY Progress to Date/ Estimated Consolidation Timelines  and Web IA Services have been consolidated  Data Center pilot initiated TypeQ3Q4Q1Q2Q3Q4Q1Q2Q3Q4Q1Q2Q3Q4Q1Q2Q3Q4 Helpdesk Desktop/LAN Web IA Applications Data Center Web Networks FY’10 FY’11FY’12FY’13FY’14 DC Wave 1: EOHHS DC Wave 2: Non-EOHHS Systems at Risk or Needing DR DC Wave 3: Remaining Non-EOHHS systems Secretariat Services Infrastructure Services Sample Progress to Date Estimated Timelines for IT Consolidation Activities Application Consolidation Update with Current Sample Springfield Data Center Operational

DRAFT FOR DISCUSSION PURPOSES ONLY Wave 1 Plans and Process

DRAFT FOR DISCUSSION PURPOSES ONLY What is “Wave 1?” Wave 1 includes the movement of EOHHS Data Center Services to ITD. Related technology assets and staff will move to ITD as part of Wave 1. EOHHS operates and supports 29 separate data centers. Pilot EOHHS 600 Washington  MITC By April 2010 Beginning May 2010 through July 2011 Implement ITD managed services for all EOHHS data centers Future StateCurrent State EOHHS Data Center Services

DRAFT FOR DISCUSSION PURPOSES ONLY Process and Timing for Wave 1 Positions have been opened to EOHHS staff, and additional opportunities may be made available to all Commonwealth IT staff if positions are unfilled 2/19: Post All Positions to EOHHS only March 3/19: Select Supervisory Candidates Secretariat Town Halls 4/28: Select Non- Supervisory Candidates April Initial postings for Wave 1 are now open only to EOHHS IT Staff. Once EOHHS IT Staff are given opportunity to apply, unfilled positions may be re-opened to all Commonwealth IT Staff as necessary. Timing is approximate based on results of process. Notes May February

DRAFT FOR DISCUSSION PURPOSES ONLY Questions?