1. Commonwealth IT Consolidation Background and Basic Talking Points (Update Title as Needed) Committee or Person Presenting Date MM/DD/YYYY

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

3. - 3 - Commonwealth Consolidation Model The model balances economies of scale with responsiveness to Secretariat business needs. Executive Order 510 defines the Commonwealth’s unique model for consolidation.  Agency Specific Applications  Helpdesk Services  Desktop & LAN Services  Website Information Architecture Services  Application Services (as proposed by SCIO)  Data and Telecom Network Services  Data Center Services  Website Hosting and Portal Services  Shared Enterprise Services (including e-mail and directory)

4. - 4 - Benefits Consolidation will result in smarter investments, improved services, and enhanced security. Consolidation drives towards three strategic benefits. Efficiency Effectiveness Information Security Reduced and optimized IT spend per unit Elimination of duplicate IT systems Improved purchasing power by combining procurements Improved data protection Fewer IT systems hosted at insecure locations Improved monitoring, detection, alerting, and response capabilities Improved reliability of IT services Improved ability to align our IT resources with high-level priorities of Secretaries Improved data sharing capabilities Industry-standard delivery of IT services

5. - 5 - Performance Measures Common performance measures have been defined and will be tracked across the Secretariats. EfficiencyEffectivenessInformation Security ↓ # of helpdesks ↓ # desktop and LAN teams ↓ # of non-compliant websites ↓ # of data centers ↓ # of networks (WANs) ↑# of applications consolidated ↑ % of websites hosted on Mass.Gov ↑ % of email users on MassMail ↑ Helpdesk service availability ↑ # of SCIOs in place ↑ # of plans that align with Commonwealth IT strategic plans ↑ % of IT services based on industry standard frameworks ↑ # of participants that have completed ITIL training courses ↓ % of staff that are non-project contractors ↓ Average time to resolve security incidents ↑ # of physical servers that are secure ↑ % of desktop and LAN devices using a consistent set of security standards and technologies ↑ % compliance with EO504 administrative requirements BENEFITS MEASURES

6. - 6 - 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 the SCIOs) Data and Telecommunications Network Services Data Center Services Web Hosting and Portal Services Email 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

7. - 7 - A Phased Approach The program’s complexity is addressed by separating it into manageable phases. Phase 1: Plan Mar – Jul ’09 Phase 2: Detailed Planning Jul – Sep ’09 Phase 3: Implementation Oct ’09 – Dec ’10 Appointed SCIOs Consolidated Secretariat IT Budgets Established IT Governance Model and Bodies Developed High-Level Commonwealth and Secretariat Level IT Consolidation Plans Implemented Short Term Administration Processes Inventoried IT Assets and Workforce Planned for Staff Transition, Training, and Career Paths Started Implementation of Secretariat Consolidation Plans Developed Data Center Consolidation Playbook Refined Chargeback Model Designed Shared Network Architecture Negotiated Shared Software License Upgrade ITD Infrastructure Consolidate 4 Infrastructure Services in Waves at ITD Implement Secretariat Consolidation Plans Focus on Improved Service Delivery Measure IT Consolidation Benefits

8. - 8 - Progress to Date

9. - 9 - Secretariat Early Outcomes Removed walls between IT organizations, leveraging the strength of DOR to underserved agencies. Added Early Education and Care websites onto Mass.Gov to help parents, providers and other citizens find the information they need. Expedited consolidation in order to reduce operating costs by $2.64M, optimize resources and build the foundation for EOEEA's technology future. Revolutionized the organization by moving from fragmented staff to a streamlined model for service, while saving $220K annually. Began consolidation of 26 data centers to reduce risk, improve security, and deliver $1.86M for long term reinvestment. Unified the helpdesk services team and embedded services with leading tools and processes to achieve $152K in cost savings. Converged MassDOT Consolidation with IT Consolidation, initially focusing on email, HRCMS, control centers, and websites. Created one centralized, collaborative, and strategic IT organization from thirteen well established independent IT organizations. ANF EOHHS EOE EOLWD EOEEA MassDOT EOHED EOPSS

10. - 10 - 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