commonwealth it consolidation eoe town hall meeting sharon wright april 2010

Commonwealth IT Consolidation EOE Town Hall Meeting

Sharon WrightApril 2010

- 2 -- 2 -DRAFT FOR DISCUSSION PURPOSES ONLY

Agenda

• Welcome

• IT Consolidation Project Update

• Picture of the Current and Future IT Workforce

• Transition Plans

• EOE Consolidation Changes

• Closing Remarks from Secretary Reville

• Q & A


IT Consolidation Project Update


The Commonwealth’s approach to managing IT is unsustainable.

Current State

Our IT environment is too complex, too difficult to maintain, and increasingly challenging to secure.

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


Benefits

Consolidation will result in smarter investments, improved services, and enhanced security.

Consolidation is driving 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 ability to align our IT resources with high-level priorities of Secretaries

• Improved data sharing capabilities

• Improved reliability of IT services

• Industry-standard delivery of IT services


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 ServicesCommonwealth

IT Infrastructure ServiceCommonwealth

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• 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


Progress to Date

In Progress CompletedPlanning

Significant progress has been made across all Secretariats.

Key Milestone ANF EOE EOEEA EOHED EOHHS EOLWD EOPSS MassDOT

Appointed SCIO

Created IT Steering Committee

Developed Consolidation Plans

Established SCIO Authority Over All IT Spending

Inventoried Staff by Job Function

Trained the Workforce on ITIL

Defined an EO504-Compliant Electronic Security Plan

Inventoried IT Assets

Consolidated Email

Consolidated Websites onto Mass.gov

Consolidated Helpdesk and Desktop and LAN Services

Consolidated Data Center Services

Consolidated Network


The Big Picture

Efficiencies from IT consolidation enable key reinvestments in a stronger and more agile IT workforce, robust infrastructure and reliable services.

The result is government services that are more efficient, open, and responsive to the public.

Current IT Environment Future IT Environment

183 Data centers 2 Data centers 15 Networks 1 Network23 Email systems 1 Email system 54 Helpdesks/desktop groups 8 Helpdesks


Vision for the Workforce

Vision for the IT workforce is one which supports:


Commonwealth IT Learning Program: Overview

To support the Commonwealth’s goals for IT learning, we are planning a robust, long-term approach for the Commonwealth IT Learning Program:

Training• Technical• Business• Leadership in IT• Customer service for IT

Mentoring• Job shadowing /

On-the-job training• Mentoring• Coaching

Knowledge Sharing• Brown bag speaker series• IT community forums• Knowledge-sharing online

platform

LearnIT!Commonwealth IT Learning Program

Upcoming Courses:• Project Management• .NET• Quality Assurance

Career Development• Career paths by job function


Commonwealth IT Learning Program: IT Infrastructure Library (ITIL) Training

As part of the Commonwealth IT Learning Program all professionals have had 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

What is ITIL?

Benefits of ITIL

What if I missed the first EOE session?

Recordings are available on the IT Consolidation wiki page for those who missed the first session.


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.


Picture of the Current and Future IT Workforce


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

EOE IT workforce is ~4% of the Commonwealth’s IT Workforce

Commonwealth IT Workforce2,003 Total IT Staff

EOE IT Workforce79 Total IT Staff


Picture of the Future IT Workforce

This future vision of the workforce will be achieved through:1. Contractor conversions2. Attrition3. Retraining/redeployment of FTEs

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 Workforce EOE IT Workforce


Transition Plans


The Enhanced EOE Organization

Changes to the organization will provide career opportunities for staff, streamline service delivery, and enhance management of IT assets.

Paul RevilleSecretaryof EOEAnne Margulies

CommonwealthChief Information

Officer

Sharon WrightSecretariat Chief Information Officer

Tom WeberChief of Staff

Chief InformationSecurity Officer

Agency ServiceDelivery

IT Operations-Call center

-Desktop/LAN

Engineering & Data CenterManagement

Project Management

Office

SharedServices


Leading the Effort: The New EOE IT Leadership Team

Organizational changes will be launched under the guidance of the newly formed EOE IT Leadership Team.

Using a shared framework, these agency CIOs and their senior management teams will collaborate to flesh out details of the new organization.

Sharon Wright

Secretariat Chief

Information Officer

Jonathan Keller (DHE)

Agency Chief

Information Officer

Jessica Perez–Rossello (ESE)

Agency Chief

Information Officer

Pam Soukamneuth (CTF)

Agency Chief

Information Officer

Anthony Delorenzo, CFO (ESE)Rachel Trant, Assistant Budget Director (ESE)

FinanceValian Norris, HR Director (ESE)Human

Resources

Joan Clark (EEC)

Agency Chief

Information Officer


Estimated Timelines for IT Consolidation Activities

Type Q3 Q4 Q1 Q2Q3

Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

SecretariatOrganization

Helpdesk

Desktop/LAN

Web IA

Applications

Data Center

Web

Networks

Email

FY’10 FY’11 FY’12 FY’13 FY’14

Consolidation of EOE’s DCs within EOE at end of Wave 3

Sec

reta

riat

S

ervi

ces

Infr

astr

uct

ure

S

ervi

ces

Expand EOE Portal

Plan for network integration

Plan for email integration

Springfield Data Center Operational

Assemble Executive & Senior Management TeamsAssemble Executive & Senior Management Teams

Planning & implementation



Move to shared apps as appropriate within EOE

Move DHE to Malden DCMove DHE to Malden DC

Ongoing transition to new org & rolesOngoing transition to new org & roles

Administrative & Organizational DevelopmentAdministrative & Organizational Development


Closing Remarks from Secretary Reville


Questions?

commonwealth it consolidation eoe town hall meeting sharon wright april 2010

Documents

improved services

services commonwealth

discussion purposes

reliable services

government services

portal services email

benefits consolidation

data centers