September 14, 2011

Executive Office of Energy and Environmental Affairs,Executive Office of Labor and Workforce Development Information Technology Division

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Topic Sub topic Presenter Time

Introduction Welcome note Tom Skinner 5 min

Report from Roundtables

PMO

Large Projects/Program

Tom Skinner

Darrel Harmer5 min

Speaker Topic: Information Technology in 2012 John Letchford 40 min

Breakout sessions

Breakout Session Ground Rules

Topic: Project Management in the Commonwealth 2012

Breakout Group Report

Shruthi R

40 min

20 min

LearnIT! OnDemand

Locating PM related training and the PDU matrix

Sean Aulson 10 min

Wrap up Wrap up Darrel Harmer 5 min

Agenda

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Roundtable Reports

PMO Tom Skinner Director PMO, EOEEA

Large Projects/Program

Darrel Harmer Chief Capital Planning Officer, ITD

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PMO Roundtable Update

• Meeting Schedule: Friday 9/9, Noon to 1

• Discussions: Bugs, Enhancements and Change Orders

• Also discussed: Succession Planning

• Next meeting: Oct 7 (Noon to 1), 100 Cambridge St, Winthrop CR 10TH floor (or Con-call)

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Large Project/Program Roundtable

• Membership open to projects & programs with at least $30M of funding – will likely change over time as projects come and go

• Large programs have unique constraints, challenges, risks, visibilities and opportunities over and above most projects

• Roundtable to provide a regular forum for managers and sponsors of these large initiatives to discuss problems and exchange ideas

• Can help expand CommonWay to include standards for “program management” as distinct from “project management”

• Next Meeting: Sept 15th

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Large Project/Program Roundtable

Large Project/Program Roundtable Members

Name Role

Marcie Desmond SCIO, A&F

Vinnie Piccinni Deputy SCIO, A&F

Steve Geddis Program Manager, MassTax2

Barry LaCroix Child Support Enforcement, COMETS HD

Michele A Cristello Child Support Enforcement, COMETS HD

Patricia Wada Program Manager, MassHR

Corey Jenks ARRA & Transparency, A&F

Mary-Joe Perry SCIO, MassDOT

Diane Nawrocki Director IT PMO, MassDOT

Colleen Ogilvie Deputy Registrar, RMV

Clayton Martin Director IT PMO, EOLWD

Steve Dennehy Program Manager, Springfield Data Center

Darrel Harmer Chief Capital Planning Officer, ITD

Shruthi Rangathyagarajan Content Delivery Specialist, ITD

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Speaker Topic: “Information Technology in 2012”

John Letchford Commonwealth Chief Information Officer

IT: Ancient History

• The first electronic computer appeared 65 years ago– It was about 80 feet long, weighed 30 tons, and had 17,000 tubes– Today’s PCs can store a million times more information and are

50,000 times faster

• In 1943, Thomas Watson, IBM’s chairman, predicted there would be a world market for five computers

• In 1977, Ken Olson, founder of Digital, said: “There is no reason for any individual to have a computer in their home.”

• By the early ’90s, a Hallmark greeting card that could play "Happy Birthday" had more computing power than existed on the entire planet in the early ’50s

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IT: Today

• Your living room has more computing power than landed Neil Armstrong on the moon in 1969 –Apollo's computers had less processing power than a cellphone

• Some statistics:–~1.8 billion people connect to the Internet– 1 billion computers in use – 4 billion cell phones in use, 3 million sold every day

• The average American depends on over 250 computers each day (mainframes to microprocessors)

• 50% of adults use social networking sites (5% in 2005)

• By April 2011, Amazon sold more e-books than printed books

• Google uses 15 billion kWh of electricity per year, more than most countries

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IT: Visions for Tomorrow…

• In the next 10 years, we will see a 20-time increase in home networking speeds

• Within two years, information on the Internet will double every 11 hours

• The Internet will evolve to perform instantaneous communication, regardless of distance

• By 2050, $1,000 worth of computing power will equal the processing power of all human brains on earth

• By 2025, teleportation at the particle level will begin

• By 2030, artificial implants for the brain will take place

• Today, we know 5% of what we will know in 50 years

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Source: Dave Evans, Chief Futurist, Cisco IBSG Innovations Practice, 2009

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Key Questions

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•What does this mean for Information Technology at the Commonwealth?

• How do we cope with and take advantage of this incredible rate of change?

• How does IT help shape government to meet the constantly expanding and dynamic needs of its “customers” – citizens, businesses and government itself?

IT Strategic Focus

• More effective and coherent services for constituents

• Greater efficiency for state government operations

• Improved information security

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FY12 Commonwealth IT Priorities

• Strategic IT Initiatives1. Network Architecture2. Springfield Data Center3. Service Oriented Architecture & Identity Management4. Business Intelligence5. eGovernment6. IT Consolidation7. Commonwealth Service Excellence8. Enterprise Security9. Systems Modernization & Transformation

• FY12 IT Support for Governor’s Key Business Initiatives1. Education and Closing the Achievement Gap2. Health IT and Healthcare Cost Containment3. Safer Neighborhoods and Eliminating Youth Violence4. Increasing jobs in Massachusetts

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FY12 Commonwealth IT Priorities (cont.)

• Support Reform Agendas1. Drive Commonwealth IT Reform2. Commonwealth Procurement Reform3. Commonwealth Print/Mail Consolidation4. Federal IT Reform

• Other Key Information Technology Initiatives1. Massachusetts Global Information Services2. NewALARS3. MassTAX24. Enable MassHR / HR Modernization5. IT Financing

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Top 5 Commonwealth IT Priorities for FY12

•Springfield Data Center

•eGovernment

•IT Consolidation

•Health IT and Healthcare Cost Containment

•IT Financing

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Springfield Data Center (SDC)

The SDC will help ensure that the state's computer systems and digital assets continue to be properly secured and maintained, while providing greater opportunities for operational efficiency for the Commonwealth.

• Key part of strategy to manage our technology more effectively and efficiently by consolidating the Executive Department’s distributed data centers into two efficiently managed facilities

• Will serve as backup to the Massachusetts Information Technology Center (MITC), the Commonwealth's primary data center in Chelsea

• Will be a national model for green and environmentally-friendly data centers

• Will help support economic recovery for the city of Springfield with new construction jobs and permanent jobs to operate the facility

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SDC – Under Construction

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SDC in 2013

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eGovernment

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We are working to make state government more accessible and transparent to constituents.

• Implement new Mass.Gov content management tool

• Implement and release Open Checkbook

• Publish an eGovernment Strategic Plan–Define how we will integrate and expand upon current initiatives:

• Data transparency• Civic engagement• Open data• Performance and accountability• Social media• Business intelligence• Mobility • Delivery of secretariat/agency-specific information

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IT Consolidation

• Results to date:– All 8 secretariats have SCIOs

– IT budgets have been rolled up to the secretariat level

– Number of helpdesks reduced from 43 to 19

– Number of desktop/LAN teams reduced from 55 to 20

– Deployed the LearnIT! program, including the LearnIT! OnDemand elearning environment – to provide IT staff with training on technical topics, project management, and key disciplines

– Consolidated 9 data centers from dispersed locations into MITC

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• Priorities for FY12:– Complete helpdesk and

desktop/LAN consolidation

– Substantially complete EOHHS data center consolidation

– Implement factory-style process for all data center migrations

– Migrate remaining sites to Mass.Gov

– Develop plan for application consolidation at secretariats

– Continue consolidation of email and migration to MassMail

– Extend adoption of Service Excellence standards across Commonwealth

We have made great strides in meeting our IT Consolidation goals, but we have more work to do.

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Health IT and Health Care Cost Containment

There are many initiatives related to IT and Health Care, including:

• Adoption of Electronic Health Records to improve access to comprehensive, coordinated health care

• Implementation of a data and measures framework that demonstrably improves the quality and safety of health care across all providers, e.g. reporting, evidence-based decision support

• Slowing the growth of health care spending through efficiencies realized through Health IT, e.g. decreased redundant testing

• Implementation of efficient, accurate, reliable, and secure health information exchange processes

• Lowering the cost of health care by using integrated care organizations (ICOs or ACOs) and value-based payment methods

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IT Funding at the Commonwealth

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• Massachusetts has historically underinvested in technology.

• FY12 GAA sustains a budget reduction for a second year.

Sustained 9%

reduction

Difference in IT Funding from FY10 to FY122

1Gartner Research. IT Key Metrics Data 2011: Key Industry Measures: Government: State and Local Analysis: Current Year.

December 2010.

IT Spend as a % of Total Operating Budget1

2 FY12 GAA data represents ANF, EOEEA, EOHHS, EOE, EOPSS, and EOHED. It does not include:

- $19.7M in federal funds for Child Support Enforcement COMETS project- Data for the Executive Office of Labor and Workforce Development

- Data for MassDOT

1.7%

2.7%

4.3%

IT Funding at the Commonwealth

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• Our funding challenge is several-fold:–Historic underfunding of IT through appropriations has inhibited

investment in our infrastructure–Our funding model does not provide for costs associated with

operating and maintaining new systems built through capital and federal grant funds once they become operational

– Two consecutive years of budget reductions have significantly impacted our ability to maintain and operate our IT environment• Actions taken by secretariats to weather the challenging financial

environment are no longer sustainable• Recent efficiency gains made through consolidation and enhanced

procurement efforts are at risk

• Our approach to solving this challenge is two-fold:–Work with ANF and Legislature to agree stopgap measures by

October 1st to meet immediate needs in FY12–Working on development of creative, alternative ways to “right-

size” our IT budget and sustainably fund IT in the future

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Role of Project Managers in the Commonwealth’s IT Future

• Successful project managers are critical to our ability to deliver on our agenda for IT in the Commonwealth

– To drive execution of key projects, we have developed a consistent standards based methodology and process -- CommonWay

– PMs are the key to delivering key projects as you bring the technical and business sides together in each project and drive towards completion

• LearnIT! OnDemand includes a rich variety of project management courses – take advantage of this opportunity!

• This collaborative community we are building – in which participants can share experiences, learn from each other, and grow – will be vital to our ultimate success

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Questions?

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Breakout Session Topic:“Project Management in the Commonwealth 2012”

Shruthi R Content Delivery Specialist, ITD

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Breakout Session: Ground Rules

• Overall Session - 1 hr. (Breakout session – 40 min & Report back – 20 min)

See your Index card for group identification Move to specific locations

Group Room # Facilitators Group 1 Minihan Hall Allen Kieslich Group 2 Minihan Hall Steve Goliger Group 3 612 A/B Alexis Shaw Group 4 645 Donna MacDonald

• Small group discussions Topic of Discussion: “Project Management in the Commonwealth 2012” Identify your spokesperson/scribe

• Each group spokesperson to report - 5 min each group

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LearnIT! OnDemand

Sean Aulson LearnIT! Program Lead, ITD

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Presentation outline

Locating Project Management related training solutions

General Navigation Search and Learn Course Catalog Certifications My Plan / My Progress

PDUs – Qualifying course matrix and location http://www.mass.gov/itd/LearnIT

LearnIT! OnDemand website: https://learnitondemand.skillport.com

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LearnIT! OnDemand – Home page

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Search & Learn – Keyword search on Project Management

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Search & Learn – Keyword search on PMP Fourth Edition

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Course Catalog – Project Management Learning Tracks and Certifications

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Course Catalog – PMP Certification

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LearnIT! OnDemand – My Plan

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LearnIT! OnDemand – My Progress

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LearnIT! OnDemand – Qualifying Courses for PDUs

PDU Certification Matrix located on LearnIT! website: http://www.mass.gov/itd/LearnIT

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Wrap up

Darrel Harmer Chief Capital Planning Officer, ITD

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Q& A / Wrap up / Next steps

• Next PM Connect meeting (December 15th, 9:30 am - noon)

CommonWay Click Here

PM Connect Click Here

Roundtables Click Here

LearnIT! OnDemand Click Here

Presentation Material Click Here

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