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AGENDA
• Purpose (Why Consolidate)
• Consolidation Approach
• Consolidation Status
• Consolidation Financials
• Steady State Measurements
• Budget and Personnel Information Requested (HB 1304)
2
Purpose (Why Consolidate)
GOAL MEASURMENT
• Efficiency – Dollar Savings
• Alignment – Survey Results
• Quality – Service Levels
3
Federated Model of The Enterprise
Agency Layer
Enterprise Layer
Infrastructure Layer
Technology Services
Agency
Services
Shared Application Services
Centralized Technology
Centralized Application
Services Utilized by Multiple Agencies
Agency Specific Services Remain
in Agency
Information Technology Processes (ITIL and PMBOK)4
OSF’s Service Portfolio
CablingInside Plant Outside Plant
Voice and Data Services
IP Telephone PBX Telephone
Contact Center
Web Conferencing
Wide Area Network Local Area Network Remote Access
Data Center and ServersMainframe Hosting Distributed Srvr Host Offsite Media Storage Data Center Space
Desktop ComputingDesktop Support File & Print Services E-mail and Calendar
Content ManagementImaging
OperationsCustom Printing Courier Services
Helpdesk Service Desk Help Desk Hosting
Application DevelopmentApplication Support
Consulting
Security
Server/Mainframe Desktop Network
Technology ServicesImplemented In Process Planned
Campus Broadband
Audio Conferencing
Policy - Procedures
Operations Center
Cyber Security Seminar
Incident Response Risk Assessment Disaster Recovery Awareness Training
Wiki
Implemented Services
Proposed Services
5
Shared Services
Financial Mgt Systems Payroll/Human Resources Other
Reporting / Business IntelligenceFinancial Analytics Human Resource Procurement & Spend
Implemented In Process Planned
Extend / Collaborate
Transaction / Streamline
General Ledger
Purchasing
Strategic Sourcing E-Supplier –
Budget
Human Resource – Base Benefits-
Time & LaborPayroll
Employee Self Svc Enterprise Learning Mgmt
Higher Education Interface
Manager Self Service
Account Rec Billing
Asset Mgmt Project / Grants / Contracts
Inventory
E-Bill Payment
Expenses (travel) Help Desk Self Svc
Grants Provisioning
Licensee
OK.GOV Custom Apps
P-Cards
AP Workflow
eProcurement
Transparency
Accts Payable
OK.GOV Licensing
OK.GOV Payment Services
OK.GOV Websites
OK.GOV Webstats
Transparency
ARRA Openbooks Data.gov
Implemented Services
Proposed Services
6
Consolidation Approach
• Agency by Agency - Consolidate all services for a specific agency one agency at a time (ie Treasury, Education)
• Service by Service - Consolidate a specific service for all agencies that utilize the service (ie. enterprise e-mail, mainframe hosting)
• Service by Agency – Implement a specific service or a small number of services for an agency. This is OSF’s traditional approach.
Consolidation Approaches
7
Service By Service Future
• Oracle Completing Study for Unix Consolidation• Network Study: AT&T, OneNet, Lucent• Radio Study: Kimball• McAfee Study Security Services
9
Agency by Agency
Leadership Common
Vision
Team Formation
Project Scope and Plan
ApproveBusiness Case
Detail PlanTransformCustomer
Relationship
Standard Process
Governance
Performance Reviews
MetricsRefined
BusinessCase
TourismBoard of Nursing
Employee Benefits Council
Office Personnel MgmtTreasury
Education
AICCM
Accountancy Board LP Gas AdminAbstractors Board Motor Vehicle CommArts Council Long Term Care BdAeronautics Optometry BdTobacco Settlement Police Pension Construction Ind Board Prof Engineers Lic Bd Comm on Teachers Prep Physicians ManpowerEthics Commission Licensed Social WorkersMerit Protection OCAST Governor Comm Consumer Credit State Fire Marshall Teachers RetirementDisability Concerns Uniform Building CodeHuman Rights Comm Commercial Pet BreederPardon and Parole Interstate OilMarginal Well Commission 10
Agency by Agency Future
DCS, OSGEEIB, AND HEALTH ARE THE NEXT THREE AGENCY CONSOLIDATIONS
THREE ADDITIONAL MEDIUM SIZED AGENCIES BEFORE JULY
EIGHTEEN MONTH PLAN IN PROCESS
Medium Sized Agencies•Indigent Defense System• Attorney General• Children & Youth Commission• Commerce •Department District Attorneys Council •Election Board •Auditor and Inspector•Insurance Department •Office of Juvenile Affairs• Land Office•Commissioners of the Libraries• Department Lottery Commission• Narcotics & Dangerous Drugs Control •Public Employees Retirement System •Personnel Management Office• Tourism & Recreation Department• Central Services - DCS •Secretary of State •Veterans Affair Department• Teachers' Retirement System• State Treasurer• Employees Benefits Council •Water Resources Board
11
Agency By Agency Savings
IT POSTIONS HAVE DECREASED 21% IN AGENCY BY AGENCY CONSOLIDAITON
SERVER COUNT HAS DECREASED 58% IN AGENCY BY AGENCY CONSOLIDATION
Agency Name
Start Position
Count
End Position
CountPosition Reduction
PercentageStart Server
CountEnd Server
CountServer Reduction
Percentage
State Dept of Education 30 25 17% 75 Physical2 Physical - 29 Virtual 59%
State Treasurer 8 6 25% 26 Physical10 Physical -
5 Virtual 42%Office of Personnel Management 2 1 50% 8 Physical
1 Physical - 1 Virtual 75%
Board of Nursing 1.5 1 33% 3 Physical 1 Physical 67%
Dept of Tourism 7 5 29% 20 Physical2 Physcial -
4 Virtual 70%
TOTAL 48.5 38 21.65% 132 55 58.33%
12
Legislative Mandate Savings(Appropriated Agencies)
IT COST HAVE DECREASED 10% SINCE 2009
IT POSITIONS HAVE DECREASED 11% SINCE 2009
Year Savings Achieved FY2010 FY2011 FY2012 FY2013 FY2014 FY2015 FY2016
Legislative Mandate Savings 2010 $11,384,401 $11,384,401 $11,384,401 $11,384,401 $11,384,401 $11,384,401 $11,384,401Legislative Mandate Savings 2011 $17,048,226 $17,048,226 $17,048,226 $17,048,226 $17,048,226 $17,048,226 Total Annual Savings $11,384,401 $28,432,627 $28,432,627 $28,432,627 $28,432,627 $28,432,627 $28,432,627
Savings Over 7 Years (NPV1) $166,394,032Notes:1Current savings plus NPV of savings from FY 12 through FY 16 @4%
13
IT Consolidation Savings Completed and In Process Projects
CURRENT ESTIMATED SAVINGS OF $172M OVER 7 YEARS
Agency Name Status FY2010 FY2011 FY2012 FY2013 FY2014 FY2015 FY2016
2010 Savings Achieved Completed $11,384,401 $11,384,401 $11,384,401 $11,384,401 $11,384,401 $11,384,401 $11,384,401
2011 Savings Achieved Completed $17,048,226 $17,048,226 $17,048,226 $17,048,226 $17,048,226 $17,048,226
State Dept of Education Execution $324,027 $753,479 $632,479 $659,979 $753,479
State Treasurer Execution $91,524 $183,048 $183,048 $177,516 $177,516
Office of Personnel Management Execution $56,967 $121,371 $120,484 $114,184 $114,184
Dept of Tourism Execution $32,402 $119,691 $119,011 $119,011 $119,011
Board of Nursing Execution -$9,252 -$10,264 -$15,764 -$15,764 -$15,764
Disaster Recovery Services Completed $247,344 $419,245 $203,524 $203,524 $203,524
VOIP OCCHD Execution $711 $65,688 $65,688 $65,688 $65,688
AIICM Execution $4,896 $24,003 $24,003 $24,003 $24,003
First National Fiber Buildout Execution $6,573 $51,045 $51,045 $51,045 $51,045
Total Annual Savings $11,384,401 $28,432,627 $29,187,818 $30,159,933 $29,816,145 $29,831,813 $29,925,313
Savings Over 7 Years (NPV1) $172,370,020
Notes:1Current savings plus NPV of savings from FY 12 through FY 16 @4%
14
Consolidated Agencies Strategic Initiatives
Concept Initiation ExecutionPlanning Close
Treasury Dept of Education Tourism
Boa
rd o
f Nu
rsin
g
2011 2012 2013
OP
M
Shared Application Services
State-wide Licensing
BottommlineCheck Print
Cash Managemen
t
Treasury Work Station
Higher Ed Interface
Corrections HCM
State-wide Org chart
Enterprise Learning Mgmt III
Human Resources Dashboard
Electronic Action Form
- EPAF
Absence Mgmt
E-Performance
Enterprise Learning Mgmt III
Time and Labor Pilot
Treasury GL Child Nutrition – Direct
Certification
K12 Longitudinal Data System
CMS(New Website)
School Bus Certification
My Data Application
Career Tech Interface
State-wide Student
Information System
GEAR UP
OCAS
Grants Provisioning
Grants, Project and Contracts
Licensing
SEAS Interface and Data Exchange
Early Warning Indicator
15
IT Budget and Personnel Status of Requested Information
100% OF THE AGENCIES HAVE RETURNED REQUESTED INFORMATION
38% OF THE AGENCIES HAVE MADE AGENCY SPECIFIC SYSTEM REQUEST
22
Agency Specific System Request
269 OK. COMM. FOR TEACHER PREP. 645 CONSERVATION COMMISSION
270 STATE ELECTION BOARD 650 DEPARTMENT OF VETERANS AFFAIRS
292 DEPT. OF ENVIRONMENTAL QUALITY 670 J.D. MCCARTY CENTER
300 STATE AUDITOR AND INSPECTOR 695 OKLAHOMA TAX COMMISSION
308 STATE BUREAU OF INVESTIGATION 800 CAREER & TECHNOLOGY EDUCATION
309 DEPT OF CIVIL EMERGENCY MANAGEMENT 805 DEPARTMENT OF REHABILITATION SERVICES
315 FIREFIGHTERS PENS. & RET. SYST. 807 HEALTH CARE AUTHORITY
340 STATE DEPARTMENT OF HEALTH 815 EMPLOYEES BENEFITS COUNCIL
343 ST. BD. OF EXAMINERS OF PERFUSIONISTS (w/450) 830 DEPARTMENT OF HUMAN SERVICES
345 DEPARTMENT OF TRANSPORTATION 835 WATER RESOURCES BOARD
385 OKLAHOMA INSURANCE DEPARTMENT 981 OKLAHOMA MUNICIPAL POWER AUTHORITY
400 OFFICE OF JUVENILE AFFAIRS
405 DEPARTMENT OF LABOR
410 COMM. OF THE LAND OFFICE
415 COUNCIL ON LAW ENFORCEMENT ED & TRNG Reported has working on, but not received
435 OKLAHOMA LOTTERY COMMISSION 131 DEPARTMENT OF CORRECTIONS
448 BD OF LIC ALCOHOL & DRUG COUNS (w/450) 452 MENTAL HEALTH & SUBSTANCE ABUSE SERV.
450 BD. OF MED. LICENSURE & SUPV. 980 GRAND RIVER DAM AUTH.
23