Commonwealth IT Consolidation EOEEA Town Hall Bob Wilbur 2/25/2010

Commonwealth IT Consolidation EOEEA Town Hall

Bob Wilbur2/25/2010

- 2 -- 2 -DRAFT FOR DISCUSSION PURPOSES ONLY

Agenda

Welcome

IT Consolidation Project Update

Picture of the Current Workforce

Transition Plans

EOEEA Consolidation Changes

What’s in it for Me?

Progress to Date/ Estimated Consolidation Timelines

Wave 1 Plans and Process

What is Wave 1?

Data Center Job Functions Moving to ITD

Staffing Process and Timeline

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

Commonwealth-Wide Broadband Network

Unified Presence on the Web

2 State of the Art Data Centers

1 Email System

1 Phone System

8 Helpdesks

8 Desktop and LAN Organizations

Consolidated Applications

Current IT Environment Future IT Environment


Vision of the Workforce

Vision for the IT workforce is one which supports:


Commonwealth IT Learning Program: Overview

IT Consolidation Working Group is in the process of developing a training program that will be launched July 1, 2010.

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


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

DATES: 3/3/2010 and 3/4/2010

Benefits of ITIL

What is ITIL?

Details for Secretariat ITIL

Training

TRAINERS: Robert Melaragni, Earl Clay


Picture of the Current 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

EOEEA IT workforce is ~2% of the Commonwealth’s IT Workforce

Commonwealth IT Workforce2,003 Total IT Staff

EOEEA IT Workforce87 Total IT Staff


Transition Plans


The Enhanced EOEEA IT Organization

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

Ian BowlesSecretary of

EOEEAAnne MarguliesCommonwealth

Chief Information Officer

Robert Wilbur Secretariat Chief

information Officer

Jane CorrChief of Staff

Chief Application Officer

Chief Technology Officer

HelpDesk DirectorProject

Management Office

Administration


What’s In It For Me?

As a result of IT Consolidation, EOEEA IT staff will have opportunities to:

•Learn IT industry best practices

•Develop deeper expertise in specific technologies

•Pursue a defined career path

•Collaborate in an IT Community 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.


Progress to Date/ Estimated Consolidation Timelines

New organization has been designed and will be put in place

Helpdesk team has been working on recommendations for consolidated helpdesk

Email has already been consolidated

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

Helpdesk

Desktop/LAN

Web IA

Applications

Data Center

Web

Networks

FY’10 FY’11 FY’12 FY’13 FY’14

DC Wave 1: EOHHS

DC Wave 2: Non-EOHHS Systems at Risk or Needing DR including EOEEA assets

DC Wave 3: Remaining Non-EOHHS systems

Sec

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S

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Infr

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Ser

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Progress to Date

Estimated Timelines for IT Consolidation Activities

Springfield Data Center Operational


Wave 1 Plans and Process


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.

EOHHSoperates and supports

29 separate data centers.

EOHHSoperates and supports

29 separate data centers.

Pilot EOHHS600 Washington MITC

Pilot EOHHS600 Washington MITC

By April 2010

By April 2010

Beginning May 2010 through July 2011

Beginning May 2010 through July 2011

Implement ITD managed servicesfor all EOHHS data

centers

Implement ITD managed servicesfor all EOHHS data

centers

Future StateCurrent State

EOHHS Data Center Services


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: SelectSupervisory 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

MayFebruary


Questions?

Documents

Commonwealth IT Consolidation EOEEA Town Hall Bob Wilbur 2/25/2010