Commonwealth IT Consolidation Background and Basic Talking Points(Update Title as Needed)

Committee or Person Presenting

Date MM/DD/YYYY

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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

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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)

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Benefits

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

Consolidation drives towards three strategic benefits.

 Efficiency Efficiency  Effectiveness

 Effectiveness

 Information Security

 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

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Performance Measures

Common performance measures have been defined and will be tracked across the Secretariats.

BEN

EFIT

SM

EASU

RES

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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

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A Phased Approach

The program’s complexity is addressed by separating it into manageable phases.

• 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

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Progress to Date

Initiated CompletedPlanning in Progress

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

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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

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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