deloitte consulting llp commonwealth of massachusetts it consolidation initiative it governance...

Deloitte Consulting LLP

Commonwealth of Massachusetts IT Consolidation Initiative

IT Governance Target State UpdateBriefing for Statewide Working Group

July 1, 2009 (v6 9/01/2009 – updated to reflect ISB changes)

DRAFT FOR DISCUSSION PURPOSES ONLY

- 2 -- 2 -DRAFT FOR DISCUSSION PURPOSES ONLY

DRAFTTarget State

High-level IT Governance Model

IT Advisory Board (ITAB)IT Advisory Board (ITAB)

CIO CabinetCIO Cabinet

Executive Technology Accountability Board (ETAB)Executive Technology Accountability Board (ETAB)

Infrastructure Services Board (ISB)Infrastructure Services Board (ISB)

Secretariat CIO (SCIO)Secretariat CIO (SCIO)

Secretariat IT Steering CommitteeSecretariat IT Steering Committee

Commonwealth-wideLevel

SecretariatLevel

Level Governing Body


DRAFTTarget State

Key Roles and Responsibilities

Governing Body Key Responsibility

ITAB • Advise CCIO on statewide IT strategic planning and policies

Executive Technology Accountability Board (ETAB)

• Advise CCIO on IT strategic plan, operations, investments, and infrastructure• Manage overall performance of Executive Department IT services

CIO Cabinet• Oversee IT strategic planning, policies, and standards• Advise IT capital investments and projects

ISB• Advise the CCIO on Services and Service Level Performance of the

Infrastructure Services provided by ITD

Secretariat IT Steering Committee

• Advise the SCIO on the key SCIO responsibilities• Establish and facilitate alignment of goals and objectives

SCIO• Lead Secretariat-wide IT planning and budgeting processes• Approve Secretariat IT service levels and lead ongoing oversight (via KPIs)


DRAFTTarget State

Annual IT Governance Cycle

Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Planning

Budgeting

Service Levels

Performance Management

Process

Time

Annual refresh of Commonwealth

3-year rolling plan

IT capital fundsdisbursed to SCIOs1

Secretariat Budget Requests submitted to ANF

Agencies submit Annual Spending Plans to SCIO

Annual SecretariatIT Plans due for the upcoming FY

IT fundingdisbursed

Agencies submit service level needs / requests

Service level change

approvals

SpringReport

FallReport

WinterReport

AnnualReport2

Updated service levels implemented

= Key milestone

Repeating Annual Cycle

Legend: 1. Not annually, but every 5 years per the Commonwealth’s capital planning process.2. Three quarterly reports, plus an annual report that includes the last quarter as well.


DRAFTTarget State

Governing Body Profile #1: ITAB

Governing BodyGoverning Body

WhenWhen

WhoWho

IT Advisory Board (ITAB)

• Quarterly - 3rd Thursday in September, December, March, and June

• Chair: CCIO• CIO of the Executive Dept., Legislative Dept., and Judicial Dept.• Chairs of both the Senate and House Committees on Science and Technology• Two IT experts appointed by the Governor

WhyWhy

• To elevate the importance of IT as a strategic enabler across all branches of government

• Advise the Executive Department's Chief Information Officer on information technology issues1

WhatWhat

• Advise on Commonwealth-wide IT strategic planning and policies• Draft, recommend and present annual Memo of Understanding (MOU) (due

annually by July 1)• Develop and submit annual report (due by July 1)

HowHow• Status update on IT Strategy and top strategic initiatives• Status update on key or new IT standards• Status update on key or new IT investments

1 Per enabling legislation, section 390 of chapter 149 of the Acts of 2004 on the development of an enterprise vision, strategy and direction for the use of information technology in the executive department, the development of policy, strategic planning, and project selection criteria, and information technology architecture, infrastructure, information technology investments and security


DRAFTTarget State

Governing Body Profile #2: Executive Technology Accountability Board (ETAB)


WhenWhen

WhoWho

Executive Technology Accountability Board (ETAB)

• Weekly in FY2009 (planning)• Bi-weekly in FY2010 (transition)• Quarterly in FY2011 (accountability)

WhyWhy• To monitor and communicate progress and accountability of achievement of IT

Consolidation Initiative goals and objectives

WhatWhat• Lead the overall performance measurement and management efforts for the IT

Consolidation Initiative across 4 Secretariat-level IT services (helpdesk, desktop & LAN, website IA, and application services)

HowHow

• Transition management (FY2010 only)• Status update on achievement towards targeted benefits• Status update on KPIs• Status update on service levels• Status update on communication strategies

• Chair: CCIO• IT Consolidation Transition Team Members (CY2010)• Undersecretaries• Deputy Auditor for Technology• CHROs


DRAFTTarget State

Governing Body Profile #3: CIO Cabinet


WhenWhen

WhoWho

CIO Cabinet

• Weekly (every Monday)

• Chair: CCIO• All 8 SCIOs of Executive Branch Secretariats

WhyWhy • To create a single place of ‘community’ for the SCIOs and the CCIO

WhatWhat• Advise on Commonwealth-wide areas of enterprise IT strategic planning, goals

and objectives, and IT investments

HowHow

• FY10 Capital Projects and Dependencies• Strategic Plan Program Status• Plan for Strategic Plan Update• Roundtable Updates


DRAFTTarget State

Governing Body Profile #4: ISB


WhenWhen

WhoWho

Infrastructure Services Board (ISB)

• Board meets monthly (per High-level IT Infrastructure Consolidation Plan)• Working Groups meet weekly initially (then bi-weekly post-Sep’09)

• Co-chairs: Deputy CCIO and Rotating Business Lead• Four Advisory Boards for MassMail, Portal, Hosting, and Data Center Services• Members TBD1 by the CCIO and to be drawn from:

K State employees across the Executive Department with knowledge and experience in the field of IT

K Additional representatives from the Judicial and Legislative Branches, other constitutional offices or quasi-public authorities whose entities are or will become customers of ITD's Infrastructure Services

• Membership for Working Groups driven by subject matter expertise

WhyWhy• To advise the CCIO on Services and Service Level Performance of the

Infrastructure Services provided by ITD

WhatWhat• Lead the overall performance measurement and management efforts for the IT

Consolidation Initiative across 4 Secretariat-level IT services (data & telecomm network, data center, website hosting & portal, and shared enterprise services)

HowHow

• Status update on achievement towards targeted benefits• Status update on KPIs• Status update on service levels• Status update on communication strategies


DRAFTTarget State

Governing Body Profile #5: Secretariat IT Steering Committee


WhenWhen

WhoWho

• TBD by SCIOs

• Chair: SCIO• Agency business leaders selected by the SCIO• Agency IT leaders selected by the SCIO

WhyWhy• To enable business-driven IT strategies• To achieve alignment between agency priorities and Secretariat IT

priorities

WhatWhat• Align Secretariat IT resources, investments, and priorities with agency

business needs and priorities

HowHow

Proposed Agenda Items: • Status updates per Secretariat Annual IT Plan and Capital Plan, including:

K Achievement towards targeted benefitsK KPIs (including consolidation KPIs)K Service levelsK Communication strategiesK Budget and resources

Secretariat IT Steering Committee


DRAFTTarget State

Governing Body Profile #6: SCIO


WhenWhen

WhoWho

• TBD by Secretariats

• Secretariat CIO• Deputy Secretariat CIO (where applicable)

WhyWhy• To establish a single point of accountability for alignment of agency

business priorities with IT resources and investments

WhatWhat

• Align and plan IT priorities per agency business priorities• Determine IT investments and corresponding resource levels• Establish and monitor service levels for helpdesk, desktop & LAN, website

IA, and select application services• Lead communication efforts to the business

HowHow• See proposed agenda items for Secretariat IT Steering Committee

Meetings

Secretariat CIO


DRAFTTarget State

Related IT Governance Appendices

• Target State Secretariat Organization Chart (draft)

• Related IT Governance Process Flows (high-level)

• Template for Secretariat Annual IT Plan (new)

• Commonwealth Concept Brief for New IT Capital Project Requests

• Sample Service Level Agreement (SLA) between Agency Business Units and a Secretariat IT Service

• Options for IT Budgeting and Financial Management Governance (still under development)

• Sample RACI Accountability Matrix

• Supporting Guidance from Chapter 8 excerpt entitled, “Continual Service Improvement,” of An Introductory Version of ITIL® v3


DRAFTTarget State

Actions to Implement New IT Governance Model

# Key Activity Owner Timeline

1 Establish Secretariat IT Steering Committee Members SCIOs By 5/25/2009

2Conduct IT Consolidation Orientation / Kickoff Session with all members

SCIOs 6/15 – 6/30/2009

3 Establish Secretariat IT Governance Model with details SCIOs By 7/1/2009

4Communicate new IT governance model, including processes, communication vehicles, process drivers, etc.

Secretariat IT Steering Committees

By end of July 2009

5Complete implementation of new IT governance model and processes at each Secretariat

SCIOs By end of August 2009

6Conduct implementation checkpoint highlighting what is working and what needs adjustment / refinement

Secretariat IT Steering Committees

By end of September 2009

7Begin standardizing calculation methods around standard KPIs across all Secretariats

IT Consolidation Working Group / Transition Team

September 2009

8 Collect and analyze KPIs for Pilot Quarterly ReportIT Consolidation Working Group / Transition Team

December 2009

9 Others?

10 Others?

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