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Commonwealth AITR Communications Exchange

Lem StewartCIO of the Commonwealth

Commonwealth AITR MeetingNovember 21, 2006

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Welcome! Our agenda• Your topics

– Request for services/procurement update– Service rates/federal cost allocation update– Transformation overview– Technical architecture

• Your questions– Office of Enterprise Solutions– Project Management

• Open Q&A

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Your topics

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IT Partnership Procurement Update

See: Request for Services UpdateJohn Crawford

Deputy Program Manager

November 21, 2006

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Shared service rates/federal cost allocation update

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IT Partnership Procurement Update

See: Transformation OverviewMike Von Slomski

Transformation Project Teams

November 21, 2006

IT Partnership Procurement Update

See: Technical ArchitectureTony Shoot

November 21, 2006

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Your questions

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Office of Enterprise Business Solutions* See Governor’s letter to ITIB Chairman

Could you please comment on the Office of Enterprise Solutions and the 3 subdivisions and 5 initiatives, and express your interpretations of the impact on agencies as well as existing entities in the Commonwealth’s structure – for example VITA’s PMD, and the Enterprise Application Projects Office (EAPO). Will there be a merger of these entities?

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Office of Enterprise Business Solutions

Answer• OEBS is Governor’s response to Council on

Virginia’s Future emphasis on efficiency and effectiveness in government.

• Efforts—including the 5 priority initiatives—are business-driven. IT is an enabling component.

• Seed $$—Collaborative Investment Fund—comes from COVF.

• Governed by a board—3 cabinet sec’s.

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Office of Enterprise Business Solutions• Given increasing service and budget

pressures, an indication of direction COVF and Governor see government must go.

• OEBS’s Enterprise Project Management Office is a program management office for projects emerging from this initiative.

• VITA’s Project Management Division will provide consultation and oversight to such projects in same manner as other agency-based projects.

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Project Management• The final paragraph includes a statement “Project

Managers will be hired from outside for 2- and 3 – year project management assignments to lead larger projects through their entire life cycle”. Does this imply an abandonment of the project management certification process? If agencies have trusted resources internally, will they be asked to hire externally? Or is this meant as an alternative option? Does Virginia see merit in developing internal specialists as Project Managers, ITIM managers, and IV&V analysts so we can continue a self sufficiency?

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Project Management• One of OEBS’s assignments is to rally

agency resources around solutions to common business needs.

• Volunteering qualified resources will certainly be welcome—and encouraged!

• The Commonwealth’s Project Manager Development Program will continue to promote qualified PMs within agencies.

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Supplier Managed Staff AugmentationQuestion• How can VITA help with the following SMSA-

related issues?– Agencies are having difficulty hiring good contractors

since the SMSA/Computer Aid contract began. Staffing firms are telling us they will not be sending in their best candidates to state government, due to the fee charged for SMSA/Computer Aid. 

– Agencies that renewed their contract staff this year under the old staff augmentation contract are concerned about that mark-up that will occur next summer when the contracts are renewed under SMSA/Computer Aid.

– Agencies are concerned about the loss of institutional knowledge if we are forced to give up contractors whose employers declined to sign-up with SMSA/Computer Aid.

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Supplier Managed Staff Augmentation

Program • New model for hiring staff augmentation implemented this year• Robust subcontractor network and hiring progress is managed by

a service provider through a web-based request system

What has happened so far• 207 Contractors placed through system• 44% of active subcontractors are SWaM’s; 67% of positions

through SWAM subcontractors• Service level performance through Oct., 2006

– 90% of time resumes of qualified candidate provided within 72 hours of hiring manager’s request (require 3-5 resume in first round)

– 93% of time Contractors positions filled with first round of candidates – 98.99% of time program has been able to fill agency request

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Supplier Managed Staff Augmentation• Quality of contractors

• Many agencies concerned about ability to attract higher level skills – New job description for senior consultants created

• Rates charged by service provider are in line with market

• Overall fill rate indicates that service provider has been able to attract qualified candidates (98.99%)

• 88% of SMSA users found candidates meet or exceed expectations in agency survey performed July 2006

• 120 staffing firms are in subcontractor network• Staffing firms make less in this model, but have less

expenses (eVA fees paid by service provider, reduced need for sales staff, etc.)

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Supplier Managed Staff Augmentation• Staff renewed under old staff aug contracts may experience

mark-up if contracts are renewed under SMSA program• Loss of institutional knowledge if forced to give up

contractors– Agencies granted opportunity to extend existing resources for

up to a year prior to expiration of old staff aug contracts– Encourage agencies to use this time to pursue the strategy

that best fits their situation– such as• Knowledge transfer to permanent employee• Hire permanent position• Plan transition to SMSA resource• Encourage subcontractor to join subcontracting network• 120 companies in the network may be attractive to individual

– VITA staff and CAI staff available to assist agencies with transition

– Agency committee created to assist program and address concerns

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Questions & Answers

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Moderated Q&A• To make the session productive

– Ask questions that apply to multiple agencies– Please talk to your CAM with agency-specific

questions– New issues may go to “parking lot” for future

meetings

• We welcome your questions– Call us or send your questions to us after the

meeting

What’s on your mind?

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Parking Lot – Future Topics• Enterprise Applications PPEA• IT investment management update• IT security roles and responsibilities

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ConclusionNext meeting:

December 19, 20068:30 a.m. Networking

9 – 11 MeetingLocation TBD

Send your questions, comments, suggestions to:CIO@vita.virginia.gov