commonwealth it consolidation eohed town hall gerry young february 26 th, 2010
TRANSCRIPT
Commonwealth IT Consolidation EOHED Town Hall
Gerry Young
February 26th, 2010
- 2 -- 2 -DRAFT FOR DISCUSSION PURPOSES ONLY
Agenda
Welcome
IT Consolidation Project Update
Picture of the Current and Future IT Workforce
Transition Plans
EOHED Consolidation Changes
Wave 1 Plans and Process
What is Wave 1?
Staffing Process and Timeline
Q&A
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IT Consolidation Project Update
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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
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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
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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 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
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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
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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
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Vision of the Workforce
Vision for the IT workforce is one which supports:
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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
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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
DATE:
TRAINER:
Benefits of ITIL
What is ITIL?
Details for Secretariat ITIL
Training
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What’s In It For Me?
As a result of IT Consolidation of data centers at ITD, IT staff will have opportunities to:
•Learn IT industry best practices
•Develop deeper expertise in specific technologies
•Pursue a defined career path
•Collaborate 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.
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Picture of the Current and Future IT Workforce
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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
EOHED IT workforce is ~1% of the Commonwealth’s IT Workforce
Commonwealth IT Workforce2,003 Total IT Staff
EOHED IT Workforce27 Total IT Staff
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Picture of the Future IT Workforce
For the commonwealth, the future vision of the workforce will be achieved through:1.Contractor conversions2.Attrition3.Retraining/redeployment of FTEsWith no contractors, our workforce will maintain stability at the current level.
We can manage our consolidated infrastructure with fewer people but will do this by increasing the number of FTEs and decreasing our reliance on contractors.
Commonwealth IT Workforce EOHED IT Workforce
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Transition Plans
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The Enhanced EOHED Organization
The organization of EOHED will change in order to support the consolidation of IT infrastructure.
Changes to the organization will provide career opportunities for staff, streamline service delivery, and enhance management of IT assets.
Update with Current
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Progress to Date/ Estimated Consolidation Timelines
Email and Web IA Services have been consolidated
Data Center pilot initiated
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
DC Wave 3: Remaining Non-EOHHS systems
Sec
reta
riat
S
ervi
ces
Infr
astr
uct
ure
Ser
vice
s
Sample
Progress to Date
Estimated Timelines for IT Consolidation Activities
Application Consolidation
Update with Current
Sample
Sample
Springfield Data Center Operational
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Wave 1 Plans and Process
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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
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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
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Questions?