new york state’s annual technology planning process
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New York State’s Annual Technology Planning Process. GTC East September 2005. Presenters. Paul Fisk, DOB Jerry Gerard, OGS Nancy Gutterman, Office of the CIO. Agenda. History and Background Technology Planning Goals Budget Division Role and Perspective OCIO/OFT Roles and Perspective - PowerPoint PPT PresentationTRANSCRIPT
New York State’sNew York State’sAnnualAnnual Technology Technology Planning ProcessPlanning Process
GTC EastSeptember 2005
GTCAnnual Technology Planning September 22, 2005
PresentersPresenters
Paul Fisk, DOB
Jerry Gerard, OGS
Nancy Gutterman, Office of the CIO
GTCAnnual Technology Planning September 22, 2005
AgendaAgenda
History and Background Technology Planning Goals Budget Division Role and Perspective OCIO/OFT Roles and Perspective OGS Role and Perspective IT Aggregate Purchase Program Observations and Future Opportunities Questions
GTCAnnual Technology Planning September 22, 2005
What’s Behind Annual What’s Behind Annual Technology PlanningTechnology Planning
GTCAnnual Technology Planning September 22, 2005
History of Technology History of Technology Coordination EffortsCoordination Efforts
Division of the Budget EDP Unit ICEDP (now MATRIX) FORUM CTG OGS S & P and PSG Budget Directors Advisory Coucil Governor's Task Force on IRM Office for Technology State CIO and CIO Council
GTCAnnual Technology Planning September 22, 2005
Goals of the ATP ProcessGoals of the ATP Process
Begin dialogue on technology projects earlier
Ensure alignment of IT activities with business priorities
Develop multi-agency solutions Achieve consistency with state enterprise
technology principles and standards Ensure appropriate uses of technology
GTCAnnual Technology Planning September 22, 2005
Goals of the ATP ProcessGoals of the ATP ProcessContinuedContinued
Determine impacts on others, including local governments and other agencies
Ensure resources are available Identify opportunities to leverage
resources Aggregate purchasing power Streamline later approvals
GTCAnnual Technology Planning September 22, 2005
Partnerships -- DialoguePartnerships -- Dialogue
CIOs
OCIO/OFT
Fiscal Officers
DOB
OGS
ProgramStaff
GTCAnnual Technology Planning September 22, 2005
Key Elements of the ATPKey Elements of the ATP
Agency overview—the role IT plays in supporting agency business
Technology overview Current major projects and operations Proposed IT projects Opportunities to aggregate
purchasing power
GTCAnnual Technology Planning September 22, 2005
DOB Role and PerspectiveDOB Role and Perspective Focus primarily on programmatic and
financial impacts Identify related opportunities for statewide
savings with OCIO/OFT and OGS Consider impact on others Ongoing interaction with OCIO/OFT and
OGS Rely on OCIO/OFT for technical expertise,
and confirmation of technical approach
GTCAnnual Technology Planning September 22, 2005
DOB Plan ReviewDOB Plan Review
Iterative nature of plan reviews– Can’t stamp it APPROVED and forget it– It’s an ongoing dialogue – Not final until budget enactment and execution
Amending plans– If necessary, after budget adoption– When events dictate
GTCAnnual Technology Planning September 22, 2005
OCIO Role and PerspectiveOCIO Role and Perspective
Consistent with OCIO’s mission Ensure consistency with Statewide Strategic
Technology Plan and CIO Council’s EA Principles Evaluate appropriateness of technology solution
proposed Identify opportunities for savings, collaboration,
and further leveraging of investments Coordinate with OGS on aggregate-buy initiative Negotiate with vendors ATP paves the way for ITPs and other approvals
GTCAnnual Technology Planning September 22, 2005
OFT Role and ResponsibilitiesOFT Role and Responsibilities
Early alert for OFT to plan for what agencies need and want
Ensure OFT resource availability Compile Services Guide annually to assist
agencies in identifying services they desire Improve service delivery Create the “right” service mix Drive operational efficiencies
GTCAnnual Technology Planning September 22, 2005
OGS Role and PerspectiveOGS Role and Perspective OGS PSG establishes Statewide Centralized
Contracts for Commodities, Services & Technology
Authorized Users include state agencies and municipal government entities
IT contracting is continually changing- Agency requirements- NYS install base- Technology evolution
Planned Agency IT resource requirements known in advance to assure adequate contract provisions
GTCAnnual Technology Planning September 22, 2005
NYS IT Contracting ChallengesNYS IT Contracting Challenges
Rapid evolution and exploitation of technology Centralized statewide contracting / decentralized
agency purchasing Agency diversity, autonomy and independence Many apparent similarities and synergies, fewer
standards and guidelines Extremely large aggregate volumes with
comparatively small agency volumes Timeliness of critical information and limited
statutory, administrative or operational authority to address deficiencies
GTCAnnual Technology Planning September 22, 2005
Aggregate Purchase Aggregate Purchase OpportunitiesOpportunities
Statewide contracts don’t guarantee quantities; more for convenience than bulk savings
Best price for one item, any place, any time
Aggregate buys with set quantities and times will greatly reduce costs
Savings of 25% projected NYC and other locals interested
GTCAnnual Technology Planning September 22, 2005
OGS and the Evolution of the ATP ProcessOGS and the Evolution of the ATP Process CIO Fiscal Procurement Committee strategic goal to
develop governance process to address need for annual technology planning process (impetus for ATP)
September 2004, DOB Bulletin B1170cost containment and savings proposals
OGS FY 05/06 budget proposal to establish an Aggregated IT Purchasing Program
February 2005, DOB Policy H-300A establishing the Technology and Information Resource Management Planning Process
March 2005, OGS PSG completed initial planning and staffing of Aggregated IT Purchasing Team and subsequently participates in the first annual ATP Review Process
GTCAnnual Technology Planning September 22, 2005
ATP Purchase Information ATP Purchase Information
Proposed agency purchases of predefined IT products (HW, SW, Services)
Anticipated purchase timeframes (FY qtr) Synergies across agencies for similar HW,
SW and/or IT Services Fundamental understanding of agency IT
projects and potential IT acquisition needs
GTCAnnual Technology Planning September 22, 2005
OGS Planning from ATPsOGS Planning from ATPs Summarize proposed agency purchases Identify “low hanging fruit” Evaluate potential savings based upon volume
and anticipated cost Identify/confirm contract availability Develop aggregate IT purchasing
recommendation for IT HW, SW, services that provide greatest cost savings via aggregated purchase or enterprise licensing agreement
Initiate aggregated IT purchasing plan
GTCAnnual Technology Planning September 22, 2005
OGS List of Potential Aggregate OGS List of Potential Aggregate Purchase InitiativesPurchase Initiatives
Hardware:- PCs (thin client, desktop, laptop)- Printers- Servers- Storage- Tablets, PDAs
Software:- Oracle (Renegotiate expiring contract – ELA)- Antivirus (Symantec and McAfee)- Human services software (ELA)- IT development and testing software
Information Advisory (ELA):- Gartner & Meta (Renegotiate Expiring Contract)- Lexis/Nexus (Renegotiate Expiring Contract)
GTCAnnual Technology Planning September 22, 2005
OGS Spring 2005 PC PurchaseOGS Spring 2005 PC Purchase 4 PC Configurations – Est. 10,000 Units
- Business Class PC- Workstation Class PC- Business Class Laptop- Lightweight Laptop
90 day purchase period 23,250 units actually purchased
State = 7,250 NYC = 13,450 Local = 2,550 Average price per PC = $881 Average discount from contract price ($1506 average)
was 41.5% representing $625 per unit Total savings exceeded $15 million
GTCAnnual Technology Planning September 22, 2005
Current OGS PC PurchaseCurrent OGS PC Purchase 5 PC Configurations – Est. 27,000 units
- Business Class PC 21,000- Workstation Class PC 1,000- Business Class Laptop 1,000- Lightweight Laptop 2,000- Thin Client 2,000- LCD Monitor Only (no PC unit) est. 8,000
6 months – August 15th through January 15th Average discount from contract price for Business
Class PC @ $690 is $580 per unit or 45.7% Estimated Total Savings (from contract price) $15
million, plus $2.5 million over last buy
GTCAnnual Technology Planning September 22, 2005
Observations and Future Observations and Future OpportunitiesOpportunities
The ATP Process is working- Savings have/are being realized- Aggregated IT Purchase Program has received 2 awards:
NASPO Cronin Club 2005 Innovation NYSFIRM Best Practices Award
- Other States have expressed interest Collaboration and cooperation continues The Process will continue to evolve &
improve
GTCAnnual Technology Planning September 22, 2005
Observations and Future Observations and Future OpportunitiesOpportunities
Developing statewide solutions for common business needs
Facilitating the use of emerging technologies
Improving agency IT governance
GTCAnnual Technology Planning September 22, 2005
Observations and Future Observations and Future Opportunities Opportunities
Lots to learn; Need feedback to evolve Keep the dialogues going and growing Prove worth Prognosis: Hopeful
GTCAnnual Technology Planning September 22, 2005
QuestionsQuestions
DOB H-300A Technology and Information Resource Management Planning Processwww.budget.state.ny.us/bprm/h/h300a.html
Presentation located at: www.govtech.net/gtc/index.php/GTCEast2005