prepared by pmo of it consolidation program commonwealth of massachusetts statewide it consolidation...

Prepared by PMO of IT Consolidation Program

Commonwealth of Massachusetts Statewide IT Consolidation Program

Phase 3f – Program Management Dashboard

Review Period: 02/24/2010 – 03/10/2011

Mar. 10, 2011

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Agenda

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1 Next-to-last Phase 3f Dashboard review of IT Consolidation Program Management Workplan

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Gameplan for closing Phase 3f and Initiating Phase 3g

• 3/10 ITC PM Meeting-

– Close out of Phase 3e over the next 3 weeks and confirm expectations

– Speak to timeline for 3/21, 3/24 & 4/7 meetings

• Auditors Pgm Briefing 3/11 – J. McElhenney

• 3/21 Working group meeting

– Dialog with SCIOs on plans for 3g and areas of major rebaselining

• 3/24 Close out Phase 3f

– Review major phase achievements

– Speak to status of any outstanding 3f items

– Recommendations from K. Luddy on FY 12 rates

– Provide draft of 3g workstream deliverables

• Theme: Shift meeting formats to managing by exception and enabling topical discussions

• 4/4 SCIOS confirm phase 3g plans via email

• 4/7 – ITC Dashboard review

– Kick-off Phase 3g

– Update on Elearning RFQ - Tricia

Phase 3f Phase 3g

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IT Consolidation Phase 3f Integrated Workplan | Last Updated: 2/24/2011W53:1/3-7 W54: 1/10-14 W55: 1/17-21 W56: 1/24-28 W57: 1/31-2/4 W58: 2/7-11 W59: 2/14-18 W60: 2/21-25 W61:2/28-3/4 W62: 3/7-11 W63: 3/14-18 W64: 3/21-25 W65: 3/28-4/4 Key OutputsIT Consol Prgm Area Owner(s)

At Risk of DelayLegend: Complete Date Changed

11. Sec IT Consol

11.1 Provide integ/coord supp

11.1 CMW PM Teams

Provide integration and coordination support to Secretariats · Integration and

coordination support to Secretariats as needed

Develop Ph3f Integ Wkpln

Provide program management support to ITD and Secretariats

10. Program Mgmt

10.1 Dev + manage workplan

10.2 Provide PM support

10.1 CMW PM Team

10.2 CMW PM Team

· Integrated Prgm Workplan

· Bi-weekly IT Consolidation Working Group mtgs

· Weekly PM Co-chairs mtg

Ph3f Workplan - Page 3 of 3

12. IT Governance

12.1 Manage Sec rollout of prgm bens tracking process 12.1

C.Boldman

· Quarterly Benefits Tracking operationalized

· Joint IT Governance process operationalized

Continue managing benefits tracking process across 8 Secretariats, and develop and communicate Q2 FY11 Dashboards Q2 Benefits Tracking Report Published

13. IT Finance

13.1 Refine new Chargeback models

13.2 Finalize Alternative Funding Models

13.3 Prepare for FY12 Chargeback Rates

· FY 12 CB rates- vendor Selected

Validate Alternative Funding Models

13.1 K. Luddy

13.2 K. Luddy

13.3 K. Luddy

14. HR/Labor/Talent

14.1 Execute Wave Staff Transition Plans

14.2 Enhance LearnIT curriculum

Deliver 1 internal Instructor led PM course Deliver IT Procurement Awareness course . Secure Vendor for Virtual University .

Deliver one Advanced training Program .

14.1

14.2 T. McConville

15. Program Comm.

15.1 Conduct ongoing Program communications

15.2 Support Secretariat comms.

15.1 S. Edler

15.2 S.Edler

Quarterly Newsletter Continue to deliver program communications + Targeted on communications for CMW, Service Excellence program and LearnIT!

Provide communications support to Secretariats (e.g., Town Hall decks and messages to business stakeholders & employees)

· Deliverregular, timely communications: email blasts, quarterly newsletter, town hall decks

Confirm goals & process for solicting vendor Launch RFR Receive Responses Select Contractor Issue request to vendors

· IT Procurement course delivered

· Feasability of Alt Training Complete

Develop Ph3g Integ Wkpln

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3. Website IA Portalization – SCIOs

3.1 EOEEA – J. Geer

3.3 EOHHS – M. Tandon

3.2 MassDOT – M. Perry

Key Discussion Items:• 3.1 Deferred until FY12• 3.2 Continuing integration of Content Management system; No issues. 3.3 EOHHS: Finalizing DPH ; 2 Elders sites approved by Mass.gov to removed from rogue list; Two P1 waivers reviewed by M. Tandon & Sec. Bigby- being submitted to Mass.gov; DPH P2 begun; HHS met w/ 6 PDH programs to discuss their external sites and options of remediation vs. waivers

1. Helpdesk Services Consolidation – SCIOs

1.1 HED – J. Kupchaunis

1.2 EOHHS – M . Tandon

1.3 EPS - C. Wood

1.4 EOE – Sharon Wright

1.5 MassDOT – M.J. Perry

1.1 Discussions held on 2/11 w/ ITD on possible use of COMiT. Next steps are being to review Classifications.

1.2 EOHHS Redesign of VOIP Virtual Call Center in progress submitted to Verizon for planning; Continued cross training to support users between existing call centers; Call Center ticketing system quality improvements to align tool with evolving organization underway; EHS Change Management in development, workflow improvements in discovery; High level Annual Summary on Support Metrics shared with ITGB- reflecting 6 desks, multiple tools and call centers.

1.3 EPS- establish single call center for all EPS operations (thru June)- Met with ITD -2/4 to discuss COMiT interest. No risks to report this period.1.4 EOE – COMiT project plan is in place for COMiT implementation; Good progress; EOE & ITD working closely with ITD supporting with PM and templates. 1.5 MassDOT: No report 4. Application Consolidations – SCIOs


4.2 EPS – C. Wood

4.3 ANF: Marcie Desmond

4.4 MassDOT – M. J. Perry

Key Discussion Items: 4.1 EOHHS: No report this period.4.2. EPS OTIS is required to change the milestone date on applic consolidation roadmap from 2/28/2011 to 3/31/2011. Additional time is needed to conduct additional data collection. 4.3. ANF: Held management offsite; gained agreement on overall vision; roadmap to be developed by end of FY11. No report this period.• 4.4 MassDOT: Construction Mgt Application continued work on Phase 1 (of 3); No report this period.

Legend: Complete On Schedule At Risk Behind

2. Desktop and LAN Services Consolidation – SCIOs

2.1 EOHED – J. Kupchaunis

2.3 EPS – C. Wood

2.5 MassDOT – M. J. Perry


2.4 EOE – S. Wright

Key Discussion Items:• 2.1 Substantially complete, unified services to single process-interdependent on COMiT; staff re-assigned to function roles. No report this period.• 2.2 EOHHS Desktop/LAN Implementation Plan Complete; No report this period.• 2.3 EPS: Operating as a centralized team. Support calls routed thru consolidated HD. Develop and publish consolidated DT and LAN policies/stnds: No risks to report for this reporting period. • 2.4 EOE: Organizational consolidation of HD/network/Server resources; No report.• 2.5 RFQ out for adding AutoCAD to MassDOT images; target for closing on RFQ is 3/20; MassDOT refinement of SLA’s & Policies; No issues to report.

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6. Springfield Data Center Program– S. Dennehy

6.1 Construction Phase- Building demo complete – S. Lecky 6.2 Complete IT Day-1 Requirements- High Level Apps & Svcs; Begin Detailed Requirements – S. Dennehy

Key Discussion Items:• 6.1 Excavation started• 6.2 Day 1 App & Service requirements gathering completed

7. Network Services – J. Snyder, (Steve King), J. Glennon

7.1 EOHHS VOIP– 140 Data sites & 11,234 handsets; then 147 sites & 12,238 handsets; 10-50 users on Solarwinds & Clarus – S. King

7.2 EOLWD Telecom Audit vendor engaged – J. Glennon

Key Discussion Items:

• 7.1 140 sites live on VoIP WAN/LAN and 12, 075 handsets.; Go live of 4th call center and new 6 month UCCE resource from Verizon. 4 incidents MTD in Feb., none being SLA misses. Day 3 Verizon and sub-contractor resources identified, with insourcing experience. Three consecutive weeks of training planned on Solarwinds, UCCE and QoS.• 7.2. New PRF08 contract has been completed. Three new vendors have been placed on the contract. Need to select which vendor will be used

(either by RFQ or selection in cooperation with Telecom group and EOLWD). No report this period.


5. Data Center Services – J. Letchford (J. Holbrook)

5.1 Implement new intake process targeting 17 New EHS systems in Jan. – J. Holbrook

5.3 Complete Planning stage for EOE/CTF; Complete CTF migration and begin EEC Planning – J. Holbrook

5.2 Wave 2a ANF/OSD Dc migration Phase 1 system moved to MITC begin upgrade of systems and DBs in prep for ITD managed services– J. Holbrook;

Key Discussion Items:• 5.1 New intake process is now in use. Process has caused delays in migrating systems. However, it is felt that the delays are increase the level

of security and quality of the migrations. Still working to determine what is the sustainable rate of migrations based on the new intake process. System migration expected to kick-off next week (per JH.)

• 5.2 OSD migrations phase 1 complete (as of 1/26)- Phase 2 planning process underway (not part of this milestone)• 5.3 EOE CTF planning in progress. May be put on hold due to resource constraints. Currently investigating

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8. Email & Directory Services – J. Snyder

8.1 ITD ANR Equipment Installed & configured; Begin Bluesources vendor engagement & pilot

8.3 CDS Strategy/Implementation

8.2 MassDOT Consolidation – Citrix Upgrade; Build MassDOT internal email environ.


8.1 Equipment to support A&R is in process of being installed (on plan). BlueSource has been engaged and will start the configuration work as soon as the hardware is ready.

8.3 Recasting RFQ scope- Date TBD

8.2 Internal deployment now targeted for June 15. No issues to report


9. Service Excellence – T. Esposito, J. Letchford, K. Martin

9.1 Operationalize the Roadmap for ITSEC: IM end to end model defined

9.3 Deliver SLO Reporting to Customers

9.2 Develop ITD Internal SLO Reporting of 6 LOBs


• 9.1 ITSEC 3/17 meeting: scheduled to discuss a commonwealth-wide model Service Catalog layout and approach; also to review Feb KPI’s;. ITSEC published Service Support Envir./SLA template in response to Manu T. request for information.

• 9.3 No report this period


• 9.2 Ninelle Keyser leading ITD Service Reporting effort

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10. Program Management – ITC PM Team

10.1 Develop/manage integrated work plan phase 3f

10.2 Provide program management support.


• 10.1 Workplan for 3f completed• 10.2 Program support on-going

11. Secretariat IT Consolidation – ITC PM Team

11.1 Provide integration and coordination support


11.1 Status and Milestone Date Adjustment: EPS will post the draft to the CommonWiki on Friday February 25, 2011. Pending sign-off on the financial spreadsheet by ITD.


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12. IT Governance – C. Boldman

12.1 Benefits Tracking


• 12.1 The FY11 Q2 report was finalized and presented to the CIO Cabinet on February 7. The Q3 dashboards are due April 4.


13. IT Finance – K. Luddy

13.1 Confirm goals & process for soliciting vendor

13.2 Launch RFR- issue request to vendors; Receive responses select contractor


• 13.1 Scheduling meeting for week of February 28th – March 3rd with Comptroller and ITD Senior Staff. Would like to use this PM meeting to solicit feedback from SCIOs on current rates.

• 13.2 RFR not necessary. Can use existing statewide contract

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14. HR/ Labor/ Talent – M. Desmond, E. Wright, T. McConville

14.1 Instructor-Led Curriculum Development: Deliver one internal instructor-led PM Course; Deliver IT Procurement Awareness course; Deliver one Advanced training program14.2 Launch LearnIT! OnDemand


• 14.1 Curriculum offerings: Instructor-Led• PM Class was a huge success [again]! 25 attendees from across

Secretariats; Darrel Harmer addressed group and introduced PM Connect , the PM Forum

• IT Procurement – scheduled for 3/16; trying to contact OSD

•14.2 LearnIT! OnDemand e-Learning Initiative• PMT had a kick off meeting 2/23; process and schedule in place;

apparent successful bidder should be selected by 3/17; keeping Legal in the loop for “contract tracking” purposes

15. Program Communications – J. Glennon

15.1 Conduct Ongoing Program Communications S. Edler

15. 2 Support Secretariat Communications – S. Edler


15.1 Program Communications•Next program-wide communication: Finalizing quarterly newsletter for delivery during week of Feb 28th •High-level update re: progress, results to date, & key milestones•LearnIT! article re: in-house PM class•OSD data center migration•Short blurbs: SDC update, COMiT update

•Updated version of winter 2010-2011 Consolidation Update deck available for use by SCIOs

•“IT Consolidation Update” blog post published on Commonwealth Conversations Technology blog

15.2 Secretariat Communications

• Available to work with SCIOs on Town Hall deck development


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