Commonwealth of Massachusetts
IT Strategy for the Commonwealth
Annual Update Workshop
September 9, 2009
UMass Collaborative Services Facility
333 South Street
Shrewsbury, MA 01545-4169
Objectives for the Workshop
1. Take stock of where we are on the Strategic Plan
2. Assess environmental changes affecting state government and their implications for IT
3. Advance the Strategic Plan forward one year to reflect changes in priorities, if any
4. Review skills for leading through times of change
9/9/2009
2
Today’s Agenda
1 Welcome
Anne Margulies, Commonwealth CIO
2 Opening remarks
Leslie Kirwan, ANF Secretary
3 Overview of Strategic Plan
Anne Margulies
4 Year 1 Accomplishments
Group Discussion
5 Managing Change: Case Study
Dennis Campbell, Harvard Business School
6 National Picture of IT in State Government
Jerry Mechling, Harvard Kennedy School
7 Environmental Changes, Implications for IT
Group discussion
8 Priorities for the Current Year
Working Lunch/Breakout Session
9 Working Group Reports
Group discussion
10 Wrap Up
Anne Margulies
9/9/2009
3
Refresher:
Summary of the Plan
As of Fall 2008
9/9/2009
4
How We Developed the Plan
2003 IT
Commission Report
IT Advisory Board
Current State
Assessment and
Vision
CIO Cabinet
Harvard Kennedy
School Workshop
--56 Participants
IT Council and
Business Leaders
Other States’ IT
Plans
9/9/2009
5
Plan Summary as of Fall 2008
CURRENT STATE
VISION FOR THE FUTURE
IT in the Commonwealth characterized by…
• Aging systems
•
Constrained resources
•
Uneven, fragmented IT planning, services and
skills
We seek an IT environment that will enable…
BUT, at the crossroads of a unique opportunity…
• Strong sense of collaboration, consensus
among IT leaders
•
•
Efficient and easily accessible services for all
constituents
•
Open and transparent engagement with
citizens of the Commonwealth
•
Accurate and timely data for policy making,
service delivery, and results evaluation
Bond funding to invest in collective action
ROADMAP
Build a technology foundation comprising…
•
Robust, agile enterprise IT infrastructure
•
Shared services and applications
•
Common, effective management practices
To be accomplished through…
9/9/2009
•
7 key initiatives
•
4 supporting initiatives
6
KEY INITIATIVES
Building the Technology Foundation
ROBUST, AGILE ENTERPRISE
IT INFRASTRUCTURE
SHARED SERVICES
AND APPLICATIONS
COMMON, EFFECTIVE
MANAGEMENT PRACTICES
1 Secretariat Consolidation
5 Civic Engagement Strategy
7 Enhanced Procurement Process
2 Shared SOA Infrastructure
6 Identity Management
3 Network Architecture
4 Enterprise Security Plan
SUPPORTING
INITIATIVES
1 Second Data Center
2 Systems Modernization
3 IT Recruitment & Training
4 Project Management
9/9/2009
7
Year 1 Accomplishments:
Progress on Strategic Initiatives
9/9/2009
8
Workshop Survey Results—Part A
Progress on Strategic Initiatives
High
Progress
Med
Impact So Far
Med
Low
Low
High
Secretariat Consolidation
22
8
2
15
6
8
3
Shared SOA Infrastructure
5
18
9
7
5
13
7
Network Architecture
14
14
4
8
9
12
3
Enterprise Security Plan
24
5
3
16
10
4
2
Civic Engagement Strategy
10
16
6
9
9
11
3
7
17
8
7
3
14
8
13
14
5
12
11
6
3
Second Data Center
24
6
2
9
6
11
6
Systems Modernization
16
14
2
15
12
4
1
9
20
3
5
15
11
1
14
12
6
8
18
5
1
None
Key Initiatives
Identity Management
Enhanced Procurement Proc
Supporting Initiatives
IT Recruitment and Training
Project Management
Legend
Weighted Average
9/9/2009
9
Workshop Survey Results—Part A
Progress on Strategic Initiatives
Working together, we have made good progress on the Strategic Plan over the last year.
Strongly
Agree
Agree
Somewhat
No
Opinion
Disagree
Somewhat
Strongly
Disagree
18
11
2
1
0
Summary of comments
• Overall agreement that plan is on track
• Pace of activity sometimes a strain, but little support for slowing down
• Hallmark of effort: “…willingness of many to listen, participate, collaborate…”
9/9/2009
10
1. Secretariat Consolidation
Working Group
• A. Margulies, CCIO (Co-chair)
• B. Wooten, HRD Deputy CHRO
• T. Curran, SCIO, HHS (Co-chair)
• M. D'Angelo, HRD
• B. Wilbur, SCIO, EEA (Co-chair)
• J. Holbrook, EOE
• J. Letchford, Deputy CCIO
• G. Young, SCIO, HED (Acting)
• J. Snyder, CTO
• S. Barnard, CFO, HHS
• L. Angeloni, ITD CFO
• J. McCue, CHRO, HHS
• E. Wright, ITD HR
• P. Ghannan, EOHHS
• C. Boldman, ITD
• J. Glennon, SCIO, LWD
• L. Hamel, ITD Legal
• J. Grossman, Undersecretary, EOPSS
• E. McGuire, ITD PMO
• C. Wood, SCIO, EOPSS
• M. Desmond, SCIO, ANF
• K. Weber, CAO & SCIO (Acting), EOT
• M. Bradley, Asst Sec, ANF
• E. Hyde, Deputy CIO, EOT
• L. Pasquini, Asst Budget Dir
• M. Benison, OSC Comptroller
• P. Dietl, HRD CHRO
9/9/2009
11
1. Secretariat Consolidation
Year 1 Accomplishments
• Completed IT benchmark study
– Confirmed current state
– Compared with peer groups:
• Under-invested in IT overall—60% lower expenditure per user
• 33% fewer IT staff adjusted for size of enterprise
– Needlessly complex environment:
• 15+ WANs
• 136 data centers
• Many different platforms
• Launched Secretariat IT and infrastructure consolidation per EO 510
• Completed Secretariat consolidation plans
• Completed high-level IT Infrastructure Consolidation Plan
Secretariat Consolidation
9/9/2009
High
Progress
Med
Low
High
22
8
2
15
Impact So Far
Med
Low
6
8
None
3
12
1. Secretariat Consolidation
Sample Comments
Many positive perceptions…
• The definition and Union approval of common IT job functions is a huge step forward that
will enable career growth for our IT resources. (– HR Director)
• Consolidating our Oracle procurement in FY10 provided us with some unexpected cost
savings. (– Procurement Lead)
• Our services will finally have infrastructure that provides an adequate level of redundancy,
which will reduce outages for our constituents. (– Agency Commissioner)
• We are building a Commonwealth-wide Asset Management repository and process. No
more servers sitting under desks and being eaten over. (– Agency CIO)
• At the end of Phase 2, we will have an integrated understanding of our IT landscape – how
our people, processes, and technology jointly support our end users. (– Secretariat CIO)
• Focuses our attention on what is attainable in light of our internal agency merger
• Keep the pressure/momentum strong!
Yet…
• Cuts starting to affect the consolidation
• Too many things going on at the same time
9/9/2009
13
2. Shared SOA Infrastructure
Working Group
• J. Snyder, ITD, Chair
• D. Wessman, HCF
• C. Jenks, contractor
• R. Murray, HHS
• J. Falvey, contractor
• L. Kacazmarek, DPH
• M. Poole, UMass
• E. Matos, HHS
• C. Mulhurn, EEA
• T. Cream, EOT
• M. Wilbert, EEA
• J. Lindholm, EOT
• A. Chidlovski, HED
• C. Burlingame, Trial Courts
• D. Racine, HED
9/9/2009
14
2. Shared SOA Infrastructure
Year 1 Accomplishments
• Purchased HP Business Activity Center: SOA Governance, monitoring, dashboard functionality
• Purchased HP Systinet: External Service Registry and Repository for Web Service artifacts
• Identified solution suite to replace CommBridge and SFED applications
• Created a POC environment validating Solution Suite components
• Partnered with HR-CMS with CommBridge replacement
• Partnered with EOHHS on ESB solution validation
Shared SOA Infrastructure
High
Progress
Med
Low
High
5
18
9
7
Impact So Far
Med
Low
5
13
None
7
Sample comments…
• Many agencies moving forward with SOA, need more support to align us in right direction
• Great job helping in this area—continue moving forward
• Need more info on how SOA changes development of future applications before we get
painted into a corner on solutions that don’t comply
9/9/2009
15
3. Network Architecture
Working Group
• J. Snyder, ITD, Chair
• D. Perchase, DMH
• J. Letchford, ITD
• P. Lantieri, HCF
• S. Lecky, ITD
• K. Lynch, MCB
• D. Mcevoy, DOR
• R. Herold, LWD
• M. Poole, UMass
• C. Wood, EOPSS
• D. Robbins, EEA
• T. Cream, EOT
• D. Racine, HED
• J. Wentzel, ITD
• R. Murray, EOHHS
9/9/2009
16
3. Network Architecture
Year 1 Accomplishments
• Established governance structure for design,
implementation, operation phases
• Cut over first VoIP locations for EOHHS
• Produced conceptual design, implementation plan, cost structure, NOC creation
• Surveyed over 50 communities on their fiber needs and interest in participating in
Commonwealth-wide solution
• Assisted MBI in ARRA grant proposal
Network Architecture
High
Progress
Med
Low
High
14
14
4
8
Impact So Far
Med
Low
9
12
None
3
Sample comments…
• Very large effort that needs to be done RIGHT
• Made more urgent as a way to save money through greater effectiveness
• Need to identify sources of funding for implementation so that anticipated savings can be
realized sooner
9/9/2009
17
4. Enterprise Security Plan
Working Group
Enterprise Security Board Executive Committee:
ESP and EO504 Direct Support:
• J. Beveridge, SAO, Co-Chair
• C. Dalton, ITD
• D. Walsh, ITD, Co-Chair
• J. Abdal-Khallaq, ITD
• R. Buchanan, SAO
• L. Hamel, ITD
• A. Doty, City of Springfield
• S. Zierten, ITD
• D. Gilleran, DOR
• R. Murray, EHS
• J. Glennon, LWD
• K. Moriarity, EHS
• F. Healey, DOT
• R. Garon, HRD
• G. Lockwood, ITD
• T. Harrison, DOR
• T. Guerriero, ITD
• L. Kaczmarek, DPH
• J. Slater, CHSB
• E. Sanborn, ITD
• B. Ridley, Formerly UMass
• N. Robinson, ITD
• P. Sullivan, State Police
• M. Weinberger, EOT
9/9/2009
18
4. Enterprise Security Plan
Year 1 Accomplishments
• Completed Enterprise Security Plan roadmap
• Initiated formalization of ESB (bylaws-driven)
• Initiated ISO 27001 adoption process (gap analysis, policy development, process review)
• Implemented policies, standards, tools, training regimens, and procedures to comply with
EO504 and to fill gaps per ISO 27001
• Documented 87 EO504-required executive department agency Information Security
Officers (ISOs)
• Trained ISOs, SCIOs, related stakeholders
• Developed, reviewed, and scored agency Information Security Programs (ISP) and
Electronic Security Plans (ESP)
• Developed the Self Audit Questionnaire (SAQ)
• Implemented enhanced security penetration, vulnerability, and forensics solutions
• Implemented Security Education & Awareness Training
Enterprise Security Plan
9/9/2009
High
Progress
Med
Low
High
24
5
3
16
Impact So Far
Med
Low
10
4
None
2
19
4. Enterprise Security Plan
Sample Comments
Governance
• Good work being done in this area
Risk Management
Compliance
• Keep moving forward but accelerate if possible
Monitoring & Reporting
Zone 1
• Current state of security threat requires us to
keep security high on the list
• Circle back around—help agencies ensure
consistency in policies and procedures
• Policies are fine, but there is not enough
technical assistance and no review of what is
actually happening throughout state
government
Apps
Application
Layer
Data/Storage
Layer
Applications
Zone 3
Intra-zone Controls
• EO 504 helped to accelerate this effort
Zone 2
Network
Layer
Physical
Layer
9/9/2009
20
5. Civic Engagement Strategy
Year 1 Accomplishments
• Implemented Social Media Policy and Planning
Workgroup
• Collaborated with Governor’s Office on new
media initiatives (e.g., Commonwealth
Conversations blogs)
• Supported federal stimulus reporting and
transparency initiatives
Civic Engagement Strategy
High
Progress
Med
Low
High
10
16
6
9
Impact So Far
Med
Low
9
11
None
3
Sample comments…
• Economic downturn makes it harder to do this because it requires adding product, process,
and resources
• Other priorities consistently trump this
• Make sure the good stories get out!
• Need to articulate goals more clearly
9/9/2009
21
6. Identity Management
Year 1 Accomplishments
• Held Identity Management Summit to address current and past Commonwealth efforts and
learn about industry best practices
• Identified Identity Management roll-out approach and initial partners
• Identified systems of record for activities identified
Identity Management
High
Progress
Med
Low
High
7
17
8
7
Impact So Far
Med
Low
3
14
None
8
Sample comments…
• Should be a higher priority in the coming months
• No statewide approach—lack of direction results in duplicate and uncoordinated work
• Need to complete proof of concept
9/9/2009
22
7. Enhanced Procurement Process
Working Group
• H. O’Malley, ITD
• L. Angeloni, ITD
• W. McAvoy, OSD
• M. MacEvitt, OSD
• R. Mordaunt, OSD
• M. Burwell, ITD
• N. Burke, OSD
• S. Ma, OSD
9/9/2009
23
7. Enhanced Procurement Process
Year 1 Accomplishments
• Gathered procurement data for top 20 IT vendors
• Initiated two pilots with large IT vendors to negotiate better enterprise terms
• Developed new procurement workflow recommendations to operate under Secretariat IT
Consolidation
• Increased discount to 47% for all purchases for all eligible entities buying thru statewide
Oracle contract (previously 25%, 30%, 35% or 40%) depending on size of purchase
• Entities that pooled funds (Trial Courts, ANF, Labor, Transportation) achieved discounts up
to 82% and freezes/caps on maintenance increases
• Over a 5 year period savings projected to be $50M+
Enhanced Procurement Proc
High
Progress
Med
Low
High
13
14
5
12
Impact So Far
Med
Low
11
6
None
3
Sample comments…
• Continue to negotiate with key it vendors in a centralized fashion
• Need more communication on status of this project
• Simplify fair and open rules
9/9/2009
24
8. Second Data Center
Working Group
• Stuart Lecky, ITD (co-chair)
• Sean Hughes, EOPSS (co-chair)
• Vincent Piccinni, ANF
• Dave Robbins, EOEEA
• Jacquie Doherty , EOEEA
• Tom Cream, EOT
• Mike Syversen, EOHHS
• Gerry Young, EOHED
• Charlie Pratt, TRE
• Jennifer Goree, EOE
• Steve Hamilton, OSC
• Dan Walsh, ITD
• John Letchford , ITD
9/9/2009
25
8. Second Data Center
Year 1 Accomplishments
• Secured capital funds
• Selected site
• Designed building
• Defined operating vision
Second Data Center
High
Progress
Med
Low
High
24
6
2
9
Impact So Far
Med
Low
6
11
None
6
Sample comments…
• Critical initiative—shows commitment to change
• Need to follow through with the same level of attention we have devoted to planning it
• Need more communication on status
• Commonwealth is flirting with disaster by not having a viable alternative to MITC
9/9/2009
26
9. Systems Modernization
Year 1 Accomplishments
• Secured capital funds
• Invested $82M in capital projects in FY 2009, more than previous years
• 56 capital projects underway in FY 2009, 18 completed
• 40 projects on track, 7 partially off plan, 4 off plan, 5 N/A
• New process for prioritizing projects based on consistent criteria across agencies
Systems Modernization
High
Progress
Med
Low
High
16
14
2
15
Impact So Far
Med
Low
12
None
4
1
Sample comments…
• Critical to the enterprise
• Budget and capital cuts may lengthen project schedules and reduce project scopes
• Economic downturn has huge impact here—capital $$ spent now will require additional
funding for the maintenance of new systems in future
9/9/2009
27
10. IT Recruitment and Training
Year 1 Accomplishments
• Launched UMASS training initiative—120 employees participated so far
• Initiated IT Staff inventory based on industry standard job functions
IT Recruitment and Training
High
Progress
Med
Low
High
9
20
3
5
Impact So Far
Med
Low
15
11
None
1
Sample comments…
• Economic downturn creates a more difficult scenario in which to offer opportunities
• With all of the changes resulting from so many strategic efforts, recruitment and training
are more essential than ever
• Make sure we do this right—it's the fix we have been looking for, for many years
9/9/2009
28
11. Project Management
Year 1 Accomplishments
• Established and staffed IT Capital PMO to manage IT Capital Portfolio and implemented
portfolio management functions:
– Track overall IT capital funds pool
– Facilitate project selection, priority setting and resource allocation
– Oversee project and funding performance across the portfolio
• Completed initial development and implementation of CommonWay
• Managed FY 2009 capital spending to enable launch of 14 “QuickStart” projects
• Conducted FY 2010 – FY 2014 capital planning process
Project Management
High
Progress
Med
Low
High
14
12
6
8
Impact So Far
Med
Low
18
5
None
1
Sample comments…
• Important initiative that all agencies can benefit from to ensure projects are on right track
• Economic downturn makes this initiative more important than ever
• Work on CommonWay has been great—useable right now—let's push it and get it in use
• Resource constraints make it harder to develop project managers
• Need more training and communication
9/9/2009
29
Case Study on Managing Change:
Transformation at the IRS
Professor Dennis Campbell
Harvard Business School
9/9/2009
30
Reality Check:
Part I—National Picture of IT in State Government
Professor Jerry Mechling
Harvard Kennedy School of Government
9/9/2009
31
Reality Check:
Part II—Changes in the Commonwealth
and their Implications for IT
9/9/2009
32
Workshop Survey Results—Part B
Environmental Changes
Impact on State Gov't
High
Med
Low
Economic downturn
American Recovery and Reinvestment
Act (federal stimulus)
EO 504—Security and Confidentiality of
Information
EO 510—Executive Department IT
Consolidation
Technological Change
H1N1 Breakout and Pandemic Planning
32
Impact on IT
High
Med
Low
26
5
1
19
10
3
13
7
12
15
11
6
23
6
3
18
11
3
28
2
2
9
19
4
16
12
4
15
9
8
13
11
8
Other
Staffing constraints/aging workforce
3
3
Upcoming election
1
1
Strong leadership/support for initiatives
1
1
Protection of information-201 CMR 17
1
1
Limited resources/competing priorities
1
1
Business drivers vs. IT/legal rqmts
1
1
Sophistication of hackers
1
1
Uncertainty around capital budgets
1
1
Legend
Weighted Average
9/9/2009
33
Workshop Survey Results—Part B
Environmental Changes
Sample Comments
Most important negative factor affecting our ability to provide IT services
• Lack of funding and staffing in needed positions due to economic crisis
• Inadequate skill levels, aging workforce
• Inertia of traditional ways of doing business
• Insufficient senior leadership backing for EO 510 in some areas
Most important positive factor affecting our ability to provide IT services
• Having a plan we can all work from
• Community of IT leaders coming together
• New spirit of collaboration
• Improved communication and real discussion toward enterprise IT management
9/9/2009
34
Workshop Survey Results—Part C
Impact on Strategic Initiatives
Extent of Impact
High
Med
Low
Impact on Priority
Same
Higher
Lower
Key Initiatives
Secretariat Consolidation
26
4
2
21
8
3
Shared SOA Infrastructure
19
6
7
25
3
4
Network Architecture
24
6
2
25
6
1
Enterprise Security Plan
25
5
2
21
8
3
Civic Engagement Strategy
20
8
4
25
1
6
Identity Management
22
6
4
26
3
3
Enhanced Procurement Proc
24
5
3
25
4
3
Second Data Center
23
6
3
29
2
1
Systems Modernization
24
6
2
29
0
3
IT Recruitment and Training
22
6
4
24
4
4
Project Management
21
6
5
28
4
0
Supporting Initiatives
Legend
9/9/2009
Weighted Average
35
Workshop Survey Results—Part D
Overall Plan Review
How well has strategic plan served us so far?
• Excellent framework for the last year
• Focusing on action items and sharing plans with other Secretariats—very helpful
• Consistent vision for IT in the Commonwealth
• Focuses us on Enterprise alignment and core supporting capabilities
Right plan for the Commonwealth moving forward? Anything need to change?
• Maybe some minor updates, but plan holds up well even in these challenging time
• Right approach, but timelines are creating a strain on agency resources
• May need to re-prioritize or scope down in some areas
• Have not yet fully engaged all key business managers (exec and senior management)
across all agencies
9/9/2009
36
Workshop Survey Results—Part D
Overall Plan Review
(Continued)
Any new priorities or directions for IT?
•
Right priorities now—not practical to include more given resource constraints
•
Plan covers most areas of need, but should address how priorities will carry over as
changes in Administration occur in future
•
Specific ideas for new directions/additional emphasis
–
–
–
–
–
More video, more wireless
Greater use of social media tools
More focus on information security
More focus on shared services and resources to save money and reduce complexity
Gradual shift to focus on business processes and delivery of IT solutions to agencies, business
partners, and citizens
Anything we should stop doing?
•
9/9/2009
No—cannot afford to stop any of these initiatives, but may need to rethink priorities if
resources shrink further
37
Working Lunch/Breakout Sessions
Rolling the Plan Forward:
Strategic Priorities for the Coming Year
9/9/2009
38
Working Lunch—Breakout Sessions:
Updates to Strategic Plan
Process
• Please see Workshop Packet for your group assignment and location
• Get lunch and bring back
• Select facilitator/reporter—Readout when we reconvene at 2:00 pm
Discussion questions (included in Workshop Packet)
• Based on this morning’s discussion and the results of the participant survey, do any of the
strategic initiatives need to speed up, slow down, or change direction, and if so, in what
ways?
• Are there any new priorities or directions we should consider for information technology
that are not already embedded in or implied by the strategic plan?
• What should our strategic IT focus be for FY 2010? Next year, when we look back at the
year’s accomplishments, we will consider it a success if what?
9/9/2009
39