Commonwealth of Massachusetts
Statewide Strategic IT Consolidation (ITC) Initiative
Deloitte Consulting LLP
June 22, 2009
DRAFT – FOR DISCUSSION PURPOSES ONLY
Agenda
• Workplan Status
̶ Overall Progress Snapshot for Infrastructure Plan, Org Dev Plan, and Comms Plan
̶ SCIO Roundtable Update for Secretariat Plans
• Sub-committees Updates
̶
̶
IT Governance
IT Administration
Org Dev and Comms
̶
• Key Topics for Discussion
̶
̶
‘Day 1’ Readiness for 7/1 (SCIO Roundtable Update)
Post-7/1 ‘Go-Forward’ Discussion and Proposed New Schedule
DRAFT FOR DISCUSSION PURPOSES ONLY
-1-
Workplan Status
Overall Progress Snapshot
T-90
Rapidly Execute
Consolidation Planning
We Are
T-30 Here
T-60
Day 1
IT Consolidation Planning Timeline
Key Planning
Threads
Mar
Apr
May
WK1
WK2
WK3
WK4
WK5
WK6
WK7
3/16-3/20 3/23-3/27 3/30-4/3 4/6-4/10 4/13-4/17 4/20-4/24 4/27-5/1
3/16 Kick-Off
1.0 – Create Common
IT Consolidation
Planning Approach
3/20 Draft Approach
Jun
WK8
WK9 WK10 WK11 WK12 WK13 WK14 WK15 WK16
5/4-5/8 5/11-5/15 5/18-5/22 5/25-5/29 6/1-6/5 6/8-6/12 6/15-6/19 6/22-6/26 6/29-7/1
3/27 Finalize
Approach &
Framework
7/1 Secretariat IT
Consolidation Plans
5/30 High-level
Infrastructure Plan
& Framework
2.0 – Create
Secretariat IT
Consolidation Plan
3/27 Hackett
Data Available
Pilot Current State
Analysis Complete
4/3 Draft Secretariat Plan Outline
EOHHS EOPSS EOHED
draft EOTPW ANF
EOEEA EOE
EOLWD
4/17 Pilot
Complete
Conduct consolidation working sessions
Review and Validate
5/29 Draft Secretariat
Plans Due
Network Strategy session
4/1 Kickoff
3.0 – Create HighLevel IT Infrastructure
Plan
6/30 Final
Secretariat Plans
Review and Refine Plan
Conduct consolidation working sessions
4/3 Draft High-level
Infrastructure Plan Outline
5/8 Draft #1 5/18 Draft #2
5/29 Final High-level
Infrastructure Plan
Implementation Initiated
5.0 – Create and
Begin Execution of IT
Consolidation
Communications /
Org Dev Plan
4/13 Draft Org Development Plan
4/30 Org Development Plan
4/13 Draft
Communications Plan
town-hall meetings
4/30 Communications Plan
Key Session /
Meeting
DRAFT FOR DISCUSSION PURPOSES ONLY
Exec Order 510
Compliance Deadline
Develop roadmap
wall-charts
HR Readiness
prep
Begin Secretariat
Major
Milestone
Implementation Initiated
Key Activity
Interim Milestone
-2-
Workplan Status
SCIO Roundtable on Secretariat Plans
Key Activity
EOHHS EOEEA
ANF
EOHED EOPSS EOLWD
EOE
EOT
1
Conduct kickoff meeting with SCIO (and
CFO/HR leads as needed)








2
Conduct orientation meeting with key
stakeholders








3
Conduct series of working sessions with IT
service owners








4
Develop draft plan for review by IT service
owners








5
Review draft plan with SCIO








6
Incorporate edits based on review
sessions








7
SCIO to review draft plan with IT and
Business stakeholders to obtain feedback


6/26
6/26

6/23
6/23
6/24
8
Review draft plan with CCIO and SCIO
9
Conduct Secretariat Town Halls
TBD
TBD
DRAFT FOR DISCUSSION PURPOSES ONLY
Need to finalize schedule this week
TBD
TBD
7/14
TBD
6/18
6/25
6/30
-3-
Sub-committee Updates
IT Governance
1. Executive Summary Briefing
IT Administration
1. Payroll process readiness
(6/19 deadline)
2. Section 3.0 update
3. Wiki update
2. Submission of ISAs
(6/26 deadline)
IT Org Dev & Comms
1. Organizational Development
• Update on plan refresh
• Labor Mgmt and Talent Mgmt
Groups + Chairs – Next Steps
2. Communications
• NAGE feedback on Secretariat
Town Hall Template
• Update on plan refresh
DRAFT FOR DISCUSSION PURPOSES ONLY
-4-
Discussion:
‘Day 1’ Readiness for 7/1
DRAFT FOR DISCUSSION PURPOSES ONLY
-5-
Key Topics for Discussion
‘Day 1’ Readiness – SCIO Roundtable Update
 IT Governance
 Secretariat IT Steering Committees established
 IT Steering Committee meetings been held or scheduled
 Standing meeting agendas drafted / developed
 IT Administration
 Payroll processing for 7/1 ready (due 6/19)
 ISAs submitted (due 6/26)
 Initiative Communications
 Town Hall Presentations ready
 Town Halls scheduled and logistics finalized
DRAFT FOR DISCUSSION PURPOSES ONLY
-6-
Discussion:
Post-7/1 ‘Go Forward’ Plan and Schedule
DRAFT FOR DISCUSSION PURPOSES ONLY
-7-
Key Topics for Discussion
Post-7/1: Proposed High-level Workplan
IT Consolidation Initiative
July 2009
Key Threads
August 2009
September 2009
WK1
WK2
WK3
WK4
WK5
WK6
WK7
WK8
WK9
WK10
WK11
WK12
WK13
7/6-10
7/13-17
7/20-24
7/27-31
8/3-7
8/10-14
8/17-21
8/24-28
8/31-9/4
9/7-11
9/14-18
9/21-25
9/26-10/2
Secretariat IT
Consolidation
Commonwealth
IT Infrastructure
Consolidation
Commonwealth
Service Excellence
Key Session /
Meeting
DRAFT FOR DISCUSSION PURPOSES ONLY
Exec Order 510
Compliance Deadline
Major
Milestone
Key Activity
Interim Milestone
-8-
Key Topics for Discussion
Post-7/1: Potential New Standing Committees
Proposed
#
Committee
Purpose / Focus
Meeting
Frequency
Chair
1
Initiative Communications
360˚ program-wide communications
Bi-weekly
TBD
2
IT Governance
SLAs, ‘culture transformation’
Bi-weekly
TBD
3
IT Administration
Budget and legal matters
Weekly
TBD
(thru 7/31 only)
4
Talent Management
Career paths, training, mentoring
5
HR and Labor Administration
HR administrative matters (e.g., payroll),
and labor matters
6
Benefits Realization and
Tracking
DRAFT FOR DISCUSSION PURPOSES ONLY
KPIs, measurement methods, and
tracking process
Bi-weekly
Paul Dietl
Weekly
TBD
(thru 7/31 only)
Bi-weekly
Claudia Boldman
-9-
Key Topics for Discussion
Post-7/1: Potential Organization of IT Consolidation Program
IT Consolidation
Planning
Infrastructure
Planning Working
Groups
 Detailed planning
for:
 Data & telecom
networks
 Data centers
 Website hosting &
portal services
 Shared enterprise
services (email &
directory)
Infrastructure
Services Board
(ISB)
IT Consolidation
Transition Team
 Detailed
consolidation
planning
 Address
communications
and administration
issues as needed
(through subcommittees)
Organizational
Development
Governance
 Progress
monitoring of
infrastructure
consolidation
 Performance
measurement
 Metrics
Communication
DRAFT FOR DISCUSSION PURPOSES ONLY
CIO Cabinet
 Commonwealthwide strategic
planning
 Commonwealthwide goals and
objectives
 Commonwealthwide IT
investments
Secretariat IT
Steering
Committees
Executive
Technology
Accountability
Board (ETAB)
 Alignment of
Secretariat IT
resources,
investments, and
priorities with
agency business
needs and
priorities
 Progress
monitoring of
Secretariat-level
consolidation
 Performance
measurement
 Metrics
communication
IT Advisory Board
(ITAB)
Communications
Sub-Committee
Communications
Sub-Committee
 Commonwealthwide IT strategic
planning
 Commonwealthwide IT policy
 Annual MOU
 Annual report
·
·
·
·
·
·
Career path
implementation
Training needs
identification
Innovative
training models
Mentoring
Internship
program
·
·
·
·
Staff
classification
Seniority
Work locations
Career paths
Reducing
reliance on
contractors
- 10 -
Key Topics for Discussion
Post-7/1: Proposed Deloitte Role
Overarching Program Management Needs
•
Overall tracking of program progress
•
Organizational development next steps
•
Conduct and facilitate
•
Communications next steps
•
Benefits tracking / performance management
•
Group checkpoints for four Secretariat IT services
•
Issue identification and resolution support
Secretariat-specific Needs
ANF
• TBD
EOE
• TBD
EOEEA
• TBD
EOHED
• TBD
EOHHS
• Chargeback
EOLWD
• TBD
EOPSS
• TBD
EOT
• TBD
dependencies
for Federal
funding (i.e.,
trusts & grants)
• Others?
DRAFT FOR DISCUSSION PURPOSES ONLY
- 11 -
Key Topics for Discussion
Post-7/1: Proposed Standing Schedule
M
Tu
W
Key Holidays (July-Sept):
• 7/3, Friday – Independence Day (Deloitte)
• 9/7, Monday – Labor Day (State + Deloitte)
Th
7/1
F
7/2
7/3
7/9
7/10
7/6
•CIO Cabinet
•All Committees1
7/7
7/8
7/13
7/14
7/15
7/16
•Wkly Prep with
CCIO, Co-chairs2,
and Deloitte
7/17
7/20
•CIO Cabinet
•All Committees1
7/21
7/22
7/23
•Wkly Prep with
CCIO, Co-chairs2,
and Deloitte
7/24
7/27
7/28
7/29
7/30
•Wkly Prep with
CCIO, Co-chairs2,
and Deloitte
7/31
•CIO Cabinet
•IT Consolidation
Working Group
•All Committees1
•CIO Cabinet
•IT Consolidation
Working Group
•All Committees1
•Wkly Prep with
CCIO, Co-chairs2,
and Deloitte
1 All Committees meet weekly in July; biweekly beginning in August
2 Co-chairs of the IT Consolidation Working Group
DRAFT FOR DISCUSSION PURPOSES ONLY
- 12 -