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MassachusettsDigital Summit
October 19, 2009
Anne Margulies, Commonwealth CIOExecutive Office for Administration and Finance
10/19/2009 2
Today’s Discussion
• Current State of IT in the Commonwealth
• IT Strategy for the Commonwealth: Roadmap for Moving Forward
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Current State of IT in the Commonwealth
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Backdrop:Factors Affecting IT in MA State Government
• Economic downturn
• Executive Order 510: IT consolidation
• Executive Order 504: Protecting Private Information
• Staffing constraints
• American Recovery and Reinvestment Act (federal stimulus)
• H1N1 breakout and pandemic planning
• Technological change
10/19/2009 5
Snapshot of Commonwealth IT:Overview
56%
11%
27%
LABOR56%
TECHNOLOGY27%
OUTSI DE SERVI CES
11%
ADMI N & O/ H
6%
56%
11%
27%
LABOR56%
TECHNOLOGY27%
OUTSI DE SERVI CES
11%
ADMI N & O/ H
6%
56%
11%
27%
LABOR56%
TECHNOLOGY27%
OUTSI DE SERVI CES
11%
ADMI N & O/ H
6%
18% 80%
3%
Manager Professional Clerical
MANAGER PROFESSIONAL
3% CLERICAL
18% 80%
3%
Manager Professional Clerical
MANAGER PROFESSIONAL
3% CLERICAL
Total IT Executive BranchIT Cost: $383.9M
Breakdownby Expense Category
Total Executive BranchIT Staffing: 2,112 FTE
Breakdownby Job Function
10/19/2009 6
Snapshot of Commonwealth IT: Technology by the Numbers
Networks • WANs• Data circuits
152,400
Telecom • PBXs• Voice mail systems
38444
Data Centers • Locations• Space consumed
130>110,000 sq ft
Servers • Installed• Technologies in use
2,500Many
Applications • Number in use• Different email systems
>1,500At least 15
Web • Mass.gov unique visitors• Web pages hosted• Online payment volume
2,000,000/month300,000$5B/year
10/19/2009 7
Snapshot of Commonwealth IT: Comparison with Benchmark Organizations
• IT costs– 60% lower costs per end user– Under-invested in IT overall
• Staffing– 33% fewer FTEs (adjusted for size of enterprise)– Higher experience levels for managers and IT associates
• Complexity– More network protocols– High number of programming languages and development platforms– High data complexity– Incomplete definition and spotty application of standards– Fewer shared business applications
• Service delivery– Under-utilization of Project/Program Management Office (PMO)– Under-utilization of service level agreements– General satisfaction with IT services overall
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IT Strategy for the Commonwealth:Roadmap for Moving Forward
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IT Strategy for the Commonwealth:Plan Summary as of Fall 2008
We seek an IT environment that will enable…• 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
VISION FOR THE FUTURE
IT in the Commonwealth characterized by…
CURRENT STATE
BUT, at the crossroads of a unique opportunity…• Strong sense of collaboration, consensus
among IT leaders• Bond funding to invest in collective action
• Aging systems• Constrained resources• Uneven, fragmented IT planning, services and
skills
Build a technology foundation comprising…
ROADMAP
• Robust, agile enterprise IT infrastructure• Shared services and applications• Common, effective management practices
To be accomplished through…
• 7 key initiatives• 4 supporting initiatives
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IT Strategy for the Commonwealth:Building the Technology Foundation
ROBUST, AGILE ENTERPRISEIT INFRASTRUCTURE
ROBUST, AGILE ENTERPRISEIT INFRASTRUCTURE
1 Secretariat Consolidation
2 Shared SOA Infrastructure
3 Network Architecture
4 Enterprise Security Plan
SHARED SERVICESAND APPLICATIONSSHARED SERVICESAND APPLICATIONS
5 Civic Engagement Strategy
6 Identity Management
COMMON, EFFECTIVE MANAGEMENT PRACTICES
COMMON, EFFECTIVE MANAGEMENT PRACTICES
7 Enhanced Procurement Process
SU
PP
OR
TIN
GIN
ITIA
TIV
ES
KEY
IN
ITIA
TIV
ES
1 Second Data Center
2 Systems Modernization
3 IT Recruitment & Training
4 Project Management
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IT Strategy for the Commonwealth:Progress on Strategic Initiatives as of Fall 2009
Progress Impact So FarHigh Med Low High Med Low None
Key Initiatives
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
Identity Management 7 17 8 7 3 14 8
Enhanced Procurement Proc 13 14 5 12 11 6 3
Supporting Initiatives
Second Data Center 24 6 2 9 6 11 6
Systems Modernization 16 14 2 15 12 4 1
IT Recruitment and Training 9 20 3 5 15 11 1
Project Management 14 12 6 8 18 5 1
Legend
Weighted Average
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IT Strategy for the Commonwealth:Perceptions across State Government
Do you agree with this statement:
“Working together, we have made good progress on the Strategic Plan over the last year.”
Summary of survey comments
• Overall agreement that plan is on track
• Pace of activity sometimes a strain, but little support for slowing down
• Hallmark of effort—building a collaborative IT community
StronglyAgree
AgreeSomewhat
NoOpinion
DisagreeSomewhat
StronglyDisagree
56% 34% 6% 3% 0%
“Our IT staff are feeling the pressure, but we need to keep the momentum going.”
“Too many things going on at the same time.”
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IT Strategy for the Commonwealth:Year 1 Accomplishments—Key Initiatives
1 Consolidation– Rolled up ~150 agency IT budgets to 8 at Secretariat level– Phase 1—July 1
• Appointed Secretariat CIOs• Completed Secretariat & IT infrastructure consolidation plans• Updated administrative processes (HR, finance, legal) to
ensure smooth transition July 1– Phase 2—September 30
• Completed detailed plans– Inventoried IT assets– Inventoried IT workforce according to
common job families and functions• Engaged 400 people in 60 working groups
“Accomplished far more than we expected—great progress.”
“Time consuming, but necessary. Stay the course!”
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IT Strategy for the Commonwealth:Year 1 Accomplishments—Key Initiatives (continued)
3 Network Architecture– Established governance structure– Cut over first VoIP locations for EOHHS– Produced network architecture, conceptual design, implementation plan– Collaborated with MBI on broadband proposal through ARRA
“Cost saving opportunity is greatest in the networking area.”
2 Service Oriented Architecture– Implemented phase 1 infrastructure components (SOA governance, web service
repository)
“Needs to receive more attention, or we’ll get painted into isolated solutions.”
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IT Strategy for the Commonwealth:Year 1 Accomplishments—Key Initiatives (continued)
5 Civic Engagement– Implemented Social Media Policy and Planning Workgroup– Collaborated with Governor’s Office—Commonwealth Conversations blogs– Supported federal stimulus reporting and transparency
“Great work is being done on security planning and implementation.”
“Other priorities consistently trump this.”
4 Enterprise Security– Completed Security Plan roadmap– Formalized Enterprise Security Board– Appointed and trained 87 agency Information Security Officers– Developed and approved 78 electronic security plans
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IT Strategy for the Commonwealth:Year 1 Accomplishments—Key Initiatives (continued)
6 Identity Management– Held Identity Management Summit – Identified IDM roll-out approach
“Should be higher priority—lack of direction results in duplication of work.”
“With economic downturn, these savings are more important than ever.”
7 Enhanced Procurement– Analyzed top 20 IT vendors – Completed pilot negotiations with large IT vendor– Savings over 5 years: $50M+
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IT Strategy for the Commonwealth:Year 1 Accomplishments—Supporting Initiatives
1 Second Data Center– Secured capital funds– Selected site– Completed initial design– Defined operating vision
Common Values - Common Goals
CommonWay
Common Values - Common Goals
CommonWay
2 Systems Modernization– Invested $82M in 56 capital projects– Completed 18 projects—others off to positive start
3 IT Recruitment and Training– Launched UMASS training initiative
4 Project Management– Established and staffed IT Capital PMO– Developed dashboard and tracking system– Completed initial implementation of CommonWay
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IT Strategy for the Commonwealth:Next Steps—Rolling the Plan Forward
• Consensus going forward– Keep the momentum going!– Define more metrics– Engage more business leaders and legislature– Focus near term priorities on initiatives that will save money
• Procurement• Shared services• Systems modernization
– Find ways to offer services to municipalities to take advantage of economies of scale– Reform financing for IT
• Plan capital to keep projects going without disruption• Build operating and maintenance costs into annual budgets• Rationalize chargebacks
• Plan update will be published by end of October– Documents progress so far– Updates milestones for FY 2010 – 2012
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In Summary…
The right plan • Initiatives are as important as ever
• Can’t eliminate any of the 7 + 4
• Can’t add any more
On track • Major accomplishments in the first year
• Building a collaborative IT community
Hard work • Requires significant effort on top of “day jobs”
• Will become more difficult with increasingly constrained resources
The Commonwealth IT Strategic Plan is…
…and we must keep the momentum going.
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Secret Formula Revealed…
+ =ROBUST, AGILE ENTERPRI SE
IT I NFRASTRUCTURE
1 Secretariat Consolidation
2 Shared SOA Infrastructure
3 Network Architecture
4 Enterprise Security Plan
SHARED SERVICESAND APPLI CATIONS
5 Civic Engagement Strategy
6 I dentity Management
SHARED SERVICESAND APPLI CATIONS
5 Civic Engagement Strategy
6 I dentity Management
COMMON, EFFECTIVE MANAGEMENT PRACTI CES
7 Enhanced Procurement Process
COMMON, EFFECTIVE MANAGEMENT PRACTI CES
7 Enhanced Procurement Process
SU
PP
OR
TIN
GIN
ITIA
TIV
ES
KEY
IN
ITIA
TIV
ES
1 Second Data Center1 Second Data Center
2 Systems Modernization2 Systems Modernization
3 I T Recruitment & Training3 I T Recruitment & Training
4 Project Management4 Project Management
Solid TechnologyFoundation
•SOA
•Web 2.0
•Sharing data, services
•Strong IT workforce
• IT leadership coalition
EmergingTechnologies
Evolving Culture
• Efficient
• Open
• Informed
Better Massachusetts Government
10/19/2009 21
Thank you!
