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Services and Finance Committee Meeting

Services and Finance Committee Meeting. December 2, 2009. Approve August 12, 2009 Meeting Minutes. Cannery Relocation Update. Accomplishments Vacated South Annex

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Services and Finance Committee Meeting

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  1. Services and Finance CommitteeMeeting December 2, 2009

  2. Approve August 12, 2009 Meeting Minutes

  3. Cannery Relocation Update Accomplishments Vacated South Annex • Child Welfare Services, Interim Statewide Automated Welfare System (ISAWS) and Statewide Fingerprint Imaging System (SFIS) moved to Cannery • CalWin, Department of Health Care Services Point of Service (POS) Primary moved to Gold Camp • Lease terminated August 2009 • Saving $100,000 per month Signed Vacaville Site Lease May 2009 • Ready for OTech occupancy early 2010

  4. Cannery Relocation Update Project Schedule November 2009 – Vacaville certified “Room Ready” December 2009 – Early access for Network January 2010 – Turnover to OTech February 2010 – Network installs complete February – March 2010 – Child Welfare Services move to Gold Camp April 2010 – Cannery Shared Systems move to Vacaville

  5. Cannery Relocation Update Project Schedule (continued) March 2010 – Relocate Cannery IBM Mainframe to Vacaville May 2010 – Decommission Interim Statewide Automated Welfare System (ISAWS) May 2010 – Relocate Windows/AIX to Vacaville or Gold Camp May 2010 – Target date to vacate Cannery raised floor

  6. Cannery Relocation Update Keeping Customers Informed Customer Forum – October 28, 2009 CALSTRS DMV EDD SCO CDCR DOF FTB CDE DOIT HCD CDPH DOJ OSHPD DDS DOT OSI DHCS DSS SACCOUNTY

  7. Cannery Relocation Update Keeping Customers Informed (continued) Customer Planning Meetings Biweekly meetings for information sharing and move- related discussions and planning Move Project Website Provides project information and updates on current move activities Working with Customers To align equipment refresh or sunset schedules with move timeframes to help minimize costs

  8. Cannery Relocation Update New Staff Site Search • Planned for summer 2010 • Approximately 90,000 square feet of office space for 400 - 500 staff

  9. Cannery Relocation Update Questions?

  10. Network Managed Services Update Overview Utilize CALNET vendors’ Wide Area Network (WAN) services for statewide network. This includes: • Engineering • Procurement • Provisioning • Management • Monitor/Repair Transform the role of OTech from network service provider to network service manager

  11. Network Managed Services Update Reasons for Managed Services • Cost Savings • Reduce capital expenditures • Enhanced Service Levels • Leverage providers’ expertise • More flexibility • Improved Technologies • Better Security

  12. Network Managed Services Update Accomplishments • Successful completion of customer pilots • Scheduled briefing for OCIO and Focus Group • Held some planning meetings with CALNET vendors

  13. Network Managed Services Update Current Activities • Analyzing vendor expenses • Developing migration plan • Alignment of rates is being reviewed More Information… • To be provided at December TSB Meeting

  14. OTech Finances: Training & Event Center Our Vision Our Mission Providing Government Staff Educational Opportunities, Training and Empowering Professional Growth for Over 25 Years. Provide high quality training and event services to help the State of California and other public agencies remain productive and efficient public servants. The Office of Technology Services Training & Event Center promotes long-term success of OTech and its partners by providing excellent, low-cost information technology (IT) and business professional training to our customers. We are dedicated to exceeding our customers’ expectations by continuously improving our processes and services.

  15. Funded and Subsidized Funded Training Classes and Facilities Rentals (4.40 PYs) • Training Classes (330 classes and 2,674 students) • Room Rentals (132 days room rentals) • LearningPASS(23,262 passes issued) Subsidized Special Programs and Facilities (1.15 PYs) • Executive Institute (200+ Executive attendees annually, 1990 to present, 20 years ) • IT Managers Academy (1989 to present) (17 academies, 26 students per class, year-long program, lifetime associations) Subsidized Customer Events, Facilities Usage(0.35 PYs) • 400+ Yearly Events • Technology Days Presentations, Gartner Presentations • User Groups (room usage) – SAS, SCMS, Webmasters • Security Awareness Conference, CISO Lecture Series • Disaster Preparedness Event • Training Room Usage

  16. Top Classes and Special Programs

  17. Training Center Impacts • Enrollments down since FY 2006/2007 • Statewide budget crisis • FY 2008/2009 delayed budget • Revenues down

  18. Training Center Current Mitigation Effort FY 2009/2010 • Align Training with Department’s Mission Critical Needs • Partnering with Customers for Curriculum Development • Eliminating Non-Mission Critical Training Contracts • Increase “Statewide” Awareness • Align Facilities Costs with Usage • Align Room Rental Rates with Costs • Re-negotiate Vendor Fees because of Lower Enrollments • Eliminate Non-Mission Critical Expenses • Reduced Staffing • Non-Mission Critical Personal Services Contracts

  19. Projected FinancialsFY 2009/2010

  20. Strategy Optimize Revenue Potential • Increase LearningPASS usage • Increase Enrollments, Aligned Curriculums • Align Special Program Rates with Costs • Consolidate Facilities and Shared Space • Increase Rental Revenue

  21. Financial ExpectationsFY 2010/2011

  22. Expected Results Optimize Revenue Potential Means • Continued Critical Service to the Customer • Aligned Curriculum = Increased Enrollments • Belt Tightening + LearningPASS = Cost Effective Training • Continue to Support Active Succession Planning (IT Managers Academy (ITMA), Executive Institute, Trained Staff)

  23. OTech Finances: Training & Event Center Action Item Recommend Approval of Training & Event Center Strategy

  24. Approved FY 2009/2010 First Six-Month Rate Package Proposal 23

  25. First Six-Month 2009/2010Approved Rate Package Data Center Relocation Cost Recovery Open Systems Storage Database Support Off-Site Tape Storage Courier Delivery Service VM Services Network Service and Installation Server Load Balancing Dedicated Firewall Computer Output Microfiche (COM) Disaster Recovery Training & Event Center Room Rental 24

  26. Action Item Continue with Approved FY 2009/2010 First Six-Month Rate Package Proposal

  27. Proposed FY 2009/2010 and 2010/2011 18-Month Rate Package

  28. OTech Financial Forecast Amounts in Millions * Includes First Half of 2009/2010 Approved Rate Package

  29. Achieved $16.4 MillionCost Reduction • Furloughs (3 days) $ 7.2 • Contract Savings $ 5.5 • Holding Positions Vacant $ 2.6 • Facilities $ 0.8 • Eliminating Discretionary Expenditures $ 0.3

  30. Achieved $16.4 MillionCost Reduction • MVS Processing $ 4.5 • Network $ 4.2 • Data Storage $ 3.5 • Midrange $ 2.0 • Statewide Email and Server Based Computing $ 0.7 • Training Center $ 0.5 • Other Services $ 0.5 • Outsourced Services $ 0.2 • Disaster Recovery $ 0.2 • COEMS $ 0.1

  31. FY 2009/2010 and FY 2010/201118-Month Proposed Rate Package Reduces Mainframe CPU Hourly Rate Effective January 1, 2010 $1,044 / hour to $950 / hour 9% Rate Reduction Reduces Mainframe Data Storage Current Rate = $26 / GB January 1, 2010 = $22 / GB July 1, 2010 = $20 / GB 23% Rate Reduction

  32. FY 2009/2010 and FY 2010/201118-Month Proposed Rate Package Realigns Tape Storage Current Rate = $1.00 / tape January 1, 2010 = $3.00 / GB July 1, 2010 = $6.25 / GB Realigns Virtual Tape Storage Current Rate = $1.00 / tape January 1, 2010 = $1.75 / GB July 1, 2010 = $2.50 / GB

  33. FY 2009/2010 and FY 2010/201118-Month Proposed Rate Package VM Services Discontinued July 1, 2010 Customers remaining will pay direct pass-through charge

  34. FY 2009/2010 and FY 2010/201118-Month Proposed Rate Package Email Hygiene and Email Encryption Email spam filtering, anti-virus protection, content/policy filtering, high volume message translation and encryption Effective January 1, 2010 E-Hub Service without CAL Licenses = $0.56 / mailbox E-Hub Service with CAL Licenses = $0.13 / mailbox Email Encryption = $1.08 / mailbox

  35. FY 2009/2010 and FY 2010/201118-Month Proposed Rate Package Consulting Services Effective January 1, 2010 Level 1 Hourly Rate = $150 / hour Level 2 Hourly Rate = $130 / hour Level 3 Hourly Rate = $110 / hour Level 4 Hourly Rate = $95 / hour

  36. FY 2009/2010 and FY 2010/201118-Month Proposed Rate Package Windows Virtual Server High availability Windows Virtual Servers configured in clustered environment with SAN storage Effective January 1, 2010 Windows Virtual Server = $600 / month 1 CPU core and 1 GB of memory Windows Additional Cores = $75 / month Windows Virtual Server Additional Memory = $50 / month

  37. FY 2009/2010 and FY 2010/201118-Month Proposed Rate Package New Network Line Speeds Effective January 1, 2010 Foreign / COEMS (1000 MB) = $5,105 OPT-E-MAN 2 = $2,027 OPT-E-MAN 4 = $2,325 OPT-E-MAN 8 = $2,663 OPT-E-MAN 150 = $7,441 OPT-E-MAN 600 = $9,450

  38. FY 2009/2010 and FY 2010/201118-Month Overall Savings Net Savings to Customers FY 2009/2010 Rates Effective 1/1/2010 $2.8 M FY 2010/2011 $3.8 M 18-Month Overall Savings $6.6 M 37

  39. OTech Revised Financial Forecastwith Proposed Rate Package Amounts in Millions * Includes First Half of 2009/2010 Approved Rate Package plus 2009/2010 and 2010/2011 18-Month Rate Package

  40. Action Item Recommend Approval of FY 2009/2010 and FY 2010/2011 18-Month Rate Package Proposal

  41. Public Comment 40

  42. Meeting Adjournment 41

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