New York State’s Annual Technology Planning Process

1. New York State’sAnnualTechnology Planning Process GTC East September 2005

2. Presenters • Paul Fisk, DOB • Jerry Gerard, OGS • Nancy Gutterman, Office of the CIO GTC Annual Technology PlanningSeptember 22, 2005

3. Agenda • History and Background • Technology Planning Goals • Budget Division Role and Perspective • OCIO/OFT Roles and Perspective • OGS Role and Perspective • IT Aggregate Purchase Program • Observations and Future Opportunities • Questions GTC Annual Technology PlanningSeptember 22, 2005

4. What’s Behind Annual Technology Planning GTC Annual Technology PlanningSeptember 22, 2005

5. History of Technology Coordination Efforts • Division of the Budget EDP Unit • ICEDP (now MATRIX) • FORUM • CTG • OGS S & P and PSG • Budget Directors Advisory Coucil • Governor's Task Force on IRM • Office for Technology • State CIO and CIO Council GTC Annual Technology PlanningSeptember 22, 2005

6. Goals of the ATP Process • Begin dialogue on technology projects earlier • Ensure alignment of IT activities with business priorities • Develop multi-agency solutions • Achieve consistency with state enterprise technology principles and standards • Ensure appropriate uses of technology GTC Annual Technology PlanningSeptember 22, 2005

7. Goals of the ATP ProcessContinued • Determine impacts on others, including local governments and other agencies • Ensure resources are available • Identify opportunities to leverage resources • Aggregate purchasing power • Streamline later approvals GTC Annual Technology PlanningSeptember 22, 2005

8. Partnerships -- Dialogue GTC Annual Technology PlanningSeptember 22, 2005

9. Key Elements of the ATP • Agency overview—the role IT plays in supporting agency business • Technology overview • Current major projects and operations • Proposed IT projects • Opportunities to aggregate purchasing power GTC Annual Technology PlanningSeptember 22, 2005

10. DOB Role and Perspective • Focus primarily on programmatic and financial impacts • Identify related opportunities for statewide savings with OCIO/OFT and OGS • Consider impact on others • Ongoing interaction with OCIO/OFT and OGS • Rely on OCIO/OFT for technical expertise, and confirmation of technical approach GTC Annual Technology PlanningSeptember 22, 2005

11. DOB Plan Review • Iterative nature of plan reviews • Can’t stamp it APPROVED and forget it • It’s an ongoing dialogue • Not final until budget enactment and execution • Amending plans • If necessary, after budget adoption • When events dictate GTC Annual Technology PlanningSeptember 22, 2005

12. OCIO Role and Perspective • Consistent with OCIO’s mission • Ensure consistency with Statewide Strategic Technology Plan and CIO Council’s EA Principles • Evaluate appropriateness of technology solution proposed • Identify opportunities for savings, collaboration, and further leveraging of investments • Coordinate with OGS on aggregate-buy initiative • Negotiate with vendors • ATP paves the way for ITPs and other approvals GTC Annual Technology PlanningSeptember 22, 2005

13. OFT Role and Responsibilities • Early alert for OFT to plan for what agencies need and want • Ensure OFT resource availability • Compile Services Guide annually to assist agencies in identifying services they desire • Improve service delivery • Create the “right” service mix • Drive operational efficiencies GTC Annual Technology PlanningSeptember 22, 2005

14. OGS Role and Perspective • OGS PSG establishes Statewide Centralized Contracts for Commodities, Services & Technology • Authorized Users include state agencies and municipal government entities • IT contracting is continually changing - Agency requirements - NYS install base - Technology evolution • Planned Agency IT resource requirements known in advance to assure adequate contract provisions GTC Annual Technology PlanningSeptember 22, 2005

15. NYS IT Contracting Challenges • Rapid evolution and exploitation of technology • Centralized statewide contracting / decentralized agency purchasing • Agency diversity, autonomy and independence • Many apparent similarities and synergies, fewer standards and guidelines • Extremely large aggregate volumes with comparatively small agency volumes • Timeliness of critical information and limited statutory, administrative or operational authority to address deficiencies GTC Annual Technology PlanningSeptember 22, 2005

16. Aggregate Purchase Opportunities • Statewide contracts don’t guarantee quantities; more for convenience than bulk savings • Best price for one item, any place, any time • Aggregate buys with set quantities and times will greatly reduce costs • Savings of 25% projected • NYC and other locals interested GTC Annual Technology PlanningSeptember 22, 2005

17. OGS and the Evolution of the ATP Process • CIO Fiscal Procurement Committee strategic goal to develop governance process to address need for annual technology planning process (impetus for ATP) • September 2004, DOB Bulletin B1170 cost containment and savings proposals • OGS FY 05/06 budget proposal to establish an Aggregated IT Purchasing Program • February 2005, DOB Policy H-300A establishing the Technology and Information Resource Management Planning Process • March 2005, OGS PSG completed initial planning and staffing of Aggregated IT Purchasing Team and subsequently participates in the first annual ATP Review Process GTC Annual Technology PlanningSeptember 22, 2005

18. ATP Purchase Information • Proposed agency purchases of predefined IT products (HW, SW, Services) • Anticipated purchase timeframes (FY qtr) • Synergies across agencies for similar HW, SW and/or IT Services • Fundamental understanding of agency IT projects and potential IT acquisition needs GTC Annual Technology PlanningSeptember 22, 2005

19. OGS Planning from ATPs • Summarize proposed agency purchases • Identify “low hanging fruit” • Evaluate potential savings based upon volume and anticipated cost • Identify/confirm contract availability • Develop aggregate IT purchasing recommendation for IT HW, SW, services that provide greatest cost savings via aggregated purchase or enterprise licensing agreement • Initiate aggregated IT purchasing plan GTC Annual Technology PlanningSeptember 22, 2005

20. OGS List of Potential Aggregate Purchase Initiatives • Hardware: - PCs (thin client, desktop, laptop) - Printers - Servers - Storage - Tablets, PDAs • Software: - Oracle (Renegotiate expiring contract – ELA) - Antivirus (Symantec and McAfee) - Human services software (ELA) - IT development and testing software • Information Advisory (ELA): - Gartner & Meta (Renegotiate Expiring Contract) - Lexis/Nexus (Renegotiate Expiring Contract) GTC Annual Technology PlanningSeptember 22, 2005

21. OGS Spring 2005 PC Purchase • 4 PC Configurations – Est. 10,000 Units - Business Class PC - Workstation Class PC - Business Class Laptop - Lightweight Laptop • 90 day purchase period • 23,250 units actually purchased State = 7,250 NYC = 13,450 Local = 2,550 • Average price per PC = $881 • Average discount from contract price ($1506 average) was 41.5% representing $625 per unit • Total savings exceeded $15 million GTC Annual Technology PlanningSeptember 22, 2005

22. Current OGS PC Purchase • 5 PC Configurations – Est. 27,000 units - Business Class PC 21,000 - Workstation Class PC 1,000 - Business Class Laptop 1,000 - Lightweight Laptop 2,000 - Thin Client 2,000 - LCD Monitor Only (no PC unit) est. 8,000 • 6 months – August 15th through January 15th • Average discount from contract price for Business Class PC @ $690 is $580 per unit or 45.7% • Estimated Total Savings (from contract price) $15 million, plus $2.5 million over last buy GTC Annual Technology PlanningSeptember 22, 2005

23. Observations and Future Opportunities • The ATP Process is working - Savings have/are being realized - Aggregated IT Purchase Program has received 2 awards: NASPO Cronin Club 2005 Innovation NYSFIRM Best Practices Award - Other States have expressed interest • Collaboration and cooperation continues • The Process will continue to evolve & improve GTC Annual Technology PlanningSeptember 22, 2005

24. Observations and Future Opportunities • Developing statewide solutions for common business needs • Facilitating the use of emerging technologies • Improving agency IT governance GTC Annual Technology PlanningSeptember 22, 2005

25. Observations and Future Opportunities • Lots to learn; Need feedback to evolve • Keep the dialogues going and growing • Prove worth • Prognosis: Hopeful GTC Annual Technology PlanningSeptember 22, 2005

26. Questions • DOB H-300A Technology and Information Resource Management Planning Process www.budget.state.ny.us/bprm/h/h300a.html • Presentation located at: www.govtech.net/gtc/index.php/GTCEast2005 GTC Annual Technology PlanningSeptember 22, 2005