Massachusetts Digital Summit

1. MassachusettsDigital Summit Anne Margulies, Commonwealth CIO Executive Office for Administration and Finance October 19, 2009

2. Today’s Discussion • Current State of IT in the Commonwealth • IT Strategy for the Commonwealth: Roadmap for Moving Forward

3. Current State of IT in the Commonwealth

4. 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

5. Snapshot of Commonwealth IT:Overview Total IT Executive BranchIT Cost: $383.9M Breakdownby Expense Category Total Executive BranchIT Staffing: 2,112 FTE Breakdownby Job Function

6. Snapshot of Commonwealth IT: Technology by the Numbers

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

8. IT Strategy for the Commonwealth:Roadmap for Moving Forward

9. IT Strategy for the Commonwealth:Plan Summary as of Fall 2008 CURRENT STATE VISION FOR THE FUTURE IT in the Commonwealth characterized by… 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 • Aging systems • Constrained resources • Uneven, fragmented IT planning, services and skills BUT, at the crossroads of a unique opportunity… • Strong sense of collaboration, consensus among IT leaders • 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… • 7 key initiatives • 4 supporting initiatives

10. SHARED SERVICESAND APPLICATIONS COMMON, EFFECTIVE MANAGEMENT PRACTICES 5 Civic Engagement Strategy 7 Enhanced Procurement Process 6 Identity Management 3 IT Recruitment & Training 4 Project Management 2 Systems Modernization 1 Second Data Center IT Strategy for the Commonwealth:Building the Technology Foundation ROBUST, AGILE ENTERPRISEIT INFRASTRUCTURE 1 Secretariat Consolidation KEY INITIATIVES 2 Shared SOA Infrastructure 3 Network Architecture 4 Enterprise Security Plan SUPPORTINGINITIATIVES

11. IT Strategy for the Commonwealth:Progress on Strategic Initiatives as of Fall 2009

12. “Our IT staff are feeling the pressure, but we need to keep the momentum going.” “Too many things going on at the same time.” 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

13. “Accomplished far more than we expected—great progress.” “Time consuming, but necessary. Stay the course!” IT Strategy for the Commonwealth:Year 1 Accomplishments—Key Initiatives  1Consolidation • 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 tocommon job families and functions • Engaged 400 people in 60 working groups

14. “Cost saving opportunity is greatest in the networking area.” “Needs to receive more attention, or we’ll get painted into isolated solutions.” IT Strategy for the Commonwealth:Year 1 Accomplishments—Key Initiatives (continued) 2Service Oriented Architecture • Implemented phase 1 infrastructure components (SOA governance, web service repository) 3Network 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 

15. “Great work is being done on security planning and implementation.” “Other priorities consistently trump this.” IT Strategy for the Commonwealth:Year 1 Accomplishments—Key Initiatives (continued)  4Enterprise Security • Completed Security Plan roadmap • Formalized Enterprise Security Board • Appointed and trained 87 agency Information Security Officers • Developed and approved 78 electronic security plans 5 Civic Engagement • Implemented Social Media Policy and Planning Workgroup • Collaborated with Governor’s Office—Commonwealth Conversations blogs • Supported federal stimulus reporting and transparency

16. “Should be higher priority—lack of direction results in duplication of work.” “With economic downturn, these savings are more important than ever.” IT Strategy for the Commonwealth:Year 1 Accomplishments—Key Initiatives (continued) 6 Identity Management • Held Identity Management Summit • Identified IDM roll-out approach  7Enhanced Procurement • Analyzed top 20 IT vendors • Completed pilot negotiations with large IT vendor • Savings over 5 years: $50M+

17. 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  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

18. 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

19. In Summary… The Commonwealth IT Strategic Plan is… …and we must keep the momentum going.

20. Solid TechnologyFoundation EmergingTechnologies Better Massachusetts Government • SOA • Web 2.0 • Efficient • Open • Informed • Sharing data, services • Strong IT workforce • IT leadership coalition Evolving Culture Secret Formula Revealed… + =

21. Thank you!