January 25, 2010 DRAFT FOR DISCUSSION PURPOSES ONLY

1. Commonwealth of Massachusetts IT Consolidation ProgramStatewide Working Group Discussion Document January 25, 2010 DRAFT FOR DISCUSSION PURPOSES ONLY

2. Agenda

3. IT Consolidation Town Hall ‘Readiness’ Check-in

4. Refresher on Plan for Secretariat Town Halls Timing: February • Wave 1 (EOHHS) Town Halls February 8-12 • HR and Communications Sub-committees are working together to provide: • Town Hall meeting agenda • Presentation template including updated project information and HR content regarding staff transition process • SCIO talking points • All Remaining Secretariat and ITD Town Halls February 15-28 • Schedule meetings for mid-to-late February • Identify components of Secretariat Consolidation Plans (services, infrastructure and admin.) you wish to communicate with staff • Contact HR and Communications Sub-committees for support in drafting Secretariat-specific content What support can Secretariats expect? Next Steps for Secretariats:

5. Wave 1 – Communication to Staff Recognizing that IT staff will have many questions about ‘Wave 1’ and how it will impact their careers, the following communications are under development and will be provided to all IT staff: • Town Hall Meetings • General IT Consolidation project update • Change Impact Assessment Findings (HR update) • Secretariat-specific consolidation changes • Wave 1 plans • Data center job functions moving to ITD • Job posting and selection process Jobs Packet Job descriptions Job posting and selection process Explanation of salary ramifications Timelines for posting, selection, and transition Application template with self-assessment * MOU with NAGE (draft if not yet signed) * Self-assessment allows applicants to indicate their priority groups from their perspective Timing: Posting dates in early February or Prior to Wave 1 so that staff have detailed information to make informed decisions about applying

6. Planning Progress Check-In

7. IT Finance Checklist and Mission Critical Issues

8. Delays with IT Finance have become mission-critical • See Master IT Finance Checklist for SCIOs (separate handout). • Key Issues: • 50% of Secretariat IT Administration Operating Models are overdue by > 5 weeks • 75% of Secretariat Implementation Workplans are overdue by > 4 weeks • Indirect rate development and cost allocation planning is on hold for at least 1 out of 8 Secretariats due to delays in required documentation, and additional delays for 3/31 completion are possible • Next Steps: • Program management and Sub-committee leadership will be contacting SCIOs over the next business day to take action on troubleshooting and resolving these issues as needed

9. Benefits Tracking

10. Proposed Rollout Timeline Weeks of 1/25 and 2/1 Weeks of 1/18-1/25 Weeks of 1/25 and 2/1 Month of February Month of March Month of April

11. Recommended Skills for Benefits Tracking Program Manager • Strong project manager/management skills • Ability to understand program concepts, and communicate and analyze KPIs • Time and availability to lead the effort with sustained focus • Experience engaging stakeholders and executive sponsors

12. Planning Progress Check-In

13. Measures, Definitions, and Measurement Methods

14. Measures, Definitions, and Measurement Methods (cont.) ** The 6 ITIL processes being targeted for implementation across the Commonwealth are: incident, change, problem, asset, capacity, and service level management

15. Measures, Definitions, and Measurement Methods (cont.) ** The 6 ITIL processes being targeted for implementation across the Commonwealth are: incident, change, problem, asset, capacity, and service level management

16. Commonwealth-specific Measures, Definitions, and Measurement Methods