Executive Office for Administration and Finance Information Technology Group Town Hall Meeting

1. Executive Office for Administration and FinanceInformation Technology GroupTown Hall Meeting 20 October 2010

2. Agenda • Welcome and Opening Remarks • Perspectives from Secretary Gonzalez • 2011 IT Plan • Group Updates • Agency Applications • Technical Services Bureau • Project Spotlight - ARRA Reporting • LearnIT! • Wrap – Up

3. 2011 IT Plan Marcie Desmond

4. FY10 Top 5 IT Accomplishments • Restructured IT Organization • Centralized technical operations while maintaining an agency focus for identifying needs and managing applications and service levels • Established a Lead Agency Model for IT Administrative support • Leveraged existing strengths to improve the overall IT capacity of the Secretariat • Established Initial IT Governance Processes • Formed IT Steering Committee • Developed and implemented annual planning process • Established new IT leadership team • Met Budgetary Challenges ($2.6M) w/out Service Reductions • Delivered New Secretariat Shared Services • Consolidated Helpdesk & Desktop / LAN services • Completed rollout of A&F web portal (all agencies “portalized”) • Progressed Several Large Scale Priority Projects in our Agencies • Completed procurement and selected apparent winning vendor for MASSTAX2 • Launched the implementation of the CSE Technology Roadmap • Developed ARRA recovery web site to provide transparency and reporting • Completed procurement and launched new Commonwealth budget tool project • Deployed new middleware product and developed new security strategy to provide web access to the MAGIC system • Integrated new Quick Quote functionality in Comm-PASS to support small-dollar procurements

5. 2011 A&F IT Organization

6. FY11 Top 5 IT Operational and Project Priorities • Improve Service Delivery • Continue to improve Helpdesk and Desktop/LAN processes and tools • Identify common metrics • Establish Service Level Agreements • Document standard processes • Implement regular reporting • Strengthen Organization through Skill and Talent Development • Develop plan for retraining due to system modernization • Provide opportunities for staff development and collaboration • Strengthen Alignment between Business & IT • Pilot new governance model for COMETS HD for possible extension throughout A&F • Re-structure IT Steering Committee to improve representation and decision-making • New Enhanced Services or Products • Implement standard methods and tools for application services • Identify applications that can be shared at the Secretariat level • Establish Program Management Office and Security Office • Large Scale Priority Projects • MassHR – Time and Attendance • Comm-PASS, e-procurement roadmap • MAGIC modernization • MASSTAX2 • COMETS HD • Budget Tool

7. Total IT Budget: $ 43.6M • $25.6M Operational • $18M Capital, Trust, Federal, Retained Revenue Total Staff: 288 Total Workforce Cost: $ 21.6M FY11 IT Budget Priorities – “The Numbers” Data as of October 20, 2010

8. FY11 Finance Priorities – Projects • Explore opportunities for increased efficiencies/cost savings (e.g. volume discounts) • Review PC leases to establish regular refresh cycle • Review use of Blackberries, cell phones and pagers • Explore IT contract consolidation/elimination possibilities (e.g. maintenance agreements) • Enhance reporting and tracking for IT Budget to better inform decision making and increase transparency • Establish goals and metrics • Provide regular reports for key stakeholder groups • Increase transparency around program performance, spending, priorities, resource utilization

9. FY11 IT Resources/HR Priorities • Current state • 288.3 FTEs • 34 contractors • FY11 HR Priorities • Build IT community with a focus on service excellence • Implement cross-training initiative to ensure better coverage • Train IT staff in the areas of customer service and project management • Review contractor contracts for possible conversions

10. FY11 Top 5 IT Challenges • Demonstrate Value from Consolidation • Provide regular reports on service levels • Report on new and/or improved services • Effective Communications • Manage level of cultural and organizational change and maturing processes • Project Ownership Alignment • Shift from agency focus to functional focus where it makes sense • Identify opportunities for collaboration/integration across agencies • Service Delivery Challenges • Budget challenges may impact service delivery • Management of different expectations and cultures • Processes need to be standardized and matured • Resource constraints for aging systems • Large Scale Priority Project Challenges • Competing priorities may affect progress of major initiatives • Funding shortfalls may affect scope and schedules • Business and technical resources may be strained • Staff working on legacy systems will need to be retrained

11. Group Updates Agency Applications Vincent Piccinni Nancy Burke John Harney Neil Montague Technical Services Bureau Dennis McEvoy

12. IT Services – Application Support • Service Description • Application development, maintenance, support and enhancement/upgrade services. Also includes web information architecture/portal services support and consultation. • Resources 169.8 FTEs Dedicated to Application Support • Current State • Dedicated agency application development support remains at agency level • CIOs have worked with agencies to identify/prioritize application maintenance and development needs • FY11 Priorities • Develop plans for application support and development that reflects priorities and available resources • Implement standard methods and tools for application services • Identify applications that can be shared at the Secretariat level • Develop web information architecture governance and support model

13. Our Group At-a-Glance: Agency Applications for DOR Our Top Priorities Our Technology Our Data Our Applications • MASSTAX2 • COMETS HD • Filing Season 2010 • Web File for Income • Governance • Executive Steering Committee (ESC) • Operational Steering Committees (OSC) for Tax and Child Support • Migration to New Back-up System • Discover Tax (DTAX) Upgrade to Version 2.8.2 • Electronically Filed 355U – Corporate Combined Return • Customer Service Call Center Upgrade • Tax Return Information • Health Care Information • Federal Data – Business and Income • City and Town Information • Child Support Information • Wage Reporting Information • MASSTAX • Imaging and Front End Processing • Discover Tax – Audit Work Bench and Task Master • Web File for Business and Income • Web Services for Income • COMETS and COMETS FM • DLS Gateway Department of Revenue – Tax, Child Support (CSE), Division of Local Services (DLS)

14. Our Group At-a-Glance: Agency Applications for BSB, DCAM, OSD Our Top Priorities Our Technology Our Data Our Applications • PMAS Refresh – Hardware Virtualization, SW upgrades • CAMIS RFR • Contractor Certification Application • Consolidated Vendor Debarment • OSD Application Infrastructure Consolidation • Knowledge Transfer, Cross Training of Staff • Consolidated Oracle BI pilot with DCAM and OSD • MS Access application migration to SQL • Application servers physical to virtual migrations • CITRIX secure Server Farm  • Aruba Wireless Access - Proof of Concept    • Construction plans, documents and financial information • Vertical Asset (Building) Information • Commonwealth Leasing and State Office Planning • Deferred Maintenance and Energy Planning • Surplus Property • Solicitations (bids), bidder responses, contract awards and procurement Q&As (forums) • Human Service Provider fiscal information • Minority and Women-Owned Business information • Construction Projects Management • Capital Asset Management • Surplus Property • Capital Spending Plan and Construction Metrics • Personnel and Financial MS Access apps/databases • Procurement • Uniform Financial Reporting • Fleet Management • Event Registration • Minority and Women-Owned Business Certifications Bureau of State Office Buildings, Division of Capital Asset Management, Operational Services Division

15. Our Group At-a-Glance: Agency Applications for ADD, ALA, ATB, CSC, GIC, LIB, MOD Our Top Priorities Our Technology Our Data Our Applications • Integrated Application Environments • Updated functionality to make the user experience more intuitive and productive • Accessibility for all users in the community • Leveraging investment in legacy systems with current technology • Efficient Customer Service – internal, external, citizens • MS Access Applications • Dspace Open Source Software (Java, Oracle database) • DDSuite SQL Server • MITC Mainframe utilizing Natural/Adabas • Software AG ApplinX Middleware • Visual Studio with C# language • SQL Server with Crystal Reports • Appeals process information including; scheduling, legal representations, third parties, respondents and resolutions • Special exhibits hosted by the State Library • Disability grant availability and federal grant financial data • Benefit information • Disability Client information • Civil Service Appeals Tracking • Massachusetts Tax Appeals Tracking • Administrative Appeals Tracking • Special Education Appeals Tracking • Community Services Call Tracking • Disability Client Management • Dspace Digital Repository • Disability Grant Management and Reporting • Health Benefits Management and Reporting • Life Insurance Benefit Administration • Financial Reporting MA Developmental Disabilities Council, Administrative Law Appeals, Appellate Tax Board, Civil Service Commission, Group Insurance Commission, State Library of MA, MA Office on Disability

16. Our Group At-a-Glance: Agency Applications for A&F, HRD Our Top Priorities Our Technology Our Data Our Applications • Replatforming HRD Systems • Implementation of new Hyperion Budgeting System • Mass HR • ARRA Operations Transition • Transparency Web Site • Oracle Hyperion • Oracle OBIEE • Oracle MapViewer • Oracle Applications Express • Informatica • SQL • ASP, .NET • Lotus Notes • HRCMS Employee Information • Worker’s Compensation • Civil Service • Diversity Information • Capital Project Plan Budgeting • Operating Spending Plans • FTE Caps • ARRA Grants, Recipients, Jobs, and Financial Information • Statewide Budgeting System • Platform Data Exchanger • Worker’s Compensation – e Services • PACE – Learning Management System • Civil Service • Office of Diversity and Equal Opportunity Reporting • ARRA Business Intelligence System Executive Office for Administration and Finance, Human Resources Division

17. Technical Services Bureau Update – Desktop Services • Inventory • Complete Desktop/LAN Services inventory of A&F assets located in each supported agency • Centralize inventory DB • Desktop Refresh • Establish a plan for a Master Lease Agreement for approximately 5,000 devices including desktops and laptops • Phased deployment approach based on current lease terminations or age of owned devices • After Best and Final Offer (BAFO) proposals, HP awarded contract • Recommended configuration – Win7, Office 2010 • October 2010 – replace 300 leased desktops within ITD • Mid-November replace remaining 125 desktops for a total replacement of 425 machines • End-user training on OS and Office • Procure and install 110 desktops for MASSTAX2 program

18. Technical Services Bureau Update – LAN Services Identify all supported agency file and print services that could be consolidated Develop a plan to actively pursue the implementation of this consolidation by Q4 FY2011 Work with A&F applications staff, A&F agencies and ITD to migrate agency applications and data to the ITD Data Center Consolidate maintenance contracts where applicable

19. Technical Services Bureau Update – User Support Services Formalize the documentation around the User Support Processes Develop metrics and reports for user support Begin publishing metrics and reports Q2 of FY2011 Finalize and publish Service Level Agreements (SLA) in Q2 FY2011 Finalize and publish Service Catalog in Q2 FY2011 Maintain focus on providing consistent top quality Customer Service Standardize desktop configuration, management and software distribution tools Complete deployment of an accessible Service Desk Portal (Magic Portal) to meet needs of all employees supported by the A&F User Support Desk Self Service Module currently in production Web Forms Request currently in test Purchase requisitions Employee provisioning/de-provisioning requests Projected implementation date Q2 FY2011 Establish User Group consisting of representatives from each supported agency

20. Technical Services Bureau Update – User Support Metrics

21. Technical Services Bureau Update – User Support Metrics

22. Technical Services Bureau Update – User Support Services Successes Sharing IT resources between agencies – bridging the gap between “haves and have not” File Server for MOD Laptops for ADD Desktops for ITD – EOHHS staff and Training Room Increased collaboration within IT Community Reduction in the duplication of technology, goal to decrease maintenance costs Share ideas and standardization Reduce costs via competitive bidding and bulk purchasing via collaboration of finance and IT community Centralized inventory and accounts maintenance ARRA Project support MOD collaborating with A&F IT on best approach for an Imaging solution

23. Project Spotlight ARRA Reporting Corey Jenks

24. Project Spotlight – ARRA Reporting Objective Provide centralized state government mechanisms and processes to collect and report on ARRA spending to support federal regulations and public transparency Challenges • Very aggressive pace!!! • New set of technologies • Large data collection process • Quality and consistency of data and development • Collect financial and jobs data associated with State ARRA awards • Centrally manage (analyze, modify, scrub) • Report to federal government • Report to state agencies • Provide public transparency Successes • Delivered on project objectives • Made all federal reporting deadlines • Balanced features, quality, resources and time • Evolved the system (improving features over time) Solution and Technologies • Oracle Databases • Informatica ETL • Oracle Application Express (APEX) • Oracle Business Intelligence Enterprise Edition (OBIEE) • Oracle Mapviewer • Weblogic • Various scripting and web technologies (HTML, javascript, jsp, plsql, etc.)

25. LearnIT! Highlights Tricia McConville

26. LearnIT! - Highlights The History Official launch – July 28th Part of the IT Consolidation “Vision” Our Accomplishments Established a curriculum of core and advanced training and communicated through website and brochure Process & Methodology Technology Management/Professional Generated 500+ training opportunities Partnered with UMass: Project Management 25 participants in summer UMass program First internal instructor–led course 11/2-4 VB/.NET - 25 QA – 26 Vendor programs– 400+

27. LearnIT! - Highlights (con’t) A&F IT Participation in Learning Events since summer Launch

28. LearnIT! Highlights (con’t) What’s available today (via PACE) Core Courses ITIL CommonWay PM Methodology Security Advanced PM on November 2 – 4 Free – online Microsoft training Applications Systems Server, or “IT Pro” Visit the website: http://www.mass.gov/itd/LearnIT Contact me: email: tricia.mcconville@state.ma.us phone:617-619-5635

29. Wrap – Up • Next Town Hall – January 2011 • Potential topics for future Town Halls • Second Data Center, Springfield • Service Excellence – where are we heading? • Identity Management – future directions, technologies, etc… • Governance Model for COMETS HD Project • Project Spotlights: what projects would you like to learn more about, see demos? • We want to know what you are interested in! • Materials will be posted on the wiki • Meeting slides • 2011 IT Business Plan • Place to write in requests for Town Hall topics • Questions?