Commonwealth AITR Communications Exchange

1. Commonwealth AITR Communications Exchange Lem Stewart CIO of the Commonwealth Commonwealth AITR Meeting November 21, 2006 expect the best www.vita.virginia.gov expect the best 1

2. Welcome! Our agenda • Your topics • Request for services/procurement update • Service rates/federal cost allocation update • Transformation overview • Technical architecture • Your questions • Office of Enterprise Solutions • Project Management • Open Q&A expect the best

3. Your topics expect the best www.vita.virginia.gov expect the best 3

4. See: Request for Services Update John Crawford Deputy Program Manager November 21, 2006

5. Shared service rates/federal cost allocation update expect the best www.vita.virginia.gov expect the best 5

6. See: Transformation Overview Mike Von Slomski Transformation Project Teams November 21, 2006

7. See: Technical Architecture Tony Shoot November 21, 2006

8. Your questions expect the best www.vita.virginia.gov expect the best 8

9. Office of Enterprise Business Solutions * See Governor’s letter to ITIB Chairman Could you please comment on the Office of Enterprise Solutions and the 3 subdivisions and 5 initiatives, and express your interpretations of the impact on agencies as well as existing entities in the Commonwealth’s structure – for example VITA’s PMD, and the Enterprise Application Projects Office (EAPO). Will there be a merger of these entities? expect the best

10. Office of Enterprise Business Solutions Answer • OEBS is Governor’s response to Council on Virginia’s Future emphasis on efficiency and effectiveness in government. • Efforts—including the 5 priority initiatives—are business-driven. IT is an enabling component. • Seed $$—Collaborative Investment Fund—comes from COVF. • Governed by a board—3 cabinet sec’s. expect the best

11. Office of Enterprise Business Solutions • Given increasing service and budget pressures, an indication of direction COVF and Governor see government must go. • OEBS’s Enterprise Project Management Office is a program management office for projects emerging from this initiative. • VITA’s Project Management Division will provide consultation and oversight to such projects in same manner as other agency-based projects. expect the best

12. Project Management • The final paragraph includes a statement “Project Managers will be hired from outside for 2- and 3 – year project management assignments to lead larger projects through their entire life cycle”. Does this imply an abandonment of the project management certification process? If agencies have trusted resources internally, will they be asked to hire externally? Or is this meant as an alternative option? Does Virginia see merit in developing internal specialists as Project Managers, ITIM managers, and IV&V analysts so we can continue a self sufficiency? expect the best

13. Project Management • One of OEBS’s assignments is to rally agency resources around solutions to common business needs. • Volunteering qualified resources will certainly be welcome—and encouraged! • The Commonwealth’s Project Manager Development Program will continue to promote qualified PMs within agencies. expect the best

14. Supplier Managed Staff Augmentation Question • How can VITA help with the following SMSA-related issues? • Agencies are having difficulty hiring good contractors since the SMSA/Computer Aid contract began. Staffing firms are telling us they will not be sending in their best candidates to state government, due to the fee charged for SMSA/Computer Aid.  • Agencies that renewed their contract staff this year under the old staff augmentation contract are concerned about that mark-up that will occur next summer when the contracts are renewed under SMSA/Computer Aid. • Agencies are concerned about the loss of institutional knowledge if we are forced to give up contractors whose employers declined to sign-up with SMSA/Computer Aid. expect the best

15. Supplier Managed Staff Augmentation Program • New model for hiring staff augmentation implemented this year • Robust subcontractor network and hiring progress is managed by a service provider through a web-based request system What has happened so far • 207 Contractors placed through system • 44% of active subcontractors are SWaM’s; 67% of positions through SWAM subcontractors • Service level performance through Oct., 2006 • 90% of time resumes of qualified candidate provided within 72 hours of hiring manager’s request (require 3-5 resume in first round) • 93% of time Contractors positions filled with first round of candidates • 98.99% of time program has been able to fill agency request expect the best

16. Supplier Managed Staff Augmentation • Quality of contractors • Many agencies concerned about ability to attract higher level skills – New job description for senior consultants created • Rates charged by service provider are in line with market • Overall fill rate indicates that service provider has been able to attract qualified candidates (98.99%) • 88% of SMSA users found candidates meet or exceed expectations in agency survey performed July 2006 • 120 staffing firms are in subcontractor network • Staffing firms make less in this model, but have less expenses (eVA fees paid by service provider, reduced need for sales staff, etc.) expect the best

17. Supplier Managed Staff Augmentation • Staff renewed under old staff aug contracts may experience mark-up if contracts are renewed under SMSA program • Loss of institutional knowledge if forced to give up contractors • Agencies granted opportunity to extend existing resources for up to a year prior to expiration of old staff aug contracts • Encourage agencies to use this time to pursue the strategy that best fits their situation– such as • Knowledge transfer to permanent employee • Hire permanent position • Plan transition to SMSA resource • Encourage subcontractor to join subcontracting network • 120 companies in the network may be attractive to individual • VITA staff and CAI staff available to assist agencies with transition • Agency committee created to assist program and address concerns expect the best

18. Questions & Answers expect the best www.vita.virginia.gov expect the best 18

19. Moderated Q&A • To make the session productive • Ask questions that apply to multiple agencies • Please talk to your CAM with agency-specific questions • New issues may go to “parking lot” for future meetings • We welcome your questions • Call us or send your questions to us after the meeting What’s on your mind? expect the best

20. Parking Lot – Future Topics • Enterprise Applications PPEA • IT investment management update • IT security roles and responsibilities expect the best

21. Conclusion Next meeting: December 19, 2006 8:30 a.m. Networking 9 – 11 Meeting Location TBD Send your questions, comments, suggestions to: CIO@vita.virginia.gov expect the best