IT Consolidation

Governor Patrick FY2012 House 1 Budget Recommendation:
Issues in Brief
Deval L. Patrick, Governor
Timothy P. Murray, Lt. Governor

In fiscal year 2010, Information Technology (IT) leaders across the Commonwealth enacted the provisions of Executive Order (E.O.) 510: Enhancing the Efficiency and Effectiveness of the Executive Department’s Information Technology Systems. The initiative entails consolidation of the IT infrastructure and services at the Commonwealth and secretariat levels, as well as consolidation of IT spending, operations, and administrative functions.

Over 400 employees have been working for over two years on the implementation of this important initiative, and the Commonwealth has already benefited from early successes. The consolidation’s commitment to improving effectiveness by creating a transparent, customer-driven model was recognized by the service management association (itSMF) when the Commonwealth’s IT Service Catalog project was awarded public sector Project of the Year 2010.

EO 510 outlined a unique model and approach for Massachusetts’ consolidation initiative. The model hinges upon gaining economies of scale in IT spending and dedication of resources while meeting the business needs of each agency. A three-phase approach was developed to marshal the Commonwealth from high-level planning to detailed planning, and on through implementation.

Current Phase of Consolidation

The Commonwealth is currently in the implementation phase of consolidation, with a focus on five key areas:

Update Information Technology Division (ITD) infrastructure
Consolidate infrastructure services in waves at ITD
Implement secretariat consolidation plans led by secretariat chief information officers (SCIOs)
Focus on improved service delivery
Measure IT consolidation benefits

Realizing Benefits

We are already realizing benefits as a result of consolidation in the form of smarter investments, improved services, and enhanced security.

This is a diagram that demonstrates the three core goals of IT consolidation, including improving service efficiency, improving the effectiveness of IT systems, and improving information security across the Commonwealth.

Efficiency

The Executive Office for Administration and Finance and the Executive Office of Labor and Workforce Development have each consolidated helpdesks within their respective secretariats, enabling them to expand services while reducing costs by up to 15%
A group of four government entities will save up to $50 million over five years through negotiation of a single software licensing agreement with Oracle.
The Executive Office of Health and Human Services consolidated maintenance contracts, reducing costs by 35% and saving almost a quarter of a million dollars in one year.
The Executive Office of Education consolidated maintenance contracts, saving $250,000 in costs this year, with an additional expected savings of half of a million dollars over the next three years.

Effectiveness

Over 1,000 staff have received IT Infrastructure Library (ITIL) awareness training, enabling delivery of IT services across the Commonwealth to consistent standards.
Development of ITD’s annual chargeback rates through an open and inclusive process fostered a deeper understanding between customers and the service provider regarding expectations and costs, resulting in improved customer satisfaction.

Information Security

Consolidation of widely dispersed data center assets into the Massachusetts Information Technology Center (MITC) has resulted in a much greater level of security for the migrated systems, including enhanced building security, redundant power, redundant cooling, and 24x7 on-site network and systems infrastructure monitoring.

Key Metrics

Consolidation across the Executive Departments is being tracked and reported on a quarterly basis. Current key metrics can be found in the table below.

Goals and Progress
Goals	Target	Results to Date
Reduce number of Help Desks	9	Down 56% from 43 to 19
Reduce number of Data Centers	2	Down 8% from 60 to 55. Includes 25% of EOHHS systems.
Increase number of MassMail users	100%	Up 2% from 68% to 70%. Enhancing infrasturcture to accomodate migrating users.
Increase number of agency websites on Mass.Gov	100%	Up 8% from 77% to 84%
Reduce number of non-project contractors	5%	Down 38% from 16% to 10% of workforce

By continuing to think strategically, work smarter, and collaborate effectively, the Commonwealth is on track to deliver a progressively more efficient, effective, and secure IT environment across the Executive Departments.

Fiscal Year 2012 Initiatives:

Amend E.O. 510 to reform the current IT Organization Governance Structure, which will Increase the authority of the Commonwealth Chief Information Officer (CCIO) and Secretariat Chief Information Officers (SCIOs) over strategic IT decisions and budgeting by having the CCIO appointed by the Governor and having the SCIOs report directly to their Cabinet Secretaries and the CCIO.
Restructure the provision of selected IT Services to gain efficiencies by privatization of select IT services; in-sourcing networking services, and allowing municipalities to benefit from efficiencies gained by amending ITD’s enabling legislation which will allow them to offer IT services to entities outside of the executive branch agencies including, municipalities or constitutional offices.

For more information on IT Consolidation, including links to the IT Consolidation: Success Stories video, quarterly newsletters, and email blasts, see the IT Consolidation Communications Hub on the wiki.

Prepared by Chantal Mont-Louis, Executive Office for Administration and Finance ·
www.mass.gov/budget/governor
For more information contact: contactanf@massmail.state.ma.us (617) 727-2040