Commonwealth of Massachusetts Statewide IT Consolidation Program Phase 3f Program Management Dashboard

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Prepared by PMO of IT Consolidation Program

Commonwealth of Massachusetts

Statewide IT Consolidation Program


Phase 3f


Program Management Dashboard


Review Period: 02/24/2010


03/10/2011

Mar. 10, 2011

-

2

-

Agenda

2

1

Next
-
to
-
last Phase 3f Dashboard review of IT Consolidation Program Management
Workplan


2

-

3

-

Gameplan for closing Phase 3f and Initiating Phase 3g


3/10 ITC PM Meeting
-



Close out of Phase 3e over the next
3 weeks
and confirm expectations


Speak to timeline for 3/21, 3/24 & 4/7
meetings


Auditors
Pgm

Briefing 3/11


J.
McElhenney


3/21 Working group meeting


Dialog with SCIOs on plans for 3g and areas
of major
rebaselining


3/24 Close out Phase 3f


Review major phase achievements


Speak to status of any outstanding 3f items


Recommendations from K. Luddy on FY 12
rates


Provide draft of 3g
workstream

deliverables


Theme: Shift meeting formats to managing by
exception and enabling topical discussions


4/4 SCIOS confirm phase 3g plans via email


4/7


ITC Dashboard review


Kick
-
off Phase
3g


Update on
Elearning

RFQ
-

Tricia





Phase 3f

Phase 3g

-

4

-

-

5

-

-

6

-

IT Consolidation Phase
3
f Integrated Workplan
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/
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Key Outputs
IT Consol Prgm Area
Owner
(
s
)
At Risk of Delay
Legend
:
Complete

Date

Changed
11
.
Sec IT Consol
11
.
1
Provide integ
/
coord supp
11
.
1
CMW PM
Teams
Provide integration and coordination support to Secretariats
·
Integration and
coordination
support to
Secretariats as
needed
Develop Ph
3
f Integ
Wkpln
Provide program management support to ITD and Secretariats
10
.
Program Mgmt
10
.
1
Dev
+
manage
workplan
10
.
2
Provide PM
support
10
.
1
CMW PM
Team
10
.
2
CMW PM
Team
·
Integrated Prgm
Workplan
·
Bi
-
weekly IT
Consolidation
Working Group
mtgs
·
Weekly PM Co
-
chairs mtg

Ph
3
f Workplan
-

Page
3
of
3
12
.
IT Governance
12
.
1
Manage Sec
rollout of prgm bens
tracking process
12
.
1
C
.
Boldman
·
Quarterly Benefits
Tracking
operationalized
·
Joint IT Governance
process
operationalized
Continue managing benefits tracking process across
8
Secretariats
,
and develop and communicate Q
2
FY
11
Dashboards
Q
2
Benefits Tracking
Report Published

13
.
IT Finance
13
.
1
Refine new
Chargeback models
13
.
2
Finalize
Alternative Funding
Models
13
.
3
Prepare for FY
12
Chargeback Rates
·
FY
12
CB rates
-

vendor Selected
Validate Alternative Funding Models
13
.
1
K
.
Luddy
13
.
2
K
.
Luddy
13
.
3
K
.
Luddy
14
.
HR
/
Labor
/
Talent
14
.
1
Execute Wave
Staff Transition Plans
14
.
2
Enhance LearnIT
curriculum
Deliver
1
internal Instructor led PM course Deliver IT Procurement Awareness course
.
Secure Vendor for Virtual University
.
Deliver one Advanced training Program
.
14
.
1
14
.
2
T
.
McConville
15
.
Program Comm
.
15
.
1
Conduct
ongoing Program
communications
15
.
2
Support
Secretariat comms
.
15
.
1
S
.
Edler
15
.
2
S
.
Edler
Quarterly Newsletter
Continue to deliver program communications
+
Targeted on communications for CMW
,
Service Excellence program and LearnIT
!
Provide communications support to Secretariats
(
e
.
g
.
,
Town Hall decks and messages to business stakeholders
&
employees
)




·
Deliver
regular
,
timely
communications
:
email blasts
,
quarterly
newsletter
,
town
hall decks
Confirm goals
&
process for solicting vendor Launch RFR Receive Responses Select Contractor
Issue request to vendors




·
IT Procurement
course delivered
·
Feasability of Alt
Training
Complete


Develop Ph
3
g Integ Wkpln

-

7

-

3. Website IA
Portalization



SCIOs

3.1 EOEEA


J. Geer


3.3
EOHHS


M. Tandon

3.2

MassDOT


M. Perry





Key Discussion Items:



3.1 Deferred until FY12



3.2
Continuing integration of Content Management system; No issues.


3.3

EOHHS: Finalizing DPH

; 2 Elders sites approved by Mass.gov to
removed from rogue list; Two P1 waivers reviewed by M. Tandon & Sec.
Bigby
-

being submitted to Mass.gov; DPH P2 begun; HHS met w/ 6 PDH
programs to discuss their external sites and options of remediation vs.
waivers



1. Helpdesk Services Consolidation


SCIOs

1.1 HED


J. Kupchaunis


1.2
EOHHS


M . Tandon



1.3
EPS
-

C. Wood


1.4
EOE


Sharon Wright


1.5 MassDOT


M.J. Perry

1.1 Discussions held on 2/11 w/ ITD on possible use of COMiT. Next steps
are being to review Classifications.


1.2
EOHHS Redesign of VOIP Virtual Call Center in progress submitted to
Verizon for planning; Continued cross training to support users between
existing call centers; Call Center ticketing system quality improvements to
align tool with evolving organization underway; EHS Change Management
in development, workflow improvements in discovery; High level Annual
Summary on Support Metrics shared with ITGB
-

reflecting 6 desks, multiple
tools and call centers.


1.3 EPS
-

establish single call center for all EPS operations (thru June)
-

Met with ITD
-
2/4 to discuss COMiT interest. No risks to report this period.

1.4 EOE


COMiT project plan is in place for COMiT implementation;
Good progress; EOE & ITD working closely with ITD supporting with PM
and templates.

1.5 MassDOT: No report

4. Application Consolidations


SCIOs

4.1 EOHHS


M. Tandon


4.2 EPS


C. Wood

4.3 ANF: Marcie Desmond


4.4 MassDOT


M. J. Perry




Key Discussion Items:


4.1 EOHHS: No report this period.

4.2
. EPS OTIS is required to change the milestone date on applic
consolidation roadmap from 2/28/2011 to 3/31/2011. Additional time is
needed to conduct additional data collection.


4.3. ANF: Held management offsite; gained agreement on overall vision;
roadmap to be developed by end of FY11. No report this period.



4.4 MassDOT: Construction Mgt Application continued work on Phase
1 (of 3); No report this period.


Legend:


Complete On Schedule At Risk Behind

2. Desktop and LAN Services Consolidation


SCIOs

2.1 EOHED


J. Kupchaunis


2.3 EPS


C. Wood


2.5 MassDOT


M. J. Perry


2.2 EOHHS


M. Tandon


2.4 EOE


S. Wright



Key Discussion Items:



2.1 Substantially complete, unified services to single process
-
interdependent on COMiT; staff re
-
assigned to function roles. No report
this period.



2.2 EOHHS Desktop/LAN Implementation Plan Complete; No report
this period.



2.3 EPS: Operating as a centralized team. Support calls routed thru
consolidated HD. Develop and publish consolidated DT and LAN
policies/
stnds
: No risks to report for this reporting period.



2.4 EOE: Organizational consolidation of HD/network/Server resources;
No report.



2.5 RFQ out for adding AutoCAD to MassDOT images; target for
closing on RFQ is 3/20; MassDOT refinement of SLA’s & Policies; No
issues to report.

-

8

-

6. Springfield Data Center Program


S. Dennehy


6.1 Construction Phase
-

Building demo complete


S. Lecky


6.2 Complete IT Day
-
1 Requirements
-

High Level Apps &
Svcs
; Begin
Detailed Requirements


S. Dennehy


Key Discussion Items:


6.1 Excavation started


6.2 Day 1 App & Service requirements gathering completed

7. Network Services


J. Snyder, (Steve King), J. Glennon


7.1 EOHHS VOIP


140 Data sites & 11,234 handsets; then
147 sites & 12,238 handsets; 10
-
50 users on
Solarwinds

&
Clarus



S. King




7.2 EOLWD Telecom Audit vendor engaged


J. Glennon


Key Discussion Items:



7.1

140 sites live on VoIP WAN/LAN and 12, 075 handsets.; Go live of 4th call center and new 6 month UCCE resource from Verizon
.


4 incidents MTD in Feb., none being SLA misses. Day 3 Verizon and sub
-
contractor resources identified, with insourcing expe
rience.


Three consecutive weeks of training planned on
Solarwinds
, UCCE and
QoS
.



7.2. New PRF08 contract has been completed. Three new vendors have been placed on the contract. Need to select which vendo
r
will be
used (either by RFQ or selection in cooperation with Telecom group and EOLWD). No report this period.


Legend:


Complete On Schedule At Risk Behind

5. Data Center Services


J. Letchford (J. Holbrook)


5.1 Implement new intake process targeting 17

New EHS systems in Jan.


J. Holbrook


5.3 Complete Planning stage for EOE/CTF; Complete CTF
migration and begin EEC Planning


J. Holbrook


5.2 Wave 2a ANF/OSD Dc migration Phase 1 system moved to MITC
begin upgrade of systems and DBs in prep for ITD managed services


J.
Holbrook;


Key Discussion Items:


5.1 New intake process is now in use. Process has caused delays in migrating systems. However, it is felt that the delays
are

increase the level
of security and quality of the migrations. Still working to determine what is the sustainable rate of migrations based on th
e n
ew intake process.
System migration expected to kick
-
off next week (per JH.)


5.2 OSD migrations phase 1 complete (as of 1/26)
-

Phase 2 planning process underway (not part of this milestone)


5.3 EOE CTF planning in progress. May be put on hold due to resource constraints. Currently investigating

-

9

-

8. Email & Directory Services


J. Snyder

8.1 ITD ANR Equipment Installed & configured; Begin
Bluesources

vendor engagement & pilot


8.3 CDS Strategy/Implementation

8.2 MassDOT Consolidation


Citrix Upgrade; Build MassDOT internal
email environ.



Key Discussion Items:


8.1 Equipment to support A&R is in process of being installed (on plan).
BlueSource

has been engaged and will start the configuration work
as soon as the hardware is ready.

8.3 Recasting RFQ scope
-

Date TBD




8.2 Internal deployment now targeted for June 15. No issues to report


Legend:


Complete On Schedule At Risk Behind

9. Service Excellence


T. Esposito, J. Letchford, K. Martin

9.1 Operationalize the Roadmap for ITSEC: IM end to end model
defined



9.3 Deliver SLO Reporting to Customers





9.2 Develop ITD Internal SLO Reporting of 6 LOBs




Key Discussion Items:





9.1 ITSEC 3/17 meeting: scheduled to discuss a commonwealth
-
wide
model Service Catalog layout and approach; also to review Feb KPI’s;.
ITSEC published Service Support
Envir
./SLA template in response to Manu
T. request for information.




9.3 No report this period

Key Discussion Items:




9.2 Ninelle Keyser leading ITD Service Reporting effort

-

10

-

10. Program Management


ITC PM Team


10.1 Develop/manage
integrated work plan phase 3f



10.2 Provide program
management support
.

Key Discussion Items:




10.1
Workplan

for 3f completed



10.2 Program support on
-
going

11. Secretariat IT Consolidation


ITC PM Team


11.1 Provide integration and
coordination support




Key Discussion Items:


11.1 Status and Milestone Date Adjustment: EPS will post the
draft to the CommonWiki on Friday February 25, 2011. Pending
sign
-
off on the financial spreadsheet by ITD.





Legend:


Complete On Schedule At Risk Behind

-

11

-

12. IT Governance


C. Boldman


12.1 Benefits Tracking


Key Discussion Items
:



12.1 The

FY11 Q2 report was finalized and presented to the CIO
Cabinet on February 7. The Q3 dashboards are due April 4.



Legend:


Complete On Schedule At Risk Behind

13. IT Finance


K. Luddy


13.1 Confirm goals & process
for soliciting vendor




13.2 Launch RFR
-

issue
request to vendors; Receive
responses select contractor

Key Discussion Items
:



13.1 Scheduling meeting for week of February 28
th



March 3
rd

with
Comptroller and ITD Senior Staff. Would like to use this PM meeting to
solicit feedback from SCIOs on current rates.



13.2 RFR not necessary. Can use existing statewide contract

-

12

-

14. HR/ Labor/ Talent


M. Desmond, E. Wright,

T. McConville

14.1 Instructor
-
Led
Curriculum Development:
Deliver one internal
instructor
-
led PM Course;
Deliver IT Procurement
Awareness course; Deliver
one Advanced training
program

14.2 Launch
LearnIT!
OnDemand


Key Discussion Items:




14.1
Curriculum offerings: Instructor
-
Led


PM Class was a huge success [again]! 25 attendees from across
Secretariats; Darrel Harmer addressed group and introduced PM
Connect , the PM Forum


IT Procurement


scheduled for 3/16; trying to contact OSD



14.2
LearnIT!
OnDemand

e
-
Learning Initiative


PMT had a kick off meeting 2/23; process and schedule in place;
apparent successful bidder should be selected by 3/17; keeping
Legal in the loop for “contract tracking” purposes


15.

Program Communications


J. Glennon

15.1 Conduct Ongoing
Program Communications S.
Edler

15. 2 Support Secretariat
Communications


S. Edler

Key Discussion Items:


15.1 Program Communications


Next program
-
wide communication:

Finalizing quarterly newsletter for delivery during week of Feb 28
th



High
-
level update re: progress, results to date, & key milestones


LearnIT!

article re: in
-
house PM class


OSD data center migration


Short blurbs: SDC update, COMiT update



Updated version of winter 2010
-
2011 Consolidation Update deck available
for use by SCIOs



“IT Consolidation Update” blog post published on Commonwealth
Conversations Technology blog




15.2 Secretariat Communications


Available to work with SCIOs on Town Hall deck development


Legend:


Complete On Schedule At Risk Behind