Transcript Slide 1

IT Service &
Project Management
Jim Albert, Deputy Director
Washington State Department of Information Services
IPMA October 2007
Common Services . . .
 The most successful businesses embrace the
benefits of product and service commonality as part
of their on-going strategies
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Everybody’s Doing It!
 Boeing has done it:
 Streamlined by slashing the number of aircraft models
from 14 to 4
 Outsourced around the world, but kept standards
 Ford is doing it:
 Reducing costly variation – ensuring uniformity of parts
 Increasing visibility and uniformity of programs
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Other States Are Doing It
4
Common Products and Services
 The Washington State Department of Information
Services (DIS) is no different
 DIS cultivates common product and service offerings
for state agencies
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2003-05 Biennium
Information Technology Budget
 Expenditures over $1.5 billion
 Over 4,800 Information Technology Staff
 Major IT projects under ISB oversight totaled $424.5
million
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2007-09 Biennium
Information Technology Budget
 152 Information Technology Projects Totaling $337.2
million
 Major Impact Projects (Level 3)
12
 Moderate Impact Projects (Level 2) 44
 Agency Projects (Level 1)
96
 68 Information Technology Pool Projects Totaling
$77.8 million
 85 Projects not in the Information Technology Pool
Totaling $259.4 million
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Current Common DIS Products and
Services
 Server-based and Mainframe Computing
 Telephones and Long Distance
 Web Services, including Access
WashingtonTM
 Multimedia and Video Production
 State Operators
 Call Center Infrastructure
 Small Agency Initiative (with GA & OFM)
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Current Common Products and
Services (cont.)
 Data Networks and Network Security
 K-20 Network
 State Government Network
 Intergovernmental Network
 IT Purchasing
 Consolidated purchasing and leasing services
 $13.5 million in savings on personal computers, laptops
and servers, from July 2005 – June 2007
 Statewide E-mail Services
 Wireless Services
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Use of Common IT Servs. - Gov’s GMAP
Telecommunications
 = Targets for July, 2008
Long Distance Phone

Local Telephone

State Data Network


Common E-mail / E-Directory

Blackberry
Computing &
Other
Agencies
Using

Mainframe Computers
Percent of
Server Hosting

Common,
Data Storage

Enterprise IT
Services

Video / Webcast Production

Security
0%
10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Notes:
- Energy Savings services to be added to targets in Fall of 2007
- Data for December 2005 through July 2007
- 43 state executive agencies with greater than 50 employees are included in the calculations, including executive branch agencies of elected officials.
Legislative, Judicial, and Higher Education agencies are not included.
- An agency is counted as using the enterprise service if it uses DIS for any portion of its need for that service between December 2005 and November
2006. There are many instances in which an agency uses DIS for some, but not all, of its needs within a service.
- Source: DIS Financial Information System (FINS, the DIS billing system).
Millions
2005-07 Biennium
Savings Resulting from Common
Computer and Software Purchases
$16
$14
$12
$10
$8
$6
$4
$2
$FY06 Q1
FY06 Q2
Quarterly Savings Target
FY06 Q3
FY06 Q4
FY07 Q1
Cumulative Savings Target
FY07 Q2
FY07 Q3
FY07 Q4
Cumulative Actual Savings
 $147 million in total purchases
 Achieved $13.5 million in savings
 130 State agencies and higher education institutions reported
purchases from common contracts
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Moving Forward
 Directed by the ISB and the Legislature to explore the
benefits of common technology services, DIS is
moving forward in several different directions:
 IT Pool
 903 Consultation
 Enterprise Active Directory
 Master Contracts for Professional Services
 Enterprise Electronic Vaulting
 IT Service Management Implementation
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Information Services Board Actions

Adopt Policies, Standards and Procedures
Governing Technology Resources


Networking Standards, Integration Standards, Identity
Management, and Common Services
Oversight of Major Projects

17 Projects in 11 agencies, As of September 2007
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February 2006 JLARC Study
Evaluation of Budget Process for IT Projects
 Recommendations:
 Require agencies to submit complete and
consistent IT portfolio reports, project expense,
and budget information
 Submit Statewide IT Performance Report
Biennially
 Identify necessary staffing levels for ISB decision
support
 Time funding actions closer to project actions
 Investigate methods to improve early IT project
cost estimates
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Responses to the JLARC Report
 Biennial Performance Report completed
 Biennial Budget instructions directed agencies to:
 Submit IT decision packages to DIS
 Consider common solutions first
 Include a full description of the proposed investment
 DIS reviewed 2007-09 Agency Budget Requests and
provided recommendations to OFM
 DIS received funding to
 Hire state project managers
 Implement a statewide Portfolio Management Solution
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2007-09 Biennium
Operating Budget IT Provisions
Existing Provisions
 Section 902 – Project Management
 Section 904 – Video Telecommunications
New Provisions
 Section 903 – Information Technology Enterprise Services
 Section 962 – Information Technology Work Group
 Section 1621 – Information Technology Funding Pool
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IT Pool
 Jointly administered by DIS and the Office of
Financial Management (OFM)
 The pool funds 68 specific technology projects
across state government
 Projects in the pool require DIS and OFM to work
closely with agency administrators to identify
enterprise product and services solutions
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New Section 1621
Information Technology Funding Pool
Total Appropriation Available to IT Pool Investments
$83.27 million
Total Approved by OFM/DIS
$29.11 million
Future Annual Commitment as a Result of Approval
$1.92 million
Number of Agencies with Investments in the IT Pool
39
Total Number of Investments Included in the IT Pool
*68
Number of Investment Plans Submitted
39
Number of Investment Plans Approved
24
Number of Investment Plans Under Review
15
*Grants, Contacts, and Loan Management System was identified as three projects on the LEAP
Document IT-2007. For purposes of this report, the project is counted as one investment, rather than
three separate investments.
As of September 21, 2007
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New Section 1621
Information Technology Funding Pool
Conditions are typically included as part of the investment
approval and are applied to:
 Ensure that common services are being considered or used
 Ensure policy and standards are being followed
 Foster the development of applications that can be utilized in
more than one agency
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New Section 1621
Information Technology Funding Pool
Example Conditions

Providing leadership in the planning and design phase that ensures the project is
complementary to similar initiatives being undertaken in the state.

Providing direction that utilizes common data sources, networks, standards, and
security structures to implement the project when or where possible.

Working with state agencies that utilize similar systems to develop a common
architecture to allow for reuse by other agencies.

Ensuring that the technology is supportable and ready for integration with the
Enterprise Business Portal.

Evaluating utilization of the common business continuity solutions available
through the Department of Information Services.
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IT Pool
 Products funded in the IT Pool include:
 Designing and building websites
 IT security updates
 Laptop and desktop replacement
 IT security audits
 Emergency requests for software
 PC support
 DSL connectivity
 Citrix installation
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2007-09 Biennium
Common Service Projects
 Project Managers
 Portfolio Management
 Data Center and Office Buildings
 Department of Transportation Migration to State Network
 Utilities and Transportation Commission and Department
of Fish and Wildlife Migration to Common E-mail System
 Records Storage Services
 Common Methodology for Data Sharing
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Master Contracts for IT Professional Services
(ITPS)
 Reduces time, effort and cost associated with
purchasing
 Eliminates redundant internal work with a
centralized approach
 Improves agency ability to focus on decisionmaking vs. operational support
 Uses a streamlined uniform ordering process for
all program activity
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Enterprise Electronic Vaulting
 Search agency e-mail data efficiently using a robust search
feature and advanced e-discovery and disclosure compliance
tools
 Secure storage of e-mail and government records
 Optimize performance of existing DIS and agency Exchange
systems
 Respond quickly to public records requests and legal
discovery requirements for e-mail and related documents
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Enterprise Electronic Vaulting
 Reduce the amount of information legal staff will
need to review by returning more relevant
information to requested searches
 Retrieve and manage e-mail through a full records
repository
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New Section 903
Information Technology Enterprise Services
Agencies may make use of the Department of
Information Services when acquiring information
technology services, products, and assets.
If an information technology enterprise service is
provided by the department, or an agency has a
specific requirement to acquire hardware, software or
purchased or personal services directly, the agency
shall consult with the Department of Information
Services.
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New Section 903
Consultation Process
Step One
Step Two
Agency Provides Information
on Upcoming IT Needs
DIS Responds with Product and
Service Information
Agency goes to:
http://dis/wa/gov/sec903/index/ht
m to complete form with brief
description of the products
and/or services requested and
the issues needing to be
addressed.
Within two weeks of receiving the
agency information, DIS provides
written descriptions of the products
and services available to address
the agency’s needs.
If DIS requires more information
from the agency than was
provided in the submitted form,
a follow-up request will be
made.
At this time, DIS will request time for
a consult to discuss the needs and
services.
Step Three
Agency and DIS Complete
Consultation
DIS staff and agency
representative conduct
consult.
DIS will provide confirmation
that the consult occurred.
After the consult occurs, follow-up
work will start, which may include
formalized quotes for products and
services, or finalizing a Service Level
Agreement.
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New Section 903
Consultation Website
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New Section 903
Consultations
Total Number Received
1,856
Total Number Closed
Open
Average Number of Days to Complete
1,716
140
5
Types
 Services (security, storage, mainframe computing,
18%
multimedia productions, professional services, website design)
 Products (computers, laptops, servers, telephones and
telephone systems, printers)
82%
As of September 21, 2007
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DIS Operations Implementing IT Best
Practices
 Divisional technology silos realigned to the ICT
Infrastructure Management model
 All DIS service delivery will be through the ITIL
Service Management Framework
 All DIS project delivery will be through the Project
Management Framework
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DIS ITIL Organization Alignment
Technology Services Division
Planning & Design
Operations
Computer Services Division
Planning & Design
Operations
Interactive Technologies Division
Planning & Design
Operations
Service Desk
Incident Management &
Problem Management
Change Management
Release Management
Service Level
Management
Availability & Capacity
Management
Financial Management
Service Continuity
Management
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ITIL Process and Function Summary
Governance Processes
Service Strategy
Cont. Serv. Imp.
Operational Processes
Service Design
Service Transition
Service Operations
IT Financial Management
Demand Management
Service Portfolio Mgmt
7 Step Improvement
Strategy Generation
Service Measurement
Service Reporting
Service Catalog Management
Service Level management
Availability Management
Capacity Management
Service Continuity Management
Information Security Management
Supplier Management
Change Management
Service Asset & Configuration Management
Release & Deployment Management
Incident Management
Problem Management
Request Fulfillment
Event Management
Access Management
Service Desk
App. Management
Technical Management
IT Ops Management
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Positioning for Shared Service Delivery
Status of State’s Data Center Consolidation Initiatives
Initiative
Percent
Completed
14%
In Progress/ Partial
38%
In Planning Phase
24%
Proposed
17%
No Activity
7%
N=29
Source: NASCIO’s 2007 survey of state data center consolidation initiatives.
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Shared Service Business Drivers
Factors Driving States’ Strategies to Consolidate Data Centers
Driving factors
Percent
Disaster recovery
82.8%
Replication, redundancy and fault tolerance
75.9%
Cost savings
65.5%
Security and data classification
62.1%
Better access to new technologies for all agencies
55.2%
Aging state facilities
51.7%
Improved information sharing/ data integration
51.7%
Energy conservation/ Environmental concerns
41.4%
Size
37.9%
Business applications
24.1%
N=29
Source: NASCIO’s 2007 survey of state data center consolidation initiatives.
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The State of Washington’s Data Center
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Project Overview
 Data Center Facilities and Office Buildings (housing
DIS, WSP and small agencies)
 Current Cost Estimate: $260 million
 Size:
166,000 sf Data Center
115,000 sf DIS Office Building
175,000 sf General Office Building
 Groundbreaking: Spring 2008
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Location Matters
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Milestones
RFP Issued for Data Center
Fall 2007
Relocation of Current Wheeler
Tenants
Spring 2008
Groundbreaking
Spring 2008
Construction Completed on DIS
Facility and Office Buildings
January 2010
Relocation to New Facilities
Winter 2010
GA Building Demolition Begins for
Heritage Center
Spring 2010
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Preferred Concept
View from 14th Ave. Looking West
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Artist Rendition
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Questions?
Contact:
Jim Albert
Deputy Director of the Washington State
Department of Information Services
360.902.9885
[email protected]
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