IT Service

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IT Service Project Management

• Jim Albert, Deputy Director
• Washington State Department of Information
  Services
• IPMA October 2007

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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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Everybodys 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
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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 BienniumInformation 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 BienniumInformation 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. - Govs GMAP
? Targets for July, 2008
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Percent of Agencies Using Common,
Enterprise IT Services
Telecom- munications
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Computing Other
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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).
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2005-07 BienniumSavings Resulting from Common
Computer and Software Purchases

• 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 StudyEvaluation 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 BienniumOperating 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 1621Information 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 1621Information 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 1621Information 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 BienniumCommon 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
  decision-making 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 903Information 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 Two DIS Responds with Product and Service
Information
Step One Agency Provides Information on Upcoming
IT Needs
Step Three Agency and DIS Complete Consultation
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 agencys needs. At this time, DIS will
request time for a consult to discuss the needs
and services.
DIS staff and agency representative conduct
consult. DIS will provide confirmation that
the consult occurred.

If DIS requires more information from the agency
than was provided in the submitted form, a
follow-up request will be made.
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 903Consultation Website
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New Section 903Consultations
Total Number Received 1,856
Total Number Closed 1,716
Open 140
Average Number of Days to Complete 5
Types Services (security, storage, mainframe computing, multimedia productions, professional services, website design) Products (computers, laptops, servers, telephones and telephone systems, printers) 18 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
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Positioning for Shared Service Delivery
Status of States Data Center Consolidation Initiatives Status of States Data Center Consolidation Initiatives Status of States Data Center Consolidation Initiatives
Initiative Percent
Completed 14
In Progress/ Partial 38
In Planning Phase 24
Proposed 17
No Activity 7
N29 Source NASCIOs 2007 survey of state data
center consolidation initiatives.
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Shared Service Business Drivers
Factors Driving States Strategies to Consolidate Data Centers 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
N29 Source NASCIOs 2007 survey of state data
center consolidation initiatives.
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The State of Washingtons 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 jima_at_dis.wa.gov
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