Commonwealth AITR Communications Exchange

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Commonwealth AITR Communications Exchange

• Lem Stewart
• CIO of the Commonwealth
• Commonwealth AITR Meeting
• December 19, 2006

expect the best
www.vita.virginia.gov
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Welcome! Our Agenda

• Opening remarks
• Your topics
• Decentralized service rates
• Service delivery staff - customer communications
• Procurement Working Group update
• Technical architecture overview
• IT investment management update
• Your questions
• Supplier Managed Staff Augmentation
• Open QA

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Decentralized Service Rates
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www.vita.virginia.gov
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Service delivery staff Customer communications
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Procurement Working Group update
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PWG Members

• Mary Clarke, Virginia Department of
  Transportation
• Gay Cohn, Virginia Department of Health
• Beth Easter, Department of Military Affairs
• Jim Gargasz, Department of Military Affairs
• Craig Goeller, Department of Medical Assistance
  Services
• Vicki Krisnitski, Department of Game Inland
  Fisheries
• Debbie Madison, Department of Corrections
• Pat Paquette, Department of Health Professions
• Steve Rusch, Department of Conservation
  Recreation
• Bob Sievert, Department of General Services

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Action List

• Review of the Request for Services process
  (RFS), time intervals, and examples of the
  process
• Review of the Telecommunications Service Request
  (TSR) process, services, intervals for TSR
  completion, and key 3rd party suppliers
• Review of how VITA communicates information to
  agencies

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Scope and Objectives Work Group Members

• Patricia Paquette (Lead)
• Craig Goeller
• James Gargasz
• Catherine Nott (APM)
• Zeta Wade
• George Vrtiak

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Scope and Objectives

• Scope- purpose of the group
• Duration- how long the group should be in
  existence
• Objective-Identify goals of the group

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P2P Work Group Members

• Debbie Madison (Lead), VADOC
• Mary Clarke, VDOT
• Craig Goeller, DMAS
• J B Edmonds, VITA
• Tammy Helms, NG
• Ken Golaszewski, VITA
• George Vrtiak, NG
• Zeta Wade, VITA

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P2P Bottlenecks

• Exploring
• How agency can cross reference an eVA PR number
  to a Northrop Grumman PO number to the packing
  slips and shipping labels
• Diversity in agencys procurement systems
• Who should be contacted with questions
• Who should be contacted if you dont receive
  adequate response?

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Urgent Procurement Work Group Members

• Vicki Krisnitski (Lead), DGIF
• Tammy Helms, NG
• Steven Rusch, DCR
• JB Edmonds, VITA
• Bob Sievert, DGS
• Norm Hill, VITA
• Zeta Wade, VITA

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Urgent Procurement

• Define urgent procurement
• Recommend guidelines to facilitate the
  procurement of goods and services in an expedited
  manner
• Recommend a proposed process

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Future Action Items

• Define the relationship between RFS and CATSPA
• Establish a process for handling how procurements
  are paid for with federal funds
• Escalation of a procurement request
• Expiring Contracts
• Relationship between RFS and CATSPA

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See Technical architecture overview presentation
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Commonwealth of Virginia
Information Technology
Investment Management
Sponsored By
Administered By
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Commonwealth of Virginia ITIM

• Leadership Questions

• How are investments in information technology
  controlled at an agency and Commonwealth level?

• How can these investments be leveraged?

• How can leveraging generate internal capital?

Information Technology Investment Management
(ITIM)

• A business investment methodology

• Investments aligned to strategic direction

• A comprehensive view of investments from
  multiple levels

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Commonwealth of Virginia ITIM
ITIM Defined
A management process that provides for the
identification (pre-selection), selection,
control, and evaluation of (business driven) IT
investments across the investment lifecycle.
ITIM uses structured processes to minimize risks
and maximize return on investments. ITIM is the
basis for the Commonwealths approach to
technology management as approved by the ITIB in
the Commonwealth Technology Policy
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Commonwealth of Virginia ITIM

• ITIM within the Performance Leadership Model
  (PLM)

Performance Leadership
Efficiency Effectiveness
Virginia MaintainsAAA Bond Rating
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Commonwealth of Virginia ITIM

• Managing Leveraging Investments within the PLM

Alignment
Investment Views
Analyze investments and identify opportunities
Leverage investment
Create a picture of investments
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Commonwealth of Virginia ITIM

• ITIM Process Overview (Framework for
  Commonwealth ITIM)

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Commonwealth of Virginia ITIM

• Why ITIM, Why Now ?

• Commonwealth goal of continuous improvement

We must pursue more aggressive, transparent
goals Governor Tim Kaine
Expand constituent impactthrough lower
operation costs

• The Commonwealth must find ways to meet
  increasing demands through cost savings and
  increased productivity

• Investment management can contribute to lower
  operating costs and the generation of internal
  capital

• The Commonwealth must be innovative in the way
  in which it invests in I.T.

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Commonwealth of Virginia ITIM

• Managing Expectations

EPM Enterprise Portfolio Management

• As experienced by AARP, investment management
  is a process requiring cultural change and time
  to mature.

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Commonwealth of Virginia ITIM

• Implementation Goal/Timeframe

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Commonwealth of Virginia ITIM
Implementation Schedule Phase I Details (Present
March 28, 2006)

• Implement the ProSight portfolio management tool
  for Commonwealth investments
• (Tool replaces CATSPA, the Projects Dashboard,
  and automates PM Standard templates)
• Milestones
• Oct Dec 06 Customize training materials using
  a role based training model
• Jan 07 Standup production server and complete
  final data migration
• Jan Mar 07 Conduct training
• Mar 07 Convert CATSPA and the Dashboard
• Mar 28, 2007 ProSight go live

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Commonwealth of Virginia ITIM

• Implementation Timeline

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Commonwealth of Virginia ITIM

• Customer Advisory Group

• VITA to establish Directorate level Customer
  Advisory Groups

• Groups will consist of appropriate agency
  executive leadership representation.

• Groups will work in a collaborative manner, to
  advise on day to day operational issues and the
  development and implementation of Commonwealth
  initiatives.

• Customer Advisory Group for IT Investment and
  Enterprise Solutions to work on ITIM.

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Commonwealth of Virginia ITIM

• Next Steps in Phase I

Education and awareness campaign
Roll out investment portfolio management tool
Implement standards and guidelines for the use of
ITIM
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Commonwealth of Virginia ITIM

• Agency Impact

• Initial impact will vary by agency size

• For the majority of agencies there will be
  minimal impact

• For the larger agencies the support
  infrastructure established will be based upon
  the level to which ITIM is
• implemented

• Impact over time

• The level to which an agency commits may
  increase over time as benefits of ITIM are seen

• As an organization matures in ITIM and the
  methodology becomes institutionalized, the
  support infrastructure should be reduced

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Commonwealth of Virginia ITIM

• Agency Role

• Implement the Commonwealth Portfolio Tool
  (ProSight) (Mar 07)

• Conduct self-assessment and develop ITIM plan
• (Sep 07 April 08)

• Implement agency ITIM plan (May 08 July 10)

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Commonwealth of Virginia ITIM
Questions ?
Contact Information
Constance Scott Project Management
Consultant Project Management Division IT
Investment and Enterprise Solutions Virginia
Information Technologies Agency 804-371-5927 const
ance.scott_at_vita.virginia.gov
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Your Questions
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www.vita.virginia.gov
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Supplier Managed Staff Augmentation

• Concerns about SMSA program
• Quality of staff due to fee assessed by prime
  contractor
• Agencies concerned about transition of old staff
  augmentation resources
• Cost
• Institutional knowledge loss if current supplier
  does not join program

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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 SWaMs 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 managers
  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

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Supplier Managed Staff Augmentation

• Concern - 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.)

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Supplier Managed Staff Augmentation

• Concern - Loss of institutional knowledge from
  loss of specific resource
• 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, scheduling meetings in
  January with agencies

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IT Consulting and Staff Aug. Advisory Council

• Formed to provide oversight, best practices,
  information sharing, address concerns
• Work with VITA to resolve issues, shape solutions
  and identify opportunities for Commonwealth to
  meet consulting and staff augmentation needs
• Current or potential users welcome

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Questions Answers
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www.vita.virginia.gov
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Moderated QA

• 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
• Whats on your mind?

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Future Topics

• January meeting
• Governors initiatives
• Enterprise Applications PPEA update
• IT security roles and responsibilities
• Transformation update
• Other topics?

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Conclusion

• Next meeting
• January 23, 2006
• 830 a.m. Networking
• 9 11 Meeting
• Location TBD
• Send your questions, comments, suggestions to
• CIO_at_vita.virginia.gov