DOIT DOIT Small Agency Shared ServicesSmall Agency Shared Services

Startup Startup

May 24, 2007May 24, 2007

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VisionVision

All Executive Branch agencies and All Executive Branch agencies and commissions integrated into a standard, commissions integrated into a standard, superior Information Technology (IT) superior Information Technology (IT) environment that enables their diverse environment that enables their diverse missions through effective missions through effective communications, collaboration, and communications, collaboration, and information management, supported cost-information management, supported cost-effectively. effectively.

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Mission Mission

Allocate shared IT services in an Allocate shared IT services in an effective and equitable manner, effective and equitable manner, beginning with agencies and beginning with agencies and commissions that have no IT staff to commissions that have no IT staff to plan for, fund, install, and support plan for, fund, install, and support basic IT services. basic IT services.

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GovernanceGovernance

A small agency steering committee A small agency steering committee comprised of agency heads will comprised of agency heads will oversee IT project coordination oversee IT project coordination quarterly. The DOIT Business quarterly. The DOIT Business Development Director responsible for Development Director responsible for small agency support will report on small agency support will report on the planning and delivery of IT the planning and delivery of IT services.services.

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ResourcesResources

An IT Manager 1 andAn IT Manager 1 and

4 additional technical staff 4 additional technical staff

will be assigned for the desktop and will be assigned for the desktop and application maintenance services to application maintenance services to enhance the planning and delivery of enhance the planning and delivery of IT services to small agencies.IT services to small agencies.

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PlanPlanProposal discussion with small agenciesProposal discussion with small agencies– More accurate capacity data; More accurate capacity data; – Bundled services distribution;Bundled services distribution;– Functional allocation of DoIT staffFunctional allocation of DoIT staff May 2007May 2007

In-Scope Agency IT Plans by IT ManagerIn-Scope Agency IT Plans by IT Manager– Use toolbox agency IT plan frameworkUse toolbox agency IT plan framework– Start with agency IT summariesStart with agency IT summaries– MARS Reporting (plan status)MARS Reporting (plan status) Jul 2007Jul 2007

FY09 Shared Services Budget Option developmentFY09 Shared Services Budget Option development- Based on aggregate agency IT plans and prioritiesBased on aggregate agency IT plans and priorities Sep 2007Sep 2007

Shared DoIT Services StaffingShared DoIT Services Staffing- Doit20s for 4 technical positions based on agreed functional allocationsDoit20s for 4 technical positions based on agreed functional allocations- Candidate selectionCandidate selection- MARS Reporting (staffing status)MARS Reporting (staffing status) Oct 2007 Oct 2007

Shared DOIT Services PMOShared DOIT Services PMO- Institute PMO for Shared DOIT ServicesInstitute PMO for Shared DOIT Services- MARS Reporting (overall portfolio)MARS Reporting (overall portfolio) Dec 2007 Dec 2007

Steering Committee Steering Committee - - Agency Heads meet quarterly for IT project coordination Agency Heads meet quarterly for IT project coordination Dec 2007Dec 2007

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In-scope ServicesIn-scope Services

To improve productivity and working To improve productivity and working conditions in small agencies DOIT will conditions in small agencies DOIT will support standardized:support standardized:

DesktopDesktop

Networking (to the PC)Networking (to the PC)

Messaging andMessaging and

File and Print ServicesFile and Print Services

Application MaintenanceApplication Maintenance

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In-Scope Agency In-Scope Agency Selection CriteriaSelection Criteria

Desktop ServicesDesktop Services– No IT StaffNo IT Staff– Agency has equipment and/or funding for equipmentAgency has equipment and/or funding for equipment– Agency is willing and able to go with Enterprise Desktop ServicesAgency is willing and able to go with Enterprise Desktop Services– Agency is willing and able to use online WIN forms to report problems and request helpAgency is willing and able to use online WIN forms to report problems and request help

Portal ServicesPortal Services– Standard site setup included for all agenciesStandard site setup included for all agencies– Agency can provide its own content managementAgency can provide its own content management– Training in content management provided for up to 5 agency employeesTraining in content management provided for up to 5 agency employees

Application (Break-Fix) ServicesApplication (Break-Fix) Services– No IT StaffNo IT Staff– Critical agency application on current platform that is used by, or can be configured for use by, Critical agency application on current platform that is used by, or can be configured for use by,

other agencies to meet critical, unmet information needsother agencies to meet critical, unmet information needs– Critical agency application on obsolete platform that can be redeveloped to meet new or Critical agency application on obsolete platform that can be redeveloped to meet new or

broader requirements on a current, standard platformbroader requirements on a current, standard platform– Agency with no applications which can use common applications or reusable components that Agency with no applications which can use common applications or reusable components that

meet essential business processing requirements. In other word, will consider redesigning meet essential business processing requirements. In other word, will consider redesigning internal processes to use “as is” system effectivelyinternal processes to use “as is” system effectively

– Number of external users for production applicationNumber of external users for production application– Number of internal users for production applicationNumber of internal users for production application– Agency is willing to train its own application usersAgency is willing to train its own application users– Agency is willing to use online WIN forms to report problems and request helpAgency is willing to use online WIN forms to report problems and request help