new york state’s annual technology planning process gtc east september 2005

New York State’sNew York State’sAnnualAnnual Technology Technology Planning ProcessPlanning Process

GTC EastSeptember 2005

GTCAnnual Technology Planning September 22, 2005

PresentersPresenters

Paul Fisk, DOB

Jerry Gerard, OGS

Nancy Gutterman, Office of the CIO


AgendaAgenda

History and Background Technology Planning Goals Budget Division Role and Perspective OCIO/OFT Roles and Perspective OGS Role and Perspective IT Aggregate Purchase Program Observations and Future Opportunities Questions


What’s Behind Annual What’s Behind Annual Technology PlanningTechnology Planning


History of Technology History of Technology Coordination EffortsCoordination Efforts

Division of the Budget EDP Unit ICEDP (now MATRIX) FORUM CTG OGS S & P and PSG Budget Directors Advisory Coucil Governor's Task Force on IRM Office for Technology State CIO and CIO Council


Goals of the ATP ProcessGoals of the ATP Process

Begin dialogue on technology projects earlier

Ensure alignment of IT activities with business priorities

Develop multi-agency solutions Achieve consistency with state enterprise

technology principles and standards Ensure appropriate uses of technology


Goals of the ATP ProcessGoals of the ATP ProcessContinuedContinued

Determine impacts on others, including local governments and other agencies

Ensure resources are available Identify opportunities to leverage

resources Aggregate purchasing power Streamline later approvals


Partnerships -- DialoguePartnerships -- Dialogue

CIOs

OCIO/OFT

Fiscal Officers

DOB

OGS

ProgramStaff


Key Elements of the ATPKey Elements of the ATP

Agency overview—the role IT plays in supporting agency business

Technology overview Current major projects and operations Proposed IT projects Opportunities to aggregate

purchasing power


DOB Role and PerspectiveDOB Role and Perspective Focus primarily on programmatic and

financial impacts Identify related opportunities for statewide

savings with OCIO/OFT and OGS Consider impact on others Ongoing interaction with OCIO/OFT and

OGS Rely on OCIO/OFT for technical expertise,

and confirmation of technical approach


DOB Plan ReviewDOB Plan Review

Iterative nature of plan reviews– Can’t stamp it APPROVED and forget it– It’s an ongoing dialogue – Not final until budget enactment and execution

Amending plans– If necessary, after budget adoption– When events dictate


OCIO Role and PerspectiveOCIO Role and Perspective

Consistent with OCIO’s mission Ensure consistency with Statewide Strategic

Technology Plan and CIO Council’s EA Principles Evaluate appropriateness of technology solution

proposed Identify opportunities for savings, collaboration,

and further leveraging of investments Coordinate with OGS on aggregate-buy initiative Negotiate with vendors ATP paves the way for ITPs and other approvals


OFT Role and ResponsibilitiesOFT Role and Responsibilities

Early alert for OFT to plan for what agencies need and want

Ensure OFT resource availability Compile Services Guide annually to assist

agencies in identifying services they desire Improve service delivery Create the “right” service mix Drive operational efficiencies


OGS Role and PerspectiveOGS Role and Perspective OGS PSG establishes Statewide Centralized

Contracts for Commodities, Services & Technology

Authorized Users include state agencies and municipal government entities

IT contracting is continually changing- Agency requirements- NYS install base- Technology evolution

Planned Agency IT resource requirements known in advance to assure adequate contract provisions


NYS IT Contracting ChallengesNYS IT Contracting Challenges

Rapid evolution and exploitation of technology Centralized statewide contracting / decentralized

agency purchasing Agency diversity, autonomy and independence Many apparent similarities and synergies, fewer

standards and guidelines Extremely large aggregate volumes with

comparatively small agency volumes Timeliness of critical information and limited

statutory, administrative or operational authority to address deficiencies


Aggregate Purchase Aggregate Purchase OpportunitiesOpportunities

Statewide contracts don’t guarantee quantities; more for convenience than bulk savings

Best price for one item, any place, any time

Aggregate buys with set quantities and times will greatly reduce costs

Savings of 25% projected NYC and other locals interested


OGS and the Evolution of the ATP ProcessOGS and the Evolution of the ATP Process CIO Fiscal Procurement Committee strategic goal to

develop governance process to address need for annual technology planning process (impetus for ATP)

September 2004, DOB Bulletin B1170cost containment and savings proposals

OGS FY 05/06 budget proposal to establish an Aggregated IT Purchasing Program

February 2005, DOB Policy H-300A establishing the Technology and Information Resource Management Planning Process

March 2005, OGS PSG completed initial planning and staffing of Aggregated IT Purchasing Team and subsequently participates in the first annual ATP Review Process


ATP Purchase Information ATP Purchase Information

Proposed agency purchases of predefined IT products (HW, SW, Services)

Anticipated purchase timeframes (FY qtr) Synergies across agencies for similar HW,

SW and/or IT Services Fundamental understanding of agency IT

projects and potential IT acquisition needs


OGS Planning from ATPsOGS Planning from ATPs Summarize proposed agency purchases Identify “low hanging fruit” Evaluate potential savings based upon volume

and anticipated cost Identify/confirm contract availability Develop aggregate IT purchasing

recommendation for IT HW, SW, services that provide greatest cost savings via aggregated purchase or enterprise licensing agreement

Initiate aggregated IT purchasing plan


OGS List of Potential Aggregate OGS List of Potential Aggregate Purchase InitiativesPurchase Initiatives

Hardware:- PCs (thin client, desktop, laptop)- Printers- Servers- Storage- Tablets, PDAs

Software:- Oracle (Renegotiate expiring contract – ELA)- Antivirus (Symantec and McAfee)- Human services software (ELA)- IT development and testing software

Information Advisory (ELA):- Gartner & Meta (Renegotiate Expiring Contract)- Lexis/Nexus (Renegotiate Expiring Contract)


OGS Spring 2005 PC PurchaseOGS Spring 2005 PC Purchase 4 PC Configurations – Est. 10,000 Units

- Business Class PC- Workstation Class PC- Business Class Laptop- Lightweight Laptop

90 day purchase period 23,250 units actually purchased

State = 7,250 NYC = 13,450 Local = 2,550 Average price per PC = $881 Average discount from contract price ($1506 average)

was 41.5% representing $625 per unit Total savings exceeded $15 million


Current OGS PC PurchaseCurrent OGS PC Purchase 5 PC Configurations – Est. 27,000 units

- Business Class PC 21,000- Workstation Class PC 1,000- Business Class Laptop 1,000- Lightweight Laptop 2,000- Thin Client 2,000- LCD Monitor Only (no PC unit) est. 8,000

6 months – August 15th through January 15th Average discount from contract price for Business

Class PC @ $690 is $580 per unit or 45.7% Estimated Total Savings (from contract price) $15

million, plus $2.5 million over last buy


Observations and Future Observations and Future OpportunitiesOpportunities

The ATP Process is working- Savings have/are being realized- Aggregated IT Purchase Program has received 2 awards:

NASPO Cronin Club 2005 Innovation NYSFIRM Best Practices Award

- Other States have expressed interest Collaboration and cooperation continues The Process will continue to evolve &

improve


Observations and Future Observations and Future OpportunitiesOpportunities

Developing statewide solutions for common business needs

Facilitating the use of emerging technologies

Improving agency IT governance


Observations and Future Observations and Future Opportunities Opportunities

Lots to learn; Need feedback to evolve Keep the dialogues going and growing Prove worth Prognosis: Hopeful


QuestionsQuestions

DOB H-300A Technology and Information Resource Management Planning Processwww.budget.state.ny.us/bprm/h/h300a.html

Presentation located at: www.govtech.net/gtc/index.php/GTCEast2005

http://www.budget.state.ny.us/bprm/h/h300a.html

http://www.govtech.net/gtc/index.php/GTCEast2005

new york state’s annual technology planning process gtc east september 2005

Documents

perspectiveogs role

approvalsoft role

powerdob role

projects opportunities

atpagency overviewthe

agency requirements

statewide savings

state agencies