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GTA Update

GTA Update. CIO Council March 17, 2008. RFQC Issued 10 Days Early. Early completion shows team’s focus and dedication RFQC requested proposals for two streams Infrastructure: data centers, mainframes, servers, PCs, laptops Managed network services: state’s wide area network

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GTA Update

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  1. GTA Update CIO CouncilMarch 17, 2008

  2. RFQC Issued 10 Days Early • Early completion shows team’s focus and dedication • RFQC requested proposals for two streams • Infrastructure: data centers, mainframes, servers, PCs, laptops • Managed network services: state’s wide area network • Qualifying service providers to be announced by April 7 • Only qualifying vendors can respond to upcoming RFPs

  3. Looking Ahead • Release RFPs: April 2008 • Sign contracts with External Service Providers: October 2008 • Transition services: November 2008 – March 2009 • TRANSFORMATION: November 2008 onward This is transformational change

  4. If you are not involved now, an agency with similar requirements is involved Many processes will change Enterprise agencies working with GTA to ensure success Office of Planning and Budget Administrative Services State Personnel Administration Procurement Billing Budgeting Transformation Will Affect All Agencies • Planning • Asset management

  5. The New GTA • Business model that reflects an outsourced infrastructure • “Do less, manage more” • Must lead the institutionalization of transformation and change • Governance plays a large role • Vision, mission and values must reflect the Governor’s priorities and the spirit of the New Georgia

  6. State IT Expenditures and Priorities GTA’s Business Model Services for Georgians

  7. Service Management Organization (SMO) CIO Council March 17, 2008

  8. Roadmap for Briefing • Two things going on at GTA • GTA Restructure • Building the Service Management Organization • Introducing the Service Management Organization • What is an Service Management Organization (SMO)? • Why do we need an SMO • An SMO for GTA • What does the SMO look like? • How has the SMO been designed? • How do the SMO functions relate to the best practice model

  9. What’s different About GTA?

  10. CIO Model • Thin Corporate Layer • Enterprise Relationships • Robust Operating Layer (COO) • Coordinate the delivery of services to agencies Operations Officer Administrative Officer Technology Officer Enterprise Technology Planning Information Security Officer Marketing Officer SMO ESP 1 ESP 2 Etc…

  11. What Happens to Operations? Operational Component of GTA transforms into a Service Management Organization CIO Operations Officer COO Retained Services Vendor Management Administrative Services Client Relationship Product Services Enterprise Disaster Recovery Enterprise Service Solutions To manage the relationship between GTA and infrastructure providers to ensure business receives quality, cost effective, reliable and scaleable infrastructure services Enterprise Solutions To leverage the best practice technologies and processes from the infrastructure service providers to drive change in enterprise functions

  12. What is an SMO ?

  13. Why do we need an SMO?

  14. How are we formalizing the SMO?

  15. RSO Retained Service Organization VMO Vendor Management Organization ASO Administrative Services Organization CRO Customer Relationship Organization PSO Products & Services Organization What does an SMO look like ? GTA Customers SMO External Service Providers Functional View into the processes of the SMO

  16. Governance and Oversight Organization Structure(Roles and Responsibilities) Operational and ManagementProcesses SMOProcesses ESPProcesses SMO Components SMO Criteria • Drivers • Objectives • Principles • Critical Success Factors • Metrics

  17. Metrics Principles Drivers Objectives Critical Success Factors What is driving the creation of the SMO? What are guiding principles for the SMO? What does the SMO need to accomplish? What is needed for the SMO to be successful? How will success be measured? Defining the SMO - Criteria

  18. TPI SMO Design Methodology What is the mandate of the SMO function? How should the SMO be funded and how should it recover its costs? • Current Activities • Initial Draft Charter • Team working first 6 of “Top 10” Processes What governance bodies will be required to ratify decisions and resolve escalated issues? Charter What are the key processes that the SMO executes in order to exercise its mandate? Process Governance $ Based on the organizational construct, what job roles are required to execute the processes? People & Skills Relationships How does the SMO interact with other functions within the enterprise & with external providers when executing its core processes? Organization How should the SMO be organized in order to execute these processes in an efficient manner?

  19. The SMO Process Model • TPI has identified and classified 30 Processes by SMO Discipline • Most of these processes will be owned by GTA, some by the Service Providers and a few may be shared • There may be additional processes required which are unique to GTA’s situation

  20. TPI SMO Disciplines

  21. The “Top 10” processes • C01 Contract Administration • C02 Contract Change Management • C03 Contract Issue Management • C06 Governance Library • F01 Invoice Validation • F02 Performance Credits, Earnbacks, and Critical Milestones • F07 Billing • P01 Performance Analysis & Service Delivery Management • P02 Service Requests & Authorization • R01 Governance

  22. What is a Process? • A defined anddocumented sequence of goal-oriented actions • that are undertaken by authorized people • that can berepeated over time • to deliver a pre-determined output • where measured performance can be improved over time (to reduce time, reduce resources, reduce cost or to improve quality) • and that is only to be deviated from as the result of an informed and conscious business decision

  23. Process Document - Design • Every document in the suite is consistent in design • SMO discipline area and process name in header • Revision control and confidentiality statement in footer • Styled like a business document; ISO 9002 compliant

  24. Header information: Header: GTA, Discipline Name, Process Name Process name, process no., release date, version Author, reviser, approver Process owner, title Attachments, description Audience 1. Purpose 2. Entry Criteria/Catalyst event 3. Included in process 4. Outside of process 5. Inputs 6. Outputs 7. Exit Criteria 8. Related Contract Terms and Conditions 9.Retained Records and Disposition 10. Process Flowcharts 11. Visio 2003 Document Embedding 12. Document List 13. Touchpoints 14. Keywords 15. Definitions (may be put in the process aid, if one is used) 16. Revision Control Revision version Date Revised by Approved by Description Footer: Company Confidential, Page Number (of pages), revision number, revision date Detailed Process Document Content

  25. Process Approach – Level 1 Flow Chart • The Level 1 process is the highest level of process development • Shows the sequence of Level 2 processes • Identifies the documents that are inputs or outputs of the process “at a glance” • All processes are documented in word and represented as flow charts (Visio)

  26. Process Approach – Level 2 flow charts • The Level 2 Process is the next level of detail down from Level 1 • Simple swimlanes for GTA, Agency, and Service Provider • Documents are shown at the step in the Level 2 process where they are used

  27. Independent Verification and Validation:Project Assurance Process CIO Council March 17, 2008

  28. IV&V / Project Assurance Process Agenda • What is IV&V? – Description • When is IV&V Used? – Project Phases • Who are the Key Participants of IV&V? – Stakeholders • How does GTA ensure Value with IV&V? – Performance • Feedback on Assurance Process? – New Approach • IT Project Governance – Strategy • Why Conduct a Self-Assessment? – Gauges Risk • How to Conduct an Assessment? – Tool

  29. What is IV&V? IV&V is an “insurance policy” for Project Risk ______________________________________ • A 3rd Party, Value-added approach for ensuring: • Technology projects meet their objectives • Project deliverables meet quality and customer expectations • Costs are within project budget • Schedules are met • Required for Projects over $1 million

  30. When is IV&V Used? • Four Basic Stages during a Project • Business Justification (Rarely) • Planning / Procurement (Recommended) • Implementation (Required) • Benefits Realization (Recommended)

  31. Primary Reporting to: Provides Advice & Council to: Provides Recommendations to: Reports to, as needed: Executive Sponsor GTA Executive Director Business Owner(s) GTA EPMO Director Project Manager GTA Engagement Manager Steering Committee Enterprise Critical Project Review Panel Who are the Key Participants of IV&V?

  32. How does GTA ensure Value with IV&V? Standard Practices drive efficient and cost-effective program _________________________________________ • IV&V PERFORMANCE MANAGEMENT • Manages supply and demand for IV&V services • Measures the value IV&V provides to Agencies • Measures compliance with IV&V Standard

  33. Feedback on Assurance ProcessComparing Value against Level of Risk________________________________________________ Current “Pain Points” One Size Fits All Cost We are considering a New Approach Assessment > Assurance > Accountability

  34. IT Project GovernanceFramework for translating strategy into results________________________________________________________ • Assessment – Do we have the capabilities to deliver? • Assurance – How well are we performing? • Accountability – Did we realize the expected benefits?

  35. Why Conduct a Self-Assessment? A Gauge of Project Risk ____________________________________ • Results of Self-Assessment will determine level of Risk: HighExtended IV&V MediumNormal IV&V LowIV&V Lite

  36. How to Conduct an Assessment? When available, via online self-assessment tool ______________________________________ Beta version of Procurement Self-Assessment Tool reviews: • Project Management • Procurement Planning • Requirements Management • RFx Development (Scope and T&Cs) • RFx Publication • Evaluation and Award

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