The Four Pillars of the New EPMO September

The Four Pillars of the New EPMO September 17, 2015

EPMO Mission Statement The EPMO mission is to integrate and govern all Commonwealth IT project resources through the planning and administration of IT programs that insures transparency, accountability, and deployment of industry standard best practices which results in the satisfaction of business needs, the realization of ROI, and the enabling of better Government.

EPMO Key Tenets & Vision: “The Four Pillars” Focus Area Action % IT Capital Management Provide governance over preservation, management, and responsible deployment of IT capital. 35% Accountability Define full accountability for successful project execution & constituent value while ensuring transparency using defined escalation channels. 25% Program Governance & Best Practices Partner with business sponsors and program managers to facilitate best practices, Agile adoption, and engagement management. 20% Workforce Optimization Enhance IT capabilities by optimizing Commonwealth workforce and effectively leveraging scarce resources across secretariats. 20%

EPMO Planned Scope of Accountability FY 16 IT Capital Projects 3 Levels of Engagement: Full Accountability • Mass. IT & Commonwealth Projects • Capital & resource management • Project planning & execution • Stakeholder management • Benefit realization Mass IT & Commonwealth Projects $51 M 17 Projects • Appropriate Engagement Limited Involvement Independents** $6 M 6 Projects * Other Secretariats includes: HHS, EEA, PSS ** Independents includes: Treasury, Ethics, Auditor, Judicial, Comptroller *** DOT projects not included above (covered under DOT Bond Cap) & Lottery Project Not Included Appropriate engagement = Governance ANF, Other Sec • Capital management • General Oversight Best Practices • Surveillance & Reporting ANF $52 M 12 Projects Other Sec* $59 M 10 Projects Full accountability = Direct Oversight • Limited Involvement = Monitoring Independents • • Capital management Surveillance & Reporting

EPMO – Year 1 Organization Business Inputs Program Leadership CIO Cabinet Practice Areas Finance Legal Technology Program Org. & Governance • Engagement management • Project structure • Organizational fulfilment • Enterprise contracts • Executive Steering Committee representative • Vendor management • Consultancy POC Stakeholder Relations & Strategy • Business relationship management • EPMO project intake • Project priorities • Capital requirements management • Benefits realization • KPIs Technology & Architecture • Tech reviews w/Architecture • Enterprise applications • Product evaluations • Security standards • Configuration management • Release management • CTO POC Program Execution & Best Practices QA & Testing Standards • Surveillance • Risk metrics • Project health check • QA tools • CASE Workforce Optimization Partner with Mass. IT HR & HRD on… o Capacity planning o Standardizing job families o Creating an enterprise skills inventory o Identifying training & development needs o Reviewing compensation • Capital project IT contractor guidelines & management • • Schedule & milestones • PMI engagement • Common tools & methods • Process engineering • Capacity management • Risk • Enterprise IV&V • Project advisors • Project daily POC Agency Engagement & Execution ANF Project Leads HHS Project Leads EEA Project Leads

FY 16 IT Capital Projects – Detailed View

E 2 E IT Capital Management Process Tools Processes Brainstorm IT Capital Funding Ideas Identify Best Ideas Worth Investing Resources To Analyze Clarity Identify What Programs to include in Funding Request Secretariats or Agency Portfolio Managers (SCIOs) – Idea Intake Develop Portfolio Strategy Select Programs CASE Review Portfolio IT Capital Investment Board – Program Review and Selection Create Monthly Spend Plan Program Plan Quality Assessment Monthly Status Updates by Program Managers Dashboards EPMO and Finance – Oversight of all Funded IT Capital Program Management Health Checks EPMO Portal (tbd) Draft – not for distribution

EPMO Health Check Process • Independent assessment based on objective measures • Inform & Document Status • Insight into project health; Opportunities, Challenges • 2 triggers: Quarterly planned; On-Demand • 2 levels: EPMO, 3 rd party • How: Artifact reviews, Survey, In-person meeting, Review • Scoring model; Dashboard • ANF Plan – September 30 th complete level 1. The health check includes assessment of: Scope, Cost, Time, Quality, Resources, Communication, Risks, Contingency Planning, Benefits, Training, Implementation, Governance, Roles and Responsibilities, Requirements, and General Lifecycle Activities.

Program Showcase: e. Licensing - Future State (Regulatory) Portal Enter Citizen facing portal provides a one-stop shop experience for regulatory services and data across agencies and municipalities. e. PLACE Citizen Portal Open Data Portal Enter: Rules-based Wizard function to guide citizens to the collection of regulatory actions required to perform the service needed; including state and municipal regulations. Exit: Consolidated shopping cart for one-time payment. Regulatory Service Desk ** Business and Individual Regulatory Wizard ** Shopping Cart/ Checkout * Exit Application Workflow For those regulatory actions that are not available online, the interface will present a link to the appropriate website or paper form. Agency or Municipal website/ form Yarmouth Chatham Accela Citizen Access Barnstable Nantucket IBM Tririga DCAMM EOHHS System Auto DCAMM Certs EOEEA DPL ABCC Accela Citizen Access Commonwealth Interface to online services provided by State agencies or municipalities in any licensing product. Interface will pass citizen contact and identity information collected at the Wizard level to each of the licensing systems to avoid duplicate entry by citizens. Regulatory services (data, workflows, reports, etc) specific to an agency or municipality provided by the licensing/ permitting application. The Commonwealth provides a Municipal Template for cities/ towns who wish to participate; containing standard regulatory services of a typical Commonwealth municipality. The template shown under the Accela umbrella can be built in any licensing application. * Shopping Cart Functionality requires standing up an e. Licensing Business Unit with its own merchant account for managing payments/ financials. ** Business functions will be managed by the Applications Office until the e. Licensing Business Unit is available. 8