The Four Pillars of the New EPMOSeptember 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 CapitalManagement

Provide governance over preservation, management, and responsible deployment of IT capital. 35%

AccountabilityDefine 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%

WorkforceOptimization

Enhance IT capabilities by optimizing Commonwealth workforce and effectively leveraging scarce resources across secretariats.

20%

3 Levels of Engagement:

• Full accountability = Direct Oversight MassIT & Commonwealth Projects

• Capital & resource management• Project planning & execution• Stakeholder management• Benefit realization

• Appropriate engagement = Governance ANF, Other Sec

• Capital management• General Oversight Best Practices• Surveillance & Reporting

• Limited Involvement = Monitoring Independents

• Capital management• Surveillance & Reporting

EPMO Planned Scope of Accountability

Mass IT & Commonwealth Projects

$51 M17 Projects

Other Sec*$59 M

10 Projects

ANF$52M

12 Projects

Independents**$6 M

6 Projects

Full Accountability

Appropriate Engagement

FY16 IT Capital 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

Limited Involvement

EPMO – Year 1 Organization

Program Leadership

Agency Engagement & Execution

Practice Areas

Program Org.& Governance

• Engagement management

• Project structure• Organizational

fulfilment• Enterprise

contracts• Executive Steering

Committee representative

• Vendor management

• Consultancy POC

Technology & Architecture

• Tech reviewsw/Architecture

• Enterprise applications

• Product evaluations

• Security standards

• Configuration management

• Release management

• CTO POC

QA & Testing Standards

• Surveillance• Risk metrics• Project health

check• QA tools• CASE

CIO Cabinet

Finance

Technology

ANF Project Leads

HHS Project Leads

EEA Project Leads

Program Execution &

Best Practices

• Schedule & milestones

• PMI engagement• Common tools

& methods• Process engineering • Capacity

management• Risk• Enterprise IV&V• Project advisors• Project daily POC

Stakeholder Relations & Strategy

• Business relationship management

• EPMO project intake

• Project priorities• Capital

requirements management

• Benefits realization

• KPIs

Workforce Optimization

• Partner with MassIT HR & HRD on…o Capacity

planningo Standardizing

job familieso Creating an

enterprise skills inventory

o Identifying training & development needs

o Reviewing compensation

• Capital project IT contractor guidelines & management

Business Inputs

Legal

FY16 IT Capital Projects – Detailed View

Draft – not for distribution

IT Capital Investment Board – Program Review and Selection

EPMO and Finance – Oversight of all Funded IT Capital Program Management

Secretariats or Agency Portfolio Managers (SCIOs) – Idea Intake

E2E IT Capital Management Process

Dashboards

Select Programs

Develop Portfolio Strategy

Review Portfolio

BrainstormIT Capital Funding Ideas

Identify Best Ideas Worth Investing Resources To Analyze

Health Checks

Create Monthly Spend Plan

Clarity

EPMO Portal(tbd)

CASE

Identify What Programs to include in Funding Request

Monthly Status Updates by Program Managers

Program Plan Quality Assessment

Processes Tools

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, 3rd party

• How: Artifact reviews, Survey, In-person meeting, Review

• Scoring model; Dashboard

• ANF Plan – September 30th 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.

ePLACE Citizen Portal

ApplicationWorkflow

Program Showcase: eLicensing - Future State (Regulatory) Portal

9

Business and Individual Regulatory Wizard **

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Accela Citizen Access -

Barnstable

Agency or Municipal website/

form

Citizen facing portal provides a one-stop shop experience for regulatory services and data across agencies and municipalities.

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.

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.

For those regulatory actions that are not available online, the interface will present a link to the appropriate website or paper form.

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 eLicensing Business Unit with its own merchant account for managing payments/ financials.

** Business functions will be managed by the Applications Office until the eLicensing Business Unit is available.

Shopping Cart/ Checkout *

Exit

Open Data Portal

Enter

Regulatory Service Desk **