Time Duration Topic Participants PPT Slides 8:00 8:15 15 minutes Networking /registration/coffee. All participants. Sean McSpaden

Transcription

1 Consolidation Roadmap Workshop Facilitated Meeting Agenda (Finance Focus) Date: May 14, 2010 Time: 8:00 15:30 Location: Oregon State Fairgrounds, Hart of the Garden Hall Time Duration Topic Participants PPT Slides 8:00 8:15 15 minutes Networking /registration/coffee All participants Consolidation Roadmap Finance Facilitated Meeting May 14th, :15 8:45 30 minutes Kickoff by DAS EISPD Executive Owner Sean McSpaden Kick off Sean McSpaden Deputy State CIO Executive Owner 2 1

2 Overview PURPOSE Identify strategies to transition of 53 agency e mail systems to Microsoft Exchange, the state s e mail server software standard. The roadmap includes service options for: Center of Excellence Model Hybrid Model Agency Centric Model SaaS hosted e mail Model EXECUTIVE SPONSOR Scott Harra (DAS Director) CO OWNERS Dugan Petty (DAS State CIO) Julie Bozzi (SDC Administrator) 8:45 9:25 40 minutes Introduction by Facilitator Gabriela Pop Introduction 3 Master Change Facilitator Co Facilitators Coordinators Gabriela Pop ODOT Ben Berry ODOT Gary Johnson DAS Lorie Cruce DAS Pearl Bare DAS Pam Bernard ODOT Susan Kuang ODOT Carmen Endrina ODOT Barbara Jensen ODOT Participants Icebreaker 6 Ground Rules Everyone participates and respects ideas Listen actively, try not to interrupt Be honest One report out for each breakout team Feel free to respectfully challenge one another by asking questions 7 2

3 Rules of Engagement No Mandate for migration No Funding Enterprise/Agency hats Decision at June 29/30, 2010 Synchronous Workshop 8 Synchronize the Organization Gather people from key agencies to create consensus decision making, both insiders and outsiders. Agency Representatives Microsoft representatives State Data Center CIO Management Council The Team USA.net representatives Co Facilitators Financial Analysts 9 The Art of Decision Making consultative L1 L2 LF1 LF2 M autocratic consensus assumes Goal Congruence No group Leader meets Leader meets with Group Self or written with people one group in open forum participation information on one Prompts ideas and Group Decides Collects info considers input Leader makes Leader still makes Gather info and decision decision then Leader decides Art of Decision Making Leadership Leader decides Group that shapes decides the future Less time Legend: to decide L = Leader F = Followers More M = Mutual time to decide (time efficient) (more developmental)

4 9:25 9:45 20 minutes Models presented by DAS EISPD Executive Owner Sean McSpaden Team A Center of Excellence Model 11 Team B Hybrid Model 12 Team C Agency Centric Model 13 4

5 Team D SaaS Hosted Model 9:45 10:05 20 minutes Licensing models presented by Microsoft Mark Wernet 15 Microsoft Volume Licensing for Exchange and Outlook Mark Wernet Account Manager Oregon State and Local Government 16 Core CAL Overview Client access license that provides the rights for desktops (i.e., devices) to access the following servers: Exchange 2010 Windows Server 2008 SharePoint Portal Server 2010 ConFig Mgr Server 2007 (now called Config Manager Server) Servers must be licensed separately Licensing package for clients not a retail box Core CAL provides a convenient way for enterprise customers to license their desktops for intranet, networking, and collaboration. 22 5

6 10:05 10:20 15 minutes Enterprise SaaS 2010 Contract ~ presented by SaaS vendor USA.net USA.NET Hosted Microsoft Exchange Services Overview for State of Oregon Jason Masten VP Enterprise Sales office cell Jason.masten@corpx.usa.net John Devenyns Director Sales Engineering office John.devenyns@corpx.usa.net 23 Buy (SaaS) v Build (in house deployment) Advantages of buying a USA.NET Hosted Service Predictable service levels and pricing now and over time No cap ex, technical or operational surprises down the road No risk of fixed cost exposure, only predictable costs Guaranteed SLA s and performance Fortune 50 infrastructure / service Buy a seat on solution that is cost prohibitive to replicate internally Almost never an apples to apples comparison You re in good company: United Airlines, Adecco, Intertek, Delphi, HOK Architects, Farmers Insurance, Century 21, Coldwell Banker, The Cheesecake Factory, UHY Advisors Repurpose HW, SW, tech resources, cap ex / op ex dollars If you build, you never stop building 10:20 10:45 25 minutes Tools, break out teams, deliverables presented by Facilitator Gabriela Pop Expectation Deliverables Costing Template Customization Opportunities/Threats on Lifecycle replacement model Software Licensing models Report Out

7 Cost Template Customization Brainstorming Category PROCESS Category Essentials/ Critical Items OUTPUTS Category Optional Uses: For selecting the theme or identifying the problem For generating solutions Microsoft Excel Worksheet 37 Lifecycle Replacement & S/W Licensing Options Opportuni ty Financia l Benefit (What) Business Impact Time (When) Organization al Risk Technica Investment Owner l Risk Requirement (Who) Microsoft Word Document 38 Report Out Form for each Breakout Team Microsoft Word Document Opportu nity (What) 1 Finan cial Benef it Busin ess Impac t Time Investme Techni Organizat nt (Wh cal ional Risk Require en) Risk ment Owne r (Who ) 2 Microsoft Excel Worksheet 3 4 Report-Out Feedback 39 Parking lot Issues TEAM A Issue 1 Issue 2 Issue 3 TEAM B Issue 1 Issue 2 Issue 3 Issue 1 Issue 2 Issue 3 TEAM C 40 7

8 Breakout Teams (Discussion about Team Scope) Team Center of Excellence Hybrid Model Agency Centric Model Co Facilitator Gary Johnson Pearl Bare Lorie Cruce 41 Room Layout ROOM LAYOUT InFocus laptop Breakout area TEAM B TEAM A S c r e e n Main Group TEAM C Beverages D O O R Breakout area Breakout area InFocus laptop InFocus laptop 42 10:45 11:00 15 minutes BREAK~ Participants sign up for teams All Participants Team Formation Please sign up at desk to join The Team of your Dreams 43 8

9 11:00 12:00 60 minutes Break out teams meet Break out teams, co MCFs, coordinators Team A Center of Excellence Model Tasks Develop Cost template for COE model Time allocated 11:00AM 12:00PM 60 mins Recommendations on: Lifecycle replacements Software Licensing Models Other opportunities 12:45PM 2:25PM 100 mins Tools 45 Team B Hybrid Model Tasks Develop Cost template for Hybrid model Time allocated 11:00AM 12:00PM 60 mins Recommendations on: Lifecycle replacements Software Licensing Models Other opportunities 12:45PM 2:25PM 100 mins Tools 46 Team C Agency Centric Model Tasks Develop Cost template for Agency Centric model Time allocated 11:00AM 12:00PM 60 mins Recommendations on: Lifecycle replacements Software Licensing Models Other opportunities 12:45PM 2:25PM 100 mins Tools 47 12:00 12:45 45 minutes LUNCH 12:45 13:45 60 minutes Break out session continues Break out teams, co MCFs, coordinators 9

10 13:45 13:55 10 minutes BREAK~ Presentation Prep Time 13:55 14:40 15 minutes per team Break out teams present All Participants Break out team representatives, coordinators Break out Team Presentations Order of presentations Team C Agency Centric Model Team B Hybrid Model Team A Center of Excellence Model 48 14:40 15:10 30 minutes Group consensus process 15:10 15:20 10 minutes + ~ Plus Delta Completed All Participants Gabriela Pop Plus Delta + Things that worked well Things that we d change 50 15:20 15:30 10 minutes Appreciation by DAS EISPD Executive Owner Sean McSpaden Thank you 51 Thank you for attending! 10