Texas Data Center Consolidation

Overview

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Promote common interests and share common functions across agencies

Enable business and technology innovations Support the core missions of government agencies

State of Texas Technology Vision

DIR Project: manage a shared data center

system for state agencies

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Guiding Principles Do no harm during or as a result of

consolidation All services remain at current service

levels or better. All data center and disaster recovery

changes will be transparent to end users.

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Data Center Services

30 + data centers across the state

Varying levels of security, disaster recovery, and service

Multiple contracts with different terms at State Data Center + indiv. agency data centers

2 + data centers across the state

Consistent, measured, and high levels of security, disaster recovery, and service

Single contract, with economical pricing and flexibility for tiers of service

FutureCurrent

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Scope

Mainframe CPU DASD Tape and print

Server Apps – UNIX, Wintel, Novell Utility Servers Storage

Cross Functional Security, support center, change

management, etc. to support in scope functions

Out of Scope

In scope

Application development & maintenance Network – DataNetwork – Voice

End-user computing (“desktop”)Help Desk

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What will change?

Pay for the services used, not assets

Simplify purchases for data center and disaster recovery services

More consistent, measured service levels with incentives and consequences

All agencies will have the same high standards for security and disaster recovery provided by a few today

Agencies will have some relief of the burden of managing tactical technology issues

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What will not change?

Agencies will receive the services and service levels they need to serve their stakeholders

Agencies will design, develop and maintain their internal applications

Agencies will maintain control over their mission critical IT functions

Agencies will participate in data center governance

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Our Process

Form Partnership with AgenciesForm Partnership with Agencies

Develop Interagency ContractsDevelop Interagency Contracts

Develop RFODevelop RFO

Award ContractAward Contract

Gather/Validate Agency Asset DataGather/Validate Agency Asset Data * Current Activity

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Key Success Factors

Agency involvement

IT Director’s participation

Financial strategy

Human resources plan

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Agency Involvement

IT Director Advisory Committee

Workgroups Technical: database administration, disaster recovery, network,

security, and technical services (server/mainframe) Finance Federal funding HR

Data collection

IACs

RFO Development/Requirements Development

RFO Evaluation Strong agency participation Time commitment

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Financial Strategy

Active finance workgroup and federal funding workgroup

Responsibilities Chargeback requirements

Statewide Cost Allocation Plan Advance Planning Document requirements Agencies’ Cost Allocation Plans and Indirect Rate Allocations

“Base Case” for RFO Describes/details the state’s current costs to provide services

Presented at statewide and individual agency level

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Human Resources

Outsourcing will result in an elimination of some data center jobs.

DIR will require the selected service provider to make comparable employment offers to state employees whose jobs will be assumed by the service provider.

The service providers will describe their employment packages in their RFO response.

Interagency HR workgroup will Develop HR requirements for RFO Evaluate provider responses and complete offer “comparability

test” Assist employees and provider with employee transition

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Additional Information

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Agencies Involved

Department of Criminal Justice

Department of Information Resources

Department of Licensing and Regulation

Department of Public Safety

General Land Office

Health and Human Services DADS DARS DFPS DSHS HHSC

Office of the Attorney General

Public Utility Commission

Railroad Commission

Secretary of State

Texas Alcoholic Beverage Commission

Texas Building and Procurement Commission

Texas Commission of Environmental Quality

Texas Department of Agriculture

Texas Department of Insurance

Texas Department of Transportation

Texas Education Agency

Texas Higher Education Coordinating Board

Texas Parks and Wildlife

Texas State Library and Archives Commission

Texas Workforce Commission

Texas Youth Commission

Water Development Board

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Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul AugData Collection Completed Dec 13

Complete 1st Draft RFO and Release 1st draft IAC Jan 25Final Draft RFO Completed Mar 03

RFO Released Mar 31Pre-Proposal Conf # 1

Pre-Prop Conf # 2Receive Proposals May 15

Conduct Clarification Sessions

Planning PhaseDevelopment

Phase

We are here

Complete Master Services Agreement Draft Jan 06

Data Gap Analysis Completed Sep 30

Procurement Plan Completed Oct 21

Project Team Kick-off09/05/05

Execution of IACs by Mar 10

Timeline

Release and Evaluation Phase

Down Select and

Negotiation Phase

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Our Team

State of Texas expertise DIR staff with extensive agency experience Financial contractors with extensive agency experience Agency Involvement

Advisory Committee of 30 IT DirectorsTechnical workgroups (assisted with scope development) with

nearly 100 membersFinance and Federal funds workgroups with over 50 membersHuman Resources workgroup of HR Directors and designees

Government and private sector expertise Technology Partners International, sourcing advisors Meetings with data center consolidation teams from Virginia,

Pennsylvania, Oregon, and California Project staff participated in international “sourcing conference” Federal funding contractor

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Total IT

Expense

In-scope Activities

Out of Scope Activities

Service Provider AssumedExpense

Retained &Pass Thru Expense

BaseCase

Provides projected internal costs

Provides the financial information needed for the Service Provider’s bid

Delineates DIR retained expense, pass-through expense, and Service Provider assumed expense

Base Case Development

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Governance

Contract for data center services will be between DIR and Service Provider

DIR will provide the following services: Contract Administration Transition Management Agency Liaison Management Service Delivery Management Solution Design Financial Management Risk Management

Agencies will participate in data center governance

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Billing Process

Service Provider

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TABCTBPCTCEQTDATDITxDOTTEA

DPSGLOHHSCOAGPUCRRCSOS

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References

Guiding Principles http://www.dir.state.tx.us/datacenter/principles.htm

Frequently Asked Questions

http://www.dir.state.tx.us/datacenter/faq.htm

Workgroup Meetings

http://www.dir.state.tx.us/datacenter/workgroup/index.htm

Timeline

http://www.dir.state.tx.us/datacenter/timeline.htm