Executive Order 2012-880 “Regarding the Centralization of Information Technology Infrastructure Resources across the Commonwealth” directs the executive branch to adopt a centralized Information Technology (IT) infrastructure services model.
- Positions the Commonwealth to achieve greater cost savings than are possible by agencies acting alone
- Reduces security and business risks
- Establishes a platform for enterprise information sharing & integration
- Positions the Commonwealth to leverage emerging technology
Commonwealth of Kentucky Information Technology Assessment
- Provides a single point of accountability for shared services performance
- Strengthens the position of the Chief Information Office (CIO)
- Places operational control of IT infrastructure services with the Commonwealth Office of Technology (COT)
- Allows agencies to focus IT efforts exclusively on public services and business operations
- Computing Equipment, Server, Storage, Network, Desktop Support, Telephony, and IT Facilities
- IT Security
- Disaster Recovery and Business Continuity
- Database Administration
- All Related Planning, Administration, Asset Management, Software Licensing & Procurement for IT Infrastructure
- Enterprise-Level Shared Systems
Agency Infrastructure Changes
COT has completed more than 90% of the infrastructure consolidation. For a complete timeline of agencies and their schedule, visit the I.3 schedule page.
COT has worked with agency IT and business staff to upgrade a considerable quantity of infrastructure from outdated and/or unsupported platforms to current technology. Where possible, COT has moved physical servers at agency locations to our virtual server cluster at the Commonwealth’s Tier 3 Data Center (CDC). To date, more than 1,800 physical servers have been relocated to the CDC with 200 converted to virtual machines, providing savings to the agencies and also limiting the Commonwealth’s carbon footprint. For those physical machines that were moved, COT has applied security upgrades and operating system patches where those had fallen behind current releases, limiting possible security threats to the agencies and the Commonwealth as a whole.
Many of the technology staff who joined COT through the infrastructure consolidation where not aware of the Information Technology Infrastructure Library or ITIL. ITIL is a set of practices that focuses on aligning IT services with the needs of the business. As a commitment to our customers, and our staff, all COT employees and contractors, are currently undergoing ITIL v3 overview training. This training will allow all COT staff to speak a similar ‘IT language’ while also providing an understanding that IT does not exist for IT’s own sake. IT supports the business of the Commonwealth, and as such needs to be aligned with the business and focused on increasing the level of service and improving customer and user satisfaction.
This initiative includes all cabinets and some agencies and requires cooperation, collaboration and communication among all impacted agencies and employees. Key communications, when possible, will be posted.
COT maintains contact with agencies on important IT-related matters via Agency Contact Memos and Security Alerts, both which can be found on the upper right side of the COT homepage. Additionally, COT has recently completed an update to enterprise policy CIO-085, Authorized Agency Contacts, which defines specific groups of contacts for each agency to provide to the Commonwealth Service Desk to ensure ongoing communication is as effective and timely as possible. COT has also posted a series of Frequently Asked Questions (FAQs) to make it easier for agency contacts to understand what is needed in order to request specific services from COT.
COT has recently completed a major overhaul of its metrics program to align it with the 2014-2018 enterprise IT strategic plan which includes the I.3 project. These metrics support COT’s core values and provide our customer agencies with a variety of information by which to review our overall performance. The specific metrics may change over time as goals are achieved and priorities shift but COT is committed to providing ongoing operational transparency through metrics.
As another means of communications with agencies, the Technology Advisory Council (TAC) began meeting in January, 2013 and is comprised of business, financial, and IT leadership representing executive branch cabinets. The TAC assists the CIO in appropriately aligning business requirements and technology investments while serving to improve coordination, accountability, and oversight of information technology across the executive branch of state government. It is a forum for agency input for the enterprise IT strategic plan, service level agreements, metrics for centralized services, and the review of Capital IT projects.
- COT Business Relationship Managers
- Information Technology Assessment
- I.3 Schedule
Agency IT Infrastructure assessments began November 2012. During the last few weeks, COT organized and standardized the self-reported agency assessment information which agency representatives provided through the 2012 Asset Discovery Template and the IT Assessment Questionnaire. Currently agencies are completing, Assessment Discovery Templates (Round 2) with a due date of May 17, 2013.
Agency Assessment Key Goals
- Determine baseline spending
- Determine infrastructure assets, related business processes, financials, & security
- Identify policies, procedures and methodologies for each agency
- Compile and use the assessment information to align services
Organizational Change Management
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