Scorecard Posted on Email Consolidation for California State Agencies

State Technology Update - December 28, 2010

The Office of the Chief Information Officer (OCIO) today posted a scorecard on the status of executive branch agencies migrating to the state’s shared email system.  As part of California’s agenda to consolidate its information technology (IT) program to improve state government operations and reduce costs, the scorecard provides department-level details to ensure transparency.  It is posted on the OCIO website at:  http://www.cio.ca.gov/pdf/consolidation/EMail_Decision_Scorecard_122110.pdf.

Required by AB 2408, executive branch agencies and departments must be in migration to the state shared email solution by June 2011.  Two choices are available -— the CA.Mail solution hosted at the Office of Technology Services; and the California Email Services (CES) contract hosted by Microsoft.

Initial planning for email migration is underway for those departments that have chosen to migrate to CES.  This represents nearly 20,000 mailboxes and 15 state executive branch departments.  The first significant milestone in migration, selection of the email solution (as represented by yellow on the scorecard) provides the foundation to establish the high level migration schedule for each executive branch department. 

Scorecards on the status of email consolidation and other IT consolidation-related initiatives will be posted quarterly on an ongoing basis at http://www.cio.ca.gov/Business/Consolidation/scorecards.asp.

AB 2408 defines targets and timelines for IT consolidation across the executive branch, including email services.  Specific requirements include:

  • Reduce the total amount of energy utilized by IT and telecommunications equipment by 20 percent by July 1, 2011 and by 30 percent by July 1, 2012,
  • Reduce data center square footage by 50 percent by July 2011,
  • Host all mission critical public facing applications and server refreshes in a Tier III data center and close all existing data centers and server rooms that house non-network equipment by June 2013,
  • Begin migrating from their existing network services to the California Government Network no later than July 2011,
  • Begin migrating to the state's shared e-mail solution no later than June 2011,
  • Develop and maintain enterprise architecture plans in compliance with the statewide enterprise architecture policies and standards as established by the OCIO; and,
  • Participate in activities coordinated by the Office of Information Security for response to security incidents and cyber security threats.

When the OCIO was established in January 2008, it was the intent of the Legislature and Governor to create an agency that, among other things, establishes policies and standards to ensure that state information technology systems run effectively. Through changes to the State Administrative Manual and the Statewide Information Management Manual, the OCIO creates statewide policy for the Executive Branch to ensure coordination as the agency works to oversee IT activities with a common direction and vision.

Please Note: Beginning January 1, 2011, the OCIO will be renamed the California Technology Agency in accordance with Chapter 404, Statutes of 2010 (AB 2408).

Contact:  Bill Maile (916) 549-2845

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