Benchmarking of Data Mike Lewis

21st Century Maricopa Meeting Agenda & Minutes Meeting Name 21CM E20R6 – Contract Review Meeting Rules • Start on time, end on time Meeting Date June 8, 2010 • Stay on track Meeting Time 1:00 – 2:30pm • Monitor your own participation th • Limit side conversations Da Vinci Room, Rio Bldg, 6 Floor • Respect each other’s ideas and work Live Meeting: Click Here • One speaker at a time – don’t Meeting Location interrupt Audio Conf #: 480-517-8900 / 800-729-1197 x8 • Be an active listener Conf ID#: 1379 • Honor confidentiality • Disagree and clarify when appropriate [email protected]; • Be willing to invest the time for inquiry [email protected]; • Consider the entire system [email protected] • Build shared meaning [email protected] • Keep an open mind [email protected] • Required Have deliberate patience [email protected] Attendees [email protected] [email protected] [email protected] [email protected] [email protected] Optional Steve Creswell Attendees Work Team Name Contract Review Project Website Click Here Email This Document To [email protected]

Meeting Agenda & Objectives  Action Items  Continue gathering data  Next Steps  Next Meeting  Summary

Meeting Notes  Benchmarking of data – Mike Lewis o Would take an additional 60 hours or so to come up with a final report on this information . Will not fit timeline. . Maybe move forward without it. o Talked to Kim Granio (?) . Related to charge centers of rollup groups & definition of technology related to charge centers . RC0220, RC0440 . Should have a complete list of technology related items . Good place to start to define technology o Recommendation . Recommend that we do taxes differently for requisitions . 962-00 (hard to separate taxes from services)

Please consider the environment before printing! Page | 1 . Need a separate category code – shouldn’t be combined with services . Hard to separate out programmatically . Came up with some recommendations on this, but he hasn’t completed report . Didn’t have a complete list of category codes, so couldn’t complete testing & report . It is doable, but will take more work.  No one reports the same way (get information regarding licensing & maintenance), but KC has a reasonable list  Talked to CFS folks & tried to scrub data o So much data for one year, that we may have to take a different direction  Tom will post the object code list on the site  Difficulty collecting information o Some information found that District office is doing pretty good job of managing district-wide contracts that we have & funding going towards contracting o $4M budget . Oracle, MS SQL, PeopleSoft, Blackboard o Cisco, Redhat, Red Rock (ex: Lab Track), Dell & HP servers, Adobe, Verisign, T1 . Managed by the colleges . Suggest to concentrate on low hanging fruit . Find a way to centralize this – centralized budget  District-wide unit number (district-wide services)  Pays for district-wide hardware & software  Unit number 701 o Concentrate on recommendation for select set of obvious vendors . Cisco, HP & Dell would take about 1 year to figure out (each vendor) . Maybe come up with common object codes to track the transactions, and then come back to analyze this (and have usable data). . Would need to work with general accounting . Data could be anywhere now o Use the known information now . Everyone uses their own Cisco Smart Net  Identify things like this that they are not doing anything for today . T1, PRI also  Not getting volume discount out of those either  Contracted by Business office  Not working together to get lower price o Maybe make an overall list of low hanging fruit that can be combined  Clarified Recommendation: o Identify areas related to support & maintenance agreements & vendor contracts for IT infrastructure, applications & services to identify specific opportunities to re-evaluate internal processes and to negotiate (with same or alternative providers) better terms, lower costs or both.  As step one in the plan, include additional recommendations of consistent charge center coding & consolidated budgeting, etc. as suggestions to help gather valuable information when ready to implement.  Methods to compare us to sister institutions related to ERP systems, etc. o Keith can possibly verify this o Look outside as well  Review the application support matrix to look at ½ dozen vendors to re-negotiate  List of items include Oracle PeopleSoft o All renewals come at different times o Maybe have them come up at one time & negotiate at one contract  Have enough information to get started? o Yes

Please consider the environment before printing! Page | 2 o Low-hanging fruit first  Timelines? o Wait until next week Next Steps  Review feedback from sponsor related to clarified recommendation  Discuss costs of low hanging fruit items  Begin draft of implementation plan and timeline Next Meetings  June 15, 2010, 1:00 – 2:30pm, Franklin Room  June 22, 2010, 9:00am – 10:30am, Franklin Room  June 28, 2010, 9:00am – 10:30am, Da Vinci Room Official Summary for Public Website  The team was using benchmarking data from CFS to rate/prioritize review of the existing contracts. Based on the lack of data cleanliness, this task is a lot larger than originally anticipated. It would take an additional 60 hours or so to come up with a final report on this information. This does not fit in the timeline provided to the work team. They will move forward without all of the details. As part of their plan, they will recommend that the charge center coding be more consistent. This will eventually allow usable and accurate data analysis to take place. They will recommend initial review of contracts for Cisco, Redhat, Red Rock (ex: Lab Track), Dell & HP servers, Adobe, Verisign, and T1. This ‘low hanging fruit’ should provide some immediate savings, once the contracts are reviewed and updated.  Additionally, the team developed a clarified recommendation. This will be presented to the sponsors for approval. Action Items Who Assignment Comments Due Date Steve Creswell & Jon Check overlap of team charge with There is no overlap related to June 8 - Purchasing technology. Completed KC Ask IT leaders to provide info on what GCC, MCC, PV, DO, EMCC have June 8 – In they paid on licensing & maintenance replied already. 7 out of 11 sites progress annually reported. Very similar results KC Cleanup the application matrix with Complete May 27 application purpose & post on the site completed Jon Follow up with application matrix data In-progress (meeting June 2) June 8 – with CFS gurus Completed Entire team Review files posted to site & make Also, note any items missing from the June 15 notes for opportunities for savings lists. Mike Lewis Create a draft of criteria that could be Emailed. Will post to site June 2 used for rating/prioritizing review of completed contracts KC Email the list of object codes used in Posted to the site (We added a few June 2 the CFS data more in-meeting) completed Tom Talk to Andrea Williams to get a new Distributed to group June 8 – capital object code list Completed Mike Find an accounting roll-up definition June 8 – of IT from A&M Completed Keith Research cost of low hanging fruit June 15 Jon Talk to Steve re: clarified June 8 recommendation & planning completion date

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Please consider the environment before printing! Page | 4 Executive Summary  Clarified Recommendation  Clarified Sub Recommendation  Consolidated Recommendations  Three Pillars Area  Strategic Directions  How does the recommendation align with the 21st Century Guiding Principles?  Review and Analysis Methodology Used  Review and Analysis Methodology Detail  Work Team Findings/Decisions – Issues, Risks and Mitigation  Action items for Implementation of Strategy  Measurable Outcomes and Measures of Accountability and Success  Estimated Cost to Implement  Estimated Savings  Cost Impact/Budget Needs Description  Additional Considerations/Comments 

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