On July 1, will I become a DoIT employee, or will I remain an employee of my agency until I'm relocated?
On July 1, 2016 identified IT employees will become employees of DoIT. For the time being, you will remain at your current work location and continue to receive human resource support from your Client agency. You will have a DoIT Employee badge and retain your agency's badge to facilitate physical access to your work location. Physical relocations may occur as services are consolidated into the DoIT organization and new services are launched. Relocations will happen in waves and over the next year. Some employees may not be relocated at all. You will receive more information about the schedule for standing up the various DoIT service organizations and your targeted role in the coming months.
Will any employees be laid-off because of this consolidation? I heard that all jobs will be eliminated within a year. Is this true?
The answer is ‘no’. It is anticipated that there will be enough positions in the new organizational structure of DoIT for all current employees members.
When will a new organizational chart be available?
A new organizational structure will be rolled out after July 1, 2016. For the short term, most employees will maintain their existing reporting relationships and structures. There will be some organizational changes necessary to accommodate situations where maintaining current supervisor/direct report relationships may not be possible as employees are transitioning into DoIT.
Will I lose my parking space?
As a DoIT employee, your access to agency parking at your work location will be governed by the agency's policy and past practice.
DoIT is requesting that Client agencies adjust their parking policies as needed to minimize the impact on parking for the IT employees who will transition to DoIT after July 1.
Will we be retaining the same office space within the agency?
For the most part, personnel will remain located in their Client agency. If/when IT employees become part of consolidated or new services at DoIT, some agencies may need to address secure access requirements by relocating office space. You will be notified by your CIO if this is the case at your location. This will be determined over the next few months.
Will I have to move out of my office into a cubicle?
As long as you are located at your Client agency location, space allocation will be determined by the agency's space coordinator.
As with the parking spaces, DoIT is requesting that Client agencies adjust their policies as needed to minimize impact on workspace for the IT employees who are transferring to DoIT after July 1
Will I move to a different building?
You will remain at your current location until further notice. Physical relocations may occur as services are consolidated or new services rolled out within DoIT. If IT employees become part of consolidated or new services at DoIT, some Client agencies may need to address secure access requirements by relocating office space. You will be notified by your CIO if this is the case at your location.
As with all other changes, advanced notice will be provided. Proper and timely labor notifications will be made for any change in working condition, including changes in work location, in order to comply with the requirements of labor agreements and labor laws.
Is there a proposed organizational chart for my agency's IT department?
DoIT will be creating an updated organization chart. In the near term, the organizational chart for each Client agency will largely remain the same. The key differences will be the reporting relationship between the CIO or Lead IT worker to the Cluster CIO, which is a newly created position.
As an IT employee who will officially be part of DoIT on July 1st, which employee handbook do I follow?
All IT employees who will be part of DoIT on July 1st will continue to be subject to their respective Client agency employee handbooks until further notice. The IT Transformation program team will continue to develop a single DoIT employee handbook.
My position is represented by a collective bargaining unit. Will that impact the IT Transformation?
The Transformation project will be implemented consistent with all obligations imposed by collective bargaining agreements and the provisions of the Public Labor Relations Act. The State’s Labor Relations team will provide information about the Transformation to the unions representing affected employees, and when this consolidation impacts the conditions for employees, the State’s Labor Relations Team will engage in good faith negotiations with the employees’ exclusive representatives to ensure a seamless and positive transition.
As an IT employee who will officially be part of DoIT on July 1st, can I plan a summer vacation? Who approves my time July/August time off requests?
Until further notice, please follow the current process for requesting time off (for either vacation or illness) from your Client agency.
As an IT employee who will officially be part of DoIT on July 1st, I would like to attend a conference in July/August/September. Who should review my request?
Travel requests should be submitted through your current Client agency process and once approved, to the DoIT Chief of Staff.
As an IT employee who will officially be part of DoIT on July 1st, will my pay date or pay schedule change?
In the immediate term, the pay dates and pay schedules for all DoIT employees will remain the same as your current Client agency. In the future, payroll dates and schedules may need to change. As with most other major changes, advance notice will be provided.
Will my manager remain the same?
For the majority of employees, current management structures will continue in the immediate term. Your manager will still approve timesheets and requests for time off, as well as conduct performance reviews and take any necessary disciplinary actions.
Notice will be provided in advance of any changes to your direct manager.
Will I be able to keep my flexible schedule?
In the immediate term, you will maintain your current work schedule.
We learned that many job titles will be changing. What is the timeline for the re-titling process and for changing job classifications and descriptions as we transition to the new agency?
DoIT intends to make recommendations on a new titling structure after July 1. We are still reviewing current class specifications and job titles to ensure that they are sufficient for a modern IT workforce. New class specifications and titles will be pursued as needed. We are committed to executing changes in a manner that complies with the Personnel Code and Rules as well as respective collective bargaining agreements.
Who is providing input on our skill sets for new classifications and/or positions?
State employees who are currently serving in an IT function have been asked to complete the "What We Know about IT" survey. The results will provide information regarding their skills and abilities in order to determine our collective areas of strength and areas where we have gaps. From this information we will be able to determine areas of training need and whether or not new classifications and/or position titles are required.
Will we be required to fill out the CMS 100 form and get new grades for IT positions?
You will not be required to get a new grade for your current position.
Will I retain my Client agency badge and have the ability to access the facilities of my Client agency?
Most a affected employees will receive a new DoIT badge on or before July 1st. These new DoIT badges will grant the same physical security access that you currently have at your Client agency. You will receive notification regarding how to collect this badge once it is available.
Will the number of IT position increase? Will IT teams on Client agencies be able to pull in additional staffing for specific projects?
It is anticipated that as resources are pooled and infrastructure and systems are consolidated and modernized, we will have increased flexibility to provide additional resources for specific needs.
Currently most IT employees have little to no time to keep up with newer technology and be trained accordingly, how will DoIT address making sure employees are trained and can continue to be trained so that they can be successful and thus make the new agency successful.
Training is a part of the plan to help you be successful during and after the IT Transformation program.
Will there be remote supervision? Will all employees of the same unit be located together?
DoIT will co-locate employees by function and space availability when it is appropriate and beneficial to do so. However, co-location will not always be appropriate or possible. It is possible that some supervisors will not be co-located with all of the people they supervise.
What is happening to the existing office of the Chief Information Officer (CIO)?
The Office of the CIO was created as the "Information Technology Office" by Executive Order 1999-05. Under the Executive Order, that office would be reconstituted as the Department of Innovation and Technology (DoIT). The Central Management Services (CMS) Bureau of Communications and Computer Services (BCCS) will also be consolidated into DoIT.
The position of CIO would become the Secretary of DoIT. The Governor appoints the Secretary, subject to the advice and consent of the Senate.
Do I continue to work on my home agency Director's IT priorities?
In the short term, Client agency IT personnel will work on agency priorities. As new services are rolled out in DoIT, those employees delegated to agencies may move to new services where it is appropriate and as it fits the needs of the employee. As part of IT Transformation the State is also implementing a new governance model that will help build shared IT priorities and enable better collaboration across agencies and between agencies and DoIT, this model will allow agency priorities to be supported while also helping to identify when resources can be shared. This model will also help the State prioritize and allocate resources most effectively, whether it is a statewide project or agency initiative.
I have some latitude to make decisions about how a project will be designed. Will I keep that, or will I have to get multiple layers of approval or be forced to use a design that I don't feel is the most appropriate?
DoIT employees will be experts with the systems they currently support and we want to make sure we utilize your experience and knowledge to continue to support Client agencies through application design. As part of IT Transformation DoIT will be creating IT standards and establishing IT governance to help improve the State's IT architecture and integration of our technology. Established standards and governance oversight will help you in your design responsibilities and continue to meet the needs of Client agencies. Our goal is to put in the appropriate amount of oversight without being disruptive to innovation.
I like the users I currently support. Will I keep supporting them? Will I be supporting users outside of my home agency?
For the present time, yes, you will support the same users. As new services are rolled out in DoIT, those IT employees delegated to Client agencies may move to new services where it is appropriate and as it fits the needs of the employee. This may means at a later date, you may also be asked to support other users depending on your role and expertise.
Will our outstanding tickets in our Helpdesk be transitioned into Remedy or phased out?
Detailed plans have not been solidified for the Remedy conversion. Most likely tickets in the existing systems will be worked and closed and new tickets will start at the time of the Remedy go-live. If this is the case, there will be a short period of time where tickets will be worked in both the older system and the new Remedy system. The details of the tickets and how they will be handled will be developed over the next several months.
What if there are not enough people to cover the workload in a section after the transition to the new structure is achieved?
The staffing levels are being evaluated and will be fluid for the next 18 months. DoIT management will continually assess staffing levels within each section. We fully expect that the actual number of employees within each section may change over the course of time. Management is prepared to shift IT employees and resources as necessary to ensure all areas are adequately covered. DoIT will be a customer-focused agency, prioritizing customer agency needs with the help of customer agency leadership.
I currently support several different functions for an organization. Some of the functions I support fall into one unit (e.g., End User Computing) while other functions fall into a different unit (e.g., Data Center Operations). How will management determine which unit I "walk over" to?
Attempts will be made to align employee’s functional area with their goals, but ultimately the determination will be made based on the needs within DoIT and Client agencies. Initially, most employees will continue to work in their current functional areas.
Please keep the following in mind as you read through these questions and answers:
- Some aspects of IT Transformation may impact the working conditions of represented employees. However, the State's labor relations team is committed to fulfilling in good faith the requirements of applicable labor agreements as well as the obligations of labor law.