ITLA XVIII

ITLA XVIII | Road Map | Organizational Change | Toolkit
Research | Infrastructure Consolidation | FAQ | Appendix

About ITLA XVIII

Background

The Information Technology Leadership Academy (ITLA), formerly Information Technology Managers Academy (ITMA), is a California State executive-sponsored year long program designed to enhance the State Information Technology (IT) workforce with well-trained and qualified IT professionals. Each year the class selects a project to work on that will benefit the State IT community. This year ITLA XVIII participants chose to focus on IT Consolidation efforts mandated under Executive Order S-03-10, and later codified into law by the subsequent passage of Assembly Bill (AB) 2408, as it will touch most state entities.

The goal of each ITLA is to develop today's state IT managers to be future state IT leaders. The curriculum and experiences are designed to allow class participants to gain the skills necessary to effectively manage information technology operations and IT service delivery in this rapidly changing environment.

The ITLA project objective is to develop a statewide operational guideline for departments to use in transitioning staff responsibilities affected by the consolidation. The guideline will include a transitional approach to IT organization structures, address training staff in new functional areas (if required), and provide organizational change management suggestions to better manage staff transitions.

 

Project Assignment, Mission and Objectives

The accompanying work product from ITLA XVIII will help state agencies and departments in dealing with organizational change, particularly related to the Infrastructure Consolidation Program (ICP).

The ITLA team defined its mission, to “develop an operational approach, with recommended methods, processes, and guidelines, for departments to use in transitioning staff responsibilities to a federated IT model in support of a statewide enterprise architecture and a consolidated infrastructure.”

Some objectives that were identified include:

  • Identify problems and issues associated with organizational change and document and develop common and useful considerations
  • Understand gaps and opportunities in organizational change, and identify any lessons learned by entities that have already completed some form of IT consolidation
  • Demonstrate the project’s value to the State of California by providing a step-by-step “roadmap” covering what staff-related issues IT leaders should be thinking about, and questions they should be considering, when preparing for and executing an ICP-related effort
 
 

Project Approach and Methodology

The ITLA team divided the project into four distinct phases:

  1. Plan and Organize - Choosing a project; establishing roles and responsibilities
  2. Analyze and Research - Implementing a survey; carrying out interviews; performing other research
  3. Develop the Roadmap - Consolidating the research; creating a roadmap, whitepaper, and an associated toolkit
  4. Publish and Market - Creating an interactive website; making the product available to all interested parties

In Phase 1, teams were formed to begin designing the research questions and subsequent analysis from four different IT service perspectives: Governance, Infrastructure, Applications, and Administration.

Surveys

In Phase 2, the project team worked to develop and conduct an on-line survey. With the assistance of Christy Quinlan, Acting California Technology Agency (Technology Agency) Secretary, the request to complete the survey was sent to all California Agency Information Officers and Departmental Chief Information Officers. Fourteen different individuals replied, offering some high level feedback, along with contact information for over twenty-five different specialized IT managers and subject matter experts (SMEs) within their respective organizations.

The survey questions that were asked

Interviews

Using the contact information provided by survey participants, the ITLA teams made contact with the identified managers and SMEs in small- (up to 500 permanent staff), medium- (500 to 3000 permanent staff), and large-sized (over 3000 permanent staff) organizations, spending about two months conducting the interviews and recording the responses. In addition, many ITLA candidates, who represented 14 different State departments, also answered the questions on behalf of their respective organizations.

The interview questions and answers provided - Please note that, at the request of some organizations, some interview responses were not included or were marked as anonymous.

Additional Research

The team arranged for additional presentations, formal, and informal discussions with key ICP participants, as well as staff and managers involved in their organizations’ consolidation efforts. Research was also performed into other states’ consolidation efforts. It was discovered that, while many other states and local governmental organizations have undertaken, or have begun to undertake, similar IT consolidation efforts, none really matched the size or complexity of California’s ICP initiatives. Subsequently, the size of the entity and complexity of circumstance were taken into consideration when comparing those other experiences.

 

Project Outcome

After reviewing the information developed from the Phase 2 research, the ITLA team realized that the varying sizes and complexities of the diverse organizations would pose a particular challenge. The ITLA team would need to build a roadmap, develop a blueprint, make recommendations, and provide considerations that would work no matter the size of department or stage of consolidation effort they were experiencing. It was determined that organizations will benefit, in small or large part, from one single product that could assist them in:

  • Getting them started on consolidation staff planning and organizational change management
  • Providing an overall picture of what may be expected and what things to consider at each stage
  • Providing tools and resources that would be beneficial to their organization and help in their particular situation

The ITLA XVIII class project summarizes research findings, and provides valuable information and a roadmap to address staff-related impacts when undergoing organizational change resulting from the Infrastructure Consolidation Program. A corresponding website and set of downloadable templates and tools is available to assist in streamlining any change management processes or operational needs.

 

Academy Membership

Executive Sponsor:

Christy Quinlan, Acting Secretary, Technology Agency

 

Class Sponsors:

Chris Cruz, DHCS
Nancy Johnson, OTech
Col. Keith Tresh, CA National Guard

 

Class Managers:

Reggie Chappelle, CHP
Carol Meraji, FTB
Andrea Wallin-Rohmann, CDCR

 
Class Candidates

G. Jay Arendt, CA National Guard
Rudy Artau, WRCB
Susanna Chung, FTB
Gilbert Cortez, DGS
Carrie Daves, CDCR
Alain Dehaze, OTech
Michele Elliott, CDCR
Ronald Fitzgerald, DHCS
Michael Fogarty, OTech
David Golden, Military Department
Stephanie Haugen, Finance
Monica Hopelian, Otech

Aaron Jones, DMH
Joe Kelly, CDFA
Adi Lingam, DMH
Scott J. McArdle, CDFA
Jason Painter, CDPH
Deborah Ray-Sims, CDFA
Ken Shepard, OSI
Carlos Talamantes, CDCR
Christian Turner, EDD
Betsy Vallejo, CDPH
Denise Yip, EDD
Jan Yoshioka, EDD