ITLA XVIII

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

Frequently Asked Questions

Staff FAQ

  1. Q:
    What is the Infrastructure Consolidation Program (ICP)?
     A:
    For California, the ICP refers to the consolidation of six areas of information technology (IT). For more information refer to the questions below or go to the ICP page. For full details on the ICP refer to the website for the California Technology Agency (www.cio.ca.gov).
     
  2. Q:
    How is the ICP organized?
     A:
    The ICP is organized into six workgroups which include:

    1.Desktop Standardization and Green IT
    2.Server, Virtualization, Storage, and Backup
    3.IT Facilities
    4.Network
    5.E-mail, Directory, and Collaboration
    6.Security

    Staff from various California State Agencies participate in these cooperative workgroups. For more information go to the ICP page or for full details refer to the Technology Agency’s website.
     
  3. Q:
    What agencies and departments are currently involved in the ICP?
    A:
    Not all State Departments and Agencies under the Executive Branch of government (approximately 100+) are currently involved in the ICP, but they are subject to the laws governing ICP participation. Exempted organizations are invited to participate as well.
     
  4. Q:
    Who is leading the ICP effort?
     A:
    The ICP is being led through a collaborative effort between the Technology Agency and Executives from various agencies and departments. Each of the six ICP Workgroups have an Executive Sponsor and a Technology Agency lead. While the ICP is driven by the State’s need to deliver efficient government services; enforcement of ICP policies is handled by the Technology Agency and much of the technological work to support ICP efforts is led by OTech (one of three offices within the Technology Agency). Staff from all organizations are encouraged to represent their department’s interests by joining in the ICP Workgroups
     
  5. Q:
    Why do we have to participate in the ICP?
     A:
    Departments under the authority of the Executive Branch must participate in consolidation as a result of Executive Order (EO) S-03-10, signed by then-Governor Schwarzenegger. In September 2010, the California Legislature passed Assembly Bill (AB) 2408, which codified the consolidation mandates into California Government Code.
     
  6. Q:
    Where can I obtain additional information about IT consolidations in general, which might include other states and how they are handling consolidation?
     A:
     Additional information on consolidation (including other states) can be found in two places. First, the Research section summarizes state and federal research as well as interviews and surveys with staff, managers, and executives within California. The Appendix contains documentation from interviews, surveys, other states, the federal government, and links to other websites.
     
  7. Q:
    Is there a plan to reduce IT staff as a result of consolidation?
     A:
    Neither state staff nor technology jobs are planned to be reduced as a result of IT Consolidation. Consolidation can free up IT resources to focus more on a Department’s business needs instead of on its infrastructure support.
     
  8. Q:
    What is the timeline for beginning the organizational change management (i.e. training, mentoring, career paths analysis) portions of the plan?
     A:
    Organizational Change Management (OCM) starts when a project begins. However, the timeline for specific activities is determined by each organization depending on where they are in the consolidation process. Information on OCM can be found in three sections. The Roadmap provides a guideline as to when to engage OCM practices. The Research explains what is involved in OCM. The Toolkit provides aids, templates, and assistance with OCM activities.
     
  9. Q:

    Have the consolidation planning efforts taken the impending wave of IT staff retirements into account?
    A:
    Each department must assess for themselves the potential impact that staff retirements may have on ICP efforts. The Toolkit has some suggestions for how to handle mentoring and on-the-job training opportunities.
     
  10. Q:
    Will my work location change as a result of the consolidation?
     A:
    Interviews and surveys with agencies and departments have not identified any current needs to relocate staff as a result of consolidation. Depending on the nature and level of the consolidated service, State staff travel to another facility may be required at times. It is noted in the Research that other states have adjusted their respective IT organization structures based on consolidation efforts which resulted in the relocation of IT staff to centralized management locations.
     
  11. Q:
    Has my labor union been involved in ITLA XVIII’s project research on consolidation’s impact to staff?
     A:
    No. Unions have not been involved in any activities related to this project. The project is research-based, and is intended to provide agencies and departments with information to assist in consolidation efforts. It is recommended that organizations evaluate for themselves the need to engage in conversations with union representatives.
     
  12. Q:
    What is the process for identifying career paths and career options resulting from the consolidation?
     A:
    The process to identify career paths and options is determined by each agency and department and is dependent on the classifications and job duties used. There are two sections with information related to this topic. Research has information on what other states have done. The Toolkit offers tools that staff and departments can use to identify career options that better represent employees' current and future roles and responsibilities; much of that information is based on skills assessments and job history reviews.
     
  13. Q:
    What impacts will consolidation have on system administrators who currently run data centers at the agency level?
     A:
    System Administrators in agencies participating in a co-located, authorized Tier III data center will still play an active role in administration by accessing their servers with remote tools. If agencies choose to migrate to a Managed Services model at their selected Tier III Data Center, the need for agency-based system administrators will likely be reduced, while the need at the Data Center could increase.
     
  14. Q:
    If agency-specific applications will remain within an agency, will the staff that develop and support these applications remain as well?
     A:
    There are no current plans to consolidate application development and support staff into the Technology Agency as a result of the ICP.
     
  15. Q:
    What will happen with database administration staff at the agency level, especially if their responsibilities include things that will stay at the agency level?
     A:
    There are no current plans to consolidate database administration staff into the Technology Agency as a result of the ICP. Just as in application development and support, consolidation efforts are not expected to require a change in database development and administration duties. Similar to server administration duties, remote access to database systems will likely be utilized at a much higher level.
     
  16. Q:
    Will there be any emphasis placed upon professional development as a result of consolidation?
     A:
    Professional development programs are managed by each organization based on their needs. Each department is encouraged to take consolidation efforts into account when determining additional training needs and opportunities for their staff. Information on training can be found in two places. The Organizational Change section explains the impact training has on OCM. The Toolkit has training assessments and methods to access formal or on-the-job training with minimal additional expenditures.

Management FAQ

  1. Q:
    How do I get started on consolidation and what do I need to consider?
     A:
    This website can help you get started on consolidation and identify areas to be considered. One way to start is with an overview of the six ICP workgroups, scanning through the Research, then progressing to the Roadmap. The roadmap can be customized by using the other sections as they apply to your organization.

    For example:
    Ways to communicate changes to staff (Organizational change management)
    Training to prepare staff for new roles (Training)
    Where are the potential pitfalls? (Lessons Learned)
    What kind of questions could come up? (This FAQ: Colorado’s FAQ)
     
  2. Q:
    How do I prepare my staff for consolidation-related efforts?
     A:
    Involving staff at the earliest timeframe is a critical and complex part of the organizational transition that needs to take place. This process is referred to as Organizational Change Management (OCM). Two of the most critical components of OCM are planning and communication. The Organizational Change section addresses the topic of OCM and the Toolkit provides aids, templates, and more.
     
  3. Q:
    Where can I go to find out what other Department’s are doing and how they are progressing?
     A:
    To find out who is involved in consolidation and how they are doing, access the website for the Technology Agency (www.cio.ca.gov). ICP progress “Scorecards” are located on the Technology Agency’s website (cio.ca.gov/business/consolidation/scorecards.asp). The scorecards show which Departments are currently involved in the six ICP workgroups and their progress.
     
  4. Q:
    Will there be savings achieved through consolidation?
     A:
    The Technology Agency believes there will be cost savings achieved through consolidation. Research on consolidation efforts by other states support this belief. For example, the State of Tennessee has seen a 1% reduction in expenditures and a cost savings estimated at $25 million annually.
     
  5. Q:
    What kind of support is available for consolidation efforts?
    A:
    There are different kinds of support available to assist with your consolidation effort:
    The Technology Agency website (cio.ca.gov/business/consolidation)
    The Executive Sponsor or Technology Agency lead for the six ICP Workgroups
    The ITLA XVIII website (itla.ca.gov)
    States that have already completed similar consolidation efforts
     
  6. Q:
    How will the ICP affect my organization?
     A:
    The ICP will affect your organization if your Agency or Department is under the authority of the Executive Branch or has voluntarily elected to participate. The impact depends on the ICP and type of implementation. For example, if an organization is participating in Green IT and they currently rent office space, impacts and benefits may be unseen. On the other hand, if you are participating in E-mail consolidation, workload for technical staff will increase during the actual migration, users may experience service interruptions, and long term resource needs may diminish.