State of North Dakota IT Functional Consolidation Project Status Report – July 8, 2003
www.nd.gov/itd/consolidation
For period: Submitted by: June 30 – July 7, 2003 Jennifer Kunz
Date Prepared: July 8, 2003 The purpose of the IT Functional Consolidation Project is to consolidate certain technology Project services and to realize cost savings, according to legislation passed in the 2003 Legislative Purpose: Session. Report Purpose: To Communicate: An overall status of the project A summary of accomplishments and upcoming activities A summary of the current issues (items needing decisions/resolutions)
Overall Project Status
The Systems and Services Team has completed technical meetings with the first 15 agencies, and team members are in the process of summarizing the information for the Financial and Human Resource leads. A Recommendations Report (decisions) and Implementation Project Plan (how to implement them) will be delivered to the agencies by July 18 for comment. Most of the remaining 29 agencies impacted by the consolidation have signed up for one of three meetings to be held July 14 – 16, the purpose of which will be to explain the consolidation processes and to discuss questions and concerns.
Key Accomplishments:
Project Mgmt. / Administrative A Project Status Report was completed on June 27 and posted to the web site. The Project Steering Committee met on July 1, 2003. One issue discussed was agency concerns about involvement in developing the Recommendations Report. The committee agreed that because of our extremely short timeframe, only the subproject leads and key team members will develop the overall report. However, when the report is released by July 18, 2003, it will be in draft format (as originally planned) and agencies will be encouraged to comment on the information. Of the 29 agencies that must still be analyzed for consolidation impact, 23 are scheduled to attend one of three meetings on July 14-16, 2003. The Recommendations Report and Implementation Project Plan have been drafted, and will be reviewed by the Steering Committee on July 15, 2003, and submitted for agency comment by July 18, 2003. Systems and Services Subproject The Systems and Services technical interview team is summarizing the information it collected from the first 15 technical interviews. Members of the Financial team will then analyze the information and develop cost/savings data that will be combined with the technical summaries to be used for consolidation recommendations. Members of the HR team and ITD management will also use the technical summaries for further analysis of the FTE positions to be transferred/exempted. The Systems and Services support team is developing a proposed process for managing the additional services ITD will be assuming from the agencies. Financial Subproject No change - the Financial Team will be reconvening as the Systems and Services Team concludes their interviews and recommendations are made. Lori Laschkewitsch, the financial team lead, will be working with agencies and the information gathered to develop cost estimates for services today. This
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information will be used to develop the cost/savings information for the IT Functional Consolidation Recommendation Report, to be completed July 18, 2003.
Human Resources Subproject No change - the Human Resources Team will also be reconvening as the Systems and Services Team concludes their interviews and recommendations are made. Communications Subproject A communications plan is under development and will be part of the Implementation Project Plan (to be developed by July 18).
Upcoming Activities:
The information in the table below is taken from the Implementation Project Plan (development in progress), which includes details on deliverables and tasks.
Activities for initial 15 agencies Systems and Services team prepares summaries of technical information gathered from the initial 15 agencies, to be used in making consolidation recommendations. Financial lead and HR lead analyze technical information and prepare cost/savings and human resource impact information, to be used in making consolidation recommendations. The preliminary Recommendations Report (decisions) and Project Implementation Plan (how to implement) is compiled for the initial 15 agencies and reviewed by the Project Steering Committee Agencies receive the report and plan, and prepare comments/impact statements The Project Steering Committee analyzes comments and either revises the recommendations or makes note of why comments were not accepted. Agency reduction-in-force analyses The preliminary Recommendations Report (decisions) and Project Implementation Plan are submitted to the Executive Committee and the Governor for approval. ITD Hiring Process Transfer (and any exemption) of FTE’s is complete. Activities for remaining agencies impacted by the consolidation Awareness/planning meetings for agencies are held. Technical and Financial teams follow up with the agencies, via phone conversations and meetings (if necessary). Recommendations for consolidating the services of the agencies are incorporated into the Recommendations Report and the Implementation Project Plan Activities pertaining to all agencies Further detail and supporting documentation are added to the Recommendations Report and Implementation Project Plan. A thorough cost/benefit analysis is completed. Migration Plan and Support Plan development Consolidation of services is complete
July 1 –9, 2003 July 3 – 11, 2003 July 7 – 17, 2003
July 18 – 25, 2003 July 25 - 31, 2003 July 25 – Aug. 22, 2003 Aug. 1 – 5, 2003 Aug. 5 – Oct. 15, 2003 Nov. 1, 2003
July 14, 15, 16, 2003 July 18 – Aug. 5, 2003 Aug. 5 - 15, 2003
Aug. 15 - Sept. 1, 2003
July 1 - Sept. 1, 2003 June 30, 2004
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