FAQs for Employees – March 10, 2014

10 Mar
March 10, 2014

IT Consolidation Broad Overview

IT Consolidation refers to the development of a comprehensive and coordinated vision, strategy, and approach to transform the State of Louisiana’s IT services and operations to improve services, increase efficiencies, and lower costs.

The scope of the IT Consolidation project includes all key elements required by agencies to successfully deliver their mission to constituents. In general, all State cabinet agencies under the Governor in the Executive Branch are included in the scope of this project. Agencies under other statewide elected officials and higher education are not mandated to participate, but they can receive services provided by the new consolidated IT organization.

IT Consolidation implementation will take place at the Statewide and agency levels, and will focus on priority initiatives identified during the planning process. These projects will be supported by key changes in IT Governance, IT Finance, and IT Workforce Management. The Consolidation will be an on-going iterative process as the State moves towards the ideal model for the new centralized Office of Technology Services (OTS).

Transfer of Employees on March 16, 2014

Who is “on the list” to be transferred?

On March 16, 2014, over 800 IT staff will be transferred from their respective agencies and departments to the Division of Administration (DOA); this is the initial step towards the creation of the Office of Technology Services (OTS). This transfer specifically encompasses employees with IT job titles in the Departments/Agencies within the scope of consolidation. Each organization included in the consolidation will receive a detailed list of the specific employees that are included in the March 2014 transfer. The Departments/Agencies within the scope of the consolidation are:

  • DEPT of CHILDREN & FAMILY SERVICES
  • DEPT of CORRECTIONS
  • DEPT of ECONOMIC DEVELOPMENT
  • DEPT of EDUCATION
  • DEPT of ENVIRONMENTAL QUALITY
  • DEPT of HEALTH AND HOSPITALS
  • DEPT of NATURAL RESOURCES
  • DEPT of PUBLIC SAFETY
  • DEPT of REVENUE
  • DEPT of TRANSPORTATION & DEVELOPMENT
  • DEPT of VETERANS AFFAIRS
  • DEPT of WILDLIFE & FISHERIES
  • EXECUTIVE DEPARTMENT
    • Division of Administration
    • Office of the State Inspector General
    • GOHSEP
    • Office of Elderly Affairs
    • Office of Financial Institutions
    • Office of Coastal Restoration & Protection
  • WORKFORCE COMMISSION
  • YOUTH SERVICES, OFFICE of JUVENILE JUSTICE

When will OIT resolve the differences in agency/department policies about issues that affect IT employees, particularly work schedules, state-issued cell-phones, travel and training, P cards, and earned k-time?

Work Schedule and State-issued Cell Phones:

It is the intent of the Division of Administration to implement a comprehensive and flexible but fair policy that governs telecommuting, work schedule, and state-issued cell-phones or cell-phone stipend. Initially, policies that are in place in the agency/department where the employees are being transferred from will be maintained. In the 2014 fiscal year, the decision on many of these issues will be made after a review of the individual’s duties and responsibilities.

Travel and Training:

It is at the discretion of the in-scope agencies/departments to allow travel and training commitments that have been approved and funded. In the 2014 fiscal year, travel and training requests will be reviewed and prioritized under DOA policies; the goal will always be to ensure that IT professionals meet the requirements and proficiencies of their positions.

LaCarte Purchasing Card (P-Card):

It is at the discretion of the original agency/department whether current users of the P-card will be allowed to spend their agency’s/department’s funds before July 1, 2014. After July 1, 2014, the Division of Administration will issue P-cards to individuals who are required to have them.

Earned K-Time:

The Division of Administration has met with the Louisiana Department of State Civil Service, and it has been determined that K-time balances of non-exempt employees of in-scope agencies/departments will be paid prior to their transfer on March 16, 2014. Exempt employees of in-scope agencies/departments will retain the K-time balances they have previously earned upon their transfer on March 16, 2014.

Will IT employees continue to receive monetary Staff Incentives and Performance Awards that their agencies/departments have implemented?

This issue is under review in consultation with individual in-scope agencies/departments.

After March 16, 2014, who will approve leave and K-time?

The details of this process are currently under review.

We are concerned about security policies that govern access to buildings (badges) and system support (clearance). Can you provide some guidelines?

The Division of Administration is working with agencies/departments to retain all necessary access to facilities, systems, and applications to ensure an efficient and orderly transition.

Can you clarify the policy about the use of department vehicles?

This is an issue that affects the Department of Transportation and Development, and the Division of Administration is working with DOTD management to address it.

How will contracts currently in place be managed? How will licenses be managed?

Professional contracts will be renewed on a case by case basis. The goal is to adhere to a uniform and standardized procurement process. License renewals and maintenance will be managed to ensure efficiency and to address ownership and budget reconciliation.

When will the org chart be published?

OIT will publish the structure of the new IT organization based on an overview of its functions. It will initially be a representation of an organizational model, not a staffing structure consisting of employee names and positions.

The org chart will evolve over time, and details on staffing will follow; staffing decisions will be made based on processes, competencies, and service delivery requirements of the new IT organization.