Delaware CIO Collins hosted an Information Technology Centralization (ITC) Town Hall event on November 4th for our upcoming ITC partners, and discussed the upcoming Information Technology Centralization initiative.
Information about the IT Assessment process is in the Delaware Enterprise Information Technology Centralization Playbook.
Have an ITC question not answered below? Email the project mailbox, DTI_IT_Centralization@delaware.gov.
Who gave authority to centralize IT?
The Government Efficiency and Accountability Review (GEAR) Board’s focus area on IT Efficiency reviewed the incomplete IT centralization effort. GEAR recommended the legislature pass Senate Bill 153 which modernizes DTI’s enabling statue (Title 29 Ch 90C). It authorizes the establishment of a shared IT service model for Executive Branch state agencies. Governor Carney signed it into law on August 5th, 2019.
How does this legislation-backed IT Centralization effort differ from the Executive Orders of the past?
For a history of IT Centralization efforts, please refer to https://dti.delaware.gov/digital-innovation/itc/.
How is this ITC different from past state IT consolidation efforts?
Greater effort is being made to provide support to create a much smoother transition for staff impacted by IT Centralization. DTI is also looking at the enterprise model of IT support as opposed to an agency by agency model.
Is the TIC coming back?
Yes. Title 29 reconstitutes the Technology Investment Council (TIC). Started with good intent, it had devolved over time to little more than a “technology conversation” body. IT Centralization requires enterprise-level governance and decision-making authority to work. The new TIC involves leadership from more agency partners, intended to raise the level of dialog and decision-making to drive citizen services at the level citizens expect and deserve. This new TIC will:
Is Delaware a flagship state for IT Centralization?
No. According to NASCIO, most states have centralized IT infrastructure (and workforce) or are doing so now. In fact, Delaware has consulted with both Tennessee and Kansas to gain insight into their methodology and lessons learned, and Oklahoma has also shared information on their journey.
Who is responsible for planning and execution of IT centralization activities?
Multiple parties have been involved in the planning process. They include GEAR leadership, DTI leadership, outside experts in IT consolidation, as well as resources from the Department of Human Resources (DHR), and Office of Management and Budget (OMB). A key part of IT Centralization will be the IT Governance body (a re-tooled Technology Investment Council), the expanded leadership of which will include cabinet-level representation from across the enterprise and the internal DTI resource team who will be assessing agency IT functions and making recommendations for success.
Will communication increase on the IT Centralization moving forward?
An IT Centralization Project Team guides the DTI’s transformation under IT Centralization. It includes a DTI Organizational Change Management (OCM) component. The ITC and OCM teams will continue to do the following:
If you need help with communication specifics for your agency, email the DTI OCM team (DTI_IT_Centralization@delaware.gov) for assistance.
Will I have an opportunity to participate and provide feedback on the IT Centralization?
Yes. Refer any questions you are unable to answer or any concerns to the project mailbox DTI_IT_Centralization@delaware.gov. Agency Change Liaisons and IRMs also attend the monthly Skype ITC update meetings. Contact your agency IRM and/or Change Liaison for more information or questions regarding updates.
What services will be offered by DTI post-centralization?
We are working with Excipio to draft a new shared services catalog and chargeback model. More information will be available later in 2020.
Explain what is meant by Shared Service and Chargeback Model.
Shared Services Definition:
“Shared services” is an operational philosophy that involves centralizing those administrative functions of a company that were once performed in separate divisions or locations. Services that can be shared among the various business units of a company include finance, purchasing, inventory, payroll, hiring, and information technology. https://www.inc.com/encyclopedia/shared-services.html
Delaware’s IT shared service model consists of the following:
The chargeback model consists of the following:
What is a “brokered service”? How does it apply to IT Centralization?
A “brokered service” is one that is contracted for and managed by DTI on behalf of all, usually identified by the enterprise as a service that is applicable and desirable to multiple agencies across the enterprise. For Delaware to achieve economies of scale in contracting for such services, a single contract, negotiated, monitored, and managed by DTI on behalf of all, is desirable. As an example, DTI anticipates brokering services such as Device-as-a-Service that will help Delaware achieve more efficient, equitable use of resources to provide state-of-the-art desktop computing equipment and peripherals in a more cost-effective and timely manner, through contracting with a reliable, experienced outside partner vendor.
What benefit does X-as-a-shared-service offerings provide to DTI? State agencies?
Selected benefits include:
Will the new shared services model change how the State provides Data Center and Mainframe services?
The State of Delaware IT is shifting from a capital expenditure basis, in which the state owns equipment and refreshes it periodically, to an operating expense basis (brokered “X-as-a-Service” offerings). This paradigm shift will affect all kinds of IT services and assets eventually. The State anticipates a gradual move to “Data Center-as-a-Service” and, possibly, “Mainframe-as-a-Service”, as equipment is lifecycled and/or as other needs and opportunities arise. Agencies’ future data center and mainframe needs would be fulfilled through brokered vendor agreements, allowing greater flexibility to scale services to meet ever- and rapidly-changing needs.
Is a Data Warehouse part of the modernization strategy?
DTI would potentially serve as the steward for, or broker, data warehouses in partnership with State agencies.
Is there a process behind keeping the chargeback model and the service catalog current/updated? When a rate changes, how does that work its way into the chargeback model?
The new Technology Investment Council (TIC) will own the decision to add new services and to set and adjust costs. The TIC has representation from OMB, Controller General, agency leadership; subcommittees (e.g., finance group) report to quarterly TIC and TIC decisions will be rolled into budget process. The committee will base decisions on application costs trajectory to capture chargeback per application in addition to other technology related expenses.
Will there be a change in service delivery?
Service delivery will continue to be governed by Service Level Agreements that reference a new chargeback model that is tied to the state’s IT service catalog. The revision of the catalog of services offered and the chargeback rates are still being determined in conjunction with OMB and others. Partner Service Agreements will be updated to reflect the new catalog and chargeback model beginning in 2020 and annually thereafter.
How will the agencies transition to the new chargeback whose budgets have federal grant funding and similar dependencies?
OMB/DHR and DTI have been working together with Excipio, which has worked with other states to navigate this issue. They are working to determine the best path toward smoothing budget transitions for affected agencies.
Why centralize all Executive Branch IT?
Centralization gives the Department of Information Technology (DTI) the ability to do the following:
Are any State government branches excluded from the IT centralization?
The legislation mandates all Executive Branch agencies will be centralized. For the list of agencies below, the initial plan has been that DTI will only focus on the core services (network, email, hosting and mainframe) in the immediate future. However, some of these organizations have already expressed interest and are in discussions about opting into centralized services.
Are all IT staff and assets being centralized?
In accordance with SB 153, the model centralizes IT functions and duties related to IT personnel. DTI is aware that there are personnel in IT titled positions that actually perform agency business functions. This information will become available as DTI assessments of both data and personnel are completed. Resources that perform business functions will remain with the agency. Once their IT positions are vacated, the position will revert to DTI. All other IT staff will be centralized. This does not necessarily mean that all IT personnel will leave their agency. As they become DTI staff, they may still be assigned to their current agency.
What method will be used to centralize IT staff and assets?
DTI will leverage the ITC Playbook to coordinate assessments of each agency. The assessment of IT resources is accomplished through an automated skill set survey that every IT employee in Delaware (including DTI staff) will have the opportunity to take. DTI and agency leadership will use the assessment results to design an enterprise plan for IT resources. The expectation is that every agency employee with an IT role and/or responsibility will complete a skillset survey, and that many will take the opportunity offered to have a face-to-face discussion with DTI OCM. A DTI internal team will review survey results to determine where the employee fits in the DTI organization and the support model outlined for that agency. A discussion occurs with each employee to ensure understanding.
How will agency assets be centralized?
Assessments include inventories of agency assets and recommendations regarding the future transfer of assets such as servers and other infrastructure and equipment. DTI and agency leadership will review assessment recommendations to assure understanding of how an agency’s business needs will be addressed.
Will agencies that are ITC’d (or partially—e.g., missing a division) be impacted by the new service and chargeback model?
Yes, the goal is to standardize the service offering and Partnership Service Agreements with all Executive Branch agencies.
What is the plan to transition technical work from the agency to the centralized model?
IT centralization may provide for technical work to be accomplished in a different manner than before. The answer to this question will necessarily vary based on individual agency technical work needs, existing staff models, and what the IT centralization assessment process reveals.
How will in-progress work and projects be addressed during centralization?
The answer will vary according to what the IT centralization assessment process reveals, how an agency currently manages its IT projects, and how that compares with DTI’s standards and best practices.
Can an agency be assured that the programs and the citizens served will be provided the same, or better, level of service?
The aim of IT centralization is to provide the kind of digital government services citizens expect and deserve, in the most efficient and consistent manner possible with the resources the state has available. IT centralization offers the greatest chance for Delaware to modernize and evolve its IT infrastructure and resources in a way that best supports agency business needs to meet citizen expectations now and into the future.
I work in an Executive Branch agency, but I don’t believe my job has much to do with/is affected by information technology. Will IT centralization have any impact my work?
Some of the ways IT centralization may affect your work:
When am I reallocating to DTI? Recently Updated
Our goal is to complete the agency technical assessments and personnel skills surveys by the end of March 2021. DTI will review all the data with the intention of reallocating personnel in a yet to-be-determined timeframe during fiscal years 2021 and 2022.
Will my (IT-related) position be reclassified and/or reallocated?
Assessments of each agency’s IT resources, assets, and processes began late 2019 and will continue into 2020. It is too early to say exactly what will happen to everyone’s position. How each position is affected will depend on numerous factors (an individual’s knowledge, skills, abilities, and interests; agency business needs that the individual’s job supports, etc.). DTI is currently working with DHR to create new position profiles to support the IT enterprise model. See the question on ‘What is IT Workforce Modernization?’ No one will lose their job or have a reduction in salary.
Will ISOs stay with the agency? Recently Updated
As DTI examines all the data, decisions will be made regarding the ISO role placement. It’s a valuable position in which the ISO location will be dependent on the agency and will be considered on a case-by-case basis.
Will IT Centralization result in a reduction in force (RIF)?
NO, and no employee will see a decrease in salary. It is anticipated that a reduction in some teams will occur through attrition while augmenting staff in other areas through retraining and new hires.
Will DTI be working with the State of Delaware to offer ‘retirement incentives’ in connection with IT Centralization and staff reallocation?
The State of Delaware has no plan to offer “buy-outs” or other ‘retirement incentives’ as the State anticipates continuing to need more IT workers than it is able to hire and retain.
How will agency staff be evaluated?
The DTI ITC Playbook will be executed with all in-scope agencies. This includes a skillset survey which is used to assess each employee’s strengths and interests to factor into determining the appropriate placement in a suitable DTI team. Both agency IT resources being centralized, and DTI’s own staff will participate in the skillset survey to gather an enterprise view of Delaware’s IT staffing strengths and potential needs.
How will people transition into DTI?
DTI has the benefit of lessons learned from our previous ITC efforts, as well as considerable expertise from Excipio in developing a roadmap for transitions in other states such as Oklahoma. Employees will complete a detailed IT Personnel Skills Survey. They will also have the opportunity to participate in a skill and interest discussion. The information will be used to identify staff placement. Attention will be paid to on-boarding processes to educate new employees about expectations with regard to their jobs, as well as determining training so that they can successfully fulfill their new roles.
Who performs the agency staff evaluation?
Organizational Change Management (OCM) staff may follow up on an employee’s skills survey with a face-to-face, confidential discussion. The skillset survey and the discussion are summarized and presented to the project team to use in mapping an employee to a DTI position.
Will reallocated staff report to a DTI supervisor/manager?
We anticipate centralized staff will report to a DTI manager, either directly or indirectly. Some workers may continue to report to their same immediate supervisor who, in turn may report to a DTI manager. Not all changes will be immediate, as DTI’s organization anticipates changes from IT workforce modernization, which is a project that is running concurrently with IT centralization.
Will employees be required to relocate?
Perhaps. It’s possible an employee may be asked to work in different places at different times, based on the as-yet-undetermined new organizational structure or based on team assignment, training, special projects, or meetings.
Is remote work or working from home on regular basis available? Recently Updated
DTI has an Alternate Work Site policy. You would work with your new manager to make those decisions.
For the work I do, I have a Precision workstation, not a plain PC. Will I keep my current equipment? Recently Updated
Yes, DTI has various levels of performance machines. You will have the correct equipment you need to complete your job or to address any accessibility accommodations.
What is IT Workforce Modernization and how does it impact ITC?
DTI’s IT job classifications are undergoing modernization. This is a joint DTI/DHR effort to assure that DTI is positioned to be able to offer competitive salaries and benefits to attract high quality job applicants. The IT Workforce Modernization project is running concurrently with IT Centralization and it will eventually affect most DTI employees, including existing or future centralized staff.
Will agency IRMs have any input on the IT Workforce Modernization job classifications/descriptions?
No. IT Workforce Modernization is using ITIL positions as a model. DTI is working with Excipio and DHR to create updated position profiles for DTI’s IT positions.
Will reallocated staff be given a DTI job title and pay scale?
As mentioned above, it is anticipated that agency IT positions will be mapped to DTI positions. However, as the IT workforce modernization project is still under development, some questions remain unanswered. It is anticipated that staff may choose between retaining Merit status or having their position mapped into a DTI position. Employees will not lose salary in transition to DTI, but those choosing to remain Merit will remain at their Merit salary.
Will my salary increase when I reallocate to DTI and when? Recently Updated
It depends. An employee’s current salary may already fall within the DTI salary range for their position. The ability to adjust IT personnel salaries is dependent upon multiple variables which include the approval of the new chargeback model and the development of new IT position profiles, career path and salary ranges (Workforce Modernization project). The Department of Human Resources must approve both the position profiles and associated salary range recommendations prior to implementation.
Will all employees have to transition from Merit to Exempt?
No. Reallocations will depend on the results of individual agency assessments and will not begin until after an agency assessment is done. Plans are still pending approval by OMB/DHR, but we anticipate that IT-classified Merit positions will be offered a window to “opt in” to a mapped DTI position with salary adjustment. Employees who do not wish to “opt in” during the window will have their position remain Merit, at their existing salary, until they leave that position. If that position was earmarked for ITC, it is anticipated that position would transition from Merit to DTI once vacant.
Will we have job choices – or will it be “here is your offer, take it or leave it”? Recently Updated
Each employee will be provided with the opportunity to take a role that DTI believes best suits the organization as well as the employee. There is a meeting to discuss the transition. This doesn’t mean they will necessarily be performing a different job; many will continue providing the support that they currently deliver for their agency. The change will be that they are DTI employees rather than agency employees. It’s up to the individual to determine whether they want to remain merit or become non-merit.
Will positions be filled on a first-come-first-served basis? Or, will there be a lottery or draft once all potential personnel centralizing from ALL agencies have been identified? Recently Updated
No, there will not be a lottery or draft. Placement consideration is from an enterprise strategy. DTI will first review all the state agency employee skill assessments. Secondly, personnel placements will be strategically determined based upon the enterprise wide perspective of skill needs.
If I am only offered a DBA spot and I don’t want to be a DBA anymore – what happens next? Recently Updated
You can continue to be a DBA at DTI and then post for additional job opportunities. Many individuals use the transition to DTI as an avenue to learn more about the various positions and post for different positions. Everyone has the opportunity to seek their own career options.
Will we get “hiring letters” like when DSCYF hired me? Mine included salary, pay grade, job title info, location info, and start date in writing. Recently Updated
Yes, all individuals transitioning to DTI will receive a letter with the appropriate details.
Will my agency’s casual/seasonal position(s) be reclassified or reallocated?
Assessments of each agency’s IT resources, assets, and processes began late 2019 and will continue into 2020. It is too early to say exactly what will happen to individual positions. Whether or not a position changes will depend on many factors (an individual’s knowledge, skills, abilities, and interests; agency business needs that the individual’s job supports, etc.). The results of the assessment and skillset surveys will determine whether these positions may be reallocated. The cap on casual/seasonal of 29.5 hours/week would apply at DTI as it does within the Merit system; an exemption is required for a greater number of work hours. These positions are expected to transition to DTI “as is”.
Are benefits for DTI employees the same or different than those for State Merit employees?
DTI employees accrue 13.25 hours/mo. of annual leave (as opposed to State of Delaware employees who must have at least 15 years before reaching this rate of accrual). Most benefits are comparable. DTI employees participate in the same State of Delaware Pension plan, same health insurance, same flexible spending, same other optional insurance coverages). A Merit employee’s years of service transfer to DTI.
How will retaining Merit status affect career advancement?
We anticipate that employees choosing to retain Merit status will have no change in salary or job title. To advance at DTI, an employee would need to “opt in” to a DTI position.
What do I give up when I lose my Merit status to become DTI exempt?
DTI is an exempt agency. We follow State policy and Federal laws to ensure we do not discriminate against any employee regarding hiring and terminating employment. DTI does not fall under the State Merit grievance process which involves OMB Labor Relations and the Merit Employee Review Board (MERB). However, we do have an internal grievance process which involves meetings with various levels of management up to and including DTI’s CIO.
DTI has a unique, legislatively mandated, non-merit compensation system to make our agency competitive with the private sector. We also have an enhanced performance evaluation which utilizes a more robust system of evaluating employee performance and uses the evaluation as a component during pay increases. DTI is a Pay for Performance agency which is excluded from the merit pay plan. Pay increases are distributed at DTI’s discretion. For example, if the Legislature authorizes a pay increase, the total amount slated for DTI is put in a “pot”, with individualized increases distributed based on individual employee performance. Some may get more, some less, and even some may get none.
DTI has more flexibility in creation and implementation of work/life balance policies, such as Telecommuting and Compressed Work schedules, versus merit agencies. We offer, when budget is approved, education reimbursement of $4,000 per calendar year which is a higher rate than the merit agencies offer. The DTI Employment webpage has additional benefit details.
My skillset may be outdated; how will I fit in at DTI?
During the assessment and one-on-one discussion regarding staff transition, you will have an opportunity to identify your interests, along with your knowledge, skills, and abilities. DTI is committed to supporting any individual in obtaining desired training that supports our mission and our agency partners’ needs. DTI also will have “associate level” positions in many service areas that do not have the same requirements for education, training, and certification, allowing staff a path into their preferred work interest area.
Will I lose responsibilities to more knowledgeable/skilled DTI employees once my agency is centralized?
Every effort will be made to assure that the assessment process captures an employee’s desires and work aspirations. DTI believes that, whenever possible, we all benefit when we can do the work that we are interested in and enjoy. We thrive when we can make the best use of our knowledge and skills, as well as have opportunities to continue our professional development.
Will reallocated staff receive training related to DTI technology and methodology?
DTI anticipates training for centralized staff to accomplish new roles. DTI staff will have opportunities to acquire the new skills the state requires.
Will I be fired if my position is reallocated and I can’t learn quickly enough?
No. DTI has processes in place to help employees be successful such as Performance Management and Performance Improvement processes. Interim and Annual Performance Reviews and Career Development processes form the basis for managers and employees to agree on goals and objectives. When an employee and manager find that there are challenges, options include developing a Performance Improvement Plan to lay out expectations.
I am currently on a Performance Improvement Plan. What happens next? Will I be left behind, not pulled into DTI? Recently Updated
An individual will not be “left behind” due to a Performance Improvement Plan (PIP). Yes, the plan will follow them to DTI and remain in place if they continue in the same role and duties as today. We will work with them to improve their performance. If the individual is placed in a different position with new responsibilities, then the PIP would end.
Once transitioned to DTI, will we be on probation? Recently Updated
DTI is a non-merit agency and does not have a “probation” period.
What are the rules and expectations for on-call and after-hours work? Recently Updated
On-call responsibilities are dependent on the specific department. Any expectations will be communicated by the manager. Typically, if a problem arises that necessitates after-hours work to get a system working properly again, you will be called upon to do your part. After hours and on-call work is not taken lightly or trivialized. Every effort will be made to make sure it is a true emergency.
Will DTI be re-organizing or realigning DTI resources?
Yes, but not on a large scale. The Chief of Agency Partner Services now oversees direct customer-facing services (Customer Engagement, Enterprise Desktop/LAN, and Service Desk) and is responsible for relationship management with agency partners. Some small additional adjustments are being considered. As the IT Workforce Modernization initiative progresses, DTI will solidify the target organization model in partnership with the Department of Human Resources.
What is the timing for reorganization of DTI?
DTI’s workforce modernization may have to be coordinated with DHR’s larger workforce modernization effort. DTI has an immediate need for DHR to reclassify existing DTI vacancies to fill gaps.
As DTI teams grow across agencies, how will DTI ensure all teams are applying the same standards?
Lifecycle consistency is extremely important to develop. DTI requires all staff to work within our standards and policies, which align with ITIL practices for IT service management. If new or improved standards are required, the Governance groups will identify/develop, approve, and enforce the standards.
Will current ITC’d agencies’ DTI employees have first opportunity to transition from Merit to Exempt?
Yes. The Chief of Administration will work with DHR to address this existing gap. DTI resources will participate in the skillset survey along with IT resources undergoing centralization.
When do I become an exempt employee? Recently Updated
“When?” is an often asked and important question requested by IT centralization personnel. The ability to transition staff from their respective merit agencies to a DTI exempt position is built into the new chargeback model. The timeframe for ITC staff transition to DTI is dependent on guidance from OMB. Our agencies continue to work on a timetable.
Will there be promotion opportunities within DTI given the current salary caps and available positions?
Yes. The IT Workforce Modernization initiative will create new position profiles that include a growth track in all disciplines. Growth tracks begin with an Associate-level position. Our vision includes a “DTI University” which provides staff with the opportunity to develop the skills needed for promotional opportunities.
How are contractor positions being handled?
Available full-time positions outpace the current workload. DTI may carry fewer contractors if more full-time IT positions are made available to our organization in the future. Contractors will continue to be utilized strategically for specialized skillsets with current agency contractors being treated the same as agency personnel and placed where necessary throughout the enterprise.
How will reallocation affect an employee’s work location?
At this time, prior to completing agency assessments, it has not yet been determined exactly how reallocation of staff resources will affect any individual. Many staff may not experience much change in where they work, or their duties, but their work processes may change. They may or may not have a change in by whom/how their work is managed, and what tools/methods they use. However, it is also likely that for many, the shift from being agency-based to DTI-team-based may offer some individuals opportunities they may not have had in terms of work location and advancement opportunities. Work locations are arranged by mutual agreement between the employee and DTI, based on DTI and/or agency business needs. DTI expects to continue prioritizing embedding employees within their assigned agency.
Will agency IRMs have any input on how an agency Merit IT position maps to a DTI exempt position?
No. DTI and the agencies will review the assessment results as well as the final recommendations for asset and resource allocation. The individuals taking part in those reviews will likely vary by agency. DTI, Excipio and DHR will work together to update DTI’s IT position profiles.
What does “Northern location” mean? Would the location be within the city of Wilmington?
A northern location is essential to providing fast and efficient service to our agencies. A site outside of the City of Wilmington is currently being considered. DTI will continue to support telecommute options as well as prioritize embedding employees within their assigned state agency.
Is the iTIC (Internal Technology Investment Council) coming back?
No, not at this time. The new TIC involves leadership from more agency partners, intended to raise the level of dialog and decision-making to drive citizen services at the level citizens expect and deserve. This new TIC also will allow delegation of work to sub-committees with assigned subject matter experts. (NOTE: this is likely where “iTIC-like” groups might evolve).
How will DTI manage resource allocation to IT Centralization while supporting the current book of work?
DTI has established an internal “Tiger Team” to assist with ITC. The designated team members have a long-established practice of managing multiple priorities and will allocate their time appropriately. ITC is a clearly identified priority. Our vendor partner (Excipio), will complete much of the agency readiness assessments in advance of requiring DTI resource engagement.
Are there any examples of women who have been centralized into DTI and succeeded well beyond expectations? Recently Updated
DTI welcomes all diversity and has worked with various STEM efforts to increase the number of girls and women interested in IT careers. 33% of DTI is female and there are several women in leadership roles. Carolyn Dunch came to DTI as apart of DNREC ITC and has progressed to an Information Security Supervisor. Alexis Miller, formally of LegHall, was recently promoted to Lead Support Specialist. In this role, she serves as supervisor to a team of technical support specialists. It is up to each employee to take advantage of the available career path advancement opportunities.