State IT WorkforceSkills Assessment Survey

Strategic Actions for Advancing IT Workforce Goals

December 8, 2005

IT Workforce Skills Assessment Survey

Background

Project Purpose and Goals

Survey Instrument and Data Analysis

Communication Plan

Project Timeline

BackgroundState CIO Council

State CIO Council

Comprised of senior IT leaders from State agencies, authorities and local governments

Mission: To identify the information technology needs of New York State and develop methodologies for addressing these needs

Some similarities to Personnel Council

CIO Council Structure

CIO Council

Strategic PlanningTechnical

Environment

SecurityFiscal

ProcurementIntergovernmental Communications

Human Resources

Leadership

Background – HR Committee

The Challenges

The State’s aging workforce demands sound succession planning

Technology’s rapid evolution forces the IT workforce to develop new skill sets

Agency future IT needs are not matched to existing employee skill levels

HR Committee

Overview of the HR Committee Goal: To get the right person in the right

job, with the right skills, at the right time Composed of representatives from

agency IT and HR, Civil Service and GOER Agenda encompasses the full

employment cycle: workforce planning, recruitment, retention and career development

HR Committee

The Immediate Challenge:

There is limited comprehensive data on the existing IT workforce, its needs and future requirements

Workforce Assessment

Survey Objectives

Assess the IT workforce’s existing skills and capabilities to establish baseline or “as-is”

Identify the Agency IT enterprise architecture

Perform a gap analysis between existing skills and the EA

Document training needs

Assess succession planning needs

Workforce Assessment

Project Goals Develop plans for employees to acquire

additional skills needed to accomplish the agencies’ technology objectives

Develop training courses to meet identified needs Address long term development needs of

employees Assist employees in identifying career

opportunities

Workforce Assessment Instrument

Survey Factors for Consideration What types of data are needed for workforce

planning? What types of skills and competencies should be

measured? How are State technology standards factored into

the survey? Who should be surveyed? How will information confidentiality be maintained? How can the survey tie to individual training plans? How would the survey be maintained and updated?

Workforce Assessment Instrument

Where did we start: Survey instrument is based on existing

Federal IT skills assessment survey required by the Clinger-Cohen Act to analyze the personnel needs of Federal IT workforce

The Federal instrument was changed to reflect New York’s needs based on input by CIO HR Committee, CTG, GOER and Civil Service

Who will we survey:

Employees in the majority of IT titles as identified by Dept. of Civil Service

Other employees performing IT functions, these employees will be selected by agency CIO's

CIO Council member agencies from the Executive Branch, OSC, SUNY central administration and public authorities; Local government and SUNY campus employees will not be surveyed

Workforce Assessment Instrument

Workforce Assessment Instrument

What is the survey structure:

Web-based application hosted by the Center for Technology in Government (CTG)

Employee participation will be voluntary Estimated to take approximately 35 minutes to

complete A separate survey will be completed by CIO’s to identify

agency IT priorities and enterprise technology needs Information from the two surveys will be used in the

gap analysis between existing employee proficiencies and future needs.

Workforce Assessment Instrument

What are the Instrument components:

Self-identification of job activities regularly performed

Self-assessment of proficiency in a variety of competencies and skills

Types and methods of training employees prefer

IT certifications held Demographic information such as age, service history and

occupational title

Workforce Assessment Instrument

How will confidentiality be assured:

Survey answers will not identify employees; e-mail sign-on will be divorced from responses on completion

A consent statement that outlines benefits of participating and the intended use and confidentiality of the data

Use of the data will be covered in a MOU among CTG, GOER, OFT and Office of CIO

Workforce Assessment Instrument

Let’s take a look

Data Analysis

Data ownership and confidentiality:

Data set will be owned by GOER and OFT

Information may be subject to Freedom of Information Request

The MOU stipulates that confidential information will only be used for the purpose of this project

Data Analysis

Major CTG Reports:

A report on the current skills and demographics of the State’s IT workforce

A gap analysis and formal report on the differences between current and desired skills

A determination of training needs at a statewide level

An estimate of future IT workforce needs at a statewide and agency level

Ad hoc specialized reports for individual agencies

Project Tasks in Short-term

Finalize employee survey questions and build the Web application

Establish list of IT employees and obtain e-mail addresses from employers

Develop CIO survey for enterprise architecture identification

Implement communication campaign promoting the survey to employees.

Communication Plan

Meetings and Presentations

Solicitation of Key Communicators within each agency to promote survey participation.

Communications to employees, agency heads and HR directors

Communication Plan

Meetings and Presentations: CIO quarterly meeting (October 27, 2005)

Meeting with PEF and CSEA (Complete)

Personnel Council (Today) Training Council (Today) Affirmative Action Advisory Council (Today)

Webmaster Guild (January) NYSFIRM / Matrix (January)

Communication Plan

Agencies and employees:

Letter from State CIO to agency heads, HR Directors and CIOs

E-mails to IT employees from CTG Pamphlets for employees explaining survey

benefits and FAQs Newsletters (NYSFIRM, CSEA, CIO) and press

release Development of survey kit for agency POCs CTG help desk for survey questions

Communication Plan

Points of Contact (POC):

CIO’s or designee will serve as the administrative contact within each agency

Kits will be provided to POCs that suggest strategies for success

Expect IT to work with HR for consistency of message

Planned Project Timeline

NOVEMBER - DECEMBER Develop Communication Plan Meet with PEF & CSEA to explain the project Finalize MOU with CTG, OFT, GOER Implement Communication Plan

Outreach to major groups Letter to Agency Heads Distribution of Media/Survey Kit

Pilot testing Online Survey JANUARY - FEBRUARY

Employee Survey (five weeks) CIO Visioning Sessions CIO Survey Opens (three weeks) Employee/ CIO Surveys Close

Planned Project Timeline

APRIL - MAY Preliminary results of employee survey Preliminary report of future workforce needs - from

CIO visioning sessionsJUNE

Final presentation and distribution of enterprise-wide final report - which includes an enterprise-wide GAP analysis

JULY - SEPTEMBER Distribution of standard agency-level reports Preparation of “ad-hoc” queries by CTG upon agency

CIO request Distribution of agency-level data sets upon agency CIO

request

Project Contacts

Skills Assessment Subcommittee

Jay Canetto jcanetto@osc.state.ny.us Marilyn Cordell marilyn.cordell@oft.state.ny.us Terri Daly terri.daly@oft.state.ny.us Sharon Dawes sdawes@ctg.albany.edu Elaine Ehlinger elaine.ehlinger@oft.state.ny.us David Gardam davidgardam@oasas.state.ny.us Natalie Helbig nhelbig@ctg.albany.edu Melinda Hicks mhicks@goer.state.ny.us Ron Minafri rminafri@ins.state.ny.us Kathy Ravida kathy.ravida@oft.state.ny.us Frank Slade frank.slade@cs.state.ny.us