State IT Workforce Skills Assessment Survey

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State IT WorkforceSkills Assessment Survey

• Strategic Actions for Advancing
• IT Workforce Goals
• December 8, 2005

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IT Workforce Skills Assessment Survey

• Background
• Project Purpose and Goals
• Survey Instrument and Data Analysis
• Communication Plan
• Project Timeline

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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

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CIO Council Structure
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Background HR Committee

• The Challenges
• The States aging workforce demands sound
  succession planning
• Technologys rapid evolution forces the IT
  workforce to develop new skill sets
• Agency future IT needs are not matched to
  existing employee skill levels

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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

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HR Committee

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

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Workforce Assessment

• Survey Objectives
• Assess the IT workforces 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

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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

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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?

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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
  Yorks needs based on input by CIO HR Committee,
  CTG, GOER and Civil Service

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Workforce Assessment Instrument

• 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

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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 CIOs 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.

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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

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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

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Workforce Assessment Instrument

• Lets take a look

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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

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Data Analysis

• Major CTG Reports
• A report on the current skills and demographics
  of the States 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

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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.

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Communication Plan

• Meetings and Presentations
• Solicitation of Key Communicators within each
  agency to promote survey participation.
• Communications to employees, agency heads and HR
  directors

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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)

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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

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Communication Plan

• Points of Contact (POC)
• CIOs 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

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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

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Planned Project Timeline

• APRIL - MAY
• Preliminary results of employee survey
• Preliminary report of future workforce needs -
  from CIO visioning sessions
• JUNE
• 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

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Project Contacts

• Skills Assessment Subcommittee
• Jay Canetto jcanetto_at_osc.state.ny.us
• Marilyn Cordell marilyn.cordell_at_oft.state.ny.
  us
• Terri Daly terri.daly_at_oft.state.ny.us
• Sharon Dawes sdawes_at_ctg.albany.edu
• Elaine Ehlinger elaine.ehlinger_at_oft.state.ny.us
• David Gardam davidgardam_at_oasas.state.ny.us
• Natalie Helbig nhelbig_at_ctg.albany.edu
• Melinda Hicks mhicks_at_goer.state.ny.us
• Ron Minafri rminafri_at_ins.state.ny.us
• Kathy Ravida kathy.ravida_at_oft.state.ny.us
• Frank Slade frank.slade_at_cs.state.ny.us