Secretariat IT Consolidation Kathy Sheppard, CTR

IT Consolidation – Executive Branch Governor Patrick signed Executive Order 510 which requires IT Consolidation within the Executive Department. The goals of IT consolidation are:Executive Order 510 – Align Secretaries' IT resources with their business strategies and priorities – Standardize IT resources and create efficiencies – Ensure that the Commonwealth's digital assets are secure

Secretariat Payroll Tasks Determine July 1 strategy: – FOR BUDGETARY ACCOUNTS Either Transfer Positions to the Secretariat Department Code; or, Create ISA’s with Departments, and transfer employees to Child Account

Secretariat Payroll Tasks Determine July 1 strategy: FOR NON-BUDGETARY ACCOUNTS Either Transfer Positions to the Secretariat Department Code / s. 2B Account and chargeback costs to the Department’s non-budgetary account(s); or, Create non-financial ISA’s with Departments to establish IT business model for FY10

Department Tasks Identify affected positions– including vacant and inactive positions Ensure all money owed to the employee for current FY (Travel, OT, etc.) is paid under existing appropriation Work with Secretariat on all administrative matters (ACES, Personnel Records, Workers’ Comp, etc.)

HRD / CTR Assistance Mass Position Transfer is available for transfers to New COA HRD and CTR will send a formatted spreadsheet to change COA elements from current to new position assigned account Can also change the HR/CMS “Home Unit” (specific unit distribution) Can Assist in Labor Distribution detail Accounting in LCM

Special Processing Payroll adjustments for Split Year, if necessary can be handled by CTR Payroll Bureau Mass Update of DEPTE documents in LCM can be automated if the volume is large All MMARS detail COA needed for distribution must be valid in the new department

ActivityAction Split Year Transfer 1 st FY10 Pay Period Transfer Identify All PositionsSend Position schedule to HRD/CTR June 12 th Identify all COA elements necessary for labor distribution Send Table change request forms to CTR June 19 th July 3 rd Confirm Mass Position Transfer Spreadsheet Send Confirmation to HRDJune 19 th July 3 rd Set up Labor distribution documents Send Request to CTRJune 19 th July 3 rd Predictive Run of Mass Position Transfer Check for errors, confirm with HRDJune 25 th July 9 th Production Run of MPTCheck for errors, confirm with HRDJune 26 th July 10 th Tentative Schedule