0. Commonwealth of Massachusetts Statewide Strategic IT Consolidation (ITC) Initiative Standardizing Secretariat HR Change Impact Assessments through ‘Day 1’
May 27, UPDATED MAY 28, 6:00PM PER HRD FEEDBACK
DRAFT – FOR DISCUSSION PURPOSES ONLY
= Red font indicates 5/28 updates as of 6pm per HRD feedback

1. HR Administration ‘Day 1’ Readiness Overview
Progress achieved to date with HR administration for IT Consolidation:
Draft guidelines developed by the IT Administration Sub-committee
SCIOs are beginning to work together with Secretariat HR Directors
Next ‘big push’ of detailed activities is still required before 7/1/2009:
Need to execute a similar set of activities around assessing, validating, and communicating impacts on each employee
The Commonwealth met with NAGE to discuss ways to make this process as effective and efficient as possible:
Proposed timeline through 7/1
Checklist of key activities
Common change impact assessment tool around:
Work performed
Physical work location(s)
Reporting relationships
The Secretariats and the unions will benefit from a common process and format

2. HR Administration ‘Day 1’ Readiness Proposed Process and Timeline
May 26-Jun 1
Jun 1-5
Jun 8-12
Jun 15-30
Assess Key Changes and Impacts
Refine and Validate Changes and Impacts
Refine and Validate Changes and Impacts
Communicate Key Changes and Impacts
Develop high-level organization charts (for the 7/1/2009 state and, if you already have it ready, the 12/31/2009 target state, too)
Evaluate change impacts at the individual employee level
Generate and analyze Seniority Lists for all your IT employees (not just those people for whom there are impacts)
Assemble information packets and submit to OER at HRD by 5/30 by 6/1 Mon 12noon
Review, clarify, and refine information packets as needed
Submit information packets to unions around close of business 6/1
Prepare communications at the individual employee level
Prepare and deliver communications around impacts to Secretariat IT Steering Committees
Conduct meetings each day of this week 11am-2pm to communicate impacts
Meeting participants will include:
Union Representatives
Steve Perry of OER/HRD
SCIOs
Secretariat HR Directors
Agency Representatives, as needed
Communicate changes to individuals impacted (throughout this week)
Validate that all individual employee communications are complete
Conduct Secretariat Town Halls (note: as needed, these may take place in the early half of July as an alternative to the latter half of June)
= Red font indicates 5/28 updates as of 6pm per HRD feedback

3. HR Administration ‘Day 1’ Readiness Checklist for SCIOs
Step
Activity
Owner
Due Date
Status 1
Discuss template tool and SCIO questions during next IT Consolidation Working Group Working Session
SCIOs
5/26 Tu 2
Generate Seniority Lists based on the employee's current seniority as defined by the employee's respective Collective Bargaining Agreement (i.e., based on time in the agency)
Secretariat HR Directors
5/29 F 3
Complete high-level 7/1 Organization Chart, and evaluate change impacts of IT Consolidation at the employee level (using the common tool) and prepare in consolidated information packet
SCIOs and Secretariat HR Directors 4
Send information packet comprised of completed tool, seniority list, and org chart to Steve Perry at the Office of Employee Relations (OER) of HRD
6/1 M ~12pm 5
Create single information packet containing Org Chart, Seniority List, Impact Analysis, and send to NAGE union
Steve Perry
6/1 M 6
Review and clarify information packet contents as needed
NAGE, Steve Perry
6/5 F 7
Communicate overall impacts and changes to Secretariat IT Steering Committee
Before 6/8 M 8
Communicate key changes to individual employee (in tandem with daily meetings held 11am – 2pm)
6/8 M – 6/12 F 9
Schedule and manage logistics for Secretariat Town Halls
SCIOs (with optional support from Eileen Harrity as needed)
6/3 W – 6/22 M 10
Conduct Secretariat Town Halls (leveraging forthcoming template as needed)
6/15 M – 6/30 Tu
(or 1st –half of July if needed)

4. HR Administration ‘Day 1’ Readiness Change Impact Assessment ToolB C D E F
Key Fields:
Current Seniority Date: Seniority date based on the employee's current seniority as defined by the employee's respective Collective Bargaining Agreement (i.e., based on time in the agency); relevant details needed that are associated with the date may be added in the corresponding Comments Column
Any Changes to the Following 4 Factors on July 1st? Yes / No response only - i.e., are there any changes at all in terms of the key factors considered here (i.e., reporting relationships, appointing authority, physical work location, or work performed); please select from drop-down list
Factor 1: July 1st Changes to Reporting Relationships? List the name of the person whom the employee is reporting to today and on 7/1 (if no changes on 7/1, indicate "Same”)
Factor 2: July 1st Changes to Appointing Authority? List the name of the person who has the authority to hire and fire the employee today and on 7/1 (if no change on 7/1, indicate “Same”)
Factor 3: July 1st Changes to Physical Work Location? List the common name of the physical place at which the employee works today and on 7/1 (if no change on 7/1, indicate “Same”)
Factor 4: July 1st Changes to Work Performed? Select the IT service performed today and that performed on 7/1 from drop-down list; in some instances, “Other” may refer to a combination of services or a service other than those listed in the drop-down box