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:– 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

Activity Action Split Year Transfer

1st FY10 Pay Period Transfer

Identify All Positions Send Position schedule to HRD/CTR

June 12th June 12th

Identify all COA elements necessary for labor distribution

Send Table change request forms to CTR

June 19th July 3rd

Confirm Mass Position Transfer Spreadsheet

Send Confirmation to HRD June 19th July 3rd

Set up Labor distribution documents

Send Request to CTR June 19th July 3rd

Predictive Run of Mass Position Transfer

Check for errors, confirm with HRD June 25th July 9th

Production Run of MPT Check for errors, confirm with HRD June 26th July 10th

Tentative Schedule