JLMIT–Meeting Summary

 

Meeting Date/Time: 3/16/11 10:00 am -11:30 am

Location: Chinook Building, Room 115 (1st Floor South side)

 

Attendees: Fred Bentler (DNRP), Steve Coffing (DOT), Sharon Glein (OIRM), Tom McBroom (DES), Judy O’Leary (PH), Betty Sorbo (Teamsters Local 117), Peg Taglianetti (OIRM), Chris Ynzunza (OIRM)

 

Agenda

 

·         Project Timeline Update

·         Service Center Manager Job Announcement

·         Service Center Position Classification Work

·         Service Center Process Design

·         ABT –Updates

 

Old Business - Meeting Summary

 

Members read and approved the last meeting notes.

 

Project Timeline

 

Sharon passed out a Gantt chart showing the project timeline.  She explained that the Council proviso regarding the One Service Center has been responded to.  Documentation has been provided to Council, including the list of potentially affected staff.  She is working on the process diagram, and will present it to this group.  Design sub groups are working on their pieces and will bring them back to the main Design Team.  Sharon said there may be an update for the Service Center org chart she could bring the next meeting.  Critical path contingencies are to get the job descriptions defined and workspace location(s) identified.

 

Work is continuing with Facilities to get the location decided.  It will likely be on Chinook 7th Floor but still to be worked out.  Other staff might move from Chinook 7th to 6th Floor, depending on needs.  The goal is to have the Service Center staff co-located as much as possible.  There will be discussions with union reps to plan the moves and try to ameliorate staff adjustments.

 

It was asked about how the current job classes will be affected, for example LAN Admin classification.  Will the LAN Admin class be retained or transformed into something else?  Will it be different for different departments?  Chris said that the general effort is to normalize the job classes across departments.  Judy asked about the Department X model from the IT Reorg original planning.  Chris described that there have been some changes from that model and exceptions made for specific departments.  The objective of a more normalized structure will take time to achieve and there will still be exceptions.

 

Service Center Manager

 

Tom noted that the job announcement has been put out for the new Service Center Manager.  Steve asked if this person will be involved with selecting the staff to go into the Service Center.  It was answered that he or she would be once on board.

 

Service Center Position Classifications

 

Chris said the Service Center draft job description(s) should be available to bring to the next JLMIT.  She noted that CMS has final say about the content of the job descriptions.

 

Steve asked about the supervisor positions.  Chris said there will be 1 or 2 supervisors included in the Service Center group of about 16 total staff.  There may not be as many supervisors needed in the existing departments.  The new Service Center supervisors will be strongly involved in daily operations.

 

Service Center Process Design

 

Sharon provided a chart of the process, including LANDesk and related Service Desk tasks, depicting graphically the flow of service tasks as currently exist, to compare with the future workflow plan.  There was much interest in this.  Steve said it will be worthwhile to observe how the task processes interact with the job descriptions.  Chris said it will be a learning curve and the processes will change based on feedback.  It was asked whether updates for different departments could be brought in for later meetings.  Sharon agreed to do this.

 

ABT Updates

 

Chris described that there are no updates at this time.  However, meetings will be held to discuss this further.

 

The meeting adjourned around 11:30 am.

 

Follow-up Items

 

Draft Service Center Job Description(s) - Chris

Any Updated Process Design Charts - Sharon

 

Next Meeting

 

Apr. 20 10:00 – 11:30 am Chinook Room 126 (6th Floor, Northwest Side)

 

Tentative Agenda for Next Meeting

 

·         ABT Update

·         Service Center Project Timeline Update

·         Service Center Staff Workspace Location

·         Service Center Manager Recruitment Update

·         List of Service Center Activities – Tasks

·         Process Diagram Update

·         Service Center Staffing approach

·         Update of County Code Revisions