Using the workload assessment that we recommended CalTech complete by December 2015, CalTech should make decisions to assign staffing to oversee each IT project. This staffing could include contracted IPO consultants in those situations when CalTech staff either are unavailable or lack the expertise needed.
ITPOD has established three processes to capture and evaluate workload information:
a) Stage Gate Tracking Spreadsheet (attached) - this provides the status and expectations for completing the work in each stage of the Project Approval Lifecycle. It will also provide earlier insight as to what level and when oversight work will be needed when the project is approved.
b) ITPOD established a monthly report of work activity by activity type, by manager and by branch (attached). This provides Branch managers and the Deputy Director with information about current capacity of individuals and groups within the Division. It will also facilitate better planning for future staff augmentation needs.
c) Effective April 1, every IPO manager will develop a work plan with their supervisor. (attached) This plan will cover a period to be determined by the supervisor depending on the experience and performance of the IPO manager. The work plan will include all anticipated work and relative priorities and, at the end of the period, will document accomplishments and explain any variances to the plan.
Activity is progressing in developing the workload assessment.
Once Caltech has completed the workload assessment, and receives a decision for its staffing resource request, it will be in a better position to make decisions to assign the appropriate staffing resources.
†Response Type refers to the interval in which the auditee is providing the State Auditor with their status in implementing recommendations made in an audit report. Auditees must submit a response regarding their progress in implementing recommendations from our reports at three intervals from the release of the report: 60 days, six months, and one year or subsequent to one year.
*Agency responses received after June 2013 are posted verbatim.