Report 2014-602 Recommendation 14 Responses

Report 2014-602: High Risk Update—California Department of Technology: Lack of Guidance, Potentially Conflicting Roles, and Staffing Issues Continue to Make Oversight of State Information Technology Projects High Risk (Release Date: March 2015)

Recommendation #14 To: Technology, California Department of

By June 2015 CalTech should put in place a system to track IPO analysts' training hours to ensure that all IPO analysts have completed the necessary California Project Management Methodology training curriculum.

Annual Follow-Up Agency Response From October 2016

The CA-PMF replaced the CA-PMM policy in June 2016. The CalQ requirement was not included in the new policy. The individual courses that were previously included in the CalQ curriculum have been included in the ITPOD Staff Competency Checklist. This checklist will be forwarded to CSA this month for closing out this recommendation.

  • Completion Date: October 2016

California State Auditor's Assessment of Annual Follow-Up Status: Fully Implemented

The combination of CalTech's two actions--implementation of software in January 2016 to track staff training and adoption of a curriculum policy in June 2016--satisfies our recommendation.

1-Year Agency Response

ITPOD managers now have ready access to training courses taken by ITPOD staff. In January 2016, the CDT Office of Professional Development implemented a major PeopleSoft upgrade to the Training Registration System (TRS). The new system was renamed the Learning Request System (LRS). This system provides several new benefits:

o Improved user-friendly dashboard and screen environment

o Integrated access to the Training & Education Center Catalog and automated enrollment for TEC classes

o Allow administrators to mass-enroll employees into required courses such as Driver Training, Sexual Harassment Prevention, and Security Training

o Reminders feature—staff can easily see approved upcoming training; requested training is easily visible in manager's console

o Upgraded email notification system

In June 2016, the CA Project Management Manual (CA-PMM) will be replaced by the CA Project Management Framework (CA-PMF). The CDT CA Project Management Office (CA-PMO) will be providing CA-PMF training on two levels: for those beginning to learn project management practices and methodologies and for those who would benefit from more in-depth practice in developing tools and templates. The former CalQ requirement will be replaced with a new policy which will recognize experience and credentials from other legitimate sources. ITPOD will take advantage of these opportunities as they become available.

  • Estimated Completion Date: June 2016
  • Response Date: March 2016

California State Auditor's Assessment of 1-Year Status: Partially Implemented

6-Month Agency Response

Workload & vacancies have impeded progress to implement a tracking system for staff training. Additional time will be needed to complete it.

  • Estimated Completion Date: Jan 2016
  • Response Date: September 2015

California State Auditor's Assessment of 6-Month Status: Pending

60-Day Agency Response

Plan for Implementation:

- Collect information on staff completion of CA-PMM training - in process

- Maintain the information in a Division wide spreadsheet - in process

  • Estimated Completion Date: 06/30/2015
  • Response Date: May 2015

California State Auditor's Assessment of 60-Day Status: Pending

All Recommendations in 2014-602

Agency responses received are posted verbatim.