Plans for Administrative Applications >> District Computing Services - Administrative Application Systems Plan for 2012 - 2013 >> Objective Priority List

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Id Priority Title Details
1.1 1 Fill current vacant positions.
Start Date:
03/01/2013
End Date:
09/01/2013
Responsible Person:
Hiring Manager & Human Resources
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

1 - Employee Maintenance

This goal relates to the maintenance of employee job satisfaction, ability to perform job functions, and overall departmental operations efficiencies.

Priority Rank:
1
Actions/Activities
  • 1.1.a1 - Post Vacant Positions

    Per approval of the hiring manager, Human Resources will post the vacant positions. First internally, then externally.

    Vacant Positions:

    1. Director, Administrative Application Systems
    2. System Analyst
    3. Senior Programmer / Analyst
    4. Senior Programmer / Analyst
    Start Date:
    03/01/2013
    End Date:
    04/01/2013
    Responsible Person:
    Hiring Manager & Human Resources
  • 1.1.a2 - Hire Short-Terms/Substitutes for Vacant Positions

    To fill the vacant positions during the hiring process, attempts need to be made to hire short-term/substitutes to fill those positions. If positions can't be filled with temporary personal, then overtime will be necessary to still preform necessary tasks.

    Start Date:
    04/01/2013
    End Date:
    07/01/2013
    Responsible Person:
    Hiring Manager & Human Resources
  • 1.1.a3 - Level 1: Committee Interview of eligible applicants

    A committee is formed, and is tasked to review the eligible applicants who passed job descriptions minimum qualifications. Committee preforms first level interviews, and recommends applicants to move to level 2 interviews.

    Start Date:
    07/01/2013
    End Date:
    08/01/2013
    Responsible Person:
    Committee Members and Human Resources
  • 1.1.a4 - Level 2: Hiring manager's interview of committee recommended applicants

    The hiring manager interviews the recommended eligible applicants passed by the hiring committee. The hiring manager will forward any decision to Human Resources; which Human Resources will then send follow-up information to applicant(s).

    Start Date:
    08/01/2013
    End Date:
    09/01/2013
    Responsible Person:
    Hiring Manager & Human Resources
  • 1.1.a5 - Train hired staff

    Once the vacant positions are filled, then necessary training will need to occur to bring the new employees up to speed.

    Start Date:
    07/01/2013
    End Date:
    10/01/2013
    Responsible Person:
    Staff
Resource Requests
  • 1.1.r1 - Overtime Budget
    Description

    Need funding to pay current staff overtime to fill vacant positions tasks, that require more than a 8 hour work day.

    Rationale

    To keep services and support functional while we hire vacant positions, an identified overtime budget resource will allow us to fill some of the vacant position tasks with existing staff. Normally, funding will be from the vacant position(s).

    This funding will have to continue until, at least, the positions are filled.

    Resource Type:
    One-time
    Expenditure Category:
    Personnel
    First Year Cost/Savings:
    $100,000.00/$0.00
    Second Year Cost/Savings:
    $100,000.00/$0.00
    Third Year Cost/Savings:
    $100,000.00/$0.00
  • 1.1.r2 - Training Budget
    Description

    For newly hired employees, there will be a need providing training to bring them up to speed.

    Rationale

    Some of the training could be done in house, but utilizing vendor training classes will provide a more through training experience.

    Resource Type:
    One-time
    Expenditure Category:
    Personnel
    First Year Cost/Savings:
    $50,000.00/$0.00
Details
1.2 2 Determine and schedule staff training/conference opportunities
Start Date:
03/01/2013
End Date:
03/01/2014
Responsible Person:
Director & Staff
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

1 - Employee Maintenance

This goal relates to the maintenance of employee job satisfaction, ability to perform job functions, and overall departmental operations efficiencies.

Priority Rank:
1
Actions/Activities
  • 1.2.a1 - Determine Training/Conference Opportunities for the next year

    Before any budget can be determined, a listing of training and conference opportunities needs to be collected and prioritized.

    Start Date:
    03/01/2013
    End Date:
    05/01/2013
    Responsible Person:
    Director & Staff
  • 1.2.a2 - Determine Training/Conferences based on available budget

    Based on available budget, director needs to decide which requested trainings and conferences will be paid for in this years' budget.

    Start Date:
    05/01/2013
    End Date:
    06/01/2013
    Responsible Person:
    Director
Resource Requests
  • 1.2.r1 - Training/Conference Budget
    Description

    A budget needs to be identified to pay for training and/or conferences that staff will be attending through-out the upcoming year.

    Rationale

    These trainings and conferences are necessary to keep staff up-to-date on available technology in the industry and to keep involved with fellow institutions.

    Resource Type:
    Ongoing
    Expenditure Category:
    Personnel
    First Year Cost/Savings:
    $50,000.00/$0.00
    Second Year Cost/Savings:
    $50,000.00/$0.00
    Third Year Cost/Savings:
    $50,000.00/$0.00
Details
2.1 3 Improve helpdesk services through increased usage of online and self-help resources.
Start Date:
03/01/2013
End Date:
03/01/2014
Responsible Person:
Director and Operational Staff
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

2 - Operations: Self Sufficient User Community

Priority Rank:
2
Actions/Activities
  • 2.1.a1 - Create ‘Training Resource’ wiki website

    Using our existing SharePoint solution for a district wiki (http://wiki.sbccd.org), create a sub-wiki specifically for 'Training Resources'. This wiki will server as a go-to website that provides multiple methods of training resources.

    Start Date:
    03/01/2013
    End Date:
    04/01/2013
    Responsible Person:
    Director and Web Developer
  • 2.1.a2 - Determine ‘Training Resource’ wiki entry standards

    With the main 'Training Resources' wiki (http://wiki.sbccd.org/TrainingResources/) created, proper entry standards need to be decided, so resources can be populated in the wiki.

    Start Date:
    04/01/2013
    End Date:
    05/01/2013
    Responsible Person:
    Director and Operational Staff
  • 2.1.a3 - Populate ‘Training Resource’ wiki

    With the wiki available, and entry standards decided, staff must now being to create and/or populate the resources in the wiki.

    Start Date:
    05/01/2013
    End Date:
    03/01/2014
    Responsible Person:
    Director and Operational Staff
Resource Requests
  • 2.1.r1 - Software Budget
    Description

    Our plan is to use our existing 'Microsoft Sharepoint' portal software for the main wiki implementation, and will try to use as many existing or free tools in managing the training resource. However, it is expected that some software will be necessary to optimize resource creation (video trainings, walkthroughs, etc).

    Rationale

    The district already pays for existing software (Microsoft Sharepoint, Microsoft Office, Adobe Acrobat, Camtasia, etc); however, some of these software is license limited and will require additional licenses for Administrative Application Systems staff to utilize.

    Resource Type:
    Ongoing
    Expenditure Category:
    Software
    First Year Cost/Savings:
    $50,000.00/$0.00
    Second Year Cost/Savings:
    $5,000.00/$0.00
    Third Year Cost/Savings:
    $5,000.00/$0.00
  • 2.1.r2 - Training Budget
    Description

    Some staff will be using software for the first time, and will need to be trained to utilize the software to its fullest in providing content to the Training Resource wiki.

    Rationale

    Providing training on newly purchased software, will allow staff to fully utilize the software in providing users with the best training resource content.

    Resource Type:
    One-time
    Expenditure Category:
    Personnel
    First Year Cost/Savings:
    $10,000.00/$0.00
Details
2.2 4 Improve effective written and verbal communication with users.
Start Date:
03/01/2013
End Date:
03/01/2014
Responsible Person:
Director and Operational Staff
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

2 - Operations: Self Sufficient User Community

Priority Rank:
2
Actions/Activities
  • 2.2.a1 - Create ‘Feedback’ survey interface

    The infrastructure to support 'Feedback' surveys, needs to be created for online feedback.

    Start Date:
    03/01/2013
    End Date:
    06/01/2013
    Responsible Person:
    Director and Web Developer
  • 2.2.a2 - Implement ‘feedback’ links in employee’s e-mail signatures

    With the infrastructure ready, staff will need to update their e-mail signatures with the standard phrase and link for user feedback.

    Start Date:
    06/01/2013
    End Date:
    03/01/2014
    Responsible Person:
    Director and Staff
  • 2.2.a3 - Implement ‘feedback’ links in helpdesk e-mail signatures.

    With the infrastructure ready, staff will need to update their e-mail signatures with the standard phrase and link for user feedback.

    Start Date:
    06/01/2013
    End Date:
    03/01/2014
    Responsible Person:
    Director, Technical and Operational Staff.
Details
3.1 5 Train staff on Project Management Methodologies
Start Date:
03/01/2013
End Date:
03/01/2014
Responsible Person:
Director and Staff
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

3 - Special Projects: Timely and Accurate Project Implementations

Priority Rank:
3
Actions/Activities
  • 3.1.a1 - Determine staff that needs training.

    We need to make sure our teams have the necessary skills for project management. At least, team leaders need to be trained on the project management methodologies, so they can manage projects under there team unit. However, the following positions have already been identified, but could change:

    Senior Programmer / Analyst (Mike Tran)
    Senior Programmer / Analyst (Joyce Bond)
    Senior Programmer / Analyst (Vacant 1)
    Senior Programmer / Analyst (Vacant 2)
    System Analyst (Vacant 1)

    The following team members have already taken the training:

    Senior Programmer / Analyst (Cory Brady)
    System Analyst (Arlene McGowan)

    Start Date:
    03/01/2013
    End Date:
    05/01/2013
    Responsible Person:
    Director and Staff
  • 3.1.a2 - Schedule Training

    With identified staff, a vendor and training schedule needs to be determined and then training taken.

    Start Date:
    05/01/2013
    End Date:
    03/01/2014
    Responsible Person:
    Staff
Resource Requests
  • 3.1.r1 - Training Budget
    Description

    We need to make sure our teams have the necessary skills for project management. At least, team leaders need to be trained on the project management methodologies, so they can manage projects under there team unit. However, the following positions have already been identified, but could change:

    • Senior Programmer / Analyst (Mike Tran)
    • Senior Programmer / Analyst (Joyce Bond)
    • Senior Programmer / Analyst (Vacant 1)
    • Senior Programmer / Analyst (Vacant 2)
    • System Analyst (Vacant 1)

    The following team members have already taken the training:

    • Senior Programmer / Analyst (Cory Brady)
    • System Analyst (Arlene McGowan)
    Rationale

    For team leaders to properly manage projects and tasks that their team has been assigned, users will need the training necessary to understand project management methodologies. Without this knowledge, project prioritization and project timeliness will not be possible.

    Resource Type:
    One-time
    Expenditure Category:
    Personnel
    First Year Cost/Savings:
    $20,000.00/$0.00
Details
3.2 6 Review ‘Project Prioritization’ process to maximize available resources.
Start Date:
08/01/2013
End Date:
03/01/2016
Responsible Person:
Director, Staff and Users
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

3 - Special Projects: Timely and Accurate Project Implementations

Priority Rank:
3
Actions/Activities
  • 3.2.a1 - Review ‘Project Prioritization’ processes

    After each project prioritization cycle or at least annually, the process should be reviewed and updates made to increase productivity in processing requsted projects.

    Start Date:
    03/01/2013
    End Date:
    03/01/2016
    Responsible Person:
    Director, Staff and Users
  • 3.2.a2 - Update ‘Project Prioritization’ processes.

    With the recommendations from the review, the 'project prioritization' process and documentation will need to be updated and implemented.

    Start Date:
    03/01/2013
    End Date:
    03/01/2016
    Responsible Person:
    Director
Details
4.1 7 Improve MIS Error Reporting
Start Date:
03/01/2013
End Date:
03/01/2016
Responsible Person:
Mandate/Reporting Team
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

4 - Mandates/Reporting: Improve MIS data quality and submission processing time.

Priority Rank:
4
Actions/Activities
  • 4.1.a1 - Review/identify new and existing error reports

    The team will need to review existing error reports for changes to the changing of submission errors. Also, the team will need to determine any new error reports that need to be created and added to existing processes.

    Start Date:
    03/01/2013
    End Date:
    05/01/2013
    Responsible Person:
    Mandate/Reporting Team
  • 4.1.a2 - Create/modify identified error reports

    Once a list of changes and new reports have been identified, these will need to be prioritized and modified/created.

    Start Date:
    05/01/2013
    End Date:
    03/01/2014
    Responsible Person:
    Mandate/Reporting Team
Details