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Stage 2 ICT Position
Description RASCI Review –
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Staff Interviews
Fire and Emergency New Zealand (FENZ)
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August 2021
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Contents
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CONTEXT ............................................................................................................................................................................................................................................................................................................................. 1
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EXECUTIVE SUMMARY ....................................................................................................................................................................................................................................................................................................... 3
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RECOMMENDATIONS ........................................................................................................................................................................................................................................................................................................ 5
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STAFF WORKSHOP / INTERVIEW FINDINGS ................................................................................................................................................................................................................................................................... 6
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RESPONSIBILITY AND ACCOUNTABILITY ASSESSMENT ............................................................................................................................................................................................................................................... 8
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RISKS ................................................................................................................................................................................................................................................................................................................................... 9
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ISSUES ................................................................................................................................................................................................................................................................................................................................ 10
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OPPORTUNITIES, GAPS AND DUPLICATIONS ............................................................................................................................................................................................................................................................... 11
9.
NEXT STEPS ....................................................................................................................................................................................................................................................................................................................... 12
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1. Context
Background
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CoDigital was engaged in late November 2020, to undertake several activities to gain a clear assessment of the current state for the Chief Information and Technology Officer (CITO), FENZ.
We initially interviewed Managers and Team Leaders to understand the extent their work activities match the existing ICTS position descriptions. The feedback showed there were overlaps, duplications, gaps and
opportunities across all ICTS positions. The report also tabled a list of recommended actions for the first half of calendar year 2021.
Over the last six months, four recommendations have been actioned by the CITO to both strengthen and build capability, as well as mitigate risks:
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Establishment and recruitment of the Portfolio, Programme and Project Management (P3M) function.
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Establishment and recruitment of the Testing function.
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Creation of two new functional positions with Security and Service Management responsibilities, currently being advertised.
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A number of fixed-term positions in the Technology and Support operational area have been converted to permanent status via business case justification.
Stage 2, as a follow up from the initial activity, was to hold workshops / interviews with ICTS staff to undertake the same assessment. This report brings together the findings of the second review.
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Objectives
The objectives of this assignment were to:
• gain an understanding regarding the extent staff work activities match the existing ICTS position descriptions
• identify gaps, opportunities and duplication of responsibility
• conduct a RASCI gap analysis
• map these findings against CoDigital’s Service Domain Taxonomy
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• debrief the CITO, ICTS Management Team and HR Business Partner with the findings
Scope and approach taken
Workshop / Interview Logistics
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• The ICTS Team Coordinator organised workshops for groups of individuals who had the same, or very similar, position description(s).
• 1:1 interviews were organised where there was specialisation and an individual is the only person performing the position.
• Permanent and long-term fixed-term contract staff were invited to participate.
• The workshops / interviews took place during the last three weeks of July.
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Workshop Design
• The workshops were designed to ensure there were plenty of opportunities for discussion.
• Using the current published position descriptions, individuals conducted self-assessments then worked in pairs and finally shared with the whole work group, working together to complete the final assessment
and provide consolidated feedback.
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• CoDigital obtained as much agreement as possible from the work group and were committed to capturing all feedback, whether from an individual or multiple participants.
• CoDigital included a brief introduction to the CoDigital Service Domain Taxonomy in these sessions to show the participants how their feedback was to be captured and represented in the final report. This was
well received and understood.
• The PSA was asked to provide feedback on the approach and their advice has been included in the workshop design.
• The PFU were advised that a member was participating in a workshop.
Scope exclusions
• No feedback was requested on capacity.
• Vendor and contracted staff were not invited to participate.
Reports
• Changes to this report:
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to provide a current state view of the ICTS sourcing/resourcing mix, CoDigital sought further information from the ICT Management team regarding service providers that are currently used. We then
mapped the vendor provided/outsourced capabilities onto the CoDigital Service Domain taxonomy report.
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we have made slight adjustments in the mapping of the RASCI to the CoDigital Service Domain taxonomy and have endeavoured to simplify the key. We have highlighted activities undertaken by
participants as a simple “yes” or “no”.
• It is important to view both reports to obtain the detailed feedback and recommendations from both Managers/Team Leaders and their staff.
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9. Next Steps
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In addition to the recommendations from the initial report, there are two key steps we recommend for immediate consideration and action:
In addition to the recommendations from the initial report, there are two key steps we recommend for immediate consideration and action:
1. From a purely tactical standpoint, the current Position Descriptions need to be updated to reflect the responsibilities of the position holders as below:
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Update position titles to provide clarity of role function
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Update position descriptions to reflect the new organisation
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Create clear, plain English descriptors of accountabilities and responsibilities
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Create clear demarcation between roles with similar functions and/or technologies supported
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Clearly define responsibilities between senior and junior roles
2. In order to ensure the entire ICTS team are able to meet the requirements of the digital transformation outlined in the Fire and Emergency NZ Digital Strategy, consideration of adopting an Industry standard
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skills framework (SFIA) should be made. Adoption of SFIA would provide:
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New digitally themed digital transformation skills descriptions for cybersecurity, data science, enterprise, agile and dev ops roles
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Up to date and ICT industry recognised position titles and skills descriptions which will enhance the FENZ ICT employment brand and attract digitally skilled candidates
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Detailed description of up to 7 levels of responsibilities for each skill, thus providing competency profiles to be able to have development and career discussions
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a new position description that when applied to the FENZ job evaluations process, will ensure as an outcome of this process a more accurate reflection of the ICT job market remuneration levels
Initial engagement with the ICTS Leadership team to review the benefits of SFIA and agree adoption should be made in the first instance.
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Document Outline
- COVER PAGE
- Phase 2 Report - ICT Position Description Review 20 August 2021_Redacted
