Dept list: headcount+SCO integration

[alannawil]

Hi @ian-r-rose! Can we use this as a spot to iterate on what to do about this attribute+ integration? Will drop in a few other attributes for us to think about as well - but if makes sense to structure differently or somewhere else feel free to move.

• Master source: SCO has actual employee accounts, but no one has a cross walk
  • DOF has counts as well but they are budgeted - everyone said SCO was payroll/employee unit source of truth
  • No reliable crosswalk between SCO and DOF, confirmed by both SCO and DOF
  • DOF: there used to be but not really anymore
  • SCO: there is one, but literally would not pull it because they are concerned about accuracy
  • I did put together a very rough crosswalk, but there are some challenges and uncertainties
• Update frequency: we get headcounts on the SCO unit level each month
• Implementation: via email - can be put in SFTP or we can see if they are open to testing something diff
• Blocker: What to do about cw?
  1. Maintain ourselves - do not want, but maybe should think a little more about
  2. Keep lists separate
  3. Get SCO or DOF to maintain

Thoughts: push on (3) with SCO/figure out who to talk to, but could also start with (2) especially since we will hopefully have DOF in the not too distant future and we don’t want to delay there, and basically use it as a carrot to say “hey SCO if you want in on this you will have to maintain, but we have a rough crosswalk for you it’s not so bad we promise, just needs someone to validate and be accountable for updates”.

[ian-r-rose]

Implementation: via email - can be put in SFTP or we can see if they are open to testing something diff

SFTP is fine as far as I'm concerned. If they are interested in being more cloud-native we could also set up a shared cloud storage bucket.

I agree that we should get SCO to maintain the crosswalk. Your plan sounds like a good one to me: use your rough pass as a starting point and get them to take it over.

[alannawil]

btw i reached out to one partner on this a few days ago who potentially has more sway to get a crosswalk done - haven't heard back yet, will go to the broader leadership for the unit we have been working w next.

[alannawil]

Just added y'all to a meeting next week with the SCO team - we can circle in advance as helpful :)

[ian-r-rose]

Great, thanks @alannawil!

[alannawil]

next steps here are that Lisa on the PPSD team is following up with the state accounting team to see if they have this cw (they work more downstream)

[alannawil]

This has taken longer than anticipated -- last update from SCO was on 4/10 after a couple prods on seeing if we could get some connect in the State Accounting and Reporting Division (SARD) - they do the billing of payroll against budgets and is what our partners have said where the crosswalk lives if is anywhere - or at least would know better how to fill it out:

“Lisa has been out the last couple of weeks and is due back tomorrow, and Sarah is out through Wednesday. One of them should be able to get back with you later this week. I know that Sarah was looking at this, at the end of March, but I’m not sure where she left off with the reply.”

Will ping them again but then may need to circle back up with their CAO (Russ) to get this connection moving if PPSD can't

[alannawil]

followed-up here on 5/11 asking for more detail after this email from Lisa:

We did have some success with SARD. However, we still don’t have a mechanism to validate or update the information they have. We’d simply be taking the data and trying to merge it with our data, not always ideal but we may be able to find a way to make it work.

We are doing some additional work with SARD to determine how often that information gets updated and what kind of recurrence we can setup with them for the data.

Let me know if you have any questions, thanks.