Alberta.ca » Income and Employment Supports Policy Manual


Expected to Work/Barriers to Full Employment Policy & Procedures
Published Date: April 30, 2020
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15 Administrative Procedures

Requests for IT Changes and Ad Hoc Data

INTENT 
This policy establishes guidelines for IS staff who are submitting a request for an Information Technology (IT) system change, or requesting ad-hoc data. The IS program uses various systems to manage case files and administer benefits, some of which include: 
  • Local Income Support Application (LISA)
 
POLICY
Requesting IT Changes and Ad Hoc Data 
 
The Income Programs Branch will review details of each request. Requests are prioritized based on urgency, scope, size and cost. Requests may be sent to Service Alberta for action, if appropriate.
 
Depending on the nature of the request, endorsement from regional leadership or the Statutory Director may be required. 
 
Note
This policy does not apply to queries related to active Action Requests. If ad hoc data or a system update is required in response to an Action Request, staff should work with their regional leadership to re-route the Action Request to the appropriate division/department. 
 
PROCEDURE
 
Submitting Requests for IT Changes 
The process to request a change to an IT system is as follows:
  1. Regional IS management submits an email to the TOI Contact team in the Income Program Branch. Use the subject header “IT Change Request”.
     
  2. In the email, provide the following information:
    • Name of program system (LISA or TOI)
    • Brief description of system change desired
    • Problem with the system or issue the change will resolve
    • Anticipated benefits and workload impacts
    • Impact of non-approval 
    • Any other related changes required
    • The date the change is needed
       
  3. After the request has been reviewed and prioritized by the Income Programs team, a response will be provided to indicate if next steps will be undertaken, or if the request will be put on hold pending availability of operational capacity. 
     
  4. The submitter may be required to provide more details to develop a detailed Service Request.
 
Submitting Requests for Ad-Hoc Data or Reports
The process to request IS ad hoc data or reports is as follows:
  1. Requester reviews existing report resources for relevancy, such as: 
    • LISA SharePoint site
    • The BRAIN
    • Open Data
    • Local reports available from CCD
       
  2. If existing reports do not provide sufficient information, regional management submits an email to the TOI Contact team in the Income Program Branch. Use the subject header “Report Request”.
     
  3. In the email, provide the following information: 
    • ​​ The time sensitivity of the request
    • The question the data is trying to answer 
    • How the question originated (ie: who needs the information)
    • Level of information needed (ie: detailed client information vs aggregate data, etc.)
    • Format that is needed (ie: summary of the data, pivot table, pivot chart/graph, Excel, etc.)
    • Requested columns/field headers (ie: client name, SIN, Client Type etc.) and time frames (fiscal year, calendar year, monthly, etc.) that are needed
    • Intended audience for the report 
       
  4. After the request has been reviewed by the Income Programs team, a response will be provided to indicate feasibility and, if applicable, timing. 
     
  5. A detailed Report Request Form will need to be completed by the submitter.