IRM Continuing Education Guidelines
Frequently Asked Questions
What does one have to do in order to comply with the Guidelines? (More detail in later questions.)
- Attend a minimum number of hours of qualified training/education each fiscal year.
These hours are referred to as CPE credits or CPE units. (CPE = Continuing Professional Education)
- Complete a one-time set of required topics within the first two years of the program.
- Report completion of qualified training to the Department of Information Resources (DIR) by August 31 st of each fiscal year.
To whom do the Guidelines apply?
The designated Information Resources Manager (IRM) for each state agency/university in Texas
When do the guidelines take effect? (CPE Effective Date)
For IRMs already appointed by 9/1/99, that is the effective date. For those appointed since then, the guidelines take effect as soon as a person is officially designated as the IRM for an agency. This date is referred to as the CPE Effective Date.
Do all IRMs have exactly the same obligations?
No. The Guidelines allow for the fact that the roles of IRMs vary significantly depending on the size and mission of their organizations. IRMs are divided into 5 levels, based on the biennial IR budget. Each IRM must complete the obligations stated for his/her level.
Does training/education counted for credit have to be supplied by or approved in advance by DIR?
No. You (the IRM) select your own classes, topics, timeframes, and sources as long as the training meets the guidelines and can be mapped to one or more of the core competencies.
What are the "core competencies"?
The Guidelines are based on the premise that IRMs should strive for proficiency in key IR competency areas that will enable them to increase expertise in the use and management of information resources. These are identified as a comprehensive list of core competencies for IRMs. (Please refer to the Appendix section of the Guidelines). The broad competency areas are:
1.0 Policy & Strategic Planning
2.0 Leadership & Management
3.0 IT Performance Assessment
4.0 Project/Program Management
5.0 Capital Planning, Investment, Contracting
6.0 IT Topics & Trends
Note – this list was reduced for FY ’04 from 9 competencies.
What types of events are eligible for credit?
- classroom training
- educational conferences
- interactive distance learning programs, including on-line programs
- educational presentations (briefings)
What are the criteria to decide if an event qualifies?
Events that qualify for credit meet all of the following:
- support one or more of the competencies identified in the guidelines
- meet generally accepted standards as an educational event
- provide for some type of attendee interaction (exercises, discussion, group work, or question & answer)
- provide some proof of attendance (sign in sheet, signed evaluation, attendance roll, etc.)
And, of course, you must attend the entire module, session, or event (as is appropriate to meet the learning objectives).
Conferences may have multiple tracks and last several days. Do I really have to attend the WHOLE thing to earn any credit?
No. When an event is broken up into discrete, stand-alone modules or sessions (like at a conference) you may count credit for any modules/sessions completed.
What is meant by "generally accepted standards as an educational event"?
These criteria are based on international standards for continuing education. The event:
- was planned in response to an identified educational need
- has legitimate educational objectives
- was designed/conducted by qualified personnel
- content/delivery methods support the intended learning outcomes
- was/will be evaluated by participants in some manner
- lasts at least 50 minutes (However, use caution on short very short programs as they are sometimes not well-defined and may not have the best educational content)
What are the "required topics"?
A few specific topics have been identified for which there is a critical business need for Texas IRMs to be knowledgeable. These areas are defined as required topics in the program. The competency area/topics included are:
- Managerial & Leadership Competencies (specifically: communication and training issues)
- IR Strategic Planning
- IT Performance Assessment (specifically: business value of IT)
- Project Management (specifically: quality assurance)
- IT Acquisition (specifically: contract negotiation/contract management)
The number of required hours for each topic varies according to the IRM Level. (See chart on page 12 of the Guidelines or on the back of a CPE Submission form.) These areas were identified on the basis of feedback from the agencies/universities during program development, and some are legislatively mandated. The required topics are a one-time obligation; IRMs do not need repeat this every fiscal year.
IRMs still have complete freedom to choose educational events that best fit their own needs within the scope of these topics. An IRM with experience/education already obtained in a required topic can focus on advanced or specialty areas within the topic.
How long do I have to complete the required topics?
Two years - at least. CPE hours for required topics must be completed within two years of the individual’s designation as IRM. Plus, as a transitional strategy, any appropriate education/training received in the year PRIOR to the CPE Effective Date can count towards required topics.
Example: IRM is appointed 9/1/04 (CPE Effective Date). That IRM may use education received as far back as 9/1/031 towards required topics and must complete all required topics by 8/31/064.
Are the required topics added to the fiscal year training to increase the overall obligation?
No. The required topics are not hours of training in addition to the minimum yearly CPE hours; rather, part of the yearly training hours can be used to satisfy the required topics.
Example: A Level 5 IRM must receive 30 hours each fiscal year. Within the first two years, at least 24 hours of the 60 submitted should be towards required topics.
If I completed some required topics in they year before I was designated the IRM, do the hours reduce the fiscal CPEs?
If the education occurred within the current fiscal year, it can count toward both the required topics and fiscal hours. If it was outside the current fiscal year, it merely allows you to “check off” some of the required topics. Completing some of the required topics early frees up more of the yearly training hours to be used on topics of your choice (i.e., electives).
Example: IRM designated 10/20/04 took a Strategic Planning class. Where does it count?
If date was 9/20/04 – can count for both fiscal and required hours. If date was 7/20/04, it may be used to check off Strategic Planning Requirements, but would not be eligible towards current fiscal hours.
What are "electives"?
Any courses/events that do not contribute towards the required topics are considered elective. IRMs may select elective topics that support the IRM core competencies to count towards the minimum CPE credit they must earn each fiscal year. Within the broad scope of these competency areas, the IRMs should select events/courses that best fill their own training needs. Note, once the one-time required topics are completed, all of the IRM’s fiscal hours are from elective topics.
How do I let DIR know I took a course?
After completing a course, an IRM will report via an online form on the Continuing Education Guidelines Web page.
What is the best way to record/organize my records?
The CPE Submission Form (available on the Web site) offers an easy way to record hours for each event.
Conferences may have multiple tracks and last several days. Do I need to map EACH session?
No, when reporting a complex conference, consider the event as a whole. Determine how many total hours (CPEs) apply, and then divide those among the major competency areas covered. Mapping an event that is fresh in your mind should only take about 5 minutes or less.
Who determines if a conference/course/event meets the obligation towards the required topics and annual training hours?
The Guidelines provide you with a flexible framework within which to make those decisions. They were developed to support and assist IRMs as they pursue professional development opportunities. Within the parameters identified in the Guidelines, you can interpret the "appropriateness" of educational events for your own educational needs, and you can decide what core competencies they support. DIR will review the reported education during the year. In the case of a seemingly obvious mismatch, someone from DIR will contact you to discuss how well the event actually fit the intent of the program.
Does DIR file a report to the Legislature on this program?
There is no provision in the mandate requiring a report to the Legislature. The annual summary report, as well as detailed information, is available upon request. The summary will be published within the Biennial Operating Report (BPR).
In IRMA (the Information Resources Management Act), there is a reference to an "exemption from Initial Education Requirements". What is this?
The IRM Continuing Education Guidelines state that as initial education,
…information resources managers for state agencies should, as a minimum, possess a four-year college or university degree from a fully accredited institution, preferably with major coursework in information systems, computer science, data processing, business, or a related field.
IRMs appointed before September 1, 1992 are exempt from this initial education requirement.
How/why were the Guidelines developed?
DIR was directed by the Legislature to implement mandatory continuing education guidelines for IRMs. The guidelines were developed using information and feedback from multiple sources, including:
- Survey of IRMs regarding educational needs.
- IRM focus group meetings to discuss educational needs and program objectives.
- Interviews with individual IRMs (those unable to attend the focus groups) to discuss specific areas, such as the applicability of the program to very small agencies.
- Interviews with analysts, managers, and Quality Assurance Team staff within DIR regarding training needs.
- Research into similar programs in other states and at the federal level.
- Exploration of requirements for other professional continuing education.
- Establishment of an IRM Education Advisory Committee, consisting of agency and university IRMs, whose members participated in the development of these guidelines.
The purpose of the IRM Continuing Education Guidelines is to assist IRMs in building the skill sets and meeting the responsibilities of a Texas IRM. Participating in continuing education activities enhances the ability of IRMs to meet the challenges of rapidly changing technology and to effectively utilize information resources within their agencies.
How can I get a copy of the IRM Continuing Education Guidelines?
A copy of the Guidelines can be downloaded from the DIR Web site.
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