Presentation Transcript

1. IT Transition Program UpdateStaff Town Hall June 10, 2011 | Friday | 1:30pm – 3:00pm | Science Center, Hall B
2. Welcome and Thank You! Anne Margulies and Leslie Kirwan
3. Agenda for 6/10 Town Hall
4. What Have We Accomplished? Anne Margulies
5. What have we accomplished?Expectations for this June 15 and next June 2012 CY2011 CY2012 18-monthTransition Process: I. Plan and Design II. Implement I. Org Design JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN Mission/Vision/Values Org Name, Branding New Org Structure New IT Organization Mission, Vision, Values Management Practices Governance Goal Setting Performance Mgmt II. Service Delivery Infrastructure Admin Tech Svs Academic Tech Svs IT Security Support Services New IT Service Catalog Basic Interim Processes 12-month Implementation Plan Service Delivery Solutions Processes + Tools Tracking + Reporting III. Foundational Support IT Funding Framework Common Job Families Comms. Strategy + Tools Funding Model + Budgets Professional Dev Prgm Space Configuration Finance IT HR Communications
6. What have we accomplished?Six major deliverables for organization design are complete CY2011 CY2012 18-monthTransition Process: I. Plan and Design II. Implement I. Org Design JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN Mission/Vision/Values Org Name, Branding New Org Structure New IT Organization Mission, Vision, Values Management Practices Governance Goal Setting Performance Mgmt II. Service Delivery Infrastructure Admin Tech Svs Academic Tech Svs IT Security Support Services New IT Service Catalog Basic Interim Processes 12-month Implementation Plan Service Delivery Solutions Processes + Tools Tracking + Reporting III. Foundational Support IT Funding Framework Common Job Families Comms. Strategy + Tools Funding Model + Budgets Professional Dev Prgm Space Configuration Finance IT HR Communications
7. What have we accomplished?Our new organization name and branding for HUIT
8. What have we accomplished?A new mission and vision Mission To assure Harvard’s leadership in IT, we strive to: Make it easier for faculty, students, and staff to teach, research, learn, and work through the effective use of information technology. Vision We aspire to build an organization with: Committed and skilled people accountable to Harvard’s mission and serving faculty and students; Simple processes making it easy to work with us, do our jobs, and deliver results; Innovative technology that is the right technology for the right reasons, including prudent experimentation.
9. What have we accomplished? New organization values “Yes, and…” helping to fully understand impacts, tradeoffs We care - make it our problem Responsive and anticipate user needs Recognize exemplars Include in performance evaluation system User-focused Won’t allow: Bashing! “Us vs. them” “Pocket vetos” Be consistently respectful Listen well; be present Suspend self-interest; share success Take the first step “In-it-together” mentality Open mindedness Collaborative Think creatively; be curious Take (calculated) risks Celebrate risk-taking, including learning from failures Innovative Proactively think about how certain info is helpful to others Responsible for “bringing it back” to the appropriate person Honest and frequent communications Open information sharing “Don’t shoot the messenger” culture Provide and use open communication tools Open
10. What have we accomplished? A new organization structure
11. What have we accomplished?Three key deliverables are nearly complete for IT Service Delivery CY2011 CY2012 18-monthTransition Process: I. Plan and Design II. Implement I. Org Design JAN’11 FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN’12 FEB MAR APR MAY JUN Mission/Vision/Values Org Name, Branding New Org Structure New IT Organization Mission, Vision, Values Management Practices Governance Goal Setting Performance Mgmt II. Service Delivery Infrastructure Admin Tech Svs Academic Tech Svs IT Security Support Services Service Delivery Solutions Processes + Tools Tracking + Reporting New IT Service Catalog Basic Interim Processes 12-month Implementation Plan III. Foundational Support IT Funding Framework Common Job Families Comms. Strategy + Tools Funding Model + Budgets Professional Dev Prgm Space Configuration Finance IT HR Communications
12. What have we accomplished?A strong foundation to deliver and access our services 12-month Transition Implementation Plan Clear Interim Processes New IT Service Catalog Clearly organized: 34 core services delivered across 5 IT service areas Accessible: user-friendly, coherent service catalog on new HUIT website 10 Key Transition Projects: identified and budgeted for; to be prioritized, staffed, and managed as a portfolio New IT Services: to be rolled out or enhanced HR improvements:new targeted training, values focus, new recognition and development programs and approaches Financial management improvements: new GL, funding model, rationalized pricing, policies, and toolset 4 key ITSM processes: enhanced and clearly communicated with clear ownership in Support Services Service Request Management Incident Management Problem Management Change Management
13. What have we accomplished?Three key deliverables completed for our foundational areas CY2011 CY2012 18-monthTransition Process: I. Plan and Design II. Implement I. Org Design JAN’11 FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN’12 FEB MAR APR MAY JUN Mission/Vision/Values Org Name, Branding New Org Structure New IT Organization Mission, Vision, Values Management Practices Governance Goal Setting Performance Mgmt II. Service Delivery Infrastructure Admin Tech Svs Academic Tech Svs IT Security Support Services New IT Service Catalog Basic Interim Processes 12-month Implementation Plan Service Delivery Solutions Processes + Tools Tracking + Reporting III. Foundational Support IT Funding Framework Common Job Families Comms. Strategy + Tools Funding Model + Budgets Professional Dev Prgm Space Configuration Finance IT HR Communications
14. What have we accomplished?A new single comprehensive funding framework New Funding Framework Key characteristics: 2 basic dimensions: allocation or usage 5 cost recovery options: with clear “decision tree-like” guidance for users, robust examples, and a solid communications plan to orient users and customers through FY12 How it was developed: Intense weekly working sessions with Finance Working Group members (not including session prep and follow-up!) Based on 3 strategic goals and 7 guiding principles Piloted in close collaboration through all 5 IT service delivery areas (over a 10-12 week period)
15. What have we accomplished?Common job families within which to create clear career paths New IT Job Family Key characteristics to date: 14 job functions 43 common job roles Clear career paths Reviewed with CIO Council Future: Complete job family -> function -> role structure Clear career paths enabled Increased mobility and options Training tailored to functions and roles Past: Outdated job roles and gaps Several “catch all” job roles
16. What have we accomplished?Data-driven insight into our IT workforce April 2011 Staff Survey – A Few Key Takeaways IT FTE by Functional Area Staff perform an average of 5 different functions Only 24 staff do just one thing 100% of the time Most reported functions: Program/Project Management and Coordination and Customer Relationship / Account Management Top training requests: CCNA, CCNP, VMWare, Leadership, Management
17. What have we accomplished? A set of HUIT standardized communications tools Ongoing Outreach Branding Tools and Templates Wordmarks Business cards Online letterhead PPT template MS word template Email signature HTML email template Editorial stylesheet Visual guidelines Town hall meetings UCIO brown bag lunches Stakeholder meetings UCIO emails
18. What have we accomplished?We accomplished everything we set out to do for 6/15 CY2011 CY2012 18-monthTransition Process: I. Plan and Design II. Implement I. Org Design JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN Mission/Vision/Values Org Name, Branding New Org Structure New IT Organization Mission, Vision, Values Management Practices Governance Goal Setting Performance Mgmt II. Service Delivery Infrastructure Admin Tech Svs Academic Tech Svs IT Security Support Services New IT Service Catalog Basic Interim Processes 12-month Implementation Plan Service Delivery Solutions Processes + Tools Tracking + Reporting III. Foundational Support IT Funding Framework Common Job Families Communications Strategy + Tools Funding Model + Budgets Professional Dev Prgm Space Configuration Finance IT HR Communications
19. What’s Changing on 6/15? Anne Margulies, Sara Oseasohn, Bob Wittstein
20. What’s changing on 6/15? A lot!
21. What’s changing on 6/15? An outside perspective from the 2011 IT Visiting Committee Report “…the Committee whole-heartedly believes that IT can greatly facilitate strategic goals at Harvard such as innovative pedagogy.” “Harvard has the most coherent institutional vision for itself (“one-university”) and for IT that this Committee has observed in more than ten years.” “…it is clear that Harvard has become ‘unstuck’ and a broad rethinking is underway. This is certainly true for IT…”
22. What’s changing on June 16? We will no longer achieve effectiveness at the expense of efficiency
23. What’s changing on June 16? Users will have a single place online through which to browse and access our services (and our people!)
24. What’s Next? Cathy Cho Yoo
25. What’s next? Immediate next steps All Transition Team members until 7/18 SLT – no change New Advisory Board – effective 6/15 Foundational Groups start back up 7/18 Near-term Plans: Transition Team members take a break from IT Transition Start back up in mid-July Steering Committee transforms to Senior Leadership Team (SLT) effective 6/15 Meet every Wednesday morning Reconfigure Transition Team and Working Groups Develop and establish new organization management processes Develop and establish high priority governance processes IT Transition is just one of many standing agenda items going forward Convene a new Advisory Board effective 6/15
26. What’s next? July and beyond… Implementation Roadmaps Each Working Group has drafted 1st-pass implementations plans Submitted last Tuesday Undergoing SLT reviews To be rationalized through summer Standing up a New Operational PMO aligned with S&P processes + standards Processes, governance, and organization to be created / standardized beginning in July In conjunction with new SLT, will prioritize and plan out in more detail, at a minimum, the 10 Transition Projects identified as part of annual budgeting: Transition Resources Hiring Space Reconfiguration and Moves Training for Redeployment and New Skills Active Directory Unification FAS/CA Identity Management Unification and Upgrade (Phase I) IT Service Management System Unification Unifying Communications for All User Communities Data Center Assessment, Strategy & Roadmap Consolidated Desktop Consolidated Development Strategy
27. What’s next? Preview of longer-term HR implementation activities
28. Upcoming Events Vaughn Waters
29. Upcoming Events Keynote speakers for the day will include: Drew Faust, President, Harvard University John Palfrey, Henry N. Ess III Librarian and Professor of Law; Special Advisor for Information Technology HUIT All-Staff BBQ!June 24, 2011 Friday 1:00 – 4:00pm 65 North Harvard St.(Athletic Fields) More details to come… Inaugural Harvard IT SummitJune 23, 2011 Thursday
30. Q&A
31. Thank You – Stay Tuned for More Until Next Time http://isites.harvard.edu/transition