1. May 4, 2011 | Wednesday | 10:00 – 11:30am | 6 Story St., 1 st Fl. IT Services Transition Program Transition Team Discussion Document

2. Agenda 2 1.Web Portal Work – Scope and Timeline Updates 2.Communications WG Updates 3.Org Planning and Staff Transitioning Updates 4.University-wide IT Updates

3. Web Portal Work – Scope and Timeline Update 3 Because our current web development resources are committed to high- priority customer initiatives and the timeline requires full-time focus, we have engaged an outside expert in web solutions to assist with… The analysis, high-level design, build, and implementation of… For a “foundational launch” of our new web portal on 6/15, and Analysis and advice for next steps beyond 6/15 (both “easy” quick wins and more complex innovations to consider and plan for) Two-phased approach starting this week; The Chief Strategy Officer for IT will directly manage this team with strong oversight from the UCIO Collaboration and good use of time with both CA and FAS web teams is a high priority critical success factor, and folks will be consistently brought along throughout the entire effort Communications WG will play an instrumental role, too

4. Web Portal Work – Scope and Timeline Update (continued) 4 Phase 1: Initial Rapid 2-week Planning Effort Phase 2: Implementation of New Web Portal High-level current state assessment of web content in new IT organization, including the identification of ‘quick wins’ for 6/15 (regarding IA build and actual static content migrated) Preliminary future state IA (3-4 levels Overall implementation strategy and corresponding workplan, including approaches for: – IA implementation and content migration – Implementing a mobile version of the new portal – Implementing necessary redirects (2-3 levels down only) – Managing ‘broken links’ – Tagging content to support optimal discoverability – Meeting legal Federal §508 accessibility laws – Conducting preliminary usability testing Execution of overall implementation strategy and corresponding workplan (developed in Phase 1) Post-6/15 launch, the identification of opportunities for near-term and longer-term enhancements

5. Communications WG Updates 5 1.Sarah O’Connell, New full-time PM for Communications WG  Full-time beginning 5/2 for next 6 months at least  Immediate priorities: – Proactively planning out key Transition Program communications needs for next 7-10 weeks – Preparing crisp clear talking points to WG Co-chairs and IT Managers – Getting the Comms WG iSite area up to date – Anything else? 2.Results from New IT Org Naming Contest  20 individuals submitted over ~75 ideas  Comms Team has narrowed down the list to a “Top 7” 1.Harvard University Information Technology – HUIT 2.Harvard Information Technology Solutions – HITS 3.Harvard University Technology Solutions (or Services) – HUTS 4.Harvard University Technical Support and Services – HUTSS 5.Harvard Technology Solutions – HTS 6.Information and Communication Technology – ICT 7.University Information Services – UIS Please vote using your sticker

6. Org Planning and Staff Transition Updates 6 Notice: All IT staff memo forthcoming from UCIO later today  Goal: to provide more detail on the staff transition process Reminder: staff survey validations due to HR by COB this Friday, 5/6 Key Dates:  By the end of May, the next 1-2 levels of the org chart will be defined in terms of business unit function (not names) – i.e., each of the 9 total service areas will have developed discrete business units within – 5/6 Friday: Manager Validation of All Staff Survey Data Complete; Admin IT; and IT Security – 5/9 Monday: IT Infrastructure – 5/13 Friday: All Staff Survey Data Analysis Complete (and ready for incorporation) – 5/19 Th: IT Finance, IT Administration, Academic IT (tentative) – 5/26 Th: Strategy & Planning (S&P), Client Services – 6/1* W: Share functional business unit detail and other details with Transition Team (* Note: date may change to 6/6 Monday due to 5/30 Memorial Day Holiday)

7. University-wide IT Updates

8. Upcoming FY IT Budgets (see next slide for details) Incoming Provost Alan Garber FAS Faculty Standing Committee on IT – Recent Kickoff April University Corporation Presentation on Innovative Pedagogy Risk Management in IT Harvard @ 400 University CIO Council Harvard Library IT Work 6/23 Inaugural Harvard University IT Summit 4/20 IT Visiting Committee Visit 8

9. 3-part FY12 Funding for New IT Organization (prior version 3.0 shared with and approved by EVP Katie Lapp on 2/23/2011) 9 FY12 CA IT BUDGET 1-TIME SHARED FAS-CA TRANSITION INVESTMENTS (over 2 years) 0% scenario:$31.3 M -2% scenario:$30.7 M  2-year Operating ‘Bridge’ for 4 New Leadership Positions: 2 FTEs: (University-wide positions) @ 100% 2 FTEs: (split between FAS and CA) @ 50/50% Annual Total :$1.05M At the end of FY14, the new IT organization will track and monitor savings recovered and redeployed through the IT Transition Program (as discussed and agreed upon with EVP Katie Lapp, Finance VP Dan Shore, UCIO Anne Margulies, and Transition Program Director Cathy Cho Yoo in Jan. and Feb. 2011) Unified processes:$3.52M Shared infrastructure: $4.66M Shared tools:$1.28 M New web (FY12):$0.56M Space + training (FY13): $0.75M Communications & Recruiting: $0.27 M Total: (over 2 years) $11.047M (1) 2 2 3 3  New Op Funds to Support New Sys’s: 6 approved IT Capital projects Annual Total :$.927M FY12 FAS IT BUDGET 2.2% increase:$32.6 M Leadership FTEs:$0.4M Total:$33.0M  53 Total Projects 1 : 10 critical projects 43 service improvement projects (27 in base budget; 16 req. new funding) Total : (for HW, SW, contractors) $3.3M  2 Strategic Priority Projects 1 : Student Info Mgmt Strategy $0.4M Web Services$1.6M Total :$2.0 M 1 1 1. Still pending budgetary approval

10. Thank You – Stay Tuned for More Until Next Time http://isites.harvard.edu/transition