1. Dictatorship & Diplomacy Dictatorship & Diplomacy The Campus Politics of Successful IT Initiatives Copyright Barbara A. White and Rory J. Weaver 2002. This work is the intellectual property of the authors. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the authors. To disseminate otherwise or to republish requires written permission from the authors.

2. Dictatorship and Diplomacy The Campus Politics of Successful IT Initiatives Dictatorship and Diplomacy The Campus Politics of Successful IT Initiatives North West Regional Datatel Users Group Summer Conference July 10-12, 2002 Whitman College Walla Walla, Washington North West Regional Datatel Users Group Summer Conference July 10-12, 2002 Whitman College Walla Walla, Washington

3. So you’re the lucky one in charge of building “enabling collaboration!” Remember….context, context, context!

4. Dr. Barbara A. White Vice President/CIO Utah State University Logan, UT Dr. Barbara A. White Vice President/CIO Utah State University Logan, UT

5. Utah State University 2001 Utah’s Land grant university 8 academic colleges Total fulltime employees 2,549 Fulltime faculty 757 Students21,000+ Total Revenue $364,522,444 Basic and Applied Research $100+ million – Innovation Campus/Research Park – Space Dynamics Lab Governed by Bd of Regents and Bd of Trustees University-owned Bookstore; Housing; Food Serv Utah’s Land grant university 8 academic colleges Total fulltime employees 2,549 Fulltime faculty 757 Students21,000+ Total Revenue $364,522,444 Basic and Applied Research $100+ million – Innovation Campus/Research Park – Space Dynamics Lab Governed by Bd of Regents and Bd of Trustees University-owned Bookstore; Housing; Food Serv

7. cont. USU Profile Student Enrollment 21,001 – Undergraduate 19,295 – Graduate 3,706 – Gender representation: 11,127 male 11,874 female – Predominant State of Residency: Utah – Foreign Students: 647 male; 419 Female – Ethnicity: white/non-hispanic 20, 969 Student Enrollment 21,001 – Undergraduate 19,295 – Graduate 3,706 – Gender representation: 11,127 male 11,874 female – Predominant State of Residency: Utah – Foreign Students: 647 male; 419 Female – Ethnicity: white/non-hispanic 20, 969

8. Cont. USU Profile Student/Faculty/Administration Expectations – University-wide IT leadership/‘Return on Investment’ ……’Whose Investment’? – Increased levels of connectivity and functionality High performance computing Wireless access – Reliability, consistency, security, quality of service – 24x7x365 connectivity by any device, anywhere, anytime – Web-enabled ‘everything’ – Integrated solution for core business functions Student/Faculty/Administration Expectations – University-wide IT leadership/‘Return on Investment’ ……’Whose Investment’? – Increased levels of connectivity and functionality High performance computing Wireless access – Reliability, consistency, security, quality of service – 24x7x365 connectivity by any device, anywhere, anytime – Web-enabled ‘everything’ – Integrated solution for core business functions

9. Cont. Expectations Convergence of voice, video and data/VoIP Comprehensive plan for teaching/learning environments ‘High end’ technology-enabled classrooms Customized portal application Convergence of voice, video and data/VoIP Comprehensive plan for teaching/learning environments ‘High end’ technology-enabled classrooms Customized portal application

10. e.g., Cyber-Security Make IT security a higher and more visible priority in higher education; Do a better job with existing security tools including revision of institution policies; Design, develop and deploy improved security for future research and education networks; Raise the level of security collaboration among higher education, industry and government; and Integrate higher education work on security into the broader national effort to strengthen critical infrastructure.

11. Remember, however, to avoid the trap of ‘expectations’: – Different goals require different strategies! (supply driven, societal good, private good, demand driven, self-serving) – Learn to say “no” to impossible requests or bargain for more time. – Delegate. – Get to know executives and peers as it is easier to build IT systems with someone with whom you’ve built a relationship. – Tell users about new technology rather than the users telling you. – Practice ‘quick, but thoughtful response’ attitude.

12. Current IT Status: Decentralized! Absence of: – campus-wide IT leadership – standards and policies – systematic ‘asset management’ process to measure ROI – 24x7x365 etc. due to current legacy system – integrated administrative data management functionality – base for systematic plan for convergence of voice, data and video in Addition to: Few ‘high end’ technology-enabled classrooms – Absence of university portal technology – Increasing requests for high-end, IT-related functionality and level of connectivity – ‘Web-enabled’ some things Absence of: – campus-wide IT leadership – standards and policies – systematic ‘asset management’ process to measure ROI – 24x7x365 etc. due to current legacy system – integrated administrative data management functionality – base for systematic plan for convergence of voice, data and video in Addition to: Few ‘high end’ technology-enabled classrooms – Absence of university portal technology – Increasing requests for high-end, IT-related functionality and level of connectivity – ‘Web-enabled’ some things

13. So, what’s the Problem? Leadership Styles IT Opinions Campus Politics !! Budgets !! Committees Ceaseless Debate …”This is not a Sport…. We have Fighting, Torture, Revenge…”

14. So, what’s the Solution? …S top the debates and get the job done!’ U nderstanding campus politics can make the difference between success and failure…therefore … learning to identify the ‘Success/ Failure’ Indicators is imperative.

15. Indicator #2 Indicator #3 Indicator #4 The Big Picture Opinion vs Knowledge The Golden Rule Fair Play Indicator #1

16. Enterprise Wide The Big Picture College Only Departmental Short term Long term Temporary Permanent Noble Cause Bluff

17. Remember, Communication is the key. It is NOT who is right, but what is right—for the organization/institution. Case in Point The USU Portal Project

18. Quick History b) President Hires new Administrator for…X…… a) CIO convenes USU Portal Committee c) Portal Committee examines issues and recommends solution d) New Administrator takes exception to solution e) CIO Clarifies regarding recommended solution f) New Administrator responds… You’re Wrong. I’m Right. Do It My Way! I’m New’!

19. Email Thread 1 ----- Original Message ----- From: Non-Attendee To: New Administrator The most recent Portal committee meeting was held yesterday and here is the review of that meeting: …….. … Non-Attendee ----- Original Message ----- From: Non-Attendee To: New Administrator The most recent Portal committee meeting was held yesterday and here is the review of that meeting: …….. … Non-Attendee

20. Email Thread 2 From: New Administrator To: Non-Attendee cc: CIO Non-Attendee, Portals are marketing and customer service functions. Portals are not for the tech staff … … New Administrator From: New Administrator To: Non-Attendee cc: CIO Non-Attendee, Portals are marketing and customer service functions. Portals are not for the tech staff … … New Administrator

21. Email Thread 3 From: CIO Reply To: New Administrator New Administrator, Please see my "take" on all of this per the message that ‘Non-Attendee’ sent. It is my understanding that ‘Non- Attendee’ was not at the meeting……There appears to be some confusion…… Thanks. CIO From: CIO Reply To: New Administrator New Administrator, Please see my "take" on all of this per the message that ‘Non-Attendee’ sent. It is my understanding that ‘Non- Attendee’ was not at the meeting……There appears to be some confusion…… Thanks. CIO

22. Email Thread 4 From: New Administrator Reply To: CIO CIO, This is all screwed up. I forwarded to you ‘Non- Attendee's email with my responses. In your response you combined my responses and ‘Non- Attendee’s E-mail together into statements never said. … New Administrator From: New Administrator Reply To: CIO CIO, This is all screwed up. I forwarded to you ‘Non- Attendee's email with my responses. In your response you combined my responses and ‘Non- Attendee’s E-mail together into statements never said. … New Administrator

23. Email Thread 5 From: CIO To: New Administrator, NA, & Attendee Please accept my apology per any misinterpretation; I was simply trying to clarify "where we are “. It was not my intent to cause more confusion.... although apparently I did. Again, my apology. CIO From: CIO To: New Administrator, NA, & Attendee Please accept my apology per any misinterpretation; I was simply trying to clarify "where we are “. It was not my intent to cause more confusion.... although apparently I did. Again, my apology. CIO

24. Indicator #2 Opinion vs. Knowledge Strategies: * Are you a politician or a technician? Questions: * What technology to use (or vendor)? or… * How to apply chosen technology? * Know what you’re talking about; remember, “I don’t think it means what you think it means” is often the rule, not the exception

25. Case in Point WIRELESS IMPLEMENTATION For example, … remember, how you proceed may depend on who has the most clout! Where is the ‘clout’ most realized….as a politician or as a technician? For example, … remember, how you proceed may depend on who has the most clout! Where is the ‘clout’ most realized….as a politician or as a technician?

26. Wireless Opinions 2) The Institute of Electrical and Electronic Engineers (IEEE) has formally approved the 802.16 global standard,… VnuNet.com, Dec. 13, 2001 1) A group of technology leaders say they are building standardized specifications for writing mobile Internet applications. BEA Systems, Borland Software, Hewlett- Packard, IBM, Oracle, and Sun Microsystems are backing Nokia Corp.'s open mobile architecture,… Information Week, Dec. 19, 2001

27. Opinion/Knowledge Hierarchy Tech-Bent Student Employees Dept Network Mgrs. Secretaries/Asst. Dept ‘Guru’ Dean Dept Hd. Legal Issues Safety Issues

28. OSI Network Model Open System Interconnect Data Network

29. Indicator #3 The Golden Rule ….( i.e., “He who has the gold… Rules!”) The Golden Rule ….( i.e., “He who has the gold… Rules!”) Gold = Dictatorship No Gold = Diplomacy Gold / No Gold <> Success

30. Indicator #3 The Golden Rule Case in Point The USU Portal Project

31. Sequence of Events * CIO Convenes Portal Committee * Committee Examines Issues * President says “Reconsider” * Committee Re-examines Issues * Recommends Solution

32. President says: “Reconsider” The recommended solution was too costly in several ways including: – Up-front costs – Ongoing maintenance – Human capital requirements – Question: In this situation, does it make any difference if you are a Politician or Technician? Bottom line…the President has the final word.

33. Indicator #4 Fair Play …Honest, genuine, respectful, issues- oriented collaboration... No soapboxes… No hidden agendas. …Honest, genuine, respectful, issues- oriented collaboration... No soapboxes… No hidden agendas. “I know something you don’t know…”

34. Indicator #4 Fair Play Case in Point The USU Data Warehouse Project

35. The Former President’s Project * President Appoints ‘Favorite Son’ to Council * CIO Convenes Data Warehouse Advisory Council * Council Examines Issues – Proposes Solutions the result is: Award Winning Data Warehouse Product * ‘Favorite Son’ Vetoes ‘Everything’ * Council moves forward in spite of Favorite Son, and

36. Conclusion Lessons Learned and Take Home Points Get ALL the Facts Get High Level Commitment Do it Right-the First Tiime Get High Level Commitment Do it Right-the First Tiime Involve Anyone/Everyone Affected Repent and Forgive Kiss each other and live ‘Happily Ever After’

37. The End