Harvard University IT Integration Program – Administrative IT Workgroup Meeting January 11, 2011

Agenda Review key topics about the new IT organization Review working group goals and roles Guiding principles and team expectations Review subgroups and leaders Define service categories Review service definition template December 20102

Harvard-Wide Assessment January Management Practice Where We AreWhere We Need To Be StrategyNo IT strategy or vision Technology-centric approach Sharply-defined and communicated IT strategic plan User/education-centric approach ExecutionInsufficient IT services, especially for faculty Uneven service quality Inconsistent use of IT metrics Clearly defined and delivered services geared to Harvard needs Data-driven service management CultureDifferent sub-cultures across IT groups Desire to collaborate Common, shared values across IT teams Collaboration embedded in culture StructureMinimal, ad hoc IT governance Decisions derailed or stuck in time Silos within silos Effective, engaged governance structure Standards-based management, operations TalentMany generalists Skill gaps Deep expertise Industry-standard professional skills & career paths InnovationMost effort aimed at maintenance, reactive Innovations in small pockets More support for innovation to advance instruction and research

Welcome and Introductions Academic and administrative leaders agree that now is the time to focus on IT at Harvard: December This is the inflection moment for Harvard to become the leader in academic IT, and we must. -Dean There is no reason why Harvard should not be in the forefront using IT in education and research. -Dean IT can play a critical role in creating important linkages across the university. -Dean It's an exciting – even historic – time to be in IT at Harvard. Thank you for being a part of it!

Overall Program Structure and Goals December INFRASTRUCTURE Data centers Storage Network Telecom Video ADMINISTRATIVE IT Enterprise apps FAS Admin Identity management Web ACADEMIC IT Classroom technology Web-assisted instruction Student apps Innovative pedagogy SECURITY Enterprise info security policies Security technologies CLIENT SERVICES Desktop/LAN support Helpdesk Desktop HW/SW procurement Instructional tech support Local applications SERVICE DELIVERY FOUNDATION FINANCE HUMAN RESOURCES COMMUNICATIONS KEY GOALS Enable strategic investment and use of IT Redirect resources to highest and best purpose Elevate level of service excellence

Transition Timeline December NovDecJan 2011 FebMarAprMayJun 11/15 Appoint Transition Team 11/29 Announce Transition Team 1/15 Announce Leadership Organization Design 3/15 Submit Working Group Deliverables (service models, etc.) 6/15 Launch New Organization 12/10 Transition Kick Off Transition

Workgroup Team Goals and Expected Key Outputs December Our GoalsExpected 6/15 Outputs Look ahead to new era of IT as a Harvard priority Define what services will be needed by faculty, staff, students Define delivery model and resource mix for each service New Organization, Mission, Vision, Values, Name, and Structure – New culture defined – New leadership team in place – Everyone understands their place in the new structure New Service Catalog* HR, Finance, Space, Tools defined 1-Year Implementation Plans* (to support new organization) * Note: Red italics denotes the outputs the workgroups will produce.

Working Assumptions Strategic for the long term Efficient High Quality January 20118

Roles and Responsibilities December Co-chairsProgram Managers Technical expertise guidance Team building Working session preparation Quality management Overall coordination – Within respective workgroup and across all workgroups Overall design approach Structure, process, tools Working session preparation and facilitation Progress, issues, risks management * Co-leadership * * Joint Partnership * Team Members Identify customer needs Define corresponding IT services Meet / exceed both program and workgroup goals Define scope and timing of provisioning Identify known critical path dependencies

Guiding Principles No “bashing” of each other or our colleagues across the University Strive to create greater transparency through open, honest and ongoing communication Provide real time feedback directly to colleagues when we have a difference of opinion, and not with others behind their back. To the extent possible, this will be done face to face, rather than by Agree to disagree not an option – no pocket veto Productive dissent manifests itself as an improved proposal January

Team Expectations Honor Time – Arrive on time for meetings, end meetings on time Be Present - Active listening and participation, scan for participation and actively encourage team members to participate Humor is Welcome – Have fun! Electronic Technology Courtesy – All laptop, iPad, phone, etc. use should be directly related to the meeting (it is understood by the nature of our jobs in IT that people may need to take an urgent phone call during a meeting) All ideas and points of views have value Use common conversational courtesy (i.e. don’t interrupt or speak over someone else) Bringing lunch to the meetings is acceptable At the start of each meeting, there should be an announcement about who is capturing notes from the meeting It is understood that not everyone will be able to make every meeting. You are responsible for getting caught up and making sure someone can represent your views at the meeting. No side conversations Report related conversations that happen outside of the group back into the group Don’t reply-all on messages if it isn’t necessary for the whole recipient list to receive the message January

Subgroups Enterprise Applications/FAS Admin: Dave Faux (lead), Isabelle Modiano, Jason Shaffner, Paige Duncan, Randy Ellis (PM) Tim Gleason, Molly DeQuattro (lead), Ellen Gulachenski, Noah Selsby (PM) IDM: Rick Osterberg (lead), Tim Gleason, Jane Hill, Kishan Mallur, Molly DeQuattro, Ellen Gulachenski, Magnus Bjorkman, Randy Ellis (PM) Web: John Beeler (lead), Paul Bergen, Katie Vale, Mike Hilborn, Shannon Rice, Dave Faux, Noah Selsby (PM) January