1 IT Transition Team Infrastructure Workgroup Meeting # 11 And Appreciation Luncheon March 23, :00pm-2:00pm

2 Agenda Feedback from the Sub-groups Update from Advisor Review (held on 3/14/11) General Updates from Program Management & Co-Chairs Lunchtime Exercise: Transition Experiences to Date, a.k.a. “Before and After” Next Assignments Wrap-up and Questions

3 Feedback from Subgroups Feedback from the Sub-groups: How is the process going ? Any issues for co-chair or Program Management resolution? Feedback on the service template definitions

4 Advisor Review Sue generally liked the work that we’ve done Some minor suggestions: Some catalog descriptions need to be shortened – Video Provision for “Bulk Storage” (not tied to Active Directory/LDAP) – “Cloud-like”

5 General Updates from Program Mgt. & Co-Chairs We’re in Week 12 (of 24): –Workgroup co-chairs and PMs will be meeting with the Steering Committee (1 or 2 per week) over the next 4 weeks –Finance Workgroup has developed six (6) funding models “with room for flexibility” or “hybrids” – will be running some of the services through these models –HR has produced a draft version of the common IT job families –Communications Workgroup working on the organizational branding and organization name Milestone Achieved – Service Catalog -All Service Descriptions have been posted on the iSites (expectation is that these are 80%-85% complete) -Co-Chairs & PMs will meet with the Steering committee to review them and entertain questions Senior Leadership Appointments –Strategy & Planning – Cathy Cho Yoo –Innovation and Architecture – TBD (Posted) –Finance – Penny Kaligian –Administration – Vaughn Watters –Client Servcies – TBD (Posted) –Administrative IT – Bob Wittstein –Security – Jay Carter –Infrastructure – Sue Walsh –Academic – TBD (Posted) –Matrix Responsibilities – Executive Sponsor Role Sue Walsh – Central Administration Bob Wittstein - FAS

6 General Updates from Program Mgt. & Co-Chairs (Continued) New Organization Branding and Name –Importance of Brand A visual and verbal system to convey the identity of the new organization –Why? To convey that which is unmistakenly Harvard To effectively communicate the distinct advantages, promises, potential, and personality of the IT organization, both for the employees in the organization and the customers it serves –Next Steps Collecting marketing collateral and other “branded” organizational artifacts –Create an inventory of past and present stuff – a.k.a. “The Junk Bag” Organization naming contest – Zoomerang poll

Before the transition…So far during the transition… Not a lot of “cross pollination” between UIS and FAS, and actually it was just the opposite – competition was the ‘norm’. Folks from both UIS and FAS have actively participated and collaborated in many ways – workgroups, overlap discussions, etc. If this behavior becomes contagious, it will translate into great things for IT at Harvard. The focus of the organization was on delivering services within a fairly rigid funding model, which tends to constrain creative thing about what the organization could be or should be delivering. It has been very liberating to think about services in a manner not constrained by existing resources and funding models. Thanks so much for sharing your own observations around the IT transition to date. We are seeking all kinds of stories from those closest to the highly collaborate design work done to date. Please feel free to summarize ‘before and after’ stories in terms of the value and impact as you see it or as you or others (e.g., your customers) have experienced to date. This is part of an ongoing process to share and learn about the impacts and changes the IT Transition is eliciting. Transition Experience To Date

8 Next Assignments “Scavenger Hunt” – Collecting any branding materials –All subgroups to participate –Contribute all brochures,.ppt presentation templates, business cards “Before and After” Scenarios – Team-based description of transition benefits –All subgroups to participate Service Description Consolidation – In process (with the able assistance of June Dever) –All Infrastructure Service Descriptions to be placed in a single (.doc) document

9 Wrap-up & Questions Collection of “Branding” materials – Due by: “Before and After” templates completed – Due by: Questions?