Division of Information Technology Chuck Shomper Vice Chancellor / Vice President September 5, 2003 We are IT Building the IT Community... Together

2 n Division-wide Communications Event to communicate information important to all IT staff members n Event Purpose: –Celebrate the successes of 2003 –Communicate the challenges of 2004 –Better prepare us to be successful by improving our organizational knowledge Welcome IT Community, September 2003

3 n Organization Virtual Tour via Photo Montage n Presentations by IT Management Team n Moderated Question & Answer Session n Break n IT Division Values Workshop n Door Prizes n Additional networking and exhibits time Program Agenda IT Community, September 2003

4 IT Vision IT Community, September 2003 Be the leader in the creative use of advanced technologies to enhance instruction, research, administration, and outreach services, and to be the most successful higher education division in the country at delivering the best computer service to our students, faculty, and staff.

5 IT Mission IT Community, September 2003 UHS IT will strive to meet the customers’ expectations by providing: nBest in Class Customer Service nSuperior Network and Server Infrastructure nIntegrated, State-of-the-Art Information Systems nProactive Security nLeading Technology

6 n Visionary Leadership n Organizational and Personal Learning n Valuing Faculty, Staff, and Partners n Focus on the Future n Management by Fact Baldridge Values* IT Community, September 2003 * Advocated by the Malcolm Baldridge National Quality Program as core values of high performing organizations. More on these later during the Values Workshop.

7 n Strategy –Mission, Vision, Values, and identification & prioritization of Goals and Objectives n Institutional Effectiveness –Organization improvement measures and reporting progress n Div. Business Services Administration –Business management and human resource functions of the division, legislative reporting, and university and divisional policies and procedures Responsible for managing and providing leadership to the IT Division including: Vice Chancellor / Vice President Organization IT Community, September 2003

8 IT High Level Org Chart IT Community, September 2003 Vice Chancellor / Vice President Chuck Shomper Computing & Telecommunications Dennis Fouty Enterprise Systems Arun Jain PeopleSoft Project Bob Shortle Security & Disaster Recovery Steve Green Technology Support Services Betty Roberts Division Business Administration Nicole Broyles Special Assistants Beverly Stevenson Wanda Dotson Houston Area Tech. Advance. Center Jim Forrest

9 IT Quality Organization Structure n Quality Council –Overarching responsibility for the IT Quality Program, and for sponsoring, initiating, and guiding Cross-Functional Improvement Teams. n AVC/AVPs –Responsible for participating in the Quality Council, and sponsoring, initiating, and guiding improvement projects within their areas. n Quality Advisor –Responsible for training and coaching improvement teams in his/her IT organization. n Quality Office –Responsible for providing a Quality Orientation to all IT Division employees, training and coaching Quality Advisors and Cross- Functional Improvement Teams, and coordinating Quality Council meetings.

10 IT Quality Organization Structure Quality Council - Identify high level processes & process owners - Identify and prioritize organization’s improvement goals - Prioritize cross-functional improvement efforts - Monitor cross-functional improvement projects & teams - Celebrate improvement successes AVC/AVP 2 Quality Council for Cross- Functional Improvement Projects Improvement Project A AVC/AVP 1... Vice Chancellor / Vice President, AVC/AVPs, & IT Quality Coordinator Improvement Project B Improvement Project C Improvement Project D Improvement Project E Improvement Project F Improvement Project G Improvement Project H Improvement Project I Quality Office Quality Advisor

IT Improvement Projects IT Community, September 2003 n Communications –Improve external and internal IT communications, with initial employee communications improvement focused on feedback from employees n Professional Development –Improve the IT Division’s development of its workforce n Customer Data Management –Improve IT-wide management of customer data Three division-wide improvement projects initiated mid-Spring 2003 as a result of employee feedback:

IT Improvement Projects: Results IT Community, September 2003 n Improved Employee Communications –“IT Community” communications event –IT web site for distribution of information to employees and to provide a location at which important information can be shared: –Visability to Functional org charts for all IT Departments on IT employee web site –More frequent broadcast messages to employees –In progress: Quality assured IT listservs to ensure messages are received by employees

IT Improvement Projects: Results IT Community, September 2003 n Improved Professional Development –Prioritized list of professional development opportunities to be made available –IT web site to provide a location at which IT professional development opportunities and knowledge can be shared: –New CBTs for requested professional develop- ment topics: Available to ALL IT employees at no cost to IT Department –New Process Mapping methods and tools classes –In progress: Identifying additional instructor-led opportunities for 2004

IT Improvement Projects: Results IT Community, September 2003 n Customer Data Management –Project Description: Improve IT-wide management of customer data. –Project Status: * Launched late April 2003 * Current Project Activity Focus: – Planning and Requirements Analysis

15 n As Dr. Gouge said in his speech to the campus earlier this week, each day we must do better at our jobs. n Ask ourselves: –Where are we today? –How do we grow ourselves? –How do we improve the way we do our jobs? Summary IT Community, September 2003