1. Strategic Program Subgroup Meeting December 8, 2016
Campus Readiness Goal
Strategic Program Subgroup Meeting
December 8, 2016

2. Campus Readiness Goal
Improve all the go-live processes (Communication, Outreach, Training, Support, etc.) used to deliver a new or enhanced system to the University community to ensure that there is broad and deep adoption with sufficient support in place for continued success of the system.
Understand current state change management activities of HUIT’s Strategic Programs
Develop standard templates and process customized for each school (or subgroups) to help prepare them for Go-Live
Objective 1: School Readiness
Define process to ensure Service Management and support readiness (tools, processes and resources) are in place at Go-Live
Objective 2: Operational Readiness
Define service health check definition process to assess effectiveness of operational readiness and sustaining readiness, such as Service Level Agreements and Call Resolution targets
Develop organizational change management measures for HUIT’s Strategic Programs
Objective 3: Sustaining Readiness
Educate HUIT Project Managers and Leaders about standard tools and processes
Create Program “Playbook” to assist new programs with campus readiness
Enhance PMO site with tools, templates, and processes for Go-Live (Outreach, Communications, Process Transition, Training, etc.)
Objective 4: Standard Readiness Processes and Materials

3. Campus Readiness Steps
11/3/2017
Campus Readiness Steps
In order to achieve the Campus Readiness goal in FY17 we will follow the steps below to gather and work together to create the appropriate tools. 1 2 3 4 5 6
Meet with SLT Program Subgroup to provide an understanding of the Campus Readiness Goals and Steps
Goal Overview
Interview
Data Gathering
Proposal
Prioritization
Delivery
Interview Program Leadership, OCM Leads, Key Program Personnel including key stakeholders and Support Services
Review campus readiness current state templates, processes, and best practices
Develop campus readiness recommendations including templates and processes
Socialize and prioritize the recommendations with the SLT Program Subgroup
Execute upon the prioritized recommendations - create templates and processes to be included in the playbook
Collaboration!!!!
FY17 Q2 Q3 Q4

4. Campus Readiness: Key Topic Areas
11/3/2017
Campus Readiness: Key Topic Areas
The interviews and subsequent reports will focus on the following key topics areas within Campus Readiness which are directly aligned to the Campus Readiness Goal and Objective.
6 Key Topic Areas
for Campus Readiness
Sustaining
Readiness
Outreach
Communication
Operational
Workforce
Transition
Training
Sustaining Readiness
Developing commitment
Stakeholders supporting change
Ensuring success
Operational Readiness
Service model
Steady state user support
Communication/ training support resources
Workforce Transition
Policy changes
Process changes
Job role changes
Stakeholder analysis
Stakeholder engagement activities
Governance structure
Communication channels
Communication strategy
Communication plan
Training material development
Training delivery
Training customization
Communication
What communication channels does the program leverage?
Is there a communication plan?
How are stakeholders informed of the changes?
Training
What types of training are utilized for the users of the program?
Who was responsible for developing and delivering training materials?
Where do training materials reside?
How was the training customized for schools?
Adoption & Sustainability
What departments were most resistant to the changes? What was your approach?
What were the biggest risks associated with the implementation?
How were departments willing to support the change?
What was done to ensure success?
Workforce Transition
How were process and policy changes handled within the program?
What types of employee/ student transition plans developed?
How were reporting structure or job description changes handled?
Operational Readiness
How did the program engage with the Service Management Desk prior to implementation?
What service measurements did the program outline and how have they been met?
What types of support measures were employed for users?
Outreach/ Stakeholder Engagement
What stakeholders are impacted by your program?
How are the stakeholders involved with the program?
What is the governance structure?
Color Key:
Objective 1: School Readiness
Objective 2: Operational Readiness
Objective 3: Sustaining Readiness

5. Step 1 – School Readiness: School Profile Activity
11/3/2017
Step 1 – School Readiness: School Profile Activity
Help us to create a profile for each of the schools that you and other programs/ projects can leverage!
Use 5-7 minutes to complete the school profile you have been assigned.
Take 10 minutes to walk around the room and add additional notes and comments to other school profiles.
Consider your interactions with the schools. Identify and add key themes, topics, rules of engagement and/ or resources for as many of the school profiles as possible.
Engage in discussion with others to provoke additional thoughts.
The final school profiles will be shared with the Strategic Program Subgroup via following this meeting and discussed at the next meeting.
During the Lessons Learned for the Strategic Programs we learned that you all would have benefited from a profile on each school so that you had a better understanding of how to engage with those schools. This is something that the Strategic Programs and other projects would find helpful.
Since many of you have had different types of engagement with the schools we wanted to be able to use the knowledge you have to begin to create School Profile.
Key Stakeholders
Engagement of the Dean, Engagement of CIO
Change Management Group
Training Delivery Group
Communication Delivery Group
Engagement Rules (what you must know to succeed)

6. CADM Key School Members Governance Groups
Identify key members of the school (decision makers, leaders, etc.) along with their role.
Governance Groups
Outline key boards, councils and committees within the school
Engagement Rules (things you must know to succeed)
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
IT Department
Identify key IT resources and department structure
Communication
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
Training
How does the school train on changes and updates? Do they have training resources?

7. Chan School of Public Health (SPH)
Key School Members
Identify key members of the school (decision makers, leaders, etc.) along with their role.
Governance Groups
Outline key boards, councils and committees within the school
Engagement Rules (things you must know to succeed)
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
IT Department
Identify key IT resources and department structure
Communication
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
Training
How does the school train on changes and updates? Do they have training resources?

8. Faculty of Arts and Sciences (FAS)
Key School Members
Identify key members of the school (decision makers, leaders, etc.) along with their role.
Governance Groups
Outline key boards, councils and committees within the school
Engagement Rules (things you must know to succeed)
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
IT Department
Identify key IT resources and department structure
Communication
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
Training
How does the school train on changes and updates? Do they have training resources?

9. Graduate School of Design (GSD)
Key School Members
Identify key members of the school (decision makers, leaders, etc.) along with their role.
Governance Groups
Outline key boards, councils and committees within the school
Engagement Rules (things you must know to succeed)
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
IT Department
Identify key IT resources and department structure
Communication
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
Training
How does the school train on changes and updates? Do they have training resources?

10. Graduate School of Education (GSE)
Key School Members
Identify key members of the school (decision makers, leaders, etc.) along with their role.
Governance Groups
Outline key boards, councils and committees within the school
Engagement Rules (things you must know to succeed)
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
IT Department
Identify key IT resources and department structure
Communication
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
Training
How does the school train on changes and updates? Do they have training resources?

11. Harvard Business School
Key School Members
Identify key members of the school (decision makers, leaders, etc.) along with their role.
Governance Groups
Outline key boards, councils and committees within the school
Engagement Rules (things you must know to succeed)
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
IT Department
Identify key IT resources and department structure
Communication
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
Training
How does the school train on changes and updates? Do they have training resources?

12. Harvard Divinity School (HDS)
Key School Members
Identify key members of the school (decision makers, leaders, etc.) along with their role.
Governance Groups
Outline key boards, councils and committees within the school
Engagement Rules (things you must know to succeed)
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
IT Department
Identify key IT resources and department structure
Communication
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
Training
How does the school train on changes and updates? Do they have training resources?

13. Harvard Kennedy School (HKS)
Key School Members
Identify key members of the school (decision makers, leaders, etc.) along with their role.
Governance Groups
Outline key boards, councils and committees within the school
Engagement Rules (things you must know to succeed)
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
IT Department
Identify key IT resources and department structure
Communication
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
Training
How does the school train on changes and updates? Do they have training resources?

14. Harvard Law School Key School Members Governance Groups
Identify key members of the school (decision makers, leaders, etc.) along with their role.
Governance Groups
Outline key boards, councils and committees within the school
Engagement Rules (things you must know to succeed)
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
IT Department
Identify key IT resources and department structure
Communication
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
Training
How does the school train on changes and updates? Do they have training resources?

15. Harvard Medical School
Key School Members
Identify key members of the school (decision makers, leaders, etc.) along with their role.
Governance Groups
Outline key boards, councils and committees within the school
Engagement Rules (things you must know to succeed)
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
IT Department
Identify key IT resources and department structure
Communication
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
Training
How does the school train on changes and updates? Do they have training resources?

16. Harvard School of Dental Medicine (HSDM)
Key School Members
Identify key members of the school (decision makers, leaders, etc.) along with their role.
Governance Groups
Outline key boards, councils and committees within the school
Engagement Rules (things you must know to succeed)
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
IT Department
Identify key IT resources and department structure
Communication
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
Training
How does the school train on changes and updates? Do they have training resources?

17. Radcliffe Institute Key School Members Governance Groups
Identify key members of the school (decision makers, leaders, etc.) along with their role.
Governance Groups
Outline key boards, councils and committees within the school
Engagement Rules (things you must know to succeed)
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
IT Department
Identify key IT resources and department structure
Communication
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
Training
How does the school train on changes and updates? Do they have training resources?

18. School of Engineering and Applied Sciences (SEAS)
Key School Members
Identify key members of the school (decision makers, leaders, etc.) along with their role.
Governance Groups
Outline key boards, councils and committees within the school
Engagement Rules (things you must know to succeed)
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
IT Department
Identify key IT resources and department structure
Communication
How does the school communicate about changes? Do they have communication resources? Your experiences in communicating with this school.
Training
How does the school train on changes and updates? Do they have training resources?