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

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

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

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

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 email 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)

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?

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?

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?

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?

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?

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?

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?

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?

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?

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?

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?

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?

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?