Harvard University UCIO – FAS IT Transition Kickoff December 10, 2010 Faculty Club

Today's Agenda December :00Introductions Assessment Priorities Transition 3:30Leadership Perspective 3:45Transition Goals 4:00Rules of Engagement 4:45Where We Go from Here

Harvard-Wide Assessment December 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 Assessment *Framework for Management Practices adapted from Nohria et al, "What Really Works", Harvard Business Review, July 2003.

Harvard IT Priorities December Immediate Priorities (FY 2011)Longer Term Priorities (FY 2012 – FY 2014) University  Build University IT leadership team  Develop University Student Information System strategy  Develop University identity management strategy  Expand shared services - Security - Storage and back up - Video conferencing - Video storage and delivery  Pursue aggregated IT procurements  Develop University IT strategic plan  Develop University data and IT architecture  Revise IT funding/cost recovery model  Collaborate with communications community to develop University web strategy  Support the University Library implementation  Develop strategy for collecting, storing, disseminating research FAS  Create new integrated organization - Define common vision and mission - Build leadership team and governance structure  Define common culture - Establish value system - Create ways to reinforce values  Improve basic IT services - - Universal desktop - Faculty and department web sites - Seamless faculty support  Implement new Student Information System  Develop Faculty Information System  Move research computing to MGHPCC  Support innovations in pedagogy  Continue to improve faculty IT support services Priorities DRAFT

Transition Program Structure December INFRASTRUCTURE Data centers Storage Network Telecom Video ADMINISTRATIVE IT Enterprise apps FAS Admin Identity manage- ment Web ACADEMIC IT Classroom tech- nology Web-assisted in- struction Student apps Innovative pedagogy SECURITY Enterprise info security policies Security technol- ogies 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

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

December Leadership Perspective Dean Michael Smith Executive Vice President Katie Lapp

Transition Organization December INFRASTRUCTURE ADMINISTRATIVE IT ACADEMIC IT SECURITY CLIENT SERVICES SERVICE DELIVERY WORKING GROUPS PROGRAM MANAGEMENT TEAM Transition Goals FOUNDATION WORKING GROUPS FINANCE HUMAN RESOURCES COMMUNICATIONS TRANSITION PROGRAM DIRECTOR TRANSITION TEAM STEERING COMMITTEE

Steering Committee Goals Provide overall direction and guidance Support work groups Design new organizational model December STEERING COMMITTEE TRANSITIO N PROGRAM DIRECTOR TRANSITIO N TEAM PROGRAM MANAGEMENT TEAM FINANCEHUMAN RESOURCESCOMMUNICATIONS SERVICE DELIVERY WORKING GROUPS INFRAADMIN ITACAD ITSECURITYCLIENT SVC Members Mary Ann Bradley Cathy Cho Yoo Leslie Kirwan Anne Margulies Susan Walsh Bob Wittstein Transition Goals

Transition Program Director December PROGRAM MANAGEMENT TEAM TRANSITION PROGRAM DIRECTOR STEERING COMMITTEE TRANSITIO N TEAM FINANCEHUMAN RESOURCESCOMMUNICATIONS SERVICE DELIVERY WORKING GROUPS INFRAADMIN ITACAD ITSECURITYCLIENT SVC Goals Provide guidance on strategy and leading practices Lead and direct overall transition process Manage all deliverables through completion Program Director Cathy Cho Yoo Transition Goals

Program Management Team December STEERING COMMITTEE TRANSITIO N PROGRAM DIRECTOR TRANSITIO N TEAM FINANCEHUMAN RESOURCESCOMMUNICATIONS SERVICE DELIVERY WORKING GROUPS INFRAADMIN ITACAD ITSECURITYCLIENT SVC PROGRAM MANAGEMENT TEAM Goals Provide strategic guidance and support to other teams Ensure all plans align with industry standards and best practices Provide coordination across groups to assure –Common designs –Integration –Issue management Track and report transition progress Assist with administrative support Members Susan Delellis Eric D'Souza Liz Eagan Katie Kilroy Noah Selsby Karen Slaton Vaughn Waters Transition Goals

Transition Team December PROGRAM MANAGEMENT TEAM TRANSITION TEAM STEERING COMMITTEE TRANSITIO N PROGRAM DIRECTOR FINANCEHUMAN RESOURCESCOMMUNICATIONS SERVICE DELIVERY WORKING GROUPS INFRAADMIN ITACAD ITSECURITYCLIENT SVC Goals Define mission, vision, values, name Appoint and oversee Working Groups Integrate Working Group deliverables into coherent whole Members Paul Bergen Joe Bruno Bob Cahill Jay Carter Eric D'Souza Leo Donnelly Ellen Gulachenski Rick Osterberg Steve Rivers David Sobel Jane Sulkin Noah Selsby Katie Vale Vaughn Waters Transition Goals Christian Hamer Jane Hill John Jurus Penny Kaligian Jacques Laflamme Katherine MacRostie Kishan Mallur Sue Walsh Bob Wittstein Co-Chairs

Service Delivery Working Groups December PROGRAM MANAGEMENT TEAM STEERING COMMITTEE TRANSITIO N PROGRAM DIRECTOR TRANSITIO N TEAM FINANCEHUMAN RESOURCESCOMMUNICATIONS SERVICE DELIVERY WORKING GROUPS INFRAADMIN ITACAD ITSECURITYCLIENT SVC Goals 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 Co-Chairs: Infrastructure Joe Bruno Jacques Laflamme Co-Chairs: Admin IT John Jurus Katherine MacRostie Co-Chairs: Academic IT Katie Vale Paul Bergen Co-Chairs: Security Christian Hamer Jay Carter Co-Chairs: Client Services Bob Cahill David Sobel Transition Goals

Service Definition Template Service Category Service Name Description & Scope Service Level Plan Target Audience/ Customers Customer Responsibilities Tracking/Reporting Protocol Required Staffing Types & Skill Sets Funding Model December Transition Goals

Finance Working Group December PROGRAM MANAGEMENT TEAM STEERING COMMITTEE TRANSITIO N PROGRAM DIRECTOR TRANSITIO N TEAM FINANCEHUMAN RESOURCESCOMMUNICATIONS SERVICE DELIVERY WORKING GROUPS INFRAADMIN ITACAD ITSECURITYCLIENT SVC FINANCE WORKING GROUP Goals Define financial guiding principles with right incentives to deploy IT strategically Develop financing model for new organization Work with Service Delivery Groups to develop business plans Co-Chairs Penny Kaligian Eric Kopstain Transition Goals

Human Resources Working Group December PROGRAM MANAGEMENT TEAM STEERING COMMITTEE TRANSITIO N PROGRAM DIRECTOR TRANSITIO N TEAM FINANCEHUMAN RESOURCESCOMMUNICATIONS SERVICE DELIVERY WORKING GROUPS INFRAADMIN ITACAD ITSECURITYCLIENT SVC HUMAN RESOURCES WORKING GROUP Goals Create rational job families with standard job functions Establish process for assigning/aligning staff where needed Design professional development program to assure core competencies, required skill sets Establish goal setting and performance management processes Co-Chairs Kim Castelda Kelly Imberman Transition Goals

Communications Working Group December PROGRAM MANAGEMENT TEAM STEERING COMMITTEE TRANSITIO N PROGRAM DIRECTOR TRANSITIO N TEAM FINANCEHUMAN RESOURCESCOMMUNICATIONS SERVICE DELIVERY WORKING GROUPS INFRAADMIN ITACAD ITSECURITYCLIENT SVC COMM'CATIONS WORKING GROUP Goals Develop communications plan and messaging Develop branding strategy Produce and manage materials and events to support transition Co-Chairs TBD Transition Goals

December Rules of Engagement Linda Miklas

Meeting Plan Steering Committee –Weekly: Wednesdays, 1:00 – 2:00 pm Transition Team –Bi-weekly: Every other Wednesday, 10-11:30 am –8 Story Street, 209 Conference Room Working Groups –Weekly: Wednesdays, 9-10 am or as determined by group –Location as determined by group (some rooms have been reserved) All Team Checkpoints –Expanded Transition Team meetings (~4) –Includes staff from all working groups December Where We Go Next Dec 15Transition Team Jan 12Transition Team Jan 26All Team Checkpoint Feb 9Transition Team Feb 23Transition Team Mar 9All Team Checkpoint Mar 23Transition Team Apr 6Transition Team Apr 20Transition Team May 4All Team Checkpoint May 18Transition Team Jun 1Transition Team Jun 15All Team Checkpoint

Near Term Work First Transition Team Meeting: 12/15 –90 Day Report –Discussion of Working Group membership December –Form working groups –Schedule meetings thru 6/15 –Provide feedback on Service Definition Template January –Define services within each domain –Create work plans –Schedule checkpoints –Start work on deliverables December Where We Go Next

It's an Exciting Time 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.