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IT Transition Team

IT Transition Team. Infrastructure Workgroup Meeting # 12 April 13, 2011 1:30pm-2:30pm. http://isites.harvard.edu/transition. Agenda . General Updates from Program Management & Co-Chairs Business Process Redesign Assignment Updated Transition Team Timeline Questions.

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IT Transition Team

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  1. IT Transition Team

    Infrastructure Workgroup Meeting # 12 April 13, 2011 1:30pm-2:30pm http://isites.harvard.edu/transition
  2. Agenda General Updates from Program Management & Co-Chairs Business Process Redesign Assignment Updated Transition Team Timeline Questions
  3. General Updates from Co-Chairs and Program Mgt. Feedback from the Transition Team re: Infrastructure SDT Review Co-Chairs and PMs presented 4/6/11 the Transition team for feedback on our SDT and issues/questions from us. General feedback was positive. Some specifics: There was a lot of talk about “bundling” and “simplifying” – incentivize use of standard bundles They asked that we consider “green” options They’d like us to take out references in the SDT’s to vendor specific names or trademarks We talked a lot about “next gen”, mobility, wireless and video Need consistency in tier definitions in SLAs for various INF services We need to build in more support of international groups Several service areas (e.g. cloud based storage) need significant policy definition work in advance Consulting services: needs further discussion on how best to meet Generally: need more executive discussion of “Harvard’s philosophy of the workplace” – bundling and cultural change; deployment of new technologies
  4. General Updates from Co-Chairs and Program Mgt. Upcoming Town Hall Meetings Agenda: Leadership Visions; Staff Transition Process; Guidance for Upcoming Staff Survey (now to be launched during the week after the Town Halls) 4/18 3:00pm – 4:30pm Geological Lecture Hall 100, 24 Oxford Street 4/22 9:00am – 10:30am Spangler Auditorium, HBS Staff Survey to be released 4/22 (new date) Mandatory survey will be emailed to all; 10 questions to be filled out to assess “skills” and areas for training Manager Information Sessions will be held to preview the survey and ask questions Naming Contest will be announced the week of 4/18 HR Developing new Job Family Structure based on Industry Best Practices
  5. General Updates from Co-Chairs and Program Mgt. Business Process Re-design (BPR) An exercise for all business units to assess and document current Service Request, Incident Management, Problem Management and Change Management processes, with the goal of eventually streamlining and improving these processes for the organization as a whole
  6. As part of implementation planning, we must focus on 4 key customer-facing processes that are critical to our success on 6/15: Service Request Management Incident Management Problem Management Change Management The Next 11 Weeks More on Process Design Added Change Management As such, please take the next 2-3 weeks of WG meeting time to document the current ways we manage these processes as described in this document:
  7. Harvard University IT Services Transition Program Working Definitions for In-scope Service Management Processes
  8. This week Finalize template for current state process narratives (Program Director) Start using above template (all PMs + Co-chairs) Begin review of any existing process-related documentation from Center or FAS Next week (Week of 4/18) Email for Co-chair + PM review and feedback the draft v2 template for the Implementation Roadmap (Program Director) Continue documenting and validating current state processes together with WGs In 2+ weeks from now (starting Week of 4/25) Rapid prototyping of future state processes Prioritize and plan communications and training launches to IT staff (where needed, and in alignment with staff survey results that will be analyzed Week of 5/2) Integrate detailed service definitions content (.doc file) into Implementation Roadmap In 3+ weeks from now (starting Weeks of 5/2 or 5/9 through early June) Continue developing Implementation Roadmap and Plan Refine communications and training plan to IT staff per workforce / staff survey analysis data where needed Next Steps
  9. Program Snapshot We are here (Week 14 of 24) New IT Organization Mission, Vision, Values New IT Service Catalog 12-mo Implementation Plan, including: Basic Interim Processes IT Funding Framework Common Job Families Comms. Strategy + Tools
  10. The Next 11 Weeks Updated Integrated High-level Workplan(preliminary) 4/6 DRAFT Program Area WK14*4/4-8 WK154/11-15 WK16*4/18-22 WK174/25-29 WK18*5/2-6 WK195/9-13 WK20*5/16-20 WK215/23-27 WK22*5/31-6/3 WK236/6-10 WK24*6/13-17 I. Org Design + Build Draft new IT org mission, vision, and values Finalize + “launch” new org values Conduct org values workshops Develop new IT org name Finalize and approve ‘Visual Identity’ Prepare for rollout of new brand in top 2-3 priority areas (e.g., new website, storefront, other key real estate) Draft Creative Brief Conduct naming contest Ann-ounce Develop new org branding Clarify ‘grey areas,’ incl. detailed dynamics Design new org structure Design + build major bus. units (@Dir + SrMgmt levels) Conduct team building exercises as needed II. Service Delivery Identify + define customers’ service needs Engage CIO Councilon Svc Catalog Obtain Round 2 (R2) customer input IT Infra Client Svcs Acad IT Admin IT Identify, define, categorize, + refine services Finalize all IT services (incl. editorial refinements) Design, build, test, + launch new website + svc catalog Validate scope, approach, assumptns Build wireframes + new IA Migrate / re-write / re-direct content as needed Test functionality + usability Confirm priority basic interim processes Design new basic interim processes(incl. roles + responsibilities – R+R) Confirm R+R @ indivownershp level; Conduct major change mgmt / comms efforts (incl. awareness + “training”) Plan for transition Document current state, holdovers + imprvmtopps III. Foundational Support Design new funding model framework + supporting process(es) Advisor + SteerComm reviews; Incorporate feedback Draft 12-mo Implementation Plan + Exec Summary Submit + present plan to necessary stakeholders IT Finance Conduct staffsurvey Rvw responses w/ Mgrs Analyze workforce data + map staff per demand + priorities Communicate mappings IT HR To be refined per above WG milestones + communications needs… Program Communications
  11. Questions? Questions/Concerns??
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