IT Transition Team

1. IT Transition Team Infrastructure Workgroup Meeting # 2 January 12, 2011 1pm-3pm Live meeting link: meet:sip:smd441@university.harvard.edu;gruu;opaque=app:conf:focus:id:ecf260e58def494699cde85ba419923c%3Fconf-key=1V18qv5wl Conference Bridge #: +1-8668903820 Passcode: 23103093 Infrastructure Team isites: http://isites.harvard.edu/icb/icb.do?keyword=ucio_transition&pageid=icb.page398036

2. Agenda • General Updates and Reflection on Last Meeting • Infrastructure Service Catalog: High Level Categories • Infrastructure – Subgroup Straw-man • Subgroup Deliverables • Expectations from Team Leads • Timeline • Next Steps

3. Infrastructure Service Catalog High Level Categories • The Transition Team has asked us to keep the High Level Categories to about 6 per group • Categories are subject to change in the final Service Catalog deliverable • Categories should be “forward thinking” and encompass future potential offerings • Links to Universities with Service Catalogs for comparison and insights: • http://www.brown.edu/it/services/ • http://www.princeton.edu/oit/services/?serviceid=188 • http://www.itap.purdue.edu/service/catalog/index.cfm • http://its.ucsc.edu/service_catalog/ • http://services.pepperdine.edu/it/help/

4. Infrastructure Suggested Service Catalog Categories INFRASTRUCTURE • Data Center/Facilities • Data Center Computing and Storage • Networking • Messaging, Communications, Conferencing, Collaboration • Video & Multimedia • Infrastructure Operations • Consulting, Training SERVICEDELIVERY

5. Infrastructure Subgroups Straw-man • Data Center/Facilities • Eric D’Souza – Workgroup lead • Leo Donnelly • Dave Sullivan • Joe Breslow • Mark Mayes • Paul Amante • Data Center Computing and Storage • Joe Bruno – Workgroup Lead • Ron Hawkins • Mark Cormier • Mike Hodge • Paul Amante • Sunil Saxena • Choon Ooi • Dave McElroy • Messaging, Communications, Conferencing, Collaboration • Steve Rivers – Workgroup Lead • Leo Donnelly • Susan DeLellis • Mark Mayes • Bud Minahan

6. Infrastructure Subgroups Straw-man • Video-Multimedia • Bud Minahan – Workgroup Lead • Larry Bouthillier • Geoff Maness • Leo Donnelly • Mike Cardoza • Infrastructure Operations • Joe Breslow • Mark Mayes – Workgroup Lead • Steve Rivers • Networking • Jacques Laflamme – Workgroup Lead • Leo Donnelly • Choon Ooi • Mark Mayes • Patrick McEvilly • Consulting, Training, etc. • Joe Bruno • Jacques Laflamme • Dennis Ravenelle • Susan DeLellis

7. Infrastructure Subgroup Deliverables • Refine and deliver a final service portfolio for your respective subgroups – fill out a “standard template” for each service defined within your group (template provided by the Program Mgt. Group) • Define and deliver resource “skill sets” required to deliver and support the services in your respective subgroups in a high quality fashion • Think about the time/resources required to deliver and support the services in your respective subgroups based on the scope you anticipate with the services in your respective subgroups • Begin to think about the “how” your services could be best delivered/supported

8. Infrastructure Subgroup Expectations for Team Leads • Schedule regular working group meetings for your group, prepare agendas and facilitate meetings • Document meeting results as required • Track progress on deliverables • Bring questions/issues to Co-chairs for resolution and input • Produce the final group deliverable for your group (Service templates)

9. Service Definition Template Susan to bring up the Service Definition Template document for the Group to See – Program Management is working on a standard template to be used by all working subgroups for their services definitions. This document is posted on the Infrastructure isites under “Reference Documents”

10. The Next 18 Months: Our High-level Workplan and Expected Results for 6/15 Jan 1 – Jun 15 Post-Jun 15 Results by June 15: I. Org Design JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL… • New IT Organization, incl. Mission, Vision, and Values • 12-month Implementation Plan Mission, Vision, Values New Org Name + Branding New Org Structure Mission + Vision Values Name Branding Prelim Org Structure Drafted Leadership Identified ImplementationPlan Integration Process Developed II. Service Delivery IT Infrastructure Admin IT Academic IT IT Security Client Services ~80% of service catalog framework completed Service Catalog Framework + Implementation Plan • New IT Service Catalog + Basic Interim Transition Process (to ensure seamless service delivery) • 12-month Implementation Plan ~80% of service catalog framework completed Service Catalog Framework + Implementation Plan ~80% of service catalog framework completed Service Catalog Framework + Implementation Plan ~80% of service catalog framework completed Service Catalog Framework + Implementation Plan ~80% of service catalog framework completed Service Catalog Framework + Implementation Plan III. Foundational Support • Framework for New IT Funding Model • Common Job Families + Functions • Sustainable Communications Strategy + Tools IT Finance IT HR Communications Approach + Model Framework ImplementationPlan Plus, 12-month Implementation Plans for all Common Job Families, Functions, + Impl Plan Guiding Principles + Approach Standing Strategic Communication Vehicles (throughout – e.g., All-hands Town Halls, Newsletters, Videos, Website, Branding, etc.)

11. Homework and Next Steps • Subgroups to schedule first meeting w/in the week • Susan to do a first pass at re-working the Draft Service Catalog with new 7 Categories (will post on isites) • Final Infrastructure Categories due to Program Mgt. group this week (Susan will forward on) • Any other questions/concerns?