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

1. Harvard UniversityUCIO – FASIT Transition KickoffDecember 10, 2010Faculty Club

2. Today's Agenda

3. Assessment Harvard-WideAssessment *Framework for Management Practices adapted fromNohria et al, "What Really Works", Harvard Business Review, July 2003.

4. Priorities Harvard IT Priorities DRAFT

5. Transition Transition Program Structure • KEY GOALS • Enable strategic investment and use of IT • Redirect resources to highest and best purpose • Elevate level of service excellence INFRASTRUCTURE ADMINISTRATIVE IT ACADEMICIT SECURITY CLIENTSERVICES • Data centers • Storage • Network • Telecom • Video • Enterprise apps • FAS Admin • Email • Identity manage-ment • Web • Classroom tech-nology • Web-assisted in-struction • Student apps • Innovative pedagogy • Enterprise info security policies • Security technol-ogies • Desktop/LAN support • Helpdesk • Desktop HW/SW procurement • Instructional tech support • Local applications SERVICEDELIVERY FINANCE HUMAN RESOURCES FOUNDATION COMMUNICATIONS

6. Transition Transition Timeline Nov Dec Jan2011 Feb Mar Apr May Jun 1/15Announce LeadershipOrganization Design 11/15Appoint TransitionTeam 6/15Launch New Organization 3/15Submit Working GroupDeliverables (servicemodels, etc.) 12/10Transition Kick Off 11/29Announce Transition Team

7. Leadership Perspective Dean Michael SmithExecutive Vice President Katie Lapp

8. Transition Goals Transition Organization STEERING COMMITTEE TRANSITION PROGRAM DIRECTOR PROGRAM MANAGEMENTTEAM TRANSITION TEAM SERVICE DELIVERY WORKING GROUPS INFRASTRUCTURE ADMINISTRATIVE IT ACADEMICIT SECURITY CLIENTSERVICES FOUNDATION WORKING GROUPS FINANCE HUMAN RESOURCES COMMUNICATIONS

9. Transition Goals Steering Committee SERVICE DELIVERY WORKING GROUPS STEERING COMMITTEE INFRA ADMIN IT ACAD IT SECURITY CLIENT SVC FINANCE HUMAN RESOURCES COMMUNICATIONS Goals • Provide overall direction and guidance • Support work groups • Design new organizational model TRANSITION PROGRAM DIRECTOR PROGRAM MANAGEMENT TEAM TRANSITION TEAM Members • Mary Ann Bradley • Cathy Cho Yoo • Leslie Kirwan • Anne Margulies • Susan Walsh • Bob Wittstein

10. Transition Goals Transition Program Director SERVICE DELIVERY WORKING GROUPS STEERING COMMITTEE INFRA ADMIN IT ACAD IT SECURITY CLIENT SVC FINANCE HUMAN RESOURCES COMMUNICATIONS TRANSITION PROGRAM DIRECTOR Goals • Provide guidance on strategy and leading practices • Lead and direct overall transition process • Manage all deliverables through completion PROGRAM MANAGEMENT TEAM TRANSITION TEAM ProgramDirector • Cathy Cho Yoo

11. Transition Goals Program Management Team SERVICE DELIVERY WORKING GROUPS STEERING COMMITTEE INFRA ADMIN IT ACAD IT SECURITY CLIENT SVC FINANCE HUMAN RESOURCES COMMUNICATIONS TRANSITION PROGRAM DIRECTOR 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 PROGRAM MANAGEMENT TEAM TRANSITION TEAM Members • Susan Delellis • Eric D'Souza • Liz Eagan • Katie Kilroy • Noah Selsby • Karen Slaton • Vaughn Waters

12. Transition Goals Transition Team SERVICE DELIVERY WORKING GROUPS STEERING COMMITTEE INFRA ADMIN IT ACAD IT SECURITY CLIENT SVC FINANCE HUMAN RESOURCES COMMUNICATIONS TRANSITION PROGRAM DIRECTOR Goals • Define mission, vision, values, name • Appoint and oversee Working Groups • Integrate Working Group deliverables into coherent whole PROGRAM MANAGEMENT TEAM TRANSITION TEAM Co-Chairs Sue Walsh • Bob Wittstein • Paul Bergen • Joe Bruno • Bob Cahill • Jay Carter • Eric D'Souza • Leo Donnelly • Ellen Gulachenski • Christian Hamer • Jane Hill • John Jurus • Penny Kaligian • Jacques Laflamme • Katherine MacRostie • KishanMallur • Rick Osterberg • Steve Rivers • David Sobel • Jane Sulkin • Noah Selsby • Katie Vale • Vaughn Waters Members

13. Transition Goals Service Delivery Working Groups STEERING COMMITTEE TRANSITION PROGRAM DIRECTOR 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 PROGRAM MANAGEMENT TEAM TRANSITION TEAM SERVICE DELIVERY WORKING GROUPS INFRA ADMIN IT ACAD IT SECURITY CLIENT SVC FINANCE HUMAN RESOURCES COMMUNICATIONS 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 • ChristianHamer • Jay Carter Co-Chairs:Client Services • Bob Cahill • David Sobel

14. Transition Goals Service Definition Template

15. Transition Goals Finance Working Group STEERING COMMITTEE TRANSITION PROGRAM DIRECTOR 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 PROGRAM MANAGEMENT TEAM TRANSITION TEAM FINANCE WORKING GROUP FINANCE HUMAN RESOURCES COMMUNICATIONS SERVICE DELIVERY WORKING GROUPS INFRA ADMIN IT ACAD IT SECURITY CLIENT SVC Co-Chairs • Penny Kaligian • Eric Kopstain

16. Transition Goals Human Resources Working Group STEERING COMMITTEE TRANSITION PROGRAM DIRECTOR 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 PROGRAM MANAGEMENT TEAM TRANSITION TEAM HUMAN RESOURCESWORKING GROUP FINANCE HUMAN RESOURCES COMMUNICATIONS SERVICE DELIVERY WORKING GROUPS INFRA ADMIN IT ACAD IT SECURITY CLIENT SVC Co-Chairs • Kim Castelda • Kelly Imberman

17. Transition Goals Communications Working Group STEERING COMMITTEE TRANSITION PROGRAM DIRECTOR Goals • Develop communications plan and messaging • Develop branding strategy • Produce and manage materials and events to support transition PROGRAM MANAGEMENT TEAM TRANSITION TEAM COMM'CATIONS WORKING GROUP FINANCE HUMAN RESOURCES COMMUNICATIONS SERVICE DELIVERY WORKING GROUPS INFRA ADMIN IT ACAD IT SECURITY CLIENT SVC Co-Chairs • TBD

18. Rules of Engagement Linda Miklas

19. Where We Go Next 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

20. Where We Go Next 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

21. It's an Exciting Time Academic and administrative leaders agree that now is the time to focus on IT at Harvard 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.