Assessing your Information Technology Needs

1. Assessing your Information Technology Needs Texas Tech University Division of Information Technology Presenters Dr. Gary Wiggins, VP & CIO Sam Segran, Interim AVP for Tech Services Kay Whyburn, Interim AVP for Info Services

2. Information Age Economy • Primary Driver of Transformation • What Must Institutions Provide • IT as an Essential Part of an Organization’s Strategic Process TTU Division of Information Technology - Assessing Your IT Needs

3. Texas Tech’s Response • Chancellor’s Initiative • Chancellor’s Charge • Role of IT at Texas Tech • Organization of IT • Governance of IT • Financing of IT TTU Division of Information Technology - Assessing Your IT Needs

4. CIO Study - 1 • January 2000 – System CIO Appointment • February 2000 - Team Members • Methodology • Broad Engagement • Methods of Communication • Additional Research TTU Division of Information Technology - Assessing Your IT Needs

5. CIO Study - 2 • Three Major Areas for Improvement • Strategic Leadership and Vision • Strategic Technology Planning and Governance • Strategic Investment TTU Division of Information Technology - Assessing Your IT Needs

6. Vision for IT at Texas Tech - 1 • Center of Excellence in Leveraging Information Technology • Integrated Environment • Incorporating Technology into Pedagogy • Access to Education for Students TTU Division of Information Technology - Assessing Your IT Needs

7. Vision for IT at Texas Tech – 2 • Texas Tech’s Role for Economic Development • State of the Art Technology Facilities • Strategic Positioning to Respond to Changes and to Provide Leadership and Service TTU Division of Information Technology - Assessing Your IT Needs

8. Strategic Leadership - 1 • Implement a new Governance Structure with CIO’s and CIO Council • Develop Strategic Plan • Develop Public/Private Partnerships • Implement Governance Councils • Ensure Institutional Collaboration TTU Division of Information Technology - Assessing Your IT Needs

9. Strategic Leadership – 2 • Develop Standards and Policies • Coordinate Governance of Shared IT Services • Coordinate Texas Tech’s Role in IT related Public Policy Processes • Manage the Planning and Design of all Telecommunication Networks TTU Division of Information Technology - Assessing Your IT Needs

10. Strategic Technology Planning & Governance - 1 • Based on Broad Customer-Focused Constituency • Basis for Developing Shared Understanding for overall IT Direction and Priorities • Implement Governance Councils • CIO Council • Strategic Planning Council • Technical Advisory Council • Vendor Relations TTU Division of Information Technology - Assessing Your IT Needs

11. Strategic Technology Planning & Governance – 2 • Strategic Objectives • Meet the Needs of our Customers • Provide a Comprehensive and Seamless Array of Electronic Services Regardless of Point of Entry to the Texas Tech University System • Increased Efficiency, Cost Effectiveness, Quality, and Scope of Services available through Information Technology TTU Division of Information Technology - Assessing Your IT Needs

12. Strategic Technology Planning & Governance – 3 • Priority Recommendations • Create an Integrated On-Ramp for IT Services • Develop an Integrated E-Mail System • Access to Computer Technology for Students • Technology Infrastructure and Support in Classroom • Automated Processes and Services via Web TTU Division of Information Technology - Assessing Your IT Needs

13. Strategic Investment - 1 • Increasingly Critical to Success • Rate of Technological Change will Accelerate • Demand and Expectation for Information Services will Accelerate • Market Place will get more Competitive • Shortage of IT Professionals will Worsen TTU Division of Information Technology - Assessing Your IT Needs

14. Strategic Investment – 2 • Allocate IT Resources Consistently • Increase Level of Recurring IT Investment • Program IT Investments into the Planning Process of HEAF, TRB, CP,… • Pool and Leverage IT Resources • Consolidate IT Budget Authority TTU Division of Information Technology - Assessing Your IT Needs

15. Strategic Investment – 3 • Implement a system of IT Procurement Review and Approvals • Partnerships with Private Sector • Make Fundraising for IT a Priority TTU Division of Information Technology - Assessing Your IT Needs

16. Implementation – Financial • Financial • Consolidation of IT Budget Authority under CIO • Procurement Review Implementation • Within Division • Within Institution TTU Division of Information Technology - Assessing Your IT Needs

17. Implementation – Old Org. St. Chancellor President Provost Assoc. VP CIT CFO Deputy Chancellor ACS & NW Institutional Research AIS UCS & NW Comm. Services TTU Division of Information Technology - Assessing Your IT Needs

18. Implementation – New Org. St. President VP & CIO AVP Tech Services AVP Info Services Help Desk Data Operations Telecom Customer Services Tech. A & S Info Systems Info Mgt. TTU Division of Information Technology - Assessing Your IT Needs

19. Implementation – Org. Changes • Immediate • Desktop Support • NW Staff Consolidation • Subsequent • Data Operations Staff • Telecommunications • Others TTU Division of Information Technology - Assessing Your IT Needs

20. Implementation – Projects - 1 • TechEvents Calendar • Wireless • NW Integration • Web Site Integration • E-Mail Integration • E-Mail for Students • E-Mail for Employees TTU Division of Information Technology - Assessing Your IT Needs

21. Implementation – Projects - 2 • Help Desk Operations • Videoconferencing Project • Site Licenses • Server Support TTU Division of Information Technology - Assessing Your IT Needs

22. Implementation - Projects - 3 • Internal Processes • Single Sign-on • E-Commerce • Student Portal TTU Division of Information Technology - Assessing Your IT Needs

23. Implementation – Customer Relationship Management • IT Customer Meeting • IT Student Advisory Meetings • Councils • One-on-one contacts • Other TTU Division of Information Technology - Assessing Your IT Needs

24. Challenges - 1 • Relay Strategic Direction and Objectives to IT Employees • SOLUTION: • Establish Open Communication • E-Mail Minutes of Weekly IT Management Meeting • Periodic Department Meetings with VP and AVP’s • Follow through Strategic Direction with Tactical Items TTU Division of Information Technology - Assessing Your IT Needs

25. Challenges – 2 • Ease “Fear” of Reorganization and Dispel Rumors • SOLUTION: • Interview sessions with IT staff • Continual Open Communication • Dispel Rumors Immediately • Formal and informal • Periodic e-mail of IT Division updates TTU Division of Information Technology - Assessing Your IT Needs

26. Challenges – 3 • Involvement and Input from IT Staff • SOLUTION: • Open Door Policy • Involve Staff in Projects addressing Key Initiatives • Actively Solicit Input from Staff • Acknowledgement of Contributions TTU Division of Information Technology - Assessing Your IT Needs

27. Challenges – 4 • Different Skill Sets of IT Staff • SOLUTION: • Provide Training and Development Opportunities • Cross IT Departmental Staff Involvement in Projects • Technology Improvements • Raise Staff Awareness of Opportunities within Division • Become Aware of both Staff Capabilities and Interests TTU Division of Information Technology - Assessing Your IT Needs

28. Challenges – 5 • Make a Difference within Texas Tech Community • SOLUTION: • Periodic IT Customer Meeting • Create Data Sharing Environment via Increased Web Access to Data and Reporting Mechanisms • Re-focus on How to Serve Customers Better • Market IT Services and face-to-face Dialogs with Customers TTU Division of Information Technology - Assessing Your IT Needs

29. Challenges – 6 • Work more Collaboratively with TTU Health Sciences Center • SOLUTION: • TTU and TTUHSC CIO’s Must Work Closely on Joint Initiatives • Council Representations from Both Institutions • Involve Staff from Both Institutions on Projects that Impact both TTU and TTUHSC TTU Division of Information Technology - Assessing Your IT Needs

30. Challenges – 7 • Fighting Inertia • SOLUTION: • Senior IT Management Have to Stay Involved on Strategic Initiatives • Do not be Negatively Influenced by Staff and Environment • Senior IT Management Must Remain United TTU Division of Information Technology - Assessing Your IT Needs

31. Pitfalls - 1 • Clash of Organizational Cultures within the Division of IT • Overcoming Past History and Mistrust, leading to acceptance of all IT Employees and Building Mutual Respect • Physical Location of the IT Departments • Overcoming Equity Issues TTU Division of Information Technology - Assessing Your IT Needs

32. Pitfalls - 2 • Over Commitment of Key People to Meet Key Initiatives • Can’t Neglect Routine Duties While Fulfilling New Tasks • Recruitment & Retention • Lack of Technical Career Paths within IT • Lack of Competitive Salary Structure • Every New Initiative cannot be Priority #1 TTU Division of Information Technology - Assessing Your IT Needs

33. Reminders • Maintain Communications with All Stakeholders • Re-examine Progress after one year and Adjust • Establish Annual Review Process • Stay Focused on Key Initiatives TTU Division of Information Technology - Assessing Your IT Needs

34. Conclusion • The Strategic Integration of Information and Technology is Fundamental to our Mission and the Achievement of Our Goals. It is Necessary to: • Prepare students for the world in which they will live and work • Empower faculty and staff to be successful and effective in the work they do, and • Keep Texas Tech current with the rest of the world TTU Division of Information Technology - Assessing Your IT Needs

35. CIO Study Report http://www.ttu.edu/ciostudy

36. Questions? TTU Division of Information Technology - Assessing Your IT Needs