Harvard University IT Integration Program – Administrative IT Workgroup Meeting January 11, 2011

1. Harvard UniversityIT Integration Program – Administrative IT Workgroup MeetingJanuary 11, 2011

2. Agenda • Review key topics about the new IT organization • Review working group goals and roles • Guiding principles and team expectations • Review subgroups and leaders • Define service categories • Review service definition template

3. Harvard-Wide Assessment

4. Welcome and Introductions 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!

5. Overall Program Structure and Goals • KEY GOALS • Enable strategic investment and use of IT • Redirect resources to highest and best purpose • Elevate level of service excellence INFRASTRUCTURE ADMINISTRATIVE IT ACADEMIC IT SECURITY CLIENT SERVICES • Data centers • Storage • Network • Telecom • Video • Enterprise apps • FAS Admin • Email • Identity management • Web • Classroom technology • Web-assisted instruction • Student apps • Innovative pedagogy • Enterprise info security policies • Security technologies • Desktop/LAN support • Helpdesk • Desktop HW/SW procurement • Instructional tech support • Local applications SERVICEDELIVERY FINANCE HUMAN RESOURCES COMMUNICATIONS FOUNDATION

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. Workgroup Team Goals and Expected Key Outputs Our Goals Expected 6/15 Outputs • 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 • New Organization, Mission, Vision, Values, Name, and Structure • New culture defined • New leadership team in place • Everyone understands their place in the new structure • New Service Catalog* • HR, Finance, Space, Tools defined • 1-Year Implementation Plans* (to support new organization) * Note: Red italics denotes the outputs the workgroups will produce.

8. Working Assumptions • Strategic for the long term • Efficient • High Quality

9. Roles and Responsibilities * Co-leadership * * Joint Partnership * Co-chairs Program Managers • Technical expertise guidance • Team building • Working session preparation • Quality management • Overall coordination • Within respective workgroup and across all workgroups • Overall design approach • Structure, process, tools • Working session preparation and facilitation • Progress, issues, risks management Team Members • Identify customer needs • Define corresponding IT services • Meet / exceed both program and workgroup goals • Define scope and timing of provisioning • Identify known critical path dependencies

10. Guiding Principles • No “bashing” of each other or our colleagues across the University • Strive to create greater transparency through open, honest and ongoing communication • Provide real time feedback directly to colleagues when we have a difference of opinion, and not with others behind their back.   • To the extent possible, this will be done face to face, rather than by email • Agree to disagree not an option – no pocket veto • Productive dissent manifests itself as an improved proposal

11. Team Expectations • Honor Time – Arrive on time for meetings, end meetings on time • Be Present - Active listening and participation, scan for participation and actively encourage team members to participate • Humor is Welcome – Have fun! • Electronic Technology Courtesy – All laptop, iPad, phone, etc. use should be directly related to the meeting (it is understood by the nature of our jobs in IT that people may need to take an urgent phone call during a meeting) • All ideas and points of views have value • Use common conversational courtesy (i.e. don’t interrupt or speak over someone else) • Bringing lunch to the meetings is acceptable • At the start of each meeting, there should be an announcement about who is capturing notes from the meeting • It is understood that not everyone will be able to make every meeting. You are responsible for getting caught up and making sure someone can represent your views at the meeting. • No side conversations • Report related conversations that happen outside of the group back into the group • Don’t reply-all on messages if it isn’t necessary for the whole recipient list to receive the message

12. Subgroups • Enterprise Applications/FAS Admin: Dave Faux (lead), Isabelle Modiano , Jason Shaffner, Paige Duncan, Randy Ellis (PM) • Email: Tim Gleason, Molly DeQuattro (lead), Ellen Gulachenski, Noah Selsby (PM) • IDM: Rick Osterberg (lead), Tim Gleason, Jane Hill, KishanMallur, Molly DeQuattro, Ellen Gulachenski, Magnus Bjorkman, Randy Ellis (PM) • Web: John Beeler (lead), Paul Bergen, Katie Vale, Mike Hilborn, Shannon Rice, Dave Faux, Noah Selsby (PM)