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ITS Extended Leadership Agenda June 21, 2012

ITS Extended Leadership Agenda June 21, 2012. News and Notes -Russell Sharp PIT Crew Updates Innovation – Jessica Greer Ledger Line Update – Ed Frey IT Staff Development – Karen Polhemus DARCY ( Blackbaud ) Update – Marcia Schels Student Survey – Jane Livingston and Lori Seluga.

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ITS Extended Leadership Agenda June 21, 2012

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  1. ITS Extended Leadership Agenda June 21, 2012 News and Notes -Russell Sharp PIT Crew Updates Innovation – Jessica Greer Ledger Line Update – Ed Frey IT Staff Development – Karen Polhemus DARCY (Blackbaud) Update – Marcia Schels Student Survey – Jane Livingston and Lori Seluga

  2. News and NotesRussell Sharp

  3. ITS Extended Leadership- Future Topics Send suggestions to Adriene Radcliffe (adriene.radcliffe@yale.edu) July Agenda Disaster Recovery Update –Bob Condon Identity Management Update – Rod Gustavson Web Site Redesign – Jane Livingston WISE Program – Rick Smith Future Agendas • Widebanding – HR • ERP Update – Marc Ulan • Serivce Management Update – Adriene Radcliffe • Solutions Design Vision and Mission – John Jibilian • Information Security Update - Rich Mikelinich • Salesforce and Contactual technology platform - John Jibilian • Document Management landscape – Brian Wolson • Service Catalog - Ricardo Chavira • Email Modernization Update - Bob Condon • Vendor Management Update - Ed Frey • What is Digital Humanities? Explained via project examples: Photogrammar Project, Philanthropy in Action • Yale School of Nursing Partnership with AITS:  DNP initiative • Technology support for Active Learning: The 17HLH TEAL Classroom

  4. PIT Crew UpdateInnovation – Jessica Greer

  5. PIT Crew Update - Innovation • Survey highlights (ITS internal) • 48% of respondents disagree that they have the technological resources needed to implement new solutions quickly. • 57% disagree that ITS provides them the educational resources and opportunities needed to excel

  6. PIT Crew Update - Innovation • Survey highlights (ITS internal) • Respondents feel their teams and managers provide feedback on their ideas (77% and 80%, respectively), but they do not feel that upper management provides feedback on their teams’ ideas (55%)

  7. PIT Crew Update - Innovation Think Box Candidates • Modules/add-ons to existing institutional services • Service Now • Drupal • Salesforce • Best-of-breed idea management • UserVoice • IdeaScale

  8. PIT Crew Update - Innovation • IdeaScale • Community members submit ideas • Vet others’ ideas by voting and commenting on them • Intuitive views into new and popular ideas, ideas in review, ideas in progress • Gives us one unified place to share, track and vet our ideas.

  9. PIT Crew Update - Innovation

  10. PIT Crew Update - Innovation • IdeaScale • Software-as-a-Service offering • In negotiation with Vendor Management

  11. PIT Crew Update - Innovation • Final presentation: June 27 • Recommendations for interaction with Think Box tool (suggested campaigns, functional roles, relationships to existing tools) • More highlights from survey • Short, medium and long-term recommendations for improving ITS’ capacity to innovate

  12. PIT Crew Update(aka - Buddy, can you spare $5MM???)Ledger Line Update – Ed Frey

  13. The Team Core Team • Chris Abbott – Campus Technology Services • Steve Arnold – Procurement • Cheryl Boeher – Infra & Prod Services • Ann Brainard-Dougan – Management Services • Mike DeAngelo – Management Services • Ed Frey – Management Services • Dave Galassi – Infra & Prod Services • Aimee Kanzler - Campus Technology Services • Paul Lawrence – Academic IT Solutions • Peter Snow – Shared Solutions Group Sr. Management Advisors • Susan Kelley – Infra & Prod Services • Chris Mihok - Procurement • Joe Paolillo – Medical & Health Sciences Technology • Russell Sharp – Management Services

  14. The Guiding Principal - Stewardship • Stewardship as a Trust • Responsibility - Maximize the Value of IT spend of the University • Leadership - Set an example; ‘eat our own dog food’ • Execute Strategically and Tactically • Fully vet all ideas and suggestions – no ‘sacred cows’ • Understand that all recommendations may not be executed • FY13 and beyond - Short-term/mid-term/long-term • Identify and take quick wins • Focus on ITS budget, but savings opportunities found outside ITS should be brought forward • Foundation for Ongoing Governance • First Step = Get our budgetary house in order • Ongoing = Tools and processes for continuous improvement ‘We are all called to be exceptional stewards of Yale’s assets.’ Stephen Murphy – 6/14/12

  15. The Benefit • Meet the key objective to meet budget target reduction of $5M • Increase the credibility and standing of ITS at Yale – another way to prove we can deliver • Improve process rigor around financial accountability for IT projects moving forward • Less time spent on operational tasks should free up time and effort to focus on development

  16. The Strategy • Gather spend information • Divide and conquer – (Goal = $1.25 MM from each of Top 4) • Hardware – Aimee, Dave • Software/SaaS – Ann, Cheryl and Chris A. • Pro Services – Steve, Peter and Ed • Telecom – Dave, Paul and Mike • Advisory – Chris M., Joe, Russell • New Opportunities – All • Processes and Tools – Mike, Steve and Ed • Classify Savings (Achieved, I/P, Planned, New) & Assign Owners • Weekly Meetings • Consolidate/Draft Recommendations • Finalize Recommendations • Implement/Execute

  17. The Starting Numbers (4/1/11 – 3/30/12) Notes:Hardware and Software include new purchases and maintenance; Pro Services includes both Consulting and Staff Aug ; Telecom pass through ; Unassigned means no vendor name on Oracle payment record(s) Focus on top vendors for savings AND consolidation of vendors

  18. Preliminary Results Savings By Spend Category Savings By Classification

  19. Next Steps • Finalize/Consolidate Results • Review/Scrutinize with Finance • Promote list to CIO for Final Approval/Next Steps • Socialize • Execute

  20. PIT Crew UpdateITS Staff Development – Karen Polhemus

  21. Goals • Enhance the skills, knowledge and abilities of IT employees campus-wide • Build a strong IT community across Yale • Improve IT employees’ job satisfaction and morale • Raise the visibility of Yale as a technology leader in the higher education IT community

  22. Survey • Email to approximately 1,000 Yale employees broadly associated with Information Technology • 156 responses • Summary: • Strong interest in professional development opportunities • Moderate satisfaction with current offerings • Lack of awareness of current programs and opportunities

  23. Survey Summary • Comments on development opportunities revealed: • Pent up demand and lack of funding • Frustration with lack of opportunity negatively impacting employee morale • Wide variety of interests • Development opportunities are not available for current and emerging technologies

  24. Recommendations Implement Now • Campus wide IT Staff On-boarding • Professional IT Training classes – HR Learning Center • Yale Horizons Program • Unconference program series • Communities of Practice

  25. Recommendations Implement Next • Departmental Cross Training / Internship Program • Subject Matter Expert (SME) Training • Yale Conference Speakers program • Tuition Reimbursement

  26. DARCY (Blackbaud) UpdateMarcia Schels

  27. DARCY Update Background:Alumni/Development Information System Primary Repository for Alumni Data

  28. DARCY Update Background:Alumni/Development Information System Institutional Record of Gifts

  29. DARCY Update Background:Alumni/Development Information System Prospect & Volunteer Management

  30. DARCY Update Background:Alumni/Development Information System Communications

  31. DARCY Update Background:Alumni/Development Information System • Users • Constituents

  32. Benefactor…1992

  33. DARCY Update I need another prompt! It’ll be available in 2 weeks…

  34. DARCY Update New Architecture Benefactor (Unidata) BERT (Oracle) HYPERION Web Information Out Data In

  35. DARCY Update Central Files Images SINGLE POINT OF ACCESS: BERT Benefactor Contribution Processing Images REPORTING INQUIRY (LIGHT) DATA-ENTRY

  36. DARCY Update Benefactor Online Alumni Directory Yale’s Alumni Records Alumni Worldwide

  37. Alumni/Development Systems Architecture at Present Gift Catalog yPortal Online Giving Document Mgmt (EMC AppXtender) AYA, Yale Tomorrow Public Facing Web Sites Business Intelligence (Tableau, Oracle, Microsoft) Harris Connect – Online Community (Alumni Directory & Career Network) Convio - E-marketing (Broadcast Email) Integrated Web Front End For Staff Message II (Eline) SOM Alumni Portal Benefactor Reporting (BERT) Custom Oracle Database Custom Web Data-Entry AYA Event Mgmt Dev Event Mgmt Stewardship Benefactor Application Forms Mgmt Custom Modules Phone Center Ticket Sales (Tessitura) Stock Mgmt Planned Giving Funds Management (ALICE) Grants & Contracts (InfoEd) Unidata Database Custom Oracle Financials System Banner Student System Data Tables

  38. Current State of Systems Disconnected Systems: Leads to an Incomplete View of Constituents Volunteering Interactions Giving Online/Web Events Direct Marketing Volunteering

  39. Future State: Blackbaud Enterprise CRM Online Community Management Tools Constituent Self Service Scorecards, KPIs, Dashboards Online Giving Campaign Planning Community Tools Event Participation Business Intelligence Event Management Volunteer Management Event Planning Event Budgeting Volunteer Tools Enterprise CRM Invitations & Registration Cultivation & Tracking Constituent Information Constituent Interactions Integrated Marketing Segmentation and Analysis Annual & Reunion Giving Segmentation and Analysis Giving Prospect Research Major & Leadership Giving Budgeting and Planning Multi Channel Communications Budgeting and Planning Revenue Processing Planned Giving

  40. Gift Catalog Document Mgmt (EMC AppXtender) AYA, Office of Development Public Facing Web Sites Harris Connect – Online Community (Alumni Directory & Career Network) Blackbaud Enterprise CRM Application AYA Reunions Event System SOM Alumni Portal Stewardship Forms Mgmt Phone Center Ticket Sales (Tessitura) Stock Mgmt Planned Giving Funds Management (ALICE) Grants & Contracts (InfoEd) Microsoft Technology Base Oracle Financials System Banner Student System

  41. Release 1 Go-Live: APRIL 2012 July 2012 • Initial Implementation of DARCY replaces: • Benefactor • BERT • Convio Broadcast Email • On-Line Giving • On-Line Dues Payments • Y-Portal for Development Volunteers • and more…

  42. Development Effort • Design Cycles • Core Principles • Annual Giving • Revenue Operations • Prospect Management • Corporate & Foundation Giving • Stewardship • Event Management • Volunteer Management • Alumni Net Community • Security & Administration • Reporting and Business Intelligence

  43. Design & Build • Design & Build Phase • Began in November 2010 • Agile approach – design cycles and sprints • Design sessions planned with business users

  44. Design & Build Data Conversion Customizations Reports Interfaces (out) Interfaces (in) Configurations

  45. DARCY Interfaces

  46. DARCY Launch Schedule • May 1 Code Table Cleanup Decisions Yale Specific Training Additions • May 11 Technical Work Completed • May 14-31 Project Team Testing/Defect Resolution • May 30 – Jul 17 Performance Testing • Jun 4-25 User Acceptance Testing Round 2 • Jun 25-29 Mock Cut-Over • Jun 27-Jul 17 Defect Resolution • Jul 9-Aug 31 User Training • Jul 18: Benefactor/BERT -> Read Only • Jul 23: LAUNCH! • Jul 23-Oct 12 Post Go-Live Support • Mid-August Harris Login Switches to CAS

  47. Student SurveyJane Livingston and Lori Seluga

  48. Community Voices – what have we heard?What do the students say? June 2012

  49. About the survey . . . • Survey was a collaboration between STC and GPS, Library with input from the Libraries, SOM, Law, ITS StatLab and ITS Metrics • Quickly pulled together— with questions that asked • How important? • How satisfied? • Mix of satisfaction and demographic type questions • Survey sent to 9,157 students

  50. Breakdown of respondents • (73% from FAS) • 1,350 responses (15%)

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