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May 4, 2011 | Wednesday | 1:00 – 2:30pm | 1414 Mass. Ave. – Rm. 345

IT Services Transition Program Joint Steering Committee and Leadership Team Discussion Document. May 4, 2011 | Wednesday | 1:00 – 2:30pm | 1414 Mass. Ave. – Rm. 345. Agenda. Morning Transition Team Meeting Debrief - All (5-10 minutes)

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May 4, 2011 | Wednesday | 1:00 – 2:30pm | 1414 Mass. Ave. – Rm. 345

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  1. IT Services Transition ProgramJoint Steering Committee and Leadership Team Discussion Document May 4, 2011 | Wednesday | 1:00 – 2:30pm| 1414 Mass. Ave. – Rm. 345
  2. Agenda Morning Transition Team Meeting Debrief - All (5-10 minutes) Branding and Communications - Mary Ann O'Brien (20-25 minutes) WG Focus Area > Client Services (20 minutes): Proposed Process Design Ownership - All Confirming Advisor Participation for This and Next Week Org Planning Topics (5-10 minutes) Official appropriate "titles" for key contacts acting in a relationship oversight role / function (currently interim label is "Executive Sponsor") Old Business: Position Approval Forms - Vaughn Waters (5-10 minutes)
  3. Morning Transition Team Meeting Debrief (5-10 mins.) Agenda: Web Portal Work – Scope and Timeline Updates Communications WG Updates Org Planning and Staff Transitioning Updates University-wide IT Updates Questions or Concerns?
  4. Branding and CommunicationsMary Ann O’Brien, Co-chair(20-25 minutes)
  5. Branding and Communications (20-25 mins.)Today’s Agenda Share with you the work and thinking done to date on a brand for the new organization Discuss 8 key questions relating to our desired brand/identity Confirm scope and deliverables for visuals
  6. Branding and Communications (20-25 mins.)A New Verbal System
  7. Branding and Communications (20-25 mins.)Possible Brand Attributes Thought starter: think of these as the 3-5 words that will be on the back of our business cards – as a short-hand for who we are, what we stand for, how we behave, and the experience we deliver. Real Clear Quality 7 7 Connected Smart
  8. Branding and Communications (20-25 mins.)Assumptions to Test The brand for the new organization should convey that it is unmistakably part of Harvard and use Harvard’s new brand guidelines -- including name, shield, and Crimson color -- as its basis. In addition, it should communicate the distinct advantages, promises, potential, and personality of the IT organization, both for employees in the organization and for customers it serves. The brand should convey that the organization is an integral (native) part of both FAS and the Central Administration, to minimize the “divide” between the users and the providers of technology at Harvard. The organization has a “dual identity” as part of both FAS and Central Administration. Since organization is led by the University’s Chief Information Officer (UCIO), it also has a University-level identity. New brand standards that can be consistently applied to all customer- and internally-facing communications on the web, electronically, in print, and physically need to be ready in mid-June, 2011. The branding system and designs for this organization should make use of compelling, high-quality, Harvard- and IT-specific photography that: Makes the invisible (information technology, IT infrastructure) visible Illustrates people using technology, including faculty and students in the classroom 8
  9. Branding and Communications (20-25 mins.)Assumptions to Test The new organization is expected to comprise these high-level organizational entities, intended to be “fast, flexible, and flat.” Each of these organizational entities (and ~50 additional “level 3” sub-groups) will need to be represented in a branding solution. 9
  10. Branding and Communications (20-25 mins.)Naming Options – Names Suggested by IT Staff Harvard University Information Technology – HUIT Harvard Information Technology Services (or Solutions) – HITS Harvard University Technology Solutions (or Services) – HUTS Harvard Information Technology - HIT Harvard University Technical Support and Services – HUTSS Harvard Technology Solutions – HTS Information and Communication Technology – ICT University Information Services– UIS
  11. Branding and Communications (20-25 mins.)Discussion Questions What is valuable about the current brands that should be retained or preserved? What do you want the new organization to be known for? If you had to describe the new organization in one word, what would that be? What is our current identity? What do you like or dislike about it? If the current brand was an object, what would it be? What would you like it to be? What brands do you find appealing, and similar to what you’d like to see for the new organization? What aspects of our image need improvement or re-positioning? What should the new organization be named? Current Context Future Considerations 11 11
  12. Branding and Communications (20-25 mins.)A New Visual System
  13. Branding and Communications (20-25 mins.)Needed Visual System Elements (Proposed Starter Kit) Brand mark to symbolize/convey/evoke the attributes of the new org? Standard set of names/word marks for the new org and its sub-entities A color palette including samples with CMYK, PMS, RGB, and HEX values At least two type face(s) each for print and screen Photo library (high-quality, Harvard- and IT-specific photographs to illustrate communications) Downloadable electronic templates for business communications Letterhead, envelopes and business cards (primary and secondary org levels only, no titles) MS-Powerpoint and MS-Word templates An HTML template for mass email communications Leave-behind cards or post-its Style guide/usage guidelines to drive consistency and quality, including Email signature standards (primary, secondary, tertiary, plus titles) or template The values to select when applying branding to an iSite Brand guidelines for Web site development 13
  14. Branding and Communications (20-25 mins.)Names/Word Marks
  15. Discussion Questions What is valuable about the current brands that should be retained or preserved? What do you want the new organization to be known for? If you had to describe the new organization in one word, what would that be? What is our current identity? What do you like or dislike about it? If the current brand was an object, what would it be? What would you like it to be? What brands do you find appealing, and similar to what you’d like to see for the new organization? What aspects of our image need improvement or re-positioning? What should the new organization be named? Current Context Future Considerations 15 15
  16. Process Ownership and Client Services WG SessionsAll(20 minutes)
  17. DID NOT FINISH DISCUSSING Proposed Process Design Ownership
  18. DID NOT FINISH DISCUSSING Upcoming Client Services WG Sessions
  19. Org Planning TopicsAll(5-10 minutes) DID NOT DISCUSS
  20. DID NOT DISCUSS Org Planning Topics (5-10 minutes) Title needed for people responsible for Client Relationship Oversight
  21. Old BusinessAll(5-10 minutes) DID NOT FINISH DISCUSSING
  22. DID NOT FINISH DISCUSSING Position Control Process – Vaughn Waters New: Grade 57 Sr. Technical Service Engineer (TSE) in Stem Cell and Regenerative Biology (SCRB); requested for full-time replacement by Rick Osterberg
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