IT Services TransitionWeekly Program Management Working Session

January 19, 2011 | Wednesday | 10:00am – 12:00pm

Agenda

• Review Program iSite Updates

– Demo new, common information architecture (IA)

– Discuss and confirm common access approach

– Discuss and confirm common issue tracking and open items approach

• Review Draft Integrated Workplan

– Confirm milestones, dates, and overall sequencing

– Confirm next steps for refinement, if any

• Initiate review of IT Service Categories and Actual Services

– Conduct round-robin, high-level overview, including a general status update for your working group

– Confirm next steps and expectations for next Monday’s PM Working Session

• Session Wrap-up

– Confirm key action items and owners

2

3

Review Program iSite Updates

Demo new, common information architecture (IA) @ http://isites.harvard.edu/icb/icb.do?keyword=ucio_transition&pageid=icb.page393373

This iSite Area… Houses This Kind of Information…

About the Working Groups

• WG-specific scope and goals

• List of WG members

• Key deliverables (final versions only)

• Official sets of meeting materials

Internal Workspace Pages

• All working session and meeting materials, including drafts, works-in-progress (WIPs), and discussion docs

• Running log of key design and transition issues and open items (to be updated in real-time during each working session)

• Proposed agenda items for future meetings (contributed ad hoc by all working group members and reviewed regularly by co-chairs + PMs)

4

Review Program iSite Updates (continued)

Discuss and confirm common access approach

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Program RoleUser Intentions

Site Admin

Page Admin (for general pgs)

WG-specific Page Admin

View Only

UCIO + Chief of Staff (CoS) Other University Exec Sponsors

+ their Admin Assts Steering Committee Members

Program Director + Exec Admin Asst Working Group Advisors Working Group Co-chairs

Working Group PMs Working Group Members Transition Team Members

All IT Staff World-wide Web

5

Review Program iSite Updates (continued)

Discuss and confirm common issue / open items tracking approach

• Real-time tracking (i.e., online via iSite during meetings and working sessions)

• No more than 3 key types of issues and open items are expected to surface:

– Design issues– Planning issues– Resources issues

• Simple prioritization:

– Low = negatively impacts progress towards key milestones within the next month if not resolved– Medium = negatively impacts progress towards key milestones within next 2 weeks if not resolved– High = negatively impacting progress towards key milestones now or within the next 1-2 weeks if not

resolved

• Accountability through ownership

– owners are expected to work the issues day-to-day all the way through to resolution

• Program Director will own the integrated, program-wide log of high-priority issues

– Pulling directly from the working groups’ issue logs on a weekly basis

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6

Review Draft Integrated Workplan (see handout)

Confirm milestones, dates, and overall sequencing

Confirm next steps for refinement

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7

Initiate Review of IT Service Categories and Actual Services (see handout)

Conduct round-robin, high-level overview, including a general status

Confirm next steps and expectations for next Monday’s PM Working Session

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8

Session Wrap-up

Recap key action items

Assign owner(s) where needed

Image goes hereDiscussion Notes

Action Item Owner(s) Expected Timeframe