When this project engages with campus units, they will be using the following process for the Campus Engagement Project:
In March, the Campus Engagement Project completed its information gathering and validation work with the School of Music and Dance, College of Design, and School of Journalism and Communications.
The Campus Engagement Project also initiated meetings with staff from Research and Innovation and UO Libraries in March. The initial meeting with Research and Innovation focused on determining a list of stakeholders to be interviewed, and project managers are now revising schedules based on that information. Project team staff also had the opportunity to interview Helen Chu, associate dean of libraries and chief academic technology officer, Sara Brownmiller, retiring director of library systems, and Duncan Barth, assistant director of library systems, to capture their knowledge of the Library’s IT services, systems, and staff. A few more interviews with other Library staff are in the works. Information Services also began the process of validating its service information.
As data was gathered and validated through these meetings with the three schools, Heather Dean and Kelsey Lunsmann, the project’s business analysts, developed an engagement checklist, below.
- Pre-fill Spreadsheet/CEQ with any Current Data
- Forward SI Spreadsheet to Unit Manager
- Spreadsheet Returned by Unit Manager
- Update CE Questionnaire with SS update (“Ready”)
- Make Appointment
- Interview Date
- Transcribe Interview
- Compare Interview with Spreadsheet (highlight any gaps)
- Send Spreadsheet/CEQ (optional) to Unit Mgr. to Validate
- Get Validated Documents back from Unit Mgr.
- Transfer data to Master Data Sheet
- Finalize all Unit CE Interview Docs in OneDrive
The business analysts also reviewed and revised the interview forms and how data would be stored and analyzed. These templates and a workflow diagram will be posted on this site in the next several weeks.
In April, the project will continue at an increased pace. Each project manager and business analyst pair will engage in interviews and information validation in parallel so they can meet the goal of completing the Campus Engagement Project by September 2018. With more information in hand, the project managers are working to revise the project schedule, which will be posted here.
Jessie Minton, CIO and Vice Provost for Information Services, presented to the campus community updates on Transform IT and IT Governance at a Town Hall meeting on Friday, March 16. For more information about this meeting, see Slides from March 16, 2018.
Most of the project management and business analysis team has been hired and working on Transform IT. (In December, we shared news about the searches under way for project managers and business analysts.) Those searches resulted in the hires of Heather Dean and Kelsey Lunsmann as IT Business Analysts.
Currently, the Transform IT project team is comprised of:
- Tuesday (2/20): interview with the IT director from the College of Design and School of Journalism and Communication
- Wednesday (2/21): interview with the IT director from the School of Music and Dance
These meetings use follow-up questions to clarify information provided using the campus engagement template.
See Transform IT Enters Execution Phase with Campus Engagement Project for schedule and more information.
February marks the transition of Transform IT from the planning phase to the execution phase of the program. During the last 8 months, significant work occurred behind the scenes. Jessie Minton, chief information officer, announced in July 2018 that Transform IT would shift to a service-based approach. Since that July announcement, staff working on Transform IT have assembled a program team, collected data from past consulting engagements, developed templates, held an IT governance workshop, and designed an IT governance structure. In addition, program managers have aligned the Campus Engagement project with the UO Service Portal’s data gathering requirements so that data gathered by this project can be used efficiently for both Transform IT and the UO Service Portal deployment project.
As Transform IT enters the execution phase, it is launching its first project, the Campus Engagement project. The Campus Engagement project will inventory IT services provided across the university,
determine service delivery costs, validate existing information about those services, identify the staff, skills, and knowledge necessary to provide those services. (NOTE: since this article was published, determining service delivery costs and staff skills have been removed from the scope of the Campus Engagement project.)
During the planning phase, staff developed templates for validating existing information from past consulting engagements and gathering missing information. The Campus Engagement project will first engage five units: School of Music and Dance, the College of Design, the School of Journalism and Communications, Information Services, and UO Libraries. This project will be completed by the end of September 2018.
As the Campus Engagement project starts gathering and validating information about IT services, the Transform IT program managers will begin developing the next project, which will analyze all the IT service data gathered and propose service changes where sensible.
In October 2017, we announced that the university would hire a project manager and business analyst to work in conjunction with Garron Hale and Tony Saxman. We have hired a project manager and will soon have a business analyst hired as well. Both employees will be announced to campus shortly.
Continue visiting this website for more information about Transform IT. Program updates are posted at least twice a month.