Welcome to the ITS All Hands MeetingStrategy, Governance and Reorganization – oh my!

Welcome to the ITS All Hands Meeting

What steps toward a strategic approach?

• Drafted an institutional IT Strategic Plan• Developed and executed first year of major

projects planning using that Plan and an officer engaged, strategic process

• Created ITS Relationship Management to:• Inform strategic planning

– Aligned with strategic clients– Aggregate demand, look for transformational opportunities

and needs• Help manage demand strategically• Improve management of client portfolios and projects

Welcome to the ITS All Hands Meeting

The Annual IT Planning Process(The next several slides diagram this process.)

Step 1 in the planning process identifies the broad set of Yale’s IT goals and needs from a variety of sources and prioritizes them to create a short list of Project Proposals for action in the coming year.

Step 2 develops groupings of Project Proposals that make sense to do as a unit to form a set of possible Scenarios; those Scenarios are then prioritized and one selected to pursue in the coming year.

Step 3 translates the selected Scenario into a portfolio of projects including specific scope, scale and budget and slots those projects on a multi-year road map.

The selected projects can now proceed to address the priority goals and needs.

3

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Annual IT Planning Process - Overview

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Step 1: Initial Prioritization

Key Activities· Identify strategic and annual goals and

needs throughout Yale, including work already in progress

· Develop associated project proposals· Assess & prioritize project proposals

- Strategic value/competitive review- Breadth of impact- Risk to Yale if not addressed- Time sensitivity- Project complexity- Resulting change to Yale’s culture

· Identify highest-priority project proposals· Develop initial cost range estimates

- Associate with required Foundational Technologies

- Yale staff- Consulting support- Hardware, software, equipment

GATE: Officers Confirm

September - October

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Step 2: Scenario Selection

Key Activities· Confirm funding levels and

technical and functional capacities

· Develop potential scenarios, e.g.,- Maximize benefits across

missions- Major investment in one

mission- Focus on one major

objective

· Select leading scenario

GATE: Confirm by Provost and VP, F&BO

November - December

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Step 3: Portfolio Development

Key Activities· Develop project plans· Re-calibrate resource requirements

against capacity· Prioritize and select projects· Sequence projects· Confirm roadmap with key

stakeholders

Any significant deviations will be reviewed during execution

January - March

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Annual IT Planning Process

Welcome to the ITS All Hands Meeting

See for yourself• http://www.yale.edu/its/orgchart

Welcome to the ITS All Hands Meeting

Flow in the new ITS: Strategic Alignment

How we will strategically meet customer needs

Welcome to the ITS All Hands Meeting

Expanded IT strategy: relationship management

RMs work with unit leaders to understand and articulate IT requirements, to develop project prospectuses and to help clients manage their portfolio

RMs aggregate demand, identify trends and developing strategic needs. They facilitate Annual Planning during which the Officers select priority institutional projects for the next fiscal year (major, >$250K)

RMs integrate Officer priorities with unit requirements to assemble a roadmap of major projects, smaller projects and general IT support

RMs work with unit leaders to launch and manage major projects and to coordinate smaller projects and IT support with the IT Delivery Organization.

Welcome to the ITS All Hands Meeting

ITS organization facilitates IT Processes

Solution Design

Build and

Maintain

QA &Test

Deploy

ChangeMgmt

ReleaseMgmt

ServiceTransition

Shared Solutions GroupOperations,

Support & Services

Operations and

Infrastructure

Client Resources

Academic Services

Service Management

RelationshipManagement

Acad Admin, HR & Payroll,Gen Counsel, Admin

Finance, Bus Ops & Research Enterprise

AYA, OPA, Development, FacilitiesPublic Safety

YSM & other Medical area

Academic: Teaching & Learning, Research

Org

anize

d Ed

ucati

onal

, Clin

ical

, Res

earc

h &

Ad

min

istra

tive

Clie

nts a

nd N

eeds

Welcome to the ITS All Hands Meeting

Welcome to the ITS All Hands Meeting

IT Strategy: Governance