UCI Information Technology Consolidation Plan (DRAFT)

Phase 1 – Consolidation of AdCom, NACS, OAACS, and OR IT

Phase 1a

  • Initial Outreach
    • Introductions, background and goals of consolidation; explain what the consolidation is and is not
    • Communicate with staff in consolidated units
      • Written email announcements
      • Group and one on one meetings
    • Communicate with clients of consolidated units and the campus community
      • Placeholder OIT Website
      • Zotmail reminders that there are no changes yet in interaction protocols
      • Meetings with computing support staff from campus units
  • Establish interim leadership structure
    • The AdCom and NACS directors will serve as the OIT directors to oversee and manage the new organization
    • OAACS and OR IT Managers initially report to OIT department head (Dana Roode)
  • Administrative Integration
    • In consultation with Human Resources, complete all required official notifications and other requirements
    • In consultation with Budget Office, Academic Affairs, A&BS, and Human Resources, move positions and funding to OIT
    • Implement all other required administrative changes
  • Expand understanding of consolidated OIT group and individual functions/skill-sets throughout OIT, especially at manager and director level
    • Identify OIT director liaisons to facilitate interactions with newly consolidated IT groups (OAACS and OR IT)
    • IT group inventory:
      • Staff functions and skill sets, clients served, services provided clients, IT spaces and equipment operated by the group, IT operational and development environments used, current project priorities, funding sources, communication mechanisms
    • Outreach to IT group clients (coordinated by the group’s OIT director liaison)
      • One on one meetings with representatives from each functional group supported:
        • What do you have now that is important to preserve in consolidation?
        • What is problematic now that needs to be improved through consolidation?
        • Other questions as appropriate or as raised by clients
      • Survey for IT group clients
        • Provide opportunity for all individuals served by newly consolidated organizations to provide feedback along the lines of the one on one meetings with representatives
  • Create Initial “Integration Exploration Teams”
    • Short-lived teams of OIT managers and senior staff who are responsible for key function areas: help desk, desktop support, data center support, systems administration, information security, software development
    • Review what comprises each functional area in each IT group and how it is managed; discuss possibilities for initial integration of functions across the consolidated IT organization
  • IT Project Prioritization and Governance
    • Create initial project list as a high level representation of important UCI IT projects
    • Vehicle to work toward greater understanding of trade-offs and costs of various projects with a goal of bringing the campus on the same page with regards to what the top priority projects are
    • Review with Oversight Committee and campus leadership, adjust as needed
    • In the longer run, we need to explore what process for project proposal submission, review, and prioritization will best suit campus needs.
  • Bring together IT Oversight Committee
    • Review plans; adjust as needed
    • Gain perspectives and insight regarding making the consolidation a success
  • Compare notes with other Universities with consolidated IT
    • UC Santa Cruz went through a 4-year consolidation of all IT on campus and has valuable lessons to share
    • Other UC campuses have comprehensive central IT organizations, how are they organized, how well do they work?  (Berkeley, Davis, Riverside)
    • Look at Universities outside of UC as well
  • Start discussions of campus IT and OIT standards
    • Desktop, laptop, smart-phone and printer hardware; desktop environment; key productivity software (calendaring, email, document management, word processing, etc.)
    • “Internal” OIT standards (documentation, development environments, change control, etc.)
    • Essential to create the most effective and efficient support mechanisms

Phase 1b

  • Make initial integration decisions and implement them
    • OIT directors review conclusions of Integration Exploration Teams and discuss possible organizational group and hierarchy configurations
    • Identify staff and managers for each proposed new organizational group
    • Discuss organization scenarios with affected staff
    • OIT department head makes final decisions
    • Management assignments are subject to change in the future as additional units are consolidated and the manager candidate pool grows
  • Assess additional consolidation
    • Initiate conversations with IT groups on campus that are candidates for inclusion in OIT
      • Meet with the management of each unit to discuss overall IT status for their area, benefits and impacts of joining OIT, timing for joining, and related topics
      • Meet with the IT group manager to discuss the same
      • Ask each unit to complete an inventory/survey reflecting what they are responsible for and the make up of their IT unit
      • Survey clients of IT group to gain fuller picture of current IT status and consolidation opportunities/challenges
      • OIT Directors review how the IT group would integrate into OIT
    • Create draft schedule
      • Review with management and IT leadership in affected units
      • Review with Oversight Committee
    • Adjust schedule as needed
    • Review with EVC/P Gottfredson for final approval

Phase 2, 3, etc – Additional IT groups join OIT

  • Repeat the appropriate subset of steps above for the newly added IT groups
  • Continue meeting with Oversight Committee to review progress and adjust course as needed
  • Every 6 months during the initial consolidation period, seek feedback from OIT clients and staff regarding organizational decisions thus far
  • Make further refinements in OIT organization and processes as warranted
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