President's Report - FY10 Q4

  • RT process mapping and documentation complete for IS&T
  • RT upgrade to 3.8 development is underway
  • Software Portfolio 2.0 completed
  • VSLS product distribution mapping completed
  • TNIS billing pilot completed
  • IS&T Exchange Migration
    • 11,000 accounts which is inclusive of new and transitioned accounts
    • estimated 640 personal Techtime accountsleft to transition
    • retired additional TechTime resources - 250 remaining assessment/action
    • Executive Offices migration is complete with exception of MIT World
    • recent migrations:
      • May 24 - 26: Division of Comparative Medicine
      • June 2: Biology
      • June 7 Security Emergency and Management Office (SEMO)
      • June 10: Center for Global Change Science (CGCS)
      • June 10: MIT Conf Services
      • June 11: Experimental Studies Group (ESG)
      • June 15-18: Chemistry
      • June 16: Office of Educational Innovation and Technology (OEIT)
      • June 18:  Center for Energy and Environmental Policy Research) and MIT Joint Program CEEPR/JP
      • June 21: Department for Materials Science and Engineering (DMSE)
      • June 21:  Concourse and Terrascope
      • June 22, 23, 25: MIT Energy Initiative (MITei)
      • June 23: Engineering Systems Division /MIT Portugal Program/Center for Tech, Policy and Indust. Dev
      • June 24:  Writing and Humanistic Studies (WHS)
      • June 28: MIT Museum
      • June 29: Laboratory for Manufacturing and Productivity (LMP)
      • June 30: Center for Materials, Science and Engineering (CMSE)

FY10 Q3

  • established billing working group to brainstorm, validate and move recommendations forward
  • ticketing tool business process mapping
    • CSS complete
    • IS&T complete by end of Q4
  • software portfolio v 2.0 will be delivered in April
  • VSLS product distributions mapping is 90% complete (process, activities and units)
  • IS&T Exchange Migration
    • key milestones for Q3 FY2010:
      New accounts for incoming faculty, staff and students default to Exchange
      Surpassed 7,000 accounts, 1,300 over last 90 days
      Started with 13,000 personal Techtime calendars; down to 3,500
      Started with over 600 resources, down to 400
    • Recent migrations:
      Administrative Services Chemical Engineering & MS
      Alumni Association (AA)
      Consortium on Financing Higher Education (COFHE)
      DSL Office of Experimental Learning
      Dept of Urban Studies and Planning (DUSP)
      Earth Systems Initiative (ESI)
      Environmental Health and Safety (EHS)
      Libraries
      Office of Research Development (ORD)
      Open Course Ware (OCW)
      School of Architecture and Planning
      Dept of Athletics, Physical education and Recreation (DAPER)
    • Ongoing weekly/staggered staff migrations:
      ChemE
      School of Architecture/DUSP
      Sloan – all staff are migrated; migrating remaining faculty
    • Upcoming migrations for Q4:
      Aero/Astro - May
      CEE - June
      Center for International Studies Apr - May
      Center for Real Estate - May
      Comparative Medicine - mid May
      DAPER - Mar - May
      Experimental study group - June
      Office of Corporate Relations – May
      EAPS - June
      Foreign Language & Literature - May
      LAI - May
      Physics - April 12-13
      SOE HQ - Apr 26-28
      VIP Executives and Admins - begin mid-April - mid-May

FY10 Q2

Patricia Sheppard's email to Elaine Aufiero (dated 1/7/2010) - for the CSS HQ contribution

SUBJECT:  Q2 Narrative Bullets

FYI – to add to our report:
–
Patricia Sheppard
Business Manager
Client Support Services

------ Forwarded Message
From: Paul Heffernan <paheff@MIT.EDU>
Date: Thu, 7 Jan 2010 16:43:04 -0500
To: Patricia Sheppard <pshepp@mit.edu>
Subject: Re: Q2 Narrative Bullets

Pat,

I suggest the following change:

From:
CSS worked with GovConnection and Procurement to institute changes reflected in the Microsoft Campus Agreement. All products under the MSCA are now available through IS&T at no cost to the customers.

to:

CSS worked with OIS, GovConnection and Procurement to institute changes reflected in the Microsoft Campus Agreement. All Microsoft Office Professional products under the MSCA are now available through IS&T at no cost to faculty and staff, and may be installed on all MIT-owned machines.

Best, Paul Heffernan

_______________________________________________________________________________________________

Patricia Sheppard's note for the CSS HQ contribution:

Hi all,

Below are the big bullets I would propose including in the CSS Q2 Report (remember we have limited space):

Accomplishments
• CSS Billing Project documentation has been completed. For each line of business, CSS has mapped how work is produced, how billing is actually generated, and what records are kept where. The additional benefits of this effort are that it has given CSS insight as to business owners expectations and identified gaps. This information will be used to focus future opportunities.

• Exchange Migration has hit significant milestones in both outreach and transitions. The IS&T Community Forum was held on 10/8/09, and meetings were held with the Asst. Deans in November as well as Administrative Advisory Council II and Administrative Officers in December. Completed migrations included the VP of Finance, Department of Urban Studies, MIT News Office, Chemical Engineering, Housing, Aerospace Studies, Navy/Army ROTC, Public Service Center and MIT Campus Police.

• CSS worked with GovConnection and Procurement to institute changes reflected in the Microsoft Campus Agreement. All products under the MSCA are now available through IS&T at no cost to the customers.

Future Milestones
• recommendations for CSS Billing process improvements
• VIP Exchange migrations
• Software Portfolio 2.0 (delayed from Q2)
• implement new MathWorks licensing model

Also, I added three milestones to our HQ roadmap we worked on yesterday (thanks Elaine!):
• VSLS business planning (Pat and Elaine) Jan thru April
• client satisfaction survey improvements (Rob and Elaine)
• collaboration with Sourcing on procurement/acquisition processes (Paul and Pat)

I realize I should have the team members report accomplishments as opposed to having my fingerprints all over them. We will do that going forward.

For this round, let me know if you have any feedback on our bullets by Tuesday.

Thanks!
–
Patricia Sheppard

Business Manager

Client Support Services

________________________________________________________________________________________________

FY10 Q1

The IS&T Software Portfolio v 1.0 was completed and presented to senior staff.  It provides an overview of individual licenses by directorate, vendor, level of effort to maintain and purpose. This allows for bundling of licenses for price negotiation and spans third-party administrative, academic and development software, as well as open source and home grown applications.

Email/Calendaring Exchange Migration project successfully transitioned IS&T and pilot departments (OSP, HR, DUE and Sloan) to the new service.  The team was able to improve the project going forward through lessons learned, including better defining resource needs, documentation and increased training.

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