Celebrating Success: Office 365 (from the January webinar)
Q: When will you switch to provisioning new accounts directly into Office 365, rather than into Webmail and then migrating?
A: We are working very closely with the software engineering group at Penn State and with Identity Services on that process. A lot of discussion and programming is taking place to make it happen. Our hope is that new Penn State employees will be automatically provisioned into Office 365 sometime within the next week or so.
Q: When should we expect the UMG aliases and UCS to stop working, and what sort of migration assistance is planned to help units?
A: The UMG’s are already migrated and replicated in Office 365. The Office 365 support team can work with you to change aliases to Office 365 rather than UCS.
Q: Where should we point people if they have questions or need help?
A: Send an email to email@example.com. That will create a ticket in Service Now.
Q: Is there a plan to sunset existing systems that may be duplicative?
A: Decisions will be made in Phase 2 regarding what can be done, and you will receive communications about those decisions. The expectation is that all of our legacy email systems will be sunset over time. We will develop a plan to do that systematically, so that it is not disruptive to any particular unit.
Q: Are there any lessons learned that may be helpful for other projects of this scope and scale?
A: To me, the lesson we can learn as an institution from this project is that all of our major technology initiatives need to start with people. We need to have the right team in place, have clear objectives regarding what we are trying to accomplish, and have a repeatable process. Then we can apply the technology. It is a recipe I am hoping we can learn and continue to implement moving forward.
RIT Checkpoint: Making Adjustments and Moving Forward (from the November webinar)
Q. Are the results of the Huron report available?
A. I do not believe it has been made available by the President’s Office. President’s Council and the president are working on it, in conjunction with the Board of Trustees.
Q. Who is involved in the December 13 retreat?
A. Members of the original RIT team, as well as our partners from HR and an external facilitator who has expertise in organizational design.
Q. In addition to going to the RIT website, what other things can staff do to stay informed?
A. As we move through the unit discovery processes, providing information, being responsive, and helping us discover factual information that accurately represents the work within each unit will be incredibly important.
Q. Are we now in the discovery phase and will we switch to execution on January 1?
A. We are now in the planning phase. We developed the initial draft of the plan and have been socializing it with the University community. We have been adapting the plan and making adjustments to it. On January 1, we will start the discovery process. The execution phase, or the optimization phase, is planned to start July 1. These are not linear sequential phases. There will be significant overlap in activities.
Q. As we are going through the job profile redesign, there are questions around instructional designers, IT administrative assistants, and staff in the communications realm – folks who support IT. What is the plan on that?
A. These are critical areas we are looking at with the University community in general. As for communications professionals, I believe graphic designers who do design type work are also something we are trying to address in the IT job families.
Q. What is the expectation for IT job reviews for the creation of new positions?
A. We are limiting as much as possible, without impacting growth of the units, those job reviews so we have an opportunity to look at the current state and make informed decisions. We want to be able to hire and promote based on job families that are appropriate for 2019.
Q. How can employees find opportunities to move into new roles within the IT organization?
A. I’m hearing a suggestion: As we consider our strategy to move forward, how can we ensure the IT community is aware when opportunities present themselves? I’ll take that as a recommendation for us to think through so there is a better communications strategy for folks.
Q. How is this going to impact IT services at the Commonwealth campuses?
A. We plan on first understanding the current and future needs of the campuses, and understanding what IT currently looks like. This work is going to start to as early as January 1. We want to be able to provide all IT professionals the opportunity to be able to move and be promoted, to grow professionally and to pursue new job opportunities.
Q. Given the broad spectrum of IT positions, do you have specific plans on how the RIT team will gather information around these positions?
A. We are going to use industry best practices to assess skills and what people are currently working on. There is a measurement methodology the team is developing. It will allow us to have better insight into ensuring we have the right people in the right roles doing work that supports their particular unit.
Q. What is the timeline to finish the job description updates?
A. This will be an ongoing process. It is something that will continue to evolve as the plan rolls out across the University. As an institution, it is something we should continually look at, that profiles are up to date and that we have pay that is appropriately competitive with the market.
Q. The Gartner report mentioned Penn State IT is behind industry standards for compensation packages. Is there any more update on the plan for working through this?
A. Not at this time.