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![Page 1: Creating and Implementing Effective IT Processes Tom Jordan Network Operations Center Manager University of Wisconsin Whitewater jordant@uww.edu.](https://reader035.fdocuments.us/reader035/viewer/2022062314/56649d985503460f94a82122/html5/thumbnails/1.jpg)
Creating and Implementing Effective IT Processes
Tom JordanNetwork Operations Center ManagerUniversity of Wisconsin Whitewater
![Page 2: Creating and Implementing Effective IT Processes Tom Jordan Network Operations Center Manager University of Wisconsin Whitewater jordant@uww.edu.](https://reader035.fdocuments.us/reader035/viewer/2022062314/56649d985503460f94a82122/html5/thumbnails/2.jpg)
This talk will
• Describe our struggles with process improvement
• Set some context on organizational process awareness
• Describe some of the steps we took to become a more ‘process-savvy’ organization
• Provide a recipe for process improvement for you to consider
![Page 3: Creating and Implementing Effective IT Processes Tom Jordan Network Operations Center Manager University of Wisconsin Whitewater jordant@uww.edu.](https://reader035.fdocuments.us/reader035/viewer/2022062314/56649d985503460f94a82122/html5/thumbnails/3.jpg)
Who am I, and why am I talking to you about processes?
• Manage UW-Whitewater’s Network Operations Center– Back-end Technology Infrastructure
• Often struggle with inconsistencies in infrastructure projects
• Outcomes depend too often on personal perspectives and actions
• It’s hard to present a consistent image to the University
![Page 4: Creating and Implementing Effective IT Processes Tom Jordan Network Operations Center Manager University of Wisconsin Whitewater jordant@uww.edu.](https://reader035.fdocuments.us/reader035/viewer/2022062314/56649d985503460f94a82122/html5/thumbnails/4.jpg)
A little about our starting points
• Server administration, network administration, infrastructure engineering
• Systems were supported vertically– Technologists covered the full spread – OS,
Application, Middleware, etc for their system– Technologists provided a single support
interface to customer office areas– Direction was often chosen based solely on
technologist’s perspective
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Problems this caused…
• Vertical administration gives little room for depth• Best practices are not identified and applied generally• Senior technologists entirely committed to support work
– can’t move new projects forward• Little management visibility into operational practices &
day to day decision making• User perspective often missing from strategic direction• Project and support work all ad-hoc, very few defined
processes
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Why process matters
• Documents our collective understanding about how things should be done
• Removes the need to repeat decision-making processes over and over
• Gives us a ‘reference standard’ against which we can benchmark improvements
• Gives us the organizational perspective, rather than a collection of personal perspectives
• Processes are really how an organization becomes more than just a collection of individuals
![Page 7: Creating and Implementing Effective IT Processes Tom Jordan Network Operations Center Manager University of Wisconsin Whitewater jordant@uww.edu.](https://reader035.fdocuments.us/reader035/viewer/2022062314/56649d985503460f94a82122/html5/thumbnails/7.jpg)
So how do we get good processes?
• First seek to understand your situation– Few get to start from scratch– Even bad processes are still processes, and
need to be understood to be modified– You may need to turn over some rocks to
find the de-facto processes that are keeping your operation running
• Understand your organization’s readiness for process engineering
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Organizational Maturityvia the Capability Maturity Model (CMM)
Level 1Initial
Level 2Repeatable
Level 3Defined
Level 4Managed
Level 5Optimizing
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Organizational Maturityvia the Capability Maturity Model (CMM)
Level 1Initial
Level 2Repeatable
Level 3Defined
Level 4Managed
Level 5Optimizing
In a Level 1 Organization:• Ad-hoc and chaotic• Unstable environment• Successes are due to personal heroics• Organization still succeeds, but frequently
exceeds budgets & misses deadlines
Level 1 Organizations:• Tend to over commit• Abandon processes in times of crisis• Have trouble repeating past successes
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Organizational Maturityvia the Capability Maturity Model (CMM)
Level 1Initial
Level 2Repeatable
Level 3Defined
Level 4Managed
Level 5Optimizing
In a Level 2 Organization:• Success is repeatable• Practices are retained during times of
stress• Organization uses some basic project
management to track cost and schedule• Projects are performed and managed
according to documented plans• Project status and delivery of services are
visible to management at defined points (milestones, etc)
• Process scope is usually small and project-based
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Organizational Maturityvia the Capability Maturity Model (CMM)
Level 1Initial
Level 2Repeatable
Level 3Defined
Level 4Managed
Level 5Optimizing
In a Level 3 Organization:• Processes are well characterized and
understood • Organization’s set of standard processes
is established and improved over time• Projects establish processes based on
adaptation of organizational standard• Management establishes process
objectives based on organization’s set of processes, then measures progress towards objectives
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Organizational Maturityvia the Capability Maturity Model (CMM)
Level 1Initial
Level 2Repeatable
Level 3Defined
Level 4Managed
Level 5Optimizing
In a Level 4 Organization:• Processes are viewed scientifically and
objectively, and are measured accordingly
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Organizational Maturityvia the Capability Maturity Model (CMM)
Level 1Initial
Level 2Repeatable
Level 3Defined
Level 4Managed
Level 5Optimizing
In a Level 5 Organization:• Even the process of ‘process
improvement’ is treated as a measurable, improvable process
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Organizational ImmaturitySchorsch, USAF
Level 0Negligent
Project management is considered superfluous
Level -1Obstructive
Counterproductive, ritualized processes abound.
Level -2Contemptuous /
Arrogant
Disregard for process improvement is institutionalized.
Level -3Undermining /
Sabotaging
Conscious discrediting of peer institutions efforts towards process improvement.
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So where did we start?
5 - Optimizing
4 - Managed
3 - Defined
2 - Repeatable
1 - Initial
0 - Negligent
-1 - Obstructive
-2 - Contemptuous
-3 - Undermining
UW-W Circa 2005
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What problems did we have?
• Overcommitted on a number of fronts
• Level of engagement not clear to management
• Inconsistent delivery of services to customer
• Not a lot of organizational learning happening
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What did we do?
• Defined methodology for project lifecycle– Project definitions– Scope statements– Project plans
• Assigned specific technologists to develop SOP’s for their technology areas (Platform Leads)
• Created a group to oversee technical operations and ensure standardization and consistency
• Deployed business systems to track time and progress in measurable ways
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Project Startup Documents
• Project Definitions– Cover the “why” of the project, overall goal and
business value anticipated
• Scope Statements– Clarify with customer what will and won’t be
delivered
• Project Plans– Define overall game plan, task and time estimates
and key milestones for measuring progress
![Page 19: Creating and Implementing Effective IT Processes Tom Jordan Network Operations Center Manager University of Wisconsin Whitewater jordant@uww.edu.](https://reader035.fdocuments.us/reader035/viewer/2022062314/56649d985503460f94a82122/html5/thumbnails/19.jpg)
Platform Leads
• Assigned a ‘lead technologist’ for each server OS family– Coordinate platform activities– Define standard operating procedures– Define and project best practices– Represent platform issues to other groups– Ensure consistency and economy of scale
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Technology Infrastructure Group
• Group of infrastructure technologists– Platform leads– Network lead– Campus Security Officer
• Define, manage and grow common technology infrastructure facilities– Monitoring, change management, incident
command, etc
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Supporting Business Systems
• Time tracking (first)– Very mixed staff reaction– Most see benefit, but also have concerns
• Project status tracking (limited)– Behavioral reinforcement very important
here
• Project portfolio management– Just getting started in this area
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What was the end result?
• Projects are moving forward with fewer internal roadblocks
• Project status and issues are more visible to management
• Management now has a better grasp on organizational capability, ability to commit to new projects, etc.
• Roles and responsibilities are more clearly defined, and most staff are more accepting of them.
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Where are we now?
5 - Optimizing
4 - Managed
3 - Defined
2 - Repeatable
1 - Initial
0 - Negligent
-1 - Obstructive
-2 - Contemptuous
-3 - Undermining
UW-W Circa 2006
![Page 24: Creating and Implementing Effective IT Processes Tom Jordan Network Operations Center Manager University of Wisconsin Whitewater jordant@uww.edu.](https://reader035.fdocuments.us/reader035/viewer/2022062314/56649d985503460f94a82122/html5/thumbnails/24.jpg)
What did we learn?
• Different parts of an organization (and different people) are at different levels– Make expectations appropriate to the level– Plan the process realistically
• It’s difficult to apply good PM practices on a project that is being run poorly– Few projects are pure IT projects. Often IT is not the PM– Scoping and defining roles is critically important– When you can’t mandate, seek to educate– If you can’t do anything else, cover it in the after-action review
and convey the learning lessons for next time
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What did we learn?
• Process change is still change, and is threatening if not handled with compassion and respect– The early stages will be about changing
attitudes and building relationships– Pushing too hard for results at this stage can
be harmful
• To be successful, you must be prepared to reinvent your organization
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What did we learn?
• You need to be consistent and frequent in reinforcing your process expectations– Processes are learned behaviors. If they’re not reinforced, you
might not be able to count on them– Folks that buy in and try should be rewarded. Lack of reward
for extra effort is in itself a disincentive.• You need to be realistic in your expectations
– If only half of your staff are capable of a given process, expect it to be followed only 50% of the time
• You can’t skip steps, and you can’t reinvent your organization overnight
• You need to be prepared to slow down a little bit in order to speed up later
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The Productivity Dip
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So what makes a process effective?
• Effective processes serve their purpose(s) in the most complete manner possible, while minimizing negative side effects.
Common PurposesSolve a problem
Increase a capacity
Communicate information
Prepare for the future
Common Side EffectsIntroduce a new problem
Move a stress point
Introduce confusion
Neglect the present
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Good processes…
• Have a clearly defined purpose and set of goals
• Include metrics to allow for objective measurement
• Include checks and balances to ensure that the implementation ‘sticks’
• Are broken down into simple, trainable components
• Include mechanisms for feedback into an improvement process
![Page 30: Creating and Implementing Effective IT Processes Tom Jordan Network Operations Center Manager University of Wisconsin Whitewater jordant@uww.edu.](https://reader035.fdocuments.us/reader035/viewer/2022062314/56649d985503460f94a82122/html5/thumbnails/30.jpg)
Process Failure in Complex Systems
Reason, 1991
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A recipe for creating and implementing effective processes
• Follow these simple steps– Assess– Define– Solve– Implement– Measure– Assess
• Remember – “mise en place”. Don’t start cooking until you’re ready. Then don’t stop until you’re done.
![Page 32: Creating and Implementing Effective IT Processes Tom Jordan Network Operations Center Manager University of Wisconsin Whitewater jordant@uww.edu.](https://reader035.fdocuments.us/reader035/viewer/2022062314/56649d985503460f94a82122/html5/thumbnails/32.jpg)
Assessing the situation
• Understand your organization’s readiness to support process engineering
– You may have some foundational work to do before process engineering can take place
• Clearly identify the areas that will be involved and affected
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Assessing the situation
• Some infrastructure needed for process (and project) management
– Project startup and management• Charters, Scope, Deliverables• Milestones and Plans• Time and Progress Tracking
– Behavioral conditioning• Communicating the organizational vision• Training, supporting, shaping and encouraging
![Page 34: Creating and Implementing Effective IT Processes Tom Jordan Network Operations Center Manager University of Wisconsin Whitewater jordant@uww.edu.](https://reader035.fdocuments.us/reader035/viewer/2022062314/56649d985503460f94a82122/html5/thumbnails/34.jpg)
Defining the problem
• Apply Feynman’s problem solving algorithm:Step 1 – Write down the problemStep 2 – Think about the problemStep 3 – Write down the solution
• As in all things, step 1 is the most important. There is no value in a perfect solution to the wrong problem.
• Be sure to identify all of the problem areas that you wish to address.
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Defining the problem
• Example problem:– Installing a new server
• Takes too long• Costs too much money• Is not done consistently• Doesn’t meet customer expectations
![Page 36: Creating and Implementing Effective IT Processes Tom Jordan Network Operations Center Manager University of Wisconsin Whitewater jordant@uww.edu.](https://reader035.fdocuments.us/reader035/viewer/2022062314/56649d985503460f94a82122/html5/thumbnails/36.jpg)
Solving the problem
• Find a solution that covers the broadest possible number of problems identified.
• Understand new problems that may result. Seek to minimize.
• Simpler is always better. People are smart, but organizations aren’t.
![Page 37: Creating and Implementing Effective IT Processes Tom Jordan Network Operations Center Manager University of Wisconsin Whitewater jordant@uww.edu.](https://reader035.fdocuments.us/reader035/viewer/2022062314/56649d985503460f94a82122/html5/thumbnails/37.jpg)
Solving the problem
• In your solution, set some goals & metrics.• To use our example:
– When installing a new server• Take no more than two weeks from arrival to turnover• Reduce chargeback amount to CU by 25%• Ensure consistent installation 100% of time• Reduce CU complaints to only 1 in 10 deployments
• Know how you’ll know that the problem is solved or the project is over
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Implementing the Solution
• Vet the solution with those that will have to apply it.
• Ensure all steps are clear, and all have the necessary resources
– Training and feedback are very important
• Ensure feedback loops are in place to safeguard the process
– Checklists– Periodic reviews
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Measuring the Result
• This is why metrics are important in the solution
• Congratulate on the successes, identify and work on the weak spots
• Remember that you cannot manage what you cannot measure.
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Assessing the situation
• Growing individual processes also grows organizational awareness for process issues
• Review the process improvement activity and see what needs to be reinforced or changed for next time
![Page 41: Creating and Implementing Effective IT Processes Tom Jordan Network Operations Center Manager University of Wisconsin Whitewater jordant@uww.edu.](https://reader035.fdocuments.us/reader035/viewer/2022062314/56649d985503460f94a82122/html5/thumbnails/41.jpg)
In conclusion
• Process improvement and organizational development go hand-in-hand
• It will take time, effort and persistence to get through the initial stages
• Foundational steps of ‘process awareness’ set the stage for later achievements
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Questions?