Second Project MeetingSecond Project Meeting

August 18, 2003August 18, 2003

AgendaAgenda

WelcomeWelcome Congratulations, Concerns, and Congratulations, Concerns, and

CourageCourage Information from Project ManagementInformation from Project Management Data Standards EffortData Standards Effort Campus-Wide Communication PlanCampus-Wide Communication Plan Questions (and answers?)Questions (and answers?) Final NotesFinal Notes

Congratulations,Congratulations,Concerns, andConcerns, and

CourageCourage

Miller’s Law:

“You can’t tell how deep a puddle is, until you step into it.”

CongratulationsCongratulations

Approval Seeker’s Law:Approval Seeker’s Law:

““Those whose approval you seek Those whose approval you seek the the most give you the least.”most give you the least.”

The Labor Law:The Labor Law:

““A disagreeable task is its own A disagreeable task is its own reward.”reward.”

ConcernsConcerns

Network performanceNetwork performance Printing training materialsPrinting training materials

CourageCourageBurning up the ‘NetBurning up the ‘Net (The Independent Florida Sun, 8-August- (The Independent Florida Sun, 8-August-

2003)2003) University of West Florida President John Cavanaugh is vowing to upgrade University of West Florida President John Cavanaugh is vowing to upgrade

computer technology throughout campus.computer technology throughout campus.

Students and staffers have complained for years that the university hasn’t Students and staffers have complained for years that the university hasn’t funded its high-tech infrastructure as it should, and the coming changes funded its high-tech infrastructure as it should, and the coming changes have kicked the on-campus rumor mill into high gear. have kicked the on-campus rumor mill into high gear.

Whispers of impending pink slips include Mike Dieckman, the university’s Whispers of impending pink slips include Mike Dieckman, the university’s associate vice president for information technology and chief information associate vice president for information technology and chief information officer. officer.

Some campus insiders dismiss the rumors. Cavanaugh plans to unveil his Some campus insiders dismiss the rumors. Cavanaugh plans to unveil his technology roadmap to faculty, staff and students Aug. 26 at a town hall technology roadmap to faculty, staff and students Aug. 26 at a town hall meeting.meeting.

UWF reportedly hopes to pull even with larger Florida colleges by expanding UWF reportedly hopes to pull even with larger Florida colleges by expanding online classes and student services and allowing UWF researchers to online classes and student services and allowing UWF researchers to participate in larger programs like the global Lambda Project — which is participate in larger programs like the global Lambda Project — which is paving the way for the third generation of the Internet.paving the way for the third generation of the Internet.

Now, if campus leaders could figure out a way to upgrade the dismal amount Now, if campus leaders could figure out a way to upgrade the dismal amount of parking spaces — that would be something else to cheer. of parking spaces — that would be something else to cheer.

Gaining Value from Gaining Value from BannerBanner

Four ways to gain value from information Four ways to gain value from information technology:technology: Enhance reputation.Enhance reputation. Achieve cost savings.Achieve cost savings. Improve productivity.Improve productivity. Improve effectiveness.Improve effectiveness.

To improve productivity or effectiveness, To improve productivity or effectiveness, must:must: Alter business processes.Alter business processes. Alter management methods.Alter management methods. Re-skill staff.Re-skill staff.

Simplify/streamline Simplify/streamline processesprocesses

De-fragment processesDe-fragment processes Reduce unnecessary steps/complexityReduce unnecessary steps/complexity

Unnecessary reviews or approvalsUnnecessary reviews or approvals Use “exception reporting”Use “exception reporting”

Share informationShare information All data belongs to the UniversityAll data belongs to the University Think of data Think of data stewardshipstewardship rather than rather than

data ownershipdata ownership Adopt “best” (or good) practicesAdopt “best” (or good) practices

Open up access to Open up access to informationinformation

Getting information online (centrally)Getting information online (centrally) Making information visibleMaking information visible De-fragmenting informationDe-fragmenting information Using the webUsing the web

Executive stakeholders place heavy Executive stakeholders place heavy emphasis on this dimension.emphasis on this dimension.

Accelerate processing Accelerate processing speedspeed

Let them do it themselves.Let them do it themselves. Reduce paper.Reduce paper. Use business-to-business processing.Use business-to-business processing. Make processes “one-stop”.Make processes “one-stop”. Immediate processing rather than Immediate processing rather than

batch (built-in delay).batch (built-in delay). Replace front-end controls with back-Replace front-end controls with back-

end exception audits.end exception audits.

The Paper ChaseThe Paper Chase

Problems with PaperProblems with Paper It moves slowly.It moves slowly. It doesn’t share well.It doesn’t share well. It doesn’t store well; searching, access, It doesn’t store well; searching, access,

and retrieval are difficult.and retrieval are difficult. It can be misplaced.It can be misplaced. It is often a bottleneck between two It is often a bottleneck between two

automated processes.automated processes. It often exists merely to collect a signature.It often exists merely to collect a signature. It isn’t accessible to the client once it It isn’t accessible to the client once it

enters a business process.enters a business process.

What can we do with paper What can we do with paper (to reduce it)?(to reduce it)?

Eliminate the process step that Eliminate the process step that requires it.requires it.

Replace it with an automated Replace it with an automated transmission process.transmission process.

Replace it with an electronic form (for Replace it with an electronic form (for the client).the client).

Replace it with an electronic workflow.Replace it with an electronic workflow. Image it. (Transform atoms to bits.)Image it. (Transform atoms to bits.)

So go ahead and SOARSo go ahead and SOAR

You are You are EMPOWERED EMPOWERED to challenge to challenge the status the status quo.quo.

You are You are EXPECTED to EXPECTED to challenge the challenge the status quo.status quo.

Remember as you SOARRemember as you SOAR

Leahy’s Law: “If a thing is done wrong Leahy’s Law: “If a thing is done wrong often enough, it becomes right.”often enough, it becomes right.”

Peers’ Law: “The solution to a problem Peers’ Law: “The solution to a problem changes the problem.”changes the problem.”

Epstein’s Law: “If you think the Epstein’s Law: “If you think the problem is bad now, just wait until problem is bad now, just wait until we’ve solved it.”we’ve solved it.”

Information from Information from Project Project

Management TeamManagement Team

Data Standards Data Standards EffortEffort

Campus-Wide Campus-Wide Communications Communications

PlanPlanGomez’s Law:Gomez’s Law:

““If you don’t throw it, they can’t hit If you don’t throw it, they can’t hit it.”it.”

Project Communication Project Communication ToolsTools

What is this project, What is this project, and what is it all and what is it all about?about?

Briefing Briefing kit/presentationkit/presentation

Meetings with Meetings with employee groupsemployee groups

What’s happening What’s happening with the project? Is it with the project? Is it going well?going well?

Monthly status Monthly status reportreport

Project dashboardProject dashboard Quarterly Quarterly

newsletter?newsletter?

Hey! We’re here!!Hey! We’re here!! University-wide University-wide project kickoff project kickoff meetingmeeting

What do I need to What do I need to worry about or get worry about or get ready for?ready for?

Topical Topical announcementsannouncements

As we get closer to As we get closer to releaserelease

TrainingTraining ““Play”/training system, demos, Play”/training system, demos,

mock-upsmock-ups Awareness campaigns targeted at Awareness campaigns targeted at

specific groupsspecific groups Web portalWeb portal

Communication Communication challengeschallenges

Getting noticedGetting noticed Having good two-way Having good two-way

communicationscommunications Managing expectationsManaging expectations Just-in-timeJust-in-time ConsistentConsistent Proper tone and styleProper tone and style

Questions Questions (and answers?)(and answers?)