HUIT 2016 Summer Town Hall & BBQ

Presentation Date: 

Thursday, July 14, 2016

Location: 

Gund Hall, Graduate School of Design

HUIT FY16 Accomplishments

Academic Technology Services

  • Migrated 97% of FAS course sites to Canvas
  • Completed first survey of FAS faculty and staff IT satisfaction (with Support Services and HUL)
  • Developed first-ever aggregated report on 450+ FAS learning spaces
  • Supported digital teaching in 14 courses in 8 departments through the Digital Teaching Fellow program
  • United Harvard behind IIIF and Mirador -Harvard joins IIIF Consortium (with HUL and LTS)
  • Boosted Art, Technology, and Psyche Conference to be an event digital artists compare to a TED event
  • Migrated or retired 96% of standard iSites in preparation for iSites retirement
  • Developed provisioning tool to simplify integrating lecture recordings into Canvas
  • Integrated FAS manually capture video workflow with Mediasite
  • Negotiated an unlimited storage contract with Kaltura
  • Implemented new HWP business model and contracted on more than 100 projects
  • Supported a 42% increase in OpenScholar traffic (user sessions) 23.2 mil (FY16) vs 16.4 mil (FY15)
  • HWP Project highlights: HSDM | Stem Cell & Regenerative Bio | Harvard College Fund | Radcliffe Intranet

Administrative Technology Services

  • Processed 1400 FAS staff salary increases through Aurora ASIP module
  • Running pilot of Teaching Assistant/Teaching Fellow (TF/TA) module in Aurora for FAS departments; full release planned for August 20165
  • Retired parts of AsPeRin
  • Completed most successful year of Aurora usage, releases and organization
  • Upgraded FAS ADM data base on new hardware and VM machines
  • Upgraded University Cross-Registration and Course Catalog applications
  • Signed MSA and University-wide licensing agreement with Salesforce
  • Established CRM and IT Service applications team
  • Partnered on new applications in the Office of Technology Development and the Office of the Governing Boards
  • Continued planning for faculty information system
  • Began working with many University departments on Salesforce implementations/use including Title IX office, UCC, HUIT, GSAS, and many more
  • Supported the successful Wave 1 launch of my.harvard
  • Retired approximately 15 FAS applications including HERS 1
  • Remediated the FAS applications portfolio of over 100 applications to work with my. harvard
  • Completed Phase 1 of new applications for FAS: CARAT, MUSE and FASCAT
  • Developed and implemented new SPECTRA application for FAS to handle special transactions for research administration
  • Put in new SaaS solutions including Concur for Travel & Expense, Online Placement Exams, and new Faculty Hiring system
  • Worked on Year 2 objectives of the Harvard Cloud program; 20 applications migrated during FY16 to the Harvard Cloud
  • Upgraded FAS applications for Freshman Seminars, Online Placement Exams, and surveys
  • Partnered with AA&D in launching the Alumni Community Engagement (ACE) portal in the 2Q
  • Partnered with AA&D in year 2 of the Enterprise Business Intelligence program
  • Completed over 160 application releases through the ATS Enterprise Release Management service, this year
  • Negotiated substantial and strategic new software licenses with Oracle and QlikView
  • Piloted business glossary and data integration tools called Collibra and Mulesoft in the UDS Planning project of FY16
  • Moved the PI Dashboard to the Harvard Cloud and successfully created an ATS team of 5 which will be core funded in the next few years
  • Expanded use of the PI Dashboard from SEAS to the Chan School of Public Health, HMS and FAS
  • Planned for the integration of the CADM IT units in FSS, HHR IS&A, and Campus Services IT.
  • Launched GMAS 2.0, with significant new functional capabilities, for the Harvard research community
  • Upgraded HUBS budgeting application
  • Built many interfaces between PeopleSoft and Aurora – great collaboration!
  • Developed vision and position paper: 2020 – Administrative Application Services
  • ATS personnel highlights: 12 hires, 9 promotions and over 50 new teammates from CADM IT!!!
  • Hired two new members of the ATS senior leadership team
  • Teamed with FSS on the successful completion of MOFR Phase 1
  • Working on the technical infrastructure upgrades of Oracle Financials
  • Held 3 ATS Town Halls and a most successful ATS Open House in late February
  • Participated in Phase 1 Planning of a Business Intelligence project with GSAS
  • Established an off-shore applications support partnership for FAS applications, with HTC Global
  • Expanded accessibility website for both internal and external users of Harvard applications and network services
  • Supported the implementation for a new process for FAS: the Project Review Board (PRB)
  • Partnered with AA&D in launching the Alumni Community Engagement (ACE) portal in the 2Q
  • Balanced the ATS FY 16 operating budget, with the HUIT Finance office being most helpful; thanks Deb, Christina and June
  • Managed 150 existing data feeds and developed 25 new system integrations
  • Expanded the Harvard Data Warehouse by 15% and continued to provide data access to hundreds of Harvard departments and thousands of users

HUIT Administration

Administrative Operations

  • Supported the administrative needs of the HUIT senior leadership team
  • Planned and managed the physical moves of several HUIT departments (Chief Technology Officer’s leadership team and ATS College and Athletics team)
  • Renovated Office Suite 4-4 at 8 Story Street to mitigate risk due to electrical issues and to increase capacity
  • Rolled out Phase 1 of the Onboarding/Off-boarding project, which included automating onboarding process in ServiceNow to streamline account, equipment, space, and phone set up
  • Developed consistent HUIT-wide purchasing policies for furniture and office supplies
  • Planned and managed logistics for several HUIT-wide events, including Town Halls, Connecting the IT Dots, HUIT Holiday Party, and other recognition events
  • Lead planning and management of the 6th Annual IT Summit

Communications

  • Designed and managed plan for Technology Renewal campaign for the FAS to support change management needs of new technologies
  • Developed communication strategy and plans for information security remediation
  • Streamlined process for external communications
  • Developed information audit project to rationalize and enhance HUIT’s digital presence

Finance

  • Created new financial models for Network, O365, ITSM and Service Desk
  • Gained University-wide support for Harvard Phone tub-level billing
  • Secured funding for multi-year network investments and security remediation
  • Rolled-out new Integrated Planning for IT process
  • Partnered with the Library on new multi-year IT planning process
  • Implemented new FAS Project Review Board and processes
  • Rolled-out University-wide Fixed Asset and Inventory Management processes
  • Streamlined processes for monthly close, FTE reporting, budgeting, forecasting

Human Resources

  • Achieved all Year 1 goals for the IT Academy. Rolled out all 6 Foundational Courses and Becoming a Coaching Manager to 1400 participants from across the University with outstanding facilitator feedback.
  • Launched organizational change process and provided significant support for org changes (CADM IT, TLT/AcTS, NOC/SOC, etc) as highlighted in HUIT 3.0 email.
  • Supported HUIT diversity efforts through partnership with Harvard Women in Technology group and targeted recruitment initiatives
  • Rolled out transparent and consistent Leadership Development Program process to select leadership program participants across HUIT.
  • Created a HUIT manager steering committee to provide input into management effectiveness framework to be implemented in FY17
  • Synthesized Harvard Employee Engagement Survey data for leadership and supported many manager sessions to share results and solicit ideas for improving engagement across HUIT
  • Updated HUIT values definitions leveraging HUIT-wide survey and meeting sessions with incoming CADM IT staff.


Cloud DevOp

  • Migrated a total of 72 applications from on premise to AWS!
  • Provided architecture and migration support for LTS, AcTs, ATS and Campus Services as well
  • as external parties such as HBS, GSE and HUHS
  • Created a Cloud Liaison Committee for cross organization cloud migration planning
  • Extended cloud migration strategy to include “Lift & Shift” to increase the pace of migrations
  • Migrated 43 Campus Services applications in partnership with the Campus Services team and
  • SOC teams
  • Deployed the development environment of the first major ERP system, PeopleSoft, to the cloud!
  • Implemented multi-AZ DR design to improve DR capability for all migrated applications
  • Employed cost engineering practices to help services save money IAM realized a 22% monthly reduction in cost savings post migration
  • Shared our cloud migration strategy and lessons learned with other higher ed institutions including Yale and Boston College
  • Presented staff transition process and consolidated billing strategy at the annual “Cloud
  • Forum” conference hosted by Cornell
  • Supported the implementation of the Cloud Firewall to enable the deployment of level 4 data
  • in the cloud
  • Implemented improved DR for the LTS ALEPH application using cloud technology which resulted in an annual savings of $20,000 over Sunguard
  • Trained 97 people across the University in AWS and shared courses in the IT Academy
  • Hosted 300 people at Cloud Connect to hear from industry experts and to share information about future state roles needed for cloud
  • Created an in-depth cross organizational assessment on devops and the impact to future state
  • roles


Communications Technology Services

  • Further developed Office365 services with new application releases and SharePoint simplifications
  • Migrated 30,000 mailboxes (SEAS, FAS, HMS) to cloud based consolidated Harvard email (O365)
  • Expanded AT&T and Verizon cellular services at 4 locations and supported two Macro tower upgrades
  • Supported Emergency management functions with the installation of a FAS emergency call center and the management of MessageMe through critical campus events
  • Improved efficiency of Telecom services through automation and decommissioning of legacy services
  • Delivered pilot and early adopters for the Harvard Phone program, starting full migrations
  • Increased efficiency of $1.5m monthly telephone billing process through automation and simplification
  • Provided Harvard video conferencing services and upgraded services across campus
  • Provided over-flow support for tickets to the Service Desk during the InfoSec event
  • Supported the HarvardKey release through testing, deployment, and triage of email provisioning issues as well as support for over-flow tickets

Financial Systems Solutions

  • Implemented a scalable SaaS end-to-end electronic expense management solution (Concur Travel &Expense) for the University which began with the initial rollout on 4/26/16 to the Harvard Business School and the Graduate School of Education
  • Released 18 new Oracle BI dashboards that have been used by over 1000 users in the Finance and Research Administration community
  • Significantly advanced MFR stakeholder engagement with the MFR Change Management Forum, Detail Listing user outreach, and Engagement Council partnerships
  • Completed the ITCRB ESTR (IRB) Product Patch project. Went live on time and on budget. . . much to the delight of our stakeholders
  • Delivered 3 major releases as part of the GMAS 2.0 project including the introduction of a newly designed segment homepage
  • Completed the HUBS upgrade project, which represents a major technical update, enhanced browser compatibility, and additional resources for the finance community
  • Supported, coordinated, and delivered multiple releases throughout the year for Oracle, HUBS, CPATH, PeopleSoft, ESTR, ecrt, FRAP, OBI, GMAS


Human Resources Services

  • Completed year-end W-2 reporting for 37,600 employees and 1042s reporting for 1,900 employees
  • Completed the 2016 Benefits Open Enrollment with new medical plans for 18,000 employees
  • Successfully performed and validated the first test upgrade of PeopleSoft 9.2 in the AWS Cloud
  • Successfully implemented time-sensitive changes to the HUCTW contract for over 4,500 HUCTW members
  • Supported Staff recruitment compliance efforts with new ASPIRE functionality to ensure continuation of sponsored funding
  • Implemented an automated annual W4 exempt process
  • Implemented changes required by the new ACA (Affordable Care Act) regulation
  • Implemented a retroactive 2015 IRS change for the Transit Parity before year-end for 1,600 T-Pass holders to avoid having employees to refile or wait to file their taxes

Identity & Access Management

  • Implemented HarvardKey as a replacement for PIN
  • Supported over 127k HarvardKey claims in the first year
  • Executed 100% Plan to mandate HarvardKey migration by large part of the University
  • Responded (along with other groups) to several high profile security incidents
  • Implemented Duo two-step verification for HarvardKey, already used by 3,700 users
  • Integrated Alumni data into central Identity Registry (over 350k accounts)
  • Had double the projected target of Alumni claim a HarvardKey (for access to Alumni systems)
  • Established Strategy for a University implementation of Grouper (a new group management tool)
  • Integrated Accounts & Access Management team into the IAM group
  • Migrated FAS Sponsored Accounts to HarvardKey, new Person Of Interest
  • Implemented new Person of Interest roles and reporting structure for authorizers
  • Enhanced MIDAS for Service Desk support of HarvardKey users
  • Deployed enhanced API for identity data management, HUID generation


Information Security

  • Completed Phase 1 of Information Security Awareness Campaign: Small Actions. Big Difference.
  • Offered LastPass personal premium accounts and encouraged 1,335+ individuals to claim accounts
  • Enrolled over 3,000 people for Duo two-step verification
  • Engaged 9,686 individuals in information security awareness campaign activities online and in person
  • Distributed over 13,000 printed materials in support of the information security awareness campaign
  • Coordinated 7/1 Remediation Day: 50 infected systems removed from the network, 20+ Active Directory domain controllers rebuilt and much, much more
  • Assisted HKS and HLS to remediate major intrusions using the "playbook" developed for 7/1 remediation
  • Ensured Active Directory "critical controls" are in place across all Harvard schools
  • Worked with Infrastructure team on "cloud firewall" and related security controls for AWS
  • Completed preparation and testing for FY17 CA Phishing Assessment
  • Launched WhiteHat Sentinel application vulnerability scanning of publicly-accessible websites
  • Completed first annual review cycle of Information Security Policy
  • Helped 54 individuals recover from phishing scam enabling access to W-2/SSN information
  • Added summary reports of vendor security assessments to vendor records in Novatus
  • Designed and developed the Information Security Foundations course for the IT Academy
  • Facilitated nine Information Security Foundations classes within the IT Academy
  • Improved detection and blocking of compromised accounts
  • Met with hundreds of faculty to discuss security incidents and CrowdStrike deployment
  • Deployed CrowdStrike compromise detection agents to over 12,000 endpoints and servers in multiple schools
  • Deployed Bro network monitoring tool at perimeter locations
  • Upgraded Tenable Security Center vulnerability scanning and management system
  • Completed "Security in a Box" in two high risk units
  • Developed and launched pilot mentoring program for Information Security team
  • Developed and launched "Security for One" pilot for high profile community members
  • Remediated passwords for 1,700 non-user accounts in Active Directory
  • Created a new Information Security Architecture and Engineering team, led by Harry Hoffman
  • Launched security.harvard.edu/transparency page with Information Security Protocols
  • Assisted with the HarvardKey "100% plan"
  • Worked with SOC and Support Services to deploy local administrator password management tools to endpoints and servers
  • Built a new digital forensics system


Infrastructure 

  • Combined the Network Services and Data Center, Server Systems, Data Base and Application
  • Services (NOC and SOC if this needs to be shortened) into one Infrastructure Technology Services team positioned to innovate, build and support collaborative solutions across Harvard.
  • Contributed to the cloud initiative by creating the direct connect and cloud firewall services
  • Introduced a new network rate model to schools and CA
  • Implemented highly available networks for the Graduate School Of Education, the Kennedy School and the Divinity School
  • Migrated HPPM to HUIT infrastructure
  • Completed first network build in HRES shared space at 114 Mt Auburn St
  • Began providing shared services to HMS
  • Achieved a major upgrade of core data center network with minimal HUIT service disruption
  • Secured Harvard Network against attacks and exploits through a strategic redesign and upgrade of HUIT’s DNS system


Library Technology Services

  • Completed first Linked Data for Libraries project
  • Completed plan for scaling DRS to 600 TB
  • Developed Library Reserves for Canvas
  • Implemented ArchivesSpace
  • Implemented Cloud Endure for Aleph disaster recovery
  • Migrated Aleph to SaaS
  • Migrated metadata for over 40M files to the new DRS
  • Moved LTS Website to Confluence wiki
  • -Published Colonial North American Collection website
  • Recommended next generation library services platform
  • Released the Library digital viewer and IIIF API services
  • Released new API for HathiTrust full text collections


Project Management & Vendor Management Office

  • Conducted Demo Days and Here to Help events for FAS dept. admins and faculty for a very successful Fall Startup
  • Conducted awareness events throughout the fall and winter with FAS to prepare them for HarvardKey, Office365, and HarvardPhone
  • Examined use of SalesForce for large programs & projects to coordinate outreach information and provide metrics about outreach
  • Developed a description of the ideal, future state for administrative data at the university
  • Defined at a very high level what a data management function and service would do for the university
  • Developed, published, and coordinated a university wide strategy for administrative data management
  • Rolled out SNow PPM Project Request to prioritize incoming project requests to improve analysis of project inter-dependencies and shared resources
  • Nearly all ITCRB, large and very large projects in ServiceNow, reporting quality KPIs and/or benefits monthly, and publishing on SLT and ITCRB Dashboards.
  • Updated the SNow PPM roadmap to plan release of resource management and demand management capabilities.
  • Supported CADM transition project by guiding teams to use agile principles in planning, prioritizing, and completing work Improved adoption of agile best practices to enable project teams to be high performing and continuous learning teams.
  • Launched the VMO and create a detailed Implementation plan Created vendor management lifecycle with tools, templates, and best practices
  • Collected over 246 IT contract documents from across the university and put into a searchable database available to all schools and CADM
  • Completed 38 contract negotiations achieving over $2m in cost avoidance and savings
  • Created a new SLT project Dashboard
  • Integrated the CADM IT staff into HUIT
  • Supported the construction and occupancy of 114 Mt. Auburn Street
  • Supported the planning and development of the Allston Campus expansion
  • Completed the migration of the SEAS community to Office 365 and HarvardKey
  • Assisted in the development and facilitation of IT Academy foundational courses: Service Mindset, Project Management and Trusted Advisor
  • Facilitated development of HUIT's FY16 risk management plan
  • Participated in MGHPCC PMO and supported 2 pod expansion (in progress) at MGHPCC Co-chaired Green IT working group emphasis on e-waste and green printing.
  • Created a white paper on University Computing Demand Management needs Led creation of Agile bootcamp course materials


Student Information Services

  • Launched my.harvard portal and back-office system for Harvard College, SEAS, GSAS, HDS
  • 230K course enrollment transactions processed through my.harvard
  • 10,982 distinct users accessed system at peak usage (Jan 28)
  • 23K advising holds (aka "study card signatures") released through my.harvard
  • 31K journal entries entered by advisors to student records
  • 157 releases containing more than 800 projects
  • 500K courses and enrollments converted for GSE, GSD, HKS, and HSPH
  • Trained hundreds of users for assigning advisors, defining courses, monitoring academic progress, and more
  • Harvard College and GSAS Alumni since 1981 can access unofficial transcripts through my.harvard
  • Going live now with GSE, GSD, HKS, and the Harvard Chan School.
  • Delivered new and intuitive platform for viewing financial transactions, paying bills, downloading tax forms, and delegating third-party payers
  • Parents and other third-party delegates now access student bills via Harvard Key
  • Automated tuition calculation for Wave 1 and Wave 2, with $325M in tuition/fees posted to student accounts on July 7
  • Launched integration service foundation ("ODS") for connecting school systems to my.harvard data
  • Released an initial set of dynamic online dashboards for houses and departments
  • Integrated Golden Gate to update data warehouse in real-time from my.harvard


Support Services

  • Supported HUIT Major Programs 
    • 0365 Migrations (23,000 users) 
    • HarvardKey (32,202 tickets) 
    • SIS 
    • Canvas
  • Supported HUIT AD Security Remediation Effort
  • Partnered with HKS Support Services to support HKS AD Security Remediation Effort
  • Completed job shadowing programs with HLS and HKS Service Desks
  • Supported FAS Fall 2015, DCE Summer 2016 Startups
  • All Support Center staff completed ITA Service Mindset course!!
  • Implemented self-service automated request process in ServiceNow for SPSS license distribution for FAS students and Faculty
  • Partnered with the FAS Undergraduate Student Council to improve and increase computing and printing technology in select Houses.
  • Brought Design, HKS, and HGSE onto HUIT ServiceNow
  • Implemented HUIT staff onboarding request workflow
  • With service owners, revised service taxonomy; associated applications with offerings
  • Developed Level 2 activities for ITIL track of IT Academy
  • Upgraded ServiceNow to Fuji
  • Created quarterly HUIT-wide service dashboard.
  • Completed pilot and put into production CrashPlan, a new desktop backup service by Code42. Currently running on 3,000 computers.
  • Upgraded over 8,000 computers to Internet Explorer 11
  • Upgraded and made available Office 2013 (Windows) and Office 2016 (Mac) in support of O365 collaborative tools
  • Upgraded all security tools to be Windows 10 compatible
  • Maintained Patching Applications on a monthly basis for FAS, CA, HL, HCL, RO, SEAS
  • Maintained OS Patching on a monthly basis for FAS (Selected computers), CA, HL, HCL, RO, SEAS
  • Upgraded Parity on 4,000+ CA computers and selected FAS computers (Server and Clients)
  • Updated and imaged over 1,000 Lab/Kiosk computers in the following areas; WISC, House Labs, SEAS Labs, HL/HCL public computers, Divinity kiosks, Radcliffe fellows, Chemistry Wet lab and Mobile
  • Created/Updated over 140 LANDesk and Casper Software Packages
  • Upgraded FileMaker clients, servers, and databases for fourteen CA departments and twelve FAS departments


Teaching and Learning Technologies

  • 99% of Harvard courses (9,889) have used Canvas for their official course web site.
  • 28 LTI tools have been built by 7 Harvard schools and 4 HUIT groups to extend Canvas functionality.
  • 75 different third-party and custom tools have been used to extend Canvas functionality.
  • Canvas data is now available to the Harvard research community.
  • HarvardX content and tools can now seamlessly appear in a Canvas site via a custom "transfer" tool