IST Change Pipeline Charter.docx
IS&T Change Communication Pipeline
Definition
The IS&T Pipeline is established to provide communication, planning and coordination of changes being implemented in the MIT production environment (business and user impact). Changes to staging and test environments, along with resource estimates, are also encouraged as a way to share information and manage any conflicts that may arise.
In addition, the Pipeline group advises the Project and Process Improvement Manager and IS&T Senior Leadership on related work and issues within the department and submits recommendations when appropriate.
Purpose
In scope:
- Provide a vehicle for various change communications and release coordination across the department
- Represent products, services as well as teams across respective areas and ensure open communication between functional units across areas in IS&T
- Provide information from respective areas regarding end user changes, changes in test and stage environments
- Discuss timeline for updates/new releases/patches
- Build awareness of IS&T wide blackout dates, major releases, renewals
- Provide awareness of resources needed or utilized for release efforts
- Develop a release calendar that product and service owners maintain
- Manage conflicts in terms of release dates and changes as appropriate
- Review, provide feedback and disseminate standard processes (best practices) for product and service release and delivery
- Encourage a collaborative, responsive work environment and foster trust across the organization
- Escalate issues as needed to Release Core (issues, solutions/recommendations)
Out of scope:
- Resource requests
- Resource commitments
- Product or service scope
- Support models and escalation paths
Role of a Pipeline Member
The Pipeline is comprised of staff directly responsible for managing various release and coordination activities in their respective areas, as well as provide support and guidance for others in the organization with similar roles and responsibilities.
Pipeline members should:
- Understand the impact and desired outcomes of releases and changes being led in their respective areas (not just limited to individual teams)
- Communicate issues and resolutions back to their respective managers and team leads as appropriate
- Encourage adherence to release and delivery process standards (best practices) within the organization
- Foster discussion outside of the group regarding change communication, coordination and outcomes
- Provide feedback as to health and value of change communication process
Pipeline Members
The Pipeline will be composed of members appointed by the Associate Directors as well as volunteers from across the organization.
Meeting Schedule and Process
The IS&T Change Communication Pipeline will meet weekly for the first 6 months, in order to expand the membership, establish a process and tools, and make improvements as it evolves. The meetings will then transition to biweekly or monthly or as required to keep track of issues and progress.
The Pipeline meeting will focus on planning and coordination of changes within a 4-week event horizon, and will adjust accordingly pending review of this process.
Reporting
The facilitator of the Pipeline will report to senior staff on a quarterly basis relevant activities, issues, and recommendations. The Pipeline will also have direct access to the Release Core Team to escalate issues, solutions and recommendations as needed. In addition, the IS&T Change Communication calendar, meeting agendas, minutes and supporting documents will be made available to staff across the department (via Exchange and the wiki).