Portfolio Sponsor Meetings

January 10, 2011

Review of Service Portfolio Scope
Review of Service Portfolio time line Service Portfolio Project Plan Revisited January 6, 2011
Review of Service Catalog status
1. RFP
2. draft categories and services by 3/1/11
Agreements:
1. Portfolio will feed the Catalog
2. Catalog will go with what is currently on the IS&T Website until Portfolio is complete
3. continue joint sponsor meetings

February 9, 2011

Scope
- getting data and making it available and easy to use
- seen as interim solution as we evolve our change management tools
Requirements
- team to review by 2/17/11
- sign off by sponsor by beginning of March (3/7 sponsor meeting)
Data Dictionary Reconciliation
- team to review for 2/17/11
- PS to follow up with Alison on Catalog taxonomy and share dictionary
  - confirm categories/services definitions
    - catalog has 2 levels
    - portfolio has 3-4 possible levels
    - drives HD ticket categorization
  - reconcile
- Oliver will send out sample architecture
  - team will begin planning data collection and populate fields
  - keep data in transferable format
Library of Procedures
- escalation process complete
- CG and GZ to look at 2-3 more processes to define
- use process swim lanes as guide
Vehicle
- make it part of staff work flow (easily updated)
  - drupal - could we stand up our own instance?
    - distributed work flow
    - change management
    - audit capabilities
    - future tool, but moving format with data collection in parallel
    - will need support plan for drupal instance
    - Barbara will look for funding for vm
  - RT Stock Replies - doesn't look like it will meet requirements
  - Hermes - may work for initial data collection (structure and prototype)
    - will need to limit staff who edit and contribute as work flow is not supported

March 7, 2011

technology options - Barbara will review with Marilyn this week
- contract DCAD to build in drupal
- use IS&T Website templates, copy to new instance, and populate
  - need access controls (IS&T only)
- set up a multi site drupal instance with DM (RAFT On Line Help)
  - could be vanilla out of the box drupal
  - needs support model - will Rich be able to absorb on his team in future?
- consider Remedy demo for Service Portfolio module
  - pushing technology implementation out further
interim work - prototype for June 15, 2011
- "digesting the data"
  - work on refining the model and creating the service maps
  - enumerate other categories to be mapped
  - walk through an entry at senior staff (Pat to set up)
  - populate info in mind mapping software
    - create 1 page business case and quote for Mind Manager as interim solution (Pat to share with Barbara at next 1:1) Mind Mapping SW Business Case.doc
- base assumptions
  - map out professional services separately to see where they may fall
    - windows desktop support
    - browser support
Library of Procedures update
- in general, we need to formalize process to capture change requests and responses
- integration points for a testing and release process
- we need to move procedures to functional place: https://kb.mit.edu/confluence/pages/viewpage.action?pageId=13107719

April 4, 2011

draft presentation for Senior Staff 4/7: IST Service Portfolio Entry.ppt** review of high level categories
- review of Services (3-4) under each category
- review of solutions under 2-3 Services (in Communications category)
- drill down into Exchange and Outlook 2011

May 2, 2011

team is now split into two subgroups, each mapping five categories in Catalyst over the next 6 weeks
present progress to senior staff 6/2/11
- categories with definitions
  - Services
    - solutions
continue to share information with Catalog team

June 6, 2011

mapped top three levels of Portfolio in Catalyst
shared definitions for each Service Family with Catalog
reviewed Catalog taxonomy draft
reviewed senior staff presentation currently scheduled for July 7th Service Portfolio Progress Update.pp

July Sponsor Meeting Cancelled - Presentation to all Senior Staff July 7, 2011

August 15, 2011