The first OIT Leadership in-person meeting at Trinity Hall on April 13, 2023. All managers, even those who work remotely, had the opportunity to join the meeting via Teams. Leadership broke out into five rooms to discuss the following:
Employee Clearance Process
The current employee clearance process is manual and oftentimes, inefficient. Supervisors have numerous tasks spread across many teams and the process does not have an OIT owner. Managing these tasks and tracking assets is time-consuming and the process can be improved.
Suggested Action Items
Assign an OIT owner and automate the current process while working on a new process to simultaneously improve current conditions and future offboarding processes
Set up asset tracking though ServiceNow
Create methods for supervisors to complete multiple tasks at once
Compare the offboarded accounts with active accounts either weekly, bi-weekly or monthly.
Onboarding Process
The current onboarding process is slow, disconnected and does not have an OIT owner. Each department has their own hiring framework and connections between PeopleAdmin, the Office of TCI and OIT can be improved.
Suggested Action Items:
Select and OIT owner
Develop a comprehensive checklist that encompasses each department’s process so onboarding can be standardized yet individualized when needed
Create an end-to-end framework where all leaders and individual contributors are involved
Ice Breakers
We have opportunities to seize where departments can capitalize on open lines of communication to maximize meeting time while building relationships and meeting OIT’s goals.
Suggested Action Items:
Implement ice breakers to make others feel included, heard and less anxious.
Encourage and enact communication across departments to share current projects and learn about other projects.
Create an internal organization structure so individuals know who to contact.
OIT Participation in the Campus Community
Groups on campus, including faculty and students, lack knowledge on the resources and services OIT provides. There are many opportunities OIT has not yet seized to improve the relationship with the campus.
Suggested Action Items:
Participate in events such as orientations, research days, Innovation Day, etc.
Connect with campus groups and individuals, including department heads and Student Affairs
Collaborate internally through an OIT orientation and other events
Squeaky Wheels
Current State
Individuals are facing competing priorities, particularly when things break and are being pulled from one task to another. Teams are unable to predict the amount of time available and needed to address maintenance and oversight, causing things to break and short-term fixes to be implemented.
Suggested Action Items:
Identify the root cause of issues as they arise and create M&O projects to implement permanent fixes
Add a report out at quarterly meetings on P1s from the last quarter to increase visibility and make these tasks a higher priority for the managers and supervisors
Utilize resource forecasting to help predict the needs for teams that may not have been identified early in the project in the past
Identify the correct size group to obtain sponsor/business owner buy-in and understand the scope of the issue and fixes needed
