AIS-SWOT Analysis Results (11-20-2010)


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Customer service, Open, Trustworthy
Out of the box, Creative, Innovative
Fast, Responsive, On the fly fixes & updates
Broad skillset, Tech savvy
Strong business process analysis skills
Excellent team, Collaborative environment
Solution provider
Ability to automate manual processes

Lack of communication
Resistance to processes, Data permissions
What is AIS? Vision-Purpose-Focus
Crisis management, Too busy, Over commits
Product quality, Always in test mode
Time & resource management
Does not play well in OIT sandbox
Communication / Covert operations
Personality conflicts, Competition

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Clarify vision, focus & communication
With UVU and all OIT areas, tell our story
Participate in all applicable committees
Create internal & external “Documentation”
Be strong magic contributor
Cross-train in AIS & W/Sys Admins & Helpdesk
More IDM and AD integration
AIS and our systems must be “Audit Ready”
Be compliant with UVU Web standards
Implement enhancement process/versioning
Create structure & discipline for AIS Staff

Bus factor, Flight risk,
Try’s to be everything to everyone
Resistant to portfolio management
Fear of being put in a box - over managed

Lack of checks and balances with
business office and data stewards

UVU dependency on AIS; which seems to lack
standardization and consistency

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Action Items for AIS (11/20/2010)
 

AIS Charter / Vision / Mission Statement

UVU’s Automation & Integration Services provides services and systems that create seamless integration between out of the box software, internally developed programs, and other campus computing systems.

We are a service provider for UVU departments. Through the use of best practices and industry standards, we optimize human/computer interactions with software automation and integration, informed by business process analysis.

The AIS Department is a team of skilled individuals, whose experience with an extremely flexible toolset, combined with an open and collaborative environment, allow for quick custom solutions.


AIS operational standards

Maintain AIS strengths, strong customer service & “can do” attitude, cooperate and integrate within OIT.

Communicate with all involved parties when changes are requested, approved and completed. (cc: on status updates). Manage expectations, follow-up, follow through.

All new enhancement, project & task requests route through Portfolio Management system, begin training users to do this.

Document in the code and in the AIS documentation system; all changes, upgrades and version information.

All code changes require peer review and testing prior to moving to Prod Server when system allows.

Dedicate time and focus on #1 priority at least 4 hours per day.

Attend and participate in EAMT (Jim), SCORE ( ??? ), Reporting (Chris), Security (Landon) and TSC (Brett) meetings.

All support issues involving Mike, Chris and Landon require cross training with Jim, Brett or Brady who will document and submit them for review.

All projects are reviewed for campus profitability and priority prior to scheduling in Status board.

SCRUM meetings every morning…


AIS SWOT related tasks & accountabilities
 

Deadline

Owner

Task

DONE

Jim

Communication - Contact us page on /AIS with support info, enhancements, and send a message link

Queued

Mike

Communication - Create Tools page in UV Link, change under /AIS page

 

 

Communication - Create transition plan for our products to helpdesk where possible

 

 

Communication - Did you know… rotating tips & tricks on /AIS page

 DONE

Landon

Communication - Status board  integration with Tom’s system and e-mail for status changes

 

DONE

 

Jim

Communication - Tell the story on AIS/products on IDM, Admissions, Campus Connection, Credit Card system, automotive, issue  room, etc… define solution/owner/support path/user comments… 

DONE

Jim

Communication – update /ais/the ais team/ descriptions, certs, functional jobs in AIS

 

Chris

Communication and Security - Establish data steward table and permissions, keep updated and take to ??? meetings, keep files on data steward communications per project in AIS documentation system

 DONE

Mike

Discipline & Structure - Establish Dept. Schedule, SCRUM time / daily priority review

 In Process

Jim

Discipline & Structure - Review project charter document and create/recreate for projects we are currently involved in to establish versioning, project end parameters, etc…

 DONE

Landon

Discipline & Structure - Status board  upgrade, time tracking for systems support and dev.

 DONE

Mike

Documentation -  / version mgt system implemented with Mike, Chris & Landon

 

ALL

Documentation  - docs regarding committees and meetings you attend to track changes, requests & needs etc…

 In Process

Mike

Documentation- Verify / create / migrate test systems – vs – Prod systems where possible.

 

Jim

Explore the use and marketability of AIS developed tools within UVU and outside the Campus in partnership with Holland’s vision to capitalize on UVU’s technology and intellectual property.

 

Chris

Security - Do internal PCI audits on any applicable systems

 

Chris

Security & Stability - Verify backups of AIS servers and code repository for AIS code

 

Brett

Stability - Create WUG/Monitoring project to clean-up and verify existing system

 In Process

Mike

Stability - Have Nathan’s group re-skin find people app on uvu.edu




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