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Wed, Apr 18, 2018, 2:30-3:30, Rm 3139B CS

Wiki page: https://wiki.doit.wisc.edu/confluence/display/POLICY/IT+Assets  
Box folder: https://uwmadison.box.com/v/Policy-IT-Assets  

_x_ Michael Block, _x_ Gary De Clute, _x_ J.J. Du Chateau, _x_ Lea Ericson, _x_ Rafi Lazimy, __ Kristen Mcroberts, _x_ Colleen Reilly, _x_ Bruce Riley, __ Tyler Schultz

Agenda

  1. Agenda Review / Previous Minutes

    Action
    • OK.

  2. Brainstorm
    Question:
    • How would you divide IT hardware, software, and services into a more granular structure useful to a lay person.
      • The purpose is to:
        • help define "IT hardware, software, and services of all kinds for which acquisition or contracting is subject to IT governance policies and procedures."
        • help lay people understand what does or does not fall under that definition.
      • It doesn't matter how it is acquired, or the business purpose it is used for, or what policy it is related to, as long as it is used for "Information Technology".
    Supporting material: Defintion of Information Technology, on Box
    • Treat this definition as flexible. It was created for the purpose of the "IT Spend" exercise, and might not exactly match the definition of "IT" that is most ueful for our purposes today.

    Technique:
    • Fill out one post-it note for each type of item you feel should be listed, (i.e. types of hardware, software, or services.)
      • One type of item per post-it note.
      • KEEP THEM SHORT. WRITE BIG.
      • It is OK if the type of item includes elements of more than one of hardware, software or services. Many do. Much hardware includes software. All software runs on hardware. Services could include any combination of people, hardware, or software. It's more about the type of item, rather than what combination of hardware, software or services it happens to consist of.
      • You can include examples of specific items that fit the type of item you are describing.
      • You can also include counter examples of items or types of items that do NOT fit. Be sure to include "NOT" or "EXCEPT" or some other indication.
      • Examples and counter examples do not need to be exhaustive. They are just examples.
    • There are no wrong answers.
    • Don't worry about duplicates.
    • Place your post-it notes on the board.
    • As you place them, you can try to group them together with related items already on the board.
      • It does not need to match exactly. If it is related, that is good enough.
      • If it doesn't seem to be related to anything, start a new group.
      • If in doubt, simply start a new group.
    • Towards the end, we will work as a team to improve the groupings.
        
    Brainstorimg Results
      
  3. Outside work between now and next meeting.

    Action:
    • Review the results of the brainstorm.
    • Think about how we can use this material to create a definition of "IT hardware, software, and services of all kinds for which acquisition or contracting is subject to IT governance policies and procedures."
         
  4. For next meeting on May 7.
    • Create a preliminary definition using the results of the brainstorm.

  5. Follow up
    • We might do some follow up by email. TBD.
    • On May 18, we'll report the preliminary defnition to the PAT Exec Comm, along with our assessment of whether it is good enough, or needs more work.
      • Perfect is the enemy of good enough. Good enough is good enough!
      • If it seems to be good enough, we're done!
      • If not, we keep going on May 23 to incrementally improve it. See work plan below.

Ground Rules

  1. Everyone must be treated respectfully, whether present or not.
  2. Everyone present who wants to speak on a topic must have a chance to speak.
  3. Attend more often than not, and review materials when you can't attend.
  4. Don't be shy, or worry about perception of an idea - we need open borders for these discussions.
  5. Let's park side issues or extensive detail for future work by this team, or others.

Work Plan

  • Initiate Subcommittee. DONE.
  • April 3, Get organized. Have a common goal, and a process to get there. DONE.
  • April 18, Brainstorm DONE.
  • May 7, Create preliminary definition with information from brainstorm

    Deliver preliminary recommendations to PAT EC by May 11. (PAT EC meeting is May 18.)
    Preliminary report may be sufficient. If so, Done. Otherwise:
  • May 23, Refine, as necessary (how is TBD)
  • June 6, Refine as necessary...

    If possible, deliver final recommendation to PAT EC by Jun 13. (PAT EC meeting is June 15.)
    If so, Done. 
    Otherwise:
  • June 20, Refine as necessary...
  • July 11, Create Final Report

    Deliver final recommendations to PAT EC by July 13. (PAT EC meeting is July 20.)
    Done.

Future Meetings

Team Members

MemberUnitMemberUnitMemberUnit
Michael BlockL&SGary De CluteIT PolicyJ.J. Du ChateauDoIT Architecture
Lea EricksonAccounting ServicesRafi LazimyITC (faculty)Kristen McrobertsStudent Financial Services
Colleen RiellyDoIT PurchasingBruce RileyPuchasing ServicesTyler SchultzSMPH

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