March 1, 2002

To: Ilee Rhimes, Chief Information Officer

From: Cathy Bindewald, PlanIT Project Manager

Subject: PlanIT Project Status for February 2002

1. Accomplishments
1. Project Initiation Activities
• Prepared Project Templates, Project Plan, Project Kickoff
• Held weekly meetings with Project Team members to discuss PlanIT approach, the project plan and solicit input from the project functional leads
• Finalized Executive Sponsor and Stakeholder representation in the project's governance structure
• Developed a communication plan for the project
• Developed the PlanIT logo and PlanIT Web site
• Wrote and placed PlanIT Kickoff article in OnCampus on 2/21 and obtained Lantern coverage
• Placed paid advertisements in OnCampus and the Lantern on 2/21
• Kickoff announcements ran in OSUToday and Buckeye News
• Held two Kickoff Presentations for the Stakeholder Advisory Committee, the CIO Technology Advisory Committees, CIO staff and OIT Leaders, regional campuses attended via IP video
• Briefed the Provost and Vice Provost on the PlanIT strategy
• Scheduled the President Cabinet's Executive Stakeholder interview for 3/6/02
2. Current State Activities
• Held weekly meetings
• Mapped out a Current State high-level approach using survey instruments, interviews and questionnaires
• Initiated the review of existing documentation from previous efforts such as Y2K, the OSU Poll and the End User Access Assessment
• Began crafting questions for faculty, students, staff, administrators and alumni
3. Future State Activities
• Mapped strategy for conducting Technology Days and began to make assignments for the Future State process
• Decided to conduct five Technology Day sessions on the following topics
• Advancing Distributed and Distance Education
• Managing Customer and Student Relationships
• Managing Data and Knowledge
• Building Pervasive Computing Environments
• Supporting High Performance Computing
• Each session will include a discussion of the enablers (personnel, infrastructure, services and resources) and shapers (campus culture, laws and policies, cost) that affect the topic
• Began developing a list of prospective individuals to address each topic
• Began to identify future state focus group representation
4. Gap Analysis and Initiatives Activities
• Adapted the Strategic Initiative Assessment Score sheet template to the OSU environment
• Tested the score sheet with a sample initiative
5. Deliverables Completed:
• PlanIT Project Kickoff Power Point Template
• Microsoft Project Plan
• Executive Interview Guide
• Current State High-Level Approach
• Current State Interview Guide
• Future State Questions for Current State Evaluation
• Technology Day presentation subjects
• Technology Day speaker evaluation forms
• Technology Initiatives evaluation template
• Value Framework Template
• PlanIT Website
• First PlanIT News article
2. Tasks Not Accomplished this monthly period, with explanation

- Not Applicable

3. Problems/ Issues/Concerns

- Not Applicable

4. Tasks Planned for 03/01/02 through 03/31/02
• Interview Executive Stakeholders
• Finalize Current State questions for the survey
• Initiate survey
• Finalize the evaluation of previous efforts and gather relevant data
• Validate data from previous efforts
• Begin to gather the data not found in documentation from previous efforts
• Finalize logistics for the Technology Days presenters, dates, times, places, etc
• Complete assignments for Future State Tasks
• Finalize Future State focus group representation
• Finalize Strategic Initiative Assessment Score sheet criteria and values

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