ODP Weekly Updates

One of the six principles with which we will carry out this Organizational Design Project (ODP) is Communication. Each week Jenn sends email updates on progress being made in our ODP work to keep the OCIO/IST, RTL, and SAIT communities informed. ODP progress is also shared during the monthly all staff meetings.


Feb. 12, 2021 - Update #11: OCIO/IST Organizational Design Project

Dear colleagues, 

On Tuesday we held a very informative and productive retreat with OCIO/IST directors to kick off Phase 3 of our ODP work. It was wonderful to experience the energy and broad set of strengths in our Zoom rooms as we mapped out next steps for our ODP journey!

Here are some outcomes from the retreat:

  • Timeline adjusted - Since we know that Phase 3 (formulating options) will take a lot of thoughtful work with our IST leadership and stakeholders, we have decided to extend the timeline by one month. This means the ODP project will be completed in August instead of July.

  • ODP Charter updates - We made the following updates to our ODP Charter:

    • Added a new principle on Equity: Identify potential impacts to Black, Indigenous, and People of Color (BIPOC) and other marginalized individuals and groups that may result from organizational change decisions. Minimize any disproportionate effect.

    • Changed the “Benefits” section to “Objectives” to clarify the five major goals we hope to achieve during the ODP process.

    • Added an objective for Diversity, Equity, Inclusion, and Belonging (DEIB): Create an organizational structure, processes, and culture that embraces diversity and equity, fosters a sense of inclusion and belonging, and enables all staff to feel valued in the work they do.

    • Amended our fifth objective to “Best Work” and Professional Growth: Build an organization that provides opportunities for professional growth and experimentation, the development of new skills, and that enables staff to see the connection of their work to the mission of UC Berkeley.

  • Resource allocations - We committed to putting resources (positions and funding) toward DEIB and Workforce Development in our new organizational model and will be forming working groups to develop recommendations around these issues.   

  • Survey data - During the retreat we took an initial look at the survey data. Among other findings, it is clear that staff are proud of the work that their teams do, and that they believe IST is a trusted and strategic partner with the campus. We have a lot of data and are working on getting it in the right form to share with managers and staff in the next few weeks.

  • Next steps - Over the next 10 weeks we will be taking deeper dives into some high priority issues the survey and other feedback mechanisms have revealed. Next week the directors will meet with our project Equity Advisor for a DEIB workshop.

All of the changes to the charter and timeline can be viewed on the ODP website. If you ever want to reference any past communications for this work you can view the archive of email updates here.

Enjoy the long weekend with Monday being President’s Day.

In partnership,

Jenn

Related Links: ODP Website | Project Charter | FAQs


Feb. 5, 2021 - Update #10: OCIO/IST Organizational Design Project

Colleagues, 

We are excited to be moving into Phase 3 of our ODP work. This part of the project will involve considering multiple options as we explore organizational models. This is important as we work to create an organization that is positioned to both manage the impacts of the campus financial situation and is prepared to strategically meet the needs of our institution going forward. 

  • Directors’ Retreat - We are kicking off Phase 3 with a virtual Directors’ Retreat next week.

  • Integrating DEIB into ODP Charter - Part of the ODP process has been to remain agile as we learn along the way and proceed through this project. From our work thus far including feedback gathered in the survey, we want to be sure to integrate Diversity, Equity, Inclusion, and Belonging (DEIB) into everything we do. This week the Process Advisory Committee (PAC) has decided a few things: 

    • We will update the charter to include “Equity” as one of the principles guiding the ODP process.

    • An adjustment will be made to the charter on the benefits of our ODP work, acknowledging that doing our “best work” involves nurturing diversity in our workforce which contributes to creativity, productivity, and innovation.

    • To help with our Phase 3 work we will be engaging a DEIB expert.

  • One IT CIO Forum next week - Our next gathering with everyone in One IT will be 2-2:50 p.m. on Thursday, Feb. 11. Look for a bCal invite or add to your calendar now

Earlier this week, we kicked off our series: Coffee with the CIO, another way to connect with me in a small group setting. There are still spaces available for next week if you would like to join me for coffee (or tea), sign-up here.

In partnership,

Jenn

Related Links: ODP Website | Project Charter | FAQs


Jan. 29, 2021 - Update #9: OCIO/IST Organizational Design Project

Dear colleagues, 

Thank you for all the questions you brought to yesterday’s OCIO/IST All Staff Update and keep them coming! David and Gert provided an update at yesterday’s all staff meeting. ICYMI the slide deck and Zoom recording are now available on the IST Events page along with dates and sign-up for CIO Coffee sessions. 

We have concluded the data gathering that was in scope for Phase 2, and are now using those data to plan out Phase 3. We will kick off Phase 3: “Consider Multiple Options'' with a virtual Directors’ Retreat, scheduled for Feb. 9. The retreat will allow for a deeper dive around the issues and themes that emerged from the data gathering. It will also kick off a series of weekly ODP Directors meetings through April to take up key issues and options for the future of our organization. I will be asking Directors to help me find meaningful ways to engage with IST staff across the organization to get further input as we explore the issues and themes that emerged from the survey.

The news from the Chancellor yesterday about how the Salary and Time Reduction Program is being reconsidered and postponed until at least July 1, 2021 was nice to hear. But her statement about how this should not be taken as a signal that we are out of the woods in terms of budget challenges is also heard loud and clear. 

We will continue to move onward as campus news changes and our ODP work continues.

Warm regards,

Jenn


Related Links: ODP Website | Project Charter | FAQs


Jan. 22, 2021 - Update #8: OCIO/IST Organizational Design Project

Dear colleagues, 

I mentioned in last week’s update the Process Advisory Committee (PAC) would be reflecting on what we have learned thus far on our ODP journey. We have evaluated the state of the project and decided earlier this week that we are on track to close out Phase 2 (the data gathering portion of our project) at the end of January. We are ready to start Phase 3 (formulating options) but we are still thinking through estimations on how long this work may take. Knowing it will take a lot of thoughtful work with our IST leadership and stakeholders, a decision will be made soon if we need to make any adjustments to the ODP timeline. 

Additional Updates

  • Director’s retreat - To kick off Phase 3, we have scheduled a virtual director’s retreat in February. We have also scheduled weekly standing meetings with our directors throughout the entirety of Phase 3.

  • Survey results - We anticipate being ready to share results from the survey in the next few weeks. Data analysis is going well and we will be using the survey data along with the information we gathered from the director interviews to prepare for Phase 3.

  • Ask questions - Our next OCIO/IST All Staff Update is scheduled for Thursday, Jan. 28 at 2 p.m. This monthly meeting is always an opportunity for you to ask questions. Check your bCal for the invite.

In partnership,

Jenn

Related Links: ODP Website | Project Charter | FAQs


Jan. 15, 2021 - Update #7: OCIO/IST Organizational Design Project

Colleagues!

I hope you had a restful winter break and are rejuvenated as we kick off 2021. Last week, our ODP Team jumped back into their work on data gathering and analysis. With over 1,700 text entries from the survey, getting your responses categorized is helpful to see the themes and the big picture emerging  on our organizational strengths and weaknesses. The in-depth interviews with directors have also been continuing through this week.

Here’s a reminder of where we are on the project timeline:

ODP timeline where we are now

In the charter, we also outlined January as the time frame for an Agile decision point. We will reflect on what we have learned thus far on our ODP journey and update the project plan for Phase 3, taking into account potential challenges for our spring semester, budget, COVID response and recovery efforts, and more. We look forward to sharing more on this with you in the next update!

In partnership,

Jenn

Related Links: ODP Website | Project Charter | FAQs


Dec. 21, 2020 - Update #6: OCIO/IST Organizational Design Project

Dear colleagues, 

I’m so looking forward to a break. How about you? This will be our last ODP update for 2020. It has been a challenging year on many levels and I really appreciate your dedication and resilience through it all. I also want to thank you for your input and participation in this ODP work, hearing your voice is so important. 

As I presented at the OCIO-IST All Staff last week, here is the latest update on ODP:

  • Survey response rates: 302 replies out of 440 survey invites: 69%

    • OCIO-IST: 67%

    • RTL: 72%

    • SAIT: 80%

  • ODP Team data gathering and analysis:  

    • Categorize IST’s Strength & Weakness responses: 1,731 total text entries 

    • Director interviews in progress

    • Prepare for data gathering from outside of central IT

  • January: Agile decision point to update OD Project Plan 

    • What will the challenges of the spring semester be?  Budget, health, etc.

    • What have we learned as we’ve carried out the project.

    • Update project plan for Phase 3.

As a reminder, we started this project to create an organization that is positioned to both manage the impacts of the campus financial situation and is prepared to strategically meet the needs of our institution in the future. We have done incredible work during COVID that has facilitated these conversations and allowed us to think about the future differently, the ODP team will dig back into this work in January.

I wish you all a wonderful and restful holiday break - see you in 2021!

Warm regards,

Jenn

Related Links: ODP Website | Project Charter | FAQs


Dec. 11, 2020 - Update #5: OCIO/IST Organizational Design Project

Colleagues, 

We are now midway through Phase 2 of our ODP work to gather data from staff and stakeholders on our organizational strengths and weaknesses. Our initial survey closed last week, with over 300 responses — thanks again for your participation! This represents a 69% overall response rate - 67% for IST, 72% for RTL, and 80% for SAIT. 

Updates:

  • The ODP team is now digging into the work of analyzing all the quantitative and qualitative survey data.

  • As mentioned, data gathering continues as we develop a One IT survey, which will be administered in January, to obtain an even broader set of feedback from the greater IT community.

  • We hear you. As questions arise, we will be continuing to add topics to our FAQs page, take a look.

  • When we started this project, we knew it would be challenging and sometimes uncomfortable work. The Chancellor’s update on the campus budget sent earlier this week makes it clear that doing this work now is proactive, as well as critical to successfully navigating the short- and long-term plans laid out for the campus.  

  • Check your calendars for the bCal invite and bring your questions to the next OCIO/IST All Staff on Thursday, Dec. 17, 2-2:50 p.m.

I appreciate your patience and understanding as we forge ahead. We will continue to weather these changing times together. 

In partnership,

Jenn

Related Links: ODP Website | Project Charter | FAQs 


Dec. 4, 2020 - Update #4: OCIO/IST Organizational Design Project

Dear colleagues, 

Many thanks to those who have already completed the survey on strengths and weaknesses of our IT organization (which was sent to all OCIO/IST, RTL and SAIT staff members). If you haven’t already shared your input, you still have time but the survey closes at COB today, so please make your voice heard and get your responses included so we have as comprehensive a data set as possible. As of Wednesday, the number of surveys submitted stands at 192. This represents a 43% overall response rate - 45% for IST, 33% for RTL, and 62% for SAIT. 

Other updates this week:

  • Initial analysis of the survey responses has started, and will ramp up next week, after the survey closes.

  • Yesterday, the Organizational Design Project Team participated in the monthly OCIO/IST Managers Meeting to provide an update on ODP progress and next steps.

  • Upcoming opportunities to learn more about ODP and ask questions:

    • Thursday, Dec. 10, 2-2:50 p.m. - One IT CIO Open Forum

    • Thursday, Dec. 17, 2-2:50 p.m. - OCIO/IST All Staff

As always, you can also send questions anytime to our awesome ODP Project Manager, Gert Reynaert (grey@berkeley.edu). 

In partnership,

Jenn

Related Links: ODP Website | Project Charter | FAQs 


Nov. 20, 2020 - Update #3: OCIO/IST Organizational Design Project

Dear colleagues, 

In this season of giving thanks, I want you to know how grateful I am for all your hard work this week, these past several months...this year! And, for your continued dedication and resilience as we meet the challenges of these uncertain times together. 

I have a special note of gratitude for those of you in our community who asked that we look again at our ODP process to ensure that we had a diverse set of voices at the table, particularly BIPOC voices. Thank you for your willingness to speak the truth and ask that we do better. I took your words to heart and we engaged with the OCIO/IST Action Team on a path forward. The Action Team will begin to meet regularly with the ODP project team to provide feedback on the process. I want to thank the Action Team for their honesty and willingness to engage!  We will also be connecting with People and Culture to explore other ways we can ensure that we apply equity and diversity lenses to our project decision-making processes. 

Here are this week’s updates on the Organizational Design Project:

  • Survey of IT org strengths and weaknesses - We are off to a great start getting your feedback from the survey we sent out last week.

    • Responses to date - we’ve had an overall response rate of 21% in the first three days of the survey (here’s the drill down by unit: 18% RTL, 20% IST, 38% SAIT). Many thanks to those who have already participated!

    • Your voice is important - If you haven’t completed the survey, please take the time to provide your feedback (<20 minutes). And remember: your survey responses will remain completely confidential

    • Just 5 more business days to provide your input - the survey will be open until Friday, Dec. 4.

  • Gathering more input from One IT - In case you missed my monthly CIO Open Forum last week (or the OCIO/IST monthly update yesterday), I announced that a short survey will go out after Thanksgiving to One IT staff outside of  IST, RTL and SAIT. This was also a topic discussed at this week’s IST Directors Meeting. FYI, Zoom recordings and slide decks from past CIO Open Forums are available here: technology.berkeley.edu/one-it.

  • Keep the questions coming - Some great questions came through during our monthly All Staff Update yesterday. Save the date for our next one scheduled for Dec. 17, 2-2:50 p.m. If you have questions before then check out our ODP FAQs page or send them to our ODP Project Manager, Gert Reynaert (grey@berkeley.edu). 

I hope you have a wonderful Thanksgiving holiday and much-deserved R&R!

With gratitude,

Jenn

Related Links: ODP Website | Project Charter | FAQs 


Nov. 13, 2020 - Update #2: OCIO/IST Organizational Design Project

Dear colleagues, 

This week flew by! I hope you all had a nice mid-week break with the Veterans Day holiday. I’d like to extend my gratitude to those in our community who have served in the military. 

Here are the latest updates on the ODP Project:

  • The survey on strengths and weaknesses of our IT organization has been sent to all OCIO/IST, RTL and SAIT staff members. Please check your inbox and take the short survey (<20 minutes) as your input is critical for us to put together as comprehensive a data set as possible. From the information we gather, we can then determine the strengths to build from and the weaknesses to address. The survey will be open until Friday, Dec. 4.

  • The Organizational Design Project Team participated in the monthly OCIO/IST Managers Meeting to discuss the survey and managers’ role in the project.

  • We continue to field questions and provide more information about the Organizational Design Project, as in this week’s CIO Open Forum. As a reminder, our monthly All Staff Update is a great opportunity to connect and ask questions. Check your bCal for an invite for next Thursday, Nov. 19 at 2 p.m. You can also send questions anytime to our ODP Project Manager, Gert Reynaert (grey@berkeley.edu). 

In partnership,

Jenn

Related Links: ODP Website | Project Charter | FAQs 


Nov. 6, 2020 - Update #1: OCIO/IST Organizational Design Project

Dear colleagues, 

As part of our commitment to be as transparent as possible about the Organizational Design Project (ODP) work, we plan to send out a weekly communication on Fridays with a short update of activity on the project. This is the first one! Future communications will be shorter updates. 

We have reached the end of Phase 1: Define and Launch Organizational Design Project and are moving into Phase 2: Understand Current Strengths and Weaknesses of the Organization.

These past few weeks, we solidified our ODP teams and have been working on a survey we will be sending out to the community next week. Through this survey, we will seek your input to understand the current strengths and weaknesses of our IT organization. This input will be critical to our ability to see as comprehensive a data set as possible. We want to hear from you so that together, we can determine the strengths to build from and the weaknesses to address. 

We estimate this information gathering phase will run through January 2021. The survey will be one of a number of important sources of information we will rely on to understand and analyze the current state of central IT and its relationship to campus partners. Your voice is critical, and the survey will be confidential so please do take the time to participate.

Meet the ODP Teams

Process Advisory Committee (ODP PAC) - This committee advises the CIO on the project’s process but does not make decisions about the future organization or personnel assignments. 

  • Jenn Stringer, AVC for IT and CIO

  • David Greenbaum, Project Consultant

  • Liz Marsh, Director of Strategic Initiatives and Chief of Staff

  • Terence Phuong, Chief Financial Officer

  • Gert Reynaert, Project Manager

Project Team - This team supports the project through phase two to gather and analyze information about organizational strengths and weaknesses and campus IT services and functions.

  • David Greenbaum, Project Consultant

  • Gert Reynaert, Project Manager

  • Rita Rosenthal, Communications Manager

  • Stephanie Dunn, Executive Assistant

  • Isaac Mankita, Business and Finance Analyst

What’s Next?

We have secured assistance from Jeff Royal, an Institutional Research Analyst and expert on conducting surveys in the Graduate Division. The Project Team is working with Jeff to draft the survey we are planning to send to the community next week.

FAQs & Contact

We have added a page of FAQs to the Organizational Design website as a resource. These questions have been gathered from the All Staff and managers meetings. This page will continue to evolve as we proceed with the project and additional information becomes available or new questions arise. If you have questions not already addressed in the FAQs, please send them to Gert Reynaert (grey@berkeley.edu). 

In partnership,

Jenn 

ODP Process Advisory Committee (ODP PAC)

This committee advises the CIO on the project’s process but does not make decisions about the future organization or personnel assignments.

Jenn Stringer

AVC for IT and CIO

David Greenbaum

Project Consultant

Liz Marsh

Director of Strategic Initiatives and Chief of Staff

Terence Phuong

Chief Financial Officer

Gert Reynaert

Project Manager

ODP Project Team

This team supports the project through phase two to gather and analyze information about organizational strengths and weaknesses and campus IT services and functions.

David Greenbaum

Project Consultant

Gert Reynaert

Project Manager

Rita Rosenthal

Communications Manager

Stephanie Dunn

Executive Assistant

Isaac Mankita

Business and Finance Analyst

Contact

If you have questions not already addressed in the FAQs, please send them to Gert Reynaert.