My thoughts on the requirements for success in creating collaborations with and among independent IT service organizations within a research university.

1. Successfully Collaborating and Delivering Results in Complex Organizations. June 15, 2011

2. Organization Background Three stages of a successful collaboration Planning the collaboration Group meetings to plan a collaborative project Executing the plan and delivering results

3. Background

4. Background (1): Complexity Defined A complex organization has Multiple sub-divisions or sub-organizations with independent authority and IT capacities For example, a research university with multiple colleges having their own IT groups By contrast, simplicity is having one central IT organization that provides all needed systems

5. Background (2): My Experience Ohio has been called a local control state State government does not control … School districts Public universities and colleges Public broadcasting I’ve spent 15 years helping to support state initiatives that seek to encourage collaboration among these organizations

6. Background (3): Expanding Complexity Decentralization and complexity will only increase Three changes in IT are a factor Pursuit of “velocity” Service improvements expected at faster and faster rate Loss of control over end user IT End user IT environment shaped by forces outside higher education Open innovation Cannot pursue all technology opportunities alone

7. Stage One Planning the Collaboration

8. Identify the focus of collaboration Area of collaboration needs to be specific “Decreased data center costs” not “Something in the area of distance learning” Executive sponsorship is essential If possible, choose areas where a common minimum capacity can be created not a limit to the capabilities of participants

9. Determine what consensus will mean You can’t please everyone With 100 people, a 70% approval rate means 30% are ambivalent or unsatisfied Fair consultative process is an essential defense Don’t assume everyone will gain Determine how much consensus is needed Expectation of 100% consensus in a collaboration can get in the way of action Must respect differing needs

10. Consider alternative structures for collaboration Consolidation An executive decision has been made that there will only be one provider of a certain service Collaboration may be limited to providing input Co-operation Multiple parties will provide parts of a solution Co-ownership Joint ownership and management of the solution Co-investment Parties to collaboration will pay part of cost

11. Determine who to involve Persistent groups are best Trust persists and group can focus on interests of different sub-groups over time Determine how end users and/or their representatives will be involved Consult strongly interested parties early, before collaboration starts

12. Stage Two Group meetings to plan a collaborative project

13. Recommendations Don’t over prepare People will believe outcome has already been decided Ensure discussions have a positive tone Counters aversion to risk and change Remember need for reciprocity Share information widely Listen actively to all participants

14. Recommendations (2) Consider order of planning Focus on outcomes first Determine what a successful outcome looks like Operations second Determine how it will be operated or provided Focus on governance last Determine how it will be owned or governed

15. Stage Three Executing the plan and delivering results

16. Results All usual project management execution concerns are relevant Preventing scope creep, etc. Communicate, communicate, communicate Maintain commitment Publicly announce and recognize commitment to project Have collaborative group persist through implementation Deliver frequent milestones

17. Questions? David Barber E-mail: dmbarber@gmail.com Can find … Slides at http://www.slideshare.net/DavidMBarber/presentations More about me on LinkedIn http://www.linkedin.com/in/DavidMBarber