MIT
Reports to the President 1996-97
Information Systems (IS) strives to enable members of the MIT community to use
information technology more productively in all their work. IS focuses on four
strategic objectives: to align IS with Institute needs by ensuring that MIT
processes use modern information technology (I/T) effectively; to grow IS's
reputation for customer service and operational excellence; to continue to
develop and implement clear goals, vision, principles, roles and
responsibilities, process and subprocess designs, and performance metrics that
enable the effective use of the Institute's I/T resources; and to achieve the
benefits of transforming the Institute's I/T enterprise by fully realizing the
I/T Transformation Redesign Team's vision of IS and all of the Institute's
centralized I/T as a process-centered, team-based organization.
In the two years since the launch of I/T Transformation, the Information
Technology Leadership Team, led by the Vice President for Information Systems,
has worked to implement the redesign team's vision. Over the past year,
Information Systems staff moved more fully into IS's new team-oriented,
process-driven framework and continued to work with others throughout the
Institute in ongoing activities and new initiatives. IS staff remain deeply
involved in efforts to reengineer the Institute's administrative processes. By
the end of the fiscal year, IS staff had achieved an impressive range of
accomplishments, some of which are highlighted in the reports which follow.
This section presents an IS overview.
Use of MIT's information technology resources continues to grow as the
I/T infrastructure is improved and expanded. Annually the MIT community comes
to IS with some 100,000 requests for help and service changes, ranging widely
from upgrading telephone service to installing a new office computing
environment to assisting faculty in using computers in their teaching. In
fiscal 1997, Quickstations and ZIP drives were introduced into the Athena
Computing Environment; administrative servers averaged 99.84% daily
availability despite increasingly heavy network traffic; over 500 hands-on
courses, Quick Start classes, and Athena mini-courses reached thousands of
participants from across the MIT community; and the Computing Help Desk handled
over 20,000 cases while reducing its daily queue of pending cases by 80%
through process and efficiency improvements. In addition, IS successfully
delivered I/T products, such as SAPweb and Alumni "E-mail-Forwarding-For-Life,"
that were immediately valuable to the MIT community.
There were some changes to the I/T Leadership Team during fiscal 1997, although
its core remained the same:
- Leaders of I/T Practices advocate both on behalf of customers to IS and on
behalf of IS to customers. In October 1996, Theresa M. Regan succeeded Diane
Devlin as Director, Office Computing Practice. She joins two other practice
directors: M. S. Vijay Kumar, Director, Academic Computing Practice; and Dennis
Baron, Director, Voice, Data, and Image Networking Practice.
- Greg Anderson as Director, I/T Discovery; Robert V. Ferrara as IS's newly
appointed Director, I/T Delivery; Roger A. Roach as Director, I/T Service;
William F. Hogue as Director, I/T Support; and Susan Minai-Azary as Director,
I/T Integration are responsible for IS's core work process.
- I/T Competency Group leaders concentrate on the skills dimension of
Information Systems, working to provide a staff well-qualified to meet future
work requirements. Late in fiscal 1997, Erin Rae Hoffer and Shirley M.
Picardi left Information Systems. Until a new director is appointed, Greg
Anderson will act as Interim Director, I/T Competency Groups. He is charged
with leading a team chartered to discover future directions for the competency
concept in IS.
Over the next year, the I/T Leadership Team will continue a series of meetings
designed to understand and refine IS's process-centered organization. The I/T
Leadership Team and the IS staff are committed to continuing to learn our way
into working in the new framework and to ensuring that the new framework works
for us, for our customers, and for the Institute. More information about
Information Systems may be found on the World Wide Web at the following URL:
http://web.mit.edu/is/
James D. Bruce
ACADEMIC COMPUTING PRACTICE
The Academic Computing Practice seeks to promote and enable MIT
education through the effective use of information technology. Collaborating
with I/T Process teams and in partnership with academic departments, the
Academic Computing Practice provides widely distributed client-server computing
designed to facilitate undergraduate education. This occurs primarily through
the Athena Computing Environment, which is
used by thousands of users each day and over 10,000 different people on peak
days. Academic Computing also provides advocacy, training, documentation, and
consulting services to support academic work. During fiscal 1997:
- The Academic Computing Practice continued its annual renewal of Athena
equipment, purchasing workstations and peripherals to replace aging equipment.
In this renewal effort, 144 Sun SPARC4 workstations and 46 SGI workstations
were deployed to public clusters, and 82 SPARC4 workstations and 33 SGI
workstations were deployed to academic departments. In March 1997, the historic
"Fishbowl," the Building 11 Athena cluster, moved to Building 12 to accommodate
the new Student Services Center, and the Building 16 basement cluster moved to
its new location in the renovated Building 56. Other Athena cluster
enhancements in fiscal 1997 included the installation of Quickstations and ZIP
drives in clusters around campus.
- Academic Computing encouraged and supported innovative educational uses of
technology. As part of the Athena Renewal process, Academic Computing solicited
instructional computing-related proposals from academic departments. Projects
being supported through this initiative include the development of a Web-based
program for freshman Calculus. Academic Computing also contributed to MIT's
successful bid for Intel Corporation equipment to support
computationally-intensive applications, proposing that IS help develop a
remotely-manageable, serially-reusable Windows NT environment. Academic
Computing continues to collaborate with the Department of Civil and
Environmental Engineering on this initiative.
- To anticipate and meet the network requirements of a growing number of
high-bandwidth instructional applications, Academic Computing led IS's
participation in the Internet 2 initiative and contributed to MIT's successful
NSF proposal for a vBNS (Very High Bandwidth Network Service) network
connection.
- Also in fiscal 1997, Academic Computing coordinated MIT's membership in the
New Media Centers Consortium, a nonprofit organization designed to bring
together academe and industry to create a collaborative network that
integrates media into education. As a member of the Consortium, MIT will
benefit from multimedia development at other colleges and universities. MIT
will also be able to equip a hands-on laboratory with state-of-the-art
technology for multimedia development and training. The new Media Center will
allow faculty to create and use instructional materials and workshops that
require multimedia-based software; it will also allow them to assign
media-based homework such as digital photography or audio/video editing.
- The Academic Computing Practice provided a strategic focus for information
technology in education in Institute-wide planning and policy-making groups,
including the Council on Educational Technology, the Task Force on Student Life
and Learning, and the Faculty Policy group. Partnering with the Resource
Development Office and I/T Discovery, Academic Computing developed a proposal
for an Advanced Visualization Initiative. With the Office of the Dean of
Students and Undergraduate Education, Academic Computing initiated Crosstalk, a
forum for technology and pedagogy. The Practice also collaborated with the
Center for Advanced Educational Services and the Registrar's Office on projects
concerning instruction support and electronic classrooms.
- The Academic Computing Practice continued outreach efforts to external
professional organizations, including NERCOMP, CAUSE, EDUCOM, Seminars on
Academic Computing, IVY+, and the American Association for Higher Education,
and key technology vendors, including Apple, IBM, ORACLE, SGI, SUN, and Intel.
Academic Computing also hosted visitors from Australia, Germany, Japan, Israel,
and Malaysia who were interested in MIT's academic computing program.
M. S. Vijay Kumar
OFFICE COMPUTING PRACTICE
During fiscal 1997, the Office Computing Practice continued its efforts
to ensure that administrative computing customers and providers derive maximum
value from MIT's information technology resources. Collaborating with I/T
Process teams and in partnership with administrative offices and departments,
the Office Computing Practice works to build constructive relationships with
individuals and organizational units that share the Institute's administrative
responsibilities towards its primary mission of research and education. The
work of this Practice relies on a solid and current understanding of office
computing needs, opportunities, and priorities. These are essential to
discovering, implementing, and supporting the best applications of information
technology for the administrative computing environment.
- Complementing its primary purpose of advocating on behalf of customers with
IS, and on behalf of IS with customers, the Office Computing Practice devoted a
substantial amount of time in fiscal 1997 to meeting directly with
administrative customers to assess their I/T needs. Throughout the year, Office
Computing worked closely with groups from the central administrative offices
and academic departments, and met with most of the Administrative Officers from
each of the Schools. These meetings provided an opportunity to exchange ideas,
address issues, and strive for a standard cross-platform administrative desktop
computing environment. Discussions spanned work on-campus, off-campus, and
between campus and colleagues on other campuses.
- During fiscal 1997, the Office Computing Management Group (OCMG) emerged as a
forum for IS and other administrative I/T staff to meet, share ideas and
information, discuss issues of mutual concern, and plan together for the
future. The Office Practice hopes to generate more sustaining interest in this
group across MIT.
- To a large extent, MIT's reengineering initiative has meant a reexamination
of MIT's business practices. This, combined with shifting work demands, has
created a rapidly changing environment for the Institute's administrative
processes. This past year, the Office Computing Practice conducted strategic
planning meetings in major administrative areas, including the Controller's
Accounting Office (CAO), the General Purchasing Office (GPO), the Budget
Office, and the Vice President for Human Resources' area, to prepare for the
delivery of reengineered business applications with a primary focus on SAP R/3.
Collaborating with administrative customers and IS teams in Service and
Support, the Office Computing Practice coordinated reengineering-related
planning for MIT's central administrative groups and the MIT Professional
Learning Center, including the deployment of over 300 new desktop computers.
These computers were delivered with administrative software and networking
installations as needed.
- Throughout the year, the Office Computing Practice also championed the
introduction of the Windows NT workstation as a supported operating system for
administrative desktops. This effort involved close collaboration with Service
and Support teams. Early in the spring, IS announced gradual support for
Windows NT commencing in July 1997, with full support anticipated in early fall
1997.
Theresa M. Regan
VOICE, DATA, AND IMAGE NETWORKING
PRACTICE
The mission of the Voice, Data, and Image Networking Practice is to
ensure that the necessary information technology systems and services are
available to support academic, research, and administrative efforts at MIT.
This includes working with IS process owners and outside vendors to make sure
current systems are accessible and have adequate capacity. In addition, this
Practice helps identify needs for new communications technologies and
facilitates their availability to meet future needs.
In its first year, the Voice, Data, and Image (VDI) Networking Practice
concentrated on building relationships and identifying opportunities. Within
IS, work has focused on building relationships with and between the teams
working in the I/T processes. In conjunction with the Academic Computing
Practice, the VDI Practice initiated a series of conversations with several
academic departments and consulted with students about MITnet service to the
Independent Living Groups (ILGs) and telephone service to on-campus residents.
Outside MIT, the VDI Practice participated in IVY+ and Boston/Mellon Consortium
meetings.
Throughout the year, the Voice, Data, and Image Networking Practice sought to
identify opportunities for improvements:
- Demands on MIT's communications infrastructure continue to grow (see graphs
below). MIT must continue to invest in its voice, data, and video (image)
networks to ensure that there is adequate capacity for future demands. At the
same time, we must introduce new services and upgrade old ones to meet new
needs.
- The Telecommunications Act of 1996 and other changes, both internal and
external to the Institute, continue to apply pressure to MIT's business and
cost recovery models. While the demands for and costs of services have changed
dramatically, the Institute has continued to use rate models that were
developed under different market conditions. We must take a fresh look at how
to recover the cost of the communications services we provide.
- In the wake of the reengineering effort that transformed Information Systems
into a process-centered organization, we must continue to improve work
processes to ensure that IS provides timely and cost-effective services. We
must improve coordination and planning both within IS and with other
departments, such as Physical Plant.
Dennis Baron
I/T DISCOVERY PROCESS
The I/T Discovery Process continued to build on customer-IS partnerships
during its second year. In particular, it focused on promulgating the
"discovery" approach throughout IS and around the Institute. The discovery
approach is an established method for linking information technology to
business strategies and customer needs. Collaborating with academic, office,
and voice/data/imaging clients, Discovery works to find and implement
information technology that adds value to MIT's business processes, while
reducing work and lowering costs. Discovery promotes a shared vision of I/T
based on best practices and business analysis, a conceptual design, and
resource commitments. Recommendations from Discovery projects set the stage for
accelerated work within Delivery, Integration, Service, and Support.
Discovery takes many different forms--a formal project, a less formal project,
or sometimes just work going on elsewhere in the organization. It extends
across all of MIT, including areas with or without resident I/T capability, and
it adds value to MIT strategic or tactical goals. Discovery project timelines
vary between a couple of hours to two months, and projects can occur in large
formal teams or small quasi-formal teams, as well as everything in-between. As
an approach, Discovery may be applied to many types of
challenges--organizational changes, technological opportunities, physical
relocations, etc. It aims to align work properly at the outset for accelerated
productivity through the I/T work processes, and to provide a key link between
Information Systems and its customers, as well as between MIT business leaders
and their customers.
Discovery teams were involved in almost thirty different projects during fiscal
1997, spanning almost all areas of the Institute. Discovery teams contributed
to core Reengineering initiatives, including Management Reporting/Financial
Operations/Buy-Pay and Student Services, as well as other projects with key
customers and high MIT profiles. These included:
- Admissions Office recommendations regarding undergraduate and graduate
admissions;
- SAPweb initiative to provide Web-based access to SAP report data for purchase
orders, invoice, and payment information to the entire MIT community;
- Restructuring of the Microcomputer Center, including a new design for
electronic commerce at MIT;
- Planning the Year 2000 Project at MIT;
- Support plan as part of the MIT recommendation to use Microsoft NT on
Intel-based desktops;
- Athena Quickstations to provide quick access to commonly-used Athena
services;
- Redesign of the Subject/Teacher Evaluation process;
- Investigations into imaging capabilities for administrative functions in the
Dean for Students and Undergraduate Education's organization and for CAO
invoicing processes.
Other projects included an initial design to incorporate course lotteries into
the electronic pre-registration process, the creation of a resource development
proposal for Advanced Visualization, the continued exploration for an
Institute-wide calendaring/scheduling facility, and work with the
Communications Office to place MIT Office Directory information on-line.
In fiscal 1997, Discovery achieved an identity as a valued I/T service at MIT.
It has established credibility with customers and IS. In fiscal 1998, Discovery
will continue to improve and extend its influence and methods in order to
assist MIT's goals for consistent, productive, and efficient I/T work.
Greg Anderson
I/T DELIVERY PROCESS
As the second of the five work processes, the I/T Delivery Process
exists so that MIT and its schools, departments, laboratories, and centers can
realize business value as rapidly as possible from the implementation of new
information technology products and services.
- This past year saw the successful conclusion of many Delivery projects, with
a special concentration of Web-based applications. SAPweb, a set of
display-only transactions allowing access to SAP purchasing data, was made
generally available to the MIT community late in the fiscal year; response was
overwhelmingly positive. In March 1997, the web-based Electronic Catalog (ECAT)
system went into production use, bringing advanced electronic shopping to MIT.
Also in this fiscal year, web registration for Alumni
"E-mail-Forwarding-For-Life" was successfully introduced to an even larger
audience of MIT Alumni/ae.
- Delivery devoted time and effort to supporting the SAP Release One rollout on
September 3, 1996. In addition to Web-based extensions, SAP activities included
launching a technical documentation project, running two in-house courses for
MIT technical staff, and supporting the MIT-developed Labor Distribution
System. A major expansion of the MIT Data Warehouse was also begun with the
addition of SAP's data in a pilot sponsored by six major research laboratories.
The full-scale Warehouse project, including advanced reporting tools, is on
schedule to be deployed in early calendar 1998 to the sponsoring research
laboratories. Complete Warehouse access for the rest of the MIT community will
follow about two months after each department receives full SAP
functionality.
- On the academic side, the Athena Software Delivery team updated the Athena
Computing Environment to a newer version of system software from Sun and
prepared for transition to a "unified" version of system software from SGI. The
team phased out the IBM RS/6000 and Digital DECStation hardware from Athena's
public cluster infrastructure and contributed to the Quickstation effort,
providing "kiosk"-style workstation access in the Athena Environment. The team
also made significant progress toward a "stock" AFS file system, which will
make all current AFS upgrades easier, including the 3.4a upgrade currently
underway.
- Several new applications and subsystems were delivered for MIT's primary
personal computer platforms. Versions of the authentication/encryption routine,
Ksign, were delivered as components on all major platforms, enabling use of the
Electronic Catalog. Secure versions of the terminal emulation programs, TN3270
and Telnet, were delivered to the Windows user community. These products reduce
the exposure of passwords on the MIT network, allowing the retirement of
separate dedicated "secure" networks; it is the result of a long-term
cooperative effort between MIT-IS and Hummingbird Communications, Ltd., of
Canada.
- Currently, a Delivery team is working to complete the major Electronic
Proposal Submission System in early calendar 1998. The system is an integral
part of the Office of Sponsored Programs' COEUS system and will be deployed on
hundreds of research desktops throughout MIT and many more at kindred
institutions. In August, new technology designs will be rolled out to enhance
the Writing Requirement and to support the MIT Procurement Card pilot. The work
of SAP's Rollout98 continues, as does the deepening of MIT's partnership with
SAP to develop security- and Web-based features for the SAP environment.
- Since fiscal 1997 was also Delivery's first year of operation under a new
Director, considerable effort was spent defining the normal process of project
delivery. Major progress was made on several fronts. A Projects Database was
designed, developed, and made operational; this Web-accessible database now
houses summary information and pointers to information for all 23 Delivery
projects, as well as data on all other significant I/S projects. Next year it
will be expanded to include non-I/S projects as well. A Delivery Process Map
was also defined, and the Delivery web pages were populated with help and
illustrations. Regular Team Leaders meetings were begun, and coordination
points with all I/T Processes and I/T partners were established. Delivery is
now definitely "open for business."
Robert V. Ferrara
I/T SERVICE PROCESS
The core mission of the I/T Service Process is to manage MIT's
information technology infrastructure reliably and efficiently. This
infrastructure includes the datacenter in W91, MITnet, telephone and related
services, the Athena Computing Environment, database services, and desktop
maintenance (PC repair) services. During the past year, I/T Service teams in
each of these areas reached significant milestones.
- Despite continued increases in the number of administrative servers and also
despite required system outages for upgrades, all administrative servers in the
datacenter averaged 99.84% availability. Increased automation efforts and new
technology reduced mainframe-related costs and allowed resources previously
used for mainframe support to transition to supporting the new servers. To
enhance and protect the Institute's datacenter infrastructure, an emergency
power system for Building W91 was designed and approved, and significant
physical security enhancements were implemented.
- MITnet usage continued to grow in fiscal 1997. To accommodate increased
network traffic (approximately 250,000 electronic messages are processed daily,
for example), the network's backbone routers were replaced with newer, faster
models, and an FDDI Switch was added to the backbone to improve overall network
"throughput." The Network Software group helped design and implement a new
process for managing the "net dist" server; this new process ensures that "net
dist" remains a reliable and efficient means for distributing third-party
software to the MIT community with adequate access control.
- Usage of the 5ESS also continued to grow. During the past year, Service teams
provided MITnet and 5ESS telephone service to newly constructed or renovated
buildings around MIT, including 320 Charles Street, Senior House, Building 56,
and 5 Cambridge Center. Service also conducted major software upgrades for the
telephone switch, the Automated Call Distribution (ACD) system, and the Voice
Mail system. New radio systems were acquired and installed for Campus Police
and Physical Plant.
- The Athena Server Operations (ASO) team continued the on-going process of
upgrading the oldest of their more than one hundred servers. These upgrades
resulted in user-visible improvements in the speed of some services and
improvements in the maintainability of others. ASO also increased the level of
automation of their backup systems, allowing data to be backed up more often
while requiring fewer staff-hours. Improvements were also made in automated
monitoring systems which reduced response times when system problems
occurred.
- In addition to providing Athena hardware repair and maintenance services,
Cluster Services deployed well over 300 Athena systems over the past year,
mostly during August 1996. Cluster Services also partnered with the Academic
Computing Practice and the Athena Software Delivery team to deploy new
services, such as Athena Quickstations and Zip drives in Athena clusters and to
coordinate various Athena cluster moves.
- The Database Services Team worked with the Institute's major administrative
departments to maintain over 75 databases supporting SAP, Admissions, Alumni,
Payroll, Pension, Personnel, IS-telecommunications, among others.
- During the past year, Desktop Maintenance Services (PC Repair) continued to
repair hardware and maintain software for the MIT community. Desktop
Maintenance Services now offers services for Apple and Dell microcomputers; HP
printers; and DEC, Sun, SGI, and HP workstations.
- Service teams remained deeply involved in reengineering efforts. Two
significant projects during the past year were the "cutover" of MIT's central
financial offices to SAP R/3 and the upgrade of that system to its latest
software release, SAP R/3 3.0f. To support SAP Training, Service augmented the
existing SAP servers with additional disk and processing capacity.
Roger A. Roach
I/T SUPPORT PROCESS
The core mission of the I/T Support Process is the effective and
efficient delivery of high-quality support services to the Institute's
information technology users. Support is provided by a variety of standing
teams: I/T Help Desk; Training and Publications; Desktop Products; Adaptive
Technology Support (ATIC Lab); Departmental Computing Support; Campuswide
Information Systems Support (CWIS); Athena Help/Residential Computing
Consulting; Academic Computing Support; 5ESS Support; and Support Team
Headquarters.
To better identify and refine support services, Support team members work to
improve the help process by listening carefully to customers and balancing
customer feedback with Institute goals and resource availability. While focused
on different aspects of users' needs, the highly qualified staff on these teams
share a common commitment to the I/T Support mission. During 1996-97:
- The Help Desk reduced the average daily queue of pending customer requests
(logs) by over 80%, initiated a program of regularly scheduled training and
professional development for team members, and simplified work flow through
process improvements. A new Help Desk team leader was appointed in October
1996.
- An I/T Partners program involving about 80 MIT staff was initiated. I/T
Partners are local experts--staff in departments, laboratories, and
centers--who act as an initial point-of-contact for I/T issues and share their
I/T knowledge among colleagues at the department or office level. In addition
to meeting as a group twice annually, I/T Partners have formed a steering
committee and various special interest groups. A pilot program now underway
gives a subset of I/T Partners priority access to Help Desk consultants, and
I/T Partners have access to IS Training courses free of charge.
- Support has been deeply involved in SAP Rollout efforts for the entire year.
Documentation, training, help desk support, one-on-one consulting, deployment
and configuration of desktops, and user accounts all have contributed to the
success of this Institute-wide effort.
William F. Hogue
I/T INTEGRATION PROCESS
The mission of I/T Integration is to implement an information technology
infrastructure that has high levels of reliability, availability, and
serviceability; provides excellent price/performance; meets current MIT needs
and can quickly adapt to meet future needs; and enables the effective
performance of the other I/T processes. During the past year, teams working in
the Integration Process made progress on several fronts.
- The Integration Team worked to educate software designers about MIT's current
information technology infrastructure. The lunch seminar series begun last year
continued in fiscal 1997 with topics covering web development, web security,
data modeling, software version control, the MIT Data Warehouse, and the Roles
database design. Also during the past year, the Integration Team purchased bulk
training units for selected developer tools so that all MIT developers could
share in training at reduced cost. Strategies like shared training, web pages
aimed at MIT's software developer community, and IAP seminars on I/T
infrastructure and security issues exemplify Integration's ongoing education
efforts.
- Integration standing teams also acted as consultants for designers and
developers. Over the past year, Data Administrators helped with data modeling
for new systems, and Integration team members reviewed and advised on designs
for new systems. (Integration staff check high-level process- and data-models
to ensure that teams from across IS and MIT develop systems that are
independent or well-integrated and adhere to MIT's current I/T standards and
practices. Early work with Discovery teams also helps Integration teams
understand future infrastructure needs.) Working with developers, the Data
Administration Team extended the MIT data model and added shared data and new
views to the Data Warehouse. Also in fiscal 1997, the Integration Laboratory,
which is available to the MIT community for testing changes that affect the MIT
administrative application set, moved to Building E19. The Security Officer
facilitated work with the Institute Physical Security Coordination team to
arrive at a draft security policy for MIT.
- Integration project teams worked both to update current I/T infrastructure
components and to build new ones. This past year saw the completion of Release
One of the Kerberos Version 5 (V5) project for internal and external use. The
Kerberos team also developed a version 4-compatible administration server to
aid in the migration to version 5. Kerberos V5 shared libraries were created
which use a version server to track and control usage. A project to implement
MIT certificates for web application authentication was completed and used by
project teams in Student Services, Management Reporting/Financial Operations,
and IS. The Data Warehouse team standardized the infrastructure around managing
data loads and conversions in preparation for the large Delivery project with
several MIT research laboratories. They also selected a data access tool for
Warehouse access and arranged a license for MIT. A project team, chartered to
develop the philosophy for installing software on desktops was active this past
year, developed tools to build installers and purchased a site license for a
Macintosh installer-making tool.
- One goal of the Integration process is to propagate strategic MIT technology
to vendors of commercial products and to other users outside MIT. Team members
continue to play a leadership role in the Internet Engineering Task Force which
sets Internet standards. By exerting influence in strategic areas, such as
network security in open-network environments, MIT has the opportunity in the
future to buy (rather than build) its preferred I/T infrastructure components
and applications. Intending to encourage a standard for network security, the
Integration Process made Kerberos Version 5 freely available beyond MIT in
fiscal 1997, and held a Kerberos workshop for vendors and other users and
developers of Kerberos code. MIT's Kerberos version 4 and 5 developers for
Macintosh and Windows operating systems helped coordinate development efforts
across several academic sites and worked with commercial vendors to ensure that
products incorporating Kerberos would interoperate. MIT developers successfully
influenced Microsoft to commit to releasing the specifications for their
proprietary extensions to the Kerberos protocol; they continue their attempts
to influence Microsoft into incorporating a version of Kerberos into its next
version of Windows NT that will interoperate with MIT's. Similarly, Integration
team members are working to influence Sybase Powersoft to incorporate network
security in their Distributed Object technology, Apple to incorporate MIT's
requirements in their next operating system, and SAP AG to support the use of
strong authentication and encryption using X.509 certificates in the design of
their Internet Transaction Server (ITS).
Susan S. Minai-Azary
I/T COMPETENCY GROUPS
The I/T Competency Team works to ensure that appropriately skilled human
resources are available to staff MIT's I/T processes and projects. Throughout
the past year, the I/T Competency Team focused on four primary activities:
Strategy and Communications: Data gathered from in-depth interviews
with I/T staff throughout the summer of 1996 was integrated into a descriptive
model of I/T competency, which defined behavioral competencies linked to high
performance. This model was communicated to I/T teams and team leaders, as well
as to other interested groups across the Institute. Later in the year, the
Competency Team developed a workplan for I/T Competency, proposing 18 months of
strategies and initiatives. Along with other members of the I/T Leadership
Team, Competency directors participated in a series of meetings designed to
build deeper internal understanding and refinement of the IS organizational
model.
- Development and Training: Project Management training, initiated in
fiscal 1996, was continued in fiscal 1997; in total, 60 I/T staff participated
in the eight-day course. With the aid of the Hay Group, the Competency Team
developed a workshop on competency-based interviewing, offering it to 26 I/T
staff members; this technique was applied by a number of hiring team leaders to
gain deeper insights into the strengths and weaknesses of candidates. In
collaboration with Brian McDonald of MOR Associates, the Competency Team
offered a workshop on coaching to 19 I/T staff members; attendees responded
with positive feedback and recommended that similar workshops be offered in the
future. The Competency Team also designed a process and instrument to support
individual competency self-assessment by I/T staff. Feedback from directors
and team leaders was gathered to support the rollout of I/T self-assessment and
to refine an accompanying list of development recommendations. Also during
fiscal 1997, the Competency Team collected the goals information resulting from
the annual performance appraisal process into a database as preparation for the
self-assessment process and to inform the prioritization of competency group
initiatives. Members of the Competency Team continued to sponsor monthly
meetings of IS team leaders, developing agendas and programs on human resources
reengineering efforts, project management database development, coaching
techniques, and the like.
- Human Resource Initiatives: MIT's I/T openings were aggressively
marketed in area newspapers, trade publications, and at a technical career
fair. An Exit Interview form was developed to be used in interviews with
departing IS staff; the Competency Team plans to aggregate information gathered
from these interviews into a report to the I/T Leadership Team that should
inform the development of staff retention programs. The Competency Team met
with human resources staff at Harvard University to discuss successful
strategies for the hiring and retention of I/T professionals. The Competency
Team also worked with team leaders and directors to propose revisions to IS's
performance appraisal form and process, and workshops were offered to introduce
staff to the revised process.
- Outreach: Through information exchange with staff in the Personnel
Office, MIT's Human Resources Practices Design (HPRD) team, MIT's Training and
Development team, MIT's Student Services reengineering team, and Physical
Plant, the Competency Team reached out to the Institute to share results and
gather feedback. Towards the middle of the year, the team's work was presented
at a Florida-based conference on Human Resources in I/T organizations.
Throughout the year, members of the Competency Team learned about best
practices by attending workshops and conferences on assessment and measurement,
on competency definition, and on human resource practices. In addition, contact
with other leading institutions, such as the University of Michigan, informed
I/T strategy development.
During the coming year, I/T Competency will face the challenge of transitioning
to new leadership with the departures of Shirley M. Picardi and Erin Rae
Hoffer, and with the appointment of Kathryn T. Kibbee as Project Manager, IS
Training and Development. During the summer, acting director of I/T Competency,
Greg Anderson will be spearheading the efforts of a team of staff from IS and
HRPD to define next steps. Their efforts will be closely linked to the I/T
Leadership Team's proposals for improvements to overall IS organization and
practices.
Katherine K. Allen, Erin Rae Hoffer, Kathryn T. Kibbee, and Shirley M.
Picardi
MIT
Reports to the President 1996-97