Shared IT Services – The Program in Review and Moving Forward

The Shared IT Services (SITS) program is in full swing and continues to move forward. Unit migrations to SITS remains a top priority for the Office of the Chief Information Officer and Vice Chancellor for IT of Washington University in St. Louis. Announced earlier this year, SITS leadership is recalibrating the current migration schedule to best support concurrent initiatives, like Epic and ECV. Users can expect to see a new, complete schedule in spring 2018 here.

Remind Me, What is SITS?
You may recall, the plan to move to integrated Shared IT Services for end user and infrastructure technology at the university started back in December 2014 when university leadership, including the IT Executive Committee, the Deans and Washington University School of Medicine (WUSM) Executive Faculty, approved funding for this multi-year program. You can view that announcement here and the response from John Gohsman here. Since then, SITS has been working to develop Shared IT Services and rebalance the IT delivery model for all the schools and departments in the university through planned department migrations to the SITS program.

How Does SITS Work?
For those of you who may be unfamiliar with SITS, it is important to know upfront that it is a large task with many moving parts. Generally, though, there are two main components to the Shared IT Service Program— 1) Development (service model) of the Shared IT Services, and 2) Unit implementation of the Shared IT Services (user/machine/server migrations). The services consist of things you already consume, but packaged and delivered in a more universal way across the University. From a high level, they can be described as:

  1. Shared IT Services Development:
    The service model for Shared IT Services involves the Basic IT (BIT) Bundle service and the Shared Infrastructure service. These two services work behind the scenes to provide you with the experience you have with your computer or device on a day-to-day basis when working with WashU IT. To learn more about these two services, please click on their respective links:

  2. Shared IT Services Unit Implementation:
    You may have heard various departments talking about their migration to SITS. This part, the implementation of the program, consists of a discovery period between unit and program leadership, followed by individual user/machine migrations and shared infrastructure migrations, and a staff transition for local IT staff that is being retained in the unit or IT staff that is moving to WashU IT. It is at this point that users become a part of the program, operationally. Check out our presentation on what an individual computer migration looks like:

 Migrations Happen in Waves

As a part of the current recalibration, it is important to understand what a ‘wave’ is as it relates to unit implementations. When Unit Implementations are planned, they are planned in waves so that migrations can happen in smart and efficient ways.  The SITS implementation schedule is grouped into four waves—Wave I, Wave II, Wave III, and Wave IV. Who is a part of which wave?

    • Wave I: Clinical units.
      • The Wave I schedule has been adjusted to finish unit migrations with Neurology and Department of Medicine unit migrations. The remaining clinical migrations will be paused until after Epic is live in June 2018.
    •  Wave II: Existing customer groups in Brown School, Law School, Central Fiscal Units at Danforth and Central Administrative Units at WUSM.
      • In the interim of the Wave I recalibration, SITS is continuing in the migration schedule with Wave II migrations.
    • Wave III: New customers.
    • Wave IV: Hard sciences, pre-clinical groups, and cleanup.

SITS in the Future
Ensuring the success of each unit migration is of the utmost importance. CIO and IT Vice Chancellor John Gohsman has restated the urgency and importance of this program’s success. As such, Shared IT Services implementation is one of WashU IT’s priority initiatives. To hear John Gohsman talk to unit leaders about this important program, log in to Box and watch his November 2015 address here.

As stated earlier in this newsletter, the Shared IT Service leadership team is working on releasing an updated overall schedule based on the recalibration of Wave I. That will be available in spring 2018, here. For a current status of unit implementations, please see the below graphic.

Implementations by the Number