PHASE C: TRANSITION

PHASE B: DESIGN & MIGRATION

PHASE A: PLANNING

Repeatable Process (3-4 Weeks): Assigning Staff to Waves

CLOUD & DEVOPS Staff Transition WorkflowThis guide to the Cloud & DevOps team launch process provides an overview of the full timeline and guidelines for successful staff transitions.

Additional Effort: Staff Communication and OutreachJanuary 2015 (in progress)Establish Cloud & DevOps as a formal HUIT Program.Produce and distribute notifications, known timelines, and other supporting information for HUIT staff regarding the Cloud & DevOps team and staff transition processes.

Wave 1: Pilot Tools, Establish Processes, and Migrate ApplicationsJanuary 2015Name staff to Wave 1 special assignment. These staff will establish foundational migration processes and best practices. The following selection criteria will be used to name this staff. (Note: Wave 1 transition is streamlined due to the wave’s shortened 6-month duration.)

1. AWS Bootcamp experience2. Experience with IAM, ACE, or HPAC applications 3. Skills pertaining to the technology stack associated with

applications earmarked for Wave 1

4. Scripting skills and/or software development experience5. Primary work can be fully transitioned operationally

Ongoing: Transition Prior Waves to Core and/or Service TeamsAs each new wave begins, selected individuals from prior waves will transition from 50 Church St. to core and/or service teams. To ensure smooth transition between waves, there will be an overlap period during which outbound staff will provide mentorship to incoming resources. Other key activities occurring in connection with wave include: • HR assessment of salary and grade for equity • Space-planning activities to accommodate transfers • Assignment of staff to new operating budgets as appropriate

Wave 0: Seed Staff Early January 2015 (complete)Name individuals to special assignments. Wave 0 Core Team planning and leadership roles are responsible for creating or selecting foundational processes, activities, and technologies needed to migrate apps:• Migration Team Implementation Lead• Migration Team Engagement Lead

• Cloud Operations Team Lead• DevOps Platform Team Engineer

Wave 0: New HiresJanuary-February 2015 (externally posted, advertised positions) Recruit new skills and create new positions:• Senior DevOps Engineer • Senior Cloud Architect• BCDR Project Manager

• Senior Applications Administrator• Cloud Architect

Step 7: Onboard New StaffDuration: 1 daySelected candidates attend Cloud & DevOps orientation, and physically transfer to 50 Church St. for assignment.

Step 6: Prepare Transition DocumentationDuration variesSelected individuals work with their managers to create a transition plan, including allowing for any communications with or assistance for other staff impacted by the transition. When considering a transition’s impact, the objective is to balance operational and migration needs. Performance management may be a joint activity between former and new supervisors.

Step 5: Notify Candidates Duration: 1-3 daysTeams work with HR to notify selected individuals. Selectees and their managers receive letters regarding effective date and HR changes, if any (grade, salary, reporting, etc.) Those not selected for current wave will be receive feedback and/or advice on the wave that may align best with their skill set.

Step 4: Interview HUIT ApplicantsDuration: 2-3 daysFor Wave 1, the Cloud & DevOps leadership team and Data Center Service leadership will conduct interviews to assess experience, expertise, alignment to HUIT values, and overall cultural fit.For Wave 2-3, the process will also include a group interview with select Cloud & DevOps team members so that candidates can consult with staff already performing cloud work.

Step 1: Create Internal Postings Pilot Wave 1 position (Sourcing Mgr): March 2015 Wave 2 postings: June 2015 Wave 3 postings: June 2016Based on the volume of apps to be migrated per wave, management identifies the total number of staff positions required to meet objectives. Prepare and publish job descriptions internally at least 1 month prior to the start of each wave. Buiild short question set (2-3) for applicants.

Step 2: Apply for PositionsPositions will be posted in HUIT for 2 weeksInterested HUIT staff may apply for internal positions by submitting the following to a Cloud & DevOps dedicated application email:• Updated resume• Letter of interest and responses to question

set. Letter should clarify candidate’s interest, skills/abilities, and career aspirations

Step 3: Review and Assess HUIT Internal ApplicantsDuration: 2-3 daysCloud & DevOps and Data Center team leadership review submissions and apply the following selection criteria to assess willingness, competency, and experience:1. AWS Bootcamp or other AWS training completed (mandatory)

If yes, continue; if no, schedule candidate for AWS and/or self-guided portal training.2. Demonstrated experience with applications identified in the planned wave (mandatory)

If yes, continue; if no, continue only if the candidate has technical skills/experience supporting or developing apps with similar technology stacks to those needed for the wave. Otherwise, note the candidate’s app experience and skills for alignment to future waves.

3. Scripting or development experience (preferred) If yes, continue; if no, continue if there is need or an adequate number of open positions.

4. Agile experience or attended Agile training (preferred)If yes, continue; if no, continue if there is need or an adequate number of open positions.

5. Deep expertise in operational toolsets (preferred)If yes, move to interview with Cloud Ops team; if no, interview with Migration Team.

Candidates with both mandatory and preferred skills will be considered more strongly. All else equal, preferred skills will be used as a tiebreaker. The process for limited number of non-technical roles (scrum masters, sourcing team, etc.) will follow a similar process, but with criteria specific to each role.

Waves 2-3: Build Skills, Migrate Apps, and Gain ExperienceWave 1 (Pilot): March 2015 to June 2015 Wave 2: July 2015 to June 2016 Wave 3: July 2016 to June 2017 Use the repeatable process below to train, recruit, assess, and transition internal staff across HUIT from traditional roles to the Cloud & DevOps teams, with staff transitions scheduled across the two remaining waves. Establish and apply a rolling process with continuous cycles.

STAFFING GUIDING PRINCIPLESAs the Cloud & DevOps team progresses along the path of staff transition, we will act at all times under the following guiding principles in order to assure fairness and equity for all HUIT staff.

Transparent, Open, and Honest• Harvard’s Cloud & DevOps effort is not budget- or headcount-driven• Any decisions made that will impact an individual and/or the organization’s structure will be clearly communicated in a

timely manner• The transition process for both applications and individuals will happen in pre-planned, well-communicated waves

No “Big Bang” Approach• Plans will change — since our Cloud & DevOps effort is a new one within Harvard, we do not know all the answers — but

program leadership is fully invested in creating a thoughtful approach and, if necessary, changing course as required• Program leadership is committed to communicating with staff what we know, what we don’t know, and when we know it,

as well as working with all resources in order to determine best paths forward

Play to Your Strength• Staff will be encouraged to explore their strengths, including moving from managerial roles to technical, non-managerial

roles if desired• Staff will have the ability to partake in training as desired, with the idea that more knowledge may open up new career

paths as part of the transition processd

Career Planning• This is a continuous, shared process, with staff leading the way — asking questions and self-assessing — with the support

of managers• HUIT ensures opportunities to develop are made available

Criteria-Based Selection & Fairness in Selection• There will be a clear, documented, repeatable process for posting and filling new positions

Equity• We will ensure equitable compensation across the organization

Build “T-Shaped Employees”• Emphasis will be placed on helping employees become “trusted advisors”• Overall program progress includes moving deep expertise to the center in order to better share this knowledge• Harvard’s Cloud & DevOps team is committed to emphasizing the importance of HUIT values

Minimize Impact to Existing Operations• The transition process will account for any impact to ongoing operations and adjust accordingly

CLOUD & DEVOPSStaff Transition Guidefor HUIT staff and managers

January 2015

Cloud & DevOps Groupintranet.huit.harvard.edu/clouddevops-updates