Seminar 19A - Building Consortia: Creating Scale to Advance Technology Initiatives Locally (separate...
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Building Consortia:
Creating Scale to Advance Technology Initiatives Locally
Raechelle Clemmons, St. Norbert CollegeEllen Yu Borkowski, Union College
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Completion of today’s seminar qualifies
you for an official EDUCAUSE badge:
After the seminar and before Oct. 21:
▪ Visit credly.com/claim
▪ Enter code
2014-EDUCAUSE-19A
▪ Follow the prompts toprovide a reflection on how you will apply
knowledge from this seminar
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What to Expect Today
8:00 Introductions
8:20 Planning a Consortium
9:00 Implementing a Consortium
9:30 Break
9:45 Implementing a Consortium, con’t.
10:15 Sustaining and Growing a Consortium
11:20 Wrap-up
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Introductions: You
➢ Name, position, institution
➢ Consortium experience/current involvement
➢ Desired take-away
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Introductions: Us
➢ Ellen Yu BorkowskiChief Information Officer, Union College
○ New York Six Liberal Arts Consortium
○ Capital Region Higher Ed IT group
○ CLAC
○ University System of Maryland Pedagogy group
○ Learning Technologies Consortium
○ Mid-Atlantic Blackboard User Group
➢ Raechelle Clemmons
Vice President & Chief Information Officer,St. Norbert College
○ BLAISE Alliance
○ N.E.W. EdComm CIO Roundtable
○ WAICU IT Directors
○ Bay Area Higher Ed IT Forum
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Planning for a Consortium
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Why a Consortium?
➢ Extended knowledge-base
➢ Economies of scale
➢ Shared resources
➢ Way to extend a small IT shop
➢ Support system
➢ Solve bigger problems
➢ Personal benefits: experience, visibility, network
Others??
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Types of Consortiums
Focus
➢ Content/knowledge-sharing:
Topic, job type, industry
➢ Institutional type
➢ Joint project(s)
➢ Institutional connectedness
Note: Often two or more combine, and
geography can overlay on top of it
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Types of Consortiums, con’t.
Structure
➢ Informal/ad hoc
➢ Formal
➢ Institutional/required (i.e. university system)
Funding
➢ Unfunded
➢ Internally funded
➢ Grant funding
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Resources
➢ Time
○ Meetings/relationship building
○ Travel
○ Project work
○ Administration/coordination○ Vendor relationship building
○ Promotion/awareness building
○ Research
➢ Equipment
➢ Funding
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Institutional Readiness
➢ Sponsor
➢ Organizational structure
➢ Funding
➢ Culture
➢ Nearby “friends”/existing collaborations
➢ Problem that you can’t solve locally
➢ Staff expertise
➢ Capacity
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Exercise & Discussion
Is your institution well-positioned to participate in a
consortium? Let’s find out…
Exercise
➢ Take the Institutional Readiness Assessment
Discussion
➢ What did you learn? Any surprises?
➢ Where are your institution’s strengths and gaps?
➢ What can you do to improve your institutional
readiness?
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Implementing a Consortium
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Necessary Elements
➢ Sponsor/champion
➢ Mission/goals
➢ Consortium structure
➢ Roles and responsibilities
➢ Budget and funding
➢ Project(s)
➢ Assessment
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Sponsors/Champions
➢ Who will sponsor the consortium?
➢ Someone who will champion and advocate for
consortium involvement within the institution, serve
as point person for the consortium (“owns” theinstitution/consortium relationship)
➢ Must be high-level to mobilize resources in
support of consortium work (people, funds, time…)
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Mission/Goals
➢ What was this consortium formed to do?
➢ Clear definition of problem to be solved,
area/scope of consortium, objectives/goals
Example:
The goal is to help institutions shape curriculum and pedagogies to reflect 21st
century realities, while remaining true to their traditional liberal arts identities and
values. In particular, [CONSORTIUM NAME] focuses on:
➢ Deepening our understanding of students’ experiences and expectations
➢ Building communities of practice to share expertise and resources
➢ Fostering multi-institution projects for the identification and application of new
pedagogies to liberal arts education
➢ Creating models for assessing the impact of new teaching methods
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Consortium Structure
➢ How will the consortium be structured?
➢ Members: who are they, how are they added or
removed, are there constraints?
➢ Governance: how will the consortium be
governed?
➢
Management: how is the consortium managed? Ifstaff is needed, how are they appointed and
supervised?
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Roles and Responsibilities
➢ What will each institution be responsible for?
➢ Who will perform which tasks?
➢ What authority will different institutions, governingbodies, groups, and individuals have?
Tip: consider using RACI model or making a RACIchart to think about roles and responsibilities
(Responsible, Accountable, Consulted, Informed)
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Structure/Roles Example (BLAISE)
[CONSORTIUM NAME] will comprise no more than six (6) charter members.
Membership will remain at six until such time as is mutually agreed upon by the
charter members, at which point additional institutions may be added by a majority
vote of the membership. Members should be like-minded, residential liberal arts
colleges in geographic proximity to one another.
An Advisory Board , made up of two members from each charter institution, will lead[CONSORTIUM NAME]. The Board will be responsible for the overall direction of the
consortium, approval of initiatives, and approval of the budget, if any.
A Director will provide management of [CONSORTIUM NAME], with responsibilityfor facilitating consortium initiatives and day-to-day operations. The Advisory Board
will determine the director’s term and an ongoing process for selection (i.e.,
appointment, member rotation, permanent hire, etc.).
Working Groups and Communities of Practice, made up of faculty and/or stafffrom two or more institutions, will also be formed to share best practices in common
areas of interest, as well as develop and implement projects and programs.
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Structure/Roles Example (MediaShare)
➢ Governance Committee
○ NY6 MediaShare CIO Sponsor
○ NY6 MediaShare Organization Lead
○ NY6 MediaShare System Lead
○ Institution NY6 MediaShare Organization Administrator ○ Institution NY6 MediaShare System Administrator
➢ Succession Planning
○ The NY6 level Org Lead and Sys Lead each has a Primaryand Backup
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Structure/Roles Example (ITAP)
➢ Governance Committee
○ ITAP Director Sponsor
○ ITAP Vice-Director Sponsor
○ ITAP Chair
○ ITAP Vice-Chair ○ ITAP Apprentice Lead
○ ITAP Fellow Lead
○ ITAP Alumni Outreach Coordinator
➢Operational focus
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Budget and Funding
➢ What budget does your consortium need, and how
will it be funded?
➢ What are the institutional responsibilities vis-a-vis
budget and funding, who manages it,...?
➢ Consider project costs as well as consortial
operations, short and long term funding needs
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Project(s)
➢ What specific project or projects will the
consortium undertake, at least initially?
➢ What is the process for starting or stopping
projects?
➢ How do consortium members express interest in a
project? How many members must be involved for
a project to be considered?
➢ Does the project have a fully developed scope,
funding, timeline, deliverables,...?
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Assessment
➢ How will the consortium and its members know if it
is being successful, at both a project and
consortial level?
➢ What qualifies as “success” at each level?
➢ When and how will the consortium be assessed?
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Exercise & Discussion
Are you ready to begin planning your consortium?Does your consortium have all of the necessary
elements in place?
Exercise➢ Complete the Implementation Planning Worksheet
and/or Implementation Assessment Worksheet
Discussion
➢ Planning: Did this cause you to think about things
you hadn’t previously? If so, what?
➢ Assessing: How did your consortium fare? Where
are the gaps, and what might you do to fix them?
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Sustaining and Growinga Consortium
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Lessons Learned: Commitment
➢ The commitment and resolve of leadership is
critical (CIO, CFO, Presidents, etc.)
○ Example: When first arrived at Union, had to ask my boss how
important NY6 activities were.
➢ Clear expectations
○ Be clear to staff where NY6 projects fall on the priorities list
➢
Inclusion in job responsibilities and performancereviews
○ NY6 projects are explicitly written into performance review goals
for relevant staff
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Lessons Learned: Leverage Resources
➢ If no one volunteers to lead, nothing gets done
○ NY6 Security subteams example
➢ Leverage the various strengths across the
institutions
○ Union college did extensive lecture capture review and
selected Panopto. Other NY6 schools utilized Union’s
expertise and selected to move with Panopto together
➢ Don’t expect an equal distribution of work
○ Different schools may use shared tool at different levels and
will require different levels of support
○ “Lead” institution will have more operational work to do
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Lessons Learned: Experience
➢ Don't let hurdles become barriers (or…If at first
you don't succeed, try, try…)
➢ Sometimes collaboration is about the experience
and not the outcome
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Lessons Learned: Face Time
➢ Face time is essential to success
○ This is critical in the early stages of a project
○ Find opportunities at conferences or other local meetings
○ Schedule face-to-face meetings in a geographically central
location
➢ Virtual participation is not enough
○ Phone calls
○ WebEx sessions
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Framework
➢ Project-based teams, need to be cross-institutional➢ Each project has a CIO sponsor
○ Deals with vendor negotiations
○ Keeps CIOs informed of project progress
○ Supports/advises Project Team lead
➢ Need commitment of one individual to be the lead
○ Does not need to be at the same institution as the CIO sponsor
➢ Need a minimum of 3 institutions participating
○ The number of institutions will be dependent on your consortium
➢ Formal governance structure
○ Plan for representation across the institutions
➢ Succession planning
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Group Discussion and Idea Sharing
➢ Do you have an idea for a consortium?
➢ Have you run into an obstacle in planning or
implementing a consortium?
➢ What challenge/s are you facing in a current
consortium?
What ideas can the group bring to help you
advance your consortium?
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Wrap Up
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Resources
➢ Consortium Alignment Framework for Excellence
(http://www.crsprogramquality.
org/publications/2009/1/8/consortium-alignment-framework-for-
excellence-cafe.html)
➢ Program Sustainability Assessment Tool
(https://sustaintool.org/)
➢ NITLE Collaboration Consulting Program
(http://www.nitle.org/what-we-do/principles-of-collaboration/)
➢ Association for Collaborative Leadership
(http://www.national-acl.com/)
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Completion of today’s seminar qualifies
you for an official EDUCAUSE badge:
After the seminar and before Oct. 21:
▪ Visit credly.com/claim▪ Enter code
2014-EDUCAUSE-19A
▪ Follow the prompts toprovide a reflection on how you will apply
knowledge from this seminar
8/11/2019 Seminar 19A - Building Consortia: Creating Scale to Advance Technology Initiatives Locally (separate registration is required) (240898274)
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After you submit
your reflection:
▪ EDUCAUSE staff will review
your submission
▪ Look for an email when
it has been approved
▪ Then share your badge on
professional and social
networks or your own site,blog or résumé
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