canheit | on the edge | june 15-18, 2008 | university of calgary university of alberta’s...
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CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
University of Alberta’s
Consolidated IT Budgeting Process
Rob LakeInformation Technology Planning and Forecasting Officer
University of [email protected]
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
Or……
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
How I Learned to be Santa Claus
and the Grinch on an Annual Basis
Rob LakeInformation Technology Planning and Forecasting Officer
University of [email protected]
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
About the University of Alberta
100th Anniversary!
Located in Edmonton, Alberta
36,500 graduate and undergraduate students
3,500 academic staff
6,200 support staff
$1.2 billion revenue and expenditure
Annual central IT budget of at least $50 million
Approximately $2 million of new IT funding every year
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
Prior to 2004…
?
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
Objectives
To understand better how (and how much) we are spending in support of information technology systems and services.
To identify those systems and services critical to our operations and to ensure that these systems and services are sustainable on an ongoing basis.
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
Objectives
To identify opportunities for major improvements to existing systems and services and for the creation of new systems that can provide efficiencies and cost saving and/or improved services to our University community.
To allocate and reallocate budget resources to the units that need them.
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
Objectives
To have very little budget residing in the Vice-Provost (Information Technology) Office.
This office, with the assistance of the IT Committee, will review annually the components of the consolidated (virtual) IT budget.
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
Getting Started…
Identify all information systems that require significant resources and have a broad impact across the University.
Process considers software, hardware, software license support and staffing costs.
Process does not include information systems that are supported for teaching and research purposes by individual faculties and departments.
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
Develop a Template
Based on the financial record reporting format stored in our PeopleSoft ERP system.
Two categories: salary (staff) and non-salary (equipment, software, licenses, etc.).
Template includes current budget, request for the upcoming year, and projected requests for two and three years in the future.
Maintenance costs included in a different template.
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
Prioritize Requests
Funding requests typically exceed what we feel we can obtain by a factor of three to four.
Need to prioritize and summarize so we can present a strong and reasonable business case.
How should the prioritization occur?
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
Scoring Factors
Risk– F (Financial),– O (Organizational)– R (Reputational)– C (Compliance)
Only high risk factors are noted
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
Scoring Factors
Opportunity– CR (Cost Reduction)– RG (Revenue Generation)– IS (Improved Service)– ER (Enhanced Reputation)
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
Scoring Factors
Academic Plan Alignment– H (High)– M (Moderate)– L (Low)
University of Alberta’s Academic Vision is titled Dare to Discover
University of Alberta’s Academic Plan is titled Dare to Deliver
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
Scoring Factors
Scope– E (Externally connected)– U (University wide)– C (Cluster of University Units or Departments)
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
Logical Timeline
Mid August: Issue Request
End September: Deadline for Responses
Early October: Prioritize Responses
Mid October: Meet with Deputy Provost
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
Logical Timeline
End October: Information Technology Committee (ITC)
review and feedback
Early November: Presentation to Strategic Initiatives Group (SIG)
Mid November: Presentation to Executive Planning Committee (EPC)
Early December: Budget allocations
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
Allocations since 2004
80-90% central academic hardware sustainability program now in place
New PeopleSoft ERP functionality and sustained support
Hardware renewal program for Advancement Services / Development Office
New Enterprise Asset Management System
New Web Content Management System
University Wireless System (UWS)
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
Lessons Learned
A more rigorous and well-defined methodology for IT allocations across campus
Clearer view of the “big picture”
Unit accountability with their IT projects
Fewer headaches for Senior Administration (more headaches for us?)
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
In the Future….
Complete funding of central academic hardware renewal program
Electronic Document and Records Management System
More support for student services (especially for students with disabilities)
Libraries and digital archives
Disaster recovery
CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary
Questions
?