ist townhall march 2015 1. agenda financial/budget update it organization design update ...
TRANSCRIPT
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Agenda
Financial/Budget Update
IT Organization Design Update
Organization Design Staff Survey
IST Year in Review
Question & Closing
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Financial Realities
As a publicly funded institution, the University of
Manitoba will be affected significantly by the
increasingly-constrained financial environment in the
coming years. Source: University of Manitoba 2015 - 2020 Strategic Plan
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Financial Realities
Governments across the country have been adjusting their approaches to funding universities, choosing to:• Reduce or constrain the
growth of operating grants,• Establish targeted program
funding, • Change eligibility criteria for
research funding, and• Limit the availability of
capital.
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Reductions to Infrastructure Renewal: IST / CNS Network Capital Fund $390,000 Gartner Research Membership reduction $72,000 Reduce DLGL Customizations $25,000 Discontinue Unigraphics Printing Services $85,000
Reductions in Salaries / Supplies: 3 x vacancies being unfilled $276,364 4 x vacant positions hiring at lower level $80,000 Discretionary spending reduction (2014-15) $55,756
Total Proposed Baseline Reduction: $984,121
How is IST addressing the 4% budget cut?
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U of M 2009 – 2014 Strategic Planning Framework
Background:• In 2009, the University’s Strategic Planning
Framework was approved.• It was intended to provided a structure to help us
shape a future that demonstrated our University at its best and answer the question…
"What future are we choosing to create?"
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2009 – 2014 Strategic Pillars
Become nationally and internationally recognized for its teaching, research and creative excellence
Become a life-long academic home where students contribute to a diversity of ideas and experiences
Work with a variety of partners to make Winnipeg the national centre of excellence in Indigenous education
Be an employer of first choice
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2015 – 2020 Strategic Plan
The priorities of the 2015-2020 Strategic Plan build on:
• The priorities identified in the 2009-2014
framework • The lessons learned in implementing this
framework• The perspectives on the future direction of the
University shared by faculty, staff, students and alumni
The 2015-2020 plan identifies five strategic priorities or broad directions for the University.
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2015 – 2020 Strategic Priorities
Inspiring minds through innovative and quality teaching (SCACom)
Driving discovery and insight through excellence in research, scholarly work and other creative activities (RCAC)
Creating pathways to Indigenous achievement
Building community that creates an outstanding learning and work environment (SITEC, ASIGTC)
Forging connections to foster high impact community engagement (EITAC)
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All faculties and administrative units will develop and connect their internal plans and priorities with the Strategic Plan.
We are now using the Strategic Plan to help guide our decision-making about program, structure and allocation of resources.
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How does IT Governance fit into this picture?
To align scarce financial and human resources, the University needs a better way to direct IT in support of
strategic priorities.
The renewed IT Governance model was officially announced on Jan 20. In this time of financial
constraint, the model will ensure alignment of IT priorities and IT resources with the strategic plan.
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IST 2015/2016 Priorities
ASITGC:• IT Security Improvements• UM Budgeting System• Life Safety Network (pilot)• ERP Renewal
RCAC:• TRC Minisis Database• TRC Private Derivative Database• Windows Server Self Service
EITAC:• Enterprise Network
Management• Internet Bandwidth Increase and
Redundancy• Storage Growth
SCACom:• Learning Technology
Improvement Project
SITEC:• Mobile Web site• School of Agriculture
Registration System• Portal Project part 2
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Phase II Milestones and Timelines
Jan Feb Mar Apr May JunComplete management job descriptionsAESES reviewFinalize hiring structureRecruit management layerDevelop customer facing processesDevelop implementation plan
Phase 2
High level milestones
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Management Job Descriptions - Status
Step1 - Develop job descriptions for all management jobs complete
Step 2 - Submit to HR for review and classification complete
Step 3 – Submit management job descriptions to AESES for review (target – March 13)
Step 4 – Presentation to AESES to provide overview of management jobs (target – by March 27)
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Once we receive a decision from AESES:1. Dedicated town hall meeting to walk
through final hiring structure, including what has changed since December and why
2. Information sessions to: Provide high level overview of management jobs Provide high level overview of recruitment approach Give you the opportunity to ask additional questions
about the jobs and approach
3. Announcement to kick off the recruitment process
Management Job Descriptions – Communication Plan
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Customer-facing Processes
Having clearly defined customer-facing
processes is key to our success as a customer-
focused, service-based IT organization.
We are working on developing or refining
some initial client facing processes as part of the
org design.
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• Identify critical client facing processes• Draft high-level processes for key client activities• Facilitated with input from some IST leadership team
members, project managers and clients• As organization is filled - detail processes will be developed
Initial processes:• Client Consulting• Fulfilling a Nonstandard Service Request• IST Assessment • Managing Client Upgrades• Rapid Response for IST Service Request (Research)
Approach
0%20%40%60%80%
100%120%
25% 30% 27% 8%
54% 44% 39%
58%
10% 12%16% 23%
10% 14% 18%10%
Not SureDisagreeSomewhatDefinitely
0%20%40%60%80%
100%120%
23% 30%56%
27%
38%46%
33%
41%
17%
19%8%
18%22%
5% 2% 14%
Not SureDisagreeSomewhatDefinitely
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Next steps
• Focus group sessions to better understand the feedback and comments
• Analysis of results to identify opportunities to incorporate your comments and feedback into the change, communication and implementation plans
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Enterprise Systems – Highlights for 2014• Oracle DB campus wide license agreement
– $1.8M investment in IT capability over 4 years– Changes what we can do
• Creating “Build” & “Run” teams – Application Consultants – Changes how we work
• Jump portal upgrade– Leading edge implementation– Changes how we think about solutions
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Enterprise Systems – Staff Updates for 2014
New to our team:• Vlad
Vassilchenko
Retirements:• Brenda Treleaven• Danny Roscoe• Judah Yeung
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Computer & Network Services – Highlights for 2014
• Windows XP• Wireless N, Guest WiFi and Classroom
Technology,• TRC Storage Area Network Relocation
and Data Centre Infrastructure Management Software
• Emergency Notification System and Novell Stabilization
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Computer & Network Services– Staff Updates for 2014
New to our team:• Luc Desjardins• Josh Koob• Trevor Tomlinson• Katie Man• Ritesh Patel
Retirements:• Bill Paley• Marilynne
Jackson• Tom Moyle• Harry Katwaroo• Irene Thain• Matt Boyd
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Client Services – Highlights for 2014
• Service Desk improvements• IT Service Management Project• Prequalified Professional IT Services
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In 2014, we achieved a 4.6 out of 5 client satisfaction rating &
reduced extra work by 278 hours, while improving service!
Service Desk Improvement
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Incident Management and Request Fulfilment
Metrics and KPIs (Key Performance Indicators)
Costing
Service Level Agreements (SLA)
Knowledge Management
Mobile Device Usage
Service Catalogue
Cherwell Upgrade
IT Service Management (ITSM) Project
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• RFP - December 2014/January 2015
• Maximum 5 pre-qualified vendors
• Put in place to support the client projects that require resources beyond IST capacity
Prequalified Professional IT Services
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Client Services – Staff Updates for 2014
New to our team:• Jas Kapoor• Wayne Burr• Reinz Supan• Joshua Van
Benthem• Donald
Marsden• David Mamchur• Antoine
Brownlee
• Phil Kennelly• Vivek Bahl
Retirements:• Remo Mamaril
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Office of the CIO – Staff Updates for 2014
New to our team:• Rebecca Bergman• Chris Rogoski• Nicole L’Heureux
Retirements:• Laurie Shymko
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Enterprise Systems – Work Anniversaries
• Margaret Eisler* • Lonnie Smetana*• Gord Austin• Dawn Campbell• Barb Chappell• Shawn Cherniak• Dave Cooke• Carolyn Godfrey• Parviz Karani• Debbie Norman• Heather White
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Computer & Network Services– Work Anniversaries
• Tony Wong* • Jason Jackson* • Will Christie*• Adrian Carlyle-
Gordge* • Antonino
Calabrese* • Dan Gwozdz*• Jeremy Hodgson* • Daryl Fonseca-
Holt*• Richard Alsip• Jeysan Anoling• Gabrielle Bartsch
• Wayne Billing• Adam Dolman• Damir Hamzic• Mar Howe• Jay Kolly• Rob Legal• Dave Milton• Andrew Perchaluk• Gary Prance• Harold Robson• Navneet Sharma• Rick Verreault• Damian Waldie
• Steve Warner
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Client Services– Work Anniversaries
• Randy Arrowsmith *• Shirley Hares*• Vienna Beck*• Sandrine Zalewski*• Lee Balzer• Jason Chin• Marcel Courchaine• Muriel Robidoux Coates• Steve Sidorski• Dee-Lynn Vinet
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Your feedback continues to be important to use!• Share your feedback and questions
directly with your manager.
• Email your questions and feedback to
• Talk to someone on the IT
Transformation Program