IST Townhall March 2015 1

IST Townhall
March 2015
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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/Budget Update
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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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How is IST addressing the 4% budget cut?
Reductions to Infrastructure Renewal:
IST / CNS Network Capital Fund
Gartner Research Membership reduction
Reduce DLGL Customizations
Discontinue Unigraphics Printing Services
$390,000
$72,000
$25,000
$85,000
Reductions in Salaries / Supplies:
3 x vacancies being unfilled
4 x vacant positions hiring at lower level
Discretionary spending reduction (2014-15)
$276,364
$80,000
$55,756
Total Proposed Baseline Reduction:
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$984,121
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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We are now using the Strategic Plan to help guide our decisionmaking about program, structure and allocation of resources.
All faculties and administrative units will develop and connect their internal
plans and priorities with the Strategic Plan.
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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
SCACom:
• Learning Technology Improvement
Project
RCAC:
• TRC Minisis Database
• TRC Private Derivative Database
• Windows Server Self Service
EITAC:
• Enterprise Network Management
• Internet Bandwidth Increase and
Redundancy
• Storage Growth
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SITEC:
• Mobile Web site
• School of Agriculture Registration
System
• Portal Project part 2
Organization Design Update
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Phase II Milestones and Timelines
Phase 2
High level milestones
Jan
Complete management job
descriptions
AESES review
Finalize hiring structure
Recruit management layer
Develop customer facing processes
Develop implementation plan
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Feb
Mar
Apr
May Jun
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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Management Job Descriptions – Communication Plan
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
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Customer-facing Processes
Having clearly defined
customer-facing processes
is key to our success as a
customer-focused, servicebased IT organization.
We are working on
developing or refining some
initial client facing processes
as part of the org design.
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Approach
• 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)
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IST OCM Staff Survey
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96%
completion
rate
What did you tell us…
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120%
100%
10%
80%
14%
10%
10%
18%
12%
16%
23%
Not Sure
Disagree
Somewhat
Definitely
60%
40%
44%
54%
39%
20%
58%
0%
25%
30%
27%
8%
I understand the
I believe the new
I am looking forward
I understand how
benefits to be gained organization makes IT
to the new
work will flow within
by the Organization
a stronger more
organization and
the new organization
Design Project.
service-oriented,
believe it will offer
customer-focused
more opportunity for
organization
me in the future
120%
100%
5%
22%
2%
8%
14%
19%
80%
18%
33%
17%
60%
46%
41%
40%
38%
56%
20%
23%
0%
30%
27%
I feel appropriate support will I feel that I have received
I feel that I've had the
I feel that Management
be in place to assist me
adequate communication opportunity to ask questions levels within my area are
through the transition from from Senior Leadership to
and provide feedback.
well informed in terms of the
the current organization to
date regarding the
progress and impact of the
the new one.
Organization Design Project.
Organization Design Project.
Not Sure
Disagree
Somewhat
Definitely
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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IST Year in Review
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Enterprise Systems
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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 and Network Services
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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
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Retirements:
• Bill Paley
• Marilynne Jackson
• Tom Moyle
• Harry Katwaroo
• Irene Thain
• Matt Boyd
Client Services
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Client Services – Highlights for 2014
• Service Desk improvements
• IT Service Management Project
• Prequalified Professional IT Services
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Service Desk Improvement
In 2014, we achieved a
4.6 out of 5 client satisfaction rating &
reduced extra work by 278 hours,
while improving service!
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IT Service Management (ITSM) Project
 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
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Prequalified Professional IT Services
• RFP - December 2014/January 2015
• Maximum 5 pre-qualified vendors
• Put in place to support the client projects
that require resources beyond IST
capacity
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Client Services – Staff Updates for 2014
New to our team: Retirements:
• Jas Kapoor
• Remo Mamaril
• Wayne Burr
• Reinz Supan
• Joshua Van
Benthem
• Donald Marsden
• David Mamchur
• Antoine Brownlee
• Phil Kennelly
• Vivek Bahl
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Office of the CIO
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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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Work Anniversaries
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Enterprise Systems – Work Anniversaries
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•
•
•
•
•
•
•
•
•
•
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 CarlyleGordge*
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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Office of the CIO – Work Anniversaries
• Kimberley McIntosh
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Questions & Close
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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
[email protected]
• Talk to someone on the IT Transformation
Program
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