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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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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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Organization Design Update

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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

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IST OCM Staff Survey

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96% completio

nrate

What did you tell us…

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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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

Retirements:• Bill Paley• Marilynne

Jackson• Tom Moyle• Harry Katwaroo• Irene Thain• Matt Boyd

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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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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

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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

• 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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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

ISTFeedback@umanitoba.ca

• Talk to someone on the IT

Transformation Program