oneis canheit v03 nn
TRANSCRIPT
People, process, data, and technology.
ONE IS
RISK REGISTRY
• No input or authority over colleges and other units when making independent IT-related decisions1
• Surprises caused by rogue IT-related activities (external to ICT)2
• Historical reputation of ICT amongst our stakeholders3
• Historical management of current and future expectations (to employees and stakeholders)4
• Institutional funds available to do new things5
• Clarity of ownership regarding systems, applications, and data6
• Awareness and agreement regarding the role of information systems at the university7
• Coordination of operational and project priorities8
• Coordination of resourcing for operational activities and project work9
• Clarity surrounding disaster recovery10
• Preparation for new and increasing compliance regulations11
• Deliver results based on enterprise architecture12
CHALLENGES AND OPPORTUNITIES• Multiple enterprise
administration systems• Multiple data warehouses• Multiple education technologies
(i.e. learning analytics)• Understanding of research
computing availability
Multiplicity of chaos
• Vision established, strategic planning started
• Level 2 maturity Project Portfolio Office
• Stewardship established• Cultural inertia• Information policy
Strategic changes underway
• Metrics based communications started
• Grow client service emphasis• Process improvement process
started• Build enterprise architecture
base for decision making
Operational changes underway
VISION
One I.S.
SingleAdministration
System
Teaching &Learning
Ecosystem
UnifiedResearchComputing
Project management
Stewardship
Planning
Process improvement
Client service
Enterprise architecture
Metrics
Culture
STRATEGIC PRIORITIES
One I.S.
SingleAdministration
System
Teaching &Learning
Ecosystem
UnifiedResearchComputing
HOW DO WE COMPARE STRUCTURALLY?
• Degree of Centralization by Staffing 2013
University of Saskatchewan
GoodBad
CentralIT
LocalIT
Most CanadianUniversities
International University Trend
CENTRAL VS. LOCAL CONTINUUM (2013)
7
WHY FIX?
Professional managementCentral securityCareer pathsStandard architectureDisciplined systems adminImproved serviceSingle source of the truth
Centralize service deliveryRe-purpose staffingLower support costsRealize economies of scale - Technology - People management - Shared SMEs
Mitig
ate
risk
Reduce cost
HOW TO FIX?
Centralize management Locally embed
support
PROGRESS Over 70 silo’d IT staff moved to central management• Classroom Audio Visual• New Media (web developers)• Facilities Management IT• Financial Services IT• Student Services IT• College of Education• College of Medicine• College of Vet Med• Central and Distributed Printing Services• Consumer Services• HR IT• Advancement IT (in progress)
Financial impact• 19.5 FTE savings• $95,000 additional annual cost reduction
HOW DO WE COMPARE FINANCIALLY?
• IT Spend as a % of Total Revenue 2013
University of Saskatchewan
U15 who included rogue ITU15 who excluded rogue IT
WHERE DOES IT GO?
• Budget by Service Area
$2.968 M
$2.689 M
$2.623 M
$2.483 M $1.948 M
$1.290 M
$1.226 M
$.979 M
$.970 M
$.879 M
$.782 M
$.703 M
$.630 M
$.567 M $.427 M $.171 M
Chart Title
Platform Services
Institutional Systems (ERPs)
Teaching and Learning Support and Systems
Unit IT Support
Specialized Systems (unit specific)
End-User Help and Training
Campus Network
Web Services
Data Management
Research Support
Telephones
Institutional Licensing & Acquisition
Central Printing
E-Communication & Collaboration
Identity and Access Management
Security
WHERE DOES IT GO?
• Budget by Service Area
14%
13%
12%
12%9%
6%
6%
5%
5%
4%
4%
3%
3%3% 2%
1%
Platform Services
Institutional Systems (ERPs)
Teaching and Learning Support and Systems
Unit IT Support
Specialized Systems (unit specific)
End-User Help and Training
Campus Network
Web Services
Data Management
Research Support
Telephones
Institutional Licensing & Acquisition
Central Printing
E-Communication & Collaboration
Identity and Access Management
Security
WHERE DOES IT GO?
Campu
s Netw
ork
Centra
l Prin
ting
Data M
anag
emen
t
E-Com
munica
tion & Colla
borat
ion
End-U
ser Help
and T
rainin
g
Identit
y and
Access
Manag
emen
t
Institu
tional L
icensi
ng & Acqu
isition
Institu
tional S
ystem
s (ERPs)
Platform
Service
s
Researc
h Sup
port
Security
Specia
lized S
ystem
s (un
it spe
cific)
Teachi
ng an
d Lea
rning
Suppo
rt and
System
s
Teleph
ones
Unit IT Sup
port
Web Serv
ices
$0
$500,000
$1,000,000
$1,500,000
$2,000,000
$2,500,000
$3,000,000
$3,500,000
Information Systems2015/16 Budgeted Expenses
Envelope Funding
Service Area
Service Area
ONEIS PROJECTS: ONE VENDOR
• Today
• Student systems
• Finance systems
• In progress
• Document management system
• In discussion for the future
• Relationship management
• Recruit
• Retain
• Advance
• Payroll cycle change
• One payment gateway
RMS (Relationship Management
System)
Student Enrolment
Advancement
AdministrationStudent Retention
Research
ONEIS PROJECTS: UNIFIED GOALS
• uSales
• Bookstore system
• Non-credit registration
• eProcurement
• OneCard
• Unified communication
• Instant messaging
• Presence
• Video chat
• No phones infrastructure
“My office is a technology museum.”
ADMINISTRATIVE SYSTEMS ROADMAP
ONEIS PROJECTS: SINGLE SOURCE OF THE TRUTH
STEWARDSHIP
• ITServices acts as a steward for the information systems resources
• Stewardship process engages stakeholders in making decisions
• ITServices’ role is to facilitate the process and implement the decisions
HOW DO WE CHANGE?
Processes Projects
Organizations only do two things …
Ongoing day-to-day operational work.
Activities with a fixed start & finish, and deliver value.
… organizations use projects to execute change.
22
“Invest in the future”“Keep the lights on”
25%Projects
75%Operations
Traditional I.T. Resource Allocation
75%Projects
25%Operations
Ideal I.S. Resource Allocation
I.S. INVESTMENT STRATEGY
One I.S.
Fit
Utility
Balance
PROJECT MANAGEMENT PROCESS
• One process applies to all projects
• Projects directly tied to stewardship steering committees
PLANNING• “Plans are nothing. Planning is everything.” (Eisenhower)
• Consultative planning model process engages the entire campus
• Includes all information systems services providers (not just central I.S.)
• Links vision + strategy + annual planning + personal performance plans
Vision
Strategy
Operations
Tactics
Fix
Fine tune strategy
Create personal improvements
Realign resources & schedules
Plan
STRATEGIC PLANNINGSTRATEGIC PLANNING
ANNUAL SERVICE PLAN
ANNUAL SERVICE PLAN
PERFORMANCE PLAN
PERFORMANCE PLAN
STEWARDSHIPSTEWARDSHIP
Check
Annually evaluate strategic success
Annually evaluate strategic success
Measure goal progress quarterly
Measure goal progress quarterly
Assess personal achievements
Assess personal achievements
Do
DECISIONRECOMMENDATIONS
PROGRAMINITIATIVES
INTEGRATEDPROJECTS
ASSIGNEDTASKS
INTERNAL PREPARATION
• Client service orientation
• Scalability of current structure
• Need to re-distribute work more evenly
• Clarity of roles
• Balanced scope of organization
ORGANIZATION CHANGE• Merge rogue IT units in central
Audio Visual Services
Web Development
Facilities IT
Finance IT
Student IT
College of Education
College of Vet Med
College of Medicine
Printing
Consumer Services
HR IT
Advancement IT
CLIENT SERVICE
We willcompete for our clients
Values• Leadership by example• Live the client service value
Culture• Past: technology with service component• Now: service with technology component• Pull vs. push
Discipline• Define expected behaviours• Measure performance• Build client assessment into appraisals
PROCESS IMPROVEMENT - CAB
All institutions manage systems with processes – knowingly or not. They may do them well or they may do them wretchedly, but they always do them. (~ Peter Drucker)
METRICS
Data
Applications
Platforms
Security
Reuse before Buy
Buy before Build
Design for the Enterprise
Minimize redundancy
Security is built in not bolted on
ENTERPRISE ARCHITECTURE
How What
CULTURE
Vision
We will be the most responsive, innovative, and trusted higher education information systems organization in Canada.
Mission
Information Systems exists to realize the dreams and aspirations of its stakeholders.
CULTURE
We will:
unify people, processes, data, and technologies throughout the university to achieve our mission.
balance the efficiencies of centralized enterprise services with the effectiveness of local service delivery.
demonstrate our value every day by providing excellent client service.
facilitate decisions through a stewardship process led by our stakeholders.
use an enterprise architecture to guide the design of all information systems.
use industry standard project management processes to deliver all projects.
use industry standard information systems management processes to deliver all services.
ONE IS MATURITY MODEL
MATURITY & PRODUCTIVITY
MATURITY & MORALE
MATURITY & COST
MATURITY & VALUE
WHY IS ONEIS COMPLICATED?
People, process, data, and technology.
ONE IS