IST Townhall

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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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How is IST addressing the 4 budget cut?
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

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U of M 2009 2014 Strategic Planning Framework

• Background
• In 2009, the Universitys 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
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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
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We are now using the Strategic Plan to help guide
our decision-making 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
• 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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Organization Design Update
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Phase II Milestones and Timelines
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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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Management Job Descriptions Communication Plan

• Once we receive a decision from AESES
• Dedicated town hall meeting to walk through final
  hiring structure, including what has changed
  since December and why
• 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
• 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,
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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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 completionrate

What did you tell us
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(No Transcript)
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(No Transcript)
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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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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
• 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 LHeureux
• 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

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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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(No Transcript)
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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_at_umanitoba.ca
• Talk to someone on the IT Transformation Program