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University of Alberta’s Consolidated IT Budgeting Process Rob Lake Information Technology Planning and Forecasting Officer University of Alberta rob.lake@ualberta.ca. Or ……. How I Learned to be Santa Claus and the Grinch on an Annual Basis Rob Lake

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Presentation Transcript
slide1

University of Alberta’s

Consolidated IT Budgeting Process

Rob Lake

Information Technology Planning and Forecasting Officer

University of Alberta

rob.lake@ualberta.ca

CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

slide2
Or……

CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

slide3

How I Learned to be Santa Claus

and the Grinch on an Annual Basis

Rob Lake

Information Technology Planning and Forecasting Officer

University of Alberta

rob.lake@ualberta.ca

CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

about the university of alberta
About the University of Alberta

Located in Edmonton, Alberta

100 years!

36,500 graduate and undergraduate students

3,500 academic staff

6,200 support staff

$1.2 billion revenue and expenditure

Annual central IT budget of at least $50 million

Approximately $2 million of new IT funding every year

CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

prior to 2004
Prior to 2004…

?

CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

objectives
Objectives

To understand better how (and how much) we are spending in support of information technology systems and services.

To identify those systems and services critical to our operations and to ensure that these systems and services are sustainable on an ongoing basis.

CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

objectives1
Objectives

To identify opportunities for major improvements to existing systems and services and for the creation of new systems that can provide efficiencies and cost saving and/or improved services to our University community.

To allocate and reallocate budget resources to the units that need them.

CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

objectives2
Objectives

To have very little budget residing in the Vice-Provost (Information Technology) Office.

This office, with the assistance of the IT Committee, will review annually the components of the consolidated (virtual) IT budget.

CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

getting started
Getting Started…

Identify all information systems that require significant resources and have a broad impact across the University.

Process considers software, hardware, software license support and staffing costs.

Process does not include information systems that are supported for teaching and research purposes by individual faculties and departments.

CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

develop a template
Develop a Template

Based on the financial record reporting format stored in our PeopleSoft ERP system.

Two categories: salary (staff) and non-salary (equipment, software, licenses, etc.).

Template includes current budget, request for the upcoming year, and projected requests for two and three years in the future.

Maintenance costs included in a different template.

CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

prioritize requests
Prioritize Requests

Funding requests typically exceed what we feel we can obtain by a factor of three to four.

Need to prioritize and summarize so we can present a strong and reasonable business case.

How should the prioritization occur?

CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

scoring factors
Scoring Factors

Risk

F (Financial)

O (Organizational)

R (Reputational)

C (Compliance)

Only high risk factors are noted

CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

scoring factors1
Scoring Factors

Opportunity

CR (Cost Reduction)

RG (Revenue Generation)

IS (Improved Service)

ER (Enhanced Reputation)

CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

scoring factors2
Scoring Factors

Academic Plan Alignment

H (High)

M (Moderate)

L (Low)

University of Alberta’s Academic Vision is titled Dare to Discover

University of Alberta’s Academic Plan is titled Dare to Deliver

CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

scoring factors3
Scoring Factors

Scope

E (Externally connected)

U (University wide)

C (Cluster of University Units or Departments)

CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

logical timeline
Logical Timeline

Mid August: Issue Request

End September: Deadline for Responses

Early October: Prioritize Responses

Mid October: Meet with Deputy Provost

CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

logical timeline1
Logical Timeline

End October: Information Technology Committee (ITC)

review and feedback

Early November: Presentation to Strategic Initiatives Group (SIG)

Mid November: Presentation to Executive Planning Committee (EPC)

Early December: Budget allocations

CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

allocations since 2004
Allocations since 2004

80-90% central academic hardware sustainability program now in place

New PeopleSoft ERP functionality and sustained support

Hardware renewal program for Advancement Services / Development Office

New Enterprise Asset Management System

New Web Content Management System

University Wireless System (UWS)

CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

lessons learned
Lessons Learned

A more rigorous and well-defined methodology for IT allocations across campus

Clearer view of the “big picture”

Unit accountability with their IT projects

Fewer headaches for Senior Administration (more headaches for us?)

CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

in the future
In the Future….

Complete funding of central academic hardware renewal program

Electronic Document and Records Management System

More support for student services (especially for students with disabilities)

Libraries and digital archives

Disaster recovery

CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

questions
Questions

?

CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary