IT Strategic Plan Open House

1. IT Strategic PlanOpen House Dave Wallace, CIO, Andrea Chappell and The Team

2. The IT Strategic Plan Project To create an Information Technology (IT) Strategic Plan to advance the state of IT to meet the opportunities for University of Waterloo over the next 5 years. A uWaterloo IT Strategic Plan, not an IST plan! Where IT should head together.

3. Today’s agenda • Summary of activities to date • The IT Strategic Plan governance • The Strategy Map • Samples of early findings • Prioritization • Your suggestions • Next steps

4. Activities to date • September: Planning and organization • October: Info gathering in advance of consultations • November, December: Consultations and strategy model development (Strategy Map)

5. Governance External Resources Exec Advisory Group University Stakeholders UCIST/Steering Provides advice on University directionsAdvises on overall Strategy Provides direction on strategy map (Vision, Mission, Principles) CTSC Provides advice on Plan implementation Task Force Team Provides parameters of Plan’s results (“Shape” of outcomes) IST Directors Team IST Mgmt Team New and existing projects align to Strategic Plan results. Project 2 Project N Project 1

6. Two pronged approach • Top down • The Strategy Map model • Bottom up • Existing data and consultations (listening)

7. The Strategy Map • Visual representation of main elements of strategy: • Mission, Vision, Values • Strategic Objectives (where you want to go, how you want to be) • Stakeholder promise (Walmart, Apple, or Four Seasons?) • Also, associates performance indicators

8. V4.1 Draft uWaterloo IT Community Our Purpose (Mission): Evolve an exceptional, innovative IT environment to enable engagement, creativity, and impact. Our Goal for 2018 (Vision 2018): Enable the University’s mission through exceptional learning, teaching and research environments. Our Promise to Our Stakeholders: Inspiring and supporting the University of Waterloo through technology leadership and excellence. Stakeholder Enable the achievement of uW research and scholarship objectives Enable the achievement of uW teaching and student life-learning objectives Enable the optimization of administrative processes across campuses Enable University outreach activities Optimize the user experience Exchange accessible, high quality data and information when, where, and how needed Enable timely access to the right integrated, cutting-edge information technologies Be easy to do business with Maintain a secure, reliable, and useable information and technology environment Internal Process Take a design approach to IT development and implementation Continuously improve and optimize IT processes, workflow, and platforms Ensure data security, integrity, and privacy Provide knowledgeable, pro-active insights, advice, and solutions through effective governance Understand, foster and leverage trends and innovations in information technologies Define IT accountabilities, responsibilities and authorities, availableresources, and supports, and clearly communicate this to our Stakeholders Understand the needs of our Stakeholders Resource Management Organizational Capabilities Build a culture of pro-active support and technology leadership Take an University-wide perspective to IT Make the necessary technology infrastructure and resource investments Build a cohesive, knowledgeable IT community across the campus Build collaborative relationships with our Stakeholders and each other Optimize the allocation and use of our financial, technology, and human resources CORE VALUES Service Openness & Collaboration Knowledge & Creativity Operational Excellence

9. Balanced Perspective • Stakeholders (people who use IT services) • Internal Processes (what we do) • Organizational Capabilities (skills, capacity) • Resource Management (the money)

10. Stakeholder Perspective • Who are our stakeholders?

11. Stakeholder Perspective • Our identified stakeholders: • Faculty • Students • Staff • Outreach areas (employees, alumni, prospective students, etc.)

12. Stakeholder Perspective Stakeholder Enable the achievement of uW research and scholarship objectives Enable the achievement of uW teaching and student life-learning objectives Enable University outreach activities Enable the optimization of administrative processes across campuses Optimize the user experience

13. Internal Processes • Internal Processes • how IT runs at Waterloo

14. Internal Processes Exchange accessible, high quality data and information when, where, and how needed Enable timely access to the right integrated, cutting-edge information technologies Internal Process Maintain a secure, reliable, and useable information and technology environment Be easy to do business with Take a design approach to IT development and implementation Ensure data security, integrity, and privacy Continuously improve and optimize IT processes, workflow, and platforms Provide knowledgeable, pro-active insights, advice, and solutions through effective governance Understand, foster and leverage trends and innovations in information technologies Define IT accountabilities, responsibilities and authorities, availableresources, and supports, and clearly communicate this to our Stakeholders Understand the needs of our Stakeholders

15. Organizational Capability • Organizational Capabilities • employee development and IT overall improvement • people are the main resource

16. Organizational Capability Take an University-wide perspective to IT Build a culture of pro-active support and technology leadership Organizational Capabilities Build a cohesive, knowledgeable IT community across the campus Build collaborative relationships with our Stakeholders and each other

17. Resource Management • Where you spend money (people salaries and development, computers, software, etc.)

18. Resource Management Resource Management Make the necessary technology infrastructure and resource investments Optimize the allocation and use of our financial, technology, and human resources

19. Are we (getting) there yet? • Measurements! • How do we measure what we do? • How will we measure what progress we’re making (or not)? • Next step is to identify these measures .. the balanced scorecard

20. Balanced scorecard – metrics • Stakeholders • How well satisfied and served they are by IT processes directed to them • Internal processes • Are IT services answering requirements (mission) • Organizational capability • Where to focus training, mentoring, communications • Resource management • Timely and accurate funding data needed

21. Your feedback on the Map • Are there elements missing? • What items seem the most important on the Map? • Would you find this useful to refer back to? • How might you use this in your area? • Other comments?

22. V4.1 Draft uWaterloo IT Community Our Purpose (Mission): Evolve an exceptional, innovative IT environment to enable engagement, creativity, and impact. Our Goal for 2018 (Vision 2018): Enable the University’s mission through exceptional learning, teaching and research environments. Our Promise to Our Stakeholders: Inspiring and supporting the University of Waterloo through technology leadership and excellence. Stakeholder Enable the achievement of uW research and scholarship objectives Enable the achievement of uW teaching and student life-learning objectives Enable the optimization of administrative processes across campuses Enable University outreach activities Optimize the user experience Exchange accessible, high quality data and information when, where, and how needed Enable timely access to the right integrated, cutting-edge information technologies Be easy to do business with Maintain a secure, reliable, and useable information and technology environment Internal Process Take a design approach to IT development and implementation Continuously improve and optimize IT processes, workflow, and platforms Ensure data security, integrity, and privacy Provide knowledgeable, pro-active insights, advice, and solutions through effective governance Understand, foster and leverage trends and innovations in information technologies Define IT accountabilities, responsibilities and authorities, availableresources, and supports, and clearly communicate this to our Stakeholders Understand the needs of our Stakeholders Resource Management Organizational Capabilities Build a culture of pro-active support and technology leadership Take an University-wide perspective to IT Make the necessary technology infrastructure and resource investments Build a cohesive, knowledgeable IT community across the campus Build collaborative relationships with our Stakeholders and each other Optimize the allocation and use of our financial, technology, and human resources CORE VALUES Service Openness & Collaboration Knowledge & Creativity Operational Excellence

23. Bottom up: Existing Data • Mid Cycle Review data (lots of IT comments) • CIO search (interviews with ~100 area leaders) • Faculty Strategic Plans (Eng, Math done) • Evolving departmental Strategic Plans • Various student feedback

24. Bottom up: Consultation so far

25. 8 Emerging Themes for IT • Enabling Research – common services, local specialty support • Supporting Student-Life – services, support to student use of technologies in life and study, environment for expanding learning • Enabling the Learning Environment – IT services and support for technologies in their application to the learning environment • Information Management–access to information to facilitate use of data, while maintaining security and privacy

26. Emerging Themes for IT • Governance– transparent, effective, participatory decisions • Supporting Business Processes – support admin functions by providing effective, efficient, and user friendly applications • Re-focusing Client Service – focus our decisions, support, and evolution of technologies in collaboration with our users • Campus Integrations –enable collaboration in IT support and development in our design and architecture; federated IT “Reputation” – embedded throughout

27. Early emerging “things to do” • Some ideas in theme areas from existing data (gaps, strengths to build upon, risk areas, etc.) • Other “Things to do” examples have come from consultations • NOT complete or final, examples only!

28. Samples of early findings • Supporting students at risk & student success, with broad data • Equalization and standards in the learning environment • Open(ing) data • IT portfolio management and alignment • Horizon technology planning • Software licenses/procurement and online distribution • Community communication strategy • Training and dev for IT staff growth and campus benefit • Knowledgebase …

29. Activity 1: Prioritization Criteria Group work … yeah!  See worksheet. • Work in groups of about 4. • Discuss how to prioritize “things to do”. • Fill in at least 3 criteria for prioritizing “things to do” in the table 1. • Report back.

30. Prioritization Ideas • Balance low hanging fruit and big proj • Biggest stressors and quick wins • Short term solutions where needed • Input for prioritization (stakeholder needs) • Biggest bang for buck (campus wide); cascade impact for client • Timing – what’s “ripe” now or other scheduling mandate • Money & cost/benefit – risk of NOT doing something • Need vs want (fit to U mission) – U’s objectives • Enhances collab and reduces silos • Overall enhancement of the IT environment (e.g., innovation, rep) • Legislation, policy (mandated) • Also, safety • Where are decisions being made (e.g., upgrading to Smartboard)

31. Prioritization Ideas • Mandatory changes, e.g., from ON Gov’t, uWPresident/Provost, audit or "edicts" • “Biggest bang for the buck” • New uW-wide opportunities (new tech, governance, leadership) • Unique opportunities (one Faculty)

32. Activity 2: Top 5 “Things to do” Work in your group. • Consider the sample list of “things to do”. • Identify your group’s top 5 priorities, indicating why, in what time frame. Record them in the table 2. • Report back.

33. “Things to do” – your ideas?

34. Next steps • December and January: • Continue consultations (wrap up end Dec.) • Analyze data for “things to do” • Work on metrics,ToC and body of Plan • By February: First Draft Strategic Plan • Feb/Mar: Communications, refinements • End April: IT Strategic Plan – work starts!

35. Thanks to the Team! The web site lists people working on the Task Force, UCIST (the Steering committee), and our Executive Advisory group.

36. How to stay involved • Contact us: • dave.wallace@uwaterloo.ca(CIO) • andrea.chappell@uwaterloo.ca (Project lead) • Web site: • https://uwaterloo.ca/it-strategic-plan • Survey on the site • Watch for the draft Plan in February 2013 • Feedback and comment through web site