Post-Secondary Sector Administrative Service Delivery Transformation Project Briefing

1. Post-Secondary SectorAdministrative Service Delivery TransformationProject Briefing July 19, 2012

2. Background • Challenging fiscal environment for all public sector organizations in B.C. including all public post secondary institutions • Post-secondary institutions have already achieved cost savings, efficiencies and best practices in non-academic administrative services • Some institutions’ best practices, technology investments and supplier arrangements could potentially be shared across the sector • Government's Budget 2012 includes targeted savings in post-secondary non-academic administrative services. The saving targets are $20M in 2013/14 and a further $30M in 2014/15 Post-Secondary Sector Administrative Service Delivery Transformation 1

3. The Service Delivery Transformation Project Project purpose: • Collaboration by the Ministry and all institutions to study, review and recommend shared procurement and back office administrative services for implementation across the public post-secondary sector Objectives: • Achieve best value and fiscal plan targets including • Reduced costs • Improved quality • Improved risk management • Enhanced services • Use best practices and build on existing processes and infrastructure • Engage all 25 public post-secondary institutions Post-Secondary Sector Administrative Service Delivery Transformation 2

4. Guiding Principles • The Ministry and post-secondary institutions will work in partnership to explore opportunities • The Ministry will provide broad policy direction while respecting institution governance • Recommendations will be guided by quantitative and qualitative benefits and costs • Successful delivery models already established in BC post-secondary institutions will be explored where possible • Best practices from other jurisdictions will be identified and leveraged • All service delivery models will be considered Post-Secondary Sector Administrative Service Delivery Transformation 3

5. The First Phase • Opportunity Assessment Phase: June 25 to September 30, 2012 • Key deliverables: Post-Secondary Sector Administrative Service Delivery Transformation 4

6. DRAFT Initial Functional Scope for Discussion and Analysis Post-Secondary Operational Functions Promote and Develop Manage Enrollment Manage Grants Manage Student Information Manage University Services Manage Faculty Events (Tenure) Advancement Manage Curriculum Post-Secondary Administrative Functions Planning & Forecasting Procurement Facilities Management Information Technology Human Resources Finance & Accounting Capital Projects Delivery Proposed functions for analysis Proposed functions out of scope for analysis Further discussion and validation required Post-Secondary Sector Administrative Service Delivery Transformation 5

7. Project Governance Advice Post-SecondaryEducation Leadership Council Executive Committee Advisory Groups Advice • Associations: BCAIU, BCC, RUCBC • Other advisory groups Steering Committee Project Director FunctionalWorking Teams From post-secondary institutions Subject Matter Experts Post-Secondary Sector Administrative Service Delivery Transformation 6

8. Project Governance • Executive Committee • Dr. Mark Evered (UFV) • Dr. David Ross (Langara) • Dr. George Iwama (UNBC) • Mr. Jim Hamilton (Okanagan) • Ms. Kathy Kinloch (VCC) • Dr. Don Wright (BCIT) • Prof. Stephen Toope (UBC) • Ms. Cheryl Wenezenki-Yolland (Deputy Minister, Ministry of Advanced Education) • Mr. Joe Thompson (Acting Assistant Deputy Minister, Ministry of Advanced Education) • Steering Committee • Co-Chairs • Joe Thompson (Acting Assistant Deputy Minister, Ministry of Advanced Education) • Oliver Grüter-Andrew (Chief Information Officer, UBC) • Members • Eileen Bray (UNBC) • Doug Callbeck (VCC) • Roy Daykin (Langara) • Pat Eager (VIU) • Robert Eby (Okanagan) • Pat Hibbitts (SFU) • Lorcan O’Melinn (BCIT) • Diane Teslak (COTR) • Deborah Rasnick (CFO, Ministry) • Jordan Perrey (A/CIO, Ministry) Post-Secondary Sector Administrative Service Delivery Transformation 7

9. Approach to Engaging the Institutions Engagement approach • Representative Group of 9 Institutions • Work with a representative group of nine institutionsto gather data and complete the opportunity analysis. These institutions will also serve as the project Steering Committee • Engage other institutions in specific functional areas based on direction from the Steering Committee • All institutions will be canvassed for their Administrative Service Delivery Transformation ideas early in the project • University of British Columbia • Simon Fraser University • University of Northern British Columbia • British Columbia Institute of Technology • College of the Rockies • Langara College • Okanagan College • Vancouver Community College • Vancouver Island University Post-Secondary Sector Administrative Service Delivery Transformation 8

10. Proposed Plan for the Opportunity Assessment Phase Jun 29 Jul 6 Jul 13 Jul 20 Jul 27 Aug 3 Aug 10 Aug 17 Aug 24 Aug 31 Sep 7 Sep 14 Week Ending Project Preparation and Initiation Data Collection & Current State Analysis Interviews with institutions Iterative Opportunity Development Consolidated Cost / Benefit Analysis Roadmap Development Post-Secondary Sector Administrative Service Delivery Transformation 9

11. Next Steps • Representative institutions to participate in data gathering process • Conduct interviews with functional experts from across the sector (representative institutions and others as appropriate) • Distribute survey to all institutions to gather ideas and best practices • Provide Ministry with any suggestions for people across the sector who should be contacted about best practices, innovative ideas, or previous projects for cost savings or service improvements Post-Secondary Sector Administrative Service Delivery Transformation 10

12. Thank You! • Your efforts to overcome resourcing and scheduling challenges over the summer are much appreciated. • Thank you for your participation! Post-Secondary Sector Administrative Service Delivery Transformation 11