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University of Alberta’s Consolidated IT Budgeting Process Rob Lake

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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University of Alberta’s Consolidated IT Budgeting Process Rob Lake

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  1. 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

  2. Or…… CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

  3. 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

  4. 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

  5. Prior to 2004… ? CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

  6. 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

  7. 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

  8. 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

  9. 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

  10. 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

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

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

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

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

  15. 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

  16. 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

  17. 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

  18. 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

  19. 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

  20. 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

  21. 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

  22. 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

  23. 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

  24. 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

  25. Questions ? CANHEIT | On the EDGE | June 15-18, 2008 | University of Calgary

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