INFORMATION TECHNOLOGY ONE-YEAR PLAN
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1 INFORMATION TECHNOLOGY ONE-YEAR PLAN
2 Information and Communications Technology One-year Plan The purpose of this document is to identify the activities being undertaken this year by Information and Communications Technology that directly contribute to the strategic themes and goals identified in the Information Technology Strategic Plan. Introduction This plan lays out specific actions being taken by Information and Communications Technology (ICT) this year to work towards the strategic themes and to achieve goals identified in the Information Technology Strategic Plan. Many of these actions are already underway. Most of the actions will deliver their results within this fiscal year, while the completion of others will extend into subsequent one-year plans. Planning Context The university is expected to begin another integrated planning cycle shortly. That activity has the potential to reshape the Information Technology Strategic Plan and significantly influence future one-year plans. ICT will continue to align information technology (IT) strategy and plans with future university strategic priorities as they become known. Strategic Themes During consultations with colleges and administrative units, five strategic themes emerged for the IT strategic plan: Research and Discovery, Teaching and Learning, Collaboration and Community, Administration, and Information Systems Organization. Each of these themes has associated goals. The actions identified in this one-year plan work towards achieving those themes and goals. Each of the actions has deliverables identified. The scheduled completion date for each deliverable is included in the scorecard at the end of the document. ICT will access performance against this scorecard. Priority Actions for A number of actions that contribute to all five strategic themes: SECURITY POLICY IMPLEMENTATION Raise the level of IT security to reduce the risk of large-scale service disruptions and to protect university information and services. Develop IT security policy and initial procedures. Develop services to provide greater endpoint security. Eliminate unnecessary administrative access on endpoint devices in the Vice President Finance and Resources Portfolio. Evolve the data center security model. Complete securing data center systems under the new security model. DATA GOVERNANCE REVITALIZATION Raise the maturity of data governance at the university to improve the management of university information. Revitalize the Data Management, Data Access and Data Use policy Develop initial procedures to support the new policy and governance model. Develop and implement a revised data governance model. CLOUD SERVICE ADOPTION Develop or adopt best practices in acquiring and managing cloud services for the university, especially in the areas related to data management and service quality. Establish processes to support appropriate decisionmaking for using cloud services. Evaluate Microsoft s cloud-based Office productivity suites. Implement Microsoft s Exchance Online service for students and alumni. 2
3 Other initiatives in progress that primarily support individual strategic themes are listed below. Theme 1. Research and Discovery: Establish a cohesive set of information systems, tools and services to meet researcher s current and evolving needs, both broadening the use of IT and supporting its more specialized application. RESEARCH DATA MANAGEMENT Complete the pilot project to provide service to U of S and other researchers. A long-term plan for the service will be developed in partnership with Compute Canada, the Vice President Research and other stakeholders. Provide research data management service to researchers. Develop a long-term U of S-Compute Canada research data management plan. ELECTRONIC LAB NOTEBOOKS Investigate the feasibility and value of electronic lab notebooks for research. If successful, a service based on the pilot will be introduced next year. Implement a pilot roll-out of electronic lab notebooks. DATA ANONYMIZATION SERVICE Develop a standard service to obscure personal identities in research data, with a special focus on health information. Provide a service to anonymize medical patient data collected during research. SURVEYS Determine an alternative replacement to the current FluidSurvey system, which is being retired by the vendor. Implement alternative survey tool for use by the U of S community. Discontinue use of FluidSurvey system in an orderly manner. HSC DATA CENTRE Develop additional data centre capacity for Research Computing equipment and services by establishing a new university data centre in the Health Sciences building. Complete construction of HSc data centre. Migrate infrastructure to HSc data centre. Decommission data centre in the Administration Building. Theme 2. Teaching and Learning: Assemble a flexible ecosystem of teaching and learning technologies, services and facilities to support a broad range of learning modes and teaching methods and to enable innovative pedagogical directions within that ecosystem. CLASSROOM REVITALIZATION Renew the specific classrooms that have been identified for this year, with renewal work for other classrooms continuing into future years. Complete renewal of technology in all classrooms identified for CORE LEARNING MANAGEMENT SYSTEM REVIEW Assist The Gwenna Moss Center for Teaching Effectiveness in developing a strategy for learning management systems appropriate to university needs. Begin implementation of the strategy in March Participate in completing the strategy development. Define and initiate learning management system projects in line with the strategy. AUDIENCE RESPONSE SYSTEMS Retire the hardware clickers (Turning Point), replacing them with the TopHat audience response system. Decommission the Turning Point clickers and ResponseWare service, replaced by TopHat services. VIDEO SUITE Provide an integrated suite of video tools to support capture, editing and distribution of video in support of teaching and learning. Faculty will have more options to include this technology in their classes and, where adopted, the student experience both inside and outside the classroom will be improved. Select and acquire a suite of video tools. Deploy video suite tools and hardware, and support their adoption for fall 2017 classes. Theme 3. Collaboration and Community: Establish partnerships and expand tools and services to enable a broader community to engage in teaching and learning, research and administrative activities throughout the province and beyond. 3
4 PROFESSIONAL EDUCATION AND COMMUNITY EVENTS Analyze and recommend an efficient and consistent set of processes and technology for event management at the university. Events include continuing professional education offerings, as well as community non-credit activities or public offerings such as conferences, university events and performances. Develop a plan to establish an event management system sufficient to replace the Student Registration System (SRS), to be implemented in IMPROVE ONLINE COLLABORATION Investigate opportunities presented by the recently purchased WebEx service, which has potential value in many university collaboration processes, and encourage adoption where it is appropriate. Replace all use of Blackboard Collaborate with WebEx and retire Collaborate in time for the winter term. Increase use of WebEx 50% year over year. Theme 4. Administration: Provide a complete set of information systems and services to support the administrative activities and decision making of the university in a user-friendly and efficient manner. RELATIONSHIP MANAGEMENT SYSTEM Implement relationship management system to support student recruiting and admissions. Implementing relationship management systems for alumni and student retention is planned for future years. Complete implementation of relationship management to support student recruiting and admissions. APPLICANT TRACKING SYSTEM Provide new systems to support university recruiting processes, which will integrate with the ConnectionPoint service. Implement a system that facilitates the approval and posting of new positions. Improve the application experience of candidates applying for positions and creating career profiles at the U of S. HR TRANSFORMATION Initiate transforming the Human Resources technology environment and ensure IT systems support and further the strategic objectives and priorities of our human resources organization. Develop an inventory of HR systems. Develop a roadmap for HR systems renewal. Develop a business case for transformation for Board consideration. Theme 5. Information Systems Organization: Develop a more agile information systems organization, aligned to the university s goals and directions, responsive to its changing needs, and efficient in execution and support. INTERNAL FEE RATIONALIZATION Implement the PCIP-approved fee rationalization program, a transition to a core service model aligned with the university s focus on core mission, to improve service delivery and financial sustainability. Fee rationalization will enhance customer service, sharpen ICT s focus, clarify roles and responsibilities for ICT delivery, and provide services based on need rather than ability to pay. Define ICT s core services. Eliminate fees for ICT s core services. SERVICE CATALOGUE Redefine the set of services ICT offers to the university. Identify opportunities for service rationalization, the goal of which is to ensure service offerings and ICT resources are aligned with university strategy and are able to efficiently support the academic, research and administrative needs of the university. Publish information on ICT s core services. Identify opportunities for service rationalization. ICT SOFTWARE DEVELOPMENT Implement DevOps practices within ICT, to improve reliability, operation and security. This will enable ICT to deliver higher quality service and be more responsive to current and changing needs. Some work will be implemented this year, with full implementation in the future. Achieve specific targets by application area for automated testing, automated deployment, issue tracking and service monitoring. Implement processes and procedures to use only automated deployment for new servers and storage, rather than configure them by hand each time. 4
5 Service Delivery and IT Roadmap In addition to these priority actions for , ICT has a wide range of current service commitments, including services to continue to support and enhance, service level agreements with colleges and departments, and current projects. Continued service delivery is a cornerstone of good customer service, and these commitments will be honoured as we implement these actions. A more comprehensive view of the priority actions and other major IT initiatives can be found in the IT roadmap, which can be found on the CIO web site, A snapshot of the roadmap is included below. Consultation and Assessment ICT will be measuring its performance against the one-year plan. At the end of the document is the scorecard, identifying the schedule for completion of these actions. ICT will report against the plan at the end of Feedback on the IT Strategic Plan, the One-year Plan, and ICT s activities in general is always welcome. Please send any comments or questions to ICT-Planning@usask.ca. All submissions will be acknowledged and considered as ICT and its plans evolve. 5
6 Priority Action Completion Targets Scorecard for Completion Targets Initiative Deliverable Expected Completion Security Policy Develop IT security policy and initial procedures. Jan Implementation Develop services to provide greater endpoint security. March 2017 Eliminate unnecessary administrative access on June 2017 endpoint devices in the Vice President Finance and Resources Portfolio. Evolve the data center security model. June 2017 Complete securing data center systems under the new June 2017 security model. Data Governance Revitalization Cloud Service Adoption Research Data Management Electronic Lab Notebook Data Anonymization Service Surveys Revitalize the Data Management, Data Access and Mar Data Use policy Develop initial procedures to support the new policy Apr and governance model. Develop and implement a revised data governance June 2017 model. Establish processes to support appropriate decisionmaking for using cloud services. Evaluate cloud-based office productivity suites. Implement Exchange Online service for Aug 2017 students and alumni. Provide research data management service to Dec researchers. Develop a long-term U of S-Compute Canada research data management plan. Implement a pilot roll-out for electronic lab notebooks. Provide a service to anonymize medical patient data collected during research. Implement alternative survey tool for use by the U of May 2017 S community. Discontinue use of FluidSurvey system in an orderly Sept manner. HSc Data Centre Complete construction of HSc data centre. Dec Migrate infrastructure to HSc data centre. Dec Decommission data centre in Administration Feb Building. Classroom Revitalization Complete renewal of technology in all classrooms identified for % Complete Achieved 6
7 Core Learning Management System Review Audience Response Systems Participate in completing the strategy development. Feb Define and initiate learning management system projects in line with the strategy. Decommission the Turning Point clickers and ResponseWare service, replaced by TopHat services. Video Suite Select and acquire a suite of video tools. Deploy video suite tools and hardware, and support Sept their adoption for fall 2017 classes. Professional Education and Community Events Develop a plan to establish an event management system sufficient to replace the Student Registration System (SRS), to be implemented in Sept Facilitate Adoption of the WebEx Collaboration Platform Relationship Management System Applicant Tracking System Replace all use of Blackboard Collaborate with Aug WebEx and retire Collaborate in time for the winter term. Increase use of WebEx 50% year over year. Complete implementation of relationship Oct management to support student recruiting and admissions. Implement system that facilitates approval and posting of new positions. Improve the application experience of candidates applying for positions and creating career profiles at the U of S. HR Transformation Develop an inventory of HR systems. Jan Develop a roadmap for HR systems renewal. Develop a business case for transformation for Board June 2017 consideration. Fee Rationalization Develop Service plans for ICT s core services. Eliminate fees for ICT s core services. Service Catalogue Publish information on ICT s core services. Identify opportunities for service rationalization. ICT Software Development Achieve specific targets by application area for automated testing, automated deployment, issue tracking and service monitoring. Implement processes and procedures to only implement new servers and storage as code, rather than configured by hand. 7
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