Enterprise Information Management: Partnership for Success

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Enterprise Information ManagementPartnership
for Success
CANHEIT - June 12, 2006

• Harold Esche, CIO
• esche_at_ucalgary.ca
• Theresa Mueller, Director, Project IMAGinE
• tmueller_at_ucalgary.ca

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Outline

• U of Cs Mission and Direction
• Campus Technology Vision
• The Opportunity
• Creating a Partnership
• Lessons Learned

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The University of Calgary

• 8th largest University in Canada
• Calgarys 4th largest employer
• 29000 FTE students
• 2300 faculty, 2670 staff
• 750M annual budget
• 250M in sponsored research
• Students from over 80 countries
• 16 Faculties, 53 Depts, 30 Research Institutes

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Mission

• The University of Calgary is a place of
  education and scholarly inquiry. Its mission is
  to seek truth and disseminate knowledge. Our aim
  is to pursue the mission with integrity for the
  benefit of the people of Alberta, Canada and the
  world.

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Academic Plan

• Principles
• To enhance the learning experience
• To enhance research, discovery and creativity
• To promote multi-disciplinary inquiry
• To give back to the community
• Priorities
• To be leaders and innovators in energy and the
  environment
• To promote understanding of human behavior,
  institutions and cultures
• To create technologies and manage information or
  a knowledge society
• To advance health and wellness

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Attaining our Goals

• Investment in priorities
• Active reallocation of funds
• Organizational changes
• Aggressive growth targets
• 5th in Research by 2010
• 7000 new students by 2010
• 1B in capital expansion
• Partnerships

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Campus Technology Vision

• Connected Campus
• Enabling the learning, research,
  administrative, and community goals of the UofC,
  through the effective and efficient use of
  technology.
• Allowing people to access information and
  services they need, at the required time, in the
  desired location, and in the appropriate format

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Six Technology Portfolios

• Process and Organization
• -ITSM Client Service to Backroom
• Integrated Help Desks
• Campus-wide IT Integration

• Learning
• - Learning Systems
• - Classroom Lab
• Student Spaces

Research -WestGrid II -Campus Grid -Sci.
Visualization

• Administration
• Data Warehouse
• PeopleSoft
• Project IMAGinE
• Legacy Sys Renewal

• Community
• MyUofC Portal
• Campus Calgary Digital Library
• - Web Content Mgt

• Infrastructure
• - Disaster Recovery and Machine Room
  Upgrade/Build
• Identity Management
• Collaborative tools (including VoIP and Video
  Conferencing)
• Server and Storage as a Utility

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The Problem

• Dont know if we have a problem!
• But
• Print services managed by different groups.
• Dont have good information on equipment.
• Dont know how much we spend.
• Doing most graphics work off-campus.
• Printing and copying are no longer separate

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Overview of Current State of Print
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Office Technology and PrintCurrent State

• 4300 copier, printers and fax machines
• Over 72 million impressions per year
• 9M annual expenditure on print
• Over 150 different models and 25 manufacturers
• 50 Different copier models
• 70 Different printer models
• 30 Fax machine models
• 60 of copiers are over 4 years old
• 85 of printers represent old technology
• (The Print operations Group Report September 11,
  2003)

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Printers and Copiers
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CANHEIT 2008 ?
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Tower vs Paper
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Production and SIMCurrent State

• Efficient high-quality central print service
• Ad-hoc approach to graphics and creation of
  promotional materials
• Only one real Document Management project with
  any level of success
• Large interest and desperate need for Document
  and Records Management

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What do we do now?

• Step 1. CIO gives problem to someone else!
• Create vision of where we want to go.
• Bring together appropriate players.
• Environmental scan and revise vision.
• Create RFx
• where x Proposal or Partnership or Plan or

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Process
RFP Issued and Initial consultation with
Union March 2005
Transition and Negotiation Team Activated May
2005
Negotiations
RFP Steering Committee January 2005
RFP Closed April 2005
Agreement Signed March 31, 2006
Xerox Offer to Negotiate May 2005
Due Diligence
Union Consultation
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New Approach

• Via Partnership with Xerox
• Fleet management of distributed print and copiers
• Integrated central and distributed print
• Coordinated services for graphics
• Improved student printing
• Implement Document/Records management
• View as an end-to-end service
• Expected Outcomes
• Lower costs and improving service to users
• Further the UofC learning, research and service
  priorities
• Sustainable service and sustainable partnership
• Be a source of innovation

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Project Scope

• Workflow, process improvement
• Document management
• Records management
• Forms management
• Print services
• Printers networked and personal
• Copiers
• FAX

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Four Areas

• Office
• Student printing
• Convenience copiers and fax
• Personal printers
• Production
• Central print
• Graphics design
• Outside print procurement
• Forms
• Strategic Information Management
• Institutional
• Faculty and Departmental
• Individual
• Innovative
• Research

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Financial Model
In-kind Xerox Contribution
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Governance Model
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Key Learnings

• Communication, communication, communication
• Printing is a larger opportunity than we thought
• Resource the investigation as if it was a project
• Don't underestimate diversity of the University
• Spend time planning governance
• Take a holistic view of issue
• Leverage operational to achieve strategic

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Print and Document Management in Five Easy Steps

• Assess current situation to show the scale.
• Sell the problem before selling solution.
• IT take responsibility for complete service.
• Partner with External Relations, Ancillary
  Services, Fund Development, Financial Services,
  Purchasing, etc.
• Be prepared to spend a lot of time on this.

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Questions ?