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EUA project team compiling recommendations for applications

Over the past few weeks, the Enterprise University Applications (EUA) Project team has gathered data to create a catalog of applications in use at the university. Team members have also been evaluating the range of software used at the university. In groups of two or three, they have been reviewing applications on a category-by-category basis, in categories such as finance and business processing, project management, and forms and surveys.

As of May 20, the subteams had identified application categories with the potential for efficiency gains and cost savings related to purchasing, hosting, management, and support. Project Manager Tony Saxman is compiling those recommendations into a draft report for the full team to review.

The team then plans to choose four or five projects to recommend as the initial priorities for further focused analysis and implementation.

Team members are also working to develop recommendations about the delivery of custom application development as a service and associated potential organizational changes.

USS Implementation schedule

Paul Taylor, project manager, and Gary Sullivan, director of user support services, and Gary’s assistant directors continue to develop a transition schedule for the User Support Services Implementation project in conjunction with stakeholders in each unit.

Start Date Unit to Transition into USS USS Support Team
Complete College of Design Academic North
Complete School of Journalism and Communication Academic North
Complete College of Arts and Science Academic North
June 2020 Evaluation period
6/29/20 UO Portland Academic Central
7/6/20 Student Life Administrative
7/20/20 VPFA, International Affairs, Military Science Administrative
7/27/20 School of Music and Dance Academic South
8/3/20 Lundquist College of Business Academic Central
8/10/20 UO Libraries; Graduate School Academic South
8/10/20 Advancement and Communications Administrative
8/24/20 College of Education Academic South
9/14/20 Student Services and Enrollment Management Administrative
10/12/20 Finance and Administration Shared Services Administrative
10/19/20 Honors College Academic Central
11/9/20 Business Affairs Office Administrative

Revised 5/29/20

NOTE: All dates above are tentative until confirmed except for units that have started implementation.

Transitions to schedule

  • School of Law
  • Human Physiology
  • American English Institute

USS to transition Design and Journalism in late April

Work to implement User Support Services has resumed. The project team is now planning to transition the College of Design and School of Journalism and Communication during the week of April 27.

This transition, which was originally scheduled for March 31, was delayed while the university responded to COVID-19.

User Support Services is comprised of four support teams and an enterprise device management team. IT support for Design and Journalism will be provided by the Academic North support team, which is comprised of IT staff from Design, Journalism, and the College of Arts and Science.

Transform IT resuming momentum

Jessie Minton, Vice Provost for Information Services and Chief Information Officer, sent the following message to UO IT staff on April 15, 2020:

Good afternoon colleagues,

It’s been an unprecedented beginning to spring term. Due to the extraordinary work from all of you, we are teaching remotely and supporting our campus with technology in a way never seen before. I’ve watched all of you work together as a truly cohesive IT unit with common priorities, which was exactly what allowed us to thrive in the face of this challenge. I am profoundly grateful and incredibly proud.

I’ve been talking with you all over the past few years about how important it is for us to come together, better utilize our collective talents, and steward our resources. The COVID-19 outbreak has brought this need into focus in a way that is sharper than ever. Now that we have launched the term successfully, we need to resume focus on proceeding with Transform IT. In fact, some of the work done to send the campus remote has expedited this need. The VDI environment and the Enterprise Device Management (EDM) pieces in particular have accelerated well beyond the initially planned schedule.

With this in mind, I wanted to share how we’re moving forward.

User Support Services (USS)

We will now renew focus on executing the organizational structure for User Support Services, including understanding how to assemble the EDM support team. We will be working closely with administration and human resources to determine how we can continue to move forward in the current environment.

Enterprise University Applications (EUA)

The final project in the Transform IT program — Enterprise University Applications — is also underway, and we’re now resuming work on the assessment phase.

Today, as you may know, many UO units offer similar applications and software solutions, resulting in an inefficient use of resources, a fragmentation of software spending, and duplication of tools, processes, and services. Without an increase in the university’s technology funding, we must reallocate our spending so we can effectively enhance IT infrastructure to ensure academic excellence — one of UO’s institutional priorities. EUA will create a framework for rationalizing the university’s purchasing, development, hosting, management, support, and use of software applications and services.

The EUA project will approach UO’s applications with goals similar to those of the USS Recommendations project, which looked at tech support functions.

The EUA project team includes representatives of IT groups throughout the university. The team is charged with producing three main deliverables this spring:

  1. A categorized catalog of all purchased and custom-built software at the university;
  2. A suite of recommendations on a category-by-category basis for possible changes to the purchase, hosting, management, and support of that software;
  3. Recommendations for the delivery of custom application development as a service and associated organizational changes.

The software catalog will provide visibility into the software solutions already available for use at the university, which units support those solutions, and how those solutions are funded. The project team will then assess where we may be able to:

  • Reduce the number of similar software solutions used;
  • Change the way an application category is managed or supported, including considering whether to centralize;
  • Reduce costs through volume discounts or enterprise licenses.

This summer, I will review the project’s recommendations with the Transform IT Steering Committee. After that, we will begin making plans for further focused analysis and implementation of the approved changes on a category-by-category basis, including stakeholder engagement. Implementation may involve the reorganization of IT staff who support applications in some categories.

The EUA project also aims to establish a definition for “enterprise application,” and provide recommendations for policy and procedures for reviewing and adopting future enterprise applications.

With so many unknowns around COVID-19, we’re going to be flexible in how we proceed with this. However, the current situation makes it more important for us to pursue these efficiencies, not less.

We will provide updates on the EUA project on the Transform IT website.

If you have any questions, please contact me or EUA project manager Tony Saxman at saxman@uoregon.edu. For questions about USS, please contact Gary Sullivan, director of USS, at garys@uoregon.edu.

Best regards,

Jessie

Transitions for Design, Journalism and Other Units Postponed

The User Support Services transitions for College of Design, School of Journalism and Communication, and other units are on hold as we focus on teaching, learning, business, and research continuity in light of COVID-19. The College of Design and School of Journalism and Communication were originally scheduled to transition into User Support Services on March 31.

This first transition will be rescheduled for a later date, and the rest of the transitions will be rescheduled accordingly.

USS Transition Schedule Under Development

The project manager and project team are working closely with stakeholders to determine a schedule for transitioning support into the User Support Services structure that was announced in January. (See USS Organizational Chart Draft Now Available.)

Factors under consideration include academic schedules, unit-specific projects, commencement, and the Duo two-step login project, among others.

The schedule, once drafted, will be posted on this site.

Once a schedule is developed, the project team will communicate details to each transitioning unit in writing, email, and meetings.

USS Organizational Chart Draft Now Available

On Monday, January 27, the current version of the User Support Services organizational chart was presented to and discussed with university IT staff through a series of meetings with Jessie Minton, chief information officer.

For details of the organizational chart, service level strategy, liaison program and more, see User Support Services Organizational Chart (May 4, 2020 version) here on the Transform IT website.