Updates and interim reports

This interim report offers an update on the status and actions being taken to support the advancement of recommendations for each major theme and "other" categorization identified in the 2020 IT Review final report. The document identifies timelines for tasks/action items, other ideas being discussed within the working groups (lead by the co-leads), and cross-theme connections.

Background

The IT Review, conducted between April 2019 and May 2020, was launched to assess the University of Waterloo's overall IT capability. The result of this work was captured in the Campus Information Technology Review Final Report (PDF) and included recommendations for building on and enhancing Waterloo's IT landscape. In 2022, when the focus shifted from pandemic activities, the IT Review recommendations needed to be put into action.

Taking action

65 recommendations identified in the final report were reviewed and organized into 7 main themes, each with a unique goal. There were also eight "Other" recommendations that, while not considered major, were included in the Final Report for consideration by campus IT management.

Major themes include:

• Working Together, 10 Recommendations
• Strategy & Vision, 9 Recommendations
• Risk & Security, 11 Recommendations
• IT Governance & Data, 15 Recommendations
• Research Computing, 6 Recommendations
• Teaching & Learning, 6 Recommendations
• Administrative Systems, 8 Recommendations
• Other, 8 Recommendations

Co-lead responsibilities

Project co-leads are responsible for a theme(s) and, in collaboration with other team members, aim to bring accountability, visibility, and awareness to the work; action identified recommendations, where reasonable; and report on progress for the implementation of the IT Review recommendations. Each theme has co-lead assignments from IST, an ASU and a Faculty. The IST co-lead is the key contact and sponsor for each theme they are assigned to. Connie van Oostveen is the Program Manager and Greg Smith is the sponsor for the overall program.

Working Together

Co-leads: Stephen Murphy, Michelle Hollis & Melanie Will

Other ideas/actions

• Guidelines and principles for IT collaboration across organizational units, to make "the best use of limited resources, through reducing redundancy". Collaborate with Security and Risk theme e.g., improper use of technology. (Rec. #1, #9)
• Inventory of University IT capabilities "to provide a comprehensive capability baseline" and "to provide clarity on IT roles, relationships, and responsibilities" Leverage results from Waterloo@lOO, Building Resilience and Strategic Talent & Performance Framework efforts before beginning work on capabilities and skills. (Rec. #2, #7)
• Review and compare IT services in the faculties, ASUs, and IST "to identify specific services that might benefit from a closer affiliation" Start with review of service desk practices across Faculty IT groups and IST to look for services that could be improved by process changes ( Rec. #3)
• Memorandum of Understanding outlining IT support for affiliated and federated institutions of Waterloo (AFIW). Build on existing similar agreements at an institutional level (e.g. with Legal & Immigration Services) for formal agreements. (Rec. #10)
• Support and champion FAST
  • FAST is an initiative to bring together staff developers from many departments across the University of Waterloo. There are many pockets of local development on campus with varying levels of skill, resources, and support. By participating in FAST small teams are able to gain access to knowledge and resources of larger groups, and all participating members gain access to the shared knowledge of the team. Faculty & Academic Support Software Team is an example of cross campus partnerships that provide a useful guide and story to help define a new vision.
• Presented to CTSC January 2023

Cross-theme connections

• Security and Risk theme efforts can be combined with Working Together guidelines and principles.

IT Governance & Data                                       

Co-leads: Greg Smith, Catherine Newell-Kelly, Stefan ldziak

Provost briefed and input sought in October 2022. A presentation was delivered to Info Group and UCIST in January 2023, based on the IT Review recommendations. The actions were socialized and supported. Next step is to write a briefing note for the Provost.

Cross-theme connections

IT and Data Governance have broad connections to how IT work is planned, funded and completed on campus, and how systems and data are implemented and shared. IT Governance has connections to all IT Review themes.

Risk & Security                                                    

Co-leads: Jason Testart, Stephen Murphy, Justin Nankivell

Other ideas/actions

• For the risk section of the theme, follow the same process for IT risks as done for the Policy 11 risk register. Identify risk areas and have senior IT leaders prioritize risks.

Cross-theme connections

• Risk and security connect with all themes. Risk decisions need proper governance, security is everyone's responsibility, research security is a priority area for the organization.

Research Computing

Co-leads: Bill Mcilroy, Vincent Gaudet

Other ideas/actions

• Review faculty representation on IT committees
• Create a new mechanism for faculty advice on IST projects and strategic planning - possibly a new faculty advisory group
• Presentations: CTSC January 2023, UCIST in February 2023

Cross-theme connections

• Recommendation #5 Relates to security & compliance directives for Research Data; connections with (Risk and) Security and (Governance and) Data themes.
• Recommendation #6 Refers to areas and mechanisms by which faculty might better participate in IT activity; related to recommendations under the IT Governance theme of the IT Review

Teaching & Learning

Co-leads: Pam Fluttert, David DeVidi, Robert Park

Other ideas/actions

• Guidelines for digital course content, EdTech training and self-help documentation improvements, EdTech sandbox for instructors (Rec #1,6)
• Improvements to gather feedback and prioritize future work for e-classrooms (e.g. regular survey to faculty and students) (Rec #3,5)
• Consult with faculty and staff (e.g. Library for OER) on expectations, review Policy 73 (intellectual property), video content management platform (Rec #2)

Cross-theme connections

• Working Together: campus intranet and knowledge management environment(s) can provide tools for EdTech information sharing
• Strategy & Vision: ensuring the EdTech directions are aligned
• IT Governance & Data: EdTech Governance intersections and communication flows
• Risk & Security: EdTech intake process
• Research Computing: some EdTech tools are used for faculty to conduct research (web collaboration tools, for example)

Administrative systems, service and delivery                   

Co-leads: Greg Smith, Fred Zhu, Corrine Krauss

Cross-theme connections

• There is overlap with Building a Resilient University of Waterloo in the University's strategic plan. Andrew McAlorum, as program owner for the IT Review, is establishing a regular connection to the Provost's Office.
• There is foundational work to do in the Governance theme, before significant action can be taken on the recommendations.
• The Working Together theme can support some of the inventory components needed for service and delivery related recommendations.