Nova Scotia PSE IT Shared Services

The Environment 11 Post Secondary Institutions in Nova Scotia Institutions operate a large and complex information technology environment consisting of more than –1000 physical and virtual servers –11,000 square feet of datacentre space –3,600 core network devices –Packaged and Open Source software applications –Approximately 450 IT Staff Total IT operating budget ( ) approximately $33M. Changing IT environment from delivery of all IT to facilitators (Order takers to consultative)

Budgetary Pressures Provincial allocation to universities reduced by 10% over 3 years Tuition cap of 3% Declining demographic of university age students Increasing demands on IT –Student expectations –Automation of processes on campus –More data driven decision making Costs increasing at a rate higher than inflation

Concept When possible, share the acquisition and delivery of IT services Benefit students, staff, and faculty at each institution Participating institutions would –save money –experience improved service delivery –IT staff would be more efficient and effective

Continuum of Shared Services Models Deloitte & Touche LLP

Towards IT Shared Services 2010 May – IT Directors’ report on possible cooperation September – O’Neil Report 2012 January – Proposal for Feasibility Study Spring – Received $250,000 for study September – Feasibility Study reports it is possible November – Round 2 Proposal 2013 March – Received $1,100,000 December – Round 3 Proposal 2014 March – Received $1,440,800 July – Vision and Governance finalized

Process Collaboration of all PSE institutions in NS Saint Mary’s and Dalhousie acting as leads VP’s of Saint Mary’s, Dalhousie, MSVU, and NSCC acted as Executive Committee IT Directors/CIO heavily engaged in development of vision, strategy, and process VP’s fully engaged in the process as Steering Committee Deloitte provided guidance, facilitation, and support

Vision Foundations Guiding Principals –Sharing results in improved service delivery –Cost savings are realized through sharing –Sharing results in more effective use of IT resources Opt In Where –Service aligns with strategy or priorities –Sharing will not cost materially more –Service delivery and workload can be improved –Sharing does not increase risk to organization

Proposed governance structure Interuniversity Services (ISI) ISI Board NS Members of ISI Board ITSS Governing Committee ITSS Executive Director Staff (2 FTEs) Operations Advisory Committee (CIO/IT Directors) Service Committee 1 Service Committee 2 Service Committee n ISI CEO ISI admin support (Payroll, office space, etc.) Governance Structure

Funding ProjectFunding Feasibility Study$250,000 Second Round$1,100,000 - Vision, Strategy, & Governance - Data Centre & Disaster Recovery - Common , Collaboration, Calendar Pilot Third Round$1,440,800 - Shared Services Management Office - Shared IT Procurement - Common , Collaboration, Calendar - Web Services

Next Steps ProjectStartEnd Hire Executive Director (2 Yr Term)Now1 – 2 months Data Centre Review (Identify risks and potential costs) ASAP2 months Competed MOU with ISINow1 month Procurement2 – 3 monthsOn-going Spend Analysis (Telecommunications & VMWare) Now2 - 3 months Data Centre Future Possibilities3 months6 months Common Collaboration, Calendar and tool 4 months18 months Web Services6- 8 months24 months

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