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A Memo from President Turner Regarding the IT Initiative

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TO:  The University Community

As part of OE2C, I have accepted a key recommendation of the IT initiative that the University’s chief information officer will now report to the President. After careful consideration, and with input from deans and members of the President’s Executive Council, I believe Joe Gargiulo continuing to fill this important role best serves the University. In addition to gaining from his ability and experience, the continuity of his leadership will allow us to move into a new era of information technology advancement and support to underscore the campus-wide importance of IT.

Dr. Jim Quick, associate vice president of research and dean of graduate studies, and Dr. Marc Christensen, dean of the Lyle School of Engineering, who are serving as executive sponsors of the IT initiative; and Greg Ivy, director of the Underwood Law Library, project manager for the team, are to be commended for their ongoing leadership of this important initiative. I also want to thank the entire IT initiative team for their hard work and our deans for their support throughout this process.

For us to continue our upward trajectory as a national university in the coming years, we need the best IT operation possible. With Joe Gargiulo’s leadership, I believe that goal will be realized.

R. Gerald Turner, President


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Frequently Asked Questions Covering Shared Services

A Letter from President Turner Regarding Shared Services

 

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Six FAQs Covering Shared Services

shared-services-FAQWhat is Shared Services?
Shared Services is the provision of a service through one centralized part of an organization, whereas the service previously had been sourced from multiple parts of an organization. Under Shared Services, a central department manages the services for the campus as a whole, acting as an internal service provider.

Why are we moving to Shared Services Centers?
To improve services and increase campus-wide efficiency. Shared Services will bring together staff members with a breadth of skills and expertise, allowing for greater collaboration and innovation, opportunities for career growth, the more efficient use of resources, reduced operating costs and consistent, streamlined and effective processes throughout the University. Necessary functions of the University will be met by the Shared Services Centers. Service Level Agreements are being developed to ensure appropriate service levels are maintained.

What areas are transitioning to Shared Services?
The areas of Finance, Information Technology and Facilities will transition to Shared Services.

Who will lead these teams?
Finance is under the direction of Ernie Barry, Associate Vice President for Budgets and Finance; Information Technology is under the direction of Joe Gargiulo, Chief Information Officer; and Facilities is under the direction of Philip Jabour, Associate Vice President for Facilities Planning and Management and University Architect.

Will people actually move someplace?
At the outset, staff members will stay where they currently office. Over time, some staff may be moved. However, many staff will remain embedded in their schools or units.

Will people lose their jobs?
Most staff transitioned to Shared Services will simply have a different reporting structure. However, it may be necessary to eliminate additional positions in finance, IT and facilities beginning in August as we streamline processes and continue to recognize efficiencies. We are fully committed to working with every affected employee to provide transition assistance with sensitivity, respect and care for any outplacements.


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A Letter from President Turner Regarding Shared Services

 

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A Letter from President Turner Regarding Shared Services

Dear SMU Colleagues,

As you know, the University started on a path toward Operational Excellence for the Second Century (OE2C) more than a year ago. The goal of this effort has always been to identify funds currently supporting administrative and operational costs that could be redirected toward academic priorities. As part of OE2C, three teams of SMU staff, faculty and administrators are in the final stages of important initiatives focused on the areas of finance, information technology, and facilities.

One result of these initiatives is the development of Shared Services Centers in the areas of Finance, Information Technology and Facilities. Shared Services will bring together staff members with a breadth of skills and expertise, allowing for greater collaboration and innovation, opportunities for career growth, the more efficient use of resources, reduced operating costs, and consistent, streamlined and effective processes throughout the University. Necessary functions of the University will be met by the Shared Services Centers. Service Level Agreements are being developed to ensure appropriate service levels are maintained and will be communicated. At the outset, most staff members will stay where they currently office. Over time, some staff may be moved. However, many staff will remain embedded in their schools or units.

In designing SMU Shared Services, the three initiative teams have examined national best practices and gathered data and feedback from the campus community through surveys and focus groups. Over the past year, input from deans, vice presidents and other staff and faculty stakeholders has been critical in finalizing these designs. The OE2C Executive Committee – which includes Provost ad interim Harold Stanley, Vice President Tom Barry, Vice President Chris Regis and myself – has approved the transition to Shared Services.

Approximately 250 positions will be included in Shared Services. Roughly half of these positions are already within the current Finance and Information Technology offices. Every effort will be made to notify staff members who are joining Shared Services before the beginning of classes in August. It may be necessary to eliminate additional positions in finance, IT and facilities beginning in August as we streamline processes and continue to recognize efficiencies. We are fully committed to working with every affected employee to provide transition assistance with sensitivity, respect and care for any outplacements as we did during our organization design efforts earlier this calendar year.

We will continue to communicate with you in the weeks ahead about Shared Services. The move to Shared Services will be a transition over time. I ask you for your understanding and patience throughout this process.

We are grateful to all of the OE2C teams for their hard work in launching initiatives this year ¬– including in travel, procurement and contracts – and to the many staff and faculty members who have provided helpful input. By implementing these important changes, we are ensuring that the University can maintain its focus on teaching, learning and research.

Sincerely,

R. Gerald Turner
President


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Frequently Asked Questions Covering Shared Services

 

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Facilities Initiative’s Recommendation on Temperature Set Point Change Approved

facilities-websize-kimleesonAs part of the University’s ongoing commitment to decrease costs and reinvest any savings back into the academic mission of the University, the OE2C Facilities Initiative team has collected data on temperature set points across campus and determined how these set points affect utility costs.

A recommendation has been approved to transition from the current set point range of 68 to 74 degrees to a more narrow range depending on the time of year. A 74-degree set point would be the standard with a plus-or minus-two-degree variance in the cooling season (spring, summer), and 70 would be the set point with a plus- or minus-two-degree variance in the heating season (fall, winter). These new standard set points will result in significant annual savings and reduce the University’s carbon footprint.

Facilities Planning and Management is in the process of compiling a list of spaces on campus that require special temperature considerations. For example, facilities with special collections, valuable art, research labs not used for classes, and event spaces during active use are some examples of what could qualify for an exemption.

Implementation of the new standard set points will occur this fall, along with protocols and processes, including a comprehensive list of exempt spaces, that will be developed this summer by Facilities Planning and Management in collaboration with the corresponding stakeholders.

Thanks,

Tom Barry & Sam Holland
Executive Sponsors
OE2C Facilities Initiative

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Your July 2015 Guide: OE2C News and Highlights

OE2C July News & Highlights

Shared Services, a new reporting line for the University’s chief information officer and thermostat set points designed to lower energy costs led the news this month.

New Shared Services Centers take shape

President Turner explained to faculty and staff how the areas of facilities, finance and information technology would now be part of Shared Services, bringing together staff members with a breadth of skills and expertise to better serve the entire University. Read more.

Facilities Initiative’s recommendation on new building temperatures approved

As part of the University’s ongoing commitment to decrease costs and reinvest savings back into the academic mission of the University, the OE2C Facilities Initiative team collected data on temperature set points across campus and found a way to save money. Read more.

Chief Information Officer now a direct-report to President Turner

President Turner accepted a key recommendation of the IT initiative that the University’s chief information officer will now report to the President and that Joe Gargiulo will continue as SMU’s CIO. Read more.

Other July updates

FAQ: Six questions and answers about Shared Services