University IT Services at University Administration has gathered staff from a score of different organisational units within the University, from earlier IT units within administration and the University Library to staff from campuses and departments.
University Director Caroline Sjöberg is the chair of the IT Board, which decides on the strategic goals and overall priorities of University IT Services. The IT Board is one component of the new model for IT governance, in which vice-rectors, the head librarian and one student representative guarantee support and influence from the core business.
“The IT Board is well constructed and approval by the Board is an approval from the organisation that demonstrates unanimity and opportunities for cooperation,” says Johan Tysk, vice-rector for the Disciplinary Domain of Science and Technology.
“While the IT Board does not have its own budget, it can decide on investments through joint agreements,” explains university director Caroline Sjöberg.
Years of preparation
Johan Tysk has been on board since day one of the journey towards university-wide IT services, which began several years ago. In 2018, a project was launched tasked with compiling resources and requirements from the organisation and proposing governance and funding models for a joint IT organisation.
“We have a great deal of knowledge within the University and I am proud that we were able to complete this journey in-house. The project was led by then deputy university director Therése Iveby Gardell who, despite a tight timetable, did an excellent job,” says Johan Tysk. “We know best what type of organisation is suited to Uppsala University.”
The project was concluded in May 2019 when IT director Lisbet Holmberg Stark was recruited to take on the task of starting operations together with her new staff of 200. Although a year has now passed, the change work has only just begun; finding common working methods and taking on responsibility for some 750 separate IT systems identified in a major survey takes time.
“It is important to find a good balance between common systems and meeting specific operational needs, all in the same organisation. Good ideas and initiatives within one area should benefit everybody. University IT Services stands for efficiency, security and quality. The merger of all of the University’s IT operations should lead to one secure central environment that delivers high-quality IT services – to everyone,” says Johan Tysk.
Increased demand and more requests
“Our mission is clear: we must continue to deliver qualitative IT in the midst of our internal change work,” explains IT director Lisbet Holmberg Stark. “At the same time, demands are increasing from the core business. We have seen an increased inflow of requests and invitations to collaborate. The pandemic has also seen an increasing demand for support for distance education and digital tools.”
Among the positive effects of the merger can be counted the IT Board’s decision to offer a strengthened and comparable university-wide network infrastructure. Improved and expanded IT support for research and the storage of research data is also on the agenda, while the coordination of licensing agreements in the IT sector has already saved the University countless thousands of kronor.
IT fee under discussion
“We are already seeing many positive effects but there are naturally challenges to be overcome,” says Caroline Sjöberg. The new organisation implies a new funding model. While IT should not be any more expensive for the core business, new procedures for administration and invoicing are being introduced and the IT fee currently charged per employee has been up for discussion.
“Cooperation demands confidence and trust in our larger organisation,” says Caroline Sjöberg. “Nobody should be making a profit and we will have to make adjustments as we go along. We need to be able to give and take and then openness and transparency is important.”
Exactly what the division of responsibilities will be between University IT Services, facilities managers and other organisations is an ongoing discussion and new collaboration and agreements are being established on an ongoing basis.