VP University Services and Finance reorganization

To achieve the goals of the University of Alberta for Tomorrow initiative, our new model centralizes many services and administrative activities, processes, and functions that are common to faculties and units across the university.

The University Services and Finance (USF) portfolio will house many of the university’s administrative departments, including:

  • Human Resources, Health, Safety and Environment (HRHSE)
  • Finance, Planning and Procurement (FPP)
  • Information Services and Technology (IST)
  • Shared Services
  • Performance, Analytics and Institutional Research (PAIR)
  • Internal Audit and Risk Management

The charts below will help you understand how services will be delivered in each unit and how teams will be organized to deliver the function.

Key features you'll notice

  • Each department has Centres of Expertise (previously called Centres of Excellence) with specialists
  • Several departments will have a team of Service Partners
  • Staff members who complete transactional activities and client services will work together in Shared Services, and we’ve identified functions that will move there over the next few months.
  • Most managers or team leads now have six to 10 people reporting to them, and the levels of hierarchy are fewer. By the end of the project, there will be a 25% reduction in the layers of hierarchy and an average 100% increase in spans of control. This will result in a substantial cost reduction. 

In time, employees will contact Shared Services to accomplish transactional tasks. More centralized administrative activities will allow us to streamline processes, and identify and correct inefficiencies. We also have an opportunity to foster a service culture that begins in the centre but is adopted broadly.

What you need to know about the following organizational charts

Legend:

  • Blue indicates a new position has been created
  • Green indicates existing, filled positions
  • Grey boxes indicate positions that will transition to Shared Services, Centres of Expertise, or Service Partner roles in the future
  • Lime green indicates positions that are still being planned
  • "# FTE" (full-time equivalent) indicates the number of positions
  • "Reports: # FTE" indicates the number of positions reporting to the role
  • FTE ranges are included where decisions are still being made

Finance, Procurement and Planning (FPP)

USF Finance, Procurement & Planning

  • AVP Finance, Procurement and Planning (FPP) (existing position)
    • Admin support staff — 1 FTE (existing position)
    • Director, Service Partner (new position)
      • Sr. FPP Service Partner, College of Natural & Applied Sciences. Reports: 5-7 FTE (new position)
      • Sr. FPP Service Partner, College of Natural & Applied Sciences. Reports: 5-7 FTE (new position)
      • Sr. FPP Service Partner, College of Health Sciences. Reports: 5-7 FTE (new position)
      • Sr. FPP Service Partner, College of Health Sciences. Reports: 5-7 FTE (new position)
      • Sr. FPP Service Partner, College of Social Sciences & Humanities, and Community Faculties. Reports: 6-7 FTE (new position)
      • Sr. FPP Service Partner, Central VP Portfolios. Reports: 5-7 FTE (new position)
      • Sr. FPP Service Partner, Central VP Portfolios. Reports: 5-7 FTE (new position)
    • Director, Financial Reporting (existing position)
      • Senior Financial Accountant — 4 FTE (existing position)
      • Financial Processes and Controls — 1 FTE (existing position)
      • Financial Analyst —  2 FTE (existing position)
    • Director, Resource Planning (existing position)
      • Resource Planner — 5 FTE (existing position)
      • uPlan Support — 1 FTE (existing position)
    • Director, Procurement (existing position)
      • Senior Compliance Analyst — 1 FTE (existing position)
      • Compliance Analyst — 1 FTE (existing position)
      • Senior Business Analyst, Supply Net — 1 FTE (existing position)
      • Business Analyst, Supply Net — 1 FTE (existing position)
      • Manager, Product and Equipment — Reports: 8 FTE (existing position)
      • Manager, Contract Services & Construction — Reports: 7 FTE (existing position)
      • Business Analyst, Travel & Customs — 1 FTE (existing position)
    • Director, Investments and Treasury (existing position)
      • Treasurer — 1 FTE (existing position)
      • Investment Portfolio Manager (Private) — 1 FTE (existing position)
      • Investment Portfolio Manager (Public) — 1 FTE (existing position)
      • Unit Admin Support — 1 FTE (existing position)
      • Investment Analyst — 1 FTE (existing position)
      • Assistant Treasurer — 1 FTE (existing position)
      • Cash Manager — 1 FTE (existing position)
    • Risk Management & Insurance, Director (existing position)
      • Insurance and Risk Analyst — 2 FTE (existing position)

Notes:

  • Current FTE: 95  |  Future FTE: 102
  • Current hierarchy layers: 4  |  Future hierarchy layers: 3
  • Average current span of control: 3.8  |  Average future span of control: 6.3
  • Service partner allocation based on combination of UniForum data and stakeholder input
  • Distribution Service (23 FTEs) moves to Shared Services
  • Initial discussion with IST and F&O suggested category procurement specialist will be moved to procurement CoE
  • Given proximity to central unit, 1 admin to support AVP is sufficient

 

Human Resources, Health Safety and Environment (HRHSE)

Human Resources, Health Safety & Environment

  • AVP Human Resources, Health Safety and Environment (HRHSE) (existing position)
    • Admin support staff — 4 FTE (existing position)
    • Director, HR Service Partnerships (existing position)
      • Sr HR Service Partner, College of Health Sciences. Reports: 8 FTE (existing position)
      • Sr HR Service Partner, College of Natural and Applied Sciences. Reports: 5 FTE (existing position)
      • Sr. HR Service Partner, College of Social Sciences & Humanities. Reports: 5  FTE (existing position)
      • Sr. HR Service Partner, Individual Faculties and President / VPA / VPRI. Reports: 5  FTE (existing position)
      • Sr. HR Service Partner, VPUSF / VPFO / VPER. Reports: 5 FTE (existing position)
    • Director, Organizational Design & Talent
      • Talent Acquisition Consultant — 1 FTE (existing position)
      • Talent Acquisition Consultant — 1 FTE (new position)
      • Talent Acquisition Advisor — 1 FTE (existing position)
      • Talent Acquisition Advisor — 1 FTE (new position)
      • Compensation Strategy Consultant — 1 FTE (new position)
      • Workforce Planning Consultant — 1 FTE (existing position)
      • Manager, Job Design & Evaluation Operations. Reports: 6 FTE (existing position)
    • Director, Leadership & Professional Development (existing position)
      • Senior Leadership and Professional Development Consultant — 2 FTE (existing position)
      • Leadership and Professional Development Consultant — 2 FTE (existing position)
      • Learning & Development Specialist — 1 FTE (existing position)
      • Learning & Development Specialist — 1 FTE (new position)
      • Learning Systems/ E-learning Coordinator — 1 FTE. Moving from H&S. (existing position)
      • Learning and Development Coordinator — 1 FTE (existing position)
      • Succession and Performance Management Consultant — 1 FTE (new position)
    • Director Well-being, Culture & Rewards (new position)
      • Senior Consultant, Recovery and Return to Work — 1 FTE (existing position)
      • Recovery and Return to Work Consultant — 3 FTE (existing position)
      • Recovery and Return to Work Coordinator — 1 FTE (existing position)
      • Senior Consultant, Health Promotion and Engagement — 1 FTE (existing position)
      • Health, Rewards and Engagement Coordinator — 2 FTE (existing position)
      • Benefits Strategist — 1 FTE (existing position)
    • Director, Health, Safety & Environment (existing position)
      • Manager, Regulatory and Consulting Services. Reports: 5 FTE (existing position)
      • Manager, Inspections and Technical Services. Reports: 6 FTE (existing position)
      • Manager, Environment and Support Services. Reports: 5 FTE (existing position)
      • HSE Systems Development and Support — 1 FTE (existing position)
    • Senior Labour Relations Officer — 1 FTE (existing position)
      • Labour Relations Officer — 1 FTE (existing position)
      • Labour Relations Officer — 2 FTE (new position)
      • Senior Communications Officer — 1 FTE (transitioning positions)
      • Communications Officer — 1 FTE (transitioning positions)

Notes:

  • Current FTE: 115  |  Future FTE: 98
  • Current hierarchy layers: 4  |  Future hierarchy layers: 3
  • Average current span of control: 2.1  |  Average future span of control: 6.1
  • Communications officer roles temporary until engagement/ communications functions move
  • Redistribute labour relations duties between HRHSE and Faculty Relations
  • Admin support includes three administrative assistants and one operations coordinator

 

Information Services and Technology

Information Services & Technology

  • AVP & CIO
    • Finance, HR, Communications (transitioning positions)
    • Admin support staff — 4 FTE (existing position)
    • Director, Enterprise Applications (existing position)
      • Manager, Core Technology Services. Reports: 4 FTE (existing position)
      • Manager, Core Business Solutions. Reports: 7 FTE (existing position)
      • Manager, Higher Education Solutions. Reports: 4 FTE (existing position)
      • Manager, Application Development Services. Reports: 8 FTE (existing position)
      • Manager, Process Automation Services. Reports: 8 - 10 FTE (existing position)
      • Manager, Integration & Quality Assurance. Reports: 5-6 FTE (new position)
      • Manager, Data Management & Analysis. Reports: 5 FTE (new position)
    • Director, Digital Infrastructure (existing position)
      • Manager, Digital Network and Data Centre Services. Reports: 12 - 14 FTE (new position)
      • Team Lead, Edge Network Services. Reports: 10 FTE (existing position)
      • Manager, Identity & Access Services. Reports: 15 FTE (new position)
      • Team Lead, Windows Infrastructure Services. Reports: 11-13 FTE (existing position)
      • Team Lead, Unix Infrastructure Services. Reports: 10-12 FTE (existing position)
      • Manager, Cloud Services. Reports: 5 FTE + TBD (new position)
      • Telephones — 2-3 FTE (transitioning positions)
    • Director, IT Service Excellence (new position)
      • Manager, IT Service Delivery Processes and Tools. Reports: 6 FTE (new position)
      • Team Lead, Endpoint Support. Reports: 20-25 FTE (existing position)
      • Manager, Endpoint Systems. Reports: 5-6 FTE (new position)
      • Manager, IT Service Design and Improvement. Reports: 8 FTE (existing position)
      • Manager, Project Portfolio. Reports: 14 FTE (new position)
      • IT Business Partners — 4 FTE (new position)
      • Service Desk — 7-16 FTE (transitioning positions)
    • Chief Information Security Officer (existing position)
      • Assurance & Compliance — 3 FTE (existing position)
      • Team Lead, Security Operations. Reports: 6-12 FTE (existing position)
    • Director, Digital Learning Environment (existing position)
      • Team Lead, LS Support & Digital Events. Reports: 8-10 FTE (existing position)
      • Manager, LS Technology. Reports: 9 FTE (existing position)
      • Team Lead, LS OS & App Provisioning. Reports: 8 FTE (existing position)
      • Team Lead, Test Scoring & Surveys. Reports: 3 FTE (existing position)
      • Team Lead, Digital Assessment Services. Reports: 4 FTE (existing position)
      • Team Lead, DLE Product Support & Configuration. Reports: 8 FTE (new position)
      • Team Lead, DLE Product Dev. Integration & Analytics. Reports: 8-10 FTE (new position)
    • Director, Research Computing (existing position)
      • Manager, Advanced Research Computing. Reports: 9 FTE (new position)
      • DRS Grant Advisor (Business Partner) — 1 FTE (existing position)
      • DRS Col Coordinator (Business Partner) — 1 FTE (existing position)
      • Research SW Specialist — 1 FTE (new position)
      • DH / DSS Specialist — 1 FTE (existing position)
      • Data Science / Analytics Specialist — 1 FTE (new position)
      • Applied ML Specialist — 1 FTE (new position)

Notes:

  • Current FTE: 278.5  |  Future FTE (exc. Hub): TBC  |  Future FTE (inc. Hub): 336
  • Current hierarchy layers: 5  |  Future hierarchy layers: 3
  • Average current span of control: 5.7  |  Average future span of control: 8.9

 

Shared Services

Future Structure for Shared Services

  • AVP Shared Services (new position)
    • Admin support — 1 FTE (Number of Admin Support to Adjust as Staff Service Centre grows) (existing position)
    • Director HR Process Services (existing position)
      • Manager, Payroll Services — FTE: 10-12 (new position)
      • Team Lead, Workforce Admin — FTE: 8-12 (new position)
      • Team Lead Talent Acquisition Support — FTE: 4-6 (new position)
      • Manager, Employment Services — FTE: 8-12 (new position)
      • Team Lead, Time & Labor Services — FTE: 5-7 (new position)
      • Immigration & Relocation  Support Specialist — FTE: 2 (existing position)
    • Director Finance Process Services (new position)
      • Manager, Payment Services — FTE: 6-8 (existing position)
      • Manager, Billing & Collection Services — FTE: 7-11 (existing position)
      • Manager, Compliance Services — FTE: 6-10 (new position)
      • Manager, Distribution Service — Reports: 18-25 (existing position)
      • Manager Procurement Support Services — FTE: 6-10 (planned positions)
      • Manager, Accounting Support Services — FTE: 6-10 (planned positions)
      • Manager, Research Admin Services — FTE: 6-10 (planned positions)
    • Manager Staff Service Centre (new position)
      • Staff Service Centre Team — FTE: 12-15 (new positions)
      • Team Lead, IT Remote Services — FTE: 12-15 (planned positions)
    • Director Continuous Improvement (new position)
      • Reporting & Data Analyst — FTE: 2 (new position)
      • Lead Project Coordinator — FTE: 1 (new position)
      • OCM Specialist — FTE: 1 (new position)
      • Training Specialist — FTE: 1 (new position)
      • User Experience Designer — FTE: 1 (new position)
      • Lead Process Designer — FTE: 1 (new position)
      • Workflow & Automation Specialist — FTE: 1 (new position)
      • PROJECT TEAMS  — FTE As Required (planned positions)
    • Additional Service Lines: As Shared Services expands future process services teams will be set up for Student Services, Research Administration, External Relations, Facilities & Operations (planned positions)

Notes:

  • Approximate FTE: ~100 (+ project teams)
  • Future expected: 200+ staff
  • Hierarchy layers: 3
  • Approximate average span of control: up to 10

 

Performance, Analytics and Institutional Research (PAIR)

Performance Analytics & Institutional Research (PAIR)

  • Executive Director Performance, Analytics and Institutional Research (existing position)
    • Director Strategic Analytics Info Management, Analytics & Data Warehousing (existing position)
      • Analyst — 6 FTE (existing position)
    • Director Operations Info Management, Analytics & Data Warehousing (existing position)
      • Analyst — 5 FTE (existing position)
    • Researcher, Institutional Research — 2.5 FTE (existing position)
    • Lead, Strategic Initiatives — 1 FTE (existing position)
    • Manager, Continuous Improvement Programs (existing position)
      • Analyst — 4 FTE (existing position)

 

Internal Audit and Risk Management

Internal Audit & Risk Management

 

  • Executive Director, Internal Audit and Risk Management (existing position)
    • Lead, ERM (existing position)
    • Lead, Data Analytics (existing position)
    • Lead, Integrated Audit (existing position)
    • Staff, Investigator (existing position)

 

Reducing or transitioning faculty support and growing the centre

Initially, departments and faculties will be asked to reduce their administrative employees, both to meet budget demands and to reduce duplication of activities that will occur in Shared Services. You will also notice that the number of administrative staff will grow in the USF portfolio, including Shared Services, over the next few months.

Though it may seem counterintuitive to reduce and then increase staff in this way, the final result will be fewer administrative staff at the university overall and reduced administrative costs. Fewer staff cannot continue to manage the same workload, so by restructuring we will make administrative and transactional work more efficient. Despite fewer staff overall, the increased collaboration and reduced hierarchy will allow for quicker decision-making and greater productivity. Faculties and organizational units will receive common, high-quality, professional services from the USF portfolio.