While the SET process redesign team has been diligently working to redesign and streamline processes across the university's administrative functions, the team has also been working to revise and improve their methodology following several lessons learned during work completed so far.
U of A for Tomorrow updates for the week of December 16, 2021
When the university hires a new employee, the process for selecting a candidate, generating an offer letter and adding them to our employee database is called employee appointment. As part of the HR discovery work in the Service Excellence Transformation (SET) program, this process was identified as a high priority area for improvement. In November, Shared Services and SET piloted a redesigned employee appointment process that will roll out to the university in January.
The university is proceeding with five critical process changes to increase cost savings.
Over the past 16 months, the HR workstream and several teams within the Human Resources, Health, Safety and Environment unit have collaborated to reorganize HR services.
With the completion of the Event Management Task Force at the beginning of November, approval has been given to proceed with implementation of the software solution, Groupize, beginning in January 2022.
U of A for Tomorrow updates for the week of December 9, 2021
Aminah Robinson Fayek, Vice-President (Research and Innovation) introduces a redesigned portfolio structure which integrates strategic research and innovation support, streamlines research administration, and offers expanded services delivered via four Centres of Expertise.
Steven Dew, Provost and Vice-President (Academic), shares the new vision for the future of student services at the University of Alberta that will drive improved student experience.
As part of the Service Excellence Transformation (SET) program, some financial services are moving from Finance, Procurement and Planning to Shared Services, and contact information is changing. Learn more about how to access finance support, forms and information.
U of A for Tomorrow updates for the week of December 2, 2021
Communications and Marketing Partners are integral to the new model in External Relations to ensure the success of integrated and aligned support for the University of Alberta. External Relations and the Service Excellence Transformation (SET) external engagement workstream are pleased to announce the appointments of the Communications and Marketing Partners.
U of A for Tomorrow updates for the week of November 25, 2021
To ensure staff continue to have an opportunity to learn more and share feedback during this time of transition, we hosted another Ask SET Anything event on November 5, and opened the floor to questions.
U of A for Tomorrow updates for the week of November 18, 2021
Since August 2020, the U of A for Tomorrow (UAT) team has sent monthly pulse surveys to a representative, randomly selected sample of 700 employees across the institution to ask about restructuring and strategic transformation. Since the last pulse survey update in July, discover how faculty and staff are feeling about change being undertaken to achieve the goals of the UAT initiative.
U of A for Tomorrow updates for the week of November 10, 2021
Under the leadership of Provost Steven Dew, the Academic Leaders Task Group has been reviewing academic leadership roles in the context of the U of A’s new academic structure and operating model. Their aim has been to advise on how to best deploy one of the university’s most critical resources: our professors. Today, Provost Dew shares the ALTG Report.
Technology is a critical component to administrative transformation, and leveraging the capability of technology to help us work more efficiently and effectively is integral. As we implement the new operating model to promote consistency, avoid duplication, and support a university-wide service culture, there is even more opportunity to modernize as well as further develop and embrace these technologies.
In July, Shared Services launched the Staff Service Centre, and phase one of HR Services available to you. As the transfer of HR activities from the Human Resources, Health, Safety and Environment unit to Shared Services concludes, you may be wondering what HR services are offered by the Shared Services unit through the Staff Service Centre. Here’s where to go for what you need and our most common inquiries.
U of A for Tomorrow updates for the week of November 4, 2021
This is the final article in our series highlighting the upcoming activities and milestones for key initiatives of the SET program. This week, we look at the initiatives that have been identified as critical to sustaining the operating model beyond the SET program
U of A for Tomorrow updates for the week of October 28, 2021
This is the third in a series of four articles highlighting the upcoming activities and milestones for key initiatives of the SET program. This week, we look at what to expect with the non-labour streams, such as procurement, space and facilities, and more.
U of A for Tomorrow updates for the week of October 21, 2021
A number of finance services and team members have moved from Finance, Procurement and Planning to Shared Services. Meet the team! New travel and expense and credit card reconciliation processes launch Monday, October 18; please direct inquiries to the Staff Service Centre.
External Relations and the SET external engagement workstream are pleased to announce the appointments of the five Senior Partners, Communications & Marketing.
Finance, Procurement and Planning and the SET finance workstream are pleased to announce the appointments of 27 of the Finance Partners
Last Monday, the SET team hosted another edition of our Ask SET Anything event series. This edition focused on procurement and staff were invited to learn more about projects in this space, ask questions, raise concerns, and share feedback.
Matina Kalcounis-Rueppell, Interim College Dean, recaps the first town hall held in the College of Natural and Applied Sciences.
Joseph Doucet, Interim College Dean, recaps the first town hall held in the College of Social Sciences and Humanities.
This is the second in a series of four articles highlighting the upcoming activities and milestones for key initiatives of the SET program. This week, we focus on what to expect with central support services, including Shared Services, the Student Service Centre, and more.
U of A for Tomorrow updates for the week of October 14, 2021
Greta Cummings, interim college dean, recaps the first town hall for the College of Health Sciences, which was held earlier this week on October 4.
U of A for Tomorrow updates for the week of October 7, 2021
In this four-part weekly series, Vice-President (University Services and Finance), Todd Gilchrist, provides an overview of the upcoming activities and milestones for key initiatives of the SET program as well as case studies to demonstrate recent successes. This first article in this series takes a look at what's ahead for each of the university’s administrative functional areas.
U of A for Tomorrow updates for the week of September 29, 2021
Last Friday, the SET team hosted another edition of our Ask SET Anything event series specifically for student services. Staff in this area were invited to learn more about the Student Service Centre and student services in the new operating model, raise questions, concerns, and share feedback.
U of A for Tomorrow updates for the week of September 23, 2021
U of A for Tomorrow updates for the week of September 16, 2021
As part of the Service Excellence Transformation (SET) program, immigration and relocation services have moved from Human Resources, Health, Safety and Environment (HRHSE) to the Shared Services unit. Learn more about services available to you and foreign nationals, and how to access them.
As part of the University of Alberta for Tomorrow (UAT) initiative, the Procurement team has performed a review and redesign of both the expense reimbursement process and the credit card reconciliation process. The process redesign is currently in the final stages and is planned for implementation this coming October.
U of A for Tomorrow updates for the week of September 9, 2021
As the fall term begins, processes for applying to positions that were implemented over the summer months will be changing. As of September 1, positions may now be posted to the Careers site for a minimum of 5 business days; please regularly check the Position Opportunities page (POP) and the Careers site for the latest updates. In addition, the option to submit your resume in advance by proxy is no longer available; all applicants will be responsible for submitting their resume and cover letter through normal routes, via the Careers site, and by the specified competition deadline.
As we start a new fall academic term, we wanted to summarize all that’s happened with the University of Alberta for Tomorrow initiative over the past three months to keep you up to date and informed of anything you may have missed.
Last Wednesday, the SET team hosted another edition of our Ask SET Anything event series. This edition focused on external engagement, and staff were invited to learn more about the new External Relations structure, raise questions, concerns, and share feedback.
U of A for Tomorrow updates for the week of September 2, 2021
Information, Services & Technology and the SET IT workstream are pleased to announce the appointments of the IT Service Partners.
Visit the Staff Service Centre to view articles about common HR inquiries, submit a form or request support. Learn more about the services available to you.
U of A for Tomorrow updates for the week of August 26, 2021
The external engagement workstream has concluded its discovery phase, engaging with functional experts and leaders to gain a better understanding of the current state of external engagement-related activities across the university.
With work beginning in early spring 2021, the IT stream is on track to complete the transition of the first university-wide IT services: networks, data centres, and cyber security, by early October.
U of A for Tomorrow updates for the week of August 19, 2021
August 16, 2021 marks the official launch of the Student Service Centre located on the main floor of the Administration Building on North Campus (utilizing the previous Student Connect space and infrastructure).
Over the past few weeks, we've heard questions related to the positions that are coming available as a result of the new operating model, and which positions may no longer exist. Staff are seeking guidance about the timing of roles, when to apply, and the application process. Here are some answers to the latest questions we've been hearing.
U of A for Tomorrow updates for the week of August 12, 2021
Shared Services launched phase one of its services this week: HR Services and the new Staff Service Centre. The Staff Service Centre will be the entryway for faculty and staff to access centralized support.
Since August, the U of A for Tomorrow (UAT) team has sent out monthly pulse surveys to 7,000 employees across the institution to gain a sense of how the university community is feeling about both academic and administrative transformation. This survey is an opportunity to take the pulse of our community on a few key questions relating to the UAT initiative. Read on to learn some of the latest findings from the survey.
U of A for Tomorrow updates for the week of July 29, 2021
Elan MacDonald, VP External Relations, shares the new External Relations organizational structure.
Last Thursday, the SET team hosted another edition of our Ask SET Anything event series specifically for staff to learn more about Shared Services and the Staff Service Centre ahead of the July 26 launch.
U of A for Tomorrow updates for the week of July 22, 2021
The new Student Service Centre, a navigation hub for students—and for staff who support students—will be a one-stop-shop for all enquiries, helping students throughout their university journey.
U of A for Tomorrow updates for the week of July 15, 2021
Over the past two and a half months, the Shared Services unit has been busy hiring and planning for the phase one launch of its services.
Provost Steven Dew shares an update on the Academic Leaders Task Group (ALTG), charged with undertaking a review of the roles of academic leaders in the context of our new academic structure.
U of A for Tomorrow updates for the week of July 8, 2021
Over the last year, the University of Alberta has launched and put into action an ambitious plan for transformation. We've been focused on the future university—one that is relevant, responsive, and nimble. Look back on UAT’s year one milestones as we work towards becoming a university that can grow and adapt to changing demographics and student needs.
Finance, Procurement and Planning and the SET finance workstream are pleased to announce the appointments of the Senior Finance Partners.
As the university continues transitioning to the UAT operating model, many new positions are being created and will be posted throughout the summer months. With many taking vacation time, we’ve prepared some information and steps you can take to ensure you don’t miss out on future job opportunities.
U of A for Tomorrow updates for the week of June 24, 2021
More than 1500 people joined President Bill Flanagan, Provost Steven Dew, VP (USF) Todd Gilchrist, and the three interim college deans, Greta Cummings (College of Health Sciences), Joe Doucet (College of the Social Sciences and Humanities), and Matina Kalcounis-Rueppell (College of Natural and Applied Sciences) for a town hall focused on the university’s new colleges and operating model. This recap includes answers to audience questions and access to the recording of the event.
The research administration workstream has concluded its discovery phase, engaging with functional experts and leaders to gain a better understanding of the current state of research administration processes across the university. Watch as Walter Dixon, executive co-sponsor for the stream and Interim Vice-President, Research and Innovation, presents the stream’s preliminary findings.
As a follow-up to this week’s Town Hall, VP (USF) Todd Gilchrist provides a recap on the SET information shared at the event, including details on progress, upcoming milestones, and staff transitions.
U of A for Tomorrow updates for the week of June 17, 2021
With the establishment of colleges, it is critical to clarify the changing roles and responsibilities relating to academic and administrative services for faculties, departments, and central portfolios.
Human Resources, Health, Safety and Environment (HRHSE) and the SET HR functional workstream are pleased to announce the appointment of the Senior HR Service Partners (Sr. HRSPs).
U of A for Tomorrow updates for the week of June 3, 2021
President Bill Flanagan and Provost Steven Dew provide an update on the principles and focus of discussions on the establishment of the colleges’ roles and responsibilities.
Since August, the U of A for Tomorrow (UAT) team has sent out monthly pulse surveys to employees across the institution to gain a better sense of how the university community is feeling about both academic and administrative transformation. Learn more about the findings over the months.
U of A for Tomorrow updates for the week of May 27, 2021
U of A for Tomorrow updates for the week of May 20, 2021
The new Associate Vice-President of Shared Services, Ria Ames, shares what it means to join the new team, what faculty and staff can expect, her take on some of your burning questions, and what’s coming next.
U of A for Tomorrow updates for the week of May 13, 2021
The Service Excellence Transformation (SET) team has set up a group of on-the-ground faculty and staff who are dedicated to leading lasting change for the university.
Under the SET program, administrative services—including IT—will transition into a new operating model consisting of Centres of Expertise, Service Partners, a Transaction Processing Hub, and more.
U of A for Tomorrow updates for the week of May 6, 2021
President Flanagan and Provost Dew provide an update on clarifying the roles, responsibilities and structure of the three colleges.
Last Friday, the SET team hosted another edition of our Ask SET Anything event series specifically for research administration staff and researchers to raise questions, concerns, and share feedback with regard to administrative restructuring and transitioning.
U of A for Tomorrow updates for the week of April 29, 2021
A large portion of the work that is conducted before transitioning staff and services to the new administrative operating model is known as process redesign.
U of A for Tomorrow updates for the week of April 22, 2021
U of A for Tomorrow updates for the week of April 15, 2021
Three college general managers have been appointed to provide operational leadership and administrative services to the new academic colleges.
U of A for Tomorrow updates for the week of April 8, 2021
The SET team outlines the processes and milestones for the second phase of the functional review: the prepare phase.
President Flanagan provides an update following the joint summit of the three key governance bodies—and invites you to add to the conversation.
Working with the university’s preferred rental vehicle provider, the Procurement team has negotiated and secured better rates and discounts on vehicle rentals and insurance.
U of A for Tomorrow updates for the week of April 1, 2021
With administrative restructuring well underway, our next step in achieving financial stability is to review and redesign the expenditure strategy for goods and services across the university through procurement.
U of A for Tomorrow updates for the week of March 25, 2021
The SET team has coordinated the development of the service catalogues in consultation with subject matter experts and leaders in faculties and central units to allocate processes to the appropriate service delivery area.
President Flanagan provides a financial update on UAT and the university’s 2021-22 budget.
The SET team hosted another edition of our Ask SET Anything event series specifically for staff to learn more about shared services and how it will fit into the university’s new administrative operating model.
U of A for Tomorrow updates for the week of March 18, 2021
University Services and Finance (USF) Vice-President Todd Gilchrist announces the new structure of the USF portfolio.
U of A for Tomorrow updates for the week of March 11, 2021
With the IT discovery complete and priorities identified, the IT stream is quickly moving into the transition phase.
U of A for Tomorrow updates for the week of March 4, 2021
To keep you informed about ongoing changes and updates within the Shared Service Centre, a dedicated web page has been created to provide you with regular updates.
U of A for Tomorrow updates for the week of February 25, 2021
VP (University Services and Finance) Todd Gilchrist recaps the Ask Set Anything: IT Edition event from Friday, February 19, 2021.
As we continue down the path of transitioning into the new administrative operating model, we want to outline the processes and milestones for the first phase of the functional review: the discovery phase.
The SET team has created an online resource which lists upcoming positions that are planned as part of the administrative operating model.
College deans Greta Cummings, Joe Doucet, and Matina Kalcounis-Rueppell provide brief introductions to the U of A’s three new colleges.
U of A for Tomorrow updates for the week of February 18, 2021
The work that we need to do together over the next many months will be challenging. However, I do not doubt that this plan will position the university for success.
U of A for Tomorrow updates for the week of February 11, 2021
VP (University Services and Finance) Todd Gilchrist recaps the Ask Set Anything: Finance Edition event from Monday, February 1, 2021.
U of A for Tomorrow updates for the week of February 4, 2021
Considering William Bridges' concepts of the "transition curve" and "marathon effect" can help us understand how the U of A community is experiencing change.
The university will now start the implementation of UAT in earnest—President Flanagan shares an overview of the next six months.
U of A for Tomorrow updates for the week of January 28, 2021
VP (University Services and Finance) Todd Gilchrist provides an update on SET progress to date, the project timeline for the next six months, and the new administrative model being implemented.
A recap of the January 19 event, including the questions asked and answered, further discussion on transitioning and career opportunities, as well as details on the upcoming HR workstream web page.
Provost Steven Dew shares plans for the next six months, as the U of A prepares to launch three new colleges on July 1.
U of A for Tomorrow for the week of January 21, 2021
President Flanagan provides an update U of A for Tomorrow, including the establishment of three new colleges, their management structure, the Board decision on this, and the appointment of college deans.
The SET team has launched a new webpage to keep you informed about ongoing changes within the IT stream of administrative reorganizations.
U of A for Tomorrow for the week of January 14, 2021