In early 2019, just as the University was consulting stakeholders on its new strategic plan, Transformation 2030, the University also decided to hold parallel discussions on its administration. This project, entitled Review of the financial and human resources administrative processes, had three goals:
- Evaluate the current state
- Design a future state
- Propose a multi-year plan
The review highlighted that external pressures were forcing the University to become more efficient at a time of financial constraints. It also revealed that to effectively recruit students, attract professors and researchers, retain employees, and receive prestigious research grants and donations, the University must renew its financial and human resources tools, systems and processes.
Following this evaluation, the University launched an unprecedented multi-year modernization program under the leadership of the associate vice-president, finance and administration.
Alignment with Transformation 2030
The University’s strategic plan, Transformation 2030, is driving the need for change. The program to modernize administration is a key component of the University’s ambitious plan to implement best practices throughout the organization. Here is how the program aligns with Transformation 2030’s four strategic pillars and three of its core aspirations.
Policies and processes
- To improve the efficiency and effectiveness of administrative processes and services.
Organization and people
- To support professors, researchers, employees, and students by providing simplified, responsive, easy-to-use services.
- To promote good governance by minimizing risks and improving accountability, transparency, equity, and inclusiveness.
Information and systems
- To facilitate analyses and data-based decisions by providing accurate, complete, easily accessible and timely information.
Benefits for the community
Administrative employees should expect:
- Complete end-to-end human resources data, such as leave balances, hire dates, vacations, employment history, etc.
- Streamlined access to information and simplified task execution (including from mobile devices) for transactions such as leave approval, as well as reimbursements and payment approvals.
Senior management should expect:
- Near real-time visibility on university-wide or unit-wide quality data and key performance indicators (KPIs)
- Improved analysis capabilities and easier scenario modelling to support decision making
- Ability to develop strategies and make decisions based on data
Professors and researchers should expect:
- Simplified processes that reduce their administrative burden
- Self-serve and near real-time financial analyses, charts, ratios, graphs and reports for better decision making
- Research grant information (such as remaining funds) provided in near real-time
- Better links between student/academic and financial/HR information
Students should expect:
- Professors and researchers focusing more on teaching and research and less on administrative tasks
- Efficient and accurate administrative services