The University of Texas at Austin

Shared Services Powered by Cloud-based Information Technology

September 27, 2013

Information Technology Services (ITS) teams are engaged in the administrative systems replacement and the Shared Services planning projects which are key aspects of the Transforming UT initiative. The primary goal of both projects is to help UT Austin address budgetary constraints by improving the quality of administrative and IT service delivery at lower cost.

In exploring the Business Productivity recommendations (Smarter Systems for a Greater UT), it became even more apparent that new administrative systems are necessary to support the implementation of administrative shared services and realize the benefits.

Replacement of the University’s administrative systems is also the next step in the Administrative Systems Master Plan (ASMP). The ASMP was created as a direct result of one of the Strategic IT Advisory Committee’s recommendations put forth in August 2009. The ASMP, which was approved in March 2012, confirmed the need to replace the University's legacy administrative systems which have served the campus community well, but have reached end-of-life.

A comprehensive Request for Proposal (RFP) was issued in May 2013 to evaluate the two enabling technology options – Cloud-based Software as a Service (SaaS) or Hosted Platform as a Service (PaaS). The RFP included more than 4,500 functional requirements and the responses were scored by 60 campus functional and technical experts; the overall RFP was scored by a senior-level evaluation team.

Of the two RFP responses the University received, the Workday cloud-based SaaS solution received the highest overall score. The plan is to move forward with Workday subject to the satisfactory negotiation of a contract, including pricing, and final approval by the Board of Regents.

The University’s move to shared services powered by cloud-based information technology also aligns with the goals of the Chancellor’s Framework and the strategic direction of the UT System IT Roadmap. Implementation of a shared services model for delivering Human Resources, Payroll, Finance, Procurement, and Information Technology for UT Austin will help create better ways of delivering administrative and IT services for campus and position the University to better address on-going budgetary pressures.

In early October, the Shared Services project moves from the Planning Phase to the Campus Dialogue Phase. Please join the conversation – and encourage others to do so – when the campus dialogue launches in October. Your feedback and perspectives will contribute to the final draft and help shape the UT Shared Services final recommendations. More information regarding the campus dialogue will be forthcoming shortly.

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