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The Office of The University Chief Information Officer

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The Office of The University Chief Information Officer (OUCIO)’S Vision Statement: 
To be OneUWI IT team delivering excellent ICT services to enable an agile UWI (University of the West Indies). 

Overall Mission of the Office of the of University CIO

  • Coordinate and mobilise campus ICT teams into a cohesive university team to enable university mission through innovative technology
  • Provide secure, reliable, and integrated ICT solutions for Vice Chancellery departments 
  • Enable digital transformation across The UWI 

Major ICT Achievements 2022–2023

The Cross-campus ICT Retreat 2022 was held on November 16 – 18, 2022. There were reflections of the past three years since the last retreat which was held in November 2019. The pandemic demonstrated that within the IT space, technology and teamwork came together to produce sterling service. Leadershipenabled the teamto be positioned and prepared for calamities; Priorities were reshaped and there was quick response to the increased demands. We learnt to be more resilient, prepared, and flexible to re-shape, re-define and re-imagine our initiatives to get the jobs done right.

The Office of the University CIO, in collaboration with the Campus CIOs, IT Managers and their teams, set out a comprehensive agenda with six focus areas listed below. There were over 180 participants who met at specific locations at campus facilities as well as persons who joined sessions remotely.

The key actions and recommendations which emerged are as follows:

  • Determine high priority technical readiness components which directly relate to technical infrastructure and services. Recommend project coordinator engage other key stakeholders to discuss high priority shared components that are not directly related to technical readiness.
  • Propose the Greenfield approach for ERPs in the context of shared services to digital transformation for funding through the CDB loan.
  • Establish UWI security architecture which will require an information security architect consultancy to assist the UWI security team to establish a formal information security architecture.
  • Propose that Microsoft 365 SharePoint be designated as the official Electronic Document and Records Management System of The UWI.
  • Resolve remaining issues leading to transition to OneUWI email for early adopters. Complete Mona Campus’ migration to Microsoft 365 email.

The lessons learnt and lessons lost from the pandemic session had rich, deep and thoughtful contributions from the team as they shared reflections of the pandemic journey. This pandemic was a once in a lifetime experience and there were key learnings in many areas. Of note was the point that the investments made in our people and relationships provided deep roots that produced the fruits required for the pandemic season. During the pandemic, there were some lessons that we are losing, such as the impact of the expectations set with students where rich content was available online. However, students are complaining that content is not as rich now that we have transitioned to face-to-face.

Microsoft 365

The OUCIO continued to provide project management for the implementation of a unified email platform (O365) for staff on a single domain (uwi.edu). The major achievement was prototype and test centralized email creation of staff account process. The OUCIO, in collaboration with the cross-campus IT team, audited the staff list to the Campuses for a deduplication process for uwi.edu emails.

  • Convened and lead SharePoint Governance stakeholder group and drafted SharePoint Governance document.
  • Established and leading the SharePoint focus area group in collaboration with the University Archivist, leading the cross-campus records management team. The SharePoint focus group includes SharePoint Administrators (technical) and Terms Store Administrators (records management).

CDB Loan

Prepared submission for Priority 1 technical readiness components. The cross-campus team conducted comprehensive review and update of the terms of reference for the following consultancies:

  • Consultancy services to complete implementation of unified, seamless collaboration platform for staff and students combined with M365 Sharepoint training and M365 Security training
  • Consultancy services for delivery of training in CyberSecurity
  • Consultancy for training in Website Analytics Training
  • Enterprise Architecture Implementation and Enterprise Information Security Architecture
  • Consolidate and integrate (One UWI approach) learning management environments to migrate to cloud.

The detailed technical requirements for the Regional Headquarters (RHQ) Core Audio Discussion System Equipment and upgrade of the network infrastructure were submitted to the Project Management Unit.

The OUCIO liaised with MITS for the submission of the Priority 1 related to technical requirements for the network infrastructure upgrade, core switches, and access points.

Cross-Campus Moodle

Coordinated the upgrading and testing of all UWI based Moodle systems and aligned with the CCM upgrade. Communicated and implemented standard procedures in the delivery of exams and courses (registry, eLearning and faculty) on the CCM

Data Protection IT Working Group

The Data Protection IT Working group, which consists of members of the cross-campus IT departments, coordinated and participated in the Data Protection Awareness Sessions to ICT staff across The UWI. The mentioned sessions included approximately one hundred and twenty (120) attendees who participated across two (2) sessions. These sessions sought to sensitize the ICT professionals on the relevance of the data protection in their daily work activities along with best practices as the University prepares for the implementation of Data Protection legislations across the region.

Website

  • Improved accessibility of online platforms for our disabled community
    • Implemented accessible tools and best practices on 50% of top-level pages on uwi.edu

Project Management

  • Introduced Agile (SCRUM) methodology to OUCIO portfolio. Conducted internal Agile (SCRUM) training sessions for OUCIO staff

Cybersecurity

UWI Enterprise Architecture (EA) Phase 1

Designed a tailored EA Model for The UWI. Established the UWI Technology Domain Enterprise Architecture Workgroup. The  group’s objectives included: 

  • Promoting the use of Enterprise Architecture methodologies which it will customize from the TOGAF Architecture Framework;
  • Formulating a customized EA Framework tailored for the UWI Campus IT Services;
  • Deciding what modelling standards, lists, matrices, diagrams and tools of the TOGAF framework is best used to describe the UWI IT departments;
  • Systematically applying the customized framework to produce systems and services baseline documentation of the UWI IT departments as an enterprise; 
  • Promoting the use of EA in future implementation/upgrade projects carried out in the respective UWI IT departments as an enterprise.   

Electronic Email Policy

Activities surrounding this initiative encompassed the completion of the revision and the updating of the Electronic Email Policy for circulation and stakeholder’s feedback. On completion of garnering stakeholder feedback, the policy will be presented to the next F&GPC for approval.

Artificial Intelligence

In consultation with the Cross-Campus eLearning team, the OUCIO prepared a paper titled Artificial Intelligence (AI) Writing and ChatGPT which was presented to the Board of Undergraduate Studies meeting held in January 2023. The paper outlined the impact of AI technology on the assessment and teaching/learning process. The pros and cons that will have to be considered were presented. This technology will be present and it is for The UWI to proactively prepare. Some of the areas for consideration include:

  • Provide tools for detection such as enhanced AI detection features of Turnitin
  • Train lecturers/examiners in the human assessment required for detection
  • Increase awareness of the pros and cons of AI technology – focusing on the pros
  • Review antiplagiarism policy and update as necessary.

The recommendation was for the Board of Undergraduate Studies (BUS) to convene a group with representatives from CETL, Academic, exams registrars, technical teams and Legal to assess the impact and response to this technology.

Staff Movements

There were two vacant posts in the department which were filled:

  • Mr. Rohan Shaw – Senior Project Manager;
  • Mr. Howard Smith – Senior IT Officer (IT Infrastructure and Policies)

Additionally, there were two  promotions:

  • Mr. Javier Bailey – promoted  to IT Officer
  • Mr. Darien Nairne-Powell – promoted  to Systems Analyst/Programmer

Mr. Kemar Jackson officially resigned effective January 2024.  We expect that this position will be filled as soon as possible thereafter.

Funding Challenges

The OUCIO continues to grapple with the challenge of lengthy delays in payments of aggregate licenses for mission critical ICT services. During the period we received a demand notice from Ellucian relating to support for Banner Finance and Student systems. This was one of several notices of termination of services that we received. Delays in payments and periodic suspension of support for critical IT systems is becoming the norm. The efforts of the Office of Finance working with Campuses Bursaries to make these payments is recognised. However, this situation is worsening and has the potential to disrupt ICT services. This is not sustainable and will need to be addressed.