Tag Archives: UTexas
Living the Digital Transformation We Preach
As the IT leaders at UT Austin, we spend a lot of time talking about digital transformation. We encourage campus to embrace modern tools, work smarter, and take advantage of the technology investments we’ve made. But here’s the real question, are we practicing what we preach? If we want to lead the university into a more digital, connected, and efficient future, we need to start with ourselves. We need to live in the environment we’re asking others to adopt, not dismiss it, not just support it, but fully commit to it.
Right now, we’re operating in a fragmented digital world. Some teams use Slack, others use Teams. Files are scattered across OneDrive, SharePoint, Box, Wikis, and more. Some meetings are on Zoom, others on Teams. We are juggling platforms when we could be harnessing the power of our enterprise-supported ecosystem and putting Copilot to work for us.
When groups on campus reach out for help improving their digital workflows, we should be the experts they turn to. But how can we do that if we aren’t fully invested ourselves? If we don’t know Teams inside and out, how can we teach others to maximize it? If we’re not using OneDrive and SharePoint to store our work, how can we expect others to move away from Box? This isn’t just about efficiency, it’s about leadership. The best way to drive change across campus is to lean into the change. And imagine the stories we can share with the community as we do!
Here’s our challenge, we need to standardize our own workflows before we can credibly push others to do the same.
- Teams over Slack. All our internal communications should happen on Teams—chats, channels, file sharing, and collaboration. We can’t ask campus to make the switch if we haven’t fully embraced it.
- OneDrive & SharePoint over Box. Moving documents to a single, integrated storage platform makes collaboration easier and security more resilient. I am not talking about engineering new workflows that support campus operations, I am primarily concerned with our internal workflows.
- Teams Meetings over Zoom. We already have a robust, enterprise-supported meeting platform in Teams. It integrates with our calendars, our files, and our workflows. Let’s stop defaulting to Zoom when Teams can do the job. I completely understand that incoming meetings are often up to the organizer, but once we can start to show value in the automation that Copilot in Teams meetings provide, we have a reason for other groups on campus to make the change.
- Microsoft Forms over Qualtrics. I am honestly tired of responding to basic questions using our most powerful enterprise survey tool. MS Forms should be used for all lightweight data collection.
- AI & Automation with Copilot. Microsoft Copilot is already here, and it should be changing the way we work. But we won’t understand its full impact unless we actively use it. How can AI streamline our daily tasks? What reports, emails, and meetings can we automate? The only way to know is to test, learn, and apply. The SLT has decided that we are providing M365 Copilot to the entire organization.
I want to be clear, every time we use tools outside our enterprise systems, we create more work, more risk, and more fragmentation. We make it harder to secure data, harder to collaborate, and harder to support the very systems we advocate for. If we want campus to streamline their tech stack, we have to start with our own teams. That means cutting out redundant tools and fully investing in M365, not just because we’re told to, but because it makes our work more effective.
Digital transformation isn’t just about technology, it’s a cultural shift. It’s about building habits that make work easier, faster, and more connected. But culture change starts with us. I am asking us to set the example.
I want us to create a comprehensive plan for making this the new normal within Enterprise Technology. I know who some of the people are who can help lead this, but I am actively looking for people who can help and will take some responsibility in leading this.
Image created by OpenAI.
Change for Progress.
The history of IT here at UT is something I am still learning. Great decisions we made at the time often look foolish by today’s metrics. At the time we made a specific decision, we were certainly looking into the future and often betting that the legacy approach would work out or the shiny new thing that is replacing legacy is the best move.
When we invested in Box as a cloud storage solution the rest of the world was playing catch up to the ideas of what a cloud storage solution would even mean to them. We were ahead of the curve. But did we choose the right pony in that race? At the time of the decision, yes! Now, with the rise of Microsoft’s integrated approach to collaboration, the idea of a disconnected storage solution seems almost quaint by comparison, a more modern mechanical Turk of the file cabinet age. We now live in a world where the promise of AI and modern collaboration approaches have started to take root, our decision looks like it was shortsighted — even though at the time it put us in front of many.
So, what should we do? How do we convince the community that this is the right time to make the shift? How do we depreciate something that has existed as a stable practice for so many years? Even if we forget the whole community for a moment, convincing our own teams to make the move is complex.
I think there are compelling reasons for us to attack this. The first is simple — we must model the right behavior. The transition from Box to SharePoint for organizational data storage is not just a technical upgrade; it’s a strategic move that can significantly enhance our operational efficiency. The primary driver behind this shift is the greater adoption of M365 Copilot across campus, which promises to advance the way we work by leveraging the full potential of the integrated suite of tools.
One of the most compelling reasons to make this move is the seamless integration that SharePoint offers with the rest of the Microsoft 365 ecosystem. Unlike Box, which operates as a standalone solution, SharePoint is designed to work in harmony with tools like Teams, Outlook, and OneDrive. This integration means that our data is not siloed in separate applications but is instead part of a cohesive, interconnected environment. This interconnectedness is where M365 Copilot truly shines, as it can access and analyze data across all these platforms to provide insights and automate tasks that would otherwise require manual effort.
For people, this means less time spent switching between applications and more time focused on meaningful work. Imagine a scenario where you need to prepare a report for a meeting. With Box, you might have to manually gather data from various sources, but with SharePoint and M365 Copilot, the data is already at your fingertips, ready to be synthesized and presented. This not only saves time but also reduces the risk of errors and ensures that everyone is working with the most up-to-date information.
For entire workgroups, the benefits are even more pronounced. SharePoint’s collaboration features allow teams to work together more effectively, regardless of their physical location — a key for us. Documents can be co-authored in real-time, feedback can be provided instantly, and version control ensures that everyone is always on the same page. M365 Copilot enhances this collaboration by providing intelligent suggestions and automating routine tasks, freeing up team members to focus on strategic initiatives.
Moreover, SharePoint’s advanced security features provide peace of mind that our data is protected. With built-in compliance tools and the ability to set granular permissions, we can ensure that sensitive information is only accessible to those who need it. This level of security is crucial in today’s environment, where data breaches can have severe consequences snd ther atack vectors are at an all time high.
The move to SharePoint is not just about adopting new technology; it’s about embracing a new way of working that prioritizes efficiency, collaboration, and security. By making this transition, we position ourselves to take full advantage of M365 Copilot’s capabilities, driving operational efficiency and enabling us to achieve our organizational goals more effectively. Let’s lead this transformation and leverage the power of our investments to propel our organization forward.
Moving forward together on this transition to SharePoint will require a collective effort and a commitment to learning and growth. To ensure a smooth and successful migration, we will offer comprehensive training and guidance to all our teams. This will include hands-on workshops, detailed tutorials, and ongoing support to help everyone get comfortable with the new system. This added layer of growth will allow our team to fully leverage the capabilities of SharePoint and M365 Copilot, ensuring that they feel confident and supported throughout the transition. Together, we can embrace this change and unlock new levels of productivity and collaboration within our organization. Let’s take this journey together and make the most of the opportunities that lie ahead and in the process, we will lead campus into this future.
UT Works in the Wild!
As I sit down to reflect on the journey we’ve embarked on with UT Works, I am filled with a sense of pride and accomplishment. Last month, we successfully replaced an obsolete mainframe software system with a modern, cloud-based solution. This new system, UT Works, is already having a significant impact on our operations.
The thing that is note-worthy to me personally is that this is the first program of this size and scope that I had a chance to be an Executive Sponsor of with our Chief Operation Officer, Jim Davis. It was an amazing experience getting to see our teams work toward such an ambitious goal. It gives me significant hope for our future modernization efforts.
The launch of UT Works is the culmination of two years of collaboration and planning across multiple University units. This new system is helping our team members enhance mission-critical projects, provide data for capital improvements, and streamline workflows. For instance, you may have noticed facilities’ team members now using iPads to manage their work — a clear sign of our transformation from outdated applications to innovative technological solutions.
The feedback we’ve received about the system has been incredibly positive, from frontline workers to project managers. One team member shared, “Learning and discovering UT Works together has been an incredible team-building experience, bridging the old and new!” Another mentioned, “The ability to take and view pictures of parts and equipment greatly aids in identifying necessary items for maintenance.” And one more added, “I love that both minor and major projects can be managed seamlessly in the same platform!”
The success of UT Works is a testament to the sheer number of determined people working in Business and Financial Services; Facilities Services; Planning, Design and Construction; University Housing and Dining; and Utilities and Energy Management. These team members worked with the UT Works technical team, UT Enterprise Technology, and the vendor to design a system that will meet the University’s future needs.
Operational excellence is the foundation of our work together, and this project is a shining example of that. I encourage everyone to recognize our colleagues across the University for successfully implementing this milestone. And if you see a member of our operational team in the field, give them a shout-out. Together, these great stewards of the University make this place run.
For those involved in this transformation, thank you for being part of this incredible journey. I want to continue to build on this success and strive for even greater achievements in the future. We have the team in place and our campus partners are lining up for the future.
The Heroes of Holiday Breaks
Each year as the holidays approach, our campus becomes quieter. Students head home, faculty and staff enjoy a well-earned break, and the hallways of our buildings are momentarily still. But behind the scenes, something else is happening—our teams are hard at work.
Holiday breaks are a critical time for IT across campus. While many of us take time off to recharge, these dedicated professionals are upgrading systems, performing maintenance, deploying new features, and addressing the work that can’t be done during the busier semesters. They use the quiet of these breaks to carry out essential tasks that keep our digital infrastructure secure, up-to-date, and ready for the return of students, staff, and faculty.
Think about all the technology we rely on every day—the networks that connect us, the systems that enable our research, the learning platforms that bring classes to life. During the semester, these systems must be always on, always accessible. There’s no room for downtime when thousands of people depend on them. That makes holiday breaks the perfect opportunity for IT to do the behind-the-scenes work that ensures everything runs smoothly.
I was invited to the Winter Break IT Maintenance Coordination meeting today and was happy to see that it was a much broader group than just our teams in Enterprise Technology. On the call were many of the College IT directors whose buildings and customers will be directly impacted by all the planned work. At other places I have worked, we did meetings like this each year, but they were mainly for us to coordinate internally. It was a very nice surprise to see our campus-wide colleagues in the meeting giving feedback, taking notes, and sharing ideas.
The team shared dozens of projects that they will be engaged in over the break, giving our campus partners the time and space to ask questions and provide feedback. One of the things I like about this meeting is that it levels the playing field in a way that gives all the critical information we need to do our jobs well.
To our IT colleagues: thank you. Thank you for your dedication, for working when others are resting, and for making sure the technology we depend on is reliable and ready. The holiday season may be a time of rest for many, but it’s also a time of incredible effort and teamwork for you. And for that, we are deeply grateful.
So, as you enjoy your break, spare a thought for the people working behind the scenes to make it all possible. Here’s to the IT teams—working through the quiet to support the future.