Tag Archives: UTexas

Change for Progress.

AI, Thoughts, UTET, , ,

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.

Illustration of moving data from one box to another.

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!

Updates, UTET, UTWorks, ,

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.

UT Works worker using iPad to fix a problem.

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

Thoughts, UTET,

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.

Teams meeting in progress.

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.

From Connection to Transformation

AI, Thoughts, ,

If I allow myself to think back a couple of years, the shift happened over the course of that first real year of the pandemic. What started in the spring of 2020, shifted into high gear that summer — those of us who have been leading the charge for the use of technology in teaching and learning had our moment. It wasn’t how we imagined it would arrive, but it happened none the less. Everyone was forced to rapidly adopt technology just to keep the wheels turning. What was amazing was how quickly everyone just did what was needed with a relatively open mind.

The pandemic forced us to implement the world we had been imagining for a couple of decades overnight. In those uncertain times, technology became the lifeline, connecting educators and learners from their homes to virtual classrooms. Tools like Zoom, Teams, and Canvas weren’t just platforms; they were bridges that sustained education when in-person learning was impossible. I’m not sure we got to what we had hoped for all those years, but the need was obvious, and the focus was clear: connection.

In the earliest days of the pandemic, we did some “social listening” across the country and what we learned was that during that first spring semester, students were both terrified of what was happening from a health perspective, but also they were mourning the lack of real world connectedness to get the work of being a student completed.

While we worked to answer questions, how do we ensure students stay engaged, teachers can deliver lessons, and institutions continue functioning in a world suddenly upended? What we really sought to do was build meaningful connections, so everyone felt more supported and hopefully engaged.

Fast forward a few years, and the narrative has shifted. While the need for connection remains real, the emphasis today seems to be shifting toward personal productivity, efficiency, and enhanced learning. The same tools we forced into service to overcome the lack of connection and that kept us afloat are now evolving into catalysts for transformation.

Take artificial intelligence, for example. During the pandemic, technology primarily enabled remote access to education. Today, tools like ChatGPT and Copilot are driving the post pandemic shifts we are watching. They’re not just supporting education—they’re reshaping it. Consider the shift in how meetings are held, content is created, and progress is tracked automatically through AI meeting participants. In 2020, the priority was getting people into virtual rooms. In 2024, faculty and students alike are turning to AI in ways that I am not sure would have been possible without the 18-month technology adoption crash course that the pandemic provided.

We are seeing it in how learning tools are struggling to remain relevant in a world that is becoming increasingly reliant on AI. Video conferencing tools are now paired with real-time collaboration software and AI-powered insights. Classrooms can no longer be just good at organizing students and connecting people; they need to inspire innovation and bring an extra layer of intelligence to the discussion. If these tools are placed into the learning environment in an appropriate way, they become an active participant in the teaching and learning environment. The rooms can take notes, provide additional context, record key thoughts, and be the scribe while active learning can take place. We wouldn’t have gotten to this level of thinking without the adoption efforts and the open-mindedness toward technology that emerged during the pandemic.

The journey from connection to transformation underscores the immense potential of technology to accelerate the transformation of teaching and learning. For someone like me, this is one of the most exciting moments of my career, and I am excited to be here for it.

AI Live Reflection

AI, Events, Thoughts, ,

Reflecting on the AI Live event hosted by the College of Natural Sciences at UT Austin last week, I am struck by the sense of community and collaboration that permeated the event. The gathering was a testament to our collective curiosity and commitment to exploring the vast potential of artificial intelligence within our unique context. I applaud Dean David Vanden Bout, Melissa Taylor, and the entire team that made this event a true celebration to cap off the Year of AI at UT.

One of the most memorable moments for me was witnessing the enthusiasm of the students. During Sal Kahn, founder of Kahn Academy, spoke the excitement was palpable as students waited in the hall to get in. It is a reminder of the thirst for knowledge and the drive to be part of discussions that will define our future. It was inspiring to see such a diverse group of individuals come together, united by a shared interest in AI and its implications. I loved his personal reflection on his journey to bring knowledge to everyone, everywhere. It was a reminder of the power of the Internet and its ability to create impact at scale.

Sal Kahn speaking.

The event itself was a tapestry of learning opportunities, spanning various tracks from research to health to ethics. It was a celebration of how AI intersects with different facets of our lives and how it can be harnessed to address complex challenges. The sessions were not just informative but also deeply engaging, sparking conversations that extended beyond the scheduled times.

What stood out to me was the collaborative spirit that defined the event. It wasn’t just about the presentations or the panels; it was about the interactions and the shared insights. The AI Live event was a microcosm of what we strive for in our roles – fostering an environment where innovation thrives through collaboration and where every voice can contribute to the dialogue.

Looking back, I am reminded of the importance of creating spaces where ideas can flourish and where the community can come together to explore new frontiers. It really reminded me of the early days of my career and the events we held at Penn State. Those small gatherings that turned into the TLT Symposium where we would routinely host over 500 faculty and staff to discuss innovations in the use of technology to support teaching and learning is what specifically comes to mind. The AI Live event, like the TLT events from PSU, was more than just a symposium; it was a celebration of our collective potential and a glimpse into the future we are building together. It reinforced my belief in the power of community and the incredible things we can achieve when we come together with a shared purpose.