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E MPLOY E E NE W SL E T T E R JA NUA RY 2013 I.T. undergoes reorganization CHANGES DESIGNED TO INCREASE EFFICIENCY » By Spencer Allen BYU-Idaho’s Information Technology department has reorganized its organizational and operational structure, moving from the standard hierarchical model found in many organizations to a matrix management formation. Although not common, the matrix model allows management’s authority to flow both horizontally through the completion of an I.T. project, as well as vertically through administrative tasks. “With a matrix model, a managing director can focus more on administrative functions,” said Kent Barrus, managing director of Information Technology. “Solution architects and our technical teams will have more time to focus on and complete their various projects.” The reorganization is also designed to open communication channels within I.T. as well as improve communication with the end users. When the former hierarchical system was in place, for example, all software engineers were contained in a “silo” or one organizational structure. A director specified all work and responsibilities for this specific group. Once their specific tasks were accomplished, the project moved to the next functional group to complete the next steps in the process. However, the matrix model will now allow I.T. specialists to take a project from conception to implementation and support on the back end. This structure will allow the I.T. department to be a more responsive and effective as the function as a cohesive team. To better meet the demands that vary on a day-to-day basis, I.T. is also in the process of hiring additional skilled professionals, and is working to ensure existing members of I.T. are prepared for the challenges of an ever-changing organization. Electronic transcripts popular with students and alumni » By Matt Urick As an alternative to the traditional official paper transcripts, Student Records and Registration has introduced certified PDF transcripts for students and alumni. These transcripts can be acquired free of charge and can be delivered almost immediately as opposed to waiting days for a paper copy in the mail. “We have already seen a resource savings in terms of paper, print, and postage,” said Jerrod Guddat, records manager “Students, faculty, and staff will all benefit from the change,” Barrus said. “The staff and faculty will get the items they need from I.T. more quickly. This will lead to more projects being completed and an improvement in our efficiency. With the faculty having the tools they need to improve teaching and learning, and the employees having the tools to function more effectively, the students will be the ultimate beneficiaries of these changes.” To learn more about the reorganization and its benefits, visit at Student Records and Registration. “We have also seen a reduction in labor costs since we are now addressing and mailing a reduced number of paper transcript requests.” Most importantly, Guddat added that in the last month they have seen a shift to more students now requesting the new certified PDF transcripts instead of paper transcripts. “We believe this innovation has contributed to one of the university’s three imperatives of increasing the quality of the student experience,” he said. Another benefit of these transcripts to students and alumni is ability to acquire an official transcript, free of charge, in a matter of minutes anywhere in the world. J A N UA R Y 2 013 l1

News & Notes January 2013

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