VPFO Digital Transformation

Last updated: October 28, 2024

Project Overview

One of the goals of the VPFO Strategic Communications Plan is communications systems renewal. Currently, the VPFO operates and maintains a collection of websites that have overlapping audiences, purposes, mandates, and functions. These sites were built by many different owners at different times. As a result, some of these sites operate on various WordPress configurations, while two are built on Drupal 7 which will be at its end-of-life in January 2025. This project transform the VPFO’s digital ecosystem and ensure proper channel/content alignment.

This project will occur in two phases.

  • Phase 1: Definition and Discovery: The existing 13 web properties will be assessed and various research activities will be conducted to determine how the portfolio’s digital ecosystem can be streamlined and optimized for better service delivery. Project research and recommendations were conducted between June 2023 and January 2024.
  • Phase 2: Implementation (Design and Build): The collection of 13 websites will be strategically consolidated and built on a unified WordPress multisite instance.

Project Outcomes

The goal of this project is to transform VPFO’s existing digital ecosystem into a cohesive, streamlined set of tools where audiences can effectively complete their tasks and do the business of the university. One of these tools will be a unified WordPress multisite instance, a building and spaces database, and a VPFO intranet.

The deliverables of this project are:

  • Phase 1: Definition and Discovery
  • Phase 2a: WordPress Multisite Builds
  • Phase 2b: Building & Spaces Database
  • Phase 2c: VPFO Intranet

Phase 1: Definition and Discovery

Phase 1 starts with research—gaining context, investigating, and conducting research. With the assistance of our external vendor:

  • Engaged with 40 internal stakeholders via an online questionnaire as well as a mix of in-person and online interview sessions.
  • An audit was completed for each web property that covered internal VPFO insights, and technical and content assessments.
  • Several relevant web properties were examined during a Comparative Analysis to understand how similar organizations manage and present their services and information of a similar scale.
  • Internal UBC audience members were surveyed to uncover what VPFO-related services matter the most to them—providing data to lead a user-centric future state strategy.

Based on this research, the VPFO’s 13 external-facing websites will be consolidated to six to create a simplified ecosystem oriented to the VPFO’s three main service pillars: building and spaces, finance and payroll, and safety and security.

Further recommendations included an intranet to manage content that is currently gated across multiple sites and an improved Building and Spaces database to centralize key information about learning spaces and campus buildings.

To allow for efficiencies both in the redevelopment process and in ongoing maintenance and support, and the possibility of further consolidation in the future:

  • All web properties within the portfolio will be rebuilt on WordPress though CTLT’s UBC CMS multi-site tech stack.
  • The website database tools will be built on AirTable, an industry leader cloud-based database tool.
  • The Intranet will be constructed in UBCs SharePoint installation, allowing for future migration to cloud- and AI-supported services.
Learn more about the Discovery phase of this project and the findings from Discovery.
Discovery Findings [PDF]
The future state digital ecosystem will consist of six websites. View the breakdown.
Blueprint and Consolidation [PDF]

 

Phase 2a: WordPress Multisite Builds

The VPFO ecosystem will be simplified by reducing the existing 13 websites down to six:

  • The VPFO website will be the hub for the portfolio, providing entry points to key tasks and portals.
  • There will be separate sites for VPFO’s main service pillars: Finance, Facilities, and Safety & Risk Services.
  • Learning Spaces and Campus Security will be retained as auxiliary websites.

This work will be approached in five phases over two years with an additional sixth enhancements phase.

Implementation has been mapped over five phases plus an additional sixth enhancements phase.
High-level Phases [PDF]
Phase 2 is estimated to take two years. View the order of operations and overall project timeline.
Project Timeline [PDF]

Phase 2b: Building & Spaces Database

A discovery for the Building & Spaces database will be conducted and a plan will be created to develop the database if deemed appropriate. This Building and Spaces database aims to:

  • Improve management, consistency and integrity
  • Make data centralized and accessible for multiple audiences
  • Create a variety of tools using the same data

Phase 2c: VPFO Intranet

A VPFO intranet to house internal information about finance, facilities, and safety and risk services will be developed to help UBC staff and faculty find information related to VPFO services.

Project Contact

If you are interested in learning more about this project, please reach out to Tracy Pham, Digital & Creative Manager at tracy.pham@ubc.ca.