Optimizing UBC’s Finance and Operations with a Digital Ecosystem Strategy

Project Details
The University of British Columbia’s Vice-President Finance and Operations (VPFO) portfolio embarked on a journey to revamp their digital landscape, aiming to consolidate content, build efficient internal digital processes, and create a knowledgeable and data-driven path forward.
Problem Statement
The VPFO sought digital consultation services to assess their current portfolio of websites and find the best path forward for providing a better UX and a more manageable ecosystem. With 13 current sites, complex internal departments, and a diverse audience, the VPFO was looking for a research-backed roadmap and robust implementation plan to address the following key problems:

1. Inefficiencies in information architecture and internal processes
2. Complex IT structures with multiple web platforms and hosts
3. UX and design inconsistencies

What We Did
21% of VPFO’s audience reported that they couldn’t find what they were looking for. Therefore, together with the client, we established a vision for a simplified VPFO hub with a focus on the needs of the user. Our collaboration aimed to transform VPFO’s digital ecosystem into a cohesive, streamlined set of tools where audiences could effectively complete their task.

To get there, we conducted extensive research to understand VPFO’s divisions, audience needs, and existing technologies. Research activities included:

• Stakeholder surveys and interviews, in person and virtual
• Focus groups
• Content audit
• Comparative analysis
• Technical audit of existing properties
• Technical research into UBC systems and current CMS platforms

Outcomes
With our extensive research findings and guiding strategy, Paper Leaf built VPFO a roadmap, technical strategy, and implementation plan with an actionable path forward. The strategy for structuring their digital ecosystem included recommendations such as:

• The introduction of a VPFO intranet, which will contain internal information enabling UBC staff to do their work and get access to critical information
• Moving two websites off of Drupal into UBC’s WordPress multisite
• A consolidation of Space and Facilities data into a single database that can be queried into various contexts throughout the VPFO portfolio
• An updated primary domain for internal VPFO support services with:
  • Improved navigation strategy throughout the ecosystem and brand experience
  • Unique task-focused templates
  • More accessible points of contact
  • Enhanced news and updates space

The implementation plan included:

• Phases of development, steps, milestones, and key outcomes
• Time and cost allocations per task
• A realistic timeline that aligned with VPFO requirements

This consulting project has since moved into the building phase, beginning with the consolidation of VPFO’s various spaces and facilities data sources into a new centralized database. We look forward to partnering with the VPFO as they continue to develop tools and enhance user experiences for administrators throughout UBC.