Department of Information Technology

Internal Organization by Division

This document is a part of the Shangri-La project.

The internal organization on division level varies and has so far not been fully transparent. This document has been developed in order for everyone to better understand the internal decision making processes of the different divisions. It is our hope that this will make it easier for everyone to know who to contact with ideas and suggestions, and whenever you want to forward your opinion on different matters.

A common feature for all Divisions/Units, is that there is a Head of Division who has full responsibility of all activities on Division level, including personnel and economy on delegation of the Head of Department. The Head of Division is appointed by the Head of Department, on proposal from the Division.

There should also be a Deputy Head of Division for each Division. The Deputy Head of Division is replacing the Head of Division in his/her absence. Besides that, the tasks and responsibilities can vary between Divisions. The Deputy Head of Division is appointed by the Head of Division.

Administrative Support Unit (a-gruppen)

  • Head of the Administrative Support Unit (chefsadministratör): Lotta Lundell

The Administrative Support Unit (a-gruppen) consist of the sub groups Student Office, Financial Administration, Human Resource (HR-unit) and the Repro/janitor unit and a few members that are specialists on research center administration, web, official registrar, department premises etc. Each of the groups consists of 2-5 people working closely together making day-to-day decision within their group. Some persons are members of two or more sub groups.

Meetings (exchanging information of general interest of the group, problem solving etc):

  • the Administrative Support Unit (a-gruppen) - once a week, Tuesdays
  • the Student Office Group (IT-kansliet) - once a week, Thursdays or Fridays
  • the Financial Administration Group - once every two weeks, Thursdays (more often when needed)

All three of these meetings have an agenda and notes are taken.

Once every 18 months the "A-gruppen" has a 1-2 day conference where current and future issues are discussed. These meetings agenda is planned in advance, sometimes with external speakers invited. Notes are taken.

The unit consists of 22 employees.

Computer Support Unit (datordrift)

The unit is located on the first floor of building 4. Easiest way to contact us is via Bugzilla:
http://www.it.uu.se/datordrift/felanmalan/

Our help desk in 4118b is open weekdays. This function is mainly staffed by DatorQ. (DatorQ = Talented students hired to work extra as system support staff). If they cannot help you they will guide you to whom in the unit that can help you further.

The unit has a weekly meeting each Wednesday at 13.15. Also attending this meeting is staff from UPPMAX which we work closely together with. This meeting is informal but minutes are taken. The unit parses through the latest information, flow of events and what effects they can have on our current workflow. We also discuss if anything needs to be prioritized or changed of priority which is decided upon by the head of the unit after discussion with the members. Next to the weekly meetings there are also smaller meetings with the experts in certain fields. Such as the Unix-expertise meets to discuss current issues. These meetings are called for on need to need basis.

Once per semester we try to have a longer full day or more planning conference to help us set the course over the semester regarding the bigger picture of what is needed regarding larger, more expensive investments, education of staff and work order priority.
We have a mailing list where we try to distribute all information that we find might affect us or our colleagues work. Much information found here end up as discussions on our weekly meetings.

In total, the unit consists of 8 fulltime employees and 5 DatorQ's.

Division of Computing Science (CSD)

The Head of Division has overall managerial responsibility for the division and is the immediate manager (linjechef) of all CSD staff, including PhD students. This means that questions regarding vacation, leave of absence and overall allocation of work tasks are handled by the Head of Division. The Head of Division is responsible for the overall division budget and decides on the use of faculty research funds after consulting with the Program-Responsible Professor.
There is also a Deputy Division head who will handle urgent issues when the division head is unavailable.
Planning, budgeting and staff allocation regarding undergraduate teaching work is delegated to the Director of Undergraduate Studies, while the daily research work of PhD students is managed by their supervisors. The Program-Responsible Professor is responsible for strategic planning of the division research.

Every undergraduate course has a responsible teacher appointed by the Director of Undergraduate Studies. The responsible teacher has the right to make decisions regarding how the course is to be carried out and acts as manager for all teaching staff involved with that course.
Research group leaders/principal investigators are responsible for planning and budgeting the work in their research groups.
It is expected that normally all groups of people working together (e.g. in a research group or with a course) will co-operatively take responsibility and make decisions on how to carry out the work without managers having to make formal decisions.
The Head of Division, Director of Undergraduate Studies, Program-Responsible Professor and Deputy Head of Division will meet informally as required to discuss and make decision about the day-to-day operation of the division.

Once a month on dates determined for each semester there is a meeting of senior (non-PhD student) staff to discuss and agree on current issues. Two representatives of the PhD students are invited to participate.
Each Friday afternoon at 15:15, there is an information meeting for the whole division (together with the division of Computer Systems). During those meetings news and events from the past week are presented and discussed.

Division of Computer Systems (DoCS)

The division has 3 different forums for discussion. There is a small operational group consisting of:

The group does not meet on a regular basis, but rather when there is a need. No notes are taken at these meetings. Mostly day-to-day issues are discussed.

Another forum is the Monday-meetings (lunch, 12 - 13), to which all staff-members except PhD students and PostDoc´s are invited. Topics on the agenda include: progress of PhD students, research applications, development of new courses, new positions, etc.

Finally, there is a Friday-meeting (at 15.15 in the coffee-room), to which the whole division is invited. During those meetings events from the past week are presented and current issues discussed. The meeting is held together with the Division of Computing Science.

The division has a rapidly growing number of PhD students (currently 32). A meeting with all PhD students is held each semester by the Head of Division and Director of Undergraduate Studies. The intent of these meetings is to monitor the workload of the PhD students, both teaching- and research-wise. The PhD students elect 2 representatives, who represent the group as a whole when important decisions for the division are made. Currently the representatives for the PhD students are: Sofia Cassel and Andreas Sandberg.

Division of Systems and Control (syscon)

The Division has an executive committee called SLED (Systemtekniks LEDningsgrupp), consisting of:

  • Head of Division (avdelningsföreståndare): Bengt Carlsson
  • Deputy Head of Division (biträdande avdelningsföreståndare): Thomas Schön
  • Director of Undergraduate Studies (studierektor): Hans Rosth
  • Program-Responsible Professor (programansvarig professor) Automatic Control: Alexander Medvedev

The Head of Division has overall managerial responsibility for the Division. The Deputy Head handles urgent issues when the Head is absent.

The SLED Committee meets on a weekly basis (Fridays at 10.30), where current matters of all kinds are discussed.
Another forum for discussions is a fortnightly lunch meeting of all seniors (Wednesday every odd week), where current issues are discussed and everyone shares information on their current activities.
The Division also has a weekly coffee meeting, where everyone is encouraged to participate. This has the double goal to assure that the Division members meet on a regular basis, and to discuss current issues.
All of the above activities are of an informal nature and no minutes are taken.

Further, division faculty meetings are organized at least twice per semester, where the seniors and at least one PhD student representative participate. The student representative is selected annually by the group of PhD students. These meetings have an agenda and minutes are taken and distributed to everyone at the Division. The issues to be discussed can vary from time to time, but the yearly planning/reporting cycle of the University should be reflected. Items to be discussed includes activity reporting to the faculty, personnel issues (eg recruitment planning, distribution of tasks on Division level), education issues (planning of future courses,study plans, course plans, department duties, manning of courses), PhD program issues (supervision issues, study plans, PhD courses), current research issues and economic issues (closing of the accounts, the budget process).

Finally, Division meetings are organized at least once per semester for all members of the division, where current issues are discussed, and combined with some social activity.

Division of Scientific Computing (TDB)

  • Head of Division (avdelningsföreståndare): Lina von Sydow
  • Deputy Head of Division (biträdande avdelningsföreståndare): Elisabeth Larsson
  • Director of Studies (studierektor): Stefan Pålsson
  • Program-Responsible Professor (programansvarig professor), Numerical Analysis: Gunilla Kreiss
  • Program-Responsible Professor (programansvarig professor), Computational Science: Sverker Holmgren

The Head of Division has overall managerial responsibility for the division and is the immediate manager (linjechef) of all division staff, including PhD students. This means that questions regarding vacation, leave of absence and overall allocation of work tasks are taken by the head of division. The Head of Division is responsible for the overall division budget and decides on the use of faculty research funds (after consulting with the Program-Responsible Professors).

There is also a Deputy Head of Division (biträdande avdelningsföreståndare) who will handle urgent issues when the Head of Division is unavailable.

Planning, budgeting and staff allocation regarding undergraduate teaching work is delegated to the Director of Undergraduate Studies, while the daily research work of PhD students is managed by their supervisors.

There are two research programs at the division: Numerical Analysis and Computational Science. The Research Program Coordinators are responsible for strategic planning of the division's research programs.

Every undergraduate course has a responsible teacher appointed by the Director of Undergraduate Studies. The responsible teacher has the right to make decisions regarding how the course is to be carried out and acts as manager for all teaching staff involved with that course.

Research group leaders/principal investigators are responsible for planning and budgeting the work in their research groups.

The Division has a an executive committee ("ledningsgrupp") that has a meeting every second week (presently Mondays, even week numbers). We have usually a written agenda and memos after the meeting. The committee consists of the following functions: Head and Deputy Head of Division, Director of Graduate Studies, Director of Undergraduate Studies and the Research Program Coordinators.

We have the following regular discussion forums:

  • "TDB lunch" once a month for all personnel
  • "Senior lunch" once a month for all faculty staff
  • Friday info every Friday at 9:45 for all personnel

Other less regular events

  • Division meetings with social activity typically twice a year
  • Internal conferences typically every second year

Division of Visual Information and Interaction (Vi2)

The Division, formed on January 1, 2012, has an executive committee, called Vi2-AU (Vi2-arbetsutskott), consisting of:

The Head of Division has overall managerial responsibility for the Division. The Deputy Head handles urgent issues when the Head is absent.

Once every fortnight, there is a Vi2-AU meeting (Mondays every odd week at 10:15-11:30). Depending on the current status, the agenda includes economic issues (closing of the accounts and the budget process), activity reporting to the faculty, personnel issues (recruitment planning, distribution of tasks, etc.), education issues (planning of future courses, study plans, course plans, manning of courses, etc.), PhD program issues (supervision, study plans, PhD courses, etc.), current research issues (projects, applications, collaborations, etc.), and more. Short minutes are taken at these meetings and sent to the Vi2 mailing list.

Another forum for discussions is a monthly senior lunch meeting (the first Monday every month at 12:00-13:00), where current issues are discussed and everyone shares information on their current activities. Often there is a theme selected for the meeting in advance. PhD student meetings also take place on a regular basis. The Division has a weekly Vi2 breakfast (Thursdays at 09:30), where everyone is encouraged to participate. This has the double aim to assure that the Division members meet regularly and to discuss current issues. The above meetings are of informal nature and no minutes are taken. However, a summary of activities and happenings for the upcoming week is spread by the Head of Division (on Monday mornings).

We have a weekly seminar series (Mondays at 14:15-15:00 in room 2115). The aim is that everyone (PhD students and seniors) should give one seminar per year. These seminars are planned to take 30 minutes plus questions. After the seminar, feedback is given to the presenter by one senior and one PhD student.

Another type of seminar is the weekly paper discussion (Fridays at 09:30). This is an opportunity for PhD students to have a manuscript read by several persons and feedback given on how to improve the paper prior to submission to a journal or conference. Once per month, either a classical or a modern paper is selected in the area of visual information and interaction by a PhD student together with the supervisors. He/she presents it in a paper seminar (the second Friday every month at 13:15-15:00) for whoever is interested. Thereafter, the paper is open for discussion. This seminar series is a course, where credits are accumulated during the PhD period for active participation.

Finally, Division meetings are organized once per semester (typically in June and in December) for all members of the Division. This is combined with some social and/or sport activity.

Updated  2017-11-15 13:50:24 by Lotta Lundell.