Center for Information Technology Services Satisfaction Survey Report January 2016 Introduction This report provides a summary of the purposes, the methodology and the results of a satisfaction survey administered by the Center for Information Technology Services (CITS) in fall 2015. The survey instrument was primarily modeled after those instruments used at Stanford University and Indiana University. It was modified to include the specific services that are offered and supported by CITS. The survey was conducted to assess the degree to which faculty, staff and students were satisfied with the array of services provided by electronic systems and staff operations. It is one means through which CITS can give a voice to those individuals who use central IT services. It is a systematic way to identify what is working well and what needs to be improved from the faculty, staff and student vantage point. The survey data help to establish the “current perception” customers have on a range of services provided. The survey data also quantify how the varied customers rate these services and their interactions with the many people who provide support to the UMB community. This feedback helps inform the follow on actions CITS can take to improve the services offered and the customer service that is provided. The survey was administered to meet the following objectives: • • • • To ascertain where faculty, staff and students are satisfied or dissatisfied. To collect and review comments, in addition to satisfaction ratings, to find out what contributes to satisfaction and any dissatisfaction. To assess the findings and as part of a continuous improvement process, make enhancements to systems and services to better meet faculty, student and staff needs. To implement a UMB Strategic Plan IT tactic to collect input and feedback from the University community in order to continuously evaluate and improve services. A total of 61 items were developed and included on the faculty/staff survey and 35 items were presented to students. There were areas under many of these items, as well as at the end of the survey, where respondents could enter comments. The faculty/staff and student survey items can be found in Appendix A. A Likert response scale of satisfaction was used, ranging from a high of “5” for very satisfied, “4” for satisfied, “3” for neutral, “2” for dissatisfied, and “1” for very dissatisfied. The respondent also had the options of selecting “not familiar with service” or “cannot evaluate” (see Appendix A). The ultimate goal for CITS is to provide an excellent IT experience that supports the teaching, learning, research and business needs of the UMB community. We want to improve the ability for faculty and staff to use technology and IT services to get their work done, and for student to use technology and IT services to complete their studies. 2 Executive Summary Survey Methodology The invitation to participate in the faculty/staff survey was sent out via email to a random sample of approximately 1,500 faculty and staff. The invitation to participate in the student survey was sent via email to a random sample of approximately 2000 students. In total, about 3,500 individuals received an invitation to complete the surveys. Out of the 1,500 faculty/staff who received a survey, 414 responded for a 28% response rate. Out of the approximately 2000 students surveyed, 240 responded for a 12% response rate. In total, there were 654 respondents, for an overall response rate of 19%. A complete breakdown of the number of individuals invited and the number who responded, overall and from each constituency, is presented in Table 1 below. Table 1 Constituent Group Faculty/Staff Invited 1500 Responded 414 % Response 28% Students 2000 240 12% Total 3500 654 19% % of all Responses 63% 37% Table 2 below shows the percentage distribution of respondents across schools and central units. Table 2 Faculty/Staff Central Admin. Other SOM SSW SOP SON SOD SOL 33% 10% 7% 7% 7% 4% 24% 4% SOM SSW SOP SON SOD SOL Grad. School Other 21% 19% 7% 7% 10% 7% 1% No Affiliation Indicated 4% Students 24% 3 No Affiliation Indicated 4% Overview of the Results As an organization, CITS strives to present services and electronic solutions in a way that will meet a standard of quality that is deemed as satisfactory or better to all constituencies. The CITS mission and focus is to treat UMB students, faculty, staff, colleagues and co-workers as treasured customers. Excellence in service to the UMB community is our challenge and responsibility. This survey seeks to measure our success in that regard as reflected in the degree of satisfaction with those services by the people we serve. As such, the ideal organizational goal is to achieve a high percentage of students, faculty and staff indicating “satisfaction” with CITS services, which would be a rating of 3 or better on the Likert opinion scale (1-very dissatisfied to 5-very satisfied); and a high mean score. A mean score between 3.75 and 3.99 for an item would be considered a “Very Good” rating, while a mean score of 4.00 or above would be considered an “Excellent” rating. It is important to note that there were two items on the surveys that provide an overall indication of how CITS and the services offered by the organization are perceived by the UMB community. Those items are: “How satisfied are you that CITS takes a ‘customer-oriented’ approach to helping you?” And, “Please rate your overall satisfaction with CITS services”. The survey findings, for both faculty/staff and for students, indicate very high satisfaction ratings for these items. The satisfaction ratings (mean and satisfaction percentage) for these two items are presented in Tables 3 and 4 below. It is also apparent from the survey findings that almost all individual service offerings are viewed very favorably by students, faculty and staff (see Tables 5 and 6 below). Table 3 How satisfied are you that CITS takes a “customer-oriented” approach to helping you? Mean Satisfaction % Count Dissatisfaction % Count Total Count Faculty/Staff 4.24 95% 301 5% 17 318 Students 4.17 95% 109 5% 6 115 Table 4 Please rate your overall satisfaction with CITS services. Mean Satisfaction % Count Dissatisfaction % Count Overall Count Faculty/Staff 4.07 96% 359 4% 16 375 Students 4.11 97% 176 3% 5 181 4 Ratings of Satisfaction for Each Survey Item (Mean and Satisfaction Percentage) Ratings of satisfaction were measured for each item on both the faculty/staff survey and the student survey. Of the 49 items on the faculty/staff survey that were evaluated (12 of the 61 items were not satisfaction questions), all but four had a mean satisfaction rating of 3.75 or greater. There were 26 items that had an “Excellent” rating (mean score of 4.00 or greater) and 19 items that had a “Very Good” rating (mean score of 3.75 or greater). Please see Table 5 below for the satisfaction percentage and mean satisfaction rating for each item on the faculty/staff survey. Table 5 Faculty/Staff Survey Items Mean Satisfaction Total # of % Count Opinions Ability to get through to a person at the CITS Help Desk 4.22 94% 319 339 Timeliness of response from the CITS Help Desk 4.28 95% 322 341 Turnaround time to resolve your problem by the Help Desk 4.17 93% 317 341 Professionalism exhibited by the CITS Help Desk 4.42 97% 333 342 Ability of the CITS Help Desk to solve your problem 4.29 95% 318 334 Overall CITS Help Desk service 4.22 96% 319 334 4.01 93% 250 269 Reliability of the campus wired network 4.29 96% 348 362 Availability of the campus wired network 4.30 96% 348 361 Campus wired network connection speed to the Internet 4.24 95% 347 366 Ease of connecting to the campus wireless network 3.61 80% 226 284 Signal strength of the campus wireless network 3.75 88% 247 282 Availability of the campus wireless network 3.72 86% 240 280 Overall campus network services 4.17 98% 356 363 CITS IT Help Desk Support Training Online help and training materials developed by CITS Network Services 5 Faculty/Staff Survey Items Mean Satisfaction Total # of % Count Opinions 3.91 88% 224 255 Telephone services 4.14 94% 310 329 Telephone support 4.08 95% 240 253 Campus Exchange/Outlook system 4.36 97% 340 352 Campus Exchange/Outlook Web Mail system 4.17 94% 330 350 Accellion secure file transfer system 4.28 97% 111 115 Archibus space information and management system 3.90 100% 29 29 Blackboard learning management system 4.18 93% 178 192 Collaborate web conferencing system 3.78 90% 93 103 Community System, Affiliate creation and management 3.79 90% 63 70 MyUMB, the enterprise systems portal 4.09 94% 351 373 Employee Self-Service (timesheet and personal info.) 4.05 92% 339 368 ePAF (electronic personnel action forms) 3.94 97% 30 31 eTravel (travel requests, travel expense reimbursements) 3.77 87% 65 75 eUMB Financials (financial system) 3.95 94% 151 161 eUMB HRMS (human resources system) 4.05 98% 128 131 eUMB RAVEN (financial reporting system) 3.92 91% 94 103 ImageNow (system for scanning and storing files) 4.19 96% 77 80 Kuali Coeus (grant proposal system) 3.50 83% 96 116 Maximus (effort reporting system) 3.85 91% 88 97 Remark (test scoring system) 4.09 100% 33 33 SIMS (student information management system) 3.89 91% 67 74 Sympa (mailing list system) 3.94 96% 48 50 Remote Access Campus web VPN client Voice Communications Electronic Mail (Email) Enterprise Systems 6 Faculty/Staff Survey Items Mean Satisfaction Total # of % Count Opinions 3.47 82% 78 95 3.89 90% 164 183 Campus directory look-up 3.94 90% 300 335 CITS website services 3.82 94% 239 255 Custom web application development 4.01 95% 88 93 Desktop support (Central Administration) 4.13 96% 145 151 UMID account/password management 3.98 93% 352 379 4.06 97% 332 342 Ease of finding information 3.76 91% 273 299 Success in finding information 3.75 92% 278 302 Helpfulness of the content 3.86 96% 285 298 UMVibe (document sharing system) Software Availability Software available at the Software Licensing Office Other CITS Services CITS Communications Communications regarding CITS IT updates CITS Website Of the 26 items on the student survey that were evaluated (9 of the 35 items were not satisfaction questions), all but five had a mean satisfaction rating of 3.75 or greater. There were 17 items that had an “Excellent” rating (mean score of 4.00 or greater) and 4 items that had a “Very Good” rating (mean score of 3.75 or greater). Please see Table 6 below for the satisfaction percentages and mean satisfaction score for each item on the student survey. Table 6 Student Survey Items Mean Satisfaction Total # of % Count Opinions Ability to get through to a person at the CITS Help Desk 4.20 94% 116 123 Timeliness of response from the CITS Help Desk 4.26 95% 119 125 Turnaround time to resolve your problem by the Help Desk 4.22 92% 113 123 CITS IT Help Desk Support 7 Student Survey Items Mean Satisfaction Total # of % Count Opinions Professionalism exhibited by the CITS Help Desk 4.47 98% 128 130 Ability of the CITS Help Desk to solve your problem 4.29 91% 115 126 Overall CITS Help Desk service 4.28 94% 119 127 Reliability of the campus wired network 4.21 95% 140 147 Availability of the campus wired network 4.24 95% 139 147 Campus wired network connection speed to the Internet 4.27 97% 142 147 Ease of connecting to the campus wireless network 3.45 71% 142 200 Signal strength of the campus wireless network 3.73 82% 163 198 Availability of the campus wireless network 3.72 81% 160 198 Overall campus network services 4.04 96% 182 189 4.43 98% 176 181 Blackboard learning management system 4.11 93% 180 194 Collaborate web conferencing system 3.99 91% 63 69 SURFS (student academic and financial system) 3.80 86% 185 216 3.50 81% 50 62 Accellion secure file transfer system 4.03 97% 30 31 CITS website services 3.91 95% 52 55 UMID account/password management 4.00 95% 174 184 Sympa (mailing list system) 4.04 96% 44 46 UMB Mobile (mobile access to grades and class schedule) 3.81 84% 83 98 UMVibe (document sharing system) 3.70 90% 27 30 4.02 99% 135 137 Network Services Electronic Mail (Email) [email protected] system Enterprise Systems Software Availability Software available at the Software Licensing Office Other CITS Services CITS Communications Communications regarding CITS IT updates 8 Conclusions The survey findings indicate that UMB students, faculty, and staff have a high level of satisfaction with services provided by CITS. The survey respondents across the UMB schools, departments, and central units gave almost every CITS-provided service a score of “Excellent” or “Very Good”. While the survey findings are very positive, there is always room for improvement in every area and for every service, even for those services that received high satisfaction ratings. The comments and suggestions provided by the respondents will help us strengthen the highly rated services even further. While no service on either survey received a satisfaction mean rating below 3.45, the goal would be to have every survey item achieve a 3.75 or better mean score. There were a few items that didn’t quite meet that rating and they will receive our immediate attention. We will take a close look at the wireless network, with special attention given to the ease of connecting and its availability throughout campus. The Kuali Coeus grant proposal system will be reviewed to see if there are ways of making it more intuitive and easier to use for faculty. The UMVibe document sharing system will be evaluated to see if there are improvements that can be made, as well as to determine if the soon to be implemented Microsoft Office 365 features of Sharepoint and OneDrive can replace UMVibe as a document sharing system. We will also explore what additional software programs can be made available to students and faculty via the Software Licensing Office. All of the comments and suggestions made by the respondents regarding these services will be very helpful to making the needed service improvements. The Center for Information Technology Services organization extends our sincere gratitude to the UMB community of respondents for taking the time to complete the survey and for their candid and honest responses. Their judgments about the quality of our services are important because they help us identify the areas in which we are succeeding, point to the services we need to improve, and highlight the areas in which we need to offer new services. We aim to use these findings to enhance the quality of the IT experience for faculty, staff and students at the University of Maryland, Baltimore. 9 Appendix A Survey Instrument Faculty/Staff Students 10 UMB CITS Faculty and Staff Satisfaction Survey This survey of faculty and staff is being conducted to assess and improve the services that the Center for Information Technology Services (CITS) offers the University community. Your judgments about the quality of our services are important because they help us identify the areas in which we are succeeding, point to the services we need to improve, and highlight the areas in which we need to offer new services. Please be assured that your responses are confidential and no individual's answers will be identified in a report. Your participation is voluntary. The survey should take you between 5 and 10 minutes to complete. Thank you for taking the time to complete the survey and for your candid responses. Peter J. Murray, Chief Information Officer and Vice President Customer Service How satisfied are you that CITS takes a "customer-oriented" approach to helping you? Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Customer Service Campus IT Help Desk Support Please rate your overall satisfaction with the following aspects of the Campus IT Help Desk service: Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Ability to get through to a person Timeliness of initial response Turnaround time to resolve your problem Professionalism Ability to solve your problem Overall Campus IT Help Desk Service 11 CITS Training How satisfied are you with the online help and training materials developed by CITS (Electronic timesheets, Collaborate web conferencing, UMVibe, UMBAlerts, Kuali-Coeus)? Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Training Materials What is your preferred method for receiving training? Instructor-led Online Online self-paced classroom videos instruction Webinars Asking a peer or colleague for help Network Services Please rate your overall satisfaction with these aspects of the Campus wired network: Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Reliability of the network Availability of the network Connection speed to the Internet Please rate your overall satisfaction with these aspects of the Campus wireless network (Eduroam): Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Ease of connecting to Eduroam Signal strength of the connection Availability of the Eduroam wireless network 12 Is there a particular place on campus where you would like to see wireless access expanded or enhanced? 0 characters entered. | 500 characters remaining. How satisfied are you with Campus network services overall? Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Network Services Remote Access Please rate your overall satisfaction with the following: Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Campus offered Web VPN Client Voice Communications Please rate your overall satisfaction with following aspects of UMB's telephone system: Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Telephone services Telephone customer support 13 Electronic Mail (Email) Do you use a umaryland.edu address as your primary email address? Yes No Please rate your overall satisfaction with these Campus email systems: Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Campus Exchange/Outlook Exchange/Outlook Web Mail Enterprise Systems Please rate your overall satisfaction with following information systems that CITS supports: Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Accellion (Secure file transfer) ARCHIBUS (Space information and management) Blackboard (Learning mgmt. system) Collaborate (Web conferencing) Community System (Affiliate creation) MyUMB (Enterprise systems portal) Employee SelfService (Timesheet tasks, pay and personal info.) ePAF (Electronic Personnel Action Forms) 14 eTravel (Travel requests, travel expense reimbursements) eUMB Financials eUMB HRMS eUMB RAVEN ImageNow (Scan & store files) Kuali Coeus (Grant proposals) MAXIMUS (Effort reporting) Remark (Test scoring) SIMS (Student info. mgmt. system) Sympa (Mailing list) UMVibe (Document sharing) Computing Hardware What percentage of your work day is spent on the following hardware? (Total percent should not exceed 100.) 0% 1-20% 21-40% 41-60% 61-80% 81-100% Desktop Laptop Portable Devices (Smartphone, iPad, tablet) Keeping the portable device you use most often in mind, what is the main feature or function that you use for your work? 0 characters entered. | 500 characters remaining. 15 Which CITS-supported application(s) or service(s) is the most important for you to access via a portable device(s)? 0 characters entered. | 500 characters remaining. Software Availability Please rate your overall satisfaction with the discounted software made available at the Campus Software Licensing Office: Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Discounted Software What additional computer software should the Software Licensing Office consider making available? 0 characters entered. | 500 characters remaining. Other CITS Offered Services Please rate your overall satisfaction with the following CITS offered services: Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Campus Directory Lookup CITS Website Custom Web Application Development Desktop Support (Central admin. only) UMID AcctPassword Mgt 16 CITS Communications Please rate your overall satisfaction with communications regarding CITS IT updates (e.g., CITS IT Alerts, Digital signboards, CITS website news, MyUMB portal, Email notifications, IT articles in the Elm). Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service CITS Communications Where do you learn about IT updates/obtain information regarding Campus IT systems? (Select all that apply) MyUMB Email Digital CITS Word of IT Support Elm Portal notifications signboards website mouth person Please rate your overall satisfaction with the CITS website: Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Ease of finding information Success in finding information Helpfulness of the content Did you have difficulty finding anything? If so, should it be added to the CITS website Service Catalog and/or A-Z Service Listing? 0 characters entered. | 500 characters remaining. 17 Summary Please rate your overall satisfaction with CITS services: Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Overall Satisfaction What CITS service(s) is the most valuable to you for supporting your work? 0 characters entered. | 500 characters remaining. What is the one thing CITS could provide that would make it easier for you to do your work? 0 characters entered. | 500 characters remaining. Please offer any suggestion(s) for improving a CITS service(s) identified above. 0 characters entered. | 500 characters remaining. 18 Please specify which school or unit you are affiliated with: School of Dentistry Graduate School School of Law School of Medicine School of Nursing School of Pharmacy School of Social Work Central Administration (Academic Affairs, Administration and Finance, Center for Information Technology Services, Communications & Public Affairs, HS/HSL, President`s Office, Research and Development) Other If choosing Other, please indicate. 0 characters entered. | 150 characters remaining. First Name: Optional Last Name: Optional Email: Optional 19 UMB CITS Student Satisfaction Survey This survey of students is being conducted to assess and improve the services that the Center for Information Technology Services (CITS) offers the University community. Your judgments about the quality of our services are important because they help us identify the areas in which we are succeeding, point to the services we need to improve, and highlight the areas in which we need to offer new services. Please be assured that your responses are confidential and no individual's answers will be identified in a report. Your participation is voluntary. The survey should take you approximately 5 minutes to complete. Thank you for taking the time to complete the survey and for your candid responses. Peter J. Murray, Chief Information Officer and Vice President Customer Service How satisfied are you that CITS takes a "customer-oriented" approach to helping you? Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Customer Service Campus IT Help Desk Support Please rate your overall satisfaction with the following aspects of the Campus IT Help Desk service: Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Ability to get through to a person Timeliness of initial response Turnaround time to resolve your problem Professionalism Ability to solve your problem Overall Campus IT Help Desk Service 20 Network Services Please rate your overall satisfaction with these aspects of the Campus wired network: Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Reliability of the network Availability of the network Connection speed to the Internet Please rate your overall satisfaction with these aspects of the Campus wireless network (Eduroam): Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Ease of connecting to Eduroam Signal strength of the connection Availability of the Eduroam wireless network Is there a particular place on campus where you would like to see wireless access expanded or enhanced? 0 characters entered. | 500 characters remaining. How satisfied are you with Campus network services overall? Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Network Services 21 Electronic Mail (Email) Do you use an @umaryland.edu address as your primary email address? Yes No Please rate your overall satisfaction with Google@UMaryland: Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Email Services Enterprise Systems Please rate your overall satisfaction with following information systems that CITS supports: Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Blackboard (Learning mgmt. system) Collaborate (Web conferencing) SURFS (Student grades, billing, and finance) Computing Hardware When you are interacting with UMB electronically, what percentage of that time are you using the following hardware? (Total percent should not exceed 100.) 0% 1-20% 21-40% 41-60% 61-80% 81-100% Desktop Laptop Portable Devices (Smartphone, iPad, tablet) 22 Keeping the portable device you use most often in mind, what is the main feature or function that you use for your studies? 0 characters entered. | 500 characters remaining. Which CITS-supported application(s) or service(s) is(are) most important for you to access via a portable device? 0 characters entered. | 500 characters remaining. Software Availability Please rate your overall satisfaction with the discounted software made available at the Campus Software Licensing Office: Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Discounted Software What additional computer software should the Software Licensing Office consider making available? 0 characters entered. | 500 characters remaining. 23 Other Services offered by CITS Please rate your overall satisfaction with the following services offered by CITS: Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Accellion (Secure file transfer) CITS Website UMID Account/Password Mgmt. SYMPA (Mailing list) UMB Mobile (Mobile access to grades and class schedule) UMVibe (Document sharing) CITS Communications Please rate your overall satisfaction with communications regarding CITS IT updates (e.g., CITS IT Alerts, Digital signboards, CITS website news, Email notifications, IT articles in the Elm). Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service CITS Communications 24 Summary Please rate your overall satisfaction with CITS services: Not Familiar Cannot Very Very Satisfied Neutral Dissatisfied with Evaluate Satisfied Dissatisfied Service Overall Satisfaction What CITS service(s) is the most valuable to you for supporting your education? 0 characters entered. | 500 characters remaining. What is the one thing CITS could provide that would make it easier for you to complete your studies? 0 characters entered. | 500 characters remaining. Please offer any suggestion(s) for improving a CITS service(s) identified above. 0 characters entered. | 500 characters remaining. 25 Please specify which school you are affiliated with: School of Dentistry Graduate School School of Law School of Medicine School of Nursing School of Pharmacy School of Social Work Other If choosing Other, please indicate. 0 characters entered. | 150 characters remaining. First Name: Optional Last Name: Optional Email: Optional 26
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