IST programs, projects, initiatives and descriptions

Planned (i.e. not started), inflight and operational work is available in the table below.

Project resources

Project and portfolio related resources, including methodology information, tools and templates, facilities, and information about the Portfolio Management Group, can be found on the IST Project Management Office website.


IST project portfolio

Project details last updated May 27, 2021

Summary

Description

Assignee

Start date

End Date

Project Type 

Edtech Challenge

This project involves implementation of various improvement initiatives identified by the Teaching & Learning group at their biennial planning session.

Wendy Hague

01/Mar/21

25/Mar/22

Business Process & service

PMO Methodology Updates 2021

Project for tracking progress on PMO priorities for updates and changes to the methodology.

Connie van Oostveen

11/Jan/21

31/Dec/21

Business Process & service

International Student Return Plan

The purpose of this project is to implement a Covid-19 Readiness Plan for International Students arriving in Canada.  The project will operationalize our institutional approach to safely receive and support both new and returning international students in meeting the mandatory 14-day quarantine requirements set by the Government of Canada.

Wendy Hague

19/Oct/20

28/May/21

Business Process & service

Advancement Business Case

IST is helping to build a business case for enhanced CRM and fundraising functionality currently provided through campus advancement business processes and legacy technology.

Pam Fluttert

01/Sep/20

31/May/21

Business Process & service

A3 license management process improvement project

Beginning in April / May 2021, the University will be charged for Microsoft 365 licenses. The purpose of this project is to improve the process for managing MS 365 accounts issued by faculties and ASUs for sponsored / visitor accounts to ensure license costs are effectively managed.

Wendy Hague

02/Nov/20

26/Mar/21

Business Process & service

Creatio System Implementation

Implementation of CRM/BPM tool for Waterloo International to track international partners, contacts and related activities including travel, delegations and agreements in a 360 degree view.

Annie Au

22/Apr/20

30/Jun/21

Business Process & service

Email Improvements

The purpose of this project is to implement the recommendations on email routing at the University as defined by a technical working group. These recommendations are intended to address audit requirements, improve the reputation of uwaterloo.ca in the terms of email, and enhance overall email productivity and efficiency at the University.

Wendy Hague

31/Jan/20

31/Dec/22

Business Process & service

Quest Rapid Delivery Spring 2021

This initiative contains items being worked on for Quest during the Winter 2020 term.
These projects include Tax form cleanup, EDI XML transcripts (inbound and outbound), the Social Insurance Number Purge, Self-reported grades, improvements to the Sectioner Reserve Capacity process.

The amount of work is being reduced as several other projects using the same resources as QRD, are being reported elsewhere. These projects include the Tuition Calc project (https://jira.uwaterloo.ca/browse/ISTPPM-235), the Graduate Recruitment transformation project (https://jira.uwaterloo.ca/browse/ISTPPM-290), and the Quest upgrade (https://jira.uwaterloo.ca/browse/ISTPPM-333).

Jonathan Woodcock

03/May/21

31/Aug/21

Information System

Legal Matter and Document Management System Implementation

Legal & Immigration Services procured a legal matter and document management solution in January 2021. The solution was selected from a joint RFP submission from Xakia and Ascertus (iManage implementation partner).

The purpose of this project is to implement the selected solution, initially with Xakia for the legal matter management requirements, then subsequently with Ascertus to implement iManage for the document management requirements. The integrations include single sign on and the native integration between Xakia and iManage.

Annie Au

05/Jan/21

30/Jun/21

Information System

Writing Centre Software Implementation

Writing Centre (WC) currently uses WC Online and is planning to transition to different software in order to improve on user functionality, integration, reliability and longevity of the software.

Nathan Lee

10/Feb/21

10/Feb/22

Information System

Decommission HR integrations in Rhapsody

Rhapsody is used for integrations to various systems within on campus and off campus. The integrations that are written in Rhapsody will be rewritten in Azure.

Rahul Racharla

01/Sep/20

01/May/21

Information System

NEXTT Transition Project

The NEXTT transition project is the third phase of the replacement of HoME. By September 30, 2021, the team will ensure core functions in the new enterprise system are set-up and operating effectively, and non-core functions are stable.

Tara Hillis

13/Oct/20

28/Apr/23

Information System

Jira Service Desk Cloud Implementation

Moving Jira Service Desk (JSD) services to the cloud instance. Will involve migration of existing on-premises JSD clients and onboarding new clients.

Matthew Harford

01/Sep/20

30/Dec/21

Information System

Quest Upgrade - Feb 2021

The Quest application and databases will be updated to maintain Oracle support. The mobile and firewall products will also be upgraded for compatibility and improved vendor support.

Pat Coutsos

01/Aug/20

31/Mar/21

Information System

AHS Registration and Payment System

A project to facilitate registration and payment administration and to manage growth of outreach and community programming at CCCARE and AHS activities broadly. This software would be used for registration intake forms and for handling personal health information (PHI).

Nathan Lee

19/Aug/20

31/Dec/21

Information System

Membership Management

Deliver the required systems and turnstile integration required to enhance membership management for Athletics.

Nathan Lee

01/Jul/20

30/Mar/21

Information System

Budget Software Implementation for Faculty of Math

The Faculty of Math wishes to improve the quality, productivity and integrity of the data and processes used for budgeting and reporting. The purpose of this project is to implement software to achieve these goals.

Wendy Hague

15/Jan/19

31/Mar/21

Information System

Housing Program Administration

The HoME system (and related systems such as the budget tool, off-campus housing list, RezMail and CLVN programs) are integral to Housing operations, supporting the full range of a student's life in residence such as:

  • applying to residence
  • being assigned to a room, optionally with roommates and/or in Living Learning communities
  • fee assessment
  • moving in (key pick-up) and room condition cards
  • assigning Dons, Community Coordinators and Residence Life Coordinators
  • moving out (key drop-off)
  • cleaning and maintenance

Dawn MacDonald

18/Jun/17

31/Oct/21

Information System

Tuition Calculation

This new project (replacing the TCalc Project); the Tuition at Waterloo (TAW) project aims to document a tuition methodology that is well understood and consistent, a well-documented process on how to charge fees, a well-documented process on how to maintain the methodology and fees and a system solution that is flexible and extensible that reduces manual overrides and associated risks while improving system controls for the ever-changing University environment.

Stacey Mahoney

01/Jan/18

29/Apr/22

Information System

Quest to Cloud

A Proof of Concept was successfully completed for moving Quest to the cloud earlier in 2020. A new IaaS and PaaS project is being initiated for the move to the cloud.

Connie van Oostveen

03/Dec/20

22/Mar/22

Infrastructure

Move to O365 SharePoint Online

For students and employees who need consistent and improved support and services, in a time of financial austerity, the project will:

-deprecate on-premises SharePoint,
-plan, schedule and implement migration pathways and automated migrations for on-premises SharePoint sites, favouring 0365 suite of tools,
-build and execute training and education, and
-contribute to the objectives of the O365 program, including any changes that specifically impact SharePoint.

Connie van Oostveen

15/Jun/20

30/Nov/21

Infrastructure

Softphone Implementation

Implement softphones using Skype for Business (S4B) to replace existing IP and digital phone services for campus with the goal of reducing overall operating costs for telephony for the organization.

Andrew McAlorum

04/May/20

31/Aug/21

Infrastructure

O365 Program

This program exists to provide oversight on the various projects underway to leverage o365 products for campus to align with the o365 vision and expected benefit delivery.

Wendy Hague

06/Mar/20

20/Dec/21

Infrastructure

ONA Tool Rewrite

The ONA tool is an internal UW system used by network administrators. A new API from CISCO is enabling an application rewrite using the .net platform, and the rewrite will resolve maintenance and support resourcing issues with the current system.

Shah Chandon

01/Jun/18

31/Aug/21

Infrastructure

WCMS 3.0 Rebuild Project

The current WCMS uses Drupal 7 (D7) as its foundation which is coming to end-of-life. Drupal 8 (D8) is the newest version distributed by Drupal.org. This project will manage the redevelopment of the WCMS in D8. The main objective of this project is to build a version of the WCMS that replicates all existing presentation and end user functionality as much as feasibly possible using Drupal 8 Core.

Tara Hillis

23/Jan/19

31/Mar/21

Infrastructure

Campus Network Infrastructure Refresh

The purpose of this project is to upgrade all routing switching equipment on campus.

Matthew Verlis

20/Oct/17

31/Dec/22

Infrastructure

RFP: WatVotes alternative

The purpose of this project is to find a suitable software alternative to the custom modules that provide WatVotes functionality in WCMS 2 in anticipation of WCMS 3.

There is currently no Drupal 8/9 support for these custom modules, so an alternative will need to be found.

Traci Elizabeth Dow

12/Feb/21

31/May/22

Request for Proposal

Learn Tools v4

The purpose of this project is to re-write Learn Tools using up-to-date technology so that the system (Learn Tools v4) is more sustainable and easily supported.

Wendy Hague

28/Oct/20

17/Dec/21

Other

O365 Email in the Cloud for Employees

This project involves moving all employees to o365 email in the cloud.

Wendy Hague

01/Jun/20

30/Jun/21

Other

LEADS Decommission Project

The recruitment module is the last LEADS module still in use by members of the campus community. The LEADS Decommission project will include retiring use of this final module, providing data from the system to campus partners if needed, and fully decommissioning the LEADS system to release all related infrastructure and support resources.

Anne Paulson

31/Mar/21

23/Dec/21

 

Software Defined Storage

Utilizing software defined storage and commodity hardware to increase available storage to campus.

Matthew Verlis

02/Jul/19

30/Jun/21