IST active programs, projects, initiatives and descriptions
Important planned (i.e. not started), inflight and operational work (including the IST Strategic Plan work) is made available through a dynamic link with the Project and Portfolio Management tool, TeamDynamix.
Business Intelligence, Analytics, Reporting & Integration
Business intelligence inflight programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
| IST Internal Reporting | This effort will capture the answer to two questions for the IST Strategic Plan: 1) What reporting do we need? 2) What reporting do we already have? | 10% | November 2017 | November 2018 |
| Ethics Cloud System (Kuali) Reporting Capability Enhancement | Enhance the reporting capability within the Research Ethics cloud solution, Kuali. | 40% | November 2018 | June 2019 |
| Data Management Capabilities | This IST strategic plan data initiative includes implementing a series of data capabilities for one data domain such as student or human resources information, and beginning with data governance implementation. This initiative will expand into additional detail as the IST Strategic Plan proceeds. | 50% | November 2017 | November 2020 |
Business intelligence planned programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
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Business Process & Service
Business process inflight programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
| Account Rep Collaboration and Communication | Increase IST account rep collaboration with other groups in IST; examine how we can improve collaboration and communication with other campus IT teams. | 90% | January 2018 | December 2018 |
| Help Desk Remote Support (Bomgar) Enhancements | The Help Desk Remote Support Enhancements project will recommend process improvements and solutions, and will implement the approved recommendations regarding the use of a remote support tool, Bomgar. The project will enable IT help desk workers to be more efficient at helping clients and achieving greater client satisfaction. | 5% | July 2018 | December 2018 |
| Service Desk Process and Procedure Documentation | This initiative will identify and document all of the IST Service Desk processes and procedures to ensure consistent delivery of service within the team. | 25% | December 2018 | April 2019 |
| ITSM Asset Management PoC - Desktop Rollover | IST wants to consider use of Teamdynamix (TDX) as a general ITSM solution. Asset Management is a key ITSM component and we want to validate how well TDX works for this use. To that end, IST will run a Proof of Concept (PoC) for the specific use case of Desktop Rollover management and tracking. The goal will be specifically to support the processes and record keeping for the IST Desktop Rollover program and generally to clarify pros/cons of using TDX as an ITSM Asset Management tool. | 75% | April 2019 | June 2019 |
| AI QnA Bot and KnowledgeBase Implementation for The Centre | For The Centre and ultimately for the students, an AI Powered QnA bot connected to an Azure KnowledgeBase, will bring about compelling benefit(s) in terms of providing students with access to a KnowledgeBase in a very user friendly manner using a conversation style dialogs. In this project, both the bot framework and knowledgebase implementation will be in scope. | 20% | April 2019 | August 2019 |
| QFlow Service Expansion – Student Success Office | Configuration of QFlow (queuing software for Student Centre) to enable appointments with SSO staff in SCH and related process adjustments and training. Expansion of current Portal integration to include SSO services that allow students to self-book. | 50% | March 2019 | August 2019 |
| 2-Factor Authentication Adoption and Rollout | The project will drive adoption for 2FA across the institution in a prioritized way. | 75% | October 2018 | August 2019 |
| eCommerce Expansion | The central e-commerce solution, built on Shopify, is transitioning to a core University wide service. This project will develop a formal product intake process, service management plan, establish on-going support procedures, look to use the solution to retire redundant systems and eliminate unsanctioned revenue collection. | 80% | September 2017 | September 2019 |
| Great Delivery for IST | UW's Excellence Canada framework is a lens through which we can view IST's delivery to campus. We will focus on ‘how’ we are delivering as a department, describing our current state, identifying priority processes to change, and implementing changes in a pilot. | 20% | November 2017 | November 2019 |
| Social Media Management Tool/Software | The Marketing and Strategic Initiatives team and related stakeholders at the University of Waterloo require a social media management tool (software) that will assist in managing social media communications. Using the Hootsuite platform, the University of Waterloo manages social media channels across various social media platforms including Facebook, Twitter etc. The team of users currently using Hootsuite schedule, monitor, track and respond to feedback through these channels and strive to support an inclusive, connected and engaged online community. A contract renewal is necessitating a product review and the release of an RFP. | 15% | April 2019 | November 2019 |
| Managing Name Change Requests | Provide students with the ability to change their preferred name so that the name change is propagated throughout the University in a manner that protects the student's privacy while retaining the student's legal name and used when required. | 10% | May 2019 | December 2019 |
| Personalized Athletic Coaching for UW Students | To enhance the student experience this pilot project is to provide personal coaching with an Athletics certified professional coach using ProCoach software to a volunteer group of students to improve their fitness levels, mental health, self-esteem, and confidence. This is a net new service offering in partnership with Campus Wellness. | 0% | June 2019 | December 2019 |
| Business Continuity | A formal Business Continuity Plan (BCP) is being developed for the campus with well-defined roles and responsibilities. This project focuses on creating a BCP for the entire campus. The BCP will become the main document to reference during an event on campus and explain clearly what is expected. U of W will be better prepared for both small and large events that befall our campus. | 45% | October 2017 | December 2019 |
| Emergency Desktop Notification Replacement | The purpose of this project is to identify and implement a replacement solution for the current Emergency Desktop Notification system which is not supported. The Emergency Desktop Notification system is a component of the Emergency Notification system. | 50% | April 2019 | December 2019 |
| OHD Standard Operating Procedures | For Organizational and Human Development (OHD) who are seeking to support the growth and development of their service are developing a set of Standard Operation Procedures (SOP). Defining standards and templates, selecting and configuring a repository, and developing the initial set of SOPs are the primary goals. | 20% | April 2019 | December 2019 |
| Customer Relationship Management (DubHub Project) | Vision statement for project being worked on, and this description will be updated. Project involves determining of governance model, rules of engagement, proof of concept, business case and recommendation for an institutional approach to sharing CRM data. | 50% | March 2019 | December 2019 |
Business process planned programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
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Human Resources, Financial & Student Information Systems
ERP Information systems inflight programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
| Quest 2019 Upgrade | Deployment of application maintenance and a PeopleTools upgrade. This upgrade includes the implementation of Fluid navigation, a new responsive-based way for students, applicants, alumni, faculty, and staff to navigate the system. | 99% | October 2018 | June 2019 |
| Room Scheduling/Booking System Review | This project will review Infosilem Enterprise, testing its ability to enable improvements to room management across campus. If the system is valuable, the project will include rollout. The project includes reviewing and documenting current room scheduling/booking processes of the RO, identifying high-level improvement opportunities for room scheduling/booking across campus, evaluating the product, fit-gap and solution design, integration with other tools such as Quest and potentially Archibus, and if viable, implementation. | 99% | October 2017 | August 2019 |
| SIS Legacy Application Review and Migration | Purpose: Identify, assess impacts and ensure best migration path for Student Information Systems apps from the planned retirement of legacy web-servers. Primary Deliverable: Decision on ideal migration and migration completed for each legacy application identified. | 75% | November 2017 | December 2019 |
| Tuition Calculation | Purpose: This project aims to build a team that can understand, document and implement a holistic view of the UW TCalc Process to better serve the campus while ensuring that the current process is maintained, updated and improved with incremental improvements along the way. Primary Deliverable: Business process documentation and implementation of the new Tuition Calculation governance, process, calculations and system administration that is operational, maintainable and able to grow. | 20% | January 2018 | January 2021 |
| Quest Rapid Delivery | Purpose: Provide a visible, high-rate of delivery pipeline of work for the Quest platform. Primary Deliverable: Regular releases of features, functionality and enhancements to the Quest platform. | 20% | November 2017 | January 2021 |
ERP Information systems planned programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
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Departmental and Campus, including Research Information Systems
DCA Information systems inflight programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
| Pure Implementation - Phase 1 | The purpose of the project is to implement the Pure Research Information System for the University of Waterloo. Benefits of Pure for Researchers include the electronic submission and routing of the Cover Sheet for Sponsored Research Activities; monitoring of grant applications; personalized search facility for funding opportunities; summary of research scholarly contributions; and pre-population of some areas of the CCCV. | 100% | July 2016 | August 2018 |
| myResearch - CCV Implementation and Profile Data Enhancement | Project based on the myResearch ecosystem focused on the implementation of CCV functionality and enhancements to profile data. | 80% | November 2017 | November 2018 |
| Safety Training Management | The purpose of the Safety Training Management project is to address the business needs of the Safety Office to reliably track Safety training for employees and students and make Safety training records accessible to departments in order to enable efficient operations within stakeholder units. In addition, the antiquated PHP web-based application used by the Safety Office needs to be replaced. | 90% | July 2017 | June 2019 |
| Legal Matter Management System Investigation | The legal team in Legal and Immigration Services (LIS) lack a system to effectively manage electronic files, correspondence, and finances. This project involves the investigation and selection of a solution. | 20% | April 2019 | July 2019 |
| International Relationship Management Solution Selection | There is a need to have a secure and central location to store all related information for international relationships such as agreements, delegations, contracts, etc. This information would need to be reportable and also ideally has a mechanism to be able to identify upcoming events, such as international visits, events and agreements that are set to expire. | 40% | May 2018 | September 2019 |
| 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 | 70% | June 2017 | June 2020 |
| Electronic Health Records System Implementation | This project will cover the planning and implementation of a new Electronic Health Record system (collaborative system used by both Health and Counselling Services). | 20% | September 2017 | July 2020 |
DCA Information systems planned programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
| Extend Athletics uTix Functionality for UW Student Engagement | To fulfill the need to validate UW students attending Athletics events and functions, Athletics plans to use its existing University Ticketing solution. University Tickets (uTix) is Athletics online ticketing solution (https://waterloowarriors.universitytickets.com/w/default.aspx. UW Athletic events are free to students; however, many students do not pre-register through uTix and simply show up in-person at the event. To ensure proper access are granted to UW students and other paid attendees, Athletics needs to validate UW students at each of these events. This process will provide the necessary security and safety checks for Athletics business needs, and enrich the student experience at Athletic events with a student-focused approach with Athletics existing integrated ticketing solution. | 0% | June 2019 | August 2019 |
Teaching and Learning Information Systems
T&L Information systems inflight programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
| Student Response System (Clickers) | Initiative to gather and assess current hardware and software solutions for collection of student responses inside and outside of the classroom while considering the integration requirements of the Learning Management System (Waterloo LEARN) | 90% | June 2017 | December 2018 |
| Course Evaluation (Survey) Software | The AVP Academic has struck a task force to look at course evaluation, one of the key initiatives of the strategic plan for academic programming. The committee will take estimated 12 15 months to set a course of action for online course evals, student access, institutional instrument, communication plan, etc. | 70% | May 2015 | August 2019 |
| ePortfolio Implementation | The project will implement an ePortfolio platform to support holistic learning by students. The implementation intends to deliver an improved user experience for students and instructors; and enhanced features for instructor feedback, sharing and documenting competency achievement. | 46% | August 2018 | September 2019 |
T&L Information systems planned programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
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Construction and Renovation
IST Construction & Renos inflight programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
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IST Construction & renos planned programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
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Desktop Management
IST Desktop Management inflight programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
| Mac Management Implementation | Implement recommendations from the Mac Management Investigation effort, to support campus Mac management needs. | 20% | September 2018 | August 2019 |
| Desktop Rollover (DTR) Inventory Project (for Academic Support) | This project will implement a system (tool and process) for managing the inventory of academic support Desktop Rollover (DTR) computers. | 50% | March 2018 | May 2019 |
| Office 365 Desktop Deployment Investigation and Implementation | For Academic Support/TLAB/Podium Windows computers where Office 2016 is currently installed, deployment of O365 (vs. Office 2019) will bring about better integration with OneDrive and other Office 365 applications, as well as enable more up to date versions of Office. The project will determine the impact/planning/configuration and support requirements for O365. | 60% | March 2019 | August 2019 |
IST desktop management planned programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
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Infrastructure
IST infrastructure inflight programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
| Red Hat Enterprise Linux (RHEL) web application migration | This project is intended to plan and execute the migration of web applications hosted on RedHat Enterprise Linux 5 servers managed by TIS. RHEL 5 has reached end-of-life, and the servers need to be retired because security patches are no longer being distributed. | 50% | July 2017 | February 2019 |
| 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 portal platform, and the rewrite will resolve maintenance and support resourcing issues with the current system. | 50% | June 2018 | March 2019 |
| Move HoME Production database to New Server | Move the HoME production database to dedicated hardware with the goal of improving performance. | 95% | April 2019 | May 2019 |
| Parking: PCI Technical Server Configuration Compliance Changes | To continue to meet our institution’s PCI compliance obligations we are making technical server configuration changes that support Parking Services Hub-Zeag ZMS system that resides inside the dedicated PCI environment. This change will address PCI-DSS SAQ-C section 2.2.1 mandatory requirement that only one primary function implemented per virtual system component. In addition, during this project we will: 1. install a new version of the ZMS parking services software 2. create efficiencies by eliminating the ZMS substation server 3. upgrade the following Microsoft products in advance to their end-of-life support deadlines: a. MS SQL Server 2008 R2 b. MS Server 2008R2 Standard c. Upgrade MS Windows 7 workstation to Windows 10 4. apply PCI implementation and security settings on new servers 5. perform an environmental technical security scan upon completion of work (PCI requirement) and validate results SAQ-C Reference: 2.2.1 (a) (a) Is only one primary function implemented per server, to prevent functions that require different security levels from co-existing on the same server? For example, web servers, database servers, and DNS should be implemented on separate servers. (b) If virtualization technologies are used, is only one primary function implemented per virtual system component or device? | 0% | June 2019 | July 2019 |
| Single Sign On - Implementing ADFS | The project will Implement single sign on across the various student facing apps using ADFS. | 60% | December 2018 | August 2019 |
| Quest SQL Server POC | A proof of concept project to test the viability of moving the the Quest database from Oracle on Linux to SQL Server on Windows. | 0% | June 2019 | October 2019 |
| 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. | 5% | January 2019 | December 2020 |
| Campus Network Infrastructure Refresh | The purpose of this project is to upgrade all routing switching equipment on campus. | 34% | October 2017 | December 2022 |
IST infrastructure planned programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
| PCI-DSS File Integrity Monitoring Solution | Parking Services, parking gate payment software resides in a dedicated secure payment card industry technical environment. The Payment Card Industry (PCI) Data Security Standard Requirements and Security Assessment Procedures v3.2.1 requires under section 11.5 that a change detection mechanism be implemented to alert personnel to unauthorized modifications within this dedicated environment. For our institution to meet our PCI regulatory compliance obligations we are installing and configuring File Integrity Monitoring solution. - FIM: Graylog+AuditBeat Windows systems; Qualys was not selected due to its prohibitive associated costs (Phase 1) | 0% | June 2019 | June 2019 |
Website and Digital Marketing
Website & digital marketing inflight programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
| Service Desk Websites Review and Update | Create a new one page site for student services and self-services pages. | 75% | January 2018 | September 2018 |
| Portal Event Registration Expansion | Expand current orientation registration system to support generic event registration and ticketing for campus. | 5% | January 2018 | September 2018 |
| Portal 2.0 | This project involves updating the application core to improve overall performance and add native user interface interactions. | 5% | January 2018 | December 2018 |
Website & digital marketing planned programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
| There is no content at this time for this category. Please check back regularly. | ||||
Organization, Governance, Policy & Standards
Organization, governance, policy & standards inflight programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
| Develop a Risk Framework | Complete a framework for risk identification, assessment, mitigation and monitoring, aligned with Policy 11, which aids in identifying where UW may be at risk from an information technology perspective. | 20% | November 2017 | November 2018 |
| Student Ancillary Fees | A new policy for opt-in and opt-out fees for students has been announced by the provincial government. This project will discover and implement the required changes. | 80% | March 2019 | June 2019 |
| IST Strategic Plan Program Administration | The work of the program includes general oversight, developing metrics, reporting, and monitoring for new strategic plan initiatives (which may result as a result of external efforts, e.g. UW Excellence Canada). Highlighting changes and accomplishments in other Areas for Action, messaging, and ensuring everyone relates to the Plan is also covered. Additionally, internal (IST) change management, such as providing education for broad, IST-wide topics, is important to achieve the goal of 'Together we deliver.'. | 50% | November 2017 | November 2020 |
Organization, governance, policy & standards planned programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
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Uncategorized
IST inflight programs, projects, and initiatives - uncategorized
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
| DCA Hosting Review | To inventory the current applications in the DCA portfolio and review hosting options. | 20% | May 2019 | October 2019 |
| Contractor Management Software | Management of contractors hired by the University of Waterloo is a complex process, involving many units and individuals including Plant Operations, Safety Office (EH&S) and Procurement and Contract Services. A digital solution is required to manage the qualification and ongoing management of contractors. The key goals of implementing the digital solution are risk reduction, efficiency, cost control and access to best practices in the field. Program features include tracking of insurances with automatic notifications when insurances expire, delivery of training modules for uWaterloo training requirements, tracking of training status for both uWaterloo requirements and other regulatory requirements. | 20% | March 2019 | November 2019 |
| Holistic Benefits Review | For the Holistic Benefits Review (HBR) Working Group of the Pension & Benefits (P&B) committee conducting a second phase of the review mandate including delivery and support of an employee targeted survey, focus groups and feedback collection towards the development of a recommendation on benefits plan design changes to the P&B committee. | 20% | May 2019 | December 2019 |
| Mail Chimp License Consolidation | For Mail Chimp license holders across campus, efficiencies with an enterprise license will be explored and implemented. | 20% | June 2019 | December 2019 |
| Data as a Strategic Resource Program | UW will create an information management and analytics environment in which institutional data can be effectively leveraged to the full operational and strategic advantage of the university. New data infrastructure will be incrementally developed that will facilitate analytics and timely and enriched interactive reporting across the spectrum of operational to strategic use. It will ensure that key institutional data streams are captured in both raw and transformed states to allow accurate data trend comparisons across multiple time periods. The creation and evolution of this environment will be premised on a well-defined data strategy and will require the development of an effective data governance framework. | 0% | June 2019 | December 2020 |
IST planned programs, projects, and initiatives - uncategorized
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
| The Centre Stats | The purpose is to provide The Centre with improved statistics/analytics regarding their in person and telephone services. This will enable informed decision making with an end goal to improve services and/or resources for students. | 0% | July 2019 | September 2019 |
Projects and initiatives closed in the past year
IST Projects/Initiatives Closed in past year
| Name | Description | End (Month/Year) |
|---|---|---|
| SSTNH - Program Administration | The goal is to enrich undergraduate and graduate student experiences by creating a centralized space where staff can help students with a variety of services (i.e. picking up an official transcript, international advising, OSAP inquiries, etc.). The initiative will be an evolutionary process where new services and information will be added on an ongoing basis. However, specialty services such as private counseling and academic advising sessions will not be part of the final vision for the centre. | July 2019 |
| IST Internal Communications | Onboarding new tools including a blog on the IST Internal website where IST Directors can post updates from their areas; annual IST Group updates through Friday morning seminars; and annual CIO town halls provide a method of information sharing and increase understanding. These tools are useful, for example, when onboarding new staff, when common messages need to be shared and for consistent messaging. | July 2019 |
| Odyssey Assessment | An assessment of the Odyssey exam management system to determine options, feasibility, and effort required for IST to take on any aspects of ongoing support and development of the system. | July 2019 |
| ITSM Ticketing PoC - Help Desk & PMO queues | IST wants to consider use of Teamdynamix (TDX) as a general ITSM solution. Ticketing is a key ITSM component and we want to validate how well TDX works for this use. To that end, IST will run a Proof of Concept (PoC) for the specific use case of managing a ticket queue for both the IST Help Desk and the Project Management Office (PMO) team. The goal will be specifically to support the processes and record keeping for these two ticket queues and generally to clarify pros/cons of using TDX as an ITSM Ticketing tool. | June 2019 |
| Policing Services Application Upgrade | Server and application upgrade of Policing System (D3). Work also includes enabling Single Sign On and 2-Factor Authentication. | June 2019 |
| Parklane (WSIB) - HR/Workday Integration | The implementation of Human Resources’ new Workday System requires mandatory changes to two integration files (parklane.dat and parklansup.uwhrms) required by the Parklane system. The Parklane system is used by multiple campus clients - Safety Office, Occupational Health, and Human Resources – and HR’s new organizational structure changes has downstream business impacts. This project second component offered an opportunity to make immediate and long-term improvements in data management. (Submission for tracking purposes - project near completion). | June 2019 |
| Migrate Parking Management Software EDC (AIMS) outside PCI Env | To better align our PCI-DSS compliance regulations pertaining to Parking Services EDC (AIMS) Parking Management Software we are migrating it out of the PCI technical environment. The payment component of this system is handled externally through our campus payment provider (Bambora), with no CDE retained or consumed. This aligns with our SAQ-C requirements. Additional improvement work includes: • applying Shibboleth/SAML authentication, • creating a duplicate DEV instance for testing and training • upgrading the software version with new interface and functionality | June 2019 |
| WCMS Important Dates | The project is to make improvements to and extend functionality of open-data sourced important dates and deadlines content. Examples include: search feature, filter feature (by type of date and audience), calendar and list views, iCal feed or “add date to Calendar” feature. | June 2019 |
| eBusiness Suite Financials (EBS) Retirement | With the implementation of the Unit4 financial system in May, 2017, the previous Oracle E-Business Suite became slated for deprecation. This project is charged with ensuring that all interfaces are appropriately terminated, financial data is archived, a new front end interface is developed for data lookup and hardware systems are shutdown. | June 2019 |
| Drupal Cloud hosting | Projected expense to move WCMS to a Drupal specific Platform-as-a-Service cloud hosting provider. | June 2019 |
| Enhance Waterloo Photo services | Enhance Waterloo photos service, allowing view and download access, WCMS integration and updating related documentation. | June 2019 |
| Desktop Rollover (DTR) program review | This project will: (1) review Desktop Rollover (DTR) guidelines, eligibility, process and budget, (2) recommend changes, (3) seek recommendation approval, implement, and communicate changes. The benefits of this review include ensuring the program meets the needs of IST and Academic Support units, is efficient, ensure sufficient budget exists, and guidelines and process are understood. | June 2019 |
| Ethics System Implementation | The project is an implementation of open source software, Kuali Coeus, as a solution for Office of Research Ethics. | June 2019 |
| Workday Integrations | The project involves delivery of the integrations required to implement Workday. The scope of this project currently consists of requirements through design for both internal and external interfaces. | June 2019 |
| IST Liaison Project Review | Client Service liaisons with other IST units | May 2019 |
| Workday Training | The project encompasses the work required to develop and setup the training module in Workday. | May 2019 |
| UW Strategic Plan Program Administration | This project listing for the IST portfolio is closed, as project management is being done outside IST. Natasha Jennings is now involved as part of the UW strategic plan communications team. The University's current Strategic Plan is drawing to a close and a new Plan is being initiated. The program management work involved in these two efforts is covered by this program. In partnership with IAP, University Relations, and others, IST is supporting the overall effort. | May 2019 |
| Accessibility (AODA) Program Administration | The purpose of the Accessibility program is to achieve full compliance with the AODA, initially, through the establishment of a governance framework, the implementation of an Accessibility Policy, and the development of a multi-year Accessibility Plan (covering 2018 through 2022) to address current AODA compliance gaps (at a minimum) by December 31, 2019. The program will include the various projects required to achieve AODA compliance at the University. | May 2019 |
| Parklane Reporting Module Implementation | Parklane is a health and safety system used by the Safety Office, Occupational Health, and Human Resources. The project will enable Parklane Admin users to address additional reporting needs and related, current system limitations. | May 2019 |
| myResearch – Award Management and Funding Discovery | Project based on the myResearch ecosystem focused on the implementation of Award Management and Funding Discovery. | May 2019 |
| QFlow System Service Expansion - WatPD and Service | Configuration of additional units and services in QFlow to enable appointments with WatPD and Service Canada as well as related process adjustments and training. | May 2019 |
| Room and Events Booking | This initiative is to save on the Ad Astra license with the implementation of Infosilem Enterprise | May 2019 |
| HR Payroll PeopleSoft licenses | decommissioning of HR Payroll PeopleSoft licenses with implementation of Workday | May 2019 |
| Intellectual Property Management technical migration | Migrate intellectual property information system from Linux to Windows host to enable better and more sustainable support. | April 2019 |
| WatCard Tap for AccessAbility Services | The project will enable WatCard tap for students that walk in to AccessAbility Services (AAS), utilizing WatCard tap for tracking attendance and breaks for exams. Additionally, WatCard tap will be used to verify eligibility for certain accommodations. The project will also include utilizing WatCard tap to track the working hours of exam proctors. | April 2019 |
| Print Management Software (Avanti) Upgrade | The project is primarily a technical software upgrade of Avanti from version 12 to 14, and an upgrade of the windows servers from 2008R2 to 2016. | April 2019 |
| IST Services Dashboard | Investigate the usefulness and need of an IST operations dashboard for the University community. | April 2019 |
| Portal Tatham Centre paging system | Rebuild Tatham Centre paging system within Portal. | April 2019 |
| Switchboard add-ons | Add reporting, caller queue modules to the switchboard software. | April 2019 |
| Portal promotion | Build and execute plan for portal promotion to non-student audiences on campus. Increase utility and development (SDK) by non-student users. | April 2019 |
| AccessAbility Services Info Sharing Technology & Procedures | Standardize technology and procedures used for sharing sensitive information between AccessAbility Services and other departments on campus. | April 2019 |
| IT Service Quality (ITSQ) Program Administration | The ITSQ program will deliver improved service quality, higher customer satisfaction, and continuous improvement while balancing the underlying risk of increasing technical and organizational complexity with achieving value creation through skillful design, support and operation of IT services that directly facilitate business outcomes. A planned approach that is holistic, consistent, and progressive balances these objectives within IST. | April 2019 |
| Email Policy and Standards | This project will identify the needs of key stakeholders; deliver recommendations for policy regarding the use of email and official communications for students, policy regarding the use of email and official communications for employees, policy and standards regarding management/delivery of email services, compliance measures; Implement approved recommendations, policy and standards; deliver education and training for use and management/delivery to users and administrators of email services. | April 2019 |
| ITSQ Operational Level Agreements | Pilot operating level agreements are being created with Library (WCMS) and AHS (Exchange). The Operating Level Agreement has become superseded by the Service Management Plan, which is less focused on signatures and various named ITIL process areas, and more on the support model for a service, how changes and maintenance are carried out, and what the governance model looks like. There are several of these SMP documents in-flight. Ongoing efforts will be to improve the template, provide better instructions on how to fill it out, and how to integrate this aspect of the Service lifecycle with the PM lifecycle. | April 2019 |
| ITSQ Change Management | As a core process of the Information Technology Infrastructure Library (ITIL), the implementation of a standard, optimized change management process serves to further the goal of efficient and prompt handling of all changes, in order to minimize the impact of change-related incidents upon service quality, and consequently improve the day-to-day operations of the organization. Parking Services applications housed in the new PCI environment have specific requirements regarding change management in order to maintain compliance. The Parking Services application will be used as pilot in order assist in definition and design of the overall change management process according to the project scope. | April 2019 |
| WorkDay Program Administration | Administration project for the TRiP Renewal program. | April 2019 |
| Workday Implementation Phase 1 | The Workday Implementation project consists of delivering Human Resources services and Payroll processing. The project will be implemented in three phases: Phase 1(a) involves replacing the functionality available in the current HRMS today within Workday, along with Payroll processing and is anticipated to be delivered by Jan 2019; Phase 1(b) involves implementation of a Learning (Training Administration) module and is anticipated to be delivered by Feb 2019; Phase 2 consists of implementing new functionality to support Performance Management, Talent Management, and related reporting. Phase 2 is anticipated to be delivered by Nov 2019. | March 2019 |
| Quest Program Administration | Purpose: Provide aggregate program view for all components and activity in the Quest Program. Primary Deliverable: Program benefits as defined. | March 2019 |
| IST Portfolio Administration | Portfolio Administration is being setup for the intake process, EA work and PfS Planning/roadmap. | March 2019 |
| AccessAbility Software/Business Improvement | AccessAbility Software/Business improvement project includes: Data Feed, Reporting, NoteTaking, Faculty portal, DHOH, Alternative Formats. | March 2019 |
| Workday Organizational Change Management | The Workday system will result in significant change in how HR technologies support employees. The Organizational change management project is a critical component to ensure successful adoption of the new system, to avoid undue anxiety, stress, confusion, frustration, and even anger which can occur when change is inappropriately planned for and managed, and to ensure the expected benefits of the Workday implementation are achieved. | March 2019 |
| PeopleSoft HCM Sustainment | Until Workday goes live (January 2019), the current PeopleSoft HRMS will require a minimal level of maintenance so it can support the needs of the University. This maintenance will include items such as regular tax updates, installation of critical patch updates (CPUs), which ensure the system is secure, and an upgrade to PeopleTools scheduled for Fall 2017. This work does not include production support. Rather production support will be managed through RTs. | March 2019 |
| Waterloo Passport System Review | Waterloo Passport, implemented in 2014, is used by students to apply for outbound exchange programs and staff for related administrative activities. The system is limited, as currently implemented. The project includes a fit-gap review of the existing system and analysis of business requirements, implementing functionality where feasible, and making recommendations on how best to meet longer term needs. | March 2019 |
| SSTNH - QFlow Implementation | The project includes the implementation of student case management and queuing software for the new Student Service Centre. | March 2019 |
| Workday Security | The Workday security project encompasses the security work to support the launch of Workday including multi-factor authentication and Nexus integration. | March 2019 |
| Data Governance Implementation | This strategic plan initiative will implement data governance capabilities (e.g. best practices, policy implementation, access guidelines and requests) for all data domains (e.g. Human Resource, Student, Research, Co-op education, etc) . | March 2019 |
| PeopleSoft data archiving and reporting | The purpose of this project is to deliver a solution that will meet the University’s needs for accessing the PeopleSoft data that will not be available in Workday. | March 2019 |
| IST Prioritization Strategy | Develop a prioritization strategy/approach and alignment for IST work | March 2019 |
| Workday Budgets & Commitments implementation | The Budgets and Commitments project will implement the related Workday module, as part of the overall Workday portfolio. | March 2019 |
| EC2 Service Desk Closure | With the opening of both the Davies Center and Dana Porter Library services desks, moving student software purchases to Retail Services it is time to consider closing the EC2 service desk. | February 2019 |
| Davis Centre Service Desk renovation and relaunch | The Davis Centre service desk is being renovated and moving to a new location. Relaunching activities include promotion of the new location to students. | February 2019 |
| SSTNH - Build | This project is for the design and construction/build for the new Student Service Centre. This project is part of the overall Student Service Transformation - Needles Hall (SSTNH) program. | February 2019 |
| SSTNH - Services & Processes | As a component of the Student Services Transformation Needles Hall (SSTNH) program, this project will define and offer baseline services to be offered by Student Services Centre and create a student and staff relevant online presence including a knowledgebase and website. | February 2019 |
| Learn (Daylight) Upgrade | The project involves an upgrade to the Daylight version of LEARN, specifically a new graphical user interface. | February 2019 |
| Mac Management Investigation | Investigate Mac management needs, pilot, make recommendation for implementation project. | February 2019 |
| Portal LEARN widget v2 | Release version 2 of the LEARN widget in Portal, which includes enhanced features such as discussion board posting and content. | February 2019 |
| VDI Expansion | IST has completed an initial deployment of Microsoft Virtual Desktop Infrastructure per http://ist.uwaterloo.ca/~bruce/MicrosoftVDIRDSProjectCharter.pdf IST proposes to double the existing capacity | February 2019 |
| XML Transcripts | Purpose: Replace Transcripts delivered with Crystal Reports functionality no longer supported in PeopleSoft Campus Solutions 9.2. Primary Deliverable: Transcripts delivered out of PeopleSoft delivered XML and BI Publisher functionality to support the 9.2 Upgrade. | February 2019 |
| Portal Software Development Kit and App Store | Release of the Portal Software Development Kit (SDK) is currently in 'closed beta'. The SDK is a built in IDE and development framework to develop widgets on Portal, making it easy for students and staff to contribute new functionality and features to the Portal web and app. Release and deployment of widgets built with the SDK will be done through an ‘app store’ model. | February 2019 |
| SSTNH - IT | As a component of the Student Services Transformation Needles Hall (SSTNH) program, this project will implement IT solutions to support the program's vision of enriching the student experience. The project will deliver student-focused, one-stop, front-line information and services to students through integration of a set of student systems, services, and processes. This includes a queuing and case management system (QCMS), telephony/email /video conferencing/communication system (possibly Skype for Business), web site, digital signage, portal integration, appropriate access controls, e-commerce, forms in support of process improvement (possibly Quest self-service, and/or integrations with Quest), knowledge database, services database. | February 2019 |
| Ontario University Applications Centre (OUAC)-Quest Changes | Purpose: Modernize the files and processes used to import data loads from OUAC into Quest. Primary Deliverable: Interface managing XML file import and processing into PeopleSoft Campus Solutions (Quest). | February 2019 |
| Waterloo Works Post Implementation | Support CECA in stabilizing and operationalizing WaterlooWorks post-go-live. Efforts and initiatives including but not limited to: system performance; data-growth; maintenance and upgrades; system health-checks and monitoring; data analysis; system-interface maintenance and optimization. | January 2019 |
| Clinical Information System Upgrade v8 to v9.7 | Upgrade of CIS from v8 to v9.7 enhances system functionality and addresses Windows 10 software compatibility. | January 2019 |
| Training Registration System (TRS) Implementation | A new system is required to support Centre for Teaching Excellence (CTE) training registration due to replacement of the legacy application myHRinfo where the required functionality is currently supported. This project is an implementation of a replacement system, as recommended by the Registration project. | January 2019 |
| CEE Desktop Management | This project will enable improvements to desktop management for the on-campus computers in Co-operative and Experiential Education (CEE) department. | January 2019 |
| Graduate Online Applications Requirements Gathering | Purpose: Develop requirements for a real-time, one-stop application for graduate applicants supports UW’s strategic direction for graduate recruitment, and allow greater integration and control of the recruitment, application and admissions processes. Primary Deliverable: Business process documentation, end-user definitions and functional requirements documentation. | January 2019 |
| Quest Patch/Fix Updates (CPU 2018) | Regular maintenance (application of patches and updates) to Quest desktop and mobile. | January 2019 |
| Fall Lapsed Appeal | This project is to manage activities for a fundraising campaign consisting of mail and email solicitations to a group of donors who have not made a gift in the previous 2 fiscal years. | December 2018 |
| IST Website Revitalization | Revitalization of the IST website for easier navigation and improved user experience. | December 2018 |
| Unit4 System Upgrades | This project tracks system upgrades for Unit4. | December 2018 |
| IST website how-to documentation update | Create report on IST help documentation that needs to be updated. | December 2018 |
| WCMS Single Page Theme upgrade (D8 alpha) | Release a new version of the WCMS Single Page designed, upgraded to Drupal 8. To be piloted with the IST Annual Report. | November 2018 |
| WCMS Publication Theme upgrade (D8 alpha) | Release a new version of the WCMS Publications theme, upgraded to Drupal 8 and no longer using decoupled Drupal. | November 2018 |
| EDGE | System to support the EDGE program administration | November 2018 |
| IAMNG IIQ Implementation | This project will deliver the central identity service provisioned from SailPoint IIQ. | November 2018 |
| PPM Tool Acquisition & Implementation | This project will assess current tools for portfolio, program, and project (PPM) management, determine scope and requirements, and acquire and implement a toolset. | November 2018 |
| PPM Post-Implementation | November 2018 | |
| Active Directory Consolidation project | The objective of this project is to merge the Nexus and ADS domains into the Nexus domain, and eliminate the ADS domain. | November 2018 |
| UW Theatre Centre Online Ticketing Solution | The purpose of the UW Theatre Centre Ticketing project is to provide the ability for UWTC to sell tickets online using an already purchased web-based system. | November 2018 |
| Refresh Portal IT Services Widget | Review what is currently available through the IT Services widget and work with the portal team to refresh this widget. | November 2018 |
| Financial Reporting (FORE) Retirement | This project will sunset the legacy FORE financial reporting environment and the underlying Financial system, and will replace with a new reporting system. | October 2018 |
| Digital Display - Housing (Xibo) | Implement Xibo for Housing digital displays, (includes security, training, documentation). | October 2018 |
| Identity & Access Management Program Administration | The purpose of the IAMNG program is to provide the campus with revitalized identity management services, and introduce access management services for the campus community by first discovering and documenting identity roles and lifecycles, designing services to handle those lifecycles, implementing the services, all the while building and exercising a governance model that ensures the continued health of identity and access management services. | October 2018 |
| WCMS Drupal 8 testing & documentation update | Work with WCMS development team to ensure usability of end-users. Support the release of Drupal 8 with timely communications, updated documentation and course notes. | October 2018 |
| SSTNH - Org Structure | As a component of the Student Services Transformation Needles Hall (SSTNH) program, this project includes the work involved for the organizational structure and staffing for the new Student Service Centre. | September 2018 |
| 2-Factor Authentication Implementation | Two-factor authentication, often referred to as MFA or Multi-factor authentication, is becoming an official IST service. The service will have two components: user enrollment and support (includes documentation) and integration support for developers and application owners. In 2018, there are two large-scale deployments for 2-factor authentication. First, Office365 for students as an “opt-in” service; and secondly, a new/replacement VPN service where 2-factor authentication will be mandatory. | September 2018 |
| Social Media Strategy Review | The initiative involves a review of current social media use and includes development of a strategy. | August 2018 |
| Quest/Identity Management Phase 2 (SailPoint IIQ to Quest) | Purpose: Support new login interactions to Quest with assertion of identity data from SailPoint. Primary Deliverable: Implement Shibboleth login mechanism with Quest modifications for assertion of role information at login time. | August 2018 |
| Student Workshops and Recruitment System Investigation | Work will be split into two projects: An initial investigation project to determine whether a we should pursue custom built solution, upgrade to the current LEADS system, or off the shelf products. As second project based on the investigation's findings for the implementation will be defined. | August 2018 |
| SharePoint Adoption, Governance and Support Investigation | The SharePoint service started out as an experiment with a “build it and see if they will come” approach. It is now an important service for the university to do business. There needs to be some formality around service governance, there needs to be a formal plan in place for support and migration to new versions. More importantly, the tool has huge potential and is a value-add to the organization, but we are only scratching a subset of its high level functionality. We have reached a point where we need SharePoint to do more with a sustainable support model; and therefore, we need to understand the context for SharePoint as a tool, and what it will take to continue to deliver and support the growth and evolution of SharePoint services. To address these evolutionary needs, the project will build a vision and direction for SharePoint within the Information Management framework. | August 2018 |
| Housing CleanOps Workloading Software | Each of our housing communities are unique with the help of CleanOps software we can accurately account for production variables, cleaning systems, facility type, building age, density, surfaces, type of equipment, occupants and expectations. CleanOps workloading software will ensure that we have standard cleaning processes across housing that will help us attain the APPA level standard desired. | July 2018 |
| Raiser's Edge Upgrade | Office of Advancement’s “Raiser’s Edge” suite of applications requires an upgrade to bring it into line with PCI Compliance. | July 2018 |
| Food Services Operations System | Food Services will implement Sabretooth Technologies recently developed a software system called “Food Services Operations.” This is a niche software application build for the Higher Education Food Services sector and is in use or will potentially be used not only at the University of Waterloo (go-live scheduled for early 2018), but also at the University of Toronto, University of Guelph, and Western University. The new application provides increased functionality improvements, including a more robust front-facing inventory interface. This software application will replace UW’s current system called Quick Service to Headquarters (QS2HQ or SmartLynx). | July 2018 |
Questions or feedback about this work can be shared with Connie van Oostveen.
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.
