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 February 26, 2021

Summary

Description

Assignee

Start date

End date

Project type

Project website

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

Jan 05, 2021

Jun 30, 2021

Information System

 

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

Feb 12, 2021

May 31, 2022

Request for Proposal

 

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

Feb 10, 2021

Feb 10, 2022

Information System

 

Quest Rapid Delivery Winter 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).

Vivienne Ballantyne

Jan 04, 2021

Apr 30, 2021

Information System

 

Migration of network drives to OneDrive

All network drives will be replaced with OneDrive and the data on the network drive moved accordingly. This will affect all IST managed machines. This will be done in phases by department. Once a department has been converted, WatIAM will change the default 'homedrive' to OneDrive as well.

Joe Allen

Jan 11, 2021

Dec 31, 2021

Infrastructure

 

Retiree Email review

Ensure that retirees have access to email as agreed to in the Memorandum of Agreement (MOA) signed between the retirees association and the university in June 2020.

Joe Allen

Jan 18, 2021

Apr 30, 2021

Business Process & Service

 

PMO Methodology Updates 2021

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

Jonathan Woodcock

Jan 11, 2021

Dec 31, 2021

Business Process & Service

 

Review Generic Accounts

The main goal of the project is to get a better understanding of what generic accounts are being used and why. This information will be used to improve the process, become more efficient in our use of generic accounts.

Joe Allen

Nov 03, 2020

Jun 30, 2021

Business Process & Service

 

Develop Cybersecurity Plan

A recent audit indicated that the Cybersecurity plan was not complete and as such this project will address that audit concern.

Joe Allen

Oct 16, 2020

Mar 31, 2021

Infrastructure

 

LED server migration

 This project will be a collaborative effort between IST and campus partners to migrate applications residing on unsupported LED servers to supported servers.

Joe Allen

Jan 06, 2021

Dec 31, 2021

Infrastructure

 

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

Dec 01, 2020

Apr 29, 2022

Infrastructure

 

Mass Email Management

The Mass Email Management project will deliver a service framework supporting the email communications practice of the University of Waterloo for emails addressed to students and employees. The project, when complete, will provide improved information management, reporting, and coordination of mass emails to these audiences and stakeholders of the institution through the delivery of a common email management platform and service.

Jonathan Woodcock

Nov 02, 2020

Dec 31, 2021

Business Process & Service

 

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

Sep 01, 2020

May 01, 2021

Information System

 

WaterlooWorks Azure migration

Migrate WaterlooWorks from on-premise hosting to the MS Azure cloud. Collaborative initiative with Microsoft Canada. Includes system migration as well as upgrades to application- and database-administration processes.

Bob Wallwork

Sep 01, 2020

Dec 31, 2021

Information System

 

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

Oct 19, 2020

May 28, 2021

Business Process & Service

 

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

Oct 28, 2020

Dec 17, 2021

Other

 

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.

Connie van Oostveen

Sep 01, 2020

Jan 29, 2021

Business Process & Service

 

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

Oct 13, 2020

Apr 28, 2023

Information System

 

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.

Joe Allen

Nov 02, 2020

Mar 26, 2021

Business Process & Service

https://uwaterloo.ca/office-365/

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.

Jonathan Woodcock

Sep 01, 2020

Dec 30, 2021

Information System

https://uwaterloo.ca/jira-service-management/

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

Aug 01, 2020

Mar 31, 2021

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

Aug 19, 2020

Feb 28, 2021

Information System

 

Archibus Upgrade

Upgrade Archibus to the latest version and enable Single Sign-ON

Neil McKay

Jul 01, 2020

Dec 30, 2022

Information System

 

Membership Management

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

Neil McKay

Jul 01, 2020

Mar 30, 2021

Information System

 

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

Jun 15, 2020

Nov 30, 2021

Infrastructure

https://uwaterloo.ca/office-365/

O365 Email in the Cloud for Employees

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

Wendy Hague

Jun 01, 2020

Jun 30, 2021

Other

https://uwaterloo.ca/office-365/

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

Apr 22, 2020

Jan 31, 2021

Business Process & Service

 

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

May 04, 2020

Apr 02, 2021

Infrastructure

https://uwaterloo.ca/office-365/

IST Applications Inventory (Phase 2)

As part of the IST Strategic Plan, regarding action to "take stock of knowledge and information assets", this project captures information about what systems/applications and technology IST has. The first, completed phase listed our applications/systems with basic information. The second phase is capturing more detailed information in areas related to systems and applications such as security and privacy, usage, system lifecycle, etc.

Maher Shinouda

Mar 10, 2020

Mar 30, 2021

Business Process & Service

 

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

Mar 06, 2020

Dec 20, 2021

Infrastructure

https://uwaterloo.ca/office-365/

Graduate Recruitment Transformation Project

The Graduate Recruitment Transformation project will deliver a service framework supporting the identification, engagement and recruitment of top-tier applicants to graduate programs for the University of Waterloo.  The project encompasses the service and support model, processes, and systems required to enable an integrated institutional approach to graduate applications and admissions.

Jonathan Woodcock

Feb 03, 2020

Feb 28, 2022

Other

 

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

Jun 01, 2018

Mar 31, 2021

Infrastructure

 

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

Jun 18, 2017

Oct 31, 2021

Information System

 

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).

Nathan Lee

Sep 01, 2017

Apr 30, 2021

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

Jan 01, 2018

Apr 29, 2022

Information System

 

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

Jan 23, 2019

Mar 31, 2021

Infrastructure

https://uwaterloo.ca/building-the-next-wcms/

Software Defined Storage

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

Matthew Verlis

Jul 02, 2019

Jun 30, 2021

   

Campus Network Infrastructure Refresh

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

Matthew Verlis

Oct 20, 2017

Dec 31, 2022

Infrastructure

 

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

Jan 31, 2020

Feb 26, 2021

Business Process & Service

https://uwaterloo.ca/office-365/