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) |
|---|---|---|---|---|
| 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. | 80% | June 2017 | February 2019 |
| Ethics Cloud System (Kuali) Reporting Capability Enhancement | Enhance the reporting capability within the Research Ethics cloud solution, Kuali. | 20% | November 2018 | June 2019 |
Business intelligence planned 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? | 3% | November 2017 | November 2018 |
Business Process & Service
Business process inflight programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
| 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. | 100% | February 2018 | August 2018 |
| 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. | 40% | November 2017 | October 2018 |
| IST Prioritization Strategy | Develop a prioritization strategy/approach and alignment for IST work | 20% | November 2017 | November 2018 |
| Enhance Waterloo Photo services | Enhance Waterloo photos service, allowing view and download access, WCMS integration and updating related documentation. | 80% | March 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 |
| 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. | 100% | July 2016 | March 2019 |
| 2-Factor Authentication Adoption and Rollout | The project will drive adoption for 2FA across the institution in a prioritized way. | 7% | September 2018 | 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. | 20% | November 2018 | April 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. | 55% | 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 |
| 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. | 25% | June 2017 | June 2020 |
Business process planned programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
| 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. | 0% | December 2018 | April 2019 |
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 Patch/Fix Updates (CPU 2018) | Regular maintenance (application of patches and updates) to Quest desktop and mobile. | 100% | August 2018 | November 2018 |
| 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. | 95% | January 2018 | December 2018 |
| 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. | 50% | November 2017 | December 2018 |
| 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. | 80% | March 2018 | December 2018 |
| 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. | 95% | April 2017 | February 2019 |
| 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. | 60% | October 2018 | February 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. | 75% | May 2017 | March 2019 |
| Workday Training | The project encompasses the work required to develop and setup the training module in Workday. | 70% | May 2018 | March 2019 |
| Workday Budgets & Commitments implementation | The Budgets and Commitments project will implement the related Workday module, as part of the overall Workday portfolio. | 80% | September 2018 | March 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. | 50% | October 2017 | August 2019 |
| Workday Security | The Workday security project encompasses the security work to support the launch of Workday including multi-factor authentication and Nexus integration. | 80% | April 2018 | December 2019 |
| WorkDay Program Administration | Administration project for the TRiP Renewal program. | 50% | June 2017 | January 2020 |
| 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. | 75% | June 2017 | January 2020 |
| 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 |
| 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 |
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) |
|---|---|---|---|---|
| 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. | 50% | November 2017 | March 2018 |
| 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. | 70% | March 2018 | July 2018 |
| 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. | 99% | July 2016 | August 2018 |
| 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. | 70% | October 2017 | September 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 |
| 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. | 80% | June 2018 | November 2018 |
| 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. | 80% | April 2018 | December 2018 |
| SSTNH - QFlow Implementation | The project includes the implementation of student case management and queuing software for the new Student Service Centre. | 80% | May 2017 | December 2018 |
| 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 | December 2018 |
| Equity Hub Software Investigation | Partners (Conflict Management & Human Rights, and Sexual Violence Response) in the Equity Hub currently lack an adequate case management solution in place to facilitate the important services that they provide to the campus community. This project involves the investigation and selection of a related case management solution. | 80% | April 2018 | December 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. | 75% | July 2017 | December 2018 |
| 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. | 85% | May 2017 | December 2018 |
| Ethics System Implementation | The project is an implementation of open source software, Kuali Coeus, as a solution for Office of Research Ethics. | 96% | March 2014 | February 2019 |
| AccessAbility Software/Business Improvement | AccessAbility Software/Business improvement project includes: Data Feed, Reporting, NoteTaking, Faculty portal, DHOH, Alternative Formats. | 80% | September 2016 | February 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 |
DCA Information systems planned programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
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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 | April 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. | 10% | 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) |
|---|---|---|---|---|
| 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. | 90% | January 2017 | April 2018 |
| 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. | 98% | July 2016 | December 2018 |
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 Investigation | Investigate Mac management needs, pilot, make recommendation for implementation project. | 100% | January 2017 | September 2018 |
| Mac Management Implementation | Implement recommendations from the Mac Management Investigation effort, to support campus Mac management needs. | 20% | September 2018 | March 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 | December 2018 |
| CEE Desktop Management | This project will enable improvements to desktop management for the on-campus computers in Co-operative and Experiential Education (CEE) department. | 80% | May 2018 | December 2018 |
| 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. | 80% | June 2018 | December 2018 |
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) |
|---|---|---|---|---|
| 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. | 25% | March 2015 | December 2018 |
| 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 |
| Intellectual Property Management technical migration | Migrate intellectual property information system from Linux to Windows host to enable better and more sustainable support. | 20% | November 2018 | May 2019 |
| Campus Network Infrastructure Refresh | The purpose of this project is to upgrade all routing switching equipment on campus. | 26% | October 2017 | December 2022 |
IST infrastructure planned programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
| Single Sign On for Student-facing Applications | The project will Implement single sign across the various student facing apps using ADFS. | 0% | December 2018 | December 2019 |
| WCMS Drupal 8 Rebuild | 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. | 0% | December 2018 | January 2020 |
Website and Digital Marketing
Website & digital marketing inflight programs, projects, and initiatives
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
| Portal LEARN widget v2 | Release version 2 of the LEARN widget in Portal, which includes enhanced features such as discussion board posting and content. | 100% | August 2017 | September 2017 |
| 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 Tatham Centre paging system | Rebuild Tatham Centre paging system within Portal. | 90% | January 2018 | December 2018 |
| Portal promotion | Build and execute plan for portal promotion to non-student audiences on campus. Increase utility and development (SDK) by non-student users. | 30% | January 2018 | December 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 |
| 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. | 80% | August 2018 | February 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. | 50% | November 2017 | April 2019 |
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) |
|---|---|---|---|---|
| IST Liaison Project Review | Client Service liaisons with other IST units | 60% | October 2017 | October 2017 |
| 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 |
| Review Policies, Standards and Guidelines | Review IT policies, standards, guidelines where changes/improvements will benefit IST groups, IST as a whole and campus. | 25% | November 2017 | November 2018 |
| Cloud Standard and Practice | This IST strategic plan initiative involves a cloud audit, as well as development of a standard and practices around cloud technology. | 20% | November 2017 | November 2018 |
| IST Steering Committee Involvement | 25% | July 2018 | December 2018 | |
| 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. | 80% | January 2017 | December 2018 |
| Service Level Agreement (SLA) Renewal | Review existing Service Level Agreements, consolidating, standardizing and completing as much as possible. Meet with all client groups to discuss updates. | 20% | March 2018 | December 2018 |
| UW Strategic Plan Program Administration | 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. | 50% | November 2017 | December 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.'. | 20% | November 2017 | September 2020 |
| 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. | 25% | March 2015 | December 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) |
|---|---|---|---|---|
| Switchboard add-ons | Add reporting, caller queue modules to the switchboard software. | 40% | May 2018 | August 2018 |
| 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 |
| 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. | 95% | June 2017 | December 2018 |
| IST Portfolio Administration | Portfolio Administration is being setup for the intake process, EA work and PfS Planning/roadmap. | 50% | July 2017 | December 2020 |
| Quest Program Administration | Purpose: Provide aggregate program view for all components and activity in the Quest Program. Primary Deliverable: Program benefits as defined. | 50% | May 2017 | February 2021 |
IST planned programs, projects, and initiatives - uncategorized
| Name | Description | Percent Complete | Start (Month/Year) | End (Month/Year) |
|---|---|---|---|---|
| Drupal Cloud hosting | Projected expense to move WCMS to a Drupal specific Platform-as-a-Service cloud hosting provider. | 0% | March 2018 | April 2019 |
Projects and initiatives closed in the past year
IST Projects/Initiatives Closed in past year
| Name | Description | End (Month/Year) |
|---|---|---|
| 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 |
| IST Website Revitalization | Revitalization of the IST website for easier navigation and improved user experience. | December 2018 |
| 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 |
| 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 |
| 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 |
| 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 |
| 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 |
| PPM Post-Implementation | November 2018 | |
| 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). | 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 |
| 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. | 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 |
| Learn (Daylight) Upgrade | The project involves an upgrade to the Daylight version of LEARN, specifically a new graphical user interface. | October 2018 |
| Digital Display - Housing (Xibo) | Implement Xibo for Housing digital displays, (includes security, training, documentation). | October 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 |
| 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 |
| 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 |
| 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 |
| 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 |
| Social Media Strategy Review | The initiative involves a review of current social media use and includes development of a strategy. | 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 |
| 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 |
| 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 |
| Advancing Office 365 (O365) | O365 has been purchased and made available to students, staff, and faculty. Currently IST supports many collaboration applications that could potentially replaced with functionality available out-of-the-box in O365. We have committed to O365 by moving student email to the platform, enabled it for staff, but have not seen widespread adoption due to the lack of promotions and documentation. This project will address this gap by detailing all its use cases and providing supporting documentation. | June 2018 |
| Quest/Identity Management Phase 1 (Quest to SailPoint IIQ) | Purpose: Deliver student identity information in Quest to SailPoint. Primary Deliverable: Quest view containing data for SailPoint to consume. | June 2018 |
| Integrated Online System: iModules Encompass (Advancement) | Advancement has a variety of different online environments, including a mix of technologies and products, which require significant administration. These should be normalized to allow for more strategic work to be completed, rather than maintenance. Evaluation and implementation of a system for online giving, communications & events platform. | June 2018 |
| Windows 10/Office 2016 Investigation & Deployment | The project will cover the investigation and deployment of Windows 10 and Office 2016 to managed workstations. | May 2018 |
| 9.2 Campus Solutions/8.55 PTools Quest Upgrade | Purpose: Upgrade Quest to supported release, positioning for ongoing updates and development, as well as the potential to take advantage of new features and functionality. Primary Deliverable: Upgrade Quest to Campus Solutions 9.2 and PeopleTools 8.55. | May 2018 |
| Mobile Authentication | Work includes selection and proof of concept for campus mobile authentication using oauth2 protocol. | May 2018 |
| Pre-pay Mobile Solution | Evaluate and select technology enabling Food Services customers to order and pay online (mobile application) and allow customers to pick-up their order without waiting in line for food. | May 2018 |
| Central Stores Receiving SCLogic Upgrade | Upgrade the current software and hardware, including the hand-held devices. | May 2018 |
| Investigate online SEW course offerings | Look into creation of and process/hosting for offering selected SEW courses online. | May 2018 |
| Stratford Campus Portal integrations | Enhanced Stratford campus content in Portal widgets, such as GRT times, food outlets, events, and news. | April 2018 |
| ERP Firewall | The software has been implemented in Quest as part of other projects including - 9.2 upgrade (Shibboleth and logging), identity management phase 2 (Shibboleth and dynamic provisioning), DUO multi-factor, and a related initiative in myHRinfo. For HR, location-based security and data masking was implemented. | April 2018 |
| Lessons Learned Survey Dec 2015 | This initiative is being used to enter historic project lessons learned information from a related survey in 2015. | April 2018 |
| HR Support for Unit4 launch | With the Unit4 financial system implementation, PeopleSoft HRMS requires modifications to interfaces to support the change in the account code structure. The project also includes implementation of detailed salary and scholarship reporting to replace reporting previously available in FORE. | April 2018 |
| Network Diagrams, Telecom Room Access and Practices | The objective of this project is to: - Implement policies and processes to ensure network diagrams are updated to reflect the actual state of the network whenever changes occur, including periodic review to ensure these diagrams remain accurate. - Review the number of staff with physical and logical access to network equipment, and restrict to those who need access on an ongoing basis. Ensure those who retain access are aware of the conditions and terms of access. | April 2018 |
| MC Data Centre Retrofit | Addition of generator to supply emergency power for IST's data centre in MC, as part of Disaster Recovery initiatives. | April 2018 |
| OnBase Upgrade v16 | An upgrade to OnBase version 16 is being planned and tested. | March 2018 |
| Financials System (Unit4) Deployment | As part of the Finance (Technology Refresh) Program, Unit4, a cloud-based solution, was selected through a RFP procurement process. Lead by Finance, and in partnership with others across campus, including IST and Unit4, requirements are being gathered, the solution is being designed, built/configured, tested, deployed, cut-over to production and transitioned to operations. | March 2018 |
| Integration Service Platform | Establishment of a Middleware / ESB service • BHAG goal: an auditable process for any data exports or imports for all IST managed applications • Phase 1: RFP to identify recommended Middleware tool • Timeline: o RFP published in Jan o Approved recommendation by May 1st o Goal to use new solution for HR upgrade project | March 2018 |
| Engineering Science Quest | Engineering Outreach hosts a variety of registration based programs for youth in elementary and high schools both locally and aborad. The oldest of these programs is Engineering Science Quest (ESQ), which was established in 1990, and to-date has filled over 40,000 spots in its summer program alone. Annually, ESQ processes over 2,500 paid registrations each year. The Engineering Outreach office in total, processes over 3,000 registrations. The majority (95%) of the registrations are collected online through a web-based registration system developed by Engineering Computing in 2010. The remainder are collected through mailed in cheques. The project will replace the existing system (currently supported by one individual in Engineering), improve the support and delivery model, University branding, ensure privacy and security of information and will meet the requirements/needs of the University (including financial requirements), the ESQ program and parents/campers. Of special note, the project involves an eCommerce capability, integrating with financial systems. | March 2018 |
| Privacy and Security Impact Assessment (PSIA) Redefinition | Re-design of initial PSIA to align with the systems development lifecycle. | March 2018 |
| Switchboard Replacement | Telephone Services is replacing the 4 existing switchboard consoles, Meridian M2250’s. The boxed consoles are legacy hardware and no longer supported with firmware updates or a maintenance agreement. IST is currently self-supporting the consoles with two resources in TIS, one who will be retiring imminently and another who will be retiring soon. The hardware has not been supported for the past 10 years. There is no risk mitigation strategy in the event of catastrophic failure. The consoles will be replaced with an IP/PC based software or cloud solution. We would like to add additional functionality with call reporting and metrics.(Note: On-premise solution only. Calls would need to be routed to the cloud and it’s an additional point of failure.) Currently 2 people in Client Services handle 6,000 internal calls per month. (September is a peak month, July is a low volume month.) | March 2018 |
| ITSQ RT Ticket Fulfillment | Benefits of the RT Ticket Fullfilment project include: •Improvement of ticket management by the receivers of the notifications •Improvement of user experience for individual submitting the tickets •Reduction of ticket cycle time across the ticket lifecycle •Reduction of rework •Improved metrics gathering and reporting for continuous improvement •Demonstration of IST “quick hit” improvement to improve organization value statement •Demonstrating application of the LEAN improvement framework | March 2018 |
| Recruitment | This project involves the implementation of the iCIMS Recruit system to offer a seamless candidate, recruitment, and hiring manager experience, and is a project within the HR Reimplementation Program. | March 2018 |
| Information Security Policies, Standards & Awareness | Develop a comprehensive set of policies, procedures, standards and guidelines relating to information security for the University of Waterloo community. Once these have been established, operationalize through the promotion of standard operating procedures and the delivery of security awareness training. See http://ist.uwaterloo.ca/security/policy/ for more details. | March 2018 |
| Document Purging Process Improvement | Clarify the process for document archiving/purging to aid in document retention management. OnBase options for retention management: • Investigation Phase • Goal is a robust set of retention management procedures with clear retention end dates and a process to automatically purge documents at the appropriate time o Ensure rules are clear for when to purge a document o Establish processes and procedures to purge documents at end of retention period | March 2018 |
| Integration Service Implementation | Implementation of the new Orion Rhapsody tool and establishing our initial production Integration Service for enterprise level management of Data Integrations between the applications IST manages. Ensure that the core functionality covered by the vendor warranty has been evaluated during the 6 month guarantee period and that any critical items have been reported to the vendor. | March 2018 |
| IST Accessibility for Ontarians with Disabilities Act Compliance | The University has a requirement to demonstrate its AODA compliance level to the provincial government in a report due December 31st, 2017. As such, HR is engaged in a fact-finding exercise to determine how compliant the institution is in several key areas related to AODA, among them websites and website content. This project is not intended to remediate known issues, only document them, but obvious opportunities (where the fix is simple and can be done with haste) will be explored as they arise. The project will deliver a list of sites (and related information), a risk assessment report which describes the current vs. legislated compliance for the sites, and areas to remediate (i.e., remediation strategy recommendations). The report will be used to seek direction from IST Executives. The remediation of non-compliant sites is outside of the scope of this project. | March 2018 |
| Cake Order Form | Build and implement an online cake order form. | February 2018 |
| HR/Finance Salary Encumbrance Reporting | An interim solution is being built for Salary Encumbrance reporting, (currently being provided by FORE and out of scope for Unit4). Ultimately, this interim solution will be replaced by the HR Renewal Program. | February 2018 |
| Inteum Upgrade | Upgrade the existing Inteum system from version 4.7034 to 4.9221, starting with the Training environment, then the Development environment, then Production. IST and Office of Research testing performed after upgrading each environment. | February 2018 |
| IST Annual Report | Work on producing a digital IST Annual Report. | February 2018 |
| Accessibility documentation for video | Create more robust documentation for video captioning. | January 2018 |
| IST Newsletter | Launch a termly IST Newsletter to communicate what's happening in IST, promote new services and tell our story. | January 2018 |
| Unit4 account validation in Avanti | Daily script to load account/work order/activities into Avanti | January 2018 |
| IST Strategic Plan Website | Develop a one-page site for the IST Strategic Plan. | January 2018 |
| RT Accounts Merging | Reduce the incidents of multiple accounts in RT (through account merges and preventing creation of multiple accounts) | January 2018 |
| IST Strategic Plan 2016/17 | Strategic Planning for IST will begin in the fall of 2016 and will occur through to mid-2017. Consultations with senior leadership outside of IST, CTSC and internally with staff, managers and executives will occur. A strategy and action plan will be delivered. | January 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 IT Portfolio Management website.
