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 August 4, 2020

Summary

Description

Assignee

Project start date

Project end date

Project type

RT5 Upgrade

RT is being upgraded to version 5. Some significant data archiving work and review of functionality involved.

Jonathan Woodcock

Jun 01, 2020

Dec 23, 2020

Information System

Building Occupancy Reporting

Create building occupancy reports to assist in Return to Campus initiatives.

Neil McKay

Jul 01, 2020

Sep 30, 2020

Business Intelligence Analytics & Reporting

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

MyResearch - Implementation for Science

Implement MyResearch for Science - Including gathering resumes and enhancing profiles.

Neil McKay

Jul 01, 2020

Dec 31, 2020

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

Sep 30, 2021

Infrastructure

Cloudcard Implementation

Watcard requires a photo-upload and identity verification service to replace the current offering. Project involves procurement and implementation of Cloudcard.

Jonathan Woodcock

Jun 01, 2020

Sep 30, 2020

Information System

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

Electronic Signatures System Implementation Phase 2

As ConsignO Cloud is not meant to be a document repository (stored for up to 3 months before being purged), we are investigating and implementing a solution to pull and archive the documents/audit trails in a UW centralized document repository (likely SharePoint Online).

Annie Au

May 08, 2020

Jul 27, 2020

Business Process & Service

Creatio System Implementation

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

Annie Au

Apr 22, 2020

Sep 30, 2020

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

Quest Rapid Delivery Spring 2020

This initiative contains changes being made to Quest during the Spring 2020 term. It includes further COVID-19 changes (diploma interface changes, a "walk across the stage" self-serve page), a new self-serve bursary application page, OUAC Decision file changes and providing new infrastructure for upcoming tuition changes.

Vivienne Ballantyne

May 01, 2020

Aug 31, 2020

Information System

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.

Matthew Harford

Dec 03, 2018

Jan 28, 2020

Business Process & Service

OneDrive Migration From Network Drives

Develop communications, documentation, and support to assist employees to migration their individual N drives to OneDrive. Plan migrations from departmental R drives to Teams Sharepoint sites, implementation to be determined.

Joe Allen

Apr 01, 2020

Sep 30, 2020

Desktop Management

Crowdmark service model

This initiative is to develop a service model for Crowdmark

Joe Allen

Mar 27, 2020

Dec 23, 2020

Business Process & Service

New Enterprise Xperience Transition Team (NEXTT) - Housing Project Software Acquisition

Campus Housing currently uses a custom system called HoME to manage students in residence. A key software component of the HoME system will be unsupported as of October 2021. In order to avoid a situation where the department has no residence management system or, must transition to manual procedures, Campus Housing is entering into a procurement process to explore vendor-supplied solution options to replace HoME.

Tara Hillis

Oct 01, 2019

Nov 30, 2020

Information System

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

Campaign

UW's fundraising campaign is supporting the University's new strategic plan.

Connie van Oostveen

Jan 01, 2020

Dec 29, 2023

Other

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

Identity assurance process improvement

This project involves identifying areas where identity assurance is required and implementing improved processes to enhance productivity for staff and improve the user experience for students.

Wendy Hague

Feb 18, 2020

Dec 18, 2020

Business Process & Service

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

DSR Training and Literacy

Training and Literacy is a project within the Data as a Strategic Resource (DSR) Program. The project will develop a roadmap to identify and build out campus' training and education needs, as well as initiate a Community of Practice at UW to share learnings and expertise, relevant topics and best practices.

Daryl Dore

Mar 09, 2020

Dec 18, 2020

Business Intelligence Analytics & Reporting

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

Dec 31, 2020

Infrastructure

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.

Stacey Mahoney

Nov 28, 2017

Oct 30, 2020

Information System

Function Point Implementation

The procurement and implementation of Function Point, a software solution that will enable Creative Services to more effectively manage their work and deliver high value services for the campus community.

Annie Au

Oct 17, 2019

Aug 30, 2020

Business Process & Service

Laptop Encryption project

In order to protect both the privacy of individuals within the University community and the reputation of the University, all employees must take measures to protect information in their care. One measure, to reduce the risk of unintentional information exposure resulting from loss or theft is to employ encryption. Full-disk encryption should be used on all University-owned laptops or notebooks by default.

Heather Wey

Nov 18, 2019

Dec 18, 2020

Desktop Management

Budget Software Implementation for Faculty of Math

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

Wendy Hague

Jan 15, 2019

Sep 30, 2020

Information System

Housing Program Administration

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

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

Dawn MacDonald

Jun 18, 2017

Oct 31, 2021

Information System

Constituent Relationship Management (DubHub Project)

Project involves building a pilot Constituent Relationship Management (CRM) Hub, which includes a governance model, rules of engagement, business case and recommendation for an institutional approach to sharing CRM Hub data to/from spoke systems.
A pilot will be developed with the following principles:

  • CRM is a campus-wide strategy (not a technology);
  • Constituent focus is paramount;
  • We will respect existing relationships;
  • We are committed to clear and well-defined governance;
  • Ease of adoption and simplicity of use is important.

First phase to focus on: Business, Government, Academic leaders; Major/prospective donors; Academic leaders; Researchers; Co-op employers.

Connie van Oostveen

Mar 22, 2019

Dec 18, 2020

Business Process & Service

Student Mobility RFP and Implementation

The Student Success Office Global Learning Team's current student mobility system has been in place since 2014. This system enables outgoing exchange students to get more information on and apply to international opportunities, as well as facilitates the process to match students to locations. The contract ended mid-2019, and has been extended a year to work on a formal RFP process. Depending on the outcome of the RFP, transitioning from the current system and implementing a new system may take place or the current system will continue.

Annie Au

May 01, 2019

Aug 31, 2020

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

Aug 14, 2020

Information System

Suite CRM Service Development

IST are in a position to offer Suite CRM to the rest of the organization as a service. This gives groups on campus free access to a CRM system, allowing them to better manage contacts and integrate with central systems i.e. DubHub. This project is required to develop this capability within IST so that it can be offered to other departments.

Neil McKay

Jan 09, 2020

Sep 30, 2020

Business Process & Service

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.

Joe Allen

Jul 31, 2017

Dec 23, 2020

Infrastructure

Decommission CAS

This is a project started at the end of the convert apps to ADFS project. It is based on Bruce Cambell's directive to use ADFS for single sign on.

Joe Allen

Oct 01, 2019

Nov 30, 2021

Infrastructure

Tuition Calculation

The original TCalc Project was initiated in 2018 to build a team that will understand, document and implement a holistic view of the University of Waterloo Tuition Calculation within the Student Information System (TCalc) process to better serve the campus in the future while ensuring that the current process is followed or updated in order to maintain daily operations. The TCalc Project was put on hold at a time (Spring 2019) when more situations came to light around the way that the University of Waterloo is assessing fees.

Due to unintended consequences of differential increases for 1st year versus upper years (specifically with International Co-op Student Fees); it was prioritized to change the project to do a lot more than originally defined. This new 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

May 01, 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

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

Implementing mandatory 2-Factor Authentication (2FA)

2FA has been implemented for the University's enterprise systems, including Unit4, Workday, Learn, Concur and Quest.

This project will change eliminate the 'opt-in' option for 2FA and make it mandatory for all ERP systems.

Joe Allen

Nov 15, 2019

Dec 23, 2020

Infrastructure

Email routing changes to address audit requirements

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