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 September 5, 2023
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Summary |
Description |
Assignee |
Start date |
End Date |
Project Type |
Project link |
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The Green IT Committee has identified an ‘IT Energy Optimization’ project as a strategic priority. The project purpose is to identify available internal and cloud metrics (e.g. AWS, Azure) to measure, assess and monitor IT energy use related to IT system assets with the goal to optimize IT energy usage. In addition, the project will conduct informational interviews around IT energy optimization at external peer institutions to identify additional operational activities. With this information, a recommendation report will be produced outlining proposed IT Energy Optimization activities, their feasibility and suggested timelines for implementation. The term sustainability is commonly defined as the responsible use of resources to meet the needs of today, without compromising the needs of future generations. The goal of this project is to ensure the responsible use of resources to meet the needs of today by reducing carbon expenditures tied to IT energy use on campus. |
24/Mar/23 |
30/Apr/24 |
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The purpose of this project is to (1) determine the technical requirements and hosting model for Archibus, (2) summarize business considerations for the different hosting models - such as data access, and (3) ultimately decide if it’s fiscally & operationally beneficial to pay the vendor ~$22k/year in hosting fees or for UW to host Archibus in-house instead. It’s important to explore all aspects of hosting Archibus in order to understand how resources, business value, ongoing operational demands, and budget are impacted. The cost comparison to the vendor’s hosting fees will be an estimate only, but enough details will be determined so that an informed decision on hosting can be made. |
26/Jul/23 |
29/Sep/23 |
Business Process & service |
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The Library’s Geospatial Centre requested the PMO to facilitate a technology review/audit to assess all aspects of its technical set-up and operations and provide recommendations. The review to include consideration of the Geospatial Centre’s IT infrastructure, IT support, and development support for digital/web projects. This will require consideration of how the Geospatial Centre’s technology needs and work is supported by and relates to other departments within the Library (e.g., Library IT, Digital Initiatives) and on campus (e.g., MAD lab). |
26/Jun/23 |
22/Dec/23 |
Business Process & service |
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A review of the current state of Portal, how it is meeting the institutions goals for an online student portal, and what goals we have for a portal moving forward based on review of historical documents; consultations with current users, developers, and administrators; and consultations with other institutions. |
31/Jan/23 |
31/Jul/23 |
Business Process & service |
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This project will focus on implementing the outcomes from the Endpoint Management – Consultations project. It will concentrate on the knowledge acquired from the Consultations project with regards to the UW community’s business needs and requirements to implement an endpoint system. |
01/Mar/23 |
31/Aug/24 |
Business Process & service |
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This project undertakes to implement a case management system to meet the operational needs of the university’s Athletics Department. Currently, Athletics is performing case [Athlete & Coach] -management operations without a case management system. The Current Process being used rely heavily on various tools, the Athletics website [http://athletics.uwaterloo.ca ], desktop tools (MS Excel, MS Word, etc.), and manual effort to track data submitted. The goal of the present effort is to migrate the relevant operations/Processes to a comprehensive case management system that allows for the secure storage, tracking, and management of the sensitive information they handle. Consolidate registration process for student-athletes, serve as database for S.A[Student Athletes]. information, receive travel requests, schedule custom courses for S.A.’s + coaches, track AFA submissions, act as communication tool between coaches/S.A.’s, Transfers athlete data year-over-year until the student-athlete graduates |
12/Jul/22 |
30/Sep/23 |
Information System |
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Identify and create Sustainable IT requirements guidelines to include in the software and hardware procurement process |
25/Apr/23 |
23/Dec/23 |
Organization Governance Policy & Standards |
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The purpose of this project is to assess Zoom’s functionalities, compare them with MS Teams, and provide recommendations on Zoom prior to the renewal |
14/Aug/23 |
31/Jan/24 |
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Update MOU to outline IT support for the Affiliated and Federated Institutes of Waterloo (AFIWs) |
The IT support services provided by IST to the Affiliated and Federated Institutes of Waterloo (AFIWs) have been undocumented and informal. This project will document these services, while also establishing a clear and transparent framework for IT roles and responsibilities through Service Level Agreements (SLAs). This endeavor seeks to foster robust collaboration and cohesion between IST and AFIWs, streamlining operations, optimizing resource allocation, and ultimately delivering exceptional IT services to our extended community. |
01/Aug/23 |
29/Mar/24 |
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This initiative championed by University Relations and Information Systems and Technology is required to assess the current state of Airtable solution and to explore options for continued use and management of this software on campus. |
29/May/23 |
29/Sep/23 |
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This project’s focus will be on the current state business process, system functionality, pain points and a combination of requirements gathering/future state process planning for emergency notification. |
17/Jul/23 |
03/Jan/24 |
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The Registrar’s Office is undertaking work to improve the undergraduate admission process through application of Holistic Assessment & Admissions practices. The purpose of the project is to conduct an external review of the university’s approach to applicant assessment, prioritizing fairness, inclusivity, and consideration of diverse circumstances. The project will seek expert consulting support to develop comprehensive recommendations for implementing holistic admissions strategies. The aim is to leverage best practices, address gaps or challenges, and align admissions assessment with the university’s commitment to EDI. |
03/Jul/23 |
29/Mar/24 |
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Public websites at the University of Waterloo are required to be AODA compliant by December 31, 2024. This project will support to work to achieve and maintain compliance. The project starts with planning and the purchase of a web accessibility monitoring solution that will be used to actively monitor and report on University of Waterloo webspace for AODA compliance. |
03/Apr/23 |
31/Dec/24 |
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Over the years, the termination process with IT access controls has been relying on a variety of manual and systems processes. HR and IST have identified multiple inefficiencies and issues in these processes. This project aims to improve the processes related to employee IT access at termination. |
01/Mar/23 |
29/Sep/23 |
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This initiative is required to coordinate migration/decommissioning of Office of Research assets impacted by server end of life. |
16/May/23 |
30/Sep/23 |
Business Process & service |
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RFP process to select a system to support EDGE business processes. Initiative includes system acquisition, implementation, and related system- and data-interfaces with WaterlooWorks. Core business functionality is identifying, validating, managing, and reporting on students enrolled in EDGE-certificate program. |
30/Jun/23 |
30/Aug/24 |
Information System |
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There is a gap in the University’s security position, with no visibility on desktops on the network. Endpoint Detection and Response systems cover this gap. Market evaluation, software acquisition/procurement and implementation project, including change management is being requested. Involvement from TIS and other IT stakeholders will be needed. This is also connected to the IT Review, Risk and Security standards recommendation. |
28/Sep/22 |
29/Dec/23 |
Information System |
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This project is to review the security of the software and its contract. VALD is a SaaS solution to be utilized by the Athletics strength and conditioning team. The solution tracks Athletes’ sprint and Jump information, collecting times and information directly from the sprint and jumping equipment and stores the data. |
01/Jul/23 |
22/Dec/23 |
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The Office of Research is looking to procure a new system for cover sheet application, the current cover sheet system is unsustainable and lacking some critical requirements. |
07/Jul/23 |
01/Jul/24 |
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Power Apps is a part of the Microsoft Power Platform which also includes tools like Power Automate, Power BI that many of us on campus may already be familiar with. In the past the licensing costs for Power Apps has been quite prohibitive but as the pricing model appears to have changed to make it more accessible, it would make sense to understand the value the tool could bring to our campus community. This initiative will look to understand the:
If possible, prototyping a relevant use case would be ideal. |
26/Jul/23 |
01/Dec/23 |
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Increase the awareness and adoptability of the Outline application developed by Faculty of Science among all faculties to provide better user experiences by having course syllabi in a centralized repository, and to provide a consistent look and feel to faculties and students. This project will also investigate whether Outline can track the type of course offerings to have a clear glimpse of the university’s overall course portfolio. |
02/May/23 |
30/Sep/24 |
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This initiative contains items being worked on in SIS Projects during the Spring 2023 term. |
01/May/23 |
31/Aug/23 |
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Move the OneCard system from on-prem to the vendor’s cloud offering. |
03/Feb/23 |
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The Immigration Consultants handle a variety of student cases and management of processes for international students related to visas, study permits, work permits, etc. They are in need of a case management tool to assist them with the storage and organization of this confidential information. The goal of the Immigration Consultants CRM project is to provide the Immigration Consultants with a tool that allows them to easily keep track of student information, case notes, documents, and decisions, share these with colleagues while keeping them secure. This will increase efficiency, improve confidence in decision making and reporting, and allow for easier transition of cases between staff. |
09/Sep/22 |
22/Dec/23 |
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Update the CVNAT (Copyright Violation Notice Automation Tool) to use current UW networking tools and information sources so that it is more robust. |
31/Aug/23 |
Business Process & service |
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This project involves creation and implementation of an enhancement to the student record in Quest to enable the capture of equity data. It also involves implementing a governance structure to support requests for access to the data. |
21/Mar/22 |
28/Oct/23 |
Business Process & service |
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The contract for Brightspace, the University's current Learning Management System (LMS) is expiring November 2023. Since the University is a publicly funded institution, there are procurement laws in place that ensure fair bidding for large expenditures. This project will conduct a review of the current LMS, look at where there may be gaps in current and future requirements for an LMS based on the evolution of teaching and learning, and analyze the market to form a recommendation on how the University should proceed to ensure an agile, sustainable LMS continues to meet the needs of instructors and students. |
13/Dec/21 |
31/Oct/23 |
Business Process & service |
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This project involves implementation of various improvement initiatives identified by the Teaching & Learning group at their biennial planning session. |
01/Mar/21 |
22/Dec/23 |
Business Process & service |
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Project for tracking progress on PMO priorities for updates and changes to the methodology. |
11/Jan/21 |
27/Dec/24 |
Business Process & service |
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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. |
02/Nov/20 |
30/Jun/23 |
Business Process & service |
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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. |
31/Jan/20 |
30/Jun/23 |
Business Process & service |
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Ai Bot- Bot platform changes
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01/May/22 |
31/Dec/23 |
Information System |
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CEE hosts high volumes of on-site, in-person co-op interviews. Interview operations rest on an increasingly unstable and unsupportable paging technology. This initiative aims to replace this technology with a robust and supportable paging/queuing solution. The objective is to mitigate operational risks in in-person interview days as well as to enable CEE to expand interviews beyond their current physical location in the Tatham Centre. |
01/Oct/21 |
30/Apr/24 |
Information System |
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Two campus response-and-support units, the Sexual Violence Prevention and Response Office (SVPRO) and the Office of Equity, Diversity, Inclusion & Anti-racism (EDI-R), are co-operating on the selection of a case management system to facilitate the services that they provide to the campus community. This initiative covers all aspects of the system search, including but not limited to: Project management, Business analysis, environmental scanning and research, procurement, selection, and system implementation. Project co-sponsored by: Chris Read; Chris Taylor; Anne Paulson |
03/Jun/22 |
30/Nov/23 |
Information System |
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This purpose of this project is to document requirements for the replacement of the Advancement Raiser's Edge system. Once the requirements are approved, an RFP will be posted to seek a new cloud-based solution for advancement business processes. This project will result in a contract with a vendor and a charter for the implementation of the approved solution. |
20/Sep/21 |
31/Mar/25 |
Information System |
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A project to replace the current Academic Calendars for graduate and undergraduate calendars, incorporating curriculum management and course syllubi functions, is being launched. The first phase of the project will include gathering of requirements, procurement, evaluation and contracting of a solution. Subsequent phases will implement the solution. |
01/Mar/21 |
31/May/24 |
Information System |
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This project follows from the migration of the “N” drive to OneDrive as well as the move to SharePoint Online. The R:drive (//filed) is a network file storage solution for ASUs at the University of Waterloo which uses the NetApp service. The content on the R:drive (//filed) will be migrated to a “cloud” service offered by Microsoft, namely SharePoint and/or Teams. |
01/Jul/22 |
30/Apr/23 |
Infrastructure |
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This program exists to provide oversight on the various projects underway to leverage M365 products for campus to align with the M365 vision and expected benefit delivery. |
06/Mar/20 |
30/Jun/23 |
Infrastructure |
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With the upcoming retirement of the CIO and the need to provide continuity with a new CIO, a request to provide an update on the IT Review recommendations, and the lessening of pandemic work, it is an appropriate time to formally structure, bring accountability, visibility and awareness, and make some progress where reasonable on the implementation of recommendations. |
07/Feb/22 |
22/Dec/23 |
Organization Governance Policy & Standards |
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Registration/Ecommerce Acquisition Project (RECA) for WatSPEED |
WatSPEED is growing their offerings, staff, and systems. Currently they are using existing systems with less-than-ideal results. For example, they are using Professional Development’s homegrown registration system at the moment. The system does not quite meet their current or anticipated needs. The project will acquire a registration / ecommerce system for WatSPEED. Through a procurement (RFP) process WatSPEED hopes to identify and contract a cloud-based vendor that offers the best solution for the department current and projected needs. |
02/May/22 |
01/Sep/23 |
Request for Proposal |
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The University of Waterloo's Hyflex and Active Learning Classroom project has been selected as a 2022 recipient of the Training Equipment & Renewal Fund (TERF) through the Ministry of Colleges and Universities. This project has been proposed to enable blended and remote learning through classroom changes. The project will convert approximately 40-45 classrooms to "hyflex" rooms that are purpose-built to facilitate synchronous, multi-site learning and will be equipped with cameras and computer system integrations to facilitate sharing classroom materials and activities to remote students. This project will also include the renovations, technology and furniture for 1-2 active learning classrooms. These rooms contain technology-enabled collaborative pods that allow students to work in teams, support visual and data-driven problem solving, and facilitate multipoint communication between instructors and teams, at Waterloo and elsewhere. The public announcement is viewable at https://www.mikeharrismpp.ca/modernizing_infrastructure_at_uw_conestoga_and_wlu |
13/Aug/21 |
31/Jan/23 |
Other |
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Assessing the current state of the Electronic Cover Sheet Application |
This assessment will focus on understanding the current issues with the electronic cover sheet application, determine the resources required to fix or resolve these issues and provide valuable information essential to develop a support model required to maintain the application. |
16/May/23 |
06/Oct/23 |
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The purpose of this project is to procure a CRM/Case Management tool for AccessAbillity Services (AAS) for use once their current agreement with Accessible Information Management LLC expires in 2025. |
04/May/23 |
01/Nov/23 |
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Technology-Ready Learning Spaces for Innovative Teaching (TERF 2) |
This project will upgrade RO classroom technology to continue supporting and enabling innovative teaching. The following may be considered as part of this scope: add the upgrade of audio visual to the scope of MC2065/2066 classroom renovations; upgrade some podiums to be height-adjustable; upgrade to collaborative technology in CTE’s training classroom; purchase additional network switches for classrooms; purchase of some interactive displays for some classrooms with collaborative technology; catch up on rollover of audio visual in a number of RO classrooms. |
12/Sep/22 |
11/Sep/23 |
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Develop and support Housing operations in the Mercury enterprise system. Ensure that the full range of student’s life in residences is supported including applying for residences, mass allocation, fee assessment, integration with other campus systems etc. |
30/Aug/23 |
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Based on recommendations in the 2019 review, and the prominence of phishing and other cybersecurity threats our University community faces, this project will look at the implementation of mandatory security awareness training modules for staff, faculty and students. |
12/Apr/22 |
29/Dec/23 |
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Graduate Recruitment and Admissions Transformation Project (phase 2) |
Slate went live in late October of 2021, focussed on a minimal viable product implementation, which was replacing the OUAC interface. The next phase of the project will be to review processes, implement workflows and other work to transform the recruitment and admissions processes for graduate students. OnBase replacement and interactions with Quest are also included. |
01/Oct/21 |
28/Apr/23 |