Portal Event Registration Expansion | Expand current orientation registration system to support generic event registration and ticketing for campus. | December 2019 |
Portal Notifications | Finalize governance and release expanded notifications. Integrate emergency notification system (ENS 2.0). | December 2019 |
Portal 2.0 | This project involves updating the application core to improve overall performance and add native user interface interactions. | November 2019 |
2-Factor Authentication Adoption and ERP Implementation | The project will drive adoption for 2FA across the institution in a prioritized way. 2FA will be implemented for Unit4, Workday, Learn, Quest, and Concur. | November 2019 |
Single Sign On - Implementing ADFS | The project will Implement single sign on across the various student facing apps using ADFS. | November 2019 |
Data Management Capabilities | This IST strategic plan data initiative includes implementing a series of data capabilities for one data domain such as student or human resources information, and beginning with data governance implementation. This initiative will expand into additional detail as the IST Strategic Plan proceeds. | November 2019 |
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. | November 2019 |
IST Knowledge Base Inventory | This project will build an inventory for IST's knowledge assets. The first phase of the work is listing our knowledge assets; the second phase is to analyze the commonalities, classes of information, what tools best support which classes of information; and finally, the third phase is to determine next steps, which may include determining where the assets reside, implementation and maintenance responsibilities and processes. | November 2019 |
FY19 Winter Renewal Appeal | Final Appeal to FY18 Donors – split between Annual and Circle | November 2019 |
QFlow Service Expansion – Student Success Office | Configuration of QFlow (queuing software for Student Centre) to enable appointments with SSO staff in SCH and related process adjustments and training. Expansion of current Portal integration to include SSO services that allow students to self-book. | November 2019 |
Contractor Management Software | Management of contractors hired by the University of Waterloo is a complex process, involving many units and individuals including Plant Operations, Safety Office (EH&S) and Procurement and Contract Services. A digital solution is required to manage the qualification and ongoing management of contractors. The key goals of implementing the digital solution are risk reduction, efficiency, cost control and access to best practices in the field. Program features include tracking of insurances with automatic notifications when insurances expire, delivery of training modules for uWaterloo training requirements, tracking of training status for both uWaterloo requirements and other regulatory requirements. | November 2019 |
Social Media Management Tool/Software | The Marketing and Strategic Initiatives team and related stakeholders at the University of Waterloo require a social media management tool (software) that will assist in managing social media communications.
Using the Hootsuite platform, the University of Waterloo manages social media channels across various social media platforms including Facebook, Twitter etc. The team of users currently using Hootsuite schedule, monitor, track and respond to feedback through these channels and strive to support an inclusive, connected and engaged online community.
A contract renewal is necessitating a product review and the release of an RFP. | November 2019 |
Mailchimp campus license conglomeration | Conglomerate departmental mailchimp licenses into an enterprise license | November 2019 |
DCA Hosting Review | To inventory the current applications in the DCA portfolio and review hosting options. | November 2019 |
Quest SQL Server POC | A proof of concept project to test the viability of moving the the Quest database from Oracle on Linux to SQL Server on Windows. | October 2019 |
Extend Athletics uTix Functionality for UW Student Engagement | To fulfill the need to validate UW students attending Athletics events and functions, Athletics plans to use its existing University Ticketing solution. University Tickets (uTix) is Athletics online ticketing solution (https://waterloowarriors.universitytickets.com/w/default.aspx. UW Athletic events are free to students; however, many students do not pre-register through uTix and simply show up in-person at the event. To ensure proper access are granted to UW students and other paid attendees, Athletics needs to validate UW students at each of these events. This process will provide the necessary security and safety checks for Athletics business needs, and enrich the student experience at Athletic events with a student-focused approach with Athletics existing integrated ticketing solution. | October 2019 |
Team Dynamix and other Miscellaneous requests and admin | Used to track Team Dynamix requests | October 2019 |
Move HoME Production database to New Server | Move the HoME production database to dedicated hardware with the goal of improving performance. | October 2019 |
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. | October 2019 |
IST Group Capabilities Inventory | As part of the IST Strategic Plan, take stock of knowledge and information assets action area, this project will capture basic information about IST Group capabilities. The first phase is to gather information about what we do; the second phase analyzes the commonalities, classes of information and the purpose of the list; and finally, the third phase implements the inventory by designing, populating and developing processes and responsibilities for maintaining the information. | October 2019 |
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. | October 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. | September 2019 |
eBusiness Suite Financials (EBS) Retirement | With the implementation of the Unit4 financial system in May, 2017, the previous Oracle E-Business Suite became slated for deprecation. This project is charged with ensuring that all interfaces are appropriately terminated, financial data is archived, a new front end interface is developed for data lookup and hardware systems are shutdown. | September 2019 |
AI QnA Bot and KnowledgeBase Implementation for The Centre | For The Centre and ultimately for the students, an AI Powered QnA bot connected to an Azure KnowledgeBase, will bring about compelling benefit(s) in terms of providing students with access to a KnowledgeBase in a very user friendly manner using a conversation style dialogs. In this project, both the bot framework and knowledgebase implementation will be in scope. | September 2019 |
Student Ancillary Fees | A new policy for opt-in and opt-out fees for students has been announced by the provincial government. This project will discover and implement the required changes. | September 2019 |
ISP Migration and Upgrade | One of the 2 campus connections to the internet upgraded from 5Gbps to 10Gbps and migrated to new provider. This is a 5 year term. | September 2019 |
Mail Chimp License Consolidation | For Mail Chimp license holders across campus, efficiencies with an enterprise license will be explored and implemented. | September 2019 |
Personalized Athletic Coaching for UW Students | To enhance the student experience this pilot project is to provide personal coaching with an Athletics certified professional coach using ProCoach software to a volunteer group of students to improve their fitness levels, mental health, self-esteem, and confidence. This is a net new service offering in partnership with Campus Wellness. | August 2019 |
Parking: PCI Technical Server Configuration Compliance Changes | To continue to meet our institution’s PCI compliance obligations we are making technical server configuration changes that support Parking Services Hub-Zeag ZMS system that resides inside the dedicated PCI environment. This change will address PCI-DSS SAQ-C section 2.2.1 mandatory requirement that only one primary function implemented per virtual system component.
In addition, during this project we will:
1. install a new version of the ZMS parking services software
2. create efficiencies by eliminating the ZMS substation server
3. upgrade the following Microsoft products in advance to their end-of-life support deadlines:
a. MS SQL Server 2008 R2
b. MS Server 2008R2 Standard
c. Upgrade MS Windows 7 workstation to Windows 10
4. apply PCI implementation and security settings on new servers
5. perform an environmental technical security scan upon completion of work (PCI requirement) and validate results
SAQ-C Reference:
2.2.1 (a) (a) Is only one primary function implemented per server, to prevent functions that require different security levels from co-existing on the same server?
For example, web servers, database servers, and DNS should be implemented on separate servers.
(b) If virtualization technologies are used, is only one primary function implemented per virtual system component or device? | August 2019 |
History of Mathematics | Creation of a repository of content to support on-line versions of CO 480 and MATH 682 | August 2019 |
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. | August 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. | August 2019 |
IST Internal Communications | Onboarding new tools including a blog on the IST Internal website where IST Directors can post updates from their areas; annual IST Group updates through Friday morning seminars; and annual CIO town halls provide a method of information sharing and increase understanding. These tools are useful, for example, when onboarding new staff, when common messages need to be shared and for consistent messaging. | July 2019 |
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. | July 2019 |
Odyssey Assessment | An assessment of the Odyssey exam management system to determine options, feasibility, and effort required for IST to take on any aspects of ongoing support and development of the system. | July 2019 |
ITSM Ticketing PoC - Help Desk & PMO queues | IST wants to consider use of Teamdynamix (TDX) as a general ITSM solution. Ticketing is a key ITSM component and we want to validate how well TDX works for this use. To that end, IST will run a Proof of Concept (PoC) for the specific use case of managing a ticket queue for both the IST Help Desk and the Project Management Office (PMO) team. The goal will be specifically to support the processes and record keeping for these two ticket queues and generally to clarify pros/cons of using TDX as an ITSM Ticketing tool. | June 2019 |
Parklane (WSIB) - HR/Workday Integration | The implementation of Human Resources’ new Workday System requires mandatory changes to two integration files (parklane.dat and parklansup.uwhrms) required by the Parklane system. The Parklane system is used by multiple campus clients - Safety Office, Occupational Health, and Human Resources – and HR’s new organizational structure changes has downstream business impacts. This project second component offered an opportunity to make immediate and long-term improvements in data management. (Submission for tracking purposes - project near completion). | June 2019 |
Migrate Parking Management Software EDC (AIMS) outside PCI Env | To better align our PCI-DSS compliance regulations pertaining to Parking Services EDC (AIMS) Parking Management Software we are migrating it out of the PCI technical environment. The payment component of this system is handled externally through our campus payment provider (Bambora), with no CDE retained or consumed. This aligns with our SAQ-C requirements. Additional improvement work includes:
• applying Shibboleth/SAML authentication,
• creating a duplicate DEV instance for testing and training
• upgrading the software version with new interface and functionality | June 2019 |
WCMS Important Dates | The project is to make improvements to and extend functionality of open-data sourced important dates and deadlines content. Examples include: search feature, filter feature (by type of date and audience), calendar and list views, iCal feed or “add date to Calendar” feature.
| June 2019 |
Policing Services Application Upgrade | Server and application upgrade of Policing System (D3). Work also includes enabling Single Sign On and 2-Factor Authentication. | June 2019 |
Ethics System Implementation | The project is an implementation of open source software, Kuali Coeus, as a solution for Office of Research Ethics. | June 2019 |
Workday Integrations | The project involves delivery of the integrations required to implement Workday. The scope of this project currently consists of requirements through design for both internal and external interfaces. | June 2019 |
Desktop Rollover (DTR) program review | This project will: (1) review Desktop Rollover (DTR) guidelines, eligibility, process and budget, (2) recommend changes, (3) seek recommendation approval, implement, and communicate changes. The benefits of this review include ensuring the program meets the needs of IST and Academic Support units, is efficient, ensure sufficient budget exists, and guidelines and process are understood. | June 2019 |
Drupal Cloud hosting | Projected expense to move WCMS to a Drupal specific Platform-as-a-Service cloud hosting provider. | June 2019 |
Enhance Waterloo Photo services | Enhance Waterloo photos service, allowing view and download access, WCMS integration and updating related documentation. | June 2019 |
Workday Training | The project encompasses the work required to develop and setup the training module in Workday. | May 2019 |
Parklane Reporting Module Implementation | Parklane is a health and safety system used by the Safety Office, Occupational Health, and Human Resources. The project will enable Parklane Admin users to address additional reporting needs and related, current system limitations. | May 2019 |
myResearch – Award Management and Funding Discovery | Project based on the myResearch ecosystem focused on the implementation of Award Management and Funding Discovery. | May 2019 |
UW Strategic Plan Program Administration | This project listing for the IST portfolio is closed, as project management is being done outside IST. Natasha Jennings is now involved as part of the UW strategic plan communications team.
The University's current Strategic Plan is drawing to a close and a new Plan is being initiated. The program management work involved in these two efforts is covered by this program. In partnership with IAP, University Relations, and others, IST is supporting the overall effort. | May 2019 |
Accessibility (AODA) Program Administration | The purpose of the Accessibility program is to achieve full compliance with the AODA, initially, through the establishment of a governance framework, the implementation of an Accessibility Policy, and the development of a multi-year Accessibility Plan (covering 2018 through 2022) to address current AODA compliance gaps (at a minimum) by December 31, 2019. The program will include the various projects required to achieve AODA compliance at the University. | May 2019 |
IST Liaison Project Review | Client Service liaisons with other IST units | May 2019 |
QFlow System Service Expansion - WatPD and Service | Configuration of additional units and services in QFlow to enable appointments with WatPD and Service Canada as well as related process adjustments and training. | May 2019 |
Room and Events Booking | This initiative is to save on the Ad Astra license with the implementation of Infosilem Enterprise | May 2019 |
HR Payroll PeopleSoft licenses | decommissioning of HR Payroll PeopleSoft licenses with implementation of Workday | May 2019 |
WatCard Tap for AccessAbility Services | The project will enable WatCard tap for students that walk in to AccessAbility Services (AAS), utilizing WatCard tap for tracking attendance and breaks for exams. Additionally, WatCard tap will be used to verify eligibility for certain accommodations. The project will also include utilizing WatCard tap to track the working hours of exam proctors.
| April 2019 |
IT Service Quality (ITSQ) Program Administration | The ITSQ program will deliver improved service quality, higher customer satisfaction, and continuous improvement while balancing the underlying risk of increasing technical and organizational complexity with achieving value creation through skillful design, support and operation of IT services that directly facilitate business outcomes. A planned approach that is holistic, consistent, and progressive balances these objectives within IST. | April 2019 |
IST Services Dashboard | Investigate the usefulness and need of an IST operations dashboard for the University community. | April 2019 |
Email Policy and Standards | This project will identify the needs of key stakeholders; deliver recommendations for policy regarding the use of email and official communications for students, policy regarding the use of email and official communications for employees, policy and standards regarding management/delivery of email services, compliance measures; Implement approved recommendations, policy and standards; deliver education and training for use and management/delivery to users and administrators of email services. | April 2019 |
ITSQ Operational Level Agreements | Pilot operating level agreements are being created with Library (WCMS) and AHS (Exchange).
The Operating Level Agreement has become superseded by the Service Management Plan, which is less focused on signatures and various named ITIL process areas, and more on the support model for a service, how changes and maintenance are carried out, and what the governance model looks like. There are several of these SMP documents in-flight. Ongoing efforts will be to improve the template, provide better instructions on how to fill it out, and how to integrate this aspect of the Service lifecycle with the PM lifecycle. | April 2019 |
ITSQ Change Management | As a core process of the Information Technology Infrastructure Library (ITIL), the implementation of a standard, optimized change management process serves to further the goal of efficient and prompt handling of all changes, in order to minimize the impact of change-related incidents upon service quality, and consequently improve the day-to-day operations of the organization.
Parking Services applications housed in the new PCI environment have specific requirements regarding change management in order to maintain compliance. The Parking Services application will be used as pilot in order assist in definition and design of the overall change management process according to the project scope. | April 2019 |
WorkDay Program Administration | Administration project for the TRiP Renewal program. | April 2019 |
AccessAbility Services Info Sharing Technology & Procedures | Standardize technology and procedures used for sharing sensitive information between AccessAbility Services and other departments on campus. | April 2019 |
Switchboard add-ons | Add reporting, caller queue modules to the switchboard software. | April 2019 |
Portal promotion | Build and execute plan for portal promotion to non-student audiences on campus. Increase utility and development (SDK) by non-student users. | April 2019 |
Portal Tatham Centre paging system | Rebuild Tatham Centre paging system within Portal. | April 2019 |
Print Management Software (Avanti) Upgrade | The project is primarily a technical software upgrade of Avanti from version 12 to 14, and an upgrade of the windows servers from 2008R2 to 2016. | April 2019 |
Intellectual Property Management technical migration | Migrate intellectual property information system from Linux to Windows host to enable better and more sustainable support. | April 2019 |
Workday Budgets & Commitments implementation | The Budgets and Commitments project will implement the related Workday module, as part of the overall Workday portfolio. | March 2019 |
SSTNH - QFlow Implementation | The project includes the implementation of student case management and queuing software for the new Student Service Centre. | March 2019 |
Workday Security | The Workday security project encompasses the security work to support the launch of Workday including multi-factor authentication and Nexus integration. | March 2019 |
Waterloo Passport System Review | Waterloo Passport, implemented in 2014, is used by students to apply for outbound exchange programs and staff for related administrative activities. The system is limited, as currently implemented. The project includes a fit-gap review of the existing system and analysis of business requirements, implementing functionality where feasible, and making recommendations on how best to meet longer term needs. | March 2019 |
PeopleSoft data archiving and reporting | The purpose of this project is to deliver a solution that will meet the University’s needs for accessing the PeopleSoft data that will not be available in Workday. | March 2019 |
Workday Implementation Phase 1 | The Workday Implementation project consists of delivering Human Resources services and Payroll processing. The project will be implemented in three phases: Phase 1(a) involves replacing the functionality available in the current HRMS today within Workday, along with Payroll processing and is anticipated to be delivered by Jan 2019; Phase 1(b) involves implementation of a Learning (Training Administration) module and is anticipated to be delivered by Feb 2019; Phase 2 consists of implementing new functionality to support Performance Management, Talent Management, and related reporting. Phase 2 is anticipated to be delivered by Nov 2019. | March 2019 |
Quest Program Administration | Purpose: Provide aggregate program view for all components and activity in the Quest Program.
Primary Deliverable: Program benefits as defined. | March 2019 |
IST Portfolio Administration | Portfolio Administration is being setup for the intake process, EA work and PfS Planning/roadmap. | March 2019 |
Workday Organizational Change Management | The Workday system will result in significant change in how HR technologies support employees. The Organizational change management project is a critical component to ensure successful adoption of the new system, to avoid undue anxiety, stress, confusion, frustration, and even anger which can occur when change is inappropriately planned for and managed, and to ensure the expected benefits of the Workday implementation are achieved.
| March 2019 |
PeopleSoft HCM Sustainment | Until Workday goes live (January 2019), the current PeopleSoft HRMS will require a minimal level of maintenance so it can support the needs of the University. This maintenance will include items such as regular tax updates, installation of critical patch updates (CPUs), which ensure the system is secure, and an upgrade to PeopleTools scheduled for Fall 2017.
This work does not include production support. Rather production support will be managed through RTs. | March 2019 |
Data Governance Implementation | This strategic plan initiative will implement data governance capabilities (e.g. best practices, policy implementation, access guidelines and requests) for all data domains (e.g. Human Resource, Student, Research, Co-op education, etc) . | March 2019 |
IST Prioritization Strategy | Develop a prioritization strategy/approach and alignment for IST work | March 2019 |
AccessAbility Software/Business Improvement | AccessAbility Software/Business improvement project includes: Data Feed, Reporting, NoteTaking, Faculty portal, DHOH, Alternative Formats. | March 2019 |
Mac Management Investigation | Investigate Mac management needs, pilot, make recommendation for implementation project. | February 2019 |
Learn (Daylight) Upgrade | The project involves an upgrade to the Daylight version of LEARN, specifically a new graphical user interface. | February 2019 |
Portal LEARN widget v2 | Release version 2 of the LEARN widget in Portal, which includes enhanced features such as discussion board posting and content. | February 2019 |
SSTNH - Build | This project is for the design and construction/build for the new Student Service Centre. This project is part of the overall Student Service Transformation - Needles Hall (SSTNH) program. | February 2019 |
SSTNH - Services & Processes | As a component of the Student Services Transformation Needles Hall (SSTNH) program, this project will define and offer baseline services to be offered by Student Services Centre and create a student and staff relevant online presence including a knowledgebase and website. | February 2019 |
VDI Expansion | IST has completed an initial deployment of Microsoft Virtual Desktop Infrastructure per http://ist.uwaterloo.ca/~bruce/MicrosoftVDIRDSProjectCharter.pdf
IST proposes to double the existing capacity | February 2019 |
XML Transcripts | Purpose: Replace Transcripts delivered with Crystal Reports functionality no longer supported in PeopleSoft Campus Solutions 9.2.
Primary Deliverable: Transcripts delivered out of PeopleSoft delivered XML and BI Publisher functionality to support the 9.2 Upgrade. | February 2019 |
Portal Software Development Kit and App Store | Release of the Portal Software Development Kit (SDK) is currently in 'closed beta'. The SDK is a built in IDE and development framework to develop widgets on Portal, making it easy for students and staff to contribute new functionality and features to the Portal web and app. Release and deployment of widgets built with the SDK will be done through an ‘app store’ model. | February 2019 |
SSTNH - IT | As a component of the Student Services Transformation Needles Hall (SSTNH) program, this project will implement IT solutions to support the program's vision of enriching the student experience. The project will deliver student-focused, one-stop, front-line information and services to students through integration of a set of student systems, services, and processes.
This includes a queuing and case management system (QCMS), telephony/email /video conferencing/communication system (possibly Skype for Business), web site, digital signage, portal integration, appropriate access controls, e-commerce, forms in support of process improvement (possibly Quest self-service, and/or integrations with Quest), knowledge database, services database. | February 2019 |
Ontario University Applications Centre (OUAC)-Quest Changes | Purpose: Modernize the files and processes used to import data loads from OUAC into Quest.
Primary Deliverable: Interface managing XML file import and processing into PeopleSoft Campus Solutions (Quest).
| February 2019 |
EC2 Service Desk Closure | With the opening of both the Davies Center and Dana Porter Library services desks, moving student software purchases to Retail Services it is time to consider closing the EC2 service desk. | February 2019 |
Davis Centre Service Desk renovation and relaunch | The Davis Centre service desk is being renovated and moving to a new location. Relaunching activities include promotion of the new location to students. | February 2019 |
Training Registration System (TRS) Implementation | A new system is required to support Centre for Teaching Excellence (CTE) training registration due to replacement of the legacy application myHRinfo where the required functionality is currently supported. This project is an implementation of a replacement system, as recommended by the Registration project. | January 2019 |
Quest Patch/Fix Updates (CPU 2018) | Regular maintenance (application of patches and updates) to Quest desktop and mobile. | January 2019 |
Graduate Online Applications Requirements Gathering | Purpose: Develop requirements for a real-time, one-stop application for graduate applicants supports UW’s strategic direction for graduate recruitment, and allow greater integration and control of the recruitment, application and admissions processes.
Primary Deliverable: Business process documentation, end-user definitions and functional requirements documentation.
| January 2019 |
CEE Desktop Management | This project will enable improvements to desktop management for the on-campus computers in Co-operative and Experiential Education (CEE) department. | January 2019 |
Waterloo Works Post Implementation | Support CECA in stabilizing and operationalizing WaterlooWorks post-go-live. Efforts and initiatives including but not limited to: system performance; data-growth; maintenance and upgrades; system health-checks and monitoring; data analysis; system-interface maintenance and optimization. | January 2019 |
Clinical Information System Upgrade v8 to v9.7 | Upgrade of CIS from v8 to v9.7 enhances system functionality and addresses Windows 10 software compatibility. | January 2019 |
IST Website Revitalization | Revitalization of the IST website for easier navigation and improved user experience. | December 2018 |
IST website how-to documentation update | Create report on IST help documentation that needs to be updated. | December 2018 |
Unit4 System Upgrades | This project tracks system upgrades for Unit4. | 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 |