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 May 2, 2022

Summary

Description

Assignee

Start date

End date

Project type 

Project link

 

EDI Data

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.

Wendy Hague

21/Mar/22

28/Oct/23

Business Process & service

   

Simply Voting (replacing WatVote)

Implementation of Simply Voting (replacing WatVote)

Rebecca Butler

 

30/May/22

Business Process & service

   

Campus Check-in: Version 2

This project will evaluate the COVID-19 response tools utilized by campus and implement more sustainable, user-friendly solutions to support operationalizing the evolving proof of vaccination mandate.

Rebecca Butler

25/Jan/22

01/Sep/22

Business Process & service

   

Learning Management System Review

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.

Nathan Lee

13/Dec/21

31/Aug/22

Business Process & service

   

Safety Office Training Records

This project will analyze the current processes used to register for, record and report on safety training and recommend what changes are necessary to make this process more efficient, accurate and complete for the required safety training reporting the University and managers must do.

Maher Shinouda

04/Nov/21

30/Apr/22

Business Process & service

   

Review of Undergrad Admissions Process

This project is to conduct a full review of the undergraduate admissions process from the receipt of application to the offer of admissions. Current state will be documented, opportunities for improvement identified, a desired future state will be documented, and a plan to implement that will also consider the related Onbase Replacement technology project are deliverables of the project.

Wendy Hague

25/Oct/21

30/Sep/22

Business Process & service

   

Evolving the Edtech Ecosystem

This project involves implementation of various improvement initiatives identified by the Teaching & Learning group at their biennial planning session.

Wendy Hague

01/Mar/21

25/Mar/22

Business Process & service

   

PMO Methodology Updates 2021

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

Connie van Oostveen

11/Jan/21

31/Dec/22

Business Process & service

   

Mass Email Management

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

Tara Hillis

02/Nov/20

03/Jan/23

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.

Traci Elizabeth Dow

22/Apr/20

30/Apr/22

Business Process & service

   

Email Improvements

The purpose of this project is to implement the recommendations on email routing at the University as defined by a technical working group. These recommendations are intended to address audit requirements, improve the reputation of uwaterloo.ca in the terms of email, and enhance overall email productivity and efficiency at the University.

Wendy Hague

31/Jan/20

31/Dec/22

Business Process & service

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

 

Quest Rapid Delivery Spring 2022

This initiative contains items being worked on for Quest during the Spring 2022 term.

Tamara Lazic

01/May/22

31/Aug/23

Information System

   

Netmon V2

Netmon, the campus IT staff network management tool is a locally developed application. In this project, the team continues to identify additional requirements and specifications to enhance the functionalities and add more features to the existing tool. Development will advance to Netmon 2.0 as phase I, then Netmon 2.1 as phase II

Maher Shinouda

01/Mar/22

01/Sep/23

Information System

   

OnBase replacement project

Usage of OnBase is declining while software cost, complexity, and time required to support it have continued to increase.  This project involves moving various OnBase user groups to alternate technologies.

Wendy Hague

13/Sep/21

01/May/22

Information System

   

Advancement Requirements and RFP

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.

Nathan Lee

20/Sep/21

31/May/22

Information System

   

Academic Calendars and Curriculum Management

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.

Nathan Lee

01/Mar/21

30/Sep/22

Information System

   

NEXTT Transition Project

The NEXTT transition project is the third phase of the replacement of HoME. By September 30, 2021, the team will ensure core functions in the new enterprise system are set-up and operating effectively, and non-core functions are stable.

Dana Mohapl

13/Oct/20

28/Apr/23

Information System

   

Jira Service Desk Cloud Implementation

Moving Jira Service Desk (JSD) services to the cloud instance. Will involve migration of existing on-premises JSD clients and onboarding new clients.

Matthew Harford

01/Sep/20

30/Dec/21

Information System

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

 

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

Dana Mohapl

18/Jun/17

01/Sep/22

Information System

   

Tuition Calculation

This new project (replacing the TCalc Project); the Tuition at Waterloo (TAW) project aims to document a tuition methodology that is well understood and consistent, a well-documented process on how to charge fees, a well-documented process on how to maintain the methodology and fees and a system solution that is flexible and extensible that reduces manual overrides and associated risks while improving system controls for the ever-changing University environment.

Stacey Mahoney

01/Jan/18

29/Apr/22

Information System

   

Unified Communications Project

Project outcome is to acquire a unified communications solution. Implementation will be another project

Tara Hillis

 

29/Apr/24

Infrastructure

   

Quest in Cloud

A Proof of Concept was successfully completed for moving Quest to the cloud earlier in 2020. A new IaaS and PaaS project is being initiated for the move to the cloud.

Connie van Oostveen

03/Dec/20

22/Mar/22

Infrastructure

https://uwaterloo.ca/quest/quest-moving-oracle-cloud

 

M365 Program

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.

Wendy Hague

06/Mar/20

16/Dec/22

Infrastructure

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

 

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

23/Jan/19

30/Jun/22

Infrastructure

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

 

Campus Network Infrastructure Refresh

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

Matthew Verlis

20/Oct/17

31/Dec/22

Infrastructure

   

Convocation System Module Implementation

Implement a Convocation module to manage convocation ceremony registration by students. The key stakeholders include Community Relations with a deadline for Go Live April 2022.

Nathan Lee

16/Nov/21

03/Jun/22

Request for Proposal

   

Teaching Innovation Incubator (TII)

The Teaching Innovation Incubator will serve as a hub, catalyst, and launch pad for the development of transformative teaching ideas at Waterloo. It will provide the opportunity and necessary support to develop, “test drive” and evaluate ideas that have the potential to be part of the next generation of teaching and learning at Waterloo. By doing so, the University will be able to make sound decisions about whether to scale up:

• New ways of teaching (e.g., new uses of technology)
• New types of courses and learning opportunities
• New types of programs that benefit society and motivate students to choose Waterloo
• New processes (e.g., how to administer multi-faculty courses/programs or new types of credentials)

Connie van Oostveen

07/Mar/22

31/May/22

Other

   

Hyflex and active learning classroom spaces

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

Pam Fluttert

13/Aug/21

31/Jan/23

Other

   

Digital Learning Strategy

This project involves consultation and research to inform the development of a Digital Learning Strategy for Waterloo.

Wendy Hague

10/Feb/22

30/Jun/22

Other

   

Proof of Vaccination Technology and Data

This program includes all technology and data projects related to the University's proof of vaccination requirement: https://uwaterloo.ca/coronavirus/return/vaccination-requirement

Anne Paulson

16/Aug/21

29/Apr/22

Other

   

Security Awareness Training

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.

Maher Shinouda

12/Apr/22

12/Oct/22

     

IT Review

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.

Connie van Oostveen

07/Feb/22

31/Mar/23

     

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.

Connie van Oostveen

01/Oct/21

31/Jan/23