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 February 1, 2023

Summary

Description

Assignee

Start date

End date

Project type 

Project link

Jira System Management (JSM) Usability Assessment and Review

This project seeks to identify and understand the gaps and barriers some users experience that has up to this point prevented them from fully adopting JSM for issues tracking. The project will also assess users of the system to understand how they use the system and how well it works for their business needs and requirements with regards to issues tracking. The project will focus on review and consultations with user and non-user JSM groups to generate recommendations and strategies that will lead to an optimized Jira service Management portal that is responsive and meets a defined set of needs of various groups within the University of Waterloo community.

Dolapo Oladiran

16/Jan/23

31/Jul/23

Business Process & service

 

IT Asset Management Service

The purpose of this project is to introduce and promote the Atlassian tool (Insight) for IT asset management at Waterloo. The use of a specialized central asset management tool provides the ability to store, analyze, and communicate various IT asset information in a consistent and standardized format.

Maher Shinouda

20/Oct/22

31/May/23

Business Process & service

 

Occupancy Monitoring

The pandemic response created the ability to conduct occupancy monitoring through Wi-Fi but, since this wasn’t the initial application, the solution isn’t ideal. This project will be to collect business requirements & map these requirements for improved solutioning.

Lyndia Littel

04/Oct/22

31/Mar/23

Business Process & service

 

Update CVNAT

Update the CVNAT (Copyright Violation Notice Automation Tool) to use current UW networking tools and information sources so that it is more robust.

Dawn MacDonald

   

Business Process & service

 

Campus Map Ongoing Updates

The Campus Map Ongoing Updates project is intended to establish a sustainable, ongoing process that allows individuals across campus to request updates to the campus map that can be verified with the appropriate parties and implemented in a timely manner.

Melissa Blewitt

   

Business Process & service

 

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

 

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/May/23

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

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/

Endpoint Management - Consultations

This project will focus on compiling and evaluating knowledge from the University of Waterloo (UW) community on their business needs and requirements for endpoint management as well as the technology within UW parameters to best achieve this.  The project will concentrate on consultations across the University community to establish business goals and user expectations. The project will explore the must-haves and how the University community would like to see implementation.

Diana Timmermans

26/Oct/22

31/Dec/22

Desktop Management

 

Athlete & Coach Management System (Univerus AIS)

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

Chijioke Momegha

12/Jul/22

31/Aug/23

Information System

 

End Point Detection and Response

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.

Nathan Lee

28/Sep/22

03/Mar/23

Information System

 

AI Bot - Bot platform changes

Ai Bot- Bot platform changes

  1. QnA Maker platform is being replace/moved under a different name “Custom Question Answer”
  2. Bot framework is changed to work with the new style of custom inbound-outbound directline

Shah Chandon

01/May/22

18/Feb/23

Information System

 

WaterlooWorks Data Retention

Define and implement data-retention/data-disposition policy for WaterlooWorks. Includes implementation of application-based data deletion rules, or similar (anonymization, de-identification).

Bob Wallwork

03/Jan/22

31/Mar/23

Information System

 

Co-op Interview Paging Services Upgrade

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.

Bob Wallwork

01/Oct/21

31/Mar/23

Information System

 

WIL Casual Payroll System

Replace WIL’s old, unsupportable casual-payroll system with a new, IST-developed-and-supported system. Eliminate dependence on old tech stack, including CAS, and mitigate operational issues in casual-payroll management for both WIL and HR.

Bob Wallwork

01/Mar/22

30/Nov/22

Information System

 

Presagia Replacement (Athletics EMR)

Presagia software, Athletics dedicated physio-therapy services application for UW student-athletes was initially implemented in 2012. The company was bought out by Kitman Labs and they’re looking to get us to migrate to their new product. Presagia is used for meeting the physio-therapy needs of varsity student-athletes, The system stores health information for each athlete

Chijioke Momegha

06/Jun/22

31/Dec/23

Information System

 

Campus Response and Support - Case Management System

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; Greg Smith

Bob Wallwork

03/Jun/22

02/Jun/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/23

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

31/May/24

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

Dana Mohapl

18/Jun/17

01/Sep/22

Information System

 

R drive (filed) migration

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. 

Diana Timmermans

01/Jul/22

30/Apr/23

Infrastructure

 

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/

Safety office - integrations for Chemical Inventory application

The Safety office has purchased a cloud system to manage chemical inventories and SDS. The software needs People and Location data; the goal of this project is to build integrations to provide the data.

Dawn MacDonald

06/Jun/22

30/Sep/22

Organization Governance Policy & Standards

 

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/May/23

Organization Governance Policy & Standards

https://uwaterloo.ca/it-review

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.

Tara Hillis

02/May/22

30/Sep/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/23

Other

 

Hyflex and active learning classroom spaces (TERF 1)

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

11/Nov/22

Other

 

SIS Projects Winter 2023

This initiative contains items being worked on in SIS Projects during the Winter 2023 term.

Tamara Lazic

01/Jan/23

30/Apr/23

   

Food Services EventWorX - move from Bambora to Moneris

EventWorX is currently using Bambora’s hosted payment page. Finance requires that hosted payment page integrations be retired so the payment gateway in EventWorX needs to switch over to Moneris iFrames integrated solution.

Dawn MacDonald

04/Nov/22

15/Feb/23

   

Current State System & Data Mapping - Plant Ops

Creating current state maps of all systems and data flow within all Plant Ops departments in order to inform IT strategy, IT prioritizations, tech infrastructure changes, data management, and metrics.

Lyndia Littel

07/Oct/22

28/Apr/23

   

Hoteling Software - Campus Wide

Select & implement a software solution for hoteling desks and other bookable spaces. This will be a campus-wide application to complement the new Flexible Work Guideline.

Lyndia Littel

07/Oct/22

28/Apr/23

   

Athletics Asset Management System (Rfam)

The asset management system would be used is to monitor the Facility assets, which involves acquiring, operating, maintaining, renewing, and retiring assets.

Also Assists facility managers to anticipate costs, helping plan maintenance and upgrades, and minimize the total cost of ownership at the asset level.

Chijioke Momegha

01/Sep/22

20/Dec/23

   

Immigration Consulting CRM

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.

Melissa Blewitt

09/Sep/22

22/Dec/23

   

Physical Access Control Policy

This project will create a Physical Access Control Policy.

Unassigned

05/Sep/22

30/Nov/22

   

Technology-Ready Learning Spaces for Innovative Teaching (classrooms)

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.

Pam Fluttert

12/Sep/22

11/Sep/23

   

Mercury - Housing support

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.

Dana Mohapl

 

30/Aug/23

   

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

   

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.

Diana Timmermans

01/Oct/21

28/Apr/23