Projects

IST active programs, projects, initiatives and descriptions

Important planned (i.e. not started), inflight and operational work (including the IST Strategic Plan work) is made available through a dynamic link with the Project and Portfolio Management tool, TeamDynamix.

Business Intelligence, Analytics, Reporting & Integration

Business intelligence inflight programs, projects, and initiatives

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
IST Internal Reporting	This effort will capture the answer to two questions for the IST Strategic Plan: 1) What reporting do we need? 2) What reporting do we already have?	10%	November 2017	November 2018
Ethics Cloud System (Kuali) Reporting Capability Enhancement	Enhance the reporting capability within the Research Ethics cloud solution, Kuali.	50%	November 2018	January 2020
Data as a Strategic Resource Program	UW will create an information management and analytics environment in which institutional data can be effectively leveraged to the full operational and strategic advantage of the university. New data infrastructure will be incrementally developed that will facilitate analytics and timely and enriched interactive reporting across the spectrum of operational to strategic use. It will ensure that key institutional data streams are captured in both raw and transformed states to allow accurate data trend comparisons across multiple time periods. The creation and evolution of this environment will be premised on a well-defined data strategy and will require the development of an effective data governance framework.	20%	June 2019	December 2020

Business intelligence planned programs, projects, and initiatives

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
There is no content at this time for this category. Please check back regularly.

Business Process & Service

Business process inflight programs, projects, and initiatives

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
Help Desk Remote Support (Bomgar) Enhancements	The Help Desk Remote Support Enhancements project will recommend process improvements and solutions, and will implement the approved recommendations regarding the use of a remote support tool, Bomgar. The project will enable IT help desk workers to be more efficient at helping clients and achieving greater client satisfaction.	30%	July 2018	December 2018
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.	25%	December 2018	April 2019
Great Delivery for IST	UW's Excellence Canada framework is a lens through which we can view IST's delivery to campus. We will focus on ‘how’ we are delivering as a department, describing our current state, identifying priority processes to change, and implementing changes in a pilot.	20%	November 2017	November 2019
Business Continuity	A formal Business Continuity Plan (BCP) is being developed for the campus with well-defined roles and responsibilities. This project focuses on creating a BCP for the entire campus. The BCP will become the main document to reference during an event on campus and explain clearly what is expected. U of W will be better prepared for both small and large events that befall our campus.	45%	October 2017	December 2019
Emergency Desktop Notification Replacement	The purpose of this project is to identify and implement a replacement solution for the current Emergency Desktop Notification system which is not supported. The Emergency Desktop Notification system is a component of the Emergency Notification system.	99%	April 2019	December 2019
OHD Standard Operating Procedures	For Organizational and Human Development (OHD) who are seeking to support the growth and development of their service are developing a set of Standard Operation Procedures (SOP). Defining standards and templates, selecting and configuring a repository, and developing the initial set of SOPs are the primary goals.	50%	April 2019	December 2019
OnBase Review	IST is reviewing campus use of OnBase which is an enterprise document management and workflow system. This first phase involves meeting with groups within the Registrar's Office, which has the largest volume of documents running through OnBase, as well as Graduate Studies & Post-Doctoral Affairs to understand the current state processes and desired future state process to product core functional requirements to enable fit-gap analysis.	30%	June 2019	December 2019
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.	20%	October 2019	April 2020
Managing Name Change Requests	Provide students with the ability to change their preferred name so that the name change is propagated throughout the University in a manner that protects the student's privacy while retaining the student's legal name and used when required.	80%	May 2019	May 2020
Constituent Relationship Management (DubHub Project)	Project involves determining desire and recommendation for centralized CRM governance model, rules of engagement, business case and recommendation for an institutional approach to sharing CRM data. 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.	50%	March 2019	June 2020
Instructor Access Controls using Grouper	We'd like to use Grouper to manage Instructor Access controls. Currently this process is time consuming and prone to error.	10%	August 2019	August 2020
Academic Integrity Matters	Investigation of options for delivery of Academic Integrity Matters course content to undergraduate students starting in Sept 2020 as well as a review of current status of eCampusOntario grant and related work.	75%	October 2019	September 2020

Business process planned programs, projects, and initiatives

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
There is no content at this time for this category. Please check back regularly.

Human Resources, Financial & Student Information Systems

ERP Information systems inflight programs, projects, and initiatives

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
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.	75%	November 2017	December 2019
Tuition Calculation	Purpose: This project aims to build a team that can understand, document and implement a holistic view of the UW TCalc Process to better serve the campus while ensuring that the current process is maintained, updated and improved with incremental improvements along the way. Primary Deliverable: Business process documentation and implementation of the new Tuition Calculation governance, process, calculations and system administration that is operational, maintainable and able to grow.	20%	January 2018	January 2021
Quest Rapid Delivery	Purpose: Provide a visible, high-rate of delivery pipeline of work for the Quest platform. Primary Deliverable: Regular releases of features, functionality and enhancements to the Quest platform.	20%	November 2017	January 2021

ERP Information systems planned programs, projects, and initiatives

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
There is no content at this time for this category. Please check back regularly.

Departmental and Campus, including Research Information Systems

Campus or Department Information systems inflight programs, projects, and initiatives

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
International Relationship Management Solution Selection	There is a need to have a secure and central location to store all related information for international relationships such as agreements, delegations, contracts, etc. This information would need to be reportable and also ideally has a mechanism to be able to identify upcoming events, such as international visits, events and agreements that are set to expire.	60%	May 2018	September 2019
The Centre Stats	The purpose is to provide The Centre with improved statistics/analytics regarding their in person and telephone services. This will enable informed decision making with an end goal to improve services and/or resources for students.	20%	July 2019	September 2019
TDX Ticketing Apps	Configure Team Dynamix to support Studio, PMO and TDX requests.	20%	July 2019	September 2019
Award Management Replacement RFI Only	The existing system is no longer supported and a replacement needs to be put in place to allow the Office of Research Pre and Post Award teams to continue to track and manage research applications/awards.	90%	July 2019	October 2019
Contract Management System Implementation	In response to an audit, Procurement and Contract Services is implementing a contract management solution to track their contracts and related documents. Automated notifications will be used to inform contract owners of important dates. The existing procurement system Bonfire, will be leveraged by implementing the contract management module. The benefit of this solution, over the existing solution in the OnBase document management system is all RFPs and subsequent contracts will be housed in one system. The implementation will occur in 2 phases: 1) Implement front-end entry tool and migrate contract meta-data 2) migrate all associate contract files.	50%	July 2019	December 2019
Travel Safety and Risk Mitigation RFP and Implementation	Waterloo International requires a travel safety and risk mitigation solution for Waterloo travellers to receive and provide timely information to ensure they are informed and to be able to act in a timely manner should a medical, security, and/or environmental incident occur. Once a vendor is selected, migration from the existing platform to a potentially new one and ensure that traveller experience with the system and service is clear and effective.	50%	February 2019	December 2019
OnBase Review	IST is reviewing campus use of OnBase which is an enterprise document management and workflow system. This first phase involves meeting with groups within the Registrar's Office, which has the largest volume of documents running through OnBase, as well as Graduate Studies & Post-Doctoral Affairs to understand the current state processes and desired future state process to product core functional requirements to enable fit-gap analysis.	30%	June 2019	December 2019
OHD Standard Operating Procedures	For Organizational and Human Development (OHD) who are seeking to support the growth and development of their service are developing a set of Standard Operation Procedures (SOP). Defining standards and templates, selecting and configuring a repository, and developing the initial set of SOPs are the primary goals.	50%	April 2019	December 2019
Legal Matter Management System Investigation	The legal team in Legal and Immigration Services (LIS) lack a system to effectively manage electronic files, correspondence, and finances. This project involves the investigation and selection of a solution.	20%	April 2019	December 2019
Holistic Benefits Review	For the Holistic Benefits Review (HBR) Working Group of the Pension & Benefits (P&B) committee conducting a second phase of the review mandate including delivery and support of an employee targeted survey, focus groups and feedback collection towards the development of a recommendation on benefits plan design changes to the P&B committee.	80%	May 2019	December 2019
Ethics Cloud System (Kuali) Reporting Capability Enhancement	Enhance the reporting capability within the Research Ethics cloud solution, Kuali.	50%	November 2018	January 2020
Ont. Council of University Libraries Collab. Futures (OCUL-CF)	Ontario Council of University Libraries Collaborative Futures ((OCUL-CF) is a consortium project involving 13 higher education institutions in Ontario. As a member, the University of Waterloo will be taking part in the implementation of shared management services. The primary deliverable includes a SaaS implementation of Alma and Primo library management and portal platforms with attendant business process and change management efforts.	80%	August 2018	February 2020
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.	20%	October 2019	April 2020
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.	70%	May 2019	June 2020
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	70%	June 2017	June 2020
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).	35%	September 2017	August 2020
Academic Integrity Matters	Investigation of options for delivery of Academic Integrity Matters course content to undergraduate students starting in Sept 2020 as well as a review of current status of eCampusOntario grant and related work.	75%	October 2019	September 2020
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.	5%	January 2019	March 2021

Campus or Department Information systems planned programs, projects, and initiatives

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
There is no content at this time for this category. Please check back regularly.

Teaching and Learning Information Systems

T&L Information systems inflight programs, projects, and initiatives

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
Student Response System (Clickers)	Initiative to gather and assess current hardware and software solutions for collection of student responses inside and outside of the classroom while considering the integration requirements of the Learning Management System (Waterloo LEARN)	90%	June 2017	December 2018
Course Evaluation (Survey) Software	The AVP Academic has struck a task force to look at course evaluation, one of the key initiatives of the strategic plan for academic programming. The committee will take estimated 12 15 months to set a course of action for online course evals, student access, institutional instrument, communication plan, etc.	90%	May 2015	August 2019
PebblePad Implementation	The project will implement an ePortfolio platform to support holistic learning by students. The implementation intends to deliver an improved user experience for students and instructors; and enhanced features for instructor feedback, sharing and documenting competency achievement.	95%	August 2018	April 2020

T&L Information systems planned programs, projects, and initiatives

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
There is no content at this time for this category. Please check back regularly.

Construction and Renovation

IST Construction & Renos inflight programs, projects, and initiatives

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
There is no content at this time for this category. Please check back regularly.

IST Construction & renos planned programs, projects, and initiatives

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
There is no content at this time for this category. Please check back regularly.

Desktop Management

IST Desktop Management inflight programs, projects, and initiatives

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
Mac Management Implementation	Implement recommendations from the Mac Management Investigation effort, to support campus Mac management needs.	20%	September 2018	August 2019
Office 365 Desktop Deployment Investigation and Implementation	For Academic Support/TLAB/Podium Windows computers where Office 2016 is currently installed, deployment of O365 (vs. Office 2019) will bring about better integration with OneDrive and other Office 365 applications, as well as enable more up to date versions of Office. The project will determine the impact/planning/configuration and support requirements for O365.	75%	March 2019	August 2019
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.	20%	November 2019	January 2020

IST desktop management planned programs, projects, and initiatives

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
There is no content at this time for this category. Please check back regularly.

Infrastructure

IST infrastructure inflight programs, projects, and initiatives

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
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 portal platform, and the rewrite will resolve maintenance and support resourcing issues with the current system.	50%	June 2018	March 2019
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.	60%	July 2017	December 2019
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.	5%	October 2019	December 2020
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.	5%	January 2019	March 2021
Campus Network Infrastructure Refresh	The purpose of this project is to upgrade all routing switching equipment on campus.	53%	October 2017	December 2022

IST infrastructure planned programs, projects, and initiatives

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
PCI-DSS File Integrity Monitoring Solution	Parking Services, parking gate payment software resides in a dedicated secure payment card industry technical environment. The Payment Card Industry (PCI) Data Security Standard Requirements and Security Assessment Procedures v3.2.1 requires under section 11.5 that a change detection mechanism be implemented to alert personnel to unauthorized modifications within this dedicated environment. For our institution to meet our PCI regulatory compliance obligations we are installing and configuring File Integrity Monitoring solution. - FIM: Graylog+AuditBeat Windows systems; Qualys was not selected due to its prohibitive associated costs (Phase 1)	0%	June 2019	June 2019
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.	0%	November 2019	December 2020

Website and Digital Marketing

Website & digital marketing inflight programs, projects, and initiatives

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
Service Desk Websites Review and Update	Create a new one page site for student services and self-services pages.	75%	January 2018	September 2018

Website & digital marketing planned programs, projects, and initiatives

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
There is no content at this time for this category. Please check back regularly.

Organization, Governance, Policy & Standards

Organization, governance, policy & standards inflight programs, projects, and initiatives

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
Develop a Risk Framework	Complete a framework for risk identification, assessment, mitigation and monitoring, aligned with Policy 11, which aids in identifying where UW may be at risk from an information technology perspective.	20%	November 2017	November 2018
IST Strategic Plan Program Administration	The work of the program includes general oversight, developing metrics, reporting, and monitoring for new strategic plan initiatives (which may result as a result of external efforts, e.g. UW Excellence Canada). Highlighting changes and accomplishments in other Areas for Action, messaging, and ensuring everyone relates to the Plan is also covered. Additionally, internal (IST) change management, such as providing education for broad, IST-wide topics, is important to achieve the goal of 'Together we deliver.'.	50%	November 2017	November 2020

Organization, governance, policy & standards planned programs, projects, and initiatives

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
There is no content at this time for this category. Please check back regularly.

Uncategorized

IST inflight programs, projects, and initiatives - uncategorized

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
The Centre Stats	The purpose is to provide The Centre with improved statistics/analytics regarding their in person and telephone services. This will enable informed decision making with an end goal to improve services and/or resources for students.	20%	July 2019	September 2019
TDX Ticketing Apps	Configure Team Dynamix to support Studio, PMO and TDX requests.	20%	July 2019	September 2019
ITSM and PPM Investigation	This project will examine features of various ITSM and PPM tools to document strengths of those tools.	30%	July 2019	December 2019
Holistic Benefits Review	For the Holistic Benefits Review (HBR) Working Group of the Pension & Benefits (P&B) committee conducting a second phase of the review mandate including delivery and support of an employee targeted survey, focus groups and feedback collection towards the development of a recommendation on benefits plan design changes to the P&B committee.	80%	May 2019	December 2019
Akindi Implementation	This project will see through the work of implementing Akindi, the replacement for Scantron machine, and to communicate the changes to campus while providing them with the training and resources necessary to be successful with the new tool.	90%	July 2019	May 2020
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.	15%	August 2019	June 2020

IST planned programs, projects, and initiatives - uncategorized

Name	Description	Percent Complete	Start (Month/Year)	End (Month/Year)
There is no content at this time for this category. Please check back regularly.

Projects and initiatives closed in the past year

IST Projects/Initiatives Closed in past year

Name	Description	End (Month/Year)
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

Questions or feedback about this work can be shared with Connie van Oostveen.

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.