April 1, 2013

Monday, April 1, 2013

Single Identity Management System

  • This project status is still Critical (i.e. Red). For Active Directory, this effort remains on hold until the non-technical aspects of the project have been resolved. For META, the team has completed sign-off of requirements for a web service to prevent creation of duplicate accounts. Development of this web service has begun. The team has also completed analysis of conflicting user accounts. Final decisions on accounts that could not be determined systematically are planned for next week. The team continues to work on requirements for data attribute syncing and management.

Leverage Software Purchasing

  • The first meeting of the Technology Advisory Committee was held on 02/13/13 and the first meeting of the TAC Hardware Advisory sub-committee (TAC HW) was held on 03/14/13. The project team is working on modifying the charge and process documents to combine the Hardware and Software Advisory sub-committees into one group. The project team is continuing to investigate the use of Kivuto for software distribution at KU Lawrence as it's already in use at the KU Medical Center. The project team continues to perform analysis on multiple years of software purchase data, with a focus on overlaps between KU-L and KU-M, looking at total spend with each individual vendor. Total savings recognized to-date is $297,174.54.

Increase MFD Usage

  • In addition to rolling out standard operating procedures (SOP) in Centralized/Centralizing departments, we are working with IT Communications in order to make a document which captures the high level benefits of adopting MFD SOPs. This document is intended to address Deans, Directors, and Department Chairs on the benefits of MFD utilization and help them make cost saving decisions for their units with respect to business practices moving forward. We also processed requested changes to our automated cost savings collection processes.

Server Centralization

  • The Server Centralization team continues to work to implement server hosting plans and managed services hosting agreements for departments. Due to Spring Break, no departmental review meetings were scheduled. The team instead met and reviewed the provisioning status of servers already in the queue. Planning meetings have been rescheduled with Architecture & Urban Design and scheduled with CLAS. An additional server was decommissioned and two additional servers were virtualized. A total of 109 servers have completed transition to date.

Reorganize & Redefine

  • The Social Welfare IT assessment has been completed. The Director of Support Services is now drafting the centralization proposal. Internal KU IT senior staff will meet with Continuing Education on March 29 to discuss a centralization model. Internal KU IT senior staff met with the Edwards Campus staff, and the Director of Support Services will begin drafting a centralization proposal. Finally, an IT assessment meeting with the School of Music has been scheduled for April 11.

Network Optimization

  • The network teams continue to move forward on the Changing for Excellence Network Optimization initiatives. Network engineering continues to improve on the KU Peering Network design. The DNS Anycast architecture has been implemented and is in production. Progress continues to be made on changing overlapping IP addresses at the KU Lawrence and KU Medical Center campuses.

Enterprise-wide Document Imaging and Workflow

  • Phase Two is underway, which includes the KU Medical Center and movement of electronic documentation from their existing, unsupported Oracle system to the ImageNow system hosted by the Lawrence campus' Information Technology. The scope also includes purchasing software for managing record retention and content searching, and technical process improvements to facilitate higher quality management of the development and testing of custom workflows and forms.

Campus CRM (Constituent Relationship Management)

  • The Executive Sponsors have closed the student services CRM project and are moving forward with driving students to the updated portal as an entry point to CRM.
  • The Graduate Studies CRM project meetings are being held biweekly with IT and CollegeNET staff. Work is underway with the Edwards Campus to alter their communication workflow to ease and streamline setup and maintenance of the Prospect system. The decision to draft a new communication workflow and corresponding email templates has pushed the planned completion date to 04/30/13.
  • The Business & Industry CRM project team completed the design phase of this project. As soon as funding is secured, the implementation phase of this project will begin.

Campus CMS (Content Management System)

  • Phase 3: Early adopter user enhancements have been gathered, and a baseline for project requirements has been established. Implementation of the user requested enhancements have begun. Biweekly meetings have been scheduled to review feature rollouts. Faculty PRO phase 1 integration requirements have been baselined. Development of these requirements will begin immediately.

Early Warning System

  • The spring pilot of Early Warning began on 01/22/13. Eight courses are participating in the pilot.

Appointment Scheduler

  • Work is under way to test a system that will enable the various schools and departments to load advisor assignment information into the system for all undergraduate students. Financial Aid & Scholarship is preparing to participate using the calendar in their back office beginning in April 2013.

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Changing for Excellence was the featured cover story in the January, 2015 edition of Business Officer, the official magazine of the National Association of College and University Business Officers (NACUBO). You can read the full story online.

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