April 30, 2013

Monday, April 30, 2012

Single Identity Management System

  • This project is still critical status (i.e. Red). For AD, this effort remains on hold until the non-technical aspects of the project have been resolved. For META, the team has implemented the 'isNameTaken' web service, which will prevent conflicting user-ids across campuses in the future. The team is working to integrate this web service into all user creation processes. The team continues to develop the 'doesUserExist' web service, which will prevent duplicate user-ids. The KU Lawrence group has also completed planning for migration of conflicting user-ids. 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. Based on feedback from both groups, the project team is finalizing the charge and process documents to combine the Hardware and Software Advisory sub-committees into one group. Once the charge is finalized, the next meeting will be scheduled. 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

  • The Increase MFD Usage team has completed standard operating procedures for optimizing MFD usage across campus and is now implementing these processes in lockstep with the Reorganize and Redefine IT Staff project team. In the School of Education, we are implementing standard operating procedures that provide secure printing for confidential documents. Working with KU IT Communications, we are compiling a master findings document for executive review. Based on feedback from constituents, we have reworked our automated processes for gathering cost savings. We will continue to work on a proposal for optimizing usage of the MFD VLAN, as well as evaluate centralizing departmental print usage for efficiencies to be gained by the use of standard operating procedures.

Server Centralization

  • The Server Centralization team continues to work to implement server hosting plans and managed services hosting agreements for departments. Migration and planning meetings have occurred with the School of Law and KU's Edwards Campus IT staff. Staff are scheduled to meet with Biodiversity, Center for Research on Learning, and ALTEC. A total of 781 servers are now registered and staff are now reviewing results that are either under or unreported. We will then follow-up with these departments to better engage them in the registration and centralization process. It is expected that the number of registered servers will naturally drift up and down throughout the centralization process as normal IT work continues at the departmental level.

Reorganize & Redefine

  • KU IT Directors have reviewed the IT Centralization Proposal for the School of Social Welfare. The Applied English Center IT Assessment was completed on April 25. AEC has agreed to work with KU IT to backfill their vacant IT position. This vacant position will report to KU IT. The Director of Support Services is in the process of drafting the IT Centralization Proposal for both the Edwards Campus and the School of Music.

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.

Scanning & Document Workflow

  • The migration of KU Medical Center electronic documentation to the ImageNow system continues. A few system configuration changes are required to achieve HIPAA compliance before the student and patient files can be imported, so the team is working to make the changes while the student and patient files are being withheld from the migration queue.

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: Implementation of user requested enhancements has begun. Monthly meetings have been scheduled to review feature rollouts. Faculty PRO phase 1 integration requirements have been baselined. Development of these requirements has begun.

Early Warning System

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

Appointment Scheduler

  • A system that will enable the various schools and departments to load advisor assignment information into the system for all undergraduate students has deployed. Some advising units are in the process of piloting this functionality. Financial Aid & Scholarship is piloting using the calendar in their back office and the project team is helping work through different use cases.

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