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December 26, 2012

Wednesday, December 26, 2012

Single Identity Management System

  • This project status is still Critical (I.E. Red). The teams have resumed meeting, and are working to re-establish timelines for this project. The team expects to know more about the timeline soon. For META, the team continues to resolve user conflicts, complete requirements for data attribute syncing, and is developing a process to create non-conflicting "placeholder" accounts to prevent future user-id conflicts.

Leverage Software Purchasing

  • Analysis continues on multiple years of software purchase data, with a focus on overlaps between KU Lawrence (KU-L) and KU Medical Center (KU-M), looking at total spend with each individual vendor. On October 31, 2012, KU signed a new three-year contract with Microsoft for a Campus Agreement. This agreement included ECAL licensing for both KU-L and KU-M, offering software and functionality beyond the prior agreement. Savings on the Microsoft Campus Agreement for the KU-L campus is $90,199.54. The savings for the Echo360 license were re-analyzed in detail and we determined that we recognized a cost avoidance of $99,975 by renewing one month early. An annual actual cost reallocation will be recognized by the Edwards Campus ($27,000), School of Pharmacy ($27,000), Wichita Campus ($25,000) and School of Engineering ($28,000), for a total of $107,000 in actual cost reallocations that will not have to be spent on departmental licenses for Echo360 going forward. Total Leveraging Software Purchasing savings recognized to-date is $297,174.54.

Increase MFD Usage

  • This group continues to monitor new processes and collect cost savings data.

Server Centralization

  • The server centralization team has met with and reviewed registration data for two additional groups on campus and began the development of plans for their future hosting needs. We are now including "Completed Server Migration" information reporting in the bi-weekly report (see bottom). To date, 60 servers have completed all phases of centralization. Facilities Services has nearly completed work on the power upgrades to the Computer Center. Many departments have begun the migration of more complex services from in-house hosting to central IT (such as departmental DNS & standalone department wide email systems). While these more complex "whole service migrations" require significant planning and labor and will take many months to complete, they are excellent examples of IT system centralization and will benefit University operations & collaboration. We are deeply grateful for the hard work being performed by these departments in support of this endeavor.

Reorganize & Redefine

  • The first-round interviews for the TSC Manager for Administration have finished. The search committee will make a recommendation on candidates for second round interviews next week. The Project Team has created generic Managed Service Agreement (MSA) which will be used for each TSC. Thelma Simons will work with the Director of Support Services and the Associate Director of Support Services to finalize the document. DCM / FS & School of Education Centralization proposals have been completed and submitted to senior KU IT staff for approval. The IT Assessment for the School of Social Welfare has been completed. Finally, a break-out session with Application Development staff is scheduled for January 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 being thoroughly tested by IT staff. Progress continues to be made on changing overlapping IP addresses at the KU-L and KU-M campuses.

Enterprise-wide Document Imaging and Workflow

  • The CLAS subproject will release two eForms to production by the end of the year. The Invoice Processing subproject team will test the developed solution and plan to release to production with the KU Procure-to-Pay Initiative Wave Two in the spring of 2013, completing Phase 1 of the Enterprise-wide Document Imaging and Workflow project.

Campus CRM (Constituent Relationship Management)

  • The Executive Sponsors met and agreed to engage Huron to assist KU in setting the direction and defining the goals of this project.
  • The Graduate Studies CRM project meetings are being held bi-weekly with IT and CollegeNET staff. CollegeNET has released some functionality of the new system for testing. Project partners are currently developing workflows and email templates. Graduate Studies is working with CollegeNET to import GRE test files. The goal is to have most functionality available and in production by March 2013.
  • The Business & Industry CRM project team is reviewing bids from vendor for the design phase of this project. The goal is to have a vendor selected and ready to begin the design phase in January 2013.

Campus CMS (Content Management System)

  • Phase 2: All early adopter website administrators have been trained and given account access to migrate their departmental websites to the CMS. Most have completed their migrations. The remaining sites will complete their migrations over the spring and summer months. All IT work has been completed for this phase of the project.
  • Phase 3: Early adopter user enhancements have been gathered and project requirements have been baselined. Implementation of the user requested enhancements has begun. Bi-weekly meetings have been scheduled to review feature rollouts. A change order has been submitted for the KU News Module, which is the first enhancement to roll out in January 2013.

Early Warning System

  • The fall pilot of Early Warning completed on 12/21/12. Eight courses have been confirmed to participate in the Spring 2013 pilot. Training for faculty, teaching assistants and advisors has been scheduled in mid-January 2013.

Appointment Scheduler

  • The fall pilot completed on 12/21/2012. Work is under way to develop a system that will enable the various schools and departments to load advisor assignment information into the system for all undergraduate students.

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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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