May 14, 2012

Monday, May 14, 2012
Single Identity Management System
  • For META, we are preparing for the site visit from our vendor next week for the single/reduced sign-on. The analysis should be completed after their visit, and design should be underway. We are continuing the analysis to consolidate cross campus identities. It is going slower than planned, but should be done within the next week or so. For AD, the requirements document has been signed off by the technical team, and we are working on getting appropriate executive approvals to move forward.
Leverage Software Purchasing
  • A survey was distributed on May 1 to Deans, Directors, and Department Chairs to obtain input regarding current software licenses in use within their departments, as well as plans for additional software for the upcoming fiscal year. The survey was also distributed to Technical Liaisons to obtain input from their technical perspective regarding software usage. As of May 10, we received 59 responses. The next step is for the project team to begin working on survey data analysis to determine which software products will provide KU with the most savings in the shortest timeframe.
Increase MFD Usage
  • As part of the second pilot project, the team held an initial meeting with the School of Social Welfare and the School of Education. The team conducted a technical consultation with the German Department tech staff.
Server Centralization
  • The project teams wrapped up many remaining items in the Phase One portion of the Server Centralization and Virtualization project. We have completed the hire of two key server administration positions. The multi-departmental Server Evaluation Committee met for the first time and reviewed over 30 newly registered servers. 70+ departmentally operated servers have been registered as of 5/09 and are being reviewed by the team on a weekly basis as they come in. The costing model for server hosting and storage has been completed and vetted internally and with key stakeholders, and will proceed through IT Fiscal Services to the KU Rate Committee. We believe we have completed the major items in Phase One of the project and will now proceed with Phase Two, where departmentally owned/managed servers will be registered and assessed as candidates for centralization and virtualization.
Reorganize & Redefine
  • The project group will resume meeting on May 15 and will continue to meet weekly to discuss specific details of the new supporting model such as timeline, workflow, KPI, training, communication, and resources required. On current transition efforts, School of Business IT staff is finalized, with RGS Administration, Administration & Finance, and DCM / FO staff in the process.
Network Optimization
  • KUMC and KU-L have continued to make excellent progress at eliminating the overlapping IP address space. As a result, two requests for special network connectivity between KUMC and KU – L required considerable less engineering time to complete due to the overlapping address space that has already been eliminated. During the biweekly team meeting, KUMC raised the potential issue of using the video gateway located at KUMC for video conferences at KU – W with the new network architecture. We will be working on a solution during the next biweekly meeting.
Enterprise-wide Document Imaging and Workflow
  • Two subprojects continue in the design phase: HR Position Management Workflow and Admissions Evaluation Workflow. Implementation efforts continue for the Travel and Expense Processing subproject and the Financial Aid Awarding subproject.
Campus CRM (Constituent Relationship Management)
  • Executive Sponsors have selected the vendor and approved funding for the high-level vendor agnostic CRM Assessment for KU, including typical "best practices" for enterprise-wide CRM systems in higher education research institutions. Executive Sponsors also approved the Project Team to proceed with hiring a CRM Business Manager experienced in campus-wide CRM implementations. The job description has been drafted and is under review by Executives.
Campus CMS (Content Management System)
  • This project involves migrating early adopter web sites to the new CMS platform. All site administrators involved in the early adopter phase have completed their training and now have access to begin their website migrations. The target date for deployment of early adopter websites is August 2012.
Early Warning System
  • The project team continues to finish up the remaining tasks in preparation for the summer pilot course that begins on 6/4/12. The technical team members continue to work with the vendor to understand data flow between systems. The project will have an expanded launch date of August 2012, with 6-8 courses participating.
Appointment Scheduler
  • Project team members met with Financial Aid and Scholarships to discuss a pilot of the software this fall, which would have no visibility to students. The project team is working to ensure the Microsoft Outlook Exchange Adapter is installed and configured to make this possible. The projected pilot date is August 2012 for UAC advisors who are participating in the Earl Warning pilot.

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