NACUBO Cover 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. Each month, Business Officer is delivered to representatives at over 2,100 higher education institutions with over 45,000 represented employees.


News — Technology

  • July 13, 2016
    July 13, 2016 —

    Progress made this reporting period:

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, KUMC, KU Lawrence, and KU Hospital have agreed on rules and procedures for renaming accounts across all three entities when necessary.  Sign-Offs on these procedures are being gathered.  KU Lawrence, KUMC, and KU Hospital have documented services that would be included with account/password synchronization.  The team continues to document the specific data and the rules around those systems.  Both KU Lawrence and KUMC continue renaming duplicated accounts as they are identified.

    Leverage Software Purchasing

    • This project is complete.  The Technology Advisory Committee (TAC) Hardware/Software subcommittee will continue to track progress on this initiative.

    Increase MFD Usage

    • This project is complete.

    Server Centralization

    • This project is complete.

    Reorganize & Redefine

    • KU IT is continuing work to reorganize School of Pharmacy IT Staff.

    Network Optimization

    • This project is complete.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • The Leadership group has approved the prioritization of the 11 business cases for FY16 development.  Six business cases have been developed and released to the myKU portal. The group continues to focus on student facing apps and will complete the upgrade to the platform at the end of July.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • June 15, 2016
    June 15, 2016 —

    Progress made this reporting period:

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, KUMC, KU Lawrence, and KU Hospital have agreed on rules and procedures for renaming accounts across all three entities when necessary.  KU Lawrence, KUMC, and KU Hospital have documented services that would be included with account/password synchronization.  Specific data and the rules around those are up next.  Both KU Lawrence and KUMC continue renaming duplicated accounts as they are identified.

    Leverage Software Purchasing

    • This project is complete.  The Technology Advisory Committee (TAC) Hardware/Software subcommittee will continue to track progress on this initiative.

    Increase MFD Usage

    • This project is complete.

    Server Centralization

    • This project is complete.

    Reorganize & Redefine

    • KU IT is continuing work to reorganize School of Pharmacy IT Staff.

    Network Optimization

    • This project is complete.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • The Leadership group has approved the prioritization of the 11 business cases for FY16 development.  Six business cases have been developed and released to the myKU portal. The group continues to focus on student facing apps and upgrading the technology platform.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • May 18, 2016
    May 18, 2016 —

    Progress made this reporting period:

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, KU Lawrence, KUMC, and KU Hospital are discussing services and provisioning of services that will be included in account/password synchronization.  Both KU Lawrence and KUMC continue renaming duplicated accounts as they are identified.

    Leverage Software Purchasing

    • This project is complete.  The Technology Advisory Committee (TAC) Hardware/Software subcommittee will continue to track progress on this initiative.

    Increase MFD Usage

    • This project is complete.

    Server Centralization

    • This project is complete.

    Reorganize & Redefine

    • KU IT is continuing work to reorganize School of Pharmacy IT Staff.

    Network Optimization

    • This project is complete.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • The Leadership group has approved the prioritization of the 11 business cases for FY16 development.  Six business cases have been developed and released to the myKU portal. The group is focused on student facing apps and upgrading the technology platform.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • April 13, 2016
    April 13, 2016 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, KU Lawrence and KUMC are continuing analysis and refinement of data synchronization requirements.  Both KU Lawrence and KUMC continue renaming duplicated accounts as they are identified.

    Leverage Software Purchasing

    • This project is complete.  The Technology Advisory Committee (TAC) Hardware/Software subcommittee will continue to track progress on this initiative.

    Increase MFD Usage

    • This project is complete.

    Server Centralization

    • This project is complete.

    Reorganize & Redefine

    • KU IT is continuing work to reorganize School of Pharmacy IT Staff.

    Network Optimization

    • This project is complete.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • The Leadership group has approved the prioritization of the 11 business cases for FY16 development.  Six business cases have been developed and released to the myKU portal. Work continues on the remaining five business cases.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • March 16, 2016
    March 16, 2016 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, KU Lawrence and KUMC restarted final analysis and refinement of data synchronization requirements.  Both KU Lawrence and KUMC continue renaming duplicated accounts as they are identified.

    Leverage Software Purchasing

    • This project is complete.  The Technology Advisory Committee (TAC) Hardware/Software subcommittee will continue to track progress on this initiative.

    Increase MFD Usage

    • This project is complete.

    Server Centralization

    • This project is complete.

    Reorganize & Redefine

    • KU IT is continuing work to reorganize School of Pharmacy IT Staff.

    Network Optimization

    • This project is complete.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • The Leadership group has approved the prioritization of the 10 business cases for FY16 development.  Six business cases have been developed and released to the myKU portal. Work continues on the remaining four business cases.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • February 17, 2016
    February 17, 2016 —

    Progress made this reporting period:

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, KUL has successfully completed their Identity Manager upgrade.  KUMC is actively working on their upgrade.  After the successful upgrades, the team will resume the analysis and refinement of the data to be synchronized between systems.  Both KUL and KUMC continue renaming duplicated accounts as they are identified.

    Leverage Software Purchasing

    • This project is complete.  The Technology Advisory Committee (TAC) Hardware/Software subcommittee will continue to track progress on this initiative.

    Increase MFD Usage

    • This project is complete.

    Server Centralization

    • Continue to focus our efforts on new server/service requests and contract renewal.

    Reorganize & Redefine

    • KU IT is continuing work to reorganize School of Pharmacy IT Staff.

    Network Optimization

    • This project is complete.  The remaining Network Optimization initiatives were discussed within the CFE committee, where it was determined no further progress could be made at this time.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.  All FY15 features within the project are following a monthly release schedule provided to Leadership.  Communications to campus will occur strategically as features are released and grouped.  Videos of new features are being provided to campus communicators.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • January 13, 2016
    January 13, 2016 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, the project team is continuing discussions for data synchronization, so that phase 1 can come to a conclusion.  Mapping exercises are ongoing.  The focus at present is expiration policies.  KUL and KUMC are setting up new test server to support the synchronization development and testing.  KUL is also completing a necessary version upgrade in early January.  Both KUL and KUMC continue renaming duplicated accounts as they are identified.

    Leverage Software Purchasing

    • This project is complete.  The Technology Advisory Committee (TAC) Hardware/Software subcommittee will continue to track progress on this initiative.

    Increase MFD Usage

    • This project is complete.

    Server Centralization

    • Continue to focus our efforts on new server/service requests and contract renewal.

    Reorganize & Redefine

    • KU IT created a proposal to reorganize School of Pharmacy IT Staff with Central IT.

    Network Optimization

    • The remaining initiatives for phase two of Network optimization are on hold, as the Single Identity Management System project remains a dependency for continued wireless integration.  Once completed, and a strategy is determined for both the wireless integration and monitoring systems, project teams will need to determine feasibility of solutions.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • The remaining initiatives for phase two of Network optimization are on hold, as the Single Identity Management System project remains a dependency for continued wireless integration.  Once completed, and a strategy is determined for both the wireless integration and monitoring systems, project teams will need to determine feasibility of solutions.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • December 16, 2015
    December 16, 2015 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, the project team is continuing discussions for data synchronization, so that phase 1 can come to a conclusion.  Mapping exercises are ongoing.  The focus at present is expiration policies.  KUL and KUMC are setting up new test server to support the synchronization development and testing.  KUL is also completing a necessary version upgrade.  Both KUL and KUMC continue renaming duplicated accounts as they are identified.

    Leverage Software Purchasing

    • This project is complete.  The Technology Advisory Committee (TAC) Hardware/Software subcommittee will continue to track progress on this initiative.

    Increase MFD Usage

    • This project is complete.

    Server Centralization

    • Continue to focus our efforts on new server/service requests and contract renewal.

    Reorganize & Redefine

    • KU IT created a proposal to reorganize School of Pharmacy IT Staff with Central IT.

    Network Optimization

    • The remaining initiatives for phase two of Network optimization are on hold, as the Single Identity Management System project remains a dependency for continued wireless integration.  Once completed, and a strategy is determined for both the wireless integration and monitoring systems, project teams will need to determine feasibility of solutions.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • The Leadership group has approved the prioritization of the 10 business cases for FY16 development.  Three business cases have been developed and released to the myKU portal.  Two business cases are anticipated to go live by the end of December.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • November 16, 2015
    November 16, 2015 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, the project team is continuing discussions for data synchronization, so that phase 1 can come to a conclusion.  Mapping exercises are ongoing.  The focus at present is provisioning and de-provisioning processes.  KUL and KUMC are setting up new test server to support the synchronization development and testing.  KUL is also performing a necessary version upgrade.  Both KUL and KUMC are also renaming duplicated accounts as they are identified.

    Leverage Software Purchasing

    • This project is complete.  The Technology Advisory Committee (TAC) Hardware/Software subcommittee will continue to track progress on this initiative.

    Increase MFD Usage

    • This project is complete.

    Server Centralization

    • Continue to focus our efforts on new server/service requests and contract renewal.

    Reorganize & Redefine

    • Completed School of Pharmacy IT Staff assessments on October 30, 2015
    • A first draft reorganization proposal has been created, to be reviewed by KU IT Leadership.
    • Pending Leadership approval, it will be presented to School of Pharmacy IT by the end of November 2015.

    Network Optimization

    • The remaining initiatives for phase two of Network optimization are on hold, as the Single Identity Management System project remains a dependency for continued wireless integration.  Once completed, and a strategy is determined for both the wireless integration and monitoring systems, project teams will need to determine feasibility of solutions.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • The Leadership group has approved the prioritization of the 10 business cases for FY16 development.  Three business cases have been developed and released to the myKU portal.  One additional business case has been documented and prioritized for this fiscal year.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • October 14, 2015
    October 14, 2015 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, the project team is continuing discussions for data synchronization, so that phase 1 can come to a conclusion.  Mapping exercises are ongoing.  KUL and KUMC are setting up new test server to support the synchronization development and testing.  KUL is also performing a necessary version upgrade.  Both KUL and KUMC are also renaming duplicated accounts as they are identified.

    Leverage Software Purchasing

    • This project is complete.  The Technology Advisory Committee (TAC) Hardware/Software subcommittee will continue to track progress on this initiative.

    Increase MFD Usage

    • This project is complete.

    Server Centralization

    • Continue to focus our efforts on new server/service requests and contract renewal.

    Reorganize & Redefine

    • Reorganization process has been started with School of Pharmacy leaders. Meeting with departmental IT staff has been scheduled to begin the process.

    Network Optimization

    • The remaining initiatives for phase two of Network optimization are on hold, as the Single Identity Management System project remains a dependency for continued wireless integration.  Once completed, and a strategy is determined for both the wireless integration and monitoring systems, project teams will need to determine feasibility of solutions.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • The Leadership group has approved the prioritization of the 10 business cases for FY16 development.  Three business cases have been developed and released to the myKU portal.  Two additional business cases have been identified and will be documented and prioritized for this fiscal year.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • September 16, 2015
    September 16, 2015 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, KUL has completed efforts to resolve the problem where KUMC users are being provisioned at KUL first, and then getting a KUL formatted user-account name.  The project team is also continuing discussions for data synchronization, so that phase 1 can come to a conclusion.  Mapping exercises are ongoing.  Test systems are also being set up for this effort.  Both KUL and KUMC are also renaming duplicated accounts as they are identified.

    Leverage Software Purchasing

    • This project is complete.  The Technology Advisory Committee (TAC) Hardware/Software subcommittee will continue to track progress on this initiative.

    Increase MFD Usage

    • This project is complete.

    Server Centralization

    • Continue to focus our efforts on new server/service requests and contract renewal.

    Reorganize & Redefine

    • Kris Dover filled the CLAS-SHIA TSC Manager position and started on September 14, 2015.
    • Reorganization process has been started with School of Pharmacy leaders. Meeting with departmental IT staff has been scheduled to begin the process.

    Network Optimization

    • The remaining initiatives for phase two of Network optimization are on hold, as the Single Identity Management System project remains a dependency for continued wireless integration.  Once completed, and a strategy is determined for both the wireless integration and monitoring systems, project teams will need to determine feasibility of solutions.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • The Leadership group has approved the prioritization of the 10 business cases for FY16 development.  The first business case has been developed and released to the myKU portal.  Two additional business cases have been identified and will be documented and prioritized for this fiscal year.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • August 24, 2015
    August 24, 2015 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, KUL and KUMC are completing efforts to resolve the problem where KUMC users are being provisioned at KUL first, and then getting a KUL formatted user-account name.  The project team is also continuing discussions for data synchronization, so that phase 1 can come to a conclusion.  System schemas have been exchanged, and mapping exercises are ongoing.  Both KUL and KUMC are also renaming duplicated accounts as they are identified.

    Leverage Software Purchasing

    • This project is complete.  The Technology Advisory Committee (TAC) Hardware/Software subcommittee will continue to track progress on this initiative.

    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 and organization team. Initial evaluations for newly centralized units are underway. There was a 15.0% increase in MFD usage for the month of July 2015 versus July 2014 with an overall 15% increase from FY15 to FY16. A spot check on the large increase showed a few heavy-use devices print off ~30% more than the previous year during the month of July.
    • The Increase MFD Usage team will close out this project. Standard operating procedures are in place and as Reorganize and Redefine moves forward, SOPs will be implemented. The team will continue to track and monitor MFD usage to ensure campus stays on track with this initiative. A final report is drafted and is in review.

    Server Centralization

    • Continue to focus our efforts on new server/service requests and contract renewal.
    • Dyche Hall server room systems moved to Price Computer Room.

    Reorganize & Redefine

    • Continue transition for both CLAS and SADP IT staff. 
    • CLAS TSC Manager position has been opened internally and interviews will be conducted

    during the week of August 10. 

    • Communication with faculty and staff member in each school has been sent. 
    • Continuation of KU IT training, including IT Security, ServiceNow, and Tier 2.

     

    Network Optimization

    • The remaining initiatives for phase two of Network optimization are on hold, as the Single Identity Management System project remains a dependency for continued wireless integration.  Once completed, and a strategy is determined for both the wireless integration and monitoring systems, project teams will need to determine feasibility of solutions.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • The Leadership group has approved the prioritization of the 10 business cases for FY16 development.  The first business case has been developed and released to the myKU portal.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • July 20, 2015
    July 20, 2015 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, KUL and KUMC continue working to resolve the problem where KUMC users are being provisioned at KUL first, and then getting a KUL formatted user-account name.  The project team is also continuing discussions for data synchronization, so that phase 1 can come to a conclusion.  Both KUL and KUMC are also renaming duplicated accounts as they are identified.

    Leverage Software Purchasing

    • This project is complete.  The Technology Advisory Committee (TAC) Hardware/Software subcommittee will continue to track progress on this initiative.

    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 and organization team. Initial evaluations for newly centralized units are underway. There was a 2.0% increase in MFD usage for the month of June 2015 versus June 2014 with an overall 4% increase from FY14 to FY15.
    • The Increase MFD Usage team will close out this project. Standard operating procedures are in place and as Reorganize and Redefine moves forward, SOPs will be implemented. The team will continue to track and monitor MFD usage to ensure campus stays on track with this initiative. A final report will be drafted in the coming month as this group’s final report.

    Server Centralization

    • Continue to focus our efforts on new server/service requests and contract renewal.

    Reorganize & Redefine

    • CLAS & KU IT agreed and signed off the Reorganize and Redefine IT proposal.  CLAS IT Staff is now reporting to KU IT.
    • SADP & KU IT also agreed and signed off the Reorganize and Redefine IT proposal.  SADP IT staff is now reporting to KU IT.
    • Scheduled and began KU IT training for newly reorganized CLAS IT staff.

    Network Optimization

    • The Single Identity Management System project remains as a potential dependency for continued wireless integration.  Project teams will need to determine feasibility of solutions when priority and direction are determined for both the wireless integration initiative and monitoring system initiative.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • The Single Identity Management System project remains as a potential dependency for continued wireless integration.  Project teams will need to determine feasibility of solutions when priority and direction are determined for both the wireless integration initiative and monitoring system initiative.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • June 17, 2015
    June 17, 2015 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, the project team continues to rename user-accounts that were missed in the previous efforts.  KUMC is working to rename their accounts provisioned with the vfa, and aff suffixes.  KUL is renaming the corresponding accounts to match.  KUL and KUMC are also continuing work on a problem where KUMC users are being provisioned at KUL first, and then getting a KUL formatted user-account name.  The project team has also resumed discussions for data synchronization, so that phase 1 can come to a conclusion.

    Leverage Software Purchasing

    • This project is complete.  The Technology Advisory Committee (TAC) Hardware/Software subcommittee will continue to track progress on this initiative.

    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 and organization team. Initial evaluations for newly centralized units are underway. There was a 1.0% decrease in MFD usage for the month of May 2015 versus May 2014 with an overall 4% increase from FY14 to FY15.

    Server Centralization

    • Efforts are focused on the following processes: Network Security Scans, Server Registration, New Server/Service Requests and Contract Renewals.

    Reorganize & Redefine

    • The Engineering Lead Programmer position has reopened and closed. There are currently 5 candidates who will start interviewing on Monday, June 15th
    • After review of the Reorganize and Redefine IT staff proposal, KU IT will meet with CLAS IT staff on June 12 to provide the result of the agreement.

    Network Optimization

    • The Single Identity Management System project remains as a potential dependency for continued wireless integration.  Recommendations for the future of Network Optimization initiatives are being discussed with KU IT Leadership.  Project teams will need to determine feasibility of solutions when priority and direction are determined for both the wireless integration initiative and monitoring system initiative.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • We are wrapping up the projects prioritized for FY15.  Business cases for FY16 projects are being developed in anticipation of the next Leadership meeting in July.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • May 13, 2015
    May 13, 2015 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, the project team continues to process user-accounts that were missed in the previous rename efforts.  KUMC is working to rename their accounts provisioned with the vfa, and aff suffixes.  KUL is renaming the corresponding accounts to match.  KUL and KUMC are also continuing work on a problem where KUMC students are being provisioned at KUL first, and then getting a KUL formatted user-account name.  The project team will also resume discussions for data synchronization, so that phase 1 can come to a conclusion.

    Leverage Software Purchasing

    • This project is complete.  The Technology Advisory Committee (TAC) Hardware/Software subcommittee will continue to track progress on this initiative.

    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 and organization team. MFDs are in use at a large computing lab previously leveraging laserjets and currently is trending as the 3rd highest printing lab on campus. There was a 1.0% decrease in MFD usage for the month of April 2015 versus April 2014 with an overall 4% increase from FY14 to FY15.

    Server Centralization

    • Efforts are focused on the following processes: Network Security Scans, Server Registration, New Server/Service Requests and Contract Renewals.

    Reorganize & Redefine

    • The Engineering Lead Programmer position will be reopened. KU IT will continue to work with CLAS and the School of Architecture, Design & Planning to reorganize and redefine IT Staff.

    Network Optimization

    • The Single Identity Management System project remains as a potential dependency for continued wireless integration.  Recommendations for the future of Network Optimization initiatives are being discussed with KU IT Leadership.  Project teams will need to determine feasibility of solutions when priority and direction are determined for both the wireless integration initiative and monitoring system initiative.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.  All FY15 features within the project are following a monthly release schedule provided to Leadership.  Communications to campus will occur strategically as features are released and grouped.  Videos of new features are being provided to campus communicators.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • April 15, 2015
    April 15, 2015 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, the project team continues working on the user-accounts that were missed in the previous rename efforts.  KUL and KUMC are working to determine when these accounts can be safely be renamed.  KUL and KUMC are also working on a problem where KUMC students are being provisioned at KUL first, and then getting a KUL formatted user-account name.

    Leverage Software Purchasing

    • This project is complete.  We will continue to track progress on this initiative

    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 and organization team. MFDs have been deployed and are in use at a large computing lab previously leveraging laserjets. There was a 1.0% decrease in MFD usage for the month of April 2015 versus April 2014 with an overall 4% increase from FY14 to FY15.

    Server Centralization

    • Efforts are focused on the following processes: Network Security Scans, Server Registration, New Server/Service Requests and Contract Renewals.

    Reorganize & Redefine

    • The EECS Linux Administrator position has been filled by Owen Kelly, who started 4/6/2015.
 The Senior IT Support Technician position for Engineering has been filled by Austin Polley. Completed all 15 CLAS Staff Reorganization assessment meetings on April 10, 2015.
Opened job search for  Engineering Lead Programmer positio

    Network Optimization

    • The Single Identity Management System project remains as a potential dependency for continued wireless integration.  Recommendations for the future of Network Optimization initiatives are being discussed with KU IT Leadership.  Project teams will need to determine feasibility of solutions when priority and direction are determined for both the wireless integration initiative and monitoring system initiative.

    Scanning & Document Workflow

    • This project is complete

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.  All FY15 features within the project will follow a monthly release schedule provided to Leadership.  Communications to campus will occur strategically as features are released and grouped.  Videos of new features are now part of the strategic communications.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • March 18, 2015
    March 18, 2015 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed.  KUL Technical Staff have continued working with users that have potential email conflicts, to aid them in the transfer to new primary addresses.  The project team has also identified the user-accounts that were missed in the previous rename efforts.  The team has also determined which accounts will be renamed.  KUL and KUMC are working to determine when these accounts can be safely be renamed.  The project team continues discussions around the next parts of SIMS Phase 1.

    Leverage Software Purchasing

    • This project is complete.  The committees established by this project will continue to track progress on this initiative.

    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 and organization team. MFDs have been deployed to a large computing lab previously leveraging laserjets. There was a 1.0% decrease in MFD usage for the month of February 2015 versus February 2014 with an overall 3% increase from FY14 to FY15.

    Server Centralization

    • Efforts are focused on the following processes: Network Security Scans, Server Registration, New Server/Service Requests and Contract Renewals.

    Reorganize & Redefine

    • KU IT continues to work with the College of Liberal Arts and Sciences to discuss IT staff centralization. The Engineering TSC Manager position has been accepted by John Kumar. Interviews for the Senior IT Support Technician position for Engineering were completed on March 13, 2015.

    Network Optimization

    • Single Identity Management System remains as a potential dependency for continued wireless integration.  Recommendations on the future of Network Optimization have been submitted to KU Leadership for review.  Based on the differences in the remaining initiatives, a recommendation to separate the scopes of wireless configurations and monitoring has been submitted, along with the next steps of action for both initiatives.  Project teams will need to determine feasibility of solutions when direction is determined.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.  All FY15 features within the project will follow a monthly release schedule provided to Leadership.  Communications to campus will occur strategically as features are released and grouped.  Starting in March, videos of new features will become part of the strategic communications.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • February 18, 2015
    February 18, 2015 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed.  KUL and KUMC have completed most of their remaining user-account renames.  KUL has 9 users that were not renamed due to email address conflicts with existing KUL users.  KUL Technical Staff are working with the impacted users to transition their primary email to non-conflicting addresses.  The project team continues efforts to identify any user-accounts that may have been missed.  The project team also continues planning for the next parts of SIMS Phase 1.

    Leverage Software Purchasing

    • This project is complete.  We will continue to track progress on this initiative.

    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 and organization team. MFDs are being deployed for computing labs leveraging laserjets. There was a 0.5% decrease in MFD usage for the month of January 2015 versus December 2014 with an overall 4% increase from FY14 to FY15.

    Server Centralization

    • Efforts are focused on the following processes: Network Security Scans, Server Registration, New Server/Service Requests and Contract Renewals.

    Reorganize & Redefine

    • KU IT continues to work with the School of Architecture to discuss IT staff centralization. The Web Developer position for Engineering has been filled by Cody Mock, and the Tier 1 position to support Carruth O’Leary has been filled by Darrell Frye.

    Network Optimization

    • Configurations to wireless topology were completed December 30, which was a dependency upon moving forward in discussing a more integrated wireless environment.  Single Identity Management System remains as a potential dependency for continued wireless integration.  Recommendations on the future of Network Optimization have been submitted to KU Leadership for review.  Based on the differences in the remaining initiatives, a recommendation to separate the scopes of wireless configurations and monitoring has been submitted, along with the next steps of action for both initiatives.  Project teams will need to determine feasibility of solutions when direction is determined.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.  All FY15 features within the project will follow a monthly release schedule provided to Leadership.  Communications to campus will occur strategically as features are released and grouped.  Starting in February, videos of new features will become part of the strategic communications.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • January 12, 2015
    January 12, 2015 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed.  The team continues efforts to resolve duplicate user accounts.  KUMC has completed renaming over 900 user-accounts.  KUL has completed renaming 8,685 accounts.  KUL will complete their remaining 1,646 user-account renames after the spring semester has started. 

    Leverage Software Purchasing

    • This project is complete.  We will continue to track progress on this initiative.

    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 and organization team. MFDs are being procured for computing labs leveraging LaserJets. Work is ongoing for the MFD Findings Document. There was a 1.7% increase in MFD usage for the month of December 2014 versus December 2013 with an overall 4% increase from FY14 to FY15.

    Server Centralization

    • Efforts are focused on the following processes: Network Security Scans, Server Registration, New Server/Service Requests and Contract Renewals.

    Reorganize & Redefine

    • KU IT continues to work with the School of Architecture to discuss IT staff centralization.

    Network Optimization

    • Network teams identified a dependency project to configure the wireless topology on the KU-L campus scheduled over Winter Break, which needs to be completed before we continue discussions on an integrated wireless network.  The configurations to wireless were completed December 30.  Recommendations on the future of Network Optimization have been submitted to KU Leadership for review.  Based on the differences in the remaining initiatives, a recommendation to separate the scopes of wireless configurations and monitoring has been submitted, along with the next steps of action for both initiatives.  Project teams will need to determine feasibility of solutions when direction is determined.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.  All FY15 features within the project will follow a monthly release schedule provided to Leadership.  Communications to campus will occur strategically as features are released and grouped.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    This project is complete.

  • December 15, 2014
    December 15, 2014 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed.  The team continues efforts to resolve duplicate user accounts.  KUL and KUMC have distributed communications and reminders to staff that will be selecting between their KUMC and KUL user-account names.  KUL has defined preliminary plans for executing the user-account rename process.  KUL has also started the process to rename accounts in the KUL directory, which have never been setup, and are being automatically renamed to match their KUMC user-account name.

    Leverage Software Purchasing

    • This project is complete.  We will continue to track progress on this initiative.

    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 and organization team. Quotes are being rounded up for computing labs leveraging laserjets. Work is ongoing for the MFD Findings Document. There was a 3.2% increase in MFD usage for the month of November 2014 versus November 2013 with an overall 4% increase from FY14 to FY15.

    Server Centralization

    • Efforts are focused on the following processes: Network Security Scans, Server Registration, New Server/Service Requests and Contract Renewals.

    Reorganize & Redefine

    • KU IT continues to work with the School of Architecture to discuss IT staff centralization.

    Network Optimization

    • Network teams identified a dependency project to configure the wireless topology on the KU-L campus scheduled over Winter Break, which needs to be completed before we continue discussions on an integrated wireless network.  The configurations to wireless are scheduled for December 30.  Recommendations on the future of Network Optimization have been submitted to KU Leadership for review.  Based on the differences in the remaining initiatives, a recommendation to separate the scopes of wireless configurations and monitoring has been submitted, along with the next steps of action for both initiatives.  Project teams will need to determine feasibility of solutions when direction is determined.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.  All FY15 features within the project will follow a monthly release schedule provided to Leadership.  Communications to campus will occur strategically as features are released and grouped.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • December 1, 2014
    December 1, 2014 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed.  The team continues efforts to resolve duplicate user accounts.  Now that all 3 Identity systems have completed their integration with the 'doesUserExist' web-service, no additional duplicate user-accounts are being created.  The portal interface for users with duplicate accounts to select their single user-account name has been implemented by both KUL and KUMC.  Planning for renaming the duplicated user-accounts is ongoing.

    Leverage Software Purchasing

    • This project is complete.  We will continue to track progress on this initiative.

    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 and organization team. MFDs are slated to replace laserjets in some lab areas of newly centralized units over winter break. Work is ongoing for the MFD Findings Document.

    Server Centralization

    • Efforts are focused on the following processes: Network Security Scans, Server Registration, New Server/Service Requests and Contract Renewals.

    Reorganize & Redefine

    • KU IT continues to work with the School of Architecture to discuss IT staff centralization.

    Network Optimization

    • Network teams identified a dependency project to configure the wireless topology on the KU-L campus scheduled over Winter Break, which needs to be completed before we continue discussions on an integrated wireless network.  Recommendations on the future of Network Optimization have been submitted to KU Leadership for review.  Based on the differences in the remaining initiatives, a recommendation to separate the scopes of wireless configurations and monitoring has been submitted, along with the next steps of action for both initiatives.  Project teams will need to determine feasibility of solutions when direction is determined.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.  All FY15 features within the project will follow a monthly release schedule provided to Leadership.  The most recent release included the ability for users to access HR/Pay utilizing Single Sign-On.  Communications to campus will occur strategically as features are released and grouped.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • November 17, 2014
    November 17, 2014 —

    Single Identity Management System

    • This project status remains at urgent status (i.e. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed.  The team continues efforts to resolve duplicate user accounts.  This process will continue until all 3 Identity systems have incorporated the 'doesUserExist' web-service into their user-account creation processes.  KUL and KUMC are no longer creating any duplicate accounts.  KU Hospital is still completing their integration with the web-service.  KUL and KUMC have completed testing on the portal interface to allow users to select between their duplicate user-account names.  Planning for implementation of the portal interface is ongoing, as well as planning for user-account renames.

    Leverage Software Purchasing

    • This project is complete.  We will continue to track progress on this initiative.

    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 and organization team. Work is ongoing for the MFD Findings Document. There was an 8% increase in MFD usage for the month of October 2014 versus October 2013 with an overall 4% increase from FY14 to FY15.

    Server Centralization

    • Efforts are focused on the following processes: Network Security Scans, Server Registration, New Server/Service Requests and Contract Renewals.

    Reorganize & Redefine

    • KU IT continues to work with the School of Architecture to discuss IT staff centralization.

    Network Optimization

    • Network teams identified a dependency project to configure the wireless topology on the KU-L campus scheduled over Winter Break, which needs to be completed before we continue discussions on an integrated wireless network.  Recommendations on the future of Network Optimization have been submitted to KU Leadership for review.  Based on the differences in the remaining initiatives, a recommendation to separate the scopes of wireless configurations and monitoring has been submitted, along with the next steps of action for both initiatives.  Project teams will need to determine feasibility of solutions when direction is determined.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.  All FY15 features within the project will follow a monthly release schedule provided to Leadership.  Communications to campus will occur strategically as features are released and grouped.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • October 31, 2014
    October 31, 2014 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed.  The team continues efforts to resolve duplicate user accounts.  This process will continue until all 3 Identity systems have incorporated the 'doesUserExist' web-service into their user-account creation processes.   KUL IT has completed work on the portal interface to allow users to select between their duplicate user-account names.  KUL IT is continuing work with KUMC IT to test in their portal.  Work progresses to incorporate the 'doesUserExist' web-service into user-account creation processes.  All organizations must have implemented this web-service into their user-account provisioning processes before all of the duplicate accounts can be resolved.  KUL IT is implementing analytics to track their user-account lockout policy.

    Leverage Software Purchasing

    • This project is complete.  We will continue to track progress on this initiative.

    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 and organization team. PaperCut server expansion has been completed to accommodate newly centralized units and migration continues to new server. Work is ongoing for the MFD Findings Document.

    Server Centralization

    • Efforts are focused on the following processes: Network Security Scans, Server Registration, New Server/Service Requests and Contract Renewals.

    Reorganize & Redefine

    • KU IT continues to work with the School of Architecture to discuss IT staff centralization.

    Network Optimization

    • KUMC identified last week that they were ready to begin broadcasting the eduroam SSID to their campus, after communicating to their users that it was available.  Network teams identified a dependency project to configure the wireless topology on the KU-L campus scheduled over Winter Break, which needs to be completed before we continue discussions on an integrated wireless network.  Recommendations on the future of Network Optimization have been submitted to KU Leadership for review.  Based on the differences in the remaining initiatives, a recommendation to separate the scopes of wireless configurations and monitoring has been submitted, along with the next steps of action for both initiatives.  Project teams will need to determine feasibility of solutions when direction is determined.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.  All FY15 features within the project will follow a monthly release schedule provided to Leadership.  Communications to campus will occur strategically as features are released and grouped.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • October 20, 2014
    October 20, 2014 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed.  The team continues efforts to resolve duplicate user accounts.  KUL IT has completed work on the portal interface to allow users to select between their duplicate user-account names.  KUL IT is currently working with KUMC IT to test this in their portal.  Work progresses to incorporate the 'doesUserExist' web-service into user-account creation processes.  All organizations must have implemented this web-service into their user-account provisioning processes before all of the duplicate accounts can be resolved.  KUL IT is implementing analytics to track their user-account lockout policy.

    Leverage Software Purchasing

    • This project is complete.  We will continue to track progress on this initiative.

    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 and organization team. PaperCut server expansion has been completed to accommodate newly centralized units.  Work is ongoing for the MFD Findings Document. There was a 3% usage increase for the same periods of FY14 to FY15.

    Server Centralization

    • Efforts are focused on the following processes: Network Security Scans, Server Registration, New Server/Service Requests and Contract Renewals.

    Reorganize & Redefine

    • KU IT continues to work with the School of Architecture to discuss IT staff centralization.

    Network Optimization

    • Recommendations on the future of Network Optimization have been submitted to KU Leadership for review.  Based on the differences in the remaining initiatives, a recommendation to separate the scopes of wireless configurations and monitoring has been submitted, along with the next steps of action for both initiatives.  Project teams will need to determine feasibility of solutions when direction is determined. 

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.  A timeline for the FY15 priorities has been established and requirements gathering has commenced.  Features not needing requirements have started to be released in the Portal as their development completes.   All features within the project will follow a monthly release schedule provided to Leadership beginning in July 2014.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • October 3, 2014
    October 3, 2014 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  The team continues efforts to resolve duplicate user accounts. We are now using doesUserExist for all KUMC faculty/staff accounts at KU Lawrence to assign the correct Online ID. Work continues to incorporate the web-service into user-account creation processes for Campus Solutions and HR. All organizations must have implemented this web-service into their user-account provisioning processes before all of the duplicate accounts can be resolved.

    Leverage Software Purchasing

    • This project is complete.  We will continue to track progress on this initiative.

    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 and organization team. PaperCut server expansion has been completed to accommodate newly centralized units.  Work is ongoing for the MFD Findings Document. There was an 11.2% increase in MFD usage for the month of September 2014 versus September 2013.

    Server Centralization

    • Completed the annual server registration process, where all departments were required to register their servers not hosted or managed by KU IT in order to comply with the University’s Server Registration and Centralization Policy, http://policy.ku.edu/IT/server-registration-centralization.

    Reorganize & Redefine

    • A process has been put in place at the School of Engineering to check all IT equipment in both centrally scheduled, departmental classrooms and computer labs. KU IT continues to work with the School of Architecture to discuss the staff centralization proposal.

    Network Optimization

    • Recommendations on the future of Network Optimization have been submitted to KU Leadership for review.  Based on the differences in the remaining initiatives, a recommendation to separate the scopes of wireless configurations and monitoring has been submitted, along with the next steps of action for both initiatives.  Project teams will need to determine feasibility of solutions when direction is determined.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.  A timeline for the FY15 priorities has been established and requirements gathering has commenced.  Features not needing requirements have started to be released in the Portal as their development completes.   All features within the project will follow a monthly release schedule provided to Leadership beginning in July 2014.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • September 22, 2014
    September 22, 2014 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed.  The team continues efforts to resolve duplicate user accounts.  KUL IT has started work on the portal interface to allow users to select between their duplicate user-account names.  Work continues to incorporate the 'doesUserExist' web-service into user-account creation processes.  All organizations must have implemented this web-service into their user-account provisioning processes before all of the duplicate accounts can be resolved.

    Leverage Software Purchasing

    • This project is complete.  We will continue to track progress on this initiative.

    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 and organization team. PaperCut server provisioning has been completed to accommodate newly centralized units.  Work is ongoing for the MFD Findings Document.

    Server Centralization

    • Completed the annual server registration process, where all departments were required to register their servers not hosted or managed by KU IT in order to comply with the University’s Server Registration and Centralization Policy, http://policy.ku.edu/IT/server-registration-centralization.

    Reorganize & Redefine

    • A process has been put in place at the School of Engineering to check all IT equipment in both centrally scheduled, departmental classrooms and computer labs. KU IT continues to work with the School of Architecture to discuss the staff centralization proposal.

    Network Optimization

    • Recommendations on the future of Network Optimization have been submitted to KU Leadership for review.  Based on the differences in the remaining initiatives, a recommendation to separate the scopes of wireless configurations and monitoring has been submitted, along with the next steps of action for both initiatives.  Project teams will need to determine feasibility of solutions when direction is determined. 

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.  A timeline for the FY15 priorities has been established and requirements gathering has commenced.  Features not needing requirements have started to be released in the Portal as their development completes.   All features within the project will follow a monthly release schedule provided to Leadership beginning in July 2014.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • September 5, 2014
    September 5, 2014 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed.  The team continues efforts to resolve duplicate user accounts.  The 'doesUserExist' web-service has been migrated to production.  Work continues to incorporate the web-service into user-account creation processes.  All organizations must have implemented this web-service into their user-account provisioning processes before all of the duplicate accounts can be resolved

    Leverage Software Purchasing

    • This project is complete.  We will continue to track progress on this initiative.

    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 and organization team. PaperCut server expansion has been completed to accommodate newly centralized units.  Work is ongoing for the MFD Findings Document. There was a 1.0% increase in MFD usage for the month of August 2014 versus August 2013, making our YTD increase 11.0% over 2013.

    Server Centralization

    • Completed the annual server registration process, where all departments were required to register their servers not hosted or managed by KU IT in order to comply with the University’s Server Registration and Centralization Policy, http://policy.ku.edu/IT/server-registration-centralization.

    Reorganize & Redefine

    • KU IT continues to work with the School of Engineering to further understand their existing IT support model in order to determine what functions Engineering will support vs KU IT.

    Network Optimization

    • Networking and operations staff continue to review wireless access and configurations, and levels of monitoring for operations.  There are few similarities between the wireless network configurations based on levels of access granted to users, however a potential solution for base access has been identified.  Similarities and overlaps have been identified in monitoring solutions, which have potential to be consolidated.  Continuing to work on matrix of this information through scheduled meetings to present to KU Leadership.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.  A timeline for the FY15 priorities has been established and requirements gathering has commenced.  Features not needing requirements have started to be released in the Portal as their development completes.   All features within the project will follow a monthly release schedule provided to Leadership beginning in July 2014.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • August 25, 2014
    August 25, 2014 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed.  The team continues efforts to resolve duplicate user accounts.  Testing of the 'doesUserExist' web-service, and KUL is planning to migrate it to production.  Work continues to incorporate the web-service into user-account creation processes.  All organizations must have implemented this web-service into their user-account provisioning processes before all of the duplicate accounts can be resolved.

    Leverage Software Purchasing

    • This project is complete.  We will continue to track progress on this initiative.

    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 and organization team.  PaperCut server expansion is in process to accommodate newly centralized units.  Work is ongoing for the MFD Findings Document. 

    Server Centralization

    Reorganize & Redefine

    • The Hall Center was recently centralized and will be supported by KU IT’s Research Support Team. KU IT continues to work with the School of Engineering to further understand their existing IT support model in order to determine what functions Engineering will support vs KU IT. KU IT also continues to work on the proposal for the School of Journalism and the School of Architecture is in the process of reviewing their proposal.

    Network Optimization

    • Networking and operations staff continue to review wireless access and configurations, and levels of monitoring for operations.  There are few similarities between the wireless network configurations based on levels of access granted to users, however a potential solution for base access has been identified.  Similarities and overlaps have been identified in monitoring solutions, which have potential to be consolidated.  Continuing to work on matrix of this information through scheduled meetings to present to KU Leadership.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.  A timeline for the FY15 priorities has been established and requirements gathering has commenced.  Features not needing requirements have started to be released in the Portal as their development completes.   All features within the project will follow a monthly release schedule provided to Leadership beginning in July 2014.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • August 11, 2014
    August 11, 2014 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed.  The team continues efforts to resolve duplicate user accounts.  KUL has released the 'doesUserExist' web-service, and associated clients.  KUL has completed QA testing, and has started working to incorporate this web-service into its processes.  All organizations must have implemented this web-service into their user-account provisioning processes before all of the duplicate accounts can be resolved.

    Leverage Software Purchasing

    • This project is complete.  We will continue to track progress on this initiative.

    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 and organization team.  PaperCut server resource expansions were implemented to accommodate quicker printing.  Work is ongoing for the MFD Findings Document.

    Server Centralization

    Reorganize & Redefine

    • The Hall Center was recently centralized and will be supported by KU IT’s Research Support Team. KU IT continues to work with the School of Engineering to further understand their existing IT support model in order to determine what functions Engineering will support vs KU IT. KU IT also continues to work on the proposal for the School of Journalism, and the School of Architecture is in the process of reviewing their proposal.

    Network Optimization

    • Networking and operations staff continue to review wireless access and configurations, and levels of monitoring for operations.  There are few similarities between the wireless network configurations based on levels of access granted to users; however, a potential solution for base access has been identified.  Similarities and overlaps have been identified in monitoring solutions, which have potential to be consolidated.  Continuing to work on matrix of this information through scheduled meetings to present to KU Leadership.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.  A timeline for the FY15 priorities has been established and requirements gathering has commenced.  Features not needing requirements have begun development.   All features within the project will follow a monthly release schedule provided to Leadership beginning in July 2014.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • July 28, 2014
    July 28, 2014 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed.  The team continues efforts to resolve duplicate user accounts.  KUL has released the 'doesUserExist' web-service, and associated clients.  QA Testing is continuing.  This web-service will prevent duplicated accounts from being created in the respective systems.  KUL will begin working to incorporate this web-service into its processes.  All organizations must have implemented this web-service into their user-account provisioning processes before all of the duplicate accounts can be resolved.

    Leverage Software Purchasing

    • This project is complete.  We will continue to track progress on this initiative.

    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 and organization team.  PaperCut software upgrades were implemented to expand printing and photocopying functionality.  Work is ongoing for the MFD Findings Document.

    Server Centralization

    • A memo was sent to all technology staff and DDDCs on July 24th announcing the annual server registration/re-registration process. All Technical Liaisons will receive a list of their registered servers the week of August 4th and will be required to verify and/or update their list by September 5th to comply with the University’s Server Registration and Centralization Policy, http://policy.ku.edu/IT/server-registration-centralization.

     

    Reorganize & Redefine

    • KU IT continues to work with the School of Engineering to further understand their existing IT support model in order to determine what functions Engineering will continue to support vs KU IT. KU IT also continues to work on the proposal for the School of Journalism and the School of Architecture is in the process of reviewing theirs. The Staff Centralization IT Proposal will be reviewed with the Hall Center on July 25th.

    Network Optimization

    • Staff from KU Lawrence, KUMC and Wichita continue to discuss differing levels of access granted on the individual wireless networks, and how each campus monitors different environments. A matrix of wireless access and monitoring solutions is being created to determine where systems are similar or overlap.  Additional online meetings have been scheduled to continue discussing wireless and monitoring.

    Scanning & Document Workflow

    • This project is complete

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.  A timeline for the FY15 priorities has been established and requirements gathering has commenced.  Features not needing requirements have begun development.   All features within project will follow a monthly release schedule provided to Leadership beginning in July 2014.

    Campus CMS (Content Management System)

    • This project is complete

    Early Warning System

    • This project is complete

    Appointment Scheduler

    • This project is complete
  • July 14, 2014
    July 14, 2014 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed.  The team continues efforts to resolve duplicate user accounts.  KUL is also targeting early July for release of the 'doesUserExist' web-service, and associated clients.  QA Testing is targeted to complete next week.  This web-service will prevent duplicated accounts from being created in the respective systems.  All organizations must have implemented this web-service into their user-account provisioning processes before all of the duplicate accounts can be resolved.

    Leverage Software Purchasing

    • This project is complete.  We will continue to track progress on this initiative.

    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 and organization team.  PaperCut server OS upgrades were implemented to increase resiliency and support of the servers.  There are also plans for PaperCut software upgrades to version 14.2 that resolve minor bugs as well as adding functionality for printing and photocopy management.  Work is ongoing for the MFD Findings Document. There was a 13.2% decrease in MFD usage for the month of June 2014 versus June 2013, making our YTD increase 11.0% over 2013.

    Server Centralization

    Reorganize & Redefine

    • The Hall Center completed their IT Assessment and next steps are to draft the IT Staff Centralization Proposal.  KU IT continues to work on the proposal for the School of Journalism and the School of Architecture is in the process of reviewing theirs. Also, the School of Engineering recently agreed to work with KU IT to work on IT support.

    Network Optimization

    • Staff from KU Lawrence, KUMC and Wichita continue to discuss differing levels of access granted on the individual wireless networks, and how each campus monitors different environments. A matrix of wireless access and monitoring solutions is being created to determine where systems are similar or overlap.  Additional online meetings have been scheduled to continue discussing wireless and monitoring.

    Scanning & Document Workflow

    • This project is complete

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.  A timeline for the FY15 priorities has been established and requirements gathering has commenced.

    Campus CMS (Content Management System)

    • This project is complete

    Early Warning System

    • This project is complete

    Appointment Scheduler

    • This project is complete
  • June 30, 2014
    June 30, 2014 —

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow). For AD this effort remains on hold until the non-technical aspects of the project have been resolved. For META, progress has resumed. The team continues efforts to resolve duplicate user accounts. KUL is also targeting early July for release of the 'doesUserExist' web-service, and associated clients. QA Testing is targeted to begin next week. This web-service will prevent duplicated accounts from being created in the respective systems. All organizations must have implemented this web-service into their user-account provisioning processes before all of the duplicate accounts can be resolved.

    Leverage Software Purchasing

    • This project is complete. We will continue to track progress on this initiative.

    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 and organization team. A PaperCut upgrade is planned to leverage additional functionality of Konica Minolta MFDs using Embedded PaperCut. Work has begun on MFD Findings Document. There was a 12.1% increase in MFD usage for the month of May 2014 versus May 2013, making our YTD increase 12.3% over 2013.

    Server Centralization

    Reorganize & Redefine

    • The School of Architecture is in the process of reviewing the staff centralization proposal and KU IT continues to work on the School of Journalism proposal.

    Network Optimization

    • Staff from KU Lawrence, KUMC and Wichita conducted an online meeting to continue reviewing the documentation on wireless configurations and monitoring systems. Conversations focused on differing levels of access granted on the individual wireless networks, and how each campus monitors different environments. Additional online meetings have been scheduled to continue discussing wireless and monitoring.

    Enterprise-wide Document Imaging and Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM. A prioritized list of features has been approved by leadership and a sub-set of features to be completed in FY14 have been identified. Development work is in progress on the prioritized FY14 features. Planning for FY15 features is in progress.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • June 16, 2014
    June 16, 2014 —

    Single Identity Management System

    • This project status remains at urgent status (i.e., Yellow). For AD this effort remains on hold until the non-technical aspects of the project have been resolved. For META, progress has resumed. The team continues efforts to resolve duplicate user accounts. KUL is also targeting early July for release of the 'doesUserExist' web-service, and associated clients. This web-service will prevent duplicated accounts from being created in the respective systems. All organizations must have implemented this web-service into their user-account provisioning processes before all of the duplicate accounts can be resolved.

    Leverage Software Purchasing

    • This project is complete. We will continue to track progress on this initiative

    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 and organization team. A PaperCut upgrade is planned to leverage additional functionality of Konica Minolta MFDs using Embedded PaperCut. Work has begun on MFD Findings Document. There was a 12.1% decrease in MFD usage for the month of May 2014 versus May 2013, making our YTD increase 12.3% over 2013.

    Server Centralization

    • KU IT continues to work to implement server hosting plans and Managed Services Agreements (MSAs) for departmental server hosting and help communicate to departments the reasoning behind the server registration and centralization policy, http://policy.ku.edu/IT/server-registration-centralization.

    Reorganize & Redefine

    • The Department of Student Housing signed off on their IT Staff Proposal and KU IT will continue to review the IT Staff Centralization Proposals with the School of Architecture and the School of Journalism.

    Network Optimization

    • The project team consisting of staff from KU Lawrence, KUMC, and Wichita have compiled documentation with details on wireless configurations and monitoring solutions at their respective locations. This documentation, along with incident management processes, has been distributed to the project team for review and discussion on any potential areas of similarity. An online conference has been scheduled for the team to jointly review these configurations and solutions, and plan for next steps.

    Enterprise-wide Document Imaging and Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM. A prioritized list of features has been approved by leadership and a sub-set of features to be completed in FY14 have been identified. Development work is in progress on the prioritized FY14 features. Planning for FY15 features is in progress.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • June 2, 2014
    June 2, 2014 —

    Reorganize & Redefine

    • The IT Assessment for Department of Student Housing has been completed, and the IT Staff Proposals for Department of Student Housing, School of Journalism & Mass Communications and School of Architecture, Design & Planning are in process.

    Server Centralization

    • KU IT will continue to work with departments who have servers hosted outside of KU’s centrally managed Data Center and communicate the reasons behind this initiative.

    Network Optimization

    • The remaining initiatives for Network Optimization have been identified as integration of wireless and centralization of monitoring.  IT staff at KUMC, Wichita, and Lawrence are in the process of documenting the current configurations of wireless networks and solutions used for monitoring on their campus.  Potential dependencies have been identified.  The teams will continue to refine scope based on the documentation gathered over the next two weeks to recommend direction and next steps for the project.

    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow).  For AD this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed.  The team continues efforts to resolve duplicate user accounts, and working on the web-services that will prevent future duplicate user-ids.

    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 and organization team.  A PaperCut upgrade is planned to leverage additional functionality of Konica Minolta MFDs using Embedded PaperCut.  There was a 4% decrease in MFD usage for the month of April 2014 versus April 2013, making our YTD increase 12.4% over 2013. The decrease in April is almost certainly explained by a 40% increase in March 2014.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM. A prioritized list of features has been approved by leadership and a sub-set of features to be completed in FY14 have been identified.  Development work is in progress on the prioritized FY14 features.  Planning for FY15 features is in progress.

    Leverage Software Purchasing

    • This project is complete.  We will continue to track progress on this initiative.

    Scanning & Document Workflow

    • This project is complete.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • May 19, 2014
    May 19, 2014 —

    Reorganize & Redefine

    • The IT Assessment for Department of Student Housing has been completed, and the IT Staff Proposals for Department of Student Housing, School of Journalism & Mass Communications and School of Architecture, Design & Planning are in process.

    Server Centralization

    • KU IT will continue to work with departments who have servers hosted outside of KU’s centrally managed Data Center and communicate the reasons behind this initiative.

    Network Optimization

    • The remaining initiatives for Network Optimization have been identified as integration of wireless and centralization of monitoring. IT staff at KUMC, Wichita, and Lawrence are in the process of documenting the current configurations of wireless networks and solutions used for monitoring on their campus. Potential dependencies have been preliminarily identified. The teams will continue to refine scope based on the documentation gathered over the next two weeks, to recommend direction and next steps for the project.


    Single Identity Management System

    • This project status remains at urgent status (i.e., Yellow). For AD, this effort remains on hold until the non-technical aspects of the project have been resolved. For META, progress has resumed. The team continues efforts to resolve duplicate user accounts and is working on the web-services that will prevent future duplicate user-ids.

    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. A PaperCut upgrade is planned to leverage additional functionality of Konica Minolta MFDs using Embedded PaperCut. There was a 4% decrease in MFD usage for the month of April 2014 versus April 2013, making our YTD increase 12.4% over 2013.The decrease in April is almost certainly explained by a 40% increase in March 2014.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM. A prioritized list of features has been approved by leadership and a sub-set of features to be completed in FY14 have been identified. Development work is in progress on the prioritized FY14 features. Planning for FY15 features is in progress.

    Leverage Software Purchasing

    • This project is complete. We will continue to track progress on this initiative.

    Scanning & Document Workflow

    • This project is complete.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • May 5, 2014
    May 5, 2014 —

    Reorganize & Redefine

    • Continuing Education’s IT staff reorganization is complete, and discussions are taking place with the Department of Student Housing, School of Journalism & Mass Communications, School of Architecture, Design & Planning, and the School of Engineering.

    Server Centralization

    • KU IT continues to implement server hosting plans and Managed Services Agreements (MSAs) for departmental server hosting and is actively communicating to departments the logic behind the server registration and centralization policy, http://policy.ku.edu/IT/server-registration-centralization.

    Network Optimization

    • KU IT has reviewed the charters for Phase One and Two on Network Optimization and identified two remaining initiatives for Phase Two of the project. A Phase Two meeting has been scheduled to refine the scope of the two remaining initiatives and to formulate a plan to move forward with the remaining items.


    Single Identity Management System

    • This project status remains at urgent status (i.e. Yellow). For AD, this effort remains on hold until the non-technical aspects of the project have been resolved. For META, progress has resumed. The team continues efforts to resolve duplicate user accounts, as well as working on the web-services that will prevent future duplicate user-ids. Communication planning for duplicate account resolution has also started. Additionally, the team continues to work on requirements for data attribute syncing and management.

    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. There was a 4% decrease in MFD usage for the month of April 2014 versus April 2013, making our YTD increase 12.4% over 2013.The decrease in April is almost certainly explained by a 40% increase in March 2014.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM. A prioritized list of features has been approved by leadership and a sub-set of features to be completed in FY14 have been identified. Development work is in progress on the prioritized FY14 features. Planning for FY15 features has commenced.

    Leverage Software Purchasing

    • This project is complete. We will continue to track progress on this initiative.

    Scanning & Document Workflow

    • This project is complete.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • April 21, 2014
    April 21, 2014 —

    Reorganize & Redefine

    • The Research Senior Support Engineer position was accepted by Greg Smith and he will begin to hire his new staff and transition to his new position. An IT assessment meeting occurred with the School of Journalism on 04/14. Continuing Education recently signed off on their IT Staff Proposal.

    Server Centralization

    • KU IT continues to work to implement server hosting plans and Managed Services Agreements (MSAs) for departmental server hosting and help communicate to departments the reasoning behind the server registration and centralization policy, http://policy.ku.edu/IT/server-registration-centralization.

    Network Optimization

    • KU IT is reviewing the project charters for Phase One and Two on this initiative to determine which items are still relevant for the Network Optimization project phases. A Phase Two review kick-off meeting will be scheduled in the next two weeks to determine which items from the charter have been completed and to formulate a plan to move forward with the remaining items.

    Single Identity Management System

    • This project status remains at urgent status (i.e., Yellow). For AD, this effort remains on hold until the non-technical aspects of the project have been resolved. For META, progress has resumed. The team continues efforts to resolve duplicate user accounts, as well as working on the web-services that will prevent future duplicate user-ids. Communication planning for duplicate account resolution has also started. Additionally, the team continues to work on requirements for data attribute syncing and management.

    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. MFDs in the School of Law are now finished in adopting standard operating procedure after resolving server centralization and network issues. There was a 42.7% increase in MFD usage for the month of March 2014 versus March 2013, making our YTD increase 20.9% over 2013.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM. A prioritized list of features has been approved by leadership and a sub-set of features to be completed in FY14 have been identified. Research, design, and development work is in progress on the prioritized FY14 features. Planning for FY15 features has commenced.

    Leverage Software Purchasing

    • This project is complete. We will continue to track progress on this initiative.

    Scanning & Document Workflow

    • This project is complete.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • April 7, 2014
    April 7, 2014 —

    Reorganize & Redefine

    • The Senior Programmer position with Continuing Education has been filled.  Interviews are taking place for the Research Support Engineer position.

    Server Centralization

    • KU IT continues to work to implement server hosting plans and Managed Services Agreements (MSAs) for departmental server hosting and help communicate to departments the reasoning behind the server registration and centralization policy, http://policy.ku.edu/IT/server-registration-centralization.

    Network Optimization

    • KU IT is reviewing the project charters for Phase One and Two on this initiative to determine which items are still relevant for the Network Optimization project phases.  A Phase Two review kick-off meeting will be scheduled in the next two weeks to determine which items from the charter have been completed and to formulate a plan to move forward with the remaining items.


    Single Identity Management System

    • This project status remains at urgent status (i.e. Yellow).  For AD, this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed.  The team continues efforts to resolve duplicate user accounts as well as working on the web-services that will prevent future duplicate user-ids.  The team also continues to work on requirements for data attribute syncing and management.

    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 and organization team.  MFDs in the School of Law are now moving forward rapidly in adopting standard operating procedure after resolving server centralization and network issues.  There was a 42.7% increase in MFD usage for the month of March 2014 versus March 2013, making our YTD increase 20.9% over 2013.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM. A prioritized list of features has been approved by leadership and a sub-set of features to be completed in FY14 have been identified.  Research, design, and development work is in progress on the prioritized FY14 features.

    Leverage Software Purchasing

    • This project is complete. We will continue to track progress on this initiative.

    Scanning & Document Workflow

    • This project is complete.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • March, 24, 2014
    March 24, 2014 —

    Reorganize & Redefine

    • The search committee has reviewed applicants, and interviews are being scheduled for the Senior Programmer position with Continuing Education. The Lead Desktop Support position, supporting Research, will be posted internally this month.

    Server Centralization

    • KU IT continues to work to implement server hosting plans and Managed Services Agreements (MSAs) for departmental server hosting and help communicate to departments the reasoning behind the server registration and centralization policy, http://policy.ku.edu/IT/server-registration-centralization.

    Network Optimization

    • The project team considers the Phase One Network Optimization project to be complete at this time and has shifted focus to Phase Two Centralized Network Monitoring.


    Single Identity Management System

    • This project status remains at urgent status (i.e., Yellow). For AD, this effort remains on hold until the non-technical aspects of the project have been resolved. For META, progress has resumed. The team continues efforts to resolve duplicate user accounts. As well as working on the web-services that will prevent future duplicate user-ids. Additionally, the team continues to work on requirements for data attribute syncing and management.

    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 and organization team. Working with IT Communications and communications staff in the College of Liberal Arts and Sciences, we are compiling a master findings document for executive review. MFDs in the School of Law are delayed in adopting standard operating procedure pending server centralization and network issues. There was a 31% increase in MFD usage for the month of February 2014 versus February 2013, making our YTD increase 12.4% over 2013.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM. A prioritized list of features has been approved by leadership and a sub-set of features to be completed in FY14 has been identified. Research, design, and development work is in progress on the prioritized FY14 features. The March release of features included a new look & feel, a campus message and provost message area.

    Leverage Software Purchasing

    • This project is complete. We will continue to track progress on this initiative.

    Scanning & Document Workflow

    • This project is complete.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • March 10, 2014
    March 10, 2014 —

    Reorganize & Redefine

    • Kris Koenig filled the Tier 1 position to provide support for the AEC and OSA in Lippincott and Matt Wehner will be the Tier 1 Support Technician in Youngberg providing support to RGS under Sekouba Sissoko. The job description for the Senior Programmer position, who will report to KU IT for Continuing Education, has been posted and applicants are being reviewed.

    Server Centralization

    • KU IT continues to work to implement server hosting plans and Managed Services Agreements (MSAs) for departmental server hosting and help communicate to departments the reasoning behind the server registration and centralization policy, http://policy.ku.edu/IT/server-registration-centralization.

    Network Optimization

    • The networking teams have determined that the email routing issue discovered during the network cut-over will be considered as an incident and resolved outside of the project scope. The project team considers the Phase One Network Optimization project to be complete at this time and have shifted focus to Phase Two Centralized Network Monitoring.

    Single Identity Management System

    • This project status remains at urgent status (i.e., Yellow). For AD, this effort remains on hold until the non-technical aspects of the project have been resolved. For META, progress has resumed. The team continues working on the web services that will prevent future duplicate user-ids. The team is also resolving existing duplicate accounts. Now that the conflicting user-account rename efforts have wrapped up, this will be the primary focus. Additionally, the team continues to work on requirements for data attribute syncing and management.

    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. Working with IT Communications and communications staff in the College of Liberal Arts and Sciences, we are compiling a master findings document for executive review. MFDs in the School of Law are delayed in adopting standard operating procedure pending server centralization and network issues. There was a 31% increase in MFD usage for the month of February 2014 versus February 2013, making our YTD increase 12.4% over 2013.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM. A prioritized list of features has been approved by leadership and a sub-set of features to be completed in FY14 have been identified. Research, design, and development work is in progress on the prioritized FY14 features.

    Leverage Software Purchasing

    • This project is complete. We will continue to track progress on this initiative.

    Scanning & Document Workflow

    • This project is complete.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • February 24, 2014
    February 24, 2014 —

    Reorganize & Redefine

    • Offers were extended and accepted for two IT Technology Coordinator positions, one position will support the Libraries and the other will support Carruth-O’Leary. Offers were also extended and accepted for the Tier 1 Workstation Support Technician positions. Two individuals will provide workstation support for the Administration and Operations TSC at Strong Hall and the other individual will provide support for the Biodiversity Institute and Spencer Museum of Art within the EJSWL TSC. The Senior Programmer position, who will report to KU IT for Continuing Education, was recently posted and applicants will be reviewed over the next several weeks.

    Server Centralization

    • KU IT continues to work to implement server hosting plans and Managed Services Agreements (MSAs) for departmental server hosting.

    Network Optimization

    • Networking teams are scheduled to meet to determine severity and long-term plans for email routing. This will be the final issue to resolve for Phase 1 of the project. Phase 2 will begin over the next month.


    Single Identity Management System

    • This project status remains at urgent status (I.E. Yellow). For AD, this effort remains on hold until the non-technical aspects of the project have been resolved. For META, progress has resumed. KUL IT has completed renaming all the remaining conflicting user-accounts. The team also continues to develop the 'doesUserExist' web service, which will prevent future duplicate user-ids. The team is also resolving existing duplicate accounts. Now that the conflicting user-account rename efforts have wrapped up, this will be a focus. Additionally, the team continues to work on requirements for data attribute syncing, and management.

    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 and organization team. Working with IT Communications and communications staff in the College of Liberal Arts and Sciences, we are compiling a master findings document for executive review. MFDs in the School of Law are delayed in adopting standard operating procedure pending server centralization and network issues. There was a 7.5% increase in MFD usage for the month of January 2014 versus January 2013.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM. A prioritized list of features has been approved by leadership and a sub-set of features to be completed in FY14 have been identified.  Research, design, and development work has commenced for some of the prioritized FY14 features.

    Leverage Software Purchasing

    • This project is complete. We will continue to track progress on this initiative.

    Scanning & Document Workflow

    • This project is complete.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • February 10, 2014
    February 11, 2014 —

    Reorganize & Redefine

    • First round interviews were concluded and second round interviews have been scheduled for two IT Coordinator positions to support the Libraries and Carruth-O’Leary.  First round interviews were also concluded and second round interviews have been scheduled for Tier 1 positions to support both the EJSWL TSC and the Administration and Operations TSC.

    Server Centralization

    • KU IT continues to work to implement server hosting plans and Managed Services Agreements (MSAs) for departmental server hosting and will be meeting with the Geology Department the week of 02/10 to discuss centralization efforts.

    Network Optimization

    • The network teams continue to resolve minor issues discovered during the cut-over.  The issue concerning routes between Wichita and KUMC has been resolved.  A temporary fix has been implemented for email routing between KUMC and Lawrence.  Networking teams are scheduled to meet to determine severity and long-term plans for email routing.  This is the final issue to resolve before the project can be considered complete.


    Single Identity Management System

    • This project status remains at urgent status (i.e. Yellow).  For AD, this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed.  KUL IT has completed renaming one additional grouping of conflicting user-accounts. A scheduled group of account renames was delayed due to the recent inclement weather.  The team is actively engaged in communications and preparations for the 3 remaining groups.  All the recent account renames have not identified any new system impacts.  KUL IT is continuing the communication process for the remaining rounds of impacted users.  The team also continues to develop the 'doesUserExist' web service, which will prevent future duplicate user-ids.  Now that the user-account rename efforts are wrapping up, implementing this service will be a focus.  Additionally, the team continues to work on requirements for data attribute syncing and management.

    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 and organization team.  Working with IT Communications and communications staff in the College of Liberal Arts and Sciences, we are compiling a master findings document for executive review.  MFDs in the School of Law are delayed in adopting standard operating procedure pending server centralization and network issues.  There was a 7.5% increase in MFD usage for the month of January 2014 versus January 2013.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.  A prioritized list of features has been approved by leadership and a sub-set of features to be completed in FY14 have been identified.  Research, design, and development work has commenced for some of the prioritized FY14 features.

    Leverage Software Purchasing

    • This project is complete. We will continue to track progress on this initiative.

    Scanning & Document Workflow

    • This project is complete.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • January 27, 2014
    January 27, 2014 —

    Reorganize & Redefine

    • Two IT Coordinator positions to support the Libraries and Carruth-O’Leary have been posted and first round interviews are being conducted. Tier 1 positions have also been posted for the EJSWL TSC and the Administration and Operations TSC, and first round interviews are being conducted. Discussions are taking place to address Continuing Education’s technology support staff since the Continuing Education department is moving to Edwards Campus.

    Server Centralization

    • Multiple follow-up meetings have occurred with departments such as Math, Spencer Museum of Art, Life Span Institute (Juniper), and CReSIS to discuss their centralization efforts. KU IT continues to work to implement server hosting plans and Managed Services Agreements (MSAs) for departmental server hosting.

    Network Optimization

    • The network teams successfully completed the network cut-overs at the Wichita campus (January 10) and KUMC (January 14). The networks now appear as one logical network. The teams are currently reviewing minor issues encountered during the cut-over process and coordinating efforts to clean up these items.


    Single Identity Management System

    • This project status remains at urgent status (i.e., Yellow). For AD, this effort remains on hold until the non-technical aspects of the project have been resolved. For META, progress has resumed. KUL IT has completed renaming two more groupings of conflicting user-accounts. The team is actively engaged in communications and preparations for the two remaining groups. One group beyond this is scheduled, but no users have been included in that group yet. The latest rounds of changes identified no new system impacts. KUL IT is continuing the communication process for the remaining round of impacted users. The team also continues to develop the 'doesUserExist' web service, which will prevent future duplicate user-ids. Additionally, the team continues to work on requirements for data attribute syncing and management. With the wrap-up of user account renames, the team will again be making this work their primary focus.

    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 and organization team. Working with IT Communications and communications staff in the College of Liberal Arts and Sciences, we are compiling a master findings document for executive review. MFDs in the School of Law are delayed in adopting standard operating procedure pending server centralization and network issues. There was a 31.1% increase in MFD usage for the month of December 2013 versus December 2012, and an annual MFD Usage increase of 15.4% for the calendar year 2013.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM. A prioritized list of features has been approved by leadership, and a sub-set of features to be completed in FY14 have been identified.

    Leverage Software Purchasing

    • This project is complete. We will continue to track progress on this initiative.

    Scanning & Document Workflow

    • This project is complete.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • January 13, 2014
    January 13, 2014 —

    Reorganize & Redefine

    • The Tier 2 positions for both the Administration & Operations TSC and EJSWL TSC have been filled, and the individuals started on 12/09/13.  Two IT Coordinator positions to support the Libraries and Carruth-O’Leary have been posted and applicants are being reviewed.  Tier 1 positions have also been posted for the EJSWL TSC and the Administration and Operations TSC and applicants are being reviewed.  The School of Social Welfare signed off on the IT proposal and discussions are now being held with the School of Engineering surrounding IT staff centralization.  An IT assessment meeting was recently held with Biodiversity and next steps will be to fill several staff positions that will support their faculty and staff.

    Server Centralization

    • Since the beginning of December, twelve servers have either been decommissioned or virtualized spanning six departments.  Recent server virtualization and centralization meetings occurred with the School of Law and CReSIS. KU IT continues to work to implement server hosting plans and Managed Services Agreements (MSAs) for departmental server hosting.

    Network Optimization

    • Network teams continue to move forward on the Changing for Excellence Network Optimization initiatives.  Over the past month, the teams have been addressing the final items as they prepare for the network cut-overs, scheduled for January 10th and 14th.  During this time the network teams have filed IT Change Requests, performed preliminary testing of video conference traffic, created test procedures, developed back-out plans, and continued communications and meetings regarding the processes involved with the cut-over.  The network cut-over for Wichita is scheduled for January 10th, and KUMC on January 14th.  A preparation conference call is scheduled for the afternoon of January 9th, and a follow-up call scheduled for January 10th to determine any changes in the plan which need to be made prior to the KUMC cut-over on January 14th.  If there are no identified issued following the work on the Wichita network, everything will proceed for the KUMC network.  The team anticipates there will be some amount of clean-up work after the January 14th cut-over, as unanticipated issues are discovered.  Successful completion of the January 14th cut-over will complete this phase of the Network Optimization project.


    Single Identity Management System

    • This project status remains at urgent status (i.e. Yellow).  For AD, this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed.  KUL IT has completed renaming two groups of conflicting user-accounts.  The team is actively engaged in communications and preparations for the four remaining groups.  The latest round of changes identified no new system impacts.  KUL IT is continuing the communication process for the remaining round of impacted users.  The team also continues to develop the 'doesUserExist' web service, which will prevent future duplicate user-ids.  Additionally, the team continues to work on requirements for data attribute syncing and management.

    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 and organization team.  Working with IT Communications and communications staff in the College of Liberal Arts and Sciences, we are compiling a master findings document for executive review.  Newly centralized MFDs in the School of Music and School of Social Welfare have been evaluated and now use standard operating procedure.  MFDs in the School of Law are delayed in adopting standard operating procedures pending server centralization and network issues.  There was a 31.1% increase in MFD usage for the month of December 2013 versus December 2012 and an annual MFD Usage increase of 15.4% for the calendar year 2013.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.  A prioritized list of features has been approved by leadership, and a sub-set of features to be completed in FY14 have been identified.

    Leverage Software Purchasing

    • This project is complete.  We will continue to track progress on this initiative.

    Scanning & Document Workflow

    • This project is complete.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • December 9, 2013
    December 9, 2013 —

    Reorganize & Redefine

    • The Tier 2 positions for both the Administration and Operations TSC and EJSWL TSC Groups have been filled. The TSC Group for the School of Music, School of Architecture/Design, School of Law, and School of Business has not been formed but these departments have been centralized, with the exception of the School of Architecture and the centralized departments’ support staff will be managed by KU IT until the TSC positions may be posted. The sign-off for the School of Social Welfare’s centralization proposal will take place later this month.

    Server Centralization

    • KU IT continues to work to implement server hosting plans and Managed Services Agreements (MSAs) for departmental server hosting. The following SVC sub-projects were created to migrate the listed departments to centralized services for: CReSIS, Math, Biodiversity Institute, Center for Environmentally Beneficial Catalysis, and Institute for Life Span Studies. All of which may take roughly six months to complete.

    Network Optimization

    • Network teams continue to move forward on the Changing for Excellence Network Optimization initiatives. The teams have addressed the final overlapping IPs, firewalled networks, and VPN pools. Wireless controllers have been migrated, and the ASA (Advanced Security Appliance) VPN concentrator was upgraded. All three KU campuses continue weekly meetings with Security, Help Desk, and Networking teams to discuss the final steps leading up to the cutover scheduled for winter break. This will complete the first phase of Network Optimization.

    Single Identity Management System

    • This project status remains at urgent status (i.e., Yellow). For AD, this effort remains on hold until the non-technical aspects of the project have been resolved. For META, progress has resumed. KUL IT has completed renaming three groupings of conflicting user-accounts. The team is actively engaged in communications and preparations for four additional groupings. The latest round of changes identified one new system impact, and KUL IT is working to address this new impact. KUL IT is continuing the communication process for the next round of impacted users. The team also continues to develop the 'doesUserExist' web service, which will prevent future duplicate user-ids. Additionally, the team continues to work on requirements for data attribute syncing and management.

    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 and organization team. Working with IT Communications and communications staff in the College of Liberal Arts and Sciences, we are compiling a master-findings document for executive review. Newly centralized MFDs in the School of Law and the School of Music have been evaluated, and proposed changes will be brought before stakeholders in these departments for implementation. There was a 1.0% increase in MFD usage for the month of November 2013 versus November 2012, and an annual MFD Usage increase of 14.1%.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.
    • The Business & Industry CRM project is complete.

    Leverage Software Purchasing

    • Project complete. We will continue to track progress on this initiative.

    Scanning & Document Workflow

    • Project complete.

    Campus CMS (Content Management System)

    • Project complete.

    Early Warning System

    • Project complete.

    Appointment Scheduler

    • Project complete.
  • November 25, 2013
    November 25, 2013 —

    Reorganize & Redefine

    • The Administration & Operations TSC has been implemented, and we are in the hiring process for the Tier 2 position. The EJSWL TSC group (Education, Journalism, Social Welfare and Libraries) is being built, the TSC Manager is filled and we are in the process of reviewing candidates for the Tier 2 position. Social Welfare completed the final review of the centralization proposal and has agreed to sign-off. The TSC Group for School of Music, School of Architecture & Design, School of Law and School of Business has not been formed but these departments have been centralized, with the exception of the School of Architecture. The Edwards Campus TSC group has been fully implemented, and we are in the process of centralizing their servers.

    Server Centralization

    • 805 servers have been registered to date, 122 servers have been decommissioned, 22 virtualized and 9 physically hosted and managed by KU IT, and 25 servers migrated to shared service.  Recent server virtualization and centralization follow-up meetings occurred with the School of Pharmacy, Math Department, and Spencer Museum of Art.  KU IT continues to work to implement server hosting plans and Managed Services Agreements (MSAs) for departmental server hosting.

    Network Optimization

    • Network teams continue to move forward on the Changing for Excellence Network Optimization initiatives. The teams have addressed the final overlapping IPs, firewalled networks, and VPN pools.  KU IT has completed migration of the MedChem SBC, HR Business Center and CETE networks and began an audit review of routes on campus.  Wireless controllers are scheduled to migrate next week.  All three KU campuses have begun weekly meetings to discuss the final steps leading up to the cutover scheduled for winter break, which will complete this phase of the Network Optimization project.


    Single Identity Management System

    • This project status remains at urgent status (i.e. Yellow).  For AD, this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed.  KUL IT has completed the first group of user-account renames outside of IT.  There were no new systems identified as part of the analysis.  KUL IT is continuing the communication process for the next round of impacted users.  Two groupings of users are actively engaged in the process.  The process of renaming accounts will continue to speed up as more rounds complete successfully.  The team also continues to develop the 'doesUserExist' web service, which will prevent future duplicate user-ids.  Additionally, the team continues to work on requirements for data attribute syncing, and management.

    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 and organization team.  Working with IT Communications and communications staff in the College of Liberal Arts and Sciences, we are compiling a master findings document for executive review.  Newly centralized MFDs in the School of Law and the School of Music have been evaluated, and proposed changes will be brought before stakeholders in these departments for implementation.  There was a 10.0% increase in MFD usage for the month of September 2013 versus September 2012, and an annual MFD Usage increase of 15.8%.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.
    • The Business & Industry CRM project is live. This project is now in warranty.

    Leverage Software Purchasing

    • This project is complete. We will continue to track progress on this initiative.

    Scanning & Document Workflow

    • This project is complete.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • November 11, 2013
    November 11, 2013 —

    Reorganize & Redefine:

    • We continue to work on building a TSC for the School of Education, School of Social Welfare, Libraries, Spencer Museum of Art, and the Applied English Center which is called the EJSWL-TSC. The School of Law, School of Music, and Spencer Museum of Art have been centralized. Edwards Campus positions have been moved and we are in the process of implementing centralization procedures. The TSC Manager for EJSWL-TSC has been trained.

    Server Centralization

    • We have completed our annual server registration process with all 50 departments confirming or providing their updated server registration information. We continue to work to implement server hosting plans and Managed Services Agreements (MSAs) for departmental server hosting. A total of 805 servers have been registered of which 120 have been decommissioned, 22 virtualized, 9 physically hosted and 25 migrated to shared service.

    Network Optimization

    • Network teams continue to move forward on the Changing for Excellence Network Optimization initiatives. The teams are addressing the final overlapping IPs, firewalled networks, and VPN pools. School of Engineering networks were completed this week, as well as the Information Technology networks, the VPN Use Pool network, and the KUMC overlapping networks. Over the next two weeks, the final three networks will be migrated: MedChem SBC, HR Business Center and CETE network. After the final networks are complete, KU IT will perform an audit review of routes on campus to determine if any networks have been overlooked. The KU, KUMC, and KanREN team members are working toward a cutover to occur during winter break, which will complete this phase of the Network Optimization project.

    Single Identity Management System

    • This project status remains at urgent status (i.e., Yellow). For AD, this effort remains on hold until the non-technical aspects of the project have been resolved. For META, progress has resumed. KUL has completed renaming all unused, currently identified, duplicated accounts from KUMC. The remaining accounts that have been setup are part of the coordinated rename process. KUMC has completed renames of their conflicting user-accounts. KUL is preparing for the first group of user-account renames outside of IT. Additionally, KUL IT continues analyzing the user-account rename process to identify solutions before the next round of changes. The team also continues to develop the 'doesUserExist' web service which will prevent future duplicate user-ids. Additionally, the team continues to work on requirements for data attribute syncing, and management.

    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 and organization team. Working with IT Communications and communications staff in the College of Liberal Arts and Sciences, we are compiling a master findings document for executive review. Newly centralized MFDs in the School of Law and the School of Music have been evaluated, and proposed changes will be brought before stakeholders in these departments for implementation. The Spencer Museum of Art has adopted SOPs for their centralized MFDs. There was a 10.0% increase in MFD usage for the month of September 2013 versus September 2012, and an annual MFD usage increase of 15.8%.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.
    • The Business & Industry CRM project team is in implementation. Implementation will continue through mid-November.

    Leverage Software Purchasing

    • This project is complete. We will continue to track progress on this initiative.

    Scanning & Document Workflow

    • This project is complete.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • October 28, 2013
    October 28, 2013 —

    Reorganize & Redefine

    • We continue to work on building a TSC for the School of Education, School of Social Welfare, Libraries and the Applied English Center, which is called the EJSWL-TSC. Centralization proposals for the School of Music and the School of Law have been approved and centralization efforts are underway. The centralization proposal for the School of Social Welfare is still in progress and Edwards Campus proposal has been approved by both KU IT Leadership and Edwards Campus Leadership; the next steps are to work with HR to move the positions. We continue to review candidates for the KU IT Libraries System Group.

    Server Centralization

    • 805 servers have been registered to date, 22 of which were captured due to the annual server re-registration process in September. KU IT continues to work to implement server hosting plans and Managed Services Agreements (MSAs) for departmental server hosting.

    Network Optimization

    • Network teams continue to move forward on the Changing for Excellence Network Optimization initiatives. The teams are addressing the final overlapping IPs, firewalled networks, and VPN pools. All but one of the School of Engineering networks were completed last week. Over the next two weeks, the networks in Information Technology will be completed. The KU, KUMC, and KanREN team members are working toward a cutover to occur during winter break, which will complete this phase of the Network Optimization project.


    Single Identity Management System

    • This project status remains at urgent status (i.e. Yellow).  For AD, this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed. KUL has started the process to rename user-accounts outside of KUL IT.  KUL IT is completing analysis and planning for impacts to the rest of campus.  The team also continues to develop the 'doesUserExist' web service, which will prevent future duplicate user-ids. Additionally, the team continues to work on requirements for data attribute syncing, and management.

    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 and organization team.  Working with IT Communications and communications staff in the College of Liberal Arts and Sciences, we are compiling a master findings document for executive review.  Newly centralized MFDs in the School of Law and the School of Music have been evaluated and proposed changes will be brought before stakeholders in these departments for implementation.  There was a 16.7% increase in MFD usage for the month of September 2013 versus September 2012 and an annual MFD Usage increase of 22.8%.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.
    • The Business & Industry CRM project team is in implementation. Implementation will continue through November.

    Leverage Software Purchasing

    • This project is complete. We will continue to track progress on this initiative. Savings recognized to date are $469,175.

    Scanning & Document Workflow

    • This project is complete.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • October 14, 2013
    October 14, 2013 —

    Single Identity Management System:

    • We continue to work on building a TSC for the School of Education, School of Social Welfare, Libraries, and the Applied English Center which is called the EJSWL-TSC. Centralization proposals for the School of Music and the School of Law have been approved and signed off and centralization efforts have begun. The Academic TSC Manager position and the Administration TSC Manager position have both been filled and the Lead Developer position for the KU IT Libraries System Group has been posted. The centralization proposal for the School of Social Welfare is being updated and Edwards Campus proposal has been approved by KU IT Leadership and Edwards Campus Leadership and the next steps are to work with HR to move the positions. An IT Assessment meeting occurred with the Spencer Museum of Art on 10/11 for an information gathering session in order to create their centralization proposal.

    Server Centralization

    • We recently met with ALTEC and the Spencer Museum of Art to discuss the status of their server centralization efforts and we continue to work to implement server hosting plans and Managed Services Agreements (MSAs) for departmental server hosting.

    Network Optimization

    • The network teams continue to move forward on the Changing for Excellence Network Optimization initiatives. The teams are addressing the final few overlapping IPs, firewalled networks, and VPN pools. Over the past two weeks, KU IT has been focusing on the School of Engineering networks, which will continue to be moved during the next two weeks. The KU, KUMC, and KanREN team members are working toward a cutover to occur during winter break.

    Single Identity Management System

    • This project status remains at urgent status (i.e., Yellow). For AD, this effort remains on hold until the non-technical aspects of the project have been resolved. For META, progress has resumed. KUL has completed the pilot process for user-account name changes for IT Staff. KUL IT is completing analysis and planning for impacts to the rest of campus. The team also continues to develop the 'doesUserExist' web service, which will prevent future duplicate user-ids. Additionally, the team continues to work on requirements for data attribute syncing and management.

    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 and organization team. Working with IT Communications and communications staff in the College of Liberal Arts and Sciences, we are compiling a master findings document for executive review. New MFD VLANs have been architected, and a migration plan formulated. There was a 16.7% increase in MFD usage for the month of September 2013 versus September 2012, and an annual MFD Usage increase of 22.8%.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.
    • The Business & Industry CRM project team is in implementation. Implementation will continue through November.

    Leverage Software Purchasing

    • This project is complete. We will continue to track progress on this initiative.

    Scanning & Document Workflow

    • This project is complete.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • September 27, 2013
    September 27, 2013 —

    Single Identity Management System

    • This project status remains at urgent status (i.e. Yellow).  For AD, this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed.  KUL continues piloting the user-account rename process with KUL IT staff.  The team also continues to develop the 'doesUserExist' web service, which will prevent future duplicate user-ids.  Additionally, the team continues to work on requirements for data attribute syncing, and management.

    Leverage Software Purchasing

    • This project is complete.  We will continue to track progress on this initiative.

    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 and organization team.  Working with IT Communications and communications staff in the College of Liberal Arts and Sciences, we are compiling a master findings document for executive review.  New MFD VLANs have been architected and a migration plan formulated.  A modest 1.4% increase in MFD usage for the month of August 2013 versus August 2012 is counterbalanced by the generous 24.4% increase between July 2013 and July 2012.

    Server Centralization

    • We have completed our annual server registration process with 49 out of 50 departments confirming or providing their updated server registration information.  We recently met with the KU Memorial Unions to discuss the status of their server centralization efforts and will be meeting with ALTEC and the Spencer Museum of Art the first of October to do the same.  We also continue to work to implement server hosting plans and Managed Services Agreements (MSAs) for departmental server hosting.

    Reorganize & Redefine

    • We continue to work on building a TSC for the School of Education, School of Social Welfare, Libraries and the Applied English Center which is called the EJSWL-TSC.  The centralization proposal for the School of Music was signed off on 09/25 and proposals were recently presented to the School of Social Welfare and the School of Law.  The second round of interviews for the Academic TSC Manager position and the Administration TSC Manager position were recently concluded and we are in the process of reviewing the candidates.  The hiring process for the Lead Developer for the KU IT Libraries System Group is still underway and KU HR and IT HR are working on the process to move forward with centralizing the departmental IT positions now that Edwards Campus has approved the centralization proposal.

    Network Optimization

    • The network teams continue to move forward on the Changing for Excellence Network Optimization initiatives.  The teams are addressing the final few overlapping IPs, firewalled networks, and VPN pools.  The KU, KUMC, and KanREN team members are working toward a cutover to occur during winter break.

    Scanning & Document Workflow

    • This project is complete.

    Campus CRM (Constituent Relationship Management)

    • We are moving forward with driving students to the updated portal as an entry point to CRM.
    • The Business & Industry CRM project team is in implementation.  Implementation will continue through October.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.

    Update - September 16, 2013

    Single Identity Management System:

    • This project status remains at urgent status (i.e. Yellow). For AD, this effort remains on hold until the non-technical aspects of the project have been resolved. For META, progress has resumed. KUL has completed a tentative timeline for conversion of KUL user-account conflicts. Communication planning has completed as well. KUL is piloting this process with KUL IT staff. The team also continues to develop the 'doesUserExist' web service, which will prevent future duplicate user-ids. Additionally, the team continues to work on requirements for data attribute syncing and management.

    Leverage Software Purchasing

    • The original project goal was to create a model and governance structure for software purchasing to be adopted by all campuses that incorporates collaboration to avoid incurring duplicate costs and better leverage buying power. This goal has been achieved through establishing the Technology Advisory Committee (TAC) and associated Hardware/Software Advisory Subcommittee. Total savings recognized to-date is $469,174.54. The TAC will report to IT on future savings achieved for inclusion in the IT CFE Cost Savings effort.

    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 and organization team. Working with IT Communications and communications staff in the College of Liberal Arts and Sciences, we are compiling a master findings document for executive review. A modest 1.4% increase in MFD usage for the month of August 2013 versus August 2012 is counterbalanced by the generous 24.4% increase between July 2013 and July 2012.

    Server Centralization

    • The Server Centralization team continues to work to implement server hosting plans and Managed Services Agreements (MSAs) for departmental server hosting. In August and September, departments have been providing IT with their updated server registration information which we continue to update in our server repository.

    Reorganize & Redefine

    • We continue to work on building a TSC for the School of Education, School of Social Welfare, Libraries, and the Applied English Center which will be called the EJSWL-TSC. The Spencer Museum of Art has agreed to move forward on centralization for their workstation support function. Centralization proposals will be presented to the School of Music and the School of Social Welfare over the next several weeks, and we will work with the School of Law to finalize their proposal details. Second round interviews for the Academic TSC Manager position will be held the week of 09/16/13; the search committee has completed the second round of interviews for the Administration TSC Manager position.

    Network Optimization

    • The network teams continue to move forward on the Changing for Excellence Network Optimization initiatives. The teams are addressing the final few overlapping IPs, firewalled networks, and VPN pools. The KU, KUMC, and KanREN team members are working toward a cutover to occur during winter break.

    Scanning & Document Workflow

    • This project is complete.

    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 Business & Industry CRM project team is in implementation. Implementation will continue through the beginning of September.

    Campus CMS (Content Management System)

    • This project is complete.

    Early Warning System

    • This project is complete.

    Appointment Scheduler

    • This project is complete.
  • September 3, 2013
    September 4, 2013 —

    Single Identity Management System

    • This project status remains at urgent status (i.e. Yellow).  For AD, this effort remains on hold until the non-technical aspects of the project have been resolved.  For META, progress has resumed.  KUL and KUMC have completed the final comparison to identify the last group of conflicting user accounts that were created.  KUL is completing analysis of a new timeline for conflicting user-accounts.  Communication planning is completing as well.  The team also continues to develop the 'doesUserExist' web service, which will prevent future duplicate user-ids.  Additionally, the team continues to work on requirements for data attribute syncing, and management.

    Leverage Software Purchasing

    • The original project goal was to create a model and governance structure for software purchasing to be adopted by all campuses that incorporates collaboration to avoid incurring duplicate costs and better leverage buying power.  This goal has been achieved through establishing the Technology Advisory Committee (TAC) and associated Hardware/Software Advisory Subcommittee.  Total savings recognized to-date is $297,174.54. The TAC will report to IT on future savings achieved for inclusion in the IT CFE Cost Savings effort.

    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 and organization team.  Working with IT Communications and communications staff in the College of Liberal Arts and Sciences, we are compiling a master findings document for executive review.  MFD use for June 2013 is up 24.4% over July 2012.

    Server Centralization

    • The Server Centralization team continues to work to implement server hosting plans and Managed Services Agreements (MSAs) for departmental server hosting.  Through the month of August, departments have been providing IT with their updated server registration information and we will follow-up with those who have not responded in September.

    Reorganize & Redefine

    • The Administration & Operation Technology Support Center TSC has been created for Administration & Finance, DCM/FS, Public Affairs, RGS and Student Success.  We continue to work on building a TSC for the School of Education, School of Social Welfare, Libraries and the Applied English Center, which will be called the EJSWL-TSC.  The centralization proposal for the School of Law will be reviewed with their Dean the week of 09/02 and proposals for the School of Social Welfare, School of Music, and Edwards Campus have been approved by KU IT, and meetings will be scheduled over the next month.  Scheduling for the second round of interviews for the Administration and Academic TSC Manager positions has also begun.

    Network Optimization

    • The network teams continue to move forward on the Changing for Excellence Network Optimization initiatives.  The teams are addressing the final few overlapping IPs, firewalled networks, and VPN pools.  The KU, KUMC, and KanREN team members are working toward a cutover to occur during the fall semester.


    Scanning & Document Workflow

    • This project is complete and has been moved to warranty.

    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 Business & Industry CRM project team is in implementation.  Implementation will continue through the beginning of September.

    Campus CMS (Content Management System)

    • This project is complete and has been moved to warranty.

    Early Warning System

    • This project is complete and has been moved to warranty.

    Appointment Scheduler

    • This project is complete and has been moved to warranty.
  • August 19, 2013
    August 19, 2013 —

    Single Identity Management System:

    • This project status remains in urgent status (i.e. Yellow). For AD, this effort remains on hold until the non-technical aspects of the project have been resolved. For META, progress has resumed. KUL and KUMC will be completing the final comparison to identify the last group of conflicting user accounts that were created. KUL continues analysis of a new timeline for conflicting user-accounts. Communication planning is continuing. The team also continues to develop the 'doesUserExist' web service, which will prevent future duplicate user-ids. Additionally, the team continues to work on requirements for data attribute syncing and management.

    Leverage Software Purchasing

    • The Technology Advisory Committee (TAC) Hardware/Software Advisory Subcommittee is meeting bi-weekly to discuss standards. The project team is meeting bi-weekly to review and coordinate the meetings of the TAC and the Hardware/Software Advisory Sub-committee and to ensure that the processes are efficient, effective, and accurate. Once the TAC is successfully operational, the project team will disband. 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. Working with IT Communications and communications staff in the College of Liberal Arts and Sciences, we are compiling a master findings document for executive review. This findings document is currently on hold pending resource reallocation in CLAS and IT. General progress has slowed, as necessary resources are currently allocated to other enterprise projects which require completion by the beginning of the fall semester. MFD use for June 2013 is up 24.4% over July 2012.

    Server Centralization

    • The Server Centralization team continues to work to implement server hosting plans and Managed Services Agreements (MSAs) for departmental server hosting. Through the end of August, primary efforts will be focused on reviewing and updating server registration information collected from departments.

    Reorganize & Redefine

    • Proposals for the School of Social Welfare, School of Music, and Edwards Campus are being updated and we continue to work on drafting the centralization proposals for the School of Law and School of Engineering.

    Network Optimization

    • The network teams continue to move forward on the Changing for Excellence Network Optimization initiatives. The teams are addressing the final few overlapping IPs, firewalled networks, and VPN pools. The KU, KUMC, and KanREN team members will schedule a meeting to review the final project status, and if ready, they will recommend cutover to occur before fall classes begin.

    Scanning & Document Workflow

    • This project has been moved to warranty.

    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 Business & Industry CRM project team is in implementation. Implementation will continue through the end of August.

    Campus CMS (Content Management System)

    • Phase 3: Implementation of user requested enhancements is complete, including requirements for Faculty PRO Phase 1 integration.

    Early Warning System

    • This project has been moved to warranty.

    Appointment Scheduler

    • This project has been moved to warrant.
  • August 5, 2013
    August 5, 2013 —

    Single Identity Management System

    • This project status moving down to an urgent status (i.e. Yellow). For AD, this effort remains on hold until the non-technical aspects of the project have been resolved. For META, progress has resumed. Parties from all organizations (KUL, KUMC, and KU Hospital) have provided written sign-off on the user account lockout, and password policies. The KU Hospital team has implemented their integration with the 'isNameTaken' web service. With this last change, no additional conflicting user-account names are being created, and KUL can begin the process of migrating conflicting user-account names. The team also continues to develop the 'doesUserExist' web service, which will prevent future duplicate user-ids. Additionally, the team continues to work on requirements for data attribute syncing, and management.

    Leverage Software Purchasing

    • The first meeting of the Technology Advisory Committee (TAC) Hardware/Software Advisory Subcommittee was held on July 9, 2013. Hardware standards were discussed. IT has requested that the Hardware/Software Advisory sub-committee meetings be held bi-weekly until we have worked through the backlog of requests, at which time we can revert to monthly meetings. The project team is meeting bi-weekly to coordinate the upcoming meetings of the TAC and the Hardware/Software Advisory Sub-committee and ensure that the processes are efficient, effective and accurate. Once the TAC is successfully operational, the project team will disband. 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 and organization team. Working with IT Communications and communications staff in the College of Liberal Arts and Sciences, we are compiling a master findings document for executive review. This findings document is currently on hold pending resource reallocation in CLAS and IT. General progress has slowed, as necessary resources are currently allocated to other enterprise projects which require completion by the beginning of the fall semester. MFD use for June 2013 is up 24.4% over July 2012.

    Server Centralization

    • The Server Centralization team continues to work to implement server hosting plans and managed services hosting agreements for departments. Through the end of August our main efforts will be focused on reviewing and updating server registration information collected from departments.

    Reorganize & Redefine

    • Proposals for the School of Social Welfare, School of Music, and Edwards Campus have been updated and are being reviewed by the CIO. KU IT Directors met on 07/25 to discuss centralization efforts for the School of Law and the Deputy Support Officer is now working on drafting the centralization proposal. Also, two TSC Manager positions have been posted for KU Staff only and the posting closes on 08/04.

    Network Optimization

    • The network teams continue to move forward on the Changing for Excellence Network Optimization initiatives. The teams are addressing the final few overlapping IPs, firewalled networks and VPN pools. The KU, KUMC and KANREN team members have a meeting scheduled for Wednesday, 8/7/13, to review the final project status, and if ready, they will recommend cutover occur before fall classes begin.

    Scanning & Document Workflow

    • This project has been moved to warranty.

    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 Business & Industry CRM project team is in implementation. Implementation will continue through the end of August.

    Campus CMS (Content Management System)

    • Phase 3: Implementation of user requested enhancements is complete, including requirements for Faculty PRO Phase 1 integration.

    Early Warning System

    • This project has been moved to warranty.

    Appointment Scheduler

    • This project has been moved to warranty. 
  • July 22, 2013
    July 22, 2013 —

    Single Identity Management System

    • This project status is still Critical (i.e. Red). For AD, this effort remains on hold until the non-technical aspects of the project have been resolved. For META, all parties have agreed to user-account lockout policies. The KU Hospital team is completing integration with the 'isNameTaken' web service. The KU Lawrence group continues work for migration of conflicting user-ids. They are also renaming some duplicate accounts. After all groups are integrated with the 'isNameTaken' web service and no additional conflicting user-account names are being created, KUL will begin the process of migrating conflicting user-account names. The team also continues to develop the 'doesUserExist' web service, which will prevent future duplicate user-ids. Additionally, the team continues to work on requirements for data attribute syncing and management.

    Leverage Software Purchasing

    • The first meeting of the Technology Advisory Committee (TAC) Hardware/Software Advisory Subcommittee was held on July 9, 2013. Hardware standards were discussed. The project team is meeting bi-weekly to coordinate the upcoming meetings of the TAC and the Hardware/Software Advisory Sub-committee and ensure that the processes are efficient, effective, and accurate. Once the TAC is successfully operational, the project team will disband. Total savings recognized to-date are $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 and organization team. Working with IT Communications and communications staff in the College of Liberal Arts and Sciences, we are compiling a master findings document for executive review. This findings document is currently on hold pending resource reallocation in CLAS and IT. The proposal for reorganization of the MFD VLAN has been approved by the CIO, and new Print VLANs have been requested. MFD use for June 2013 is up 40.4% over June 2012. We will continue to evaluate centralizing departmental print usage for efficiencies to be gained by the use of standard operating procedures, as well as begin migrating print objects to the new Print VLANs.

    Server Centralization

    • The Server Centralization team continues to work to implement server hosting plans and managed services hosting agreements for departments. KU IT met with RGS and ITTC to discuss the data center at the Structural Biology Center, and centralization follow up meetings occurred with Hall of Humanities and the Department of Chemistry.

    Reorganize & Redefine

    • KU IT Directors will meet on July 25 to discuss the School of Law IT Staff Centralization based on the information collected from the IT assessment. A follow-up IT assessment meeting occurred with the School of Law on 07/08/13 and proposals for School of Music, School of Social Welfare, and Edwards Campus are being updated.

    Network Optimization

    • The network teams continue to move forward on the Changing for Excellence Network Optimization initiatives. The teams are addressing the final few overlapping IPs, firewalled networks, and VPN pools. The KU, KUMC, and KANREN team members will schedule a meeting to review the final project status, and if ready, they will recommend cutover occur before fall classes begin.

    Scanning & Document Workflow

    • The project is in warranty with no issues, and will complete at the end of the month.

    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 Business & Industry CRM project team is in implementation. Implementation will continue for five more weeks.

    Campus CMS (Content Management System)

    • Phase 3: Implementation of user requested enhancements is nearly complete, which includes requirements for Faculty PRO Phase 1 integration.

    Early Warning System

    • This project has been moved to warranty.

    Appointment Scheduler

    • This project has been moved to warranty. 

    Update - July 8, 2013

    Single Identity Management System

    • This project status is still in 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 KU Hospital team continues testing their integration of the 'isNameTaken' web service into their processes. The KU Lawrence group continues work for migration of conflicting user-ids. They are also testing renaming duplicate accounts. The team also continues to develop the 'doesUserExist' web service, which will prevent future duplicate user-ids. Additionally, the team continues to work on requirements for data attribute syncing, and management.

    Leverage Software Purchasing

    • The first meeting of the Technology Advisory Committee (TAC) Hardware/Software Advisory Subcommittee is scheduled for July 9, 2013. The project team is meeting bi-weekly to coordinate the upcoming meetings of the TAC and the Hardware/Software Advisory Sub-committee and ensure that the processes are efficient, effective and accurate. Once the TAC is successfully operational, the project team will disband. 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 and organization team. Working with IT Communications and communications staff in the College of Liberal Arts and Sciences, we are compiling a master findings document for executive review. A proposal for reorganization of the MFD VLAN has been drafted, and this draft proposal is currently under review by the CIO. We have completed a spreadsheet documenting historical trending, and generally speaking we can establish MFD Usage has increased at KU. This information has been disseminated to the CIO and CPO, and will be made available in reports moving forward. We will continue to evaluate centralizing departmental print usage for efficiencies to be gained by the use of standard operating procedures.

    Server Centralization

    • The Server Centralization team continues work to implement server hosting plans and managed services hosting agreements for departments. We have multiple follow-up meetings scheduled with various departments in the month of July and are also planning to notify Team Leads to update their server registration information by the end of July requesting that we receive this information back by September 1.

    Reorganize & Redefine

    • For the School of Social Welfare and the School of Music, the CIO has reviewed the proposals, and updates from his review need to be made. For the Edwards Campus, senior leadership have reviewed the centralization proposal and asked for additional data to be included in the proposal. The Deputy Support Officer will collect the requested information and revise the proposal. For the School of Law, KU IT Directors have met with staff for a kick-off meeting to go through the IT Staff Centralization process on 06/20/2013. A follow-up IT assessment meeting has been scheduled for 07/08/2013. For Continuing Education, KU IT Directors met with staff in mid-June to review all of their IT projects. KU IT’s Web Development & Interface Design Manager will function as the interim TSC Manager to help manage these projects until they are in the TSC model.

    Network Optimization

    • The network teams continue to move forward on the Changing for Excellence Network Optimization initiatives. All individual devices have been removed from the network, leaving only firewalled networks and VPN pools to be removed. The effort to address overlapping IPs is expected to continue through July, to be completed at the end of the month.

    Scanning & Document Workflow

    • The migration of KU Medical Center electronic documentation to the ImageNow system was completed. This project will be moved to warranty.

    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 Business & Industry CRM project team is in implementation. Implementation will continue for 12 weeks.

    Campus CMS (Content Management System)

    • Phase 3: Implementation of user requested enhancements is underway. 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

    • This project has been moved to warranty.

    Appointment Scheduler

    • This project has been moved to warranty. 
  • June 10, 2013
    June 10, 2013 —

    Single Identity Management System

    • This project status is still Critical (i.e. Red). For AD, this effort remains on hold until the non-technical aspects of the project have been resolved. For META, the KUL and KUMC teams have completed integrating the 'isNameTaken' web service into their user account creation and management processes. The KU Hospital team is still working to integrate these web services into their processes. The KU Lawrence group has started implementation of work for migration of conflicting user-ids. The team continues to develop the 'doesUserExist' web service, which will prevent duplicate user-ids. Additionally, 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 charge document has been finalized for the Hardware/Software Subcommittee and Purchasing is scheduling the first meeting of the combined group. The project team is meeting bi-weekly to coordinate the upcoming meetings of the TAC and the Hardware/Software Advisory sub-committee and ensure that the processes are efficient, effective and accurate. Once the TAC is successfully operational, the project team will disband. The project team is continuing to investigate the use of Kivuto for software distribution at KU Lawrence as it's already in use at KU Medical Center. 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 Applied English Center, we continue implementation with newly hired centralized IT staff. Working with IT Communications and communications staff in the College of Liberal Arts and Sciences, we are compiling a master findings document for executive review. During our last monthly meeting with the CIO, a proposal for reorganization of the MFD VLAN was discussed. A draft proposal has been prepared for his review. We have completed a spreadsheet documenting historical trending, and generally speaking, we can establish that MFD Usage has increased at KU. This information has been disseminated to the CIO and CPO. We will continue to 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. A follow-up meeting occurred with ALTEC and the School of Pharmacy to identify existing inventory, discuss issues/concerns and determine migration steps. A meeting with the Spencer Museum of Art is scheduled for the week of June 10th to have a similar discussion. Server movement and decommissioning efforts took place for: ALTEC, Public Affairs, Social Welfare and the School of Journalism. Preparation continues for System Administrators to update their server registration information by the end of July.

    Reorganize & Redefine

    • For the School of Social Welfare, KU IT Directors met with Dean Kondrat to discuss the centralization plan. The Deputy Support Office (DSO) received feedback from Dean Kondrat and will revise the IT Staff Centralization Proposal accordingly. For the KU Edwards Campus, the CIO has reviewed the IT Staff Centralization Proposal and will schedule a meeting with Edwards Campus leadership to review the proposal. The CIO is also in the process of reviewing the School of Music's IT Staff Centralization Proposal before presenting this to Dean Walzel. The initial meeting to discuss the IT Staff Centralization Proposal for the School of Law has been scheduled for June 20.

    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. Significant progress was made on changing overlapping IP addresses on 06/02/13 by completing the PBX and some of the firewall changes.

    Scanning & Document Workflow

    • The migration of KU Medical Center electronic documentation to the ImageNow system continues. A few system configuration changes were addressed to achieve HIPAA compliance so now student and patient files can be imported.

    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 Business & Industry CRM project team has started implementation. Implementation will continue for 12 weeks.

    Campus CMS (Content Management System)

    • Phase 3: Implementation of user requested enhancements is underway. Monthly meetings have been scheduled to review feature rollouts. Faculty PRO phase 1 integration requirements have been baselined and development of these requirements has begun.

    Early Warning System

    • The spring pilot is complete. This project has now been moved to warranty.

    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.
  • May 24, 2013
    May 24, 2013 —

    Single Identity Management System

    • This project status is still Critical (i.e. Red). For AD, this effort remains on hold until the non-technical aspects of the project have been resolved. For META, the KUL and KUMC teams have completed integrating the 'isNameTaken' web service into their user account creation and management processes. The KU Lawrence group has started implementation of work for migration of conflicting user-ids. The team continues to develop the 'doesUserExist' web service, which will prevent duplicate user-ids. Additionally, 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 charge document has been finalized for the Hardware/Software Subcommittee and Purchasing is scheduling the first meeting of the combined 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 KUL and KUMC, 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 Applied English Center, we are evaluating changes to propose which would cut costs and bring the operation in line with standard operating procedures and have begun implementation with newly hired centralized IT staff. Working with KU IT Communications and communications staff in the College of Liberal Arts and Sciences, we are compiling a master findings document for executive review. During our last monthly meeting with the CIO, a proposal for reorganization of the MFD VLAN was discussed. A draft proposal has been prepared for his review. We have completed a spreadsheet documenting historical trending, and generally speaking, we can establish MFD usage has increased at KU. We will continue to 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 recently occurred with ALTEC, CRL, and LSI. The team is also planning to prepare for Admins to update their server registration information by 07/31/2013.

    Reorganize & Redefine

    • KU IT Directors have reviewed the IT Centralization Proposal for the School of Social Welfare. The KU Edwards Campus IT Centralization Proposal has been reviewed by Senior IT Staff and is currently under review by the CIO. The Director of Support Services is creating the IT Centralization Proposal for the School of Music. The project team will not meet on May 27 due to the Memorial Day holiday, but they will meet again on June 3 to finalize documents used in the project.

    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 productional. Progress continues to be made on changing overlapping IP addresses at the KUL and KUMC campuses.

    Scanning & Document Workflow

    • The migration of KUMC 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 redirecting students to the updated portal as an entry point to CRM.
    • The Business & Industry CRM project team has started implementation, which will continue for 12 weeks.

    Campus CMS (Content Management System)

    • Phase 3: Implementation of user-requested enhancements is underway. 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 is complete. This project has now been moved to warranty.

    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.
  • May 13, 2013
    May 13, 2013 —

    Single Identity Management System

    • This project status is still Critical (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. The team is continuing 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-L 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. The charge document has been finalized for the Hardware/Software Subcommittee, and KU Purchasing is scheduling the first meeting of the combined group. The project team is continuing to investigate the use of Kivuto for software distribution at KU-L as it’s already in use at KUMC. The project team continues to perform analysis on multiple years of software purchase data, with a focus on overlaps between KU-L and KUMC, looking at total spend with each individual vendor. 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 team. In the School of Education, we are implementing standard operating procedures that provide secure printing for confidential documents. In the Applied English Center, we are evaluating changes to propose which would cut costs and bring operation in line with Standard Operating Procedures. Working with 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. During our last monthly meeting with the CIO, a proposal for reorganization of the MFD VLAN was discussed, with the CIO in favor of the changes and requesting a formal written proposal. 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 in using 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 KU Biodiversity Institute. Altec and CRL rescheduled with the committee. Many departments have delayed server migration plans over the last few weeks due to Stop Day and Finals week, thus no servers were migrated during the last two weeks.

    Reorganize & Redefine

    • KU IT Directors have reviewed the IT Centralization Proposal for the School of Social Welfare. The Applied English Center has centralized their IT position with KU IT, and KU IT had filled the vacancy for AEC. The Director of Support Services has drafted the IT Centralization Proposal for the KU Edwards Campus and is currently being reviewed by KU IT Senior Leadership. The Director of Support Services is also creating the IT Centralization Proposal for the School of Music. The project team will continue to meet to finalize documents used in the project; a new project manager, Cara Anderson, has been assigned for this project.

    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-L and KUMC.

    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 Prospect system functionality is implemented and working as expected. Currently the Edwards Campus is the only pilot program utilizing the system on a day to day basis. The School of Engineering, the Self Graduate Fellowship, and the School of Business have all done preliminary set up in the system but none of them are ready to go live at this time due to internal staffing constraints. The project sponsors have agreed that IT’s involvement in this project has ended. The vendor will continue to send Prospect system release notes to IT for Client Consulting’s information database.
    • 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 base-lined and development begun.

    Early Warning System

    • The spring pilot of Early Warning began on 01/22/13, in which eight courses are participating.

    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.
  • April 15, 2013
    April 15, 2013 —

    Single Identity Management System

    • This project status is still Critical (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 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 completed analysis of conflicting user accounts. Final decisions on user account names to change have been made and the team is planning for these changes. The team also 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

    • The standard operating procedures in the School of Education were verified and the cost savings report was automated. Standard operating procedures for the School of Social Welfare are pending centralization approval and the Master Findings document is still under development.

    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 CLAS (Hauptman, Chemistry, and Physics) and Architecture/Urban Design (Troyer). An additional six servers were decommissioned or virtualized. A total of 115 servers have completed transition to date. Planning meetings have been scheduled with the School of Law & the Edwards Campus.

    Reorganize & Redefine

    • The centralization proposal for the School of Social Welfare is being reviewed by KU IT Directors. Progress continues with KU Continuing Education; the next step is to evaluate event management tools and determine necessary resources with partnership from KU Memorial Unions and the KU Alumni Association. The IT Assessment for the Edwards Campus has been completed along with individual staff member meetings on April 4; the Director of Support Services is now drafting the IT centralization proposal. After meeting with Dean Walzel on March 14, the IT Assessment for the School of Music was completed on April 11; the Director of Support Services is now drafting the IT Centralization Proposal.

    Network Optimization

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

    Scanning & Document Workflow

    • For the Phase Two project, the import of KU Medical Center electronic documentation to the ImageNow system has started. 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 now 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.
  • April 1, 2013
    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.
  • March 18, 2013
    March 18, 2013 —

    Single Identity Management System

    • This project status is still Critical (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 is planning the production migration of the web-service to prevent creation of further conflicting user accounts. The team has completed definition of requirements for a web-service to prevent creation of duplicate accounts. Sign-off for these requirements is being gathered. The team has been reviewing the results of a process to compare conflicting user accounts. Updates to the comparison process have been identified, and implemented. The team is continuing to review those results. Additionally, 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 TAC HW meeting was attended by Rick Beattie, Dan Burgardt, Rose Galindo, Phil Hauptman, Joe Heppert, Chris Howe, Jamie King, Ephrom Marks, Jaci Matney, Amber McCullough, Easan Selvan and Karla Wallace. This group will be working on hardware standards for network equipment on campus (e.g. desktops, laptops, printers, fax machines, servers, etc.). Focus groups will be scheduled with select faculty on campus to obtain input from them regarding the types of non-cluster research machines that are in demand among researchers, and to gain their buy-in and support for this standardization effort. The project team is investigating the use of Kivuto for software distribution at KU Lawrence as it's already in use at 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 workgroup continues to monitor new processes, collect cost savings data and promote MFD usage across campus.

    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 Kansas Unions and Art & Design. An additional 3 server systems were decommissioned or virtualized. A total of 105 servers have completed transition to date. Planning meetings have been scheduled with Architecture & Urban Design.

    Reorganize & Redefine

    • Social Welfare IT assessment has been completed. The Director of Support Services is drafting the centralization proposal for their area. The Edwards Campus IT assessment has also been completed. Senior KU IT staff are scheduled to meet on March 21 to discuss their centralization model. Finally, the team met with Dean Wazel from the School of Music on March 14 and agreed to start the IT assessment of their area.

    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 stakeholders are finalizing a design. 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

    • The Invoice Processing team released the new workflow to production with the second wave of the KU Procure-to-Pay Initiative on March 11, 2013, completing Phase One of the Enterprise-wide Document Imaging and Workflow project. Phase Two will be highlighted in the next update.

    Campus CRM (Constituent Relationship Management)

    • This is the final status report for Student Services CRM as that project is being closed. Beginning next week status will be reported on One-Stop-Shop Portal as it will be the entry point for CRM functionality for students.
    • The Graduate Studies CRM project meetings are being held biweekly with IT and CollegeNET staff. The project team and School of Engineering began testing campaign functionality and successfully tested one campaign communication plan cycle. Discussions are underway with Edwards Campus and School of Business staff regarding email templates and communication plan setup. The goal is to have most functionality available and in production by the end of March 2013.
    • 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. The first progress survey was sent to faculty participating in the pilot on 03/01/13. As a result, 105 tracking items were raised, the vast majority of which were Kudos sent to students performing well in their courses.

    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 are preparing to participate using the calendar in their back office beginning in April 2013.
  • March 4, 2013
    March 4, 2013 —

    Single Identity Management System

    • This project status is still Critical (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 continues testing the web-service to prevent creation of further conflicting user accounts. The team is defining requirements for a web-service to prevent creation of duplicate accounts. The team has completed a process to compare conflicting user accounts, and has started reviewing the results. Additionally, 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 attended by Deans Danny Anderson, Ken Audus, Neeli Bendapudi, Rick Ginsberg, and Stan Rolfe, Purchasing representatives Rick Beattie and Chris Howe, and IT representatives Rose Galindo, Jamie King, and Jaci Matney. The purpose of the group was discussed and good feedback was received from the Deans to streamline the process. 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 MFD team continues to monitor new processes, promote MFD utilization on campus and collect cost savings data.

    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 Design & Construction Management/Facilities Services and Geography. An additional eight server systems were decommissioned or virtualized. A total of 102 servers have completed transition to date. Planning meetings have been scheduled with KU Unions.

    Reorganize & Redefine

    • A meeting was held with DCM and FS Directors on March 1 to discuss the Maximo support and governance model, and the desktop support model. The Social Welfare IT assessment has been completed and the centralization proposal is being drafted. A meeting was held with Natural History museum staff and Kris Krishtalka to discuss the IT Bench process and how we can assist them in migrating websites from Dupal 6 to Drupal 7. The Edwards Campus initial assessment is scheduled for March 12. A meeting is scheduled for April 2 with School of Law Dean Mazza. A meeting is scheduled for March 14 with School of Music Dean Walzel.

    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 stakeholders are finalizing a design. 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

    • The CLAS Retroactive Withdrawal eForm was released to production. The Invoice Processing subproject team continues to test the new workflow and is on target to release to production the second wave of KU Procure-to-Pay Initiative on March 11, 2013, completing Phase One of the Enterprise-wide Document Imaging and Workflow project.

    Campus CRM (Constituent Relationship Management)

    • The Executive Sponsors have received the Executive Overview of the DemandEngine report.
    • The Graduate Studies CRM project meetings are being held biweekly with IT and CollegeNET staff. CollegeNET published a secondary update to Admit and Prospect on 02/26/13, which provides additional setup, search, reporting and campaign features. Graduate Studies continues to work with CollegeNET to import GRE test files. The goal is to have most functionality available and in production by the end of March 2013.
    • 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 has begun. Biweekly meetings have been scheduled to review feature rollouts.

    Early Warning System

    • The spring pilot of Early Warning began on 01/22/13. Eight courses are participating in the pilot. The first progress survey will be sent to faculty participating in the pilot on 03/01/13.

    Appointment Scheduler

    • Work is underway 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 the back office beginning in April 2013.
  • February 17, 2013
    February 17, 2013 —

    Single Identity Management System

    • This project status is still Critical (i.e. Red). For AD, this effort remains on hold until the non-technical aspects of the project have been resolved. For META, the users identified to be part of the first round of user-id changes have been migrated. The teams are assessing the impacts for planning out the larger user-id migrations. The team continues testing web-services to prevent creation of further duplicate and conflicting user accounts. Additionally, the team continues to work on requirements for data attribute syncing, and management.

    Leverage Software Purchasing

    • The charge documents for the Technology Advisory Committee, the Hardware Advisory and the Software Advisory subcommittees were finalized. The first meeting of the Technology Advisory Committee was held on 02/13/13 and attended by Deans Danny Anderson, Ken Audus, Neeli Bendapudi, Rick Ginsberg, and Stan Rolfe, Purchasing representatives Rick Beattie and Chris Howe, and IT representatives Rose Galindo, Jamie King, and Jaci Matney. The purpose of the group was discussed and good feedback was received from the Deans to streamline the process. 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 MFD team continues to promote MFD utilization on campus and collect cost savings data.

    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 Center for Environmentally Beneficial Catalysis and KU Alumni. An additional ten server systems were decommissioned. IT Leadership continues to reach out and discuss the concept of the CFE-SCV project with many members of the community. Planning meetings have been scheduled with General Counsel and Geography.

    Reorganize & Redefine

    • The first draft of the TSC presentation is complete and work is underway with IT Communications to review. DCM/FS IT staff centralization has been completed and a meeting is scheduled for 03/01/13 with DCM and FS Directors to discuss the Maximo support model. School of Education IT staff centralization has been completed and work is underway with Dean Ginsberg on communications and meetings with department chairs to assess needs. Social Welfare IT assessment has been completed and the centralization proposal is being drafted. Work is underway with Marilu Goodyear on CFE initiatives for the Edwards Campus and the IT assessment will be scheduled after 03/08/13. Cost savings continue to be tracked for each area.

    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 stakeholders are finalizing details for sharing internal records across campuses. 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

    • The CLAS subproject will release the Retroactive Withdrawal eForm soon. The Invoice Processing subproject team continues to test the new workflow and is on target 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 have received the Executive Overview of the DemandEngine report.
    • The Graduate Studies CRM project meetings are being held biweekly 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 will complete the design phase the week of 02/18/13. Implementation will begin immediately after completion of the design.

    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 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.

    Early Warning System

    • The spring pilot of Early Warning began on 01/22/13. Eight courses are participating in the pilot. The first progress survey will be sent to faculty participating in the pilot on 03/01/13.

    Appointment Scheduler

    • Work is underway 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 the back office beginning in April 2013.
  • February 4, 2013
    February 4, 2013 —

    Single Identity Management System

    • Project status is still Critical (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 is targeting an implementation in May. Communications have gone out to all KU Lawrence users that are part of the subset of user-ids targeted for change on February 7. The team is also testing a web-service to prevent creation of further duplicate and conflicting user accounts. The team continues to work on requirements for data attribute syncing and management.

    Leverage Software Purchasing

    • Analysis is underway on the total KU spend with multiple vendors providing video and classroom technology and support with the goal of establishing an enterprise contract for support which would result in savings for KU. Analysis continues on multiple years of software purchase data, with a focus on overlaps between KUL and KUMC, looking at total spend with each individual vendor. The final drafts of the charge documents for the Technology Advisory Committee, the Hardware Advisory and Software Advisory subcommittees are waiting for final review and approval. Total savings recognized to-date is $297,174.54.

    Increase MFD Usage

    • The MFD team continues to promote MFD utilization on campus and collect cost savings data.

    Server Centralization

    • 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 Kansas Biological Survey. An additional seven server systems were decommissioned and two more migrated to the virtualized server hosting platform. IT Leadership continues to reach out and discuss the concept of the CFE-SCV project with many members of the community.

    Reorganize & Redefine

    • Chris Hathaway from DCM/FS has been hired as the TSC Manager for the Administration TSC. The DCM/FS Centralization Proposal has been completed and approved by the CIO; there has been a meeting scheduled on February 7 to discuss next steps with Barry Swanson. The School of Education Centralization Proposal has also been completed and approved by the CIO. The Director of Support Services met with Rick Ginsberg, Dean of the School of Education on January 31 and is currently working on finalizing the proposal between KU IT and SoE. Finally, the Social Welfare IT assessment has been completed. The project team met with internal KU IT staff and is now pending for DSS to draft the Centralization proposal.

    Network Optimization

    • Network teams continue to move forward on the CFE Network Optimization initiatives. Network engineering continues to improve on the KU Peering Network design. The DNS Anycast architecture has been implemented and is productional. Progress continues on changing overlapping IP addresses at the KU Lawrence and KU Medical Center campuses.

    Enterprise-wide Document Imaging and Workflow

    • The CLAS subproject will release the Retroactive Withdrawal eForm soon. The Invoice Processing subproject team continues to test the new workflow and is on target 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 have received the Executive Overview of the DemandEngine report.
    • The Graduate Studies CRM project meetings are held biweekly with IT and CollegeNET staff. CollegeNET released some functionality of the new system for testing. Project partners are developing workflows and email templates. Graduate Studies is working with CollegeNET to import GRE test files. Goal is to have most functionality available and in production by March.
    • The Business & Industry CRM project team began the design phase on 01/28/13.

    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 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.

    Early Warning System

    • The spring pilot of Early Warning began on 01/22/13. Eight courses are participating in the pilot. The first kudos were sent to students in one of the pilot courses this week.

    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.
  • January 22, 2013
    January 22, 2013 —

    Single Identity Management System

    • This project status is still Critical (i.e. Red). The teams continue meeting, and are evaluating revised timelines. For META, the team expects to publish new timelines with the next report. The team has completed the analysis and design of the process to establish which user-id to change for the conflicts that exist. The team is using a subset of those users as a template, and will be changing their user-ids in early February. Communications for those changes will start next week. The team is also testing a web-service to prevent creation of further duplicate and conflicting user accounts. Finally, the team continues to work on requirements for data attribute syncing, and management.

    Leverage Software Purchasing

    • Analysis continues 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. Work is underway with KU Purchasing to update KU's contract with Perceptive Software to reflect expiration of the State of Kansas contract. Analysis is underway on total KU spend with SKC and Cytek, video and classroom technology and support vendors, to determine feasibility of an enterprise wide contract for implementation and support. The final drafts of the charge documents for the Technology Advisory Committee, and the Hardware and Software Advisory subcommittees are undergoing a final review by the project team and will be finalized the week of January 21, along with membership of these committees. Work continues on campus agreements for statistical teaching tools and survey tools. Total savings recognized to-date is $297,174.54.

    Increase MFD Usage

    • The project team continues to monitor new processes, collect cost savings data, and promote MFD usage.

    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 three additional departments. A significant number of servers have been decommissioned due to the centralization process. A large research unit on campus is completing their move to the centrally hosted KU Exchange email environment which will allow them to stop hosting email servers. This type of migration, while complex for both IT and the unit, is a great example of gaining cost efficiency while providing new features and resources to users.

    Reorganize & Redefine

    • TSC Manager for Administration second-round interview process competed. Checking references this week and will make a decision on the hire next week. Project Team worked on the TSC reporting model, which incorporate the application development and support positions. Break-out meeting of to collect information for the MSA, specifically the services that are provided by the MSA (Managed Service Agreement). DCM / FS Centralization Proposal completed, submitted to senior KU IT staff for approval. School of Education Centralization Proposal completed, submitted to KU IT Leadership for approval. Social Welfare IT assessment completed. Internal KU IT meeting setup on Jan 25 to discuss plan on how to proceed with Staff Centralization.

    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 is complete. All IP address blocks external to IT are complete. Progress continues to be made on changing overlapping IP addresses internally for firewalls and PBX.

    Enterprise-wide Document Imaging and Workflow

    • The CLAS subproject will release the Retroactive Withdrawal eForm soon. The Invoice Processing subproject team continues to test the new workflow and is on target 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 have received the Executive Overview of the DemandEngine report.
    • 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 has engaged a vendor who will begin their on-site design on 01/28/13.

    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 a baseline for project requirements has been established. Implementation of the user requested enhancements has begun. Biweekly meetings have been scheduled to review feature rollouts. A change order was approved for the KU News Module, which is the first enhancement to rollout in January 2013.

    Early Warning System

    • The spring pilot of Early Warning begins on 01/22/13. Eight courses will participate in the pilot. Training sessions for faculty, teaching assistants and advisors have completed.

    Appointment Scheduler

    • The fall pilot completed on 12/21/12. 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.
  • January 7, 2013
    January 7, 2013 —

    Single Identity Management System

    • This project status is still Critical (i.e. Red). The teams continue meeting, and are working to re-establish timelines for this project. The team expects to establish new timelines by the next report. For META, the team has completed password policy discussions, and will be publishing those for sign-off. The team also continues to resolve user conflicts, complete requirements for data attribute syncing, and is developing a process to prevent creation of duplicate and conflicting user accounts.

    Leverage Software Purchasing

    • Analysis continues 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. Work is underway with KU Purchasing to update KU's contract with Perceptive Software to reflect expiration of the State of Kansas contract. Total savings recognized to-date is $297,174.54.

    Increase MFD Usage

    • Monitoring new processes and collecting cost savings data. Cosponsoring a print reduction competition starting 1/7/2013 with a number of academic departments in Wescoe Hall.

    Server Centralization

    • The Server Centralization team continues to work to implement server hosting plans and managed services hosting agreements for those departments that the team has previously met with and completed migration planning for. The team did not meet with any additional departmental staff for registration review and migration planning in the previous two-week period due to the winter holiday.

    Reorganize & Redefine

    • There are no activities on this project since the last report due to the winter holiday. The project team will resume meeting on January 7, 2013.

    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 Lawrence and KU Medical Center campuses.

    Enterprise-wide Document Imaging and Workflow

    • The CLAS subproject released the Reinstate/Readmit eForm to production and will be releasing the Retroactive Withdrawal eForm soon. The Invoice Processing subproject team continues to test the developed solution and plans 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 have received the Executive Overview of the DemandEngine report.
    • 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 a baseline for project requirements has been established. Implementation of the user requested enhancements has begun. Biweekly 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 rollout 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 sessions for faculty, teaching assistants, and advisors have been scheduled in mid-January 2013.

    Appointment Scheduler

    • The fall pilot completed on 12/21/12. 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.
  • December 26, 2012
    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.
  • December 10, 2012
    December 10, 2012 —

    Single Identity Management System

    • This project status is still Critical (I.E. Red). However, resources from KUMC/Hospital are now available, and we are meeting weekly again. For META, the team has re-engaged to resolve user conflicts, and complete requirements for data attribute syncing.

    Leverage Software Purchasing

    • Analysis continues 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. 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 Lawrence and KU Medical Center, offering software and functionality beyond the prior agreement. Savings on the Microsoft Campus Agreement for the KU Lawrence campus are $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

    • The MFD workgroup is working on ideas to increase awareness and promote utilization of MFDs on campus.

    Server Centralization

    • The server centralization team has met with and reviewed registration data for one additional group on campus and began the development of plans for their future hosting needs. This bi-weekly period achieved a lower than typical number of client review meetings due to the Thanksgiving Holiday and the end of the semester. SCV team leads met with Huron and IT Project Management staff to reconcile all cost savings to date, further refine cost saving projection tracking, and further formalize the cost reporting process. Facility Services has made excellent progress with the installation of the new power equipment in the KU Data Center.

    Reorganize & Redefine

    • TSC Manager for Administration TSC position closed. Search committee currently reviewing application and will schedule interview for qualified candidates before Dec 14. Project Team met on Dec 3 started working on Managed Service Agreement (MSA). IT Centralization Proposal for DCM / FS, Social Welfare and School of Education are all in process of creation.

    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 Lawrence and KU Medical Center 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 it to production with the KU Procure to Pay Initiative Wave 2, 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 weekly with IT and CollegeNET staff. CollegeNET has released some functionality of the new system for testing. The goal is to have most functionality available and in production by March 2013.
    • The Business & Industry CRM weekly project meetings were suspended temporarily while we interviewed each stakeholder regarding the information they need, the data they have currently and are able to share. The current focus of this project is evaluating prequalified vendors who responded to the project bid.

    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.

    Early Warning System

    • The fall pilot of Early Warning began on 08/20/2012. Nine courses have been confirmed to participate in the spring 2013 pilot.

    Appointment Scheduler

    • The fall pilot began on 08/20/2012. Students in the pilot are able to schedule appointments online with pilot course advisors. Work is under way to develop a system that will enable the various schools / departments to load advisor assignment information into the system for all undergraduate students.
  • November 26, 2012
    November 26, 2012 —

    Single Identity Management System

    • This project status is still Critical (I.E. Red). The resources needed are working on the KUMC/Hospital Exchange project. For META, the team is scheduled to restart regular meetings on November 30th (rescheduled from November 16th).

    Leverage Software Purchasing

    • Analysis continues 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. 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 Lawrence and KU Medical Center, offering software and functionality beyond the prior agreement. Savings on the Microsoft Campus Agreement for the KU Lawrence 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 savings 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 savings for each area that will not have to be spent on their departmental license for Echo360 going forward. Total Leveraging Software Purchasing savings recognized to-date is $297,174.54.

    Increase MFD Usage

    • The workgroup continues to monitor new processes and collect cost savings data. We are working on some promotional ideas to increase MFD awareness and utilization.

    Server Centralization

    • The server centralization team has met with and reviewed registration data for three additional groups on campus and began the development of plans for their future hosting needs. This bi-weekly period achieved a lower number than typical review meeting due to the Thanksgiving holiday.

    Reorganize & Redefine

    • TSC Manager for Administration TSC opened for KU Internal staff only to promote career advancement opportunity for IT Staff, close day is Dec 2, 2012. Project Team did not meet due to holidays, meeting resume on Nov 26th. Social Welfare IT assessment completed. KU IT Senior Staff will discuss internally on how to proceed with Centralization.

    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 Lawrence and KU Medical Center campuses.

    Enterprise-wide Document Imaging and Workflow

    • The CLAS subproject is moving to production in the next two weeks and the Invoice Processing subproject is continuing in the design phase.

    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 weekly with IT and CollegeNET staff. CollegeNET has released some functionality of the new system for testing. The goal is to have most functionality available and in production by January 2013. The Business & Industry CRM weekly project meetings were suspended temporarily while we interviewed each stakeholder regarding the information they need, the data they have currently and are able to share. The current focus of this project is developing all of the data requirements needed for this system. Additionally, discussions are being held with potential vendors to develop a system.

    Campus CMS (Content Management System)

    • 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.

    Early Warning System

    • The fall pilot of Early Warning began on 08/20/2012. We have five confirmed courses for the pilot for spring 2013. An email has been sent to faculty members teaching spring 2013 classes with 200 or more students, inviting them to consider using MySuccess in the spring.

    Appointment Scheduler

    • The fall pilot began on 08/20/2012. Students in the pilot are able to schedule appointments online with pilot course advisors. 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.
  • November 12, 2012
    November 12, 2012 —

    Single Identity Management System

    • This project status is still critical (i.e. Red). The resources needed are working on the KUMC/Hospital Exchange project. For META, the team is scheduled to restart regular meetings on November 16th.

    Leverage Software Purchasing

    • Analysis continues 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. 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 Lawrence and KU Medical Center, offering software and functionality beyond the prior agreement. Savings on the Microsoft Campus Agreement for the KU Lawrence campus is $90,199.54. Additional cost on KU Medical Center campus is $17,639.00 based on a change in product mix as well as an increase in student counts to accommodate residents in KC and Wichita that were not previously included. Total savings to KU for the Microsoft Campus Agreement is $72,560.54. Total Leveraging Software Purchasing savings recognized to-date is $212,606.

    Increase MFD Usage

    • The workgroup continues to monitor and adjust the MFD procurement workflow and collect cost savings data.

    Server Centralization

    • The server centralization team has now reviewed the raw registration data of 298 of the 678 registered servers. The team has met with and reviewed registration data for six additional groups on campus and began the development of plans for their future hosting needs. To date, of the servers that KU IT has worked to centralize, roughly 30% have been physically relocated to KU's Central Data Center, 30% have been decommissioned and migrated to an enterprise shared hosting platform, 20% have been removed from service or consolidated, and 20% have been moved from physical to virtual hosting platforms. Facility Services continues to progress very well with the installation of the power expansion phase of the project.

    Reorganize & Redefine

    • The Associate Director for Support Services interviews have concluded and a decision will be made in the week of Oct 29th. The project team created a communication plan based on the KU IT communication template. The IT assessment for Social Welfare is scheduled on Oct 29.

    Network Optimization

    • The network teams continue to move forward on the Changing for Excellence Network Optimization initiatives. Network engineers have successfully completed three phases of testing the new network. Domain Name Service (DNS) servers have been installed in the data centers. The DNS design has been finalized and testing is underway. We have begun to work with campus units to make the transition to the new DNS servers as smooth as possible. 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

    • The Admissions Transcript Processing and HR subprojects have been released to production while final revisions are under way. The CLAS subproject has moved to implementation while the Invoice Processing subproject continues in the design phase.

    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 held bi-weekly with IT and CollegeNet staff. CollegeNet has released some of the functionality of the new system for testing. The goal is to have most functionality available and in production by January 2013. The Business & Industry CRM weekly project meetings were suspended temporarily while we interviewed each stakeholder regarding the information they need, the data they have currently and are able to share. The current focus of this project is developing all of the data requirements needed for this system. Additionally, discussions are being held with potential vendors to develop a system.

    Campus CMS (Content Management System)

    • All early adopter web site 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.

    Early Warning System

    • The fall pilot of Early Warning began on 08/20/2012. We have five confirmed courses for the pilot for spring 2013. An email has been sent to faculty members teaching spring 2013 classes with 200 or more students, inviting them to consider using MySuccess in the spring.

    Appointment Scheduler

    • The fall pilot began on 08/20/2012. Students in the pilot are able to schedule appointments online with pilot course advisors. Work is underway to develop a system that will enable the various schools and departments to load advisor assignment information into the system for all undergraduate students.
  • October 29, 2012
    October 29, 2012 —

    Single Identity Management System

    • This project status is still Critical (I.E. Red). The resources needed are working on the KUMC/Hospital Exchange project.

    Leverage Software Purchasing

    • Analysis continues 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. Savings recognized to-date of $140,045, more than twice the expected savings for FY13. Additional savings will be recognized very soon with the completion of the Microsoft Campus Agreement for both KU-L and KU-M.

    Increase MFD Usage

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

    Server Centralization

    • Two additional major departments/groups (Journalism, Edwards Campus) have worked with the evaluation committee to review their results and develop plans for their future server hosting needs. The Server Registration and Centralization Policy has made it through final review with the CIO, Policy Office, & Provost's Office and was published to the KU Policy Website on October 15th ( https://documents.ku.edu/policies/IT/ServerRegistration.htm ). Facilities Services is doing an excellent job installing the new transformers in the Computer Center and the work is progressing very well.

    Reorganize & Redefine

    • Associate Director for Support Services interviews have concluded and a decision will be made in the week of Oct 29th. Project Team created communication plan based on the KU IT Communication Template. IT assessment for Social Welfare is scheduled on Oct 29.

    Network Optimization

    • The network teams continue to move forward on the Changing for Excellence Network Optimization initiatives. Network engineers have successfully completed three phases of testing the new network. Domain Name Service (DNS) servers have been installed in the data centers. Consultants were engaged to help architect the systems. We have begun to work with campus units to make the transition to the new DNS servers as smooth as possible. 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

    • The Admissions Transcript Processing and HR subprojects have been released to production while final revisions are under way. The CLAS and Invoice Processing subprojects are in the design phase.

    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 held bi-weekly. Work continues with CollegeNET on system development and creation of a spreadsheet form to use in uploading data to the system. The Business & Industry CRM weekly project meetings were suspended temporarily while we interviewed each stakeholder regarding the information they need, the data they have currently and are able to share. The current focus of this project is developing all of the data requirements needed for this system. Additionally, discussions are being held with potential vendors to develop a system.

    Campus CMS (Content Management System)

    • All early adopter site administrators continue to migrate their websites to the new CMS platform. Anticipated completion date for many early adopters is October 2012.

    Early Warning System

    • The fall pilot of Early Warning began on 08/20/2012. We have three confirmed courses for the pilot for Spring 2013. An email has been sent to faculty members teaching Spring 2013 classes with 200 or more students, inviting them to consider using MySuccess in the spring. There will be two information sessions on MySuccess for these faculty members: Oct. 29 at 3:00pm and Oct. 30 at 1:00pm in 250 Strong.

    Appointment Scheduler

    • The fall pilot began on 08/20/2012. Students in the pilot will be able to schedule appointments online with pilot course advisors.
  • October 15, 2012
    October 15, 2012 —

    Single Identity Management System

    • This project status is still Critical (I.E. Red). The resources needed are working on the KUMC/Hospital Exchange project.

    Leverage Software Purchasing

    • Discussions are underway with the Project Team about implementing a Technology Purchasing Advisory Board that will assist with both hardware and software purchases across campus. The Software Advisory Board would become a subcommittee, and an additional Hardware Advisory Board subcommittee would be created. The Draft Charge document is being revised to reflect this change. The project team is currently analyzing two years of software purchase data looking at total spend with each individual vendor. Discussions are beginning with Adobe regarding an enterprise license.

    Increase MFD Usage

    • The workgroup continues to monitor new processes and collect cost savings data.

    Server Centralization

    • Two additional major departments/groups (Math, Energy Balance Lab) have worked with the evaluation committee to review their results and develop plans for their future server hosting needs. The SCV team met with members of IT Sr. Leadership to streamline cost saving tracking methodology. Members of IT and RGS met and began the process of decommissioning the server room that was located in the MRB facility as all systems previously located there have now been relocated and centralized.

    Reorganize & Redefine

    • Associate Director for Support Services interviews started and will be concluded in the week of October 15. Project Team continues to work on Communication Plan. IT assessment is completed for School of Education.

    Network Optimization

    • The network teams continue to move forward on the Changing for Excellence Network Optimization initiatives. Network engineers have successfully completed three phases of testing the new network. Domain Name Service (DNS) servers have been installed in the data centers. Consultants have been engaged to help re-architect the systems and make the transition as smooth as possible. 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

    • The Admissions Transcript Processing and HR subprojects have been released to production while final revisions are under way. The CLAS and Invoice Processing subprojects are in the design phase.

    Campus CRM (Constituent Relationship Management)

    • The consultant completed the workshops related to Business & Industry outreach. The project team is now waiting for the final report. The Graduate Studies CRM project meetings are held weekly. Work continues with CollegeNET on system development and creation of a spreadsheet form to use in uploading data to the system. The Business & Industry CRM project meetings are held weekly. The current focus of this project is developing all of the data requirements needed for this system.

    Campus CMS (Content Management System)

    • All early adopter site administrators continue to migrate their websites to the new CMS platform. Anticipated completion date for most early adopters is October 2012.

    Early Warning System

    • The fall pilot of Early Warning began on 08/20/2012. We have nine volunteers for the Spring Pilot, with more than 3,000 students enrolled, and are looking for one more volunteer.

    Appointment Scheduler

    • The fall pilot began on 08/20/2012. Students in the pilot will be able to schedule appointments online with pilot course advisors. Work is underway now to load Advisors into the system.
  • October 1, 2012
    October 1, 2012 —

    Single Identity Management System

    • This project status is still critical (i.e. Red). For META, the team is waiting to resume working through issues such as user provisioning, password policies, challenge questions, self-service and attribute synching. Resources from KUMC and KU Hospital are unavailable until November 12, 2012, due to work on their Exchange implementation. The team has a draft communication plan to inform the impacted users. This plan is being worked on with leadership. For AD, we are at a crossroads on the SIMS phase 1 project regarding Active Directory. We are actively seeking a decision on non-technical aspects of the project, which will have a long-term impact on the complexity of the technical design. We will engage an expert vendor for Active Directory design once this decision is made.

    Leverage Software Purchasing

    • The first draft of the charge document for the Software Advisory Board has been reviewed by the project team. The project team has gathered two years of software utilization data and is continuing to review this data to determine the next best candidates for enterprise licenses. Membership of the Software Advisory Board continues toward finalization.

    Increase MFD Usage

    • The MFD workgroup continues to monitor the new workflow and collect cost savings data. This project has identified $242,292.80 in savings to date.

    Server Centralization

    • The project team continues to meet with departments that have registered their servers to plan for future hosting and storage needs. The planning & site review for the power project has continued to progress and the team will be meeting 10-3-12 to review ship dates of critical materials and finalize this sub-project's timelines work breakdown.

    Reorganize & Redefine

    • The Associate Director for Support Services position closed. The search committee will interview finalists during the week of October 8th. The project team has had their final review of TSC processes on procedures. IT assessments are scheduled for the School of Education, School of Social Welfare, and the KU Library.

    Network Optimization

    • The network teams continue to move forward on the Changing for Excellence Network Optimization initiatives. Network engineers have successfully completed two phases of testing. DNS servers have been installed in the data centers. A plan is being formulated to re-architect the systems and make the transition as smooth as possible. Progress continues to be made on overlapping IP addresses for both KU Lawrence and KU Medical Center.

    Enterprise-wide Document Imaging and Workflow

    • The Office of the University Registrar subproject was moved into production. The Admissions Transcript Processing and HR subprojects are moving into production now. The CLAS subproject is in the design phase and the Invoice Processing subproject will enter the design phase in a couple of weeks.

    Campus CRM (Constituent Relationship Management)

    • The consultant completed the workshops related to Business & Industry outreach. The project team is now waiting for the final report. The Graduate Studies and Business & Industry Outreach CRMs have been given the green light to move forward, separately from the Student CRM, with the caveat that in three years we will look at bringing all of these CRMs together. Project meetings have begun.

    Campus CMS (Content Management System)

    • All early adopter site administrators continue to migrate their websites to the new CMS platform. Anticipated completion date for most early adopters is October 2012.

    Early Warning System

    • The fall pilot of Early Warning began on 08/20/2012 and includes nine courses.

    Appointment Scheduler

    • The fall pilot began on 08/20/2012. Students in the pilot will be able to schedule appointments online with pilot course advisors.
  • September 17, 2012
    September 17, 2012 —

    Single Identity Management System

    • This project status for this time period has been moved to Critical (i.e. Red). For META, the team is waiting to resume working through issues such as user provisioning, password policies, challenge questions, self-service and attribute synching. Resources from KUMC and KU Hospital are unavailable until November 12, 2012 due to work on their Exchange implementation. The team has a draft communication plan to inform the impacted users. This plan is being worked on with leadership. The team is also working on processes to add placeholder accounts to prevent creation of duplicate/conflicting user names. For AD, we are at a crossroads on the SIMS phase 1 project regarding Active Directory. We are actively seeking a decision on non-technical aspects of the project, which will have a long-term impact on the complexity of the technical design. We will engage an expert vendor for Active Directory design once this decision is made.

    Leverage Software Purchasing

    • The membership of the Software Advisory Board continues toward finalization. The first draft of the charge document for the Software Advisory Board will be reviewed by the project team in our next meeting. The project team reviewed the one year software utilization data, by department, and determined that the best candidate for an enterprise license is Adobe. There are many Adobe software components in use by many departments on campus. Our team will work with Adobe to determine what software components are part of an enterprise license and begin discussing our options. In addition, we are obtaining two years of software purchase data to provide a better analysis for decision making.

    Increase MFD Usage

    • The MFD group continues to monitor the new MFD workflow and collect cost savings data.

    Server Centralization

    • The server centralization team has continued to meet with constituent groups to review the registration data they provided. The review committee continues to work with technical liaisons from departments to plan their future hosting options.

    Reorganize & Redefine

    • The Associate Director for Support Services position has been posted and will close on 9/21. The project team has created and reviewed the KPIs to capture and measure the workload and productivity of the Technology Service Center (TSC).

    Network Optimization

    • The network teams continue to move forward on the Changing for Excellence Network Optimization initiatives. Network engineers have successfully completed a first phase of testing for the KU Peering Network. A second phase is scheduled for next week. DNS servers have been installed in the data centers. A plan is being formulated to re-architect the systems and make the transition as smooth as possible. Progress continues to be made on overlapping IP addresses for both KU Lawrence and KU Medical Center.

    Enterprise-wide Document Imaging and Workflow

    • The Office of the University Registrar subproject was moved into production. The Admissions Transcript Processing and HR subprojects are moving into production now. The CLAS subproject is in the design phase and the Invoice Processing subproject will enter the design phase in a couple of weeks.

    Campus CRM (Constituent Relationship Management)

    • The consultant completed the workshops related to Business & Industry outreach. The project team is now waiting for the final report. The Graduate Studies and Business & Industry Outreach CRMs have been given the green light to move forward, separately from the Student CRM, with the caveat that in three years we will look at bringing all of these CRMS together. Project meetings have begun.

    Campus CMS (Content Management System)

    • All early adopter site administrators continue to migrate their websites to the new CMS platform. Anticipated completion date for most early adopters is September 2012.

    Early Warning System

    • The fall pilot of Early Warning began on 08/20/2012 and includes nine courses.

    Appointment Scheduler

    • The fall pilot began on 08/20/2012. Students in the pilot will be able to schedule appointments online with pilot course advisors.
  • September 4, 2012
    September 4, 2012 —

    Single Identity Management System

    • For META, the team is continuing to work through issues such as user provisioning, password policies, challenge questions, self-service and attribute synchronization. The team has a draft communication plan to inform the impacted users. This plan needs to be presented to leadership. For AD, we are at a crossroads on the SIMS phase 1 project regarding Active Directory. We are actively seeking a decision on non-technical aspects of the project, which will have a long-term impact on the complexity of the technical design. We will engage an expert vendor for Active Directory design once this decision is made.

    Leverage Software Purchasing

    • The membership of the Software Advisory Board is being finalized. The first draft of the charge document for the Software Advisory Board and the first draft of the software usage report, by department, will be reviewed by the project team in our next meeting.

    Increase MFD Usage

    • The group continues to monitor the new MFD workflow and collect cost savings data. Analyses of data on toner spend by departments for 2011 and part of 2012 is underway and will help identify areas of potential significant cost savings.

    Server Centralization

    • Staff are actively working with groups that have not completed registration by the deadline. Two additional major groups have worked with the evaluation committee to review their results and develop plans for their future server hosting needs. The SCV team met with members of IT Senior Leadership to review costs and cost saving tracking methodology. IT received approval to execute on the amended transformer power expansion project that was carried forward from phase one and funding information has been provided to Facilities Services in order to begin the project.

    Reorganize & Redefine

    • TSC IT Staff Orientation and Training are reviewed and completed. The project team has started to work on creating, evaluating and reviewing KPIs to capture and measure the workload and productivity of the TSC.

    Network Optimization

    • During the most recent bi-weekly team meeting, we agreed to begin advertising test networks into the KU Peering Network. This change is scheduled for 9/6/12 at 6:30am. KU-Lawrence continues to develop plans for a major change to the Domain Name System (DNS) architecture. KU – Medical Center and KU-Lawrence have continued to make excellent progress at eliminating the overlapping IP address space. KU – Lawrence has transitioned the stewardship for Changing for Excellence Network Optimization from Christopher Giem to John Lawrence and Joey Marschie.

    Enterprise-wide Document Imaging and Workflow

    • The Office of the University Registrar and Admissions Transcript Processing subprojects are moving into production now. The HR subproject continues in the implementation phase. The CLAS subproject continues in the design phase.

    Campus CRM (Constituent Relationship Management)

    • The consultant completed the workshops related to Business & Industry outreach. The project team is now waiting for the final report. The Graduate Studies and Business & Industry Outreach CRMs have been given the green light to move forward, separately from the Student CRM, with the caveat that in three years we will look at bringing all of these CRMS together. Project meetings have begun.

    Campus CMS (Content Management System)

    • All early adopter site administrators continue to migrate their websites to the new CMS platform. Anticipated completion date for most early adopters is September 2012.

    Early Warning System

    • The fall pilot of Early Warning began on 08/20/2012 and includes nine courses.

    Appointment Scheduler

    • The fall pilot began on 08/20/2012. Students in the pilot will be able to schedule appointments online with pilot course advisors.
  • August 20, 2012
    August 20, 2012 —

    Single Identity Management System

    • For META, the team is continuing to work through issues such as user provisioning, password policies, challenge questions, self-service and attribute synching. We are continuing to work on the communication plan to inform the impacted users. For AD, we are at a crossroads on the SIMS phase 1 project regarding Active Directory. We are seeking a decision on non-technical aspects of the project, which will have a long-term impact on the complexity of the technical design. We will engage an expert vendor for Active Directory design once this decision is made.

    Leverage Software Purchasing

    • The membership of the Software Advisory Board is growing and nearly final. The first draft of the charge document for the Software Advisory Board and the first draft of the software usage report, by department, will be reviewed by the project team in our next meeting.

    Increase MFD Usage

    • The MFD workgroup continues to monitor the new workflow and collect cost savings data.

    Server Centralization

    • The results of the server registration continue to be consolidated. 770+ servers have been registered. Staff are actively following up with groups that have not completed registration by the deadline. Two major groups have worked with the evaluation committee to review their results and develop plans for their future server hosting needs.

    Reorganize & Redefine

    • CFE Technology initiatives Case Studies with School of Business presented in Provost¹s Retreat and CFE Advisory Group. Staff Exit Process on both resignation and termination are reviewed and completed

    Network Optimization

    • The three campuses have agreed on a standard for prioritizing application network traffic as it passes between campuses. As a part of preparing the three campuses to have a common network visibility, KU-L has completed a major upgrade to the Domain Name System (DNS) software. KUMC and KU-L have continued to make excellent progress at eliminating the overlapping IP address space.

    Enterprise-wide Document Imaging and Workflow

    • The Office of the University Registrar subproject is moving into production now. The HR subproject continues in the implementation phase while the CLAS and Admissions Transcript Processing subprojects continue in the design phase.

    Campus CRM (Constituent Relationship Management)

    • The consultant completed the workshops related to Business & Industry outreach. The project team is now waiting for the final report. The Graduate Studies and Business & Industry Outreach CRMs have been given the green light to move forward, separately from the Student CRM, with the caveat that in three years we will look at bringing all of these CRMs together. Project meetings are being scheduled for both of these projects now.

    Campus CMS (Content Management System)

    • All early adopter site administrators continue to migrate their websites to the new CMS platform. The target for deployment of early adopter websites is the end of August 2012.

    Early Warning System

    • The summer pilot of Early Warning is complete. The fall pilot begins on 08/20/2012 and will be implemented in nine courses.

    Appointment Scheduler

    • The fall pilot of Early Warning begins on 08/20/2012 and will include nine courses.
  • August 6, 2012
    August 6, 2012 —

    Single Identity Management System

    • For META, the team is continuing to work through issues such as user provisioning, password policies, challenge questions, self-service and attribute synching. We are researching tools to help manage the passwords. We are continuing to work on the communication plan to inform the impacted users. For AD, we are at a crossroads on the SIMS phase 1 project regarding Active Directory. We are seeking a decision on non-technical aspects of the project, which will have a long-term impact on the complexity of the technical design. We will engage an expert vendor for Active Directory design once this decision is made.

    Leverage Software Purchasing

    • Analysis of the software survey data is ongoing. Discussions have been started with the team implementing the upcoming mobile applications to ensure that the software web page and the mobile web page have similar categories for software and links to each other. Work is being started on the charge document for the Software Advisory Board.

    Increase MFD Usage

    • The team continues to monitor new progress and collect cost savings data.

    Server Centralization

    • Members of the committee have worked to consolidate the results of over 750 registered servers into a central registry. Nearly 200 departments/groups have completed the registration process. Staff are actively working with departments that have not completed registration by the deadline. Three major Units have worked with the evaluation committee to review their results and develop plans for their future server hosting needs.

    Reorganize & Redefine

    • The new Technology Service Center (TSC) staff onboarding process has been reviewed and completed. The team has started working on exit procedures for both TSC customers and TSC staff. The next IT assessment is scheduled with the Public Safety Office and DCM / FS.

    Network Optimization

    • We have activated the BGP sessions (routing) on the KU Peering Network. We are not advertising routes yet. We are actively filtering all inbound and outbound route advertisements. We are going to test the KU Peering Network for a while to ensure it is stable before advertising routes. In our next CFE network meeting, we will determine a plan to test the advertisement of routes, as well as come up with an implementation plan before going live.

    Enterprise-wide Document Imaging and Workflow

    • The Financial Aid and Admissions subprojects moved to production. The HR subproject continues in the implementation phase. Both CLAS and University Registrar subprojects continue in the design phase.

    Campus CRM (Constituent Relationship Management)

    • The consultant completed the workshops related to Business & Industry outreach. The project team is now waiting for the final report. The Graduate Studies and Business & Industry Outreach CRMs have been given the green light to move forward, separately from the Student CRM, with the caveat that in three years we will look at bringing all of these CRMS together. Project meetings are being scheduled for both of these projects now.

    Campus CMS (Content Management System)

    • All early adopter site administrators have begun migrating their web sites to the new CMS platform. The target date for deployment of early adopter websites is August 2012.

    Early Warning System

    • The summer pilot of Early Warning is complete. The fall pilot begins on 08/20/2012 and will be implemented in nine courses.

    Appointment Scheduler

    • Training for the fall pilot is almost complete. The fall pilot begins on 08/20/2012.
  • July 23, 2012
    July 23, 2012 —

    Single Identity Management System

    • For META, the team is continuing to work through issues like user provisioning, password policies, challenge questions, self-service, and attribute synching. We have completed decisions on password policy (expiration and complexity). We have identified the accounts that need to be consolidated and those that are in conflict. We are working on the communication plan to inform the impacted users. We are starting with the accounts that need to be consolidated. For AD, we need to determine a vendor to help design the best Active Directory environment base on the signed off requirements.

    Leverage Software Purchasing

    • The categorized software information received from the survey continues to be reviewed by the project team to determine which software products will provide KU with the most savings in the shortest timeframe. Appointments are being finalized for the Software Advisory Board membership. Work will begin next week on SAS and SPSS license renewals and MatLab license consolidations for an enterprise license.

    Increase MFD Usage

    • We completed our second, eight department pilot, which confirmed both our documentation and methodology moving forward. We have finished our pilot 2 findings report, and explored the differences in deployment in both Administrative and Academic areas. We have almost finalized the new MFD ordering process. We now move into the implementation phase.

    Server Centralization

    • The initial server registration period has ended. The team is reviewing submissions to make sure that all parties required to register have done so. The team is working with a number of larger departments to finalize and import their registration information. The server consolidation team continues to meet with registered departments and devise plans for the hosting of their systems moving forward

    Reorganize & Redefine

    • New staff / faculty / students technical on-boarding process completed. Start working on New TSC IT Staff on-boarding process. Also working on scheduling IT assessment for Public Safety Office and finish up assessment for DCM / FS.

    Network Optimization

    • The Changing for Excellence Network Optimization team provided (via KanREN) a day long network training class for network engineers from each campus. Tested and verified connectivity between campuses over the KU peering network. KUMC and KU-L have continued to make excellent progress at eliminating the overlapping IP address space.

    Enterprise-wide Document Imaging and Workflow

    • The Financial Aid subproject moved to production. The HR subproject continues in the implementation phase while the Admissions subproject has just started implementation. Both CLAS and University Registrar subprojects continue in the design phase.

    Campus CRM (Constituent Relationship Management)

    • The consultant completed the workshops related to Business & Industry outreach. The project team is now waiting for the final report.

    Campus CMS (Content Management System)

    • All early adopter site administrators have begun migrating their web sites to the new CMS platform. The target date for deployment of early adopter websites is August 2012. An early status check indicates that most early adopters will have no issues meeting the target date.

    Early Warning System

    • The summer pilot of Early Warning launched on 06/06/12 and has one week remaining. Student responses to messages have been positive so far. Surveys have been sent to students, faculty and advisors participating in the pilot. The due date to respond to the survey is 07/30/12. 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 nine courses participating.

    Appointment Scheduler

    • The project team has identified a possible solution for bringing advisors across units into one system for integration with the calendar software. The solution has been presented to an advisor focus group and Advising Leadership for feedback. The projected pilot date is August 2012 for Undergraduate Advising Center (UAC), Financial Aid & Scholarship and School of Education. Only UAC advisors working on the fall pilot will be available to students for online appointments. The other participants will pilot the online calendars within their office. Training has been scheduled for all fall pilot participants.
  • July 9, 2012
    July 9, 2012 —

    Single Identity Management System

    • For META, the team is continuing to work through issues like user provisioning, password policies, challenge questions, self-service, and attribute synching. Currently, we are concentrating on password policy and management. We have identified the accounts that need to be consolidated and those that are in conflict. We are working on the communication plan to inform the impacted users. For AD, we need to determine a vendor to help design the best Active Directory environment base on the signed off requirements.

    Leverage Software Purchasing

    • The categorized software information received from the survey continues to be reviewed by the project team to determine which software products will provide KU with the most savings in the shortest timeframe. Appointments are being finalized for the Software Advisory Board membership.

    Increase MFD Usage

    • The project team has finished their final pilot and is ready to move forward with IT Client Consulting, rolling out the methodology in CLAS. The team is also working with various constituencies on campus to find a better process by which to dispose of desktop printers on campus. Pending some final numbers, we will be finished with our Academic Pilot findings document imminently.

    Server Centralization

    • Over 210 servers have been registered. Progress is continuing to be made on the migration of RGS and School of Business servers. The project team has finalized the plan to move Administration & Finance servers and will begin working with the next round of customers.

    Reorganize & Redefine

    • Project Group starts working on new staff / faculty / students technical on-boarding process. Checklist created, working on a generic version that covers 80% of the needs. Initial IT assessment for DCM / FS begins.

    Network Optimization

    • During the bi-weekly with KUMC, KU Wichita, KanREN, and KU Lawrence, we reviewed peering network and DNS implementation steps. Fifty percent of KU Card's systems have been migrated to new IP addresses. KUMC and KU-L have continued to make excellent progress at eliminating the overlapping IP address space.

    Enterprise-wide Document Imaging and Workflow

    • The Travel and Expense subproject was released to production on 7/02/12. The HR and Financial Aid subprojects entered the implementation phase. The CLAS, Admissions, and University Registrar subprojects continue in the design phase.

    Campus CRM (Constituent Relationship Management)

    • The consultant will be on-site next week to conduct workshops related to Business & Industry outreach.

    Campus CMS (Content Management System)

    • All early adopter site administrators have begun migrating their web sites to the new CMS platform. The target date for deployment of early adopter websites is August 2012. An early status check indicates that most early adopters will have no issues meeting the target date. Information Technology deployed their CMS website live on 07/02/12.

    Early Warning System

    • The summer pilot of Early Warning launched on 06/06/12 and has reached the mid-point. Student responses to messages have been positive so far. Surveys are being developed for students, faculty, and advisors participating in the pilot in conjunction with the Office of Institutional Research & Planning. 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 six to eight courses participating.

    Appointment Scheduler

    • The project team has identified a possible solution for bringing advisers across units into one system for integration with the calendar software. The solution will be presented to an advisor focus group in July and then presented to Advising Leadership for feedback. The projected pilot date is August 2012 for University Advising Center advisors who are participating in the Early Warning pilot. Work will begin in July to bring all August pilot participants into the system.
  • June 25, 2012
    June 25, 2012 —

    Single Identity Management System

    • For META, the team is continuing to work through issues like user provisioning, password policies, challenge questions, self-service, and attribute synching. Currently, we are concentrating on password policy and management. We are continuing the consolidating and duplications of identities. We will start communicating to impacted users very soon. For AD, we need to determine a vendor to help design the best Active Directory environment base on the signed off requirements.

    Leverage Software Purchasing

    • The categorized software information received from the survey continues to be reviewed by the project team to determine which software products will provide KU with the most savings in the shortest timeframe. Appointments are being finalized for the Software Advisory Board membership. An Enterprise License for Echo360 was finalized this week. This provides all KU campuses the ability to capture classroom lectures and presentations and make them available for future access, allowing students to gain more value from past lectures.

    Increase MFD Usage

    • Since the last report the workgroup held an initial consultation with CLAS Digital Media Services as part of the second pilot project. The team also held meetings with UDP and KU Purchasing to finalize key processes, communications, and event triggers to improve the MFD procurement workflow and coordination of device delivery.

    Server Centralization

    • Over 156 servers have been registered to date. A number of campus technical liaisons have been in contact with the team to work through questions regarding the registration. The Server Evaluation Committee has met with several departments to review the results of their registration and begin planning for classification and possible centralization of appropriate servers. Departmental staff have been reminded to complete the initial registration of their serve by July 6th.

    Reorganize & Redefine

    • The project team has developed and reviewed the New Incident Workflow for TSC. Technical Assessment of Public Affairs IT support staff is completed and finalized and transition efforts remain ongoing.

    Network Optimization

    • During the Facilities Operations and Johnson Controls meeting, we addressed the few environmental control systems that have not been migrated yet. In addition, we purchased the DNS software and licenses required for Phase 1. KUMC and KU-L have continued to make excellent progress at eliminating the overlapping IP address space

    Enterprise-wide Document Imaging and Workflow

    • The CLAS subproject design phase begins this week and the implementation phase of the Travel and Expense subproject will end with the new T&E process release to production on 07/02/12. Three subprojects continue in the design phase: HR Position Management Workflow, Admissions Evaluation Workflow, and the University Registrar Workflow.

    Campus CRM (Constituent Relationship Management)

    • The consultant was on-site this week and conducted the CRM Readiness Workshops for the Bursar, Financial Aid, and Registrar Offices.

    Campus CMS (Content Management System)

    • All early adopter site administrators have begun migrating their web sites to the new CMS platform. The target date for deployment of early adopter websites is August 2012. An early status check indicates that most early adopters will have no issues meeting the target date.

    Early Warning System

    • The summer pilot of Early Warning launched on 06/06/12 and is approaching the mid-point. Three different flags have been raised and email notifications have been sent to students. Student responses to messages have been positive so far. 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 six to eight courses participating.

    Appointment Scheduler

    • The project team continues to research methods for bringing advisers across units into one system for integration with the calendar software. Advising changes could affect solutions, so the team will work with Advising Leadership to determine where the method needs to be flexible. The projected pilot date is August 2012 for UAC advisors who are participating in the Earl Warning pilot. Work will begin in July to bring all August pilot participants into the system.
  • June 11, 2012
    June 11, 2012 —

    Single Identity Management System

    • For META, the team is working through issues with user provisioning, password policies, challenge questions, self-service, and attribute syncing. Consolidation of duplicate identities continues. We will start communication very soon on the online IDs that are impacted by this consolidation effort. For AD, we need to determine a vendor to design the optimal Active Directory environment based on the approved requirements.

    Leverage Software Purchasing

    • The survey distributed on 05/01/12 to Deans, Directors and 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, was closed on 06/01/12 with 84 responses. The data has been categorized and is being reviewed by the project team members to determine which software products will provide KU with the most savings in the shortest timeframe.

    Increase MFD Usage

    • Since the last report the MFD team has completed work with all active pilot participants. CLAS Digital Media Services will be added as part of the second pilot. The new procurement/service delivery workflow is documented. A meeting is scheduled with Purchasing, UDP and the MFD team to resolve critical communications and timing issues in the MFD order/delivery workflow.

    Server Centralization

    • The server registration process is continuing with over 134 servers registered to date. A number of campus technical liaisons have been in contact with the team to work through any questions they have while filling out the registration materials. The Server Evaluation Committee has met with a number of departments to review the results of their registration and begin planning for the classification and possible centralization of appropriate servers. Departmental staff have been asked to complete the initial registration of their servers by July 6, 2012.

    Reorganize & Redefine

    • The new IT support model that is being developed by this project group is officially named Technology Support Center (TSC). Job Descriptions for Tier 1 Technical Support, Tier 2 Technical Support and TSC Manager have been created and reviewed. The project team will start to create and review New Incident Workflow in the next meeting. On current transition efforts, RGS Administration and Administration & Finance are finalized, while DCM/FO and Public Affairs are in process.

    Network Optimization

    • KUMC and KU-L have continued to make excellent progress at eliminating the overlapping IP address space. Johnson Controls has completed reprogramming the Aircuity and Phoenix environmental control systems, and we are 99% complete readdressing all of the environmental controls on campus. We continue to develop the network configuration for the KU peering network that we are planning to deploy this summer.

    Enterprise-wide Document Imaging and Workflow

    • Three subprojects continue in the design phase: HR Position Management Workflow, Admissions Evaluation Workflow and the University Registrar Workflow. Implementation effort continues for the Travel and Expense Processing subproject and the Financial Aid Workflow implementation is scheduled to start in July.

    Campus CRM (Constituent Relationship Management)

    • The CRM consultant has been hired and is scheduled to meet with campus executives and stakeholders June 20-22 and the week of July 9. The purpose is to provide CRM best practices, an assessment of current capabilities for CRM deployment, and recommend a technology evaluation and deployment process.

    Campus CMS (Content Management System)

    • This project involves migrating early adopter web sites to the new CMS platform. All early adopter site administrators have begun migrating their web sites to the new CMS. The target date for deployment of early adopter websites is August 2012.

    Early Warning System

    • The summer pilot of Early Warning launched on 06/06/12. 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

    • The project team continues to research methods for bringing advisers across units into one system for integration with the calendar software. Advising changes could affect solutions, so the team will work with Advising Leadership to determine where the method needs to be flexible. The projected pilot date is August 2012 for UAC advisors who are participating in the Early Warning pilot.
  • May 29, 2012
    May 29, 2012 — Single Identity Management System
    • For META, our selected vendor was on site to finish analysis and start the design for single/reduced sign-on. The META team is now meeting weekly and working out issues like password policies that are different between all entities. We are continuing the consolidation and duplications of identities. We now have a key in place across all the campuses that will help with this. We will start communicating on whose online IDs are affected in this consolidation very soon. For AD, the requirements document has been signed off by all parties involved.
    Leverage Software Purchasing
    • As of 05/24/12, we have received 81 responses to the survey distributed on 05/01/12 to Deans, Directors and 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 will remain open until 06/01/12 as we are still receiving responses. A reminder that the survey can still be completed will be included in an email going out from the Office of the CIO on Friday, 05/25/12. 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
    • Most of the work for participants in the second pilot is complete. The School of Social Welfare and the German Department are in the final stages of completion. Several areas that were identified as possible participants have declined to be involved in the pilot; to provide more experience to ITCC staff in the new MFD workflow, we will be identifying one or two additional sites to be included in the second pilot. The first draft of the MFD procurement process was presented to the workgroup and critiqued. A meeting with Purchasing and UDP will be arranged to finalize communications requirements and event triggers in the procurement workflow.
    Server Centralization
    • The project team has started tasks in the Phase Two portion of the Server Centralization and Virtualization project. The multi-departmental Server Evaluation Committee continues to meet and reviewed over 60 newly registered servers. 100+ departmentally operated servers have been registered as of 05/25/12 and are being reviewed by the team on a weekly basis as they come in.
    Reorganize & Redefine
    • The project group resumed meeting and had met twice within this update period. The first meeting was held to determine the specific targets and outcomes from this project group. in the second meeting, the new Tier IT support model was reviewed and Job Description was created and reviewed by the project team. On current transition efforts, RGS Administration and Administration & Finance are being finalized and DCM / FO staff is in process.
    Network Optimization
    • KUMC and KU-L have continued to make excellent progress at eliminating the overlapping IP address space. We continue to develop the network configuration for the KU peering network that we are planning to deploy this summer.
    Enterprise-wide Document Imaging and Workflow
    • The University Registrar subproject started the design phase this week. 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. The Financial Aid Awarding subproject implementation has been rescheduled to take place in July.
    Campus CRM (Constituent Relationship Management)
    • Contracts for the CRM consultant have been approved and signed by the University CIO. The consultant engagement will begin in June and provide a high-level assessment and typical best practices for implementing an enterprise-wide CRM for a higher education research institution.
    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 have begun migrating their web sites to the new CMS. The target date for deployment of early adopter websites is August 2012.
    Early Warning System
    • The project team continues to finish up remaining tasks in preparation for the summer pilot course that begins on 06/04/12. 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
    • The project team continues to research methods for bringing advisers across units into one system for integration with the calendar software. The projected pilot date is August 2012 for UAC advisors who are participating in the Earl Warning pilot.
  • May 14, 2012
    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.
  • April 30, 2012
    April 30, 2012 —
      Single Identity Management System
    • FOR META, we are finishing up analysis for the single/reduced sign-on to facilitate the vendor onsite visit in mid-May. The analysis should be completed after their visit and design should be underway. We are also continuing the analysis to consolidate cross campus identities, and we expect to have the conflicts and duplicate accounts identified within the next two weeks. For AD, the requirements document is nearly complete; we have one use-case left that is requiring further discussion. After this is resolved, we should be able to get the sign-off from the technical team.
      Leverage Software Purchasing
    • The Project Charter Document has been finalized. A survey is being distributed to Deans, Directors, and Department Chairs the week of April 30 to obtain their input regarding current software licenses in use within their departments, as well as plans for additional software for the upcoming fiscal year. This survey will also be distributed to Technical Liaisons to obtain input from their technical perspective regarding software usage. Once we have usage data, the project team will develop plans to pursue enterprise agreements on the most used software packages.
      Increase MFD Usage
    • The team held an initial meeting with the Political Science Department as part of the second pilot. We have also recruited the German Department, School of Education, and School of Social Welfare for the second pilot. The team met with the Policy Office to discuss a new printing policy; feedback is expected within two weeks. We have also been collecting energy consumption information for a representative sample of printers and MFDs, and have compiled a more precise total-cost-of-ownership matrix for common printers and MFDs based on manufacture-supplied toner capacity at 5% and 30% page coverage using current contract pricing for devices and cartridges.
      Server Centralization
    • The server registration process and web tools are vetted and substantially complete. Communications are scheduled to formally open the server registration process to all of the KU Lawrence campus the week of 4/30. The registration policy was reviewed by members of the team with KU's Policy Office, and revisions are being drafted. Virtualization systems have moved through testing and we expect to start cutting over actual test virtual machines to the new platform in the next two weeks. Many internal processes have been reviewed to ensure that the server centralization process integrates efficiently with other processes such as server provisioning, ordering, and decommissioning. Interviews have begun to fill internal systems administration positions. The team is substantially complete with Phase One of CFE-SCV (planning and implementation of the back-end systems and processes) and will soon begin Phase Two (Registration and Migration).
    Reorganize & Redefine
    • Alex Wong has accepted the Director of Support Services position, starting Monday, April 30. As Director of Support Services, Alex will report directly to the CIO and oversee the Customer Service Center, IT Workstation Support, School of Business IT, Student Services IT, and Account Management. He will also begin working with Paul Farran, Ann Ermey, and campus technology staff to continue with the centralization efforts. Standardization efforts between KU IT and the School of Business, RGS Administration, Public Affairs, and Student Success continue. The next department to begin transition efforts will be Administration and Finance, as well as DCM/FO.
    Network Optimization
    • Representatives from each campus (Lawrence, Medical Center and Wichita) attended an in-person design meeting at the KanREN offices in which we built (in a lab) the proposed interconnecting network, and KU Lawrence presented a Domain Name System (DNS) proposal. The combination of these will enable the three campuses to pass internal network traffic between the campuses without creating special tunnels. We are tentatively planning on implementing these designs this summer and going into production early this fall. In addition, KUMC and KU-L have continued to make excellent progress at eliminating the overlapping IP address space.
    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)
    • KU IT has obtained vendor quotes for a high-level vendor-agnostic CRM Assessment for KU, including typical "best practices" for enterprise-wide CRM systems in higher education research institutions. These quotes will be presented to the Executive Sponsors. On April 23, Executive Sponsors met and agreed to limit the scope of the initial implementation to existing student messages from three offices: Registrar, Financial Aid and Bursar. They also approved the Project Team to proceed with hiring a CRM Business Manager experienced in campus-wide CRM implementations. Work is underway on the Job Description for this position.
    Campus CMS (Content Management System)
    • This project involves migrating early adopter web sites to the new CMS platform. The development team will finish meeting with early adopters this week. Site Administrator training has been scheduled and early adopters have registered. All early adopter site administrators will have access to begin migrating their web sites by 5/1/12.
    Early Warning System
    • The project team is finishing up remaining tasks in preparation for the summer pilot course which 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
    • Some project team members are meeting with Financial Aid and Scholarships to pilot the software this fall with 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.
  • April 30, 2013
    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.
  • April 16, 2012
    April 16, 2012 —
      Single Identity Management System:
    • FOR META, the development and testing of the prerequisite project has been completed (with the exception of the single/reduced sign-on). This is an important milestone for this project as it is the foundation of this phase. For single/reduced sign-on, we continue working with the vendor to expedite the process. We are also continuing the analysis to consolidate cross campus identities; and we are focusing on determining ID conflicts and duplicate accounts. For AD, the project team continues to review the requirements and we expect this to be done next week. These requirements will be used to bring in expert help to determine the best design for AD.
    • Leverage Software Purchasing:
    • The project team continues collecting data to determine current spend per software package to prioritize which products provide the best purchasing leverage. Team members are reviewing a draft survey requesting departmental input about software usage. The team plans to send a communication to the DDDC list, the Budgeteers, and the Campus Financial Officers, with the survey requesting input on current and planned software use. Work is underway to define the members of the Software Review Board who will help define guidelines and provide oversight for software purchases.
    • Increase MFD (Multi-Function Device) Usage:
    • The printing, scanning, and copying web site went live, http:\\print.ku.edu. The first pilot has been completed. Participant feedback from the pilot and analysis of that data is in progress. The team has added savings from scans versus copying/printing to the overall cost savings calculations. The team is also now capturing power consumption numbers to add to the cost savings calculations. The second pilot has begun—initial meetings with Linguistics and Sociology departments is complete. Finally, the team has developed a printer decision tree to help inform customers of the acceptable-use policy.
    • Server Centralization:
    • The team completed the registration and intake process for the first major pilot user and is working to collect feedback. Technical setup issues with the virtualization platform have been worked through, and final software installation is well in process. The team has worked with many early adopter units to communicate plans, discuss process, and plan for the move of their systems. A key virtualization engineer position was successfully filled.
    • Reorganize & Redefine:
    • Final interviews for the Director of Support Services (DSS) have been completed and an offer will be made the week of April 16. The email communications from Provost Vitter to Deans, Directors, and Department Chairs was sent on Friday, March 30, and from Bob Lim to Campus Technology Staff on Monday, April 2. Standardization efforts between KU IT and the School of Business, RGS Administration, Public Affairs, and Student Success continue. The next department to begin transition efforts will be Administration and Finance, as well as DCM/FO.
    • Network Optimization:
    • During the past two weeks, KUMC and KU-L have continued to make excellent progress at eliminating the overlapping IP address space. As a result of the last biweekly meeting, representatives from each campus will be attending an in-person design meeting on April 25 at the KanREN offices. The purchase order for network equipment used to connect the core networks between the Wichita and Medical Center campuses was approved to purchase. KU-L met with Facilities Operations to review status. KU-L has migrated 103 out of 216 networks; and KUMC has migrated 51 out of 56 networks.
    • Enterprise-wide Document Imaging and Workflow:
    • The design phase for two new subprojects will begin this week: HR Position Management Workflow and Admissions Evaluation Workflow. The design teams include members from Human Resources, the Admissions Office, and KU Information Technology. The implementation phase, which includes building the workflows and testing them, will begin now for the Travel and Expense Processing subproject and the Financial Aid Awarding subproject.
    • Campus CRM (Constituent Relationship Management):
    • The project team is continuing to work on communication needs for current students. KU IT is working with several vendors to obtain quotes for a high-level vendor-agnostic CRM assessment for KU, including typical best practices for enterprise-wide CRM systems in higher education research institutions. Preparations are underway for an Executive Briefing to be conducted the week of April 23 where Phase 1 focus of current student needs and corporate relations will be presented for approval, and a discussion will be held surrounding the ongoing business management function for CRM.
    • Campus CMS (Content Management System):
    • This project involves migrating early adopter web sites to the new CMS platform. The development team is currently meeting with early adopters. Site Administrator training has been scheduled and is open for early adopter registration.
    • Early Warning System:
    • The project team will participate in another round of testing flags in the test instance. The technical team members continue to work with the vendor to understand data flow between systems. The project has a projected pilot date of June 2012, with an expanded launch date of August 2012.
    • Appointment Scheduler:
    • School of Education advisors would like to pilot the software within their office this fall with 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.
  • April 2, 2012
    April 2, 2012 —
      Single Identity Management System:
    • FOR META, the development has been completed, and testing is continuing for the prerequisite projects that are the foundation for this phase. For single/reduced sign-on, a vendor has been selected and we are working with them. We are continuing the analysis to consolidate cross campus identities, and we are focusing on determining ID conflicts and duplicate accounts. For AD, the project team continues to refine the requirements that will be used to bring expert help in to determine the best design for AD.
    • Leverage Software Purchasing:
    • The project team is discussing a software inventory and determining the appropriate audience as well as the best mechanism for distribution. We are in the process of retrieving data to determine current spend per software package and rank by volume spend to prioritize which products would provide the best purchasing leverage. Work is underway to set up a survey that includes the software identified by the project team and requests departmental input as to what software they already have licensed and what they plan to add throughout the year.
    • Increase MFD (Multi-Function Device) Usage:
    • The first pilot project is due to be complete next week and collection and analysis of analytics for the first pilot are underway. Plans for the second pilot are moving ahead; one department has already committed to the project. The new "All Things Printing" website is due to go live next week.
    • Server Centralization:
    • Team members reviewed the hosting cost data and early draft rate calculation proposals. Progress was made in the technical implementation of the hosting systems and networks. An external pilot user has completed the registration process and the team is reviewing the data collection process. The team is also getting feedback from the user to get their perspective on the process and any changes or recommendations a departmental technician might have. Communications regarding CFE-Server Centralization and Virtualization were sent from the Provost's Office to the Dean's, Directors, and Department Chairs list providing more information about upcoming phases of this project.
    • Reorganize & Redefine:
    • Second-round interviews for the Director of Support Services (DSS) have completed. The committee hopes to have a decision made by the end of next week. A communication plan for campus has been drafted and vetted. The first communication on the project was distributed to Deans, Directors, and Department Chairs. The first communication to campus technical staff will be sent early next week. Standardization efforts between KU IT and the School of Business, RGS Administration, Public Affairs, and Student Success continue.
    • Network Optimization:
    • During the past two weeks, KUMC and KU-L have continued to make excellent progress at eliminating the overlapping IP address space. The network optics to connect the campuses to KanREN were ordered, and KU-L has begun connecting the fiber path between the routers. In addition, KanREN reviewed with KU-L the network routing configuration with KU-L. KU-L met with the School of Pharmacy to start planning the migration of their video conferencing network.
    • Enterprise-wide Document Imaging and Workflow:
    • While Travel and Expense Processing and Financial Aid Awarding move to the second week of design, the Invoice Processing subproject timeline is being reconsidered for implementation in fall 2012 to align with development of other dependent systems.
    • Campus CRM (Constituent Relationship Management):
    • The RFP closed on March 22, and vendor responses are being evaluated. Executive Sponsors have charged the team to obtain assistance with a high-level CRM Assessment for KU. This will be vendor-agnostic and provide KU with typical 'best practices' for enterprise-wide CRM systems in higher education research institutions.
    • Campus CMS (Content Management System):
    • The project launched the CMS system on-time on March 23. Early adopters have been contacted, and planning meetings will occur in the next few weeks to develop a schedule to meet the August 2012 target date for early adoption.
    • Early Warning System:
    • The project team will participate in testing of the flags in the test instance. The technical team members continue to work with the vendor to understand data flow between systems. The project has a projected pilot date of June 2012 with an expanded launch date of August 2012.
    • Appointment Scheduler:
    • Financial Aid has requested to pilot the software within their office this fall with 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.
  • March 19, 2012
    March 19, 2012 —
      Single Identity Management System:
    • For META, the project team has started testing, and is finishing development on the prerequisite projects that is the foundation for this phase. We are in the process of engaging a consultant to help with the single/reduced sign-on. We are continuing the analysis to consolidate cross campus identities, and we are focusing on determining ID conflicts and duplicate accounts. For Active Directory (AD), the project team spent the majority of their time writing the requirements that will be used to bring expert help in to determine the best design for AD.
    • Leverage Software Purchasing:
    • The project team met on March 15 and will have ongoing project meetings every other week. We are developing a software call and will coordinate with the Budget Office for distribution. We decided to retrieve data to determine current spend per software package and rank by volume spend to prioritize which products would provide the most purchasing leverage. We will be setting up a survey that includes the software identified by the project team and prepare to send to departments to determine what they already have licensed per product and what they plan to add.
    • Increase MFD (Multi-Function Device) Usage:
    • The MFD group developed a list of possible candidates for the second pilot project. The team will begin reaching out to these groups to invite them to participate after spring break. The second pilot will focus on academic and research groups. The MFD team also held the initial meeting with the Purchasing Department as part of the first pilot.
    • Server Centralization:
    • Over the course of the past two weeks, the team focused on final process improvements related to server registration and tracking. The final networking equipment required to fully implement the new virtual hosting platform has been received. An examination of all historical costs associated with storage, backup, and server virtualization has made excellent progress and will be used as inputs into to the new rate structure. Review of the existing formulas, inputs, and variables of the current rate sheets related to Server Hosting Agreements (SHAs) has been substantially completed and a new structure is in development. This new rate structure will clearly and transparently project the costs of the full spectrum of server hosting, storage, and backup rates that IT will offer to campus constituents.
    • Reorganize & Redefine:
    • Initial interviews for the new Director of Support Services have been completed. Second-round interviews will be scheduled during the week of March 26. The project team met on March 13 to finalize the communication plan and next steps. A technical assessment of RGS Administrative units has been completed. Transition efforts with School of Business and Student Success IT staff continue.
    • Network Optimization:
    • The Network Optimization team has met twice over the past two weeks. We are working on a proposal for a common Domain Name System (DNS) management platform. Again, both the KU Lawrence and KU Medical Center teams are making excellent progress toward eliminating overlapping networks.
    • Enterprise-wide Document Imaging and Workflow:
    • The design phase for three sub projects will begin in the next two weeks; Travel and Expense Processing, Invoice Processing and Financial Aid Awarding. The design teams include members from Research and Graduate Studies, the Comptroller's Office and Financial Aid and Scholarships.
    • Campus CRM (Constituent Relationship Management):
    • The selected team members interviewed representatives of the Registrar's Office, CLAS, Graduate Studies, Financial Aid, Undergraduate Advising, and First Year Experience to identify potential messages they want to send to targeted students. In addition, a subgroup has begun work developing a support model for the CRM.
    • Campus CMS (Content Management System):
    • The project team is in the final stages of development. This project is on-track to launch, on time, March 23, 2012. Early adopters will migrate to the new CMS between March 26, 2012 and August 2012.
    • Early Warning System:
    • A subgroup of the project team is participating in administrative training. The technical team members continue to work with the vendor to understand data flow between systems. The project has a projected pilot date of June 2012 with an expanded launch date of August 2012.
    • Appointment Scheduler:
    • The project team has determined that a subgroup of users within the University Advising Center (UAC) will pilot the software in the fall. The Provost's Office is finalizing which classes will participate so that UAC can determine how many advisors they will need to allocate. The projected pilot date is August 2012.
  • March 5, 2012
    March 5, 2012 — Single Identity Management System
    • There are two major components to the Single Identify Management System (SIMS) Phase 1 CFE initiative. The first is to synchronize the core directories of each campus Identity. We call this META because of our work with metadata. The second is optimizing the Microsoft Directories called Active Directory (AD). For META, the project team is continuing to work on the prerequisite projects that are the foundation for this phase. We are continuing the analysis to consolidate cross campus identities. We are currently focusing on determining ID conflicts and duplicate accounts. For AD, the project team has been working on common use cases in preparation for determining requirements.
    Leverage Software Purchasing
    • The first team meeting was held on March 1, 2012. The Executive Summary document was reviewed with team members and work was started on the Project Charter Document. Recurring team meetings will be scheduled for the full team with video conferencing between KU Lawrence and KU Medical Center.
    Increase MFD Usage
    • In the past two weeks the Multi-Function Device (MFD) team has held initial meetings with pilot participants in Environmental Health & Safety and the French & Italian Department, met with purchasing to discuss changes in contract with Unisource Document Products (UDP) and availability of smaller MFD models, met with Jeff Severin from The Sustainability Office to discuss how to best capture cost savings from decreased power consumption due to increased usage of MFDs, drafted acceptable use policy for printing resources, and held MFD team meeting with new stakeholder member, Rachel Smith, Engineering.
    Server Centralization
    • The team vetted the draft server registration policy with the IT Deputy Technology Officer (DTO) and has prepared a final version for senior administration to review. Members of the team began the review of existing service chargeback models and are reviewing all cost associated to improve the models used for storage, backup, and server hosting. The registration process online tool is substantially complete and will undergo minor edits. Communications have completed internal review and have been sent to senior leadership for review. The server virtualization platform installation process was completed and is now undergoing configuration and software testing in preparation for VMware installation.
    Reorganize & Redefine
    • Applications for the new Director of Support Services have been reviewed. Interviews will be scheduled over the next two weeks. The project team will be meeting the week of March 12 to finalize the communication plan and next steps. The technical assessment document for decentralized environments has been finalized. Transition efforts with School of Business and Student Success IT staff continue.
    Network Optimization
    • We have created a detailed network design for connecting the KU campuses and three possible solutions for resolving our intercampus DNS issues. Both the KU Lawrence and KU Medical Center teams are making excellent progress at eliminating overlapping networks. The network design for connecting the campuses will address concerns addressed by the Wichita campus two years ago.
    Enterprise-wide Document Imaging and Workflow
    • KU has engaged Perceptive Software for the implementation of an enterprise-wide document managing solution called ImageNow. The project is currently in the Planning Phase with implementation beginning in late March.
    Campus CRM (Constituent Relationship Management)
    • The RFP is posted and available for vendors to respond. In parallel, the project team will begin working on the policies and procedures required for the ongoing operational success of the system. The team is also determining the first set of departments to use the system.
    Campus CMS (Content Management System)
    • The project team has set-up the test and production servers. The MySQL enterprise licenses should be installed this week. The developers continue to implement modules and work on project requirements. This project is on track to complete, on time, March 23, 2012.
    Early Warning System
    • The project team has selected 9-10 flags to configure in the Early Warning system for the pilot. The technical team members are working with the vendor to understand data flow between systems. The project has a projected pilot date of June 2012 with an expanded launch date of August 2012.
    Appointment Scheduler
    • The project team has determined that a subset group of users within the University Advising Center (UAC) will pilot the software in the fall. The Provost's Office is determining which classes will participate so that UAC can determine how many advisors they will need to allocate. The projected pilot date is August 2012.
  • February 13, 2012
    February 13, 2012 — Single Identity Management System
    • The project team is continuing to work on the prerequisite projects that are the foundation for this phase. We have begun the analysis of consolidating cross campus identities.
    Leverage Software Purchasing
    • The first project team meeting is on March 1.
    Increase MFD Usage
    • The MFD pilot project continues. Arranging meeting for next week with first academic unit participating in the pilot.
    Server Centralization
    • Project teams vetted internal documentation, draft registration process information, and draft communications. The virtualization system has moved from final layout design to initial test setup. Final designs have been completed for networking and interconnect.
    Reorganize & Redefine
    • Applications for the Director of Support Services will be taken through February 22. This position will be critical to the success of this initiative.
    Network Optimization
    • Initial work with Facilities Operations' environmental control networks indicate that they should be migrated by the end of June 2012.
  • February 6, 2012
    February 6, 2012 — Single Identity Management System
    • The project teams are starting to meet for this phase. We are continuing to work on the prerequisite projects that are the foundation for this phase.
    Leverage Software Purchasing
    • The first meeting for the Changing for Excellence Leveraging Software Purchasing project is scheduled for March 1, 2012. At that time, project planning will begin.
    Increase MFD Usage Server Centralization
    • The project teams made significant progress drafting policy documents for review, drafting position descriptions, and defining information collection methods and processes regarding the registration process. Virtualization system installation and final configuration design review session also occurred this week.
    Reorganize & Redefine
    • The search for the Executive Director of Support Services will begin next week. This position will be critical to the success of this initiative.
    Network Optimization
    • The project team which included representatives from Lawrence, Medical Center and Wichita Campuses met to outline the steps to complete Phase I. We are planning three parallel objectives. The first objective is to eliminate the overlapping IP addresses. The second objective is to find a short term solution that will allow the different DNS architectures to work together while planning a long term solution. The third objective is to connect the Medical Center and Lawrence campuses at the core network level that will allow private IP addresses to route between campuses. We have scheduled a network design meeting for February 22nd.
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Changing for Excellence News

NACUBO Cover

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.

One of 34 U.S. public institutions in the prestigious Association of American Universities
Nearly $290 million in financial aid annually
44 nationally ranked graduate programs.
—U.S. News & World Report
Top 50 nationwide for size of library collection.
—ALA
23rd nationwide for service to veterans —"Best for Vets," Military Times