April 30, 2012

Monday, 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.


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