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January 22, 2013

Tuesday, 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.


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Changing for Excellence was the featured cover story in the January, 2015 edition of Business Officer, the official magazine of the National Association of College and University Business Officers (NACUBO). You can read the full story online.

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