May 13, 2013

Monday, 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.


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