PMO - Project Management Office

May 2021 PMO Monthly Report

 

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AS Bookstore - Point of Sale (POS) Replacement

Project on Target:

The AS Bookstore is replacing Sequoia, which includes eCommerce, Point of Sale, inventory, faculty adoptions, and more. The target go-live for the replacement, Prism|rbs, is July 1, 2021. Sequoia announced the decommissioning of their current Inventory and Point of Sale system by July 31, 2021.

  • In May, Prism equipment was installed and configured. Register software configuration is next to prepare for point of sale training at the beginning of June. Accounts Payable training is also scheduled for the beginning of June.
  • Additionally, the team continues to make setup configuration and day-forward decisions.
  • The team continues to track follow-up questions for clarification of functionality and system capabilities.
  • Course material data extraction files were transformed and provided to Prism for upload in May, the Prism upload will happen in early June.
  • Eight week communications to project stakeholders went out in early May.
  • Prism|rbs will replace Sequoia; the target go-live date is July 1, 2021.

If you have any questions about this project please feel free to contact Julie David at x3745 or Project Manager Heidi Ling at x4220. 

 

Banner 9 Employee Self-Service - Web4U – Phase 2

Project on Target:

Phase Two of Banner 9 (B9) includes Ellucian Banner Self-Service (SS) modules for General, Employee, and Registration. B9 SS replaces Web4U. General is already live; the go-live for Employee Self-Service is targeted for early 2021. 

  • Paused

If you have any questions about this project please feel free to contact Wanna VanCuren at x2992 or Project Manager Heidi Ling at x4220. 

 

Banner 9 Registration Self-Service - Web4U – Phase 2

Project on Target:

Phase Two of Banner 9 (B9) involves Ellucian Banner Self-Service (SS) modules for General, Employee, and Student Registration. General is already live; the go-live for Registration Self-Service is targeted for Spring 2021.  

  • In May, the pilot group was identified for summer registration.
  • Based on pilot feedback, further exploration, configuration, and testing work sessions will happen through the end of September.
  • Banner 9 self-service Student is separate from Registration and not included at this time. Students will navigate both Banner 8 and Banner 9 until the Student module is made available.

If you have any questions about this project please feel free to contact Wanna VanCuren at x2992 or Project Manager Heidi Ling at x4220. 

 

Cloud and Datacenter Migration Project

Evaluate and procure the replacement hardware, software, and services necessary to migrate the datacenter to new, cloud-first technology.

  • Finalized the project charter and seeking final approval in early June.
  • Identified project deliverables and began developing a project schedule

If you have any questions about this project please feel free to contact Chuck Lanham at x3917, Chris Miller at x4479, or Project Manager Deborah Frost at x7422. 

 

CRM Advance

Project On Target:

Implement Ellucian’s cloud-hosted Constituent Relationship Management (CRM) Advance product for use by the University Advancement division.

  • The data staging process was signed off as complete by the team. The process is now in operational support.
  • New errors were identified and most were resolved with the help of Ellucian consultants.
  • In early June, Ellucian will conduct a post implementation review with functional groups and Ethos implementation group.

If you have any questions about this project please feel free to contact Project Manager Deborah Frost at x7422. 

 

EAS – Development & Deployment Cycle Process Redesign - Phase 2 Implementation

The purpose of this project is to create streamlined, efficient, and robust processes that improve efficiencies within EAS, achieve predictable and reliable service delivery for all business users, and allow EAS to respond quickly to future changes.

  • The Banner 9 Development Environment is being sysprepped by ATUS and barring any issues there, should be available to analysts soon.
  • Related documents are in the process of being updated to reflect new configuration requirements, and to document more GitLab commands for which all analysts will now be responsible in their own environments.

If you have any questions about this BPA please feel free to contact Guylaine Lalonde at x3397. 

 

EAB Navigate - Student Success Collaborative

Project On Target:

EAB Navigate is an online platform used by faculty and staff advisors to provide proactive outreach to students, particularly those considered to be a retention risk to the institution, and to monitor and report on the effectiveness of our interventions. The platform replaces the Student Success Collaborative, which Western has been using since 2013.

  • We are in the process of implementing a feature to add students' personal pronouns to Navigate. The import file is complete, but Navigate requires that a ticket be opened with EAB Tech Support to complete the import into the application.

If you have any questions about this project, specifically about the non-technical aspects of the project, please contact Sara Wilson at 650-4332. 

 

ESM & Ethos Integration

Project Delayed:

Configure Ethos to communicate with ESM Marketplace and roll out the new functionality to campus. The project includes analysis and re-design of existing workflows and process improvement, as well as a re-launch and training of Marketplace for campus users.

  • Project team structure was drafted
  • Project deliverables were identified and first draft of a project schedule were completed
  • A scope of work agreement with ESM was signed

If you have any questions about this project please feel free to contact Project Manager Deborah Frost at x7422. 

 

Handshake Implementation

Project on Target:

Implement the cloud-hosted Handshake software to support student career employment and internships as well as student jobs while enrolled. Implementation includes decisions as to whether the product meets student employment requirements, a student data feed, integration with CashNet, and training and support to transition from the existing Symplicity platform.

  • The project team celebrated a successful implementation
  • Support of Handshake configuration and data feed moved to operational support
  • Work continues on the digital accessibility assessment
  • The project team reflected on the implementation process and provided feedback

If you have any questions about this project please feel free to contact Effie Eisses or Project Manager Deborah Frost at x7422. 

 

Hyland OnBase Content Management System (Nolij Web Replacement)

OnBase is the content management solution selected to replace Western’s current system, Nolij Web. Go-live is still unknown but estimated to be mid to late January 2021. 

  • In May, document migration was completed. The teams are currently reviewing the reconciliation report and manually moving exceptions.
  • In May, Graduate School, Economics, and Treasury Services began testing their scan, store, and retrieve presence in OnBase.
  • Requirements gathering concluded for Copier Services and Geology. For both departments, end-to-end testing will happen next month.

If you have any questions about this project please feel free to contact Chuck Lanham at x3917, Wanna VanCuren at x2992, or Project Manager Heidi Ling at x4220. 

 

IAM (Identity and Access Management) Redesign

Project on Target:

Identity and Access Management (IAM) is a framework of business processes, policies, and technologies that facilitates the management of electronic or digital identities. With an IAM framework in place, information technology (IT) managers can control user access to critical information within the enterprise environment. 

  • In May, the project team continued to make progress researching current conditions and drafting recommendations to improve UserIDs, Sponsored Accounts, Automated Banner Account Creation, and removing the Linux/Oracle Account requirement.
  • In June the team will finalize the recommendations.

If you have any questions about this project feel free to contact Project Manager Dawn Childs at x4990 or Project Analyst Eric Spanitz at x6164. 

 

IndustrySafe Implementation - EHS

Project on Target:

IndustrySafe is an SAAS based safety management system for the Environmental Health and Safety department to track injury incidents.

  • The IndustrySafe site is live.
  • We are currently debugging an issue in the automation that is causing the script to fail, requiring manual transfers of employee data.

If you have any questions about this project feel free to contact Project Analyst Emily Johnson at x3144. 

 

Network Core / Firewall/IPS Upgrades 

Project on Target:

Enterprise Infrastructure Services (EIS) is working to upgrade core network equipment in a phased approach.  Some upgrades affect campus-wide network and internet service, others are localized to single buildings.  The PMO Project Analyst works with Stakeholders to find the best fit for scheduled outages. 

  • Planning for upcoming upgrades continues through May.
  • The next phase of upgrades is being planned for Summer.

If you have any questions about either of these upgrades please feel free to contact Chris Miller at x4479 or Project Analyst Dawn Childs at x4990.

 

PageUp Performance

Project on Hold:

As a part of the PageUp implementation, HR purchased the performance management module that integrates with the current PageUp hiring and learning management systems. The PageUp Performance system being implemented uses industry best practices and continual improvement rather than rating employees on a scale of one to five.

  • PageUp Performance is on hold.

If you have any questions please feel free to contact Eric Spanitz at x6164 or Project Analyst Dawn Childs at x4990. 

 

PBX Decommissioning

Project On Target:

To migrate the university off of the PBX, this project will transition campus employees and departments from their current phone service to Microsoft Teams and transition phone devices not associated with an individual or department and that cannot natively support Teams to an appropriate alternative solution.

  • Work continues to configure the analog gateway for a variety of use cases. Currently working to resolve issues with callerID.
  • Migration of fax line to RightFax continues. Project team is working with departments with specific needs. Currently troubleshooting the RightFax functionality on multi-function printers
  • Student licensing to include phone functionality was negotiated with Microsoft for a per student yearly fee. The team reached out to departments to notify of the fee and estimate their need in the coming fiscal year.
  • The team is testing Microsoft hosted numbers. Currently working through purchasing of a calling plan for the first two test phone numbers.
  • Work continues with a small number of departments to migrate remaining users to Teams Voice.

If you have any questions about this project please feel free to contact Chris Miller or Project Manager Deborah Frost at x7422. 

 

Student Health Center EMR (Electronic Medical Records) System

Project On Hold:

Select and implement a replacement electronic medical records system for use by the Student Health Center.

  • No new information.

If you have any questions about this project please feel free to contact David Hansen at x3494 or Project Manager Deborah Frost at x7422. 

 

Western ID Card System Replacement

Project On Target:

The Western Card is the I.D., access, and transaction card for Western Washington University, providing students, staff, and faculty with access to a wide variety of services on and off campus. The Western Card Office has recently moved to the Student Business Office under Business and Financial Affairs from University Residences.  

  • In May, Procurement published the RFP. There were 6 vendors that responded. The project team and technical teams scored the submissions. Procurement is working to schedule the vendor demos.
  • Watch Western Today for the schedule of demos.

If you have any questions about the Western Card feel free to contact Bob Putich at x2866 or Project Manager Dawn Childs at x4990 

 

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Upcoming Projects

Accounting Services and Hyland OnBase

OnBase is a content management solution. 

If you have any questions about this project, please feel free to contact Chuck Lanham at x3917, Wanna VanCuren at x2992, or Project Manager Heidi Ling at x4220. 

Human Resources and Hyland OnBase

OnBase is a content management solution. 

If you have any questions about this project, please feel free to contact Chuck Lanham at x3917, Wanna VanCuren at x2992, or Project Manager Heidi Ling at x4220. 

Woodring and Hyland OnBase

OnBase is a content management solution. 

If you have any questions about this project, please feel free to contact Chuck Lanham at x3917, Wanna VanCuren at x2992, or Project Manager Heidi Ling at x4220. 

Student Business Office and Hyland OnBase

OnBase is a content management solution. 

If you have any questions about this project, please feel free to contact Chuck Lanham at x3917, Wanna VanCuren at x2992, or Project Manager Heidi Ling at x4220. 

 

 

For previous monthly reports, click here

For a list of completed projects, click here

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We welcome new projects as soon you recognize the need. Our collaboration with you begins when you request a project.

About our PMO

History

Western's Project Management Office (PMO) was established in 2019 under the ITS Enterprise Application Services (EAS). The PMO is here to help Western in managing strategic, tactical, or operational projects. The PMO also provides services in Business and / or System Process analysis. The PMO centralizes the demand intake and optimizes the project portfolio and resource capacity to deliver your organization’s strategic initiatives.

Types of Projects

The type of projects that align with the PMO portfolio management are projects that will impact multiple areas or divisions across campus.

Your project usually involves numerous stakeholders, and the new processes or systems will impact or be used by campus end-users -- students, faculty, or staff.

Contact Us

If you would like project management assistance or have questions regarding an active or closed project, please email Enterprise Application Services Director Wanna VanCuren or call her at 360-650-2992.