PMO - Project Management Office

January 2021 PMO Monthly Report

 

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AS Bookstore - Sequoia Inventory Replacement

Project on Target:

The AS Bookstore is replacing Sequoia, which includes eCommerce, Point of Sale, inventory, faculty adoptions, and more. Target go-live is July 1, 2021, to line up with the Sequoia announcing the decommissioning of their current Inventory and Point of Sale system by July 31, 2021.

  • In January, procurement finalized the contract with the selected vendor.
  • Prism|rbs will replace Sequoia, the target go-live date is July 1, 2021.
  • Next month the implementation team will meet with the Prism team to exchange information including equipment, network environment, system integrations, project scope, project timeline, milestones and deliverables.
  • Also in February, there will be a kick-off meeting with the team and stakeholders.

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 live, go-Live for Employee Self-Service is targeted for early 2021. 

  • In January, the team finalized training materials in preparation for the rollout to all campus employees.
  • The team prepared a count down to go-live list of remaining tasks which includes some minor edits to the employee dashboard and a Self-service modification for the employee personnel action form (EPAF).

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 live, go-Live for Registration Self-Service is targeted for Spring 2021.  

  • In February, the team learned of an upcoming upgrade that would delay the availability of Registration in production. As a result the pilot group has moved to early May for summer registration. Banner 9 self-service Student is separate from Registration. Students will navigate both Banner 8 and Banner 9 until the Student module is made available.
  • Further exploration, configuration, and testing work sessions are scheduled through the end of April.

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

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 has been updated and will receive additional upgrades in February that will decrease run time.
  • Ethos issues were escalated and discussed with Ellucian leadership. Progress continues on resolving current issues.
  • In February, the Ellucian consultants will continue to work through Ethos and other configuration and workflow issues.

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.

  • More work was done to integrate ClickUp into EAS workflows. Prototyped how tracking Banner upgrades may be incorporated into ClickUp.

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.

  • Investigated some data related issues. Work progressed on adding Incoming Cohorts categories to Navigate.

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.

  • The project team met with ESM to learn about their e-invoicing workaround. E-invoicing with ESM has not been developed to work with Ethos at this time. The team reviewed the e-invoicing workaround and analyzed options. A cost benefit analysis was drafted for the team to review and contribute.
  • The team met with two other universities to learn about their implementations with ESM and Ethos.
  • In February, the cost benefit analysis will be finalized and used to inform the core team's recommendation to the project Executive Sponsor.

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.

  • Student data feed content was approved. The data feed and transmit code was completed. Student data feed content is in testing. The first feed to Handshake was completed.
  • Handshake configurations continue to be applied.
  • The reporting team is working to identify reporting that will be used at implementation.
  • The marketing, communication and training team has drafted the project website, created marketing assets, engaged the employer communication and training plan, and planned the employer launch town hall.
  • In February testing of the student data feed will continue. SSO will be configured, Handshake configuration will continue, and CashNet integration will be completed.

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 Replacment)

Project is delayed but on Target:

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 January, the project team concluded round two of document migration testing. There will be one additional round of document testing at the beginning of February. Followed by the final sign off before all documents are migrated from Nolij Web to OnBase.
  • The actual go-live date is still unknown. All departments and their users will migrate from Nolij Web to OnBase mid to late February.

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. 

  • 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 February the team will continue working toward finalizing 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.

  • In January training on the website took place. Further training to be completed in February.
  • In February we will focus on training and deploying the automation of the data feed.
  • The project is scheduled to wrap up in late February/early March.

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. 

  • There was no work on Network Upgrades in January.
  • The next phase of upgrades is being planned for Spring Break and additional information will be forthcoming.

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.

  • Nearly 100% users migrated, working through the few remaining users to migrate.
  • Emergency and courtesy phone recommendation brought to variety of governance bodies, next step is to bring the feedback to the working group. The mechanical room phone inventory was completed.
  • Unique phone needs were addressed, exploring appropriate solutions.
  • The new user onboarding process and associated forms were drafted. A workshop for staff coordinating hiring new employees is being developed and will be offered in mid-February.
  • Training began to support the analog gateway configuration and operation as well as OVOC. Technical troubleshooting of common area phones continued.
  • In February, staff training will continue and work will begin to prioritize the common area phones list.

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. In February, work to close out the project.

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 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 January, the project team met with Stakeholders to gather system requirements for the RFP.
  • Additional Stakeholders were identified during requirements gathering. The team will communicate with these additional Stakeholders as well as department managers during February and March. When vendor responses are received, we will begin planning vendor 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. 

Elementary Education 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. 

Graduate School 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. 

Copier 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. 

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. 

Geology 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. 

Economics 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

Request a Project

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.