PMO - Project Management Office

August 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.

  • The Prism project go-live was July 1st, 2021. System stabilization began on Friday, August 13th. The project stabilization period is typically sixty days.
  • Since go-live, the team continues to make setup configuration and day-forward decisions.
  • The list of follow-up questions and tasks has narrowed, with many of the critical components complete. The implementation team continues to add additional items to web catalogs.
  • Textbook rental setup and Textbook express (textbook website integration) are ready for the fall quarter.

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, Faculty, Finance, Registration, and Student. B9 SS replaces Web4U. General is already live; the go-live for Employee Self-Service is targeted for 2022. 

  • The core team met in August to review the list of incomplete functionality and modifications.
  • We are waiting for Ellucian's next product release.
  • Project work will resume in October 2021.

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 Faculty Self-Service - Web4U – Phase 2

Project on Target:

Phase Two of Banner 9 (B9) includes Ellucian Banner Self-Service (SS) modules for General, Employee, Faculty, Finance, Registration, and Student. B9 SS replaces Web4U. General is already live; the go-live for Faculty Self-Service is targeted for 2022. 

  • Project scoping work will begin in late August 2021.
  • The core team reviewed Web4U modification and Web4U Western written modifications.
  • Bi-weekly work sessions are ongoing from August to the end of the year 2021.

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 Finance Self-Service - Web4U – Phase 2

Project on Target:

Phase Two of Banner 9 (B9) includes Ellucian Banner Self-Service (SS) modules for General, Employee, Faculty, Finance, Registration, and Student. B9 SS replaces Web4U. General is already live; the go-live for Finance Self-Service is targeted for 2022. 

  • Project scoping work will begin in September 2021.

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, Faculty, Finance, Registration, and Student. General is already live; the go-live for Registration Self-Service is targeted for Winter 2021.  

  • Based on pilot feedback, further exploration, configuration, and testing work sessions will happen through the end of September.
  • Degree Works plans were integrated with Banner Registration "Plan Ahead", which allows students to register directly from saved plans.
  • Registration will likely roll out to students before Banner 9 self-service Student. Therefore, students will navigate both Banner 8 and Banner 9 until the Student module is made available sometime in 2022.

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 Student Self-Service - Web4U – Phase 2

Project on Target:

Phase Two of Banner 9 (B9) includes Ellucian Banner Self-Service (SS) modules for General, Employee, Faculty, Finance, Registration, and Student. B9 SS replaces Web4U. General is already live; the go-live for Student Self-Service is targeted for 2022. 

  • Project scoping work will begin in late August 2021.
  • The core team reviewed Web4U modification and Web4U Western written modifications.
  • Bi-weekly work sessions are ongoing from August to the end of the year 2021.

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

Project on Target:

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

  • Group meetings with server workload owners began and will continue through September.
  • The Azure Stack Hub appliance was ordered and received. Installation and configuration are scheduled for September.
  • EIS staff worked with Dell engineer and practiced on the single node ASH SDK.
  • Core team met with the Information Security Office.
  • EAS continues to work in Azure Cloud to become familiar with the environment.

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.

  • Ellucian consultants continue to work through tasks.

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.

  • Strategizing on how best to deploy the development environment VM to analysts is in the works.
  • 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.

  • Students' personal pronouns -- for students who have selected personal pronouns -- now appear in EAB Navigate as a custom attribute on the student's overview screen.
  • The time at which scheduled scripts run in the evening was changed from 9pm to 8pm on Tuesdays to avoid disruptions related to the system maintenance window of 9pm-4am required by EIS. The scripts run at 9pm every other day of the week.

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 Source group continued working on their workflow diagrams.
  • The Supplier Management group began work on their workflow diagrams.
  • The Ethos functional configuration group met with Donna Janigo and will meet with colleagues at other campuses in September.
  • The core team welcomed Trang Nguyen to the project team.

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.

  • Project close out.
  • Work continues on the digital accessibility assessment and vendor response.

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

Project 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 August, the technical team began to sunset (decommission) Nolij Web.
    • NolijWeb is no longer accessible via myWestern, Administrative Tools.
    • NolijWeb TEST application and servers have been removed.
    • One NoijWeb instance and backend remains. NolijWeb will be fully decommissioned at the end of the calendar year, 2021.
  • Requirements gathering for the Student Business Office and Woodring College of Education will continue through the end of the summer. User acceptance testing and staff training will begin in October.

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 August, a core team was established to communicate the recommended changes with Campus Stakeholders prior to implementation.
  • In September, a detailed project plan and schedule will be determined.

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. 

 

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. 

  • The implementation team is awaiting delivery of equipment for the next round of upgrade.

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.

  • The team completed their review of functionality of a Teams native phone device for use as an emergency or courtesy phone.
  • All fax lines were successfully migrated off of the PBX.
  • Classroom phones that no longer function as they were previously using Skype for Business were removed from classrooms. PBX phones will remain in classrooms through at least the first two weeks of fall quarter 2021.
  • Testing of Booking functionality with the student license was completed. In September the new student license will be applied to student employees using Teams Voice features.
  • Microsoft hosted number licenses were ordered. A small group of early adopters in specific departments will migrate to Microsoft hosted numbers in early September.
  • Building phone needs were identified in Canada House and the Archives building. Additional building needs discussions will take place throughout September and October.
  • Work continues with a small number of departments to migrate remaining users to Teams Voice.
  • In partnership with Procurement, the team continued testing of conference room systems.
  • The team migrated tunnel phones off of the PBX.
  • Information about Teams Voice, phone numbers and helpful information for planning to return to campus was sent to primary contacts in departments.

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

 

Personnel and Department Directory Modernization

Project On Target:

The directory API sets a framework in place for allowing greater integration with the information than in the current format. It removes https://adminweb.wwu.edu/dept_directory/ and https://adminweb.wwu.edu/fs_directory/ from production and allows that same information to be exposed in a wide variety of formats, such as the heavily favored index format, https://www.wwu.edu/index, and in a consistent template that is centrally maintained. 

  • The team worked to create Angular components from the initial front end pieces provided by WebTech.
  • Digital accessibility tasks were addressed.

If you have any questions about the project feel free to contact Max Bronsema - WebTech or Project Manager Deborah Frost.

 

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 August, the project team worked to review vendor proposals for budgetary purposes.
  • In September, the project team will select the Vendor/solution and instruct Procurement to move forward with contract negotiation. Once the contract is signed, the project team will announce the outcome.

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. 

 

 

 

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.