PMO - Project Management Office

April 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. Target go-live is July 1, 2021. Sequoia announced the decommissioning of their current Inventory and Point of Sale system by July 31, 2021.

  • In April, AS Bookstore staff attended training and completed system setup questionnaires.
  • Additionally, the team continues to make configuration and day-forward decisions such as electing to use Accounts Payable light, which offers functionality similar to the current process instead of utilizing the full AP module.
  • The team is tracking follow-up questions for clarification of functionality and system capabilities.
  • The interface work has begun, however, the team is waiting for data loads to finalize programming request specifications.
  • 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 live, go-Live for Employee Self-Service is targeted for early 2021. 

  • In April, the team decided to halt the count down to go-live tasks and wait for the next Banner 9 Self-Services upgrade, planned for early May. The team expects some of the missing components, such as tax and benefit information to now be available with the latest delivered B9 SS functionality.
  • Next month, the functional analyst will review any newly added functionality after the upgrade to test and production.

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 April, Banner 9 self-services registration moved to a new environment.
  • The team continued to test functionality and explore configuration using Banner 9 Admin pages and web tailor (Banner 8).
  • The pilot group has moved to early May 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.

  • Project charter and deliverables were drafted. In May, final approval of the project charter and development of the 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 continues to be refined to address errors.
  • Some Ethos errors were resolved
  • Project team is working through the remaining workflow and process errors with Ellucian consultants
  • Post implementation review scheduled for early June 2021

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.

  • Work to setup a Banner 9 development environment master image is nearing completion. Following the last Banner upgrade, several changes had to be made to the Eclipse setup. Collaborated with one of our DBAs to fork repository branches in GItLab and commit files that are customized in Western's dev environment. This will allow for clean repos free of uncommitted changes to be pulled by the analysts into their dev environments, which will greatly reduce the potential for merge conflicts. This approach moves EAS along the path to optimize the Banner 9 deployment process.

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.

  • Since EAB Navigate is now in the support phase, met with EAB to discuss the support processes going forward.

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.

  • A revised project scope and timeline was approved.
  • Request to purchase ESM Source and Supplier Management is making it's way through approvals

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 team completed RACI diagram
  • Career Services held a successful spring career fair using Handshake
  • Access to CareerLink was removed for employers as part of the sunsetting of the application. Student access will be removed next.
  • The student data feed was successfully moved to production and setup to run automatically
  • Workflow diagrams were drafted and approved
  • In May the project team will celebrate their success and close out the project.

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. 

  • The remaining annotated documents were migrated from Nolij Web to OnBase at the end of April.
  • In April, the team gathered requirements from the Graduate School, Economics, and Geology. The requirements will be used to create their scan, store, and retrieve presence in OnBase.
  • In May, the team will review the document migration exception list and work with departments to manually move 'failed migration' documents from Nolij Web to OnBase.

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 April, 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 May 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.

  • 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 April.
  • 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.

  • The pilot Teams common area phone was successfully implemented. During spring and summer the team will focus on deploying emergency phones that will use the Teams CAP solution or the analog gateway solution.
  • Work continues to get the pilot analog gateway common area phone to work as expected.
  • Internal workflows to support new employees as well as adds and changes were reviewed and approved. In May, workflow for departing employees will be reviewed.
  • Migration of fax lines to RightFax began

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 April, the project team worked with Procurement to finalize and publish the RFP.
  • The team will formulate communication plans with Campus stakeholders in May. 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 

 

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. 

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. 

 

 

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.