Project Portfolio Office of the CIO Portfolio & Project ... of the CIO Portfolio & Project ... • Workday Student Strategic Advisor Program Project ... Integrations, UA Retirement

Project Portfolio Review Q1FY18October 2017

Office of the CIO Portfolio & Project Management Office

Table of ContentsAdministrative Application Services ServiceNow 2017 Updates…………………………………………………….. 28

Administrative Applications Roadmap Program Veterinary Protocol System (AMPS)………………………………………. 30

Administrative Systems Replacement Roadmap………………… 6 Clinical (non-core) Application Services

Data Strategy……………………………………………………………………… 8 OnCore Enterprise ……………………………………………………………………. 33

Integrations………………………………………………………………………… 10 Data Services

Strategic Applications…………………………………………………………. 12 Epic-Data Warehouse Integration…………………………………………….. 36

Undergraduate Admissions System Replacement……………….. 14 Replace Oracle Hyperion Enterprise ………………………………………… 38

Physical Operations Technology Roadmap Program Student Financial Services ………………………………………………………. 40

PMWeb Phase 2 ………………………………………………………………… 16 Infrastructure Services

Space Management Systems Consolidation………………………… 18 IT Shared Services Program

Archibus Phase 2 …………………………………………………………………… 20 Integrated Infrastructure …………………………………………………………. 43

Danforth Parking Project………………………………………………………… 22 WUSM Email Consolidation………………………………………………………. 45

International Travel Management………………………………………….. 24 Enterprise Client Virtualization (ECV) former (CSD) …………………….. 47

Pre-Award & Award Management and Conflict of Interest 26 Identity Management (IDM) 2.0 ……………….………………………………… 49

(PAAMCO) …………………………………………………………………………….. VoIP Implementation (Danforth)…………………………………………………. 51

©2017 Washington University in St. Louis 210/17/2017

Table of ContentsIT Management Services Teaching & Learning Services

Audit Remediation Tracking ………………………………………………… 54 Administrative Assistant Training ………………………………………………… 77

Innotas Phase 2……………………………………………………………………. 56 Canvas/OASIS-Learning Management System Phase 3…………………. 79

PPMO and Enterprise Architecture Website…………………………. 58 CIPE Technology Planning-2…………………………………………………………. 81

Transition to Operations Process Improvement …………………… 60 HIPAA 101 Training Module (Rewrite Module)…………………………….. 83

Productivity & Collaboration Services Learning Management System Review and Evaluation (LMS)………. 85

IT Shared Services Program Skype for Business……………………………………………………………………….. 87

User Services Integration …………………………………………………… 63 Completed Projects …………….………………………………………………………. 89

Lecture Capture …………………………………………………………………… 65

Research Services

IT Research Infrastructure Services (IRIS) Program

CBMI Infrastructure Alignment Project………………………………. 68

MGI IT Consolidation Into WU IT………………………………………… 70

Research Storage………………………………………………………………. 72

Research IT Services Catalog………………………………………………. 74


Project Status Legend (R/Y/G)

RedProject has experienced issues that impact progress to plan & cannot be resolved within project team; requires sponsor/steering committee involvement

YellowProject is experiencing issues that could impact progress to plan & project team feels capable of resolving within the project team

GreenProject is tracking closely to plan (scope, budget, schedule, quality, etc.)


Administrative Application Services Portfolio


10/17/2017 ©2017 Washington University in St. Louis 6

Administrative Systems Replacement Roadmap

Project Manager Project Sponsor(s)

Beth Lee Hank Webber, John Gohsman

Project Description

Program/Project Goals: • Develop roadmap for replacing aging administrative systems (HCM, FIS, SIS)• Assess campus readiness for modern administrative systems• Assess market for vendor solutions and implementation partners• Replace all major administrative systems (HCM, FIS, SIS) over next 3-6 years

Projects-Efforts:• Deloitte Readiness Assessment - Complete• Workday Student Strategic Advisor Program Project - Complete• Chart of Accounts Design RFP – Complete• Undergraduate Admissions Replacement Business Case – Complete• Program Set-up – In progress• Process inventory – In progress• Vendor Selection – Start in August• Current State Analysis – Start in October

Status DateOverall % Complete

Project Status (R/Y/G)

10/06/2017 65 Green

Phase Planning

Service Portfolio Administrative Application Services

Start Date 09/01/2017

End Date 09/01/2019

# Open Risks # Open Issues# Change Requests

High: 11 High: 0 Approved: 1

Medium: 11 Medium: 0 Pending: 3

Low: 6 Low 0 Rejected: 0


Administrative Systems Replacement RoadmapTimeline with Business Impact

2017 2018

Today

Jul Aug Sep Oct Nov Dec 2018 Feb Mar Apr May Jun

Funding Requests

Aug 29

External Advisory Review

Oct 26

Vendor Selected

Nov 3

Partner Selected

Jan 31

HR/FIN Implementation Begins

Jun 1

Jul 3 - Mar 30 Program Set-up

Jul 3 - Oct 1 Business Process Inventory

Aug 1 - Nov 3 Vendor Selection

Nov 1 - May 31 Current State Analysis


Data Strategy


Beth Lee John Gohsman, Scott Taylor

Project Description

The purpose of this project is to improve the capabilities of Enterprise Applications tosupport the Admin. Replacement Roadmap Program through the development of the following activities.

• Data Strategy• Data Integration Plan• Governance Plan• Data Quality Plan



10/06/2017 90 Green

Phase Planning



End Date 10/29/2017





Data Strategy Timeline with Business Impact

2017 2017

Today

May Jun Jul Aug Sep Oct

Strategic App Strategy

Oct 13

Integration Strategy

Oct 13

External Advisory Board ReviewOct 26

May 1 - Jun 30 Working Groups Discovery

Jun 1 - Aug 4 Strategy Development



Integrations



Project Description

This project will implement an enterprise integration hub. This could range from an Enterprise Service Bus to an API store. The outcome regardless of solution would provide a web service/API capability to the University community and external entities that would provide data in a secure request model as needed. The goal would be that systems can integrate with a common standard and the structure of each system can be managed independently of the other systems.



10/06/2017 17 Green

Phase Initiation



End Date 04/30/2018





Integrations Timeline with Business Impact

2017 2020

Today

Sep 2018 May Sep 2019 May Sep 2020

Integration Software SelectedOct 13

Integration Platform Go-LiveApr 30

Sep 1 - Oct 27RFP

Oct 29 - Dec 15Planning

Jan 21 - Feb 16Implementation

Feb 18 - Mar 18Deployment and UAT

Mar 19 - Apr 30Go-Live Support and Transition to Operations

May 1 - Mar 31FIN/HR Integrations



Strategic Applications



Project Description

As part of the Admin. Roadmap, the Strategic Applications project focuses on bridging strategic gaps within the ERP solution. ERP application is designed to meet the standard business processes, however, strategic applications support unique business needs that give WashU the competitive advantage.



10/06/2017 10 Green

Phase Planning



End Date 12/30/2019





Strategic Applications Timeline with Business Impact

2017 2019

Today

Sep 2018 May Sep 2019 May Sep

External Advisory Review

Oct 26

Sep 1 - Nov 10 Strategy

Nov 12 - Feb 16 Platform/Tools Set-up

Dec 1 - Apr 30 Analysis of Gap Applications

May 1 - Jun 29 Application Design & Architecture

Jul 1 - Jul 31 Development

Aug 1 - Sep 30 Testing & Deployment

Oct 1 - Dec 28 Training



Undergraduate Admissions System Replacement


Katie Diekemper/Beth Lee Ronne Turner

Project Description

The purpose of this project is to replace an outdated home-grown WashUUndergraduate Admissions (UA) System with a modern software CRM/IM application to improve the user experience and reduce the time Admissions teams are required to maintain data so they concentrate on core business functions of recruiting and admitting top undergraduate candidates.



10/06/2017 20 Green

PhasePhase I: Prospects - ExecutionPhase II: Applicants - Analysis and Design



End Date 05/30/2018






Undergraduate Admissions Replacement Timeline with Business Impact

2017 2018

Today

Feb Apr Jun Aug Oct Dec Feb Apr

Project Approval and Contract FinalizedFeb 15

Environment Provisioning CompleteMar 23

Phase 1: Go Live Jul 10

Applications and Review: Go LiveOct 2

ED Decisions: Go Live

Dec 31

RD Decisions: Go LiveMar 13

Special Events

Apr 2 Transition to Operations CompleteMay 31

Project intiation Feb 27 - May 31

Phase I - Prospects Apr 26 - Jul 10

May 16 - May 16Data Conversion, Integrations, UA Retirement

Jun 1 - Jan 2Phase II - Applications and Review

Nov 1 - May 16Phase III - Decisions and Special Events

May 15 - May 31Transition to Operations


PMWeb Phase 2 Project


Audery Sims-Timberlake Melissa Hopkins / J.D. Long

Scope Summary

Implement additional functionality, integrations, and reporting in PMWeb, migrate Construction Accounting System (CAS) data into PMWeb and finalize the CAS retirement to promote full adoption of the PMWeb system.

In-scope project deliverables and milestones were completed on plan by August 31. Project resources have been released. Project Closeout Report was drafted and reviewed by Sponsors and Team Members. PMWeb Service Run Book was drafted and reviewed by Service Support Team for operational transition. Final Steering Committee meeting was held. Budget reconciliation is being finalized with WashU IT Administrative staff and will be updated in the final Closeout Report draft.



10/06/2017 100 Green

Phase Closing



End Date 08/31/2017






PMWeb Phase 2 Timeline with Business Impact

2017 2017Jan Feb Mar Apr May Jun Jul Aug

CAS MigrationApr 21

AIS Journaling/ID's and Integration Enhancements

May 30

CAS BIDW Historical Archiving & Decommission

Aug 31

PMWeb BIDW Estimate

Aug 31

Jan 16 - Apr 20Develop & Deploy Reports

Apr 7CAS Cutover to PROD - Migration Group 2 (Final)

Apr 7 - Aug 31CAS BIDW Historical Archiving and Decommission

Apr 10 - Aug 31PMWeb BIDW Estimate


Space Management Systems Consolidation Project


Audery Sims-TimberlakeHank Webber, Amy Kweskin, Jenny Lodge, Rick Stanton and John Gohsman

Scope Summary

The Space System Consolidation Project seeks to create a single system source of truth that consolidates space data and related information currently maintained in disparate systems. The desired solution will streamline and standardize associated system maintenance and support processes, and enhance data integrity. A consolidated space system will provide the University’s stakeholders (medical, academic, and business) the ability to access current and common space data using an accessible, web-based platform that performs as a transactional data source to support space survey reporting, emergency management, space and financial planning, and other integral functions that rely on the University’s space data.

The solution analysis/design of the future state Space Survey system has completed and vendor has entered the build phase. The analysis and redesign of the Business Profile System is underway.



10/06/2017 71 Green

Phase Execution

Domain Administrative Application Services


End Date 03/30/2018





Space Management Systems Consolidation Project Timeline

with Business Impact

2017 2018

Today

Mar May Jul Sep Nov 2018 Mar

Work Package BReplace AI Space

Apr 21

Work Package CDanforth AutoCAD Conversion

Sep 29

Work Package DReplace Building Profile System

Dec 29

Danforth OSIS TrainingPlanning & Delivery

Dec 29

Systems Decommission

Mar 30

Work Package E Replace WebSpace Survey

Mar 30

Mar 1 - Jul 31 BPS Replacement - Begin Requirements Validation

Apr 3 - Oct 6 Space Survey - Solution Analysis & Design Engagement with JLL

Aug 1 - Oct 27 BPS Relacement - Solution Analysis & Design

Oct 9 - Dec 29 Space Survey Build

Oct 30 - Nov 30 BPS Replacement - Configuration & Build



Archibus Phase 2


Jeffrey Blair Rick Stanton

Project Description

The scope of this project is to complete items that were not delivered during the initial “My Reservations Archibus Project” which was partially implemented in the summer 2015. Phase two will complete the identified items from phase one as well as address new requirements that will allow the project to address development corrections and system enhancements related to improving end user adoption and satisfaction.



10/06/2017 90 Yellow

Phase Build Test



End Date 12/31/2017






Archibus Phase 2Timeline with Business Impact

2017 2017

Today

Sep Oct Nov Dec

Kick Off Archibus Pilot

Nov 1

Sep 1 - Dec 31Implement Outlook Plugin

©2017 Washington University in St. Louis 22

Danforth Parking Projects

Project Manager: Project Sponsor(s)

Sundos Masri Gwen Bolden/Dedric Carter

Project Description

1- Parking Permit Lottery Project: To manage the imbalance between demand and supply of parking resources a parking Lottery system will be created to allow individuals to register their zone preference(s), store payment choice. Results will need to be integrated into TicketTrak and Parking Utility.

2- Ticketrac Upgrade: Database that stores all permit information. The results of Lottery matching must then be integrated into the permit management system (TicketTrak) to facilitate tracking and payment. 2 way integration with Parking Utility.

3- Parking Utility Pass Upgrade: Allows faculty and staff to renew annual permits, U-Pass renewal, Payment of citations and 2-way integration with Ticketrac

4- PARCS Project: Replace the Parking Access control system for all visitor garages with technology that will allow parkers to pull a ticket and pay. This will replace the gate and pay stations in the DUC and new systems will be installed in the Millbrook ,SnowWay, West Campus and the new East End garage.



06/30/2017 60 Green

Phase Design- Build, Test & Train Phase



End Date 12/31/2018





10/17/2017


Danforth Parking Projects Timeline with Business Impact

2017 2018

Today

Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2018

Parking Permit Lottery Implementation- Complete

Jun 30

Utility Pass Upgrade-Project- Self-Service Application (On Hold)

Jul 31

Ticketrac UpgradeNov 30

PARCS ImplementationJan 1

Feb 26 - Jun 30 Parking Permit Lottery Build, Test & Train

Feb 26 - Jul 31 Utility Pass Upgrade Build, Test & Train (On Hold)

Feb 26 - Nov 30 Tikcetrac Upgrade Build, Test Train

Feb 26 - Jan 1 PARCS Build, Test & Train

10/17/2017


International Travel Management


Renee’ Lowry Dedric Carter

Project Description

Implementation of services provided via the International SOS applications (i.e., MyTrips, Travel Assistance & Travel Tracker) to students, faculty, and administrators supporting those traveling abroad for College related activities with international medical, security and travel assistance, managed and administered by ISOS. International SOS is the world's largest medical and security assistance company with 24-hour Assistance Centers, international clinics and remote-site medical facilities across five continents.



09/30/2017 25 Green

Phase Design



End Date 07/06/2018






International Travel Management Timeline with Business Impact

2017 2018

Today

Jul Sep Nov 2018 Mar May Jul

Initiation

Oct 20

Execution

Feb 28

Project Monitoring & Control

Jun 29

Close Project

Jul 6

Jul 1 - Oct 20 Define Scope

Dec 3 - Dec 15 PILOT

Sep 1 - Feb 28 Build & Test

Mar 1 - May 31 Training

May 31 GO LIVE


PAAMCO


Renee’ LowryJohn Gohsman, Amy Kweskin, Dr. Jennifer Lodge

Project Description

A capital project directed at acquiring vended solution(s) to replace the legacy, in-house developed modules, that currently deliver these services via the AISystem and Research Administration Services (RAS) suite of business applications.•Pre-Award -Proposal Preparation, Review, Approval, S2S Submission and Tracking •Award Management-Account Setup and Management•Conflict of Interest -Consolidated solution to address needs of 4 COI areas: Research, Institutional, CME, and Clinical



09/30/2017 41 Green

Phase Design



End Date 06/29/2018






PAAMCO Timeline with Business Impact

2017 2018

Today

Jul Aug Sep Oct Nov Dec 2018 Feb Mar Apr

Enterprise Batch Interfaces

Sep 1

Data Conversion

Nov 1

FINAL Design/Scope Changes Freeze

Nov 1

PD/PT/AT Build, Configure, Test

Dec 1

FSA Interface APS/COA Apr 1

UAT Final TestingApr 2

GO-LIVE PROD

Apr 15

Jul 3 - Sep 1 Enterprise Batch Interfaces

Data Conversion

Nov 6 - Nov 17 FINAL Design/Scope Changes Freeze

Jul 3 - Dec 1 PD/PT/AT Build, Configure, Test

Jul 3 - Apr 2 FSA Interface APS/COA

Dec 1 - Apr 2 UAT Final Testing

Apr 15 Go-Live PROD

Jul 3 - Nov 1


ServiceNow 2017 Updates


Mary Douglas John Gohsman

Project Description

Updates to the ServiceNow Service Catalog, BJC Integration, and Reporting work.



09/25/2017 25 Green

Phase Testing



End Date 12/29/2017





10/17/2017


ServiceNow 2017 UpdatesTimeline with Business Impact

2017 2017Mar Apr May Jun Jul Aug Sep

Order Detail Visibility ReleaseJul 3

Hardware ReleaseAug 8

Mar 1 - Aug 8Hardware Service Catalog

Mar 22 - Jul 3Order Detail Visibility

Apr 2 - Aug 14BJC Integration

May 1 - Aug 25Email Service Catalog

Aug 1 - Sep 30Jakarta Upgrade

Aug 13 - Sep 29ServiceNow Reporting Updates

10/17/2017


Veterinary Protocol Management


Audery Sims-Timberlake Jennifer Lodge / Scott Taylor

Project Description

The purpose of the effort is to replace the existing eSirius system used to manage protocols, laboratories, census, ordering, financial reconciliations and other administrative functions. The current system is at end of life and no longer meets the needs of the Research group.

Scope for the current project effort includes two phases: Phase 1 will include implementation of the eProctocol and Lab Animal Resource Management (LARS) module to replace similar functionality included in the current eSirius system, system integrations and data migration. Phase 2 will include implementation of a barcoding equipment solution to facilitate the animal census tracking process and remaining system integrations.

Contract negotiation/signing has completed and a copy of the Charter draft and timeline are under review. A risk analysis will be performed as part of the Charter review and rankings will be updated accordingly.



10/06/2017 25 Green

Phase Initiation

Service Portfolio Administration Application Services


End Date03/29/2019* (Pending Charter Finalization and Approval)





Veterinary Protocol Management Timeline with Business Impact

2017 2019

Today

Jan Apr Jul Oct 2018 Apr Jul Oct 2019

Contract Negotiation & Finalization

Sep 29

Charter Draft & Detailed Schedule

Oct 31

System Configuration Start - Phase 1 IACUC/eProtocol

Nov 1

System Testing Start -Phase 1 IACUC/eProtocol

May 1System Deployment -Phase 1 IACUC/eProtocol

Aug 31Barcoding Pilot

Oct 30

System Deployment -Phase 2 Barcoding

Mar 29

Jan 2 - Oct 31 Procurement Engagement

Feb 1 - Nov 30 Planning

Jul 3 - Feb 28 Phase 1 (IACUC/eProtocol) - Analysis & Design

Oct 1 - Mar 30 Phase 1 - Integrations & Data Migration

Dec 4 - Jun 29 Phase 1 (IACUC/eProtocol) - Configuration/Test

Feb 1 - Jul 31 Phase 1 (Barcoding) - Analysis, Planning, Discovery

Jun 4 - Aug 17 Phase 1 (IACUC/eProtocol) - Training

Aug 19 - Aug 31 Phase 1 (IACUC/eProtocol) - System Deployment

Sep 1 - Oct 31 Phase 2 (Barcoding) - Pilot

Dec 3 - Mar 29Phase 2 (Barcoding) - Facility Rollouts


Clinical (non-core) Application ServicesPortfolio



OnCore Enterprise


Alesya Bernatskaya Yi Zhang, Richard Stanton

Project Description

OnCore Clinical Trials Management system has been purchased from Forte Research and implemented for Siteman Cancer Center in October 2015. This project is to expand the use of OnCore through departments in Washington University. Currently different department within the University use a variety of different systems/methods to manage clinical trials and different aspects of these trials. The purpose of this project is to manage all investigator-generated clinical trials in OnCore. It will streamline processes, enhance reporting and improve metrics across departments.



10/05/2017 40 Green

Phase Execution

Service Portfolio Clinical (non-core) Applications Services


End Date 04/01/2018






OnCore Enterprise Timeline with Business Impact

2017 2018

Today

Sep Oct Nov Dec 2018 Feb Mar

Pilot Kick-Off

Sep 15

3rd Steering Committee Meeting

Sep 27

4th Steering Committee Meeting

Oct 26

5th Steering Committee MeetingNov 30

6th Steering Committee Meeting

Dec 28

7th Steering Committee MeetingJan 26

Pilot Planning Sep 4 - Sep 29

Pilot Training Oct 2 - Oct 13

Pilot Execution Oct 16 - Dec 29

Pilot Evaluation Dec 4 - Dec 22

Implementation Planning and Execution Jan 1 - Mar 2

Data Services Portfolio



Epic-Data Warehouse Integration


Mary Douglas Jay Albertina

Project Description

The purpose of this project is to integrate the new Epic system into the University Data Warehouse for integrated reporting needs.



09/25/2017 5 Green

Phase Planning

Service Portfolio Data Services


End Date 07/31/2018





10/17/2017


Epic-Data Warehouse Integration Timeline with Business Impact

2017 2018

Today

Mar May Jul Sep Nov 2018 Mar May

Integration Testing StartJul 8

Phase 1 Extract CompleteJan 5

Phase 1 Non-Prod Implementation

May 31

Mar 13 - Sep 1 Department Engagement

May 1 - Aug 25 Phase 1 Requirement Finalization

Nov 1 - Nov 30 Spec Development

Phase 1: Clinical Revenue Data

Dec 1 - May 31

10/17/2017


Replace Oracle Hyperion Enterprise


Allison Grindon Mike Dunlap

Project Description

This project replaces the current Danforth Oracle Hyperion Enterprise system that is nearing end of life. The Consolidated Financial Reporting (CFR) system will produce the university’s external financial statements and internal common format financial management reports for the CFU and Danforth Campus. The project is phased to address the external reporting needs (phase 1), which completed in January. We are currently in phase 2 which addresses the internal reporting needs.



10/06/2017 90 Green

Phase User Acceptance Testing



End Date 11/30/2017





10/17/2017


Replace Oracle Hyperion Enterprise Timeline with Business Impact

2017 2017

Today

Aug Sep Oct Nov

CORE Report Writing Complete

Aug 21User Acceptance Testing Complete

Sep 22

Application Go-Live

Sep 28

CORE Reports Go-LiveOct 10

UFC Report Writing CompleteNov 1

UFC UAT CompleteNov 8

UFC Reports Go-LiveNov 28

Application Transition to Support & Go-Live Sep 11 - Sep 28

CORE Reports UAT Sep 13 - Sep 22

CORE Reports Transition to Support & Go-Live Sep 22 - Oct 10

UFC Report Writing Oct 11 - Nov 1

UFC Reports UAT Nov 2 - Nov 8

UFC Reports Transition to Support & Go-Live Nov 8 - Nov 28

10/17/2017


Student Financial Services


Allison Grindon Mike Runiewicz

Project Description

Student Financial Services Data will be integrated into the Data Warehouse and made available for reporting. This report covers Phase 2 of the overall project which included data from the Partners in Education with Parents (PEP) system.



10/06/2017 100 Green

Phase Close (2nd phase)



End Date08/17/2017 – 2nd Phase Completed(3rd Phase on hold)





10/17/2017


Student Financial Services Timeline with Business Impact

2017 2017Aug

Go-Live (2nd Phase)Aug 17

Transition to Support & Go-Live (2nd Phase) Aug 11 - Aug 17

10/17/2017

2nd Phase Completed3rd Phase on hold

Infrastructure Services Portfolio



Integrated Infrastructure


Darrell Dohrman John Gohsman

Project Description

The purpose of this project is to simplify IT infrastructure support for the university. To accomplish this goal, it will:• Deliver easy to use hybrid cloud compute and storage services by brokering public cloud offerings and implementing, supplementing, and or consolidating on premise server and storage solutions • Implement common, universal network and system operations tools and automation – includes setting up and configuring monitors and alerts for the new infrastructure platform• Create a unified Active Directory structure to facilitate common user sign-on across the university and with the potential to integrate with BJC (shifted from user services – budget will shift accordingly)• Migrate departments and schools



10/02/2017 35 Yellow

Phase Transition to Operations

Service Portfolio Infrastructure Services


End Date 12/31/2018





10/17/2017

Integrated Infrastructure Timeline with Business Impact

42

2017 2018

Today

Jul Sep Nov 2018 Mar May Jul Sep Nov

DOM EngagementJul 1

Neurology EngagementJul 10

Otolaryngology CompleteJul 14

Audiology PACS CompleteJul 21

Emergency Medicine Complete

Jul 28

OB/GYN EngagementOct 4

Pathology and Immunology EngagementOct 29

Anesthesiology/Psychiatry EngagementNov 19

Radiology Engagement

Dec 17

Jul 1 - Nov 30 Wave 1 - Physical Therapy, Pediatrics, Surgery, Audiology PACS

Jul 1 - May 31 Wave 1 - Medicine, Neurology, Pathology and Immunology

Oct 15 - Mar 30 Wave 1 - Anesthesiology/Psychiatry, Radiology

Dec 1 - May 31 Wave 1 - Physician Billing Svc, Radiation Oncology

Mar 1 - Aug 31 Wave 2 - Current WashU IT Customers

Jun 1 - Dec 31 Wave 3 - New Customers

©2017 Washington University in St. Louis10/17/2017


WUSM Email Consolidation


Mark Lopez Ed Welker, John Gohsman

Project Description

1. Create a single, unified collaboration service for the Medical School faculty, staff, and students with already migrated Danforth constituencies

2. Migrate medical school email mailboxes to the Shared Services email service from departmental and local email systems

3. Integrate Email Address Book and Free/Busy Calendar availability with BJCExchange Online environment

4. Provide simplified spam filtering, DLP, and email encryption solutions



10/06/2017 99 Green

Phase Execute



End Date 10/31/2017






WUSM Email Consolidation Timeline with Business Impact

2017 2017

Today

Jan Feb Mar Apr May Jun Jul Aug Sep Oct

WUDOSIS User Migrations BeginJan 5

DOM Email Server Shutdown

Jan 16

Pediatrics User Migrations Begin

Jan 17

WUDOSIS Exchange Server Cleanup Begin

Jul 1

WUDOSIS Exchange Server Cleanup Finish

Oct 31

1/1/17 - 6/1/17Execution

Feb 1 - Oct 31Cleanup/Close


Enterprise Client Virtualization (formerly known as CSD) Project


Alesya Bernatskaya & Charles Hahn (BJC) John Gohsman & Jerry Fox

Project Description

This is a joint project between HIP, BJC and WU. The main project objectives include but are not limited to:•Implement new converged infrastructure, VCE Vblocks, across BJC and WU for clinical staff•Provide a single Follow-Me-Desktop experience that can be accessed at BJC and WUSM facilities•Provide a single Citrix environment that ca be accessed by physicians remotely



09/05/2017 40 RED

Phase Planning/Executing



End Date 12/02/2018






Enterprise Client Virtualization ECV (aka CSD) Timeline with Business Impact

VCE VBlocks InstalledJan 7

2017 2018

Today

Mar May Jul Sep Nov 2018 Mar May

Christian Hospital Go-LiveSep 9

MO Baptist

Sep 30

BoBap Sullivan MO Go-live

Oct 14

Parkland Hospital Go-Live

Oct 28

Mar 1 - Sep 29Citrix Design

May 18 - Oct 29Community Hospital Go-Live

Aug 12 - Jun 30WUSM Deployment

Oct 1 - Nov 3Citrix Build RFP

Nov 6 - Feb 23Citrix Environment Build

Academic Hospitals Go-Live Nov 11 - Dec 2


Identity Management (IDM) 2.0


Ed Clark Kevin Hardcastle, Dan Zweifel

Project Description

• Automated entity lifecycle management• Separation of duties enforced automatically• Reporting and analytics for improved auditing ability• Resource access based on roles (doctor, nurse, student, etc.) • Research collaborator access workflows• Faster application and resource access in less time and effort• Resource owners audit/approve access



10/03/2017 100 Green

Phase Closing



End Date 09/28/2017





Vendor engagement

10/17/2017


IDM 2.0 Timeline with Business Impact

2017 2017May Jun Jul Aug Sep

On-Site discovery CompleteMay 25

IAM Assessment Specification SignoffJul 5

IAM Assessment Use Case Specification SignoffJul 26

FINAL Executive Presentation Signoff

Aug 14

IAM Executive PresentationSep 8

5/15 - 5/25 Conducted Discovery Session

5/29 - 7/4 IAM Assessment Specification Analysis and Documentation

6/26 - 7/25 IAM Future State Use Case Specification

7/20 - 7/25 Review/Edit/Update Future State Use Case Specification

10/17/2017


VoIP Implementation (Danforth)


Jeffrey Blair John Gohsman

Project Description

The goal of this project is to replace various end of life/end of support telecommunication systems and equipment. The new system will provide secure, robust systems; traditional voice features as well as enhanced communication features (voice mail into email, single number reach, office phone on cell phone), improved call center applications which will be connected through the data network.



10/06/2017 18 Green

Phase Design



End Date 12/31/2019






VoIP Implementation (Danforth)Timeline with Business Impact

2017 2019

Today

Jul Oct 2018 Apr Jul Oct 2019 Apr Jul Oct

End User Services Call CenterAug 29

Business School, AthleticsOct 10

CFU - West & North CampusDec 18

CFU - Brookings, DUC, Alumni HouseFeb 27

Sam Fox & Law SchoolMay 1

Engineering

Aug 28

Arts & SciencesOct 30

Network Upgrade

Cutovers Go Live

Decommissioning Feb 25 - Nov 29

Close Nov 29 - Dec 20

Jul 1 – Mar 30

IT Management ServicesPortfolio



Audit Remediation Tracking


Sundos Masri John Gohsman

Project Description

This is a tracking project to identify work being performed to address audit findings. Currently the status, plans and individuals who are working on audit remediation are not tracked.



07/07/2017 20 Green

Phase Planning

Service Portfolio IT Management Services


End Date 01/08/2018





10/17/2017


Audit Remediation Tracking Timeline with Business Impact

2016 2018

Today

Dec Feb Apr Jun Aug Oct Dec

Team Formation

Dec 23

Project Creation

Jan 1

Remediation Efforts

Feb 1

3rd Quarter UpdateApr 14

4th Quarter Update

Jul 14

FY 18 PlanAug 1

Project Formation Jan 1 - Jan 31

Remediation of Existing Audit Findings

Jan 1 - Dec 31

Third Quarter Audits Jan 1 - Mar 31

Fourth Quarter Audits Apr 1 - Jun 30

FY 18 Audit Planning May 1 - Jun 30

10/17/2017


Innotas Phase 2

Project Manager: Project Sponsor(s)

Natalie Knopf John Gohsman

Project Description

Implement remaining requirements specified by OCIO and service operations groups in 3Q2017 including: 1) Internal Improvement Project Identifier for new scorecard, 2) Implement task and project subtypes on all service Ops projects for Enterprise Apps, 3) Setup Admin Roadmap Program sub-portfolio for consolidated program planning and reporting, 4) Set up hierarchy units for all WashU IT organizations. 5) Work Bench Rollout, HTC. 6) Meeting with different organizations throughout WashU IT to rollout Innotas requirement features.



10/06/2017 75 Green

Phase Planning/Executing



End Date 11/30/2017






Innotas Phase 2 Projects Timeline with Business Impact

2017 2017

Today

Jul Aug Sep Oct Nov

Deliver Report to Sr. Leadership

Jul 24

Internal Improvement Project Identifier Created

Aug 18EA Meetings

Sep 11

EUS MeetingsSep 14

SI MeetingsSep 22

Resource Workbench, HTC Rollout

Nov 5

Deliver Report to Sr. Leadership Jul 24

Detail Roll-out Plan Jul 24 - Aug 18

Rollout Innotas Requirements to WashU IT Orgs Sep 1 - Sep 30

Resource Workbench Rollout, HTC Oct 2 - Nov 30


PPMO and Enterprise Architecture Websites


Adam Wylie

Project Description

Provide an easily accessible website for the Portfolio and Project Management Office and Enterprise Architecture, containing relevant information and helpful resources related to these two departments.



09/26/2017 30 Green

Phase Design



End Date 12/29/2017





10/17/2017


PPMO and Enterprise Architecture Websites Timeline with Business Impact

2017 2017

Today

Jun Jul Aug Sep Oct Nov Dec

Project Start

Jun 1

Project EndDec 29

Website Design Jun 1 - Nov 30

Transition Website to Production Sep 25 - Dec 29

10/17/2017


Transition to Operations


Tom Imlay John Gohsman

Project Description

This program will develop, document, and implement a transition to operations process that is consistent across WashU IT. This will simplify and standardize the work required by project managers and functional managers related to putting new solutions into production.



10/04/2017 75 Green

Phase Design



End Date 11/17/2017






Transition to Operations Timeline with Business Impact

2017 2017

Today

Apr May Jun Jul Aug Sep Oct Nov

Setup advisory group

Apr 5

Complete documenting future state

Apr 28

Documentation completed

Sep 22

Implementation Complete

Nov 15

Project complete

Nov 17

Apr 6 - Jul 14 Document future state

Apr 6 - Jul 14 Document current state

May 26 - Sep 22 Create change management plan and training materials

Get stakeholder approvals Sep 25 - Sep 29

Implement new process / train staff Oct 2 - Nov 3

Project close out Nov 6 - Nov 17

Productivity & Collaboration ServicesPortfolio



User Services Integration


David Sterling John Gohsman

Project Description

The User Services Integration (USI) project will provide shared, secured, reliable, accessible and compliant end user services. To accomplish this goal, this project will:

* Enhance user experience through on-site and remote service access * Create agile service-focused delivery of operations * Provide more rapid delivery & support of commodity services * Leverage economy of skill, synergy, and expertise * Lower security risk and improve compliance * Ensure services are simple to use * Enable improved collaboration opportunities and tools * Improve the University’s competitive edge * Provide stable and robust tools and services



10/02/2017 35 Yellow

Phase Implementation

Service Portfolio Productivity & Collaboration Services


End Date 12/31/2018





10/17/2017

2017 2018

Today

Jul Sep Nov 2018 Mar May Jul Sep Nov

DOM EngagementJul 1

Neurology EngagementJul 10

Otolaryngology CompleteJul 14

Audiology PACS CompleteJul 21

Emergency Medicine CompleteJul 28

OB/GYN EngagementOct 4

Pathology and Immunology EngagementOct 29

Anesthesiology/Psychiatry Engagement

Nov 19

Radiology EngagementDec 17

Jul 1 - Nov 30 Wave 1 - Physical Therapy, Pediatrics, Surgery, Audiology PACS

Jul 1 - May 31 Wave 1 - Medicine, Neurology, Pathology and Immunology

Oct 15 - Mar 30 Wave 1 - Anesthesiology/Psychiatry, Radiology

Dec 1 - May 31 Wave 1 - Physician Billing Svc, Radiation Oncology

Mar 1 - Aug 31 Wave 2 - Current WashU IT Customers

Jun 1 - Dec 31 Wave 3 - New Customers

User Services Integration Timeline with Business Impact

©2017 Washington University in St. Louis10/17/2017 64


Lecture Capture


Renee’ Lowry TBD

Project Description

Objective:

This project would put structure in place to provide common equipment, documentation, training and opportunities as opposed to the current department-focused attempts that do not leverage an enterprise-level solution.Goals:

1. Create 18-24 month on-boarding technical plan to facilitate bringing schools and departments into the enterprise implementation of the lecture capture solution Mediasite, the current lecture capture system used by several departments on campus.2. Provide access so that The Teaching Center, University Libraries, and others on campus can start to pilot in the fall (20167).3. Facilitate the creation of a lecture capture service governance group that is representative of participating schools and departments from both the Danforth and Medical campuses.



09/30/2017 15 Green

Phase Design

Service Portfolio Productivity & Collaboration Services


End Date 06/19/2018






Lecture Capture Timeline with Business Impact

2017 2018

Today

Aug Sep Oct Nov Dec 2018 Feb Mar Apr May Jun

Functional Analysis

Aug 1

InitiationOct 13

PlanningDec 13

ExecutionMay 31

Project Monitoring & Control

Jun 19

Close ProjectJun 19

Oct 2 - Oct 13 Define Scope

Oct 30 - Dec 29 Develop Training Documentation

Jan 22 - May 18 Build & Test

GO LIVE May 20

Research ServicesPortfolio



CBMI (ICS) Infrastructure Alignment Project


Randy Gadell John Gohsman

Project Description

This is an IRIS Program ProjectCBMI IT Consolidation Into WU IT, staff transition, develop a service catalog and implement a plan to provide Research IT Support Services to the university.Phase 2 - Roadmap and segregate appropriate services and resources between WU IT RIS and the Institute for Informatics.Note: This is a partial team transition effective 09/1/2017 and will include some infrastructure in the near future.



09/30/2017 50 Green

Phase Planning

Service Portfolio Research Services


End Date 12/31/2017





10/17/2017


CBMI (ICS) Infrastructure Alignment ProjectTimeline with Business Impact

2017 2017

Today

Jul Aug Sep Oct Nov Dec

Transition CompleteSep 1

Services DevelopmentDec 31

Jul 14 - Sep 1Support Transition

Aug 1 - Dec 31Services Development

Nov 1 - Dec 31Service Costing

10/17/2017


MGI IT Consolidation Into WU IT



Project Description

This is an IRIS Program ProjectMGI IT Consolidation Into WU IT, staff transition, develop a service catalog and implement a plan to provide Research IT Support Services to the university.Phase 2 - Roadmap and segregate appropriate services and resources between WU IT(MGI) and the Institute for Informatics.



09/30/2017 80 Green

Phase Implementation



End Date 12/31/2017





10/17/2017


MGI IT Consolidation Into WU ITTimeline with Business Impact

2017 2017

Today

Jun Jul Aug Sep Oct Nov Dec

Transition EffectiveJul 1

Services DevelopmentOct 31

Jun 1 - Jun 30Support Migration

Jul 7 - Oct 31Services Development

Jul 10 - Dec 29Service Costing

10/17/2017


Research Storage


Randy Gadell Phillip Payne

Project Description

This is an IRIS Program ProjectThe research storage service will add capacity to the MGI storage environment and will be managed by MGI and WashU IT. The service will provide archival storage to meet grant requirements (a university obligation), base storage (e.g. 5 TBs) to each research at no cost, and charge the grant for additional storage beyond the base storage.



06/30/2017 25 Green

Phase Planning



End Date 12/31/2018





10/17/2017


Research Storage Timeline with Business Impact

2017 2018

Today

Jul Aug Sep Oct Nov Dec 2018 Feb Mar

Equipment Ordered

Jul 21

Installation & Configuration CompleteOct 31

Deployment StartDec 29

Sep 1 - Oct 31Install & Test

Oct 31 - Mar 31Use Case Pilots

Dec 29 - Mar 1Deploy & Transition to Support

Jan 15 - Feb 152018 Phase Start

10/17/2017


Research IT Services Catalog



Project Description

This is an IRIS Program Portfolio ProjectProject for developing an IT Services Catalog for Research community infrastructure, improved capacity utilization of scalable processing resources that incorporates high speed LAN connectivity to Research Storage.The first phase of this Project will identify the existing capabilities of RIS staff and infrastructure to provide services to the WashU Research community. It will catalogthat capacity and develop a services cost model. The second phase will include working with The Institute for Informatics and the Research Governance Committee to identify additional services that RIS could provide to further the University’s Mission.



09/30/2017 0 Green

Phase Initiating



End Date 12/31/2018





10/17/2017


Research IT Services CatalogTimeline with Business Impact

2017 2018

Today

Oct Nov Dec 2018 Feb Mar

Project Initiation Start

Oct 2Deployment Start

Jan 31

Existing Capabilities Cataloged

Mar 31

Oct 2 - Nov 30Project Charter

Oct 2 - Dec 30ICS & MGI Svs

Dec 1 - Feb 15Capacity Modeling

Dec 1 - Mar 15Cost Model Development

Mar 15 - Mar 31Next Phase Start

10/17/2017

Teaching & Learning ServicesPortfolio



Administrative Assist Training


Regina Sykes Gohsman, John and Chandler, Legail

Project Description

Establish an approach to delivering training for the administrative assistants for applications that are leveraged for work performed by the administrative assistants. Applications such as Outlook, Microsoft Excel and Microsoft Word are used on a regular and ongoing basis, the implementation of Office 365 is occurring throughout all units and providing training to the administrative assistant staff member would help with increased productivity.



10/05/2017 90 Green

Phase Development

Service Portfolio Teaching and Learning Services


End Date 11/03/2017





78

2017

Today

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov

DesignJan 17

BuildJan 30

TestFeb 6 Train

Nov 3

Jan 17 - Feb 10 Develop In classroom training Workshop 1

Feb 20 - Feb 24 Deliver Workshop 1

Feb 13 - Mar 3 Develop In classroom training for Workshop 2

Mar 13 - Mar 31 Develop In classroom training for Workshop 3

Mar 20 - Mar 24 Deliver Workshop 2

Apr 17 - Apr 21 Deliver Workshop 3

Apr 22 - Oct 9Develop In classroom training for Workshop 4

May 22 - Nov 3 Deliver Workshop 4

Administrative Assist TrainingTimeline with Business Impact

©2017 Washington University in St. Louis10/17/2017

2017


Canvas/OASIS-Learning Management System Phase 3


Jeffrey Blair Rick Stanton

Project Description

New project which incorporates remaining requirements from the original Canvas, OASIS, and LMS projects. Scope also includes numerous enhancements, and updates that are required to optimize their performance, functionality, and utilization.



10/06/2017 95 Yellow

Phase Transition To Operations



End Date 10/31/2017






Canvas/OASIS-Learning Management System Phase 3Timeline with Business Impact

2017 2017

Today

Jun Jul Aug Sep Oct

Close Project

Oct 31

LMS 4 Planning Jul 1 - Aug 31

Automated Student Enrollment Jul 1 - Aug 31

ESS Data Jul 1 - Sep 8

WUCRSL to OASIS and Add/Drop Jul 1 - Oct 20

Student Group Generator Jul 1 - Oct 13

Explorance Blue File Generator Jul 1 - Oct 13


CIPE Technology Planning


Ed Clark Jennifer Pruehsner , Heather Hageman

Project Description

This project will identify and analyze current CIPE business cases, elaborate business cases to business and functional requirement, develop a high-level implementation plan, delivery timeline and budget to implement a future state CIPE system.



10/03/2017 56 Green

Phase Analysis



End Date 12/07/2017





10/17/2017


CIPE Timeline with Business Impact

2017 2017

Today

Aug Sep Oct Nov Dec

CIPE Business Case Complete

Aug 18

Use Cases CompleteSep 12

Business Requirements Complete

Oct 18

Functional Requirements CompleteDec 5

CIPE Business Requirements Phase -Project Close - Out

Dec 7

Sep 5 - Oct 18Business Requirements

Oct 24 - Dec 4Functional Requirements

10/17/2017


HIPAA 101 Training Module (Rewrite Module)


Regina Sykes Dr. Crane

Project Description

The HIPAA office has requested a Performance Support Analyst help to rebuild their current HIPAA 101 in Captivate, the course is currently authored in a tool called Lectora (that is not in use at WashU). The expectation is that the PSA will assess the current course and determine best approach to create and deliver the course. There are four other courses, however they will not be updated at this time. The HIPAA office see a risk, which is, if this course fails to load in L@W for any reasons we will have to re-do the course in captivate at that time. And new employee will not be able to start work until they complete the course, so they will have to delay start date or use another method.



10/05/2017 90 Green

Phase Design



End Date 10/27/2017





2017Mar Apr May Jun Jul Aug Sep

Design

Mar 13

Build

Mar 27Test

Jul 10

Train

Jul 24

Mar 13 - Mar 24 Develop Training Plan

Mar 27 - Sep 28

Develop Training/Course Materials

HIPAA 101 Training Module (Rewrite Module)


2017


Learning Management System Review and Evaluation (LMS)


Ed Clark John Gohsman

Project Description

Plan and coordinate the review and evaluation of replacement academic learning management systems, including course pilots.



10/03/2017 60 Green

Phase Build and Test



End Date 03/30/2018





10/17/2017


Learning Management System Review and Evaluation (LMS)

Timeline with Business Impact

2017 2018

Today

Aug Sep Oct Nov Dec 2018 Feb Mar Apr May

LMS Pilot StartAug 28

LMS Pilot Complete

Dec 29Recommendation Report - FINAL

Mar 30

Collect Pilot Data on LMS

Create Recommendation Report

Aug 28 – Dec 29

Dec 29 – Feb 14

10/17/2017


Skype for Business


Regina Sykes Ed Welker

Project Description

Develop training materials for Skype for business to allow end users to drive adoption rate up.



10/05/2017 75 Green

Phase Design



End Date 11/03/2017





2017

Today

Apr May Jun Jul Aug Sep Oct Nov

DesignApr 10

BuildApr 28

TrainJul 21

Apr 10 - Apr 21 Develop Training Plan

Apr 28 - Oct 13 Develop Training/Course Materials

Jul 10 - Nov 3Deliver Training/Course Materials

Skype for Business Timeline with Business Impact


2017

Completed ProjectsProject Title Portfolio Completion Date

Medical School Department Data Data Services 06/30/2017

Instructional Technology Teaching and Learning Services 06/30/2017

Research Data Core Research Services 07/21/2017

VoIP WUSM Infrastructure Services 08/03/2017

IT Service Management Productivity & Collaboration Services 08/29/2017

Admins Replacement (Readiness Assessment Business Case)

Administrative Applications Services 08/31/2017

SI Proxy Solution Infrastructure Services 09/29/2017

Replace Course Evaluation System Teaching and Learning Services 09/30/2017


Documents

Project Portfolio Office of the CIO Portfolio & Project ... of the CIO Portfolio & Project ... • Workday Student Strategic Advisor Program Project ... Integrations, UA Retirement