University of Regina Information Services Report on Operations May 1, 2014 to October 31, 2014

Transcription

1 University of Regina Information Services Report on Operations May 1, 2014 to October 31, 2014 Item Activity Name and Purpose Major Issues 1 Service Agreements Service agreements ensure that critical services delivered by IS to a unit meet the realistic expectations of the unit. Both IS and the unit agree on outcomes to be achieved and responsibility assignments to both IS and unit staff. The agreement then forms the basis upon which disagreements are adjudicated and service improvements are agreed to over time. 2 Infrastructure Refresh The ongoing replacement of aging components of the voice, video and data communication network and sever infrastructure on an approved replacement cycle as established in IS policy. 3 Risk Management Identification of all risks associated with the delivery of IS services to the university. Each risk is then assessed for potential impact on the university and probability of occurrence. Significant risks are then assigned to staff for mitigation. 4 Smart Classrooms Ongoing assessment, upgrade, and replacement of audio visual and computer equipment housed in classrooms for use by instructors during class. 5 Service Descriptions Ongoing update of the IS Service Description. This document outlines in some detail the services provided by IS and the costs of those services, if any. This ensures the university community is fully aware of all available IS services. 6 Evergreen Deployment The ongoing replacement of evergreen equipment that has reached its 5 year end of life. 7 Audio Visual Services ent activities underway or recently completed in AV Services. 8 Internet Traffic Management Activities underway or recently completed that address internet routing, traffic volume The service agreement for the Parking Services Web System has been in discussion since November Last discussion was October 2013 and still not signed off. Update planned for release prior to May 1, 2015.

2 Item Activity Name and Purpose Major Issues and latency in response times. 9 Wireless Activities underway or recently completed that address issues with mobile wireless services. This includes issues of accessibility and coverage, wireless bandwidth, and device growth and support. 10 Information Technology Support Centre Activities underway or recently completed by the IS Support Centre, This area is responsible for the help desk and desktop support services provided by IS. 11 Technology Learning Centre Activities underway or recently completed by the Technology Learning Centre. This unit provides training to university staff on specific technologies used at the university to provide service to students, faculty and staff. 12 Printing Services Outline the current and recently completed activities of Print Services. 13 Affiliate Activities Outlines any activities currently underway or recently completed with Campion College, First Nations University or Luther College. Work continues on improving wireless coverage. The network now regularly connects 5000 devices at peak periods and 10,000 devices each 24 hours. We are currently short staffed in this area due to paternity leaves and difficulty locating short term replacement. This will prove problematic for staff and student phone support. Lean process review is underway in Printing Services this activity is scheduled for completion prior to April 30 th, 2015.

3 University of Regina Information Services Project Report From May 1, 2014 to October 31, 2014 Rk Comm Project Sponsor, Project Name, Purpose & Impact Outstanding Issues Internal Information Services: Disaster Recovery 100% 100% Formalize the response process for a disaster related to a loss of some or all IS services. Establish the order of recovery of all technologies and applications under IS management and support. Communicate the processes and ensure that each unit of the university has support from the university emergency response team in developing a business continuance plan for activation during an IS disaster. Estimated impact hours on IS: 800. UITSC Registrar s Office: Timetable Renewal 100% 100% Selection, acquisition, installation of an electronic classroom timetable scheduling solution for use by the Registrar's Office and Faculties. Estimated impact hours on IS: Internal Information Services: Banner Database Extension Upgrade 100% 98% Update the Banner database to include the Ellucian database extensions necessary for Banner XE. The update does not affect any existing Banner forms or CASPUR reports. Some shakedown testing of a cross section of these forms and reports must be completed by Banner user groups to ensure existing functionality is not affected. Estimated impact hours on IS: 150. GASP Campus Security: Incident Reporting Software 100% 99% Identify requirements, select and implement an end to end incident management tracking, workflow, and reporting system. Estimated impact hours on IS: 500. GASP Student Affairs: Banner Faculty and Advisor Self Service Implementation Implementation of this particular module of Banner for Faculty Advisors. Will also eliminate the need for the in-house grade entry application. Funding has been approved. Estimated impact hours on IS: 800. This project has been cancelled by Registrar. After meeting with various stakeholders regarding the functionality available the Registrar determined there was very little interest in this application. Cancel On Hold 1 UITSC Presidents Office: Web CMS Migration Implementation of content management tools and the redesign of the entire UofR web site to a common look and navigation for all faculty and administration pages. 98% 97%

4 Establishment of governance policies and procedures for the ongoing maintenance of the site and content. Estimated impact hours on IS: UITSC VP. Admin & Provost: Print Optimization The units where improvements Lower the environmental and financial impact of printing. Bring the university in remain to be made are: line with its peers in the number of print devices per person. Estimated impact Science hours on IS: Business Administration Engineering 3 UITSC Faculty of Graduate Studies: Graduate Studies Information System Identification and implementation of functionality for Grad Studies to automate many processes that are currently handled manually. Estimated impact hours on IS: GASP Library: Next Generation Library System Investigate, select and implement a next generation library system to provide unified management of all the resources that the Library owns, licenses, manages and makes available to end users. The objective is to replace the Voyager integrated library system and other software applications that are used by the Library in its operations. IS will potentially be required to provide interfaces from Banner to the new solution selected. Estimated impact hours on IS: TBD 5 UITSC Library, Supply Management Services & Information Services: Software Management Licensing Framework Software license management information would be made available to faculties, departments and individuals. It will be possible for individuals seeking software to determine the type of software packages and the numbers of licenses currently in use and being maintained so an informed selection can be made. It will also be possible for the university to gain an understanding of the potential to combine licenses and support agreements to lower overall total cost. Estimated impact hours on IS: TBD 6 GASP Enrolment Services: Student Awards Management System Acquire or develop in-house a student awards management system to enable staff to monitor and track university approved awards and all accompanying award information. It will also be used to develop an online search engine for students to improve awareness of the various funding opportunities available from the university.. Estimated impact hours on IS: 400. and Education. Project is on hold awaiting the availability of staff in Graduate Studies. 99% 99% 35% 35% 30% 20% Evaluation and completion of Phase 3 (Reports) have unearthed a number of issues with SAMS. A full Business System Analysis (BSA) of all the SAMS's components will be undertaken. 92% 91%

5 7 GASP Public Relations: Advancement Module Streamline 52% 47% Modify and enhance the current Banner Advancement Module so that operational efficiencies are realized, reporting is stream-lined and processes are implemented to increase module functionality for the University of Regina and our external stakeholders. Estimated impact hours on IS: UITSC Registrar s Office & Enrolment Services: Document Management Solution 60% 60% The purpose of this request is to provide student service areas with the ability to scan information pertaining to a student record and allow for a direct link to the student record in Banner. This will allow university staff to access information to better assist and advise students. Estimated impact hours on IS: Internal Office of Resource Planning & Information Services: Data and Information 50% 50% Governance Framework Phase 1 - Development of a data and reporting governance model and information delivery methodology for the university. Phase 2 - Providing the information delivery infrastructure technology, training, and managerial level information in support of UofR leadership decision making. Estimated impact hours on IS: Phase hours & Phase 2 - TBD 10 Internal Information Services: Banner Knowledge HR Workflow Improvement- 55% 50% Undertake a process analysis and improvement with support from Ultimate Consulting in order to assess the potential benefits and best use of the knowledge management positions within IS. For this particular assessment, Human Resources has identified four processes with possible benefits that could be achieved through the implementation and use of the Banner Workflow module a Banner product we own but have never effectively utilized. Estimated impact hours on IS: Internal Information Services: GroupWise 2014 Upgrade 20% 20% Installation of the upgrade to Groupwise 2014 for and scheduling. Estimated impact hours on IS: TBD 12 UITSC Facilities Management: uterized Maintenance Management System Software Replacement Replace InSIte the discontinued computerized maintenance management software (CMMS) from ABB/Ventyx with the newly selected software FAMIS a software as a service solution. This is being done to ensure continued service and productivity levels are maintained and enhanced. FAMIS is intended to improve the level of functionality, streamline processes, reduce redundant activities, and improve customer communications. Potential electronic linkages to the Banner

6 and Infosilem software are being discussed with Finance, Human Resources, and Information Services. Estimated impact hours on IS: TBD 13 GASP Bookstore: Bookstore Accounting Interface to Banner Bookstore vendor unable to Define and implement an interface to transfer accounting transactions to and from provide interfaces will require Banner and the Bookstore s college bookstore management system. This is additional in-house currently a manual process requiring duplicate entry. Estimated impact hours on development as a result. IS: GASP Faculty of Graduate Studies: Document Upload Grad Studies Admissions A key recommendation of the LEAN Project undertaken in March 2013 with the Levene Graduate School of Business was the implementation of a system that would allow applicants to FGSR to upload admission documents to support their application using the Banner s Self-Service Admission tool. Estimated impact hours on IS: TBD 15 GASP Faculty of Business: Document Management for Levene School of Business The implementation of a Document Management system with Workflows between FGSR and the Levene Office. A key recommendation of the LEAN Project undertaken in March 2013 with the Levene Graduate School of Business was the implementation of a Document Management system with workflows between FGSR and the Levene Office. Estimated impact hours on IS: TBD 16 GASP Faculty of Social Work: Document Management for Social Work The Faculty of Social Work offers courses for the BSW program in Regina, Saskatoon, and at Regional Colleges. This request is to provide access to student documents regardless of location in order that the faculty advisor can review the most up to date documents for the student. Estimated impact hours on IS: TBD 17 GASP Human Resources: Forms Flow Human Resources Workflow As a continuation from the Banner Knowledge project continue to streamline Human Resources' form flows, workflows, and processes. These include: Performance reviews, tuition reimbursement, and incident reporting. Estimated impact hours on IS: TBD 18 GASP Financial Services: Internal Invoicing Financial Services has requested development of an automated solution for internal (inter-departmental) invoice management and accounting This is currently a manual process. Estimated impact hours on IS: TBD 19 GASP Public Relations: Address Verification Implementation of automated address verification solution. This would ensure addresses entered in Banner are legitimate addresses that do exist. Estimated 69% 57% 7% 0% 1% 0%

7 impact hours on IS: Internal Information Services: Banner XE Impact Analysis The purpose is to determine what modules will be implemented, the impact of the change to existing Banner functionality including self service, the impact on the technical architecture, and an implementation timeline. Estimated impact hours on IS: TBD 21 GASP Payroll: Record of Employment Investigate options to produce Record of Employments more efficiently within Banner. Estimated impact hours on IS: GASP University Secretary: Banner Enhancement for Convocation Create a method within Banner to easily identify students who have convocated. Estimated impact hours on IS: UITSC Centre for Teaching & Learning: Streaming Media Services for the University - To determine the needs of the institution as a whole in regard to media recording, publishing, and live streaming services, how best to serve those needs and the resources required to do so. Estimated impact hours on IS: TBD 99 Internal Information Services: Footprints V12 Upgrade Upgrade the IS Support Centre's work ticket management software's existing production version of Footprints to version 12. None 0% Note 1: The project impact hour estimate gives a relative measure of impact on all available project resources within IS. IS has an estimated maximum of 3500 project impact hours per year for non web related projects and 2400 impact hours per year for web and mobile application related projects. From the 3500 hours of non web related project time one must deducted the normal Banner upgrade work required each year with an estimated 500 impact hours leaving approximately 3000 impact hours per year available for non web related project work.