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Bridgewater State University
Information Technology
Project Management Office
Monthly Report
March 2018
PMO Monthly Report – March 2018
2
Table of Contents
Executive Summary ....................................................................................................................................... 3
Purpose ..................................................................................................................................................... 3
Highlights ................................................................................................................................................... 3
Looking Ahead ........................................................................................................................................... 4
FY17 Project Portfolio ................................................................................................................................... 4
Health and Phase of Current Projects ........................................................................................................... 8
Total Time Investment by Project.................................................................................................................. 9
Time Distribution by Project ........................................................................................................................ 10
Time Distribution by Person ........................................................................................................................ 11
Run Grow Transform Report ....................................................................................................................... 12
Project Work by IT Department……………………………………………………………………………………….…………………… . 13
Monthly Project Works Totals……………………………………………………………………………………………….……..………….14
Project Volume and Status……………………………………………………………………………………………..…….…….…………..15
Annual Project Effort Totals……………………………………………………………………………………………………….…….………16
PMO Monthly Report – March 2018
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Executive Summary
PURPOSE
The PMO Monthly Report contains a wealth information about the status of Information
Technology projects currently managed by the IT Project Management Office. The PMO Monthly
report is a collection of point in time reports designed to provide the reader with a clear overview
of the status of all Information Technology projects.
HIGHLIGHTS
The Information Technology Project Management Office manages the 40 projects that comprise
the 2017-2018 IT Projects Portfolio. Thirty three of these projects were new projects that were
approved in the FY18 Project Request Cycle. The other projects were holdovers from FY17. The
team has completed 14 of the FY18 projects through February with a few more projects scheduled
to close before the end of March.
During the month of March 2018, Information Technology staff invested over 1452 total hours on
project work. The March 2018 total of 1452 hours is slightly above our thirteen month rolling
average of 1445 hours of project work, however it well below of our March 2017 total of 1874
hours of project work.
Notable achievements in the IT Project Management Office for the month of March 2018 include:
The Student Education Planner (SEP) with Degree Works project went live on Friday
March 9th. The implementation of SEP will allow students more control over their pathway to
degree completion.
The Blackboard Transaction System Upgrade project went live on Friday March 9th. This
project includes provisioning new virtual application and database servers running Server
2012R2 and upgrading BBTS to the latest supported version.
The Applications Upgrade FY18/19 project kicked off on March 23rd. This is the annual
applications upgrade project to keep versions current on all enterprise applications
administered by Information Technology. This year this project is laying the groundwork for
an upgrade from Banner 8 to Banner 9.
The Police Communications Upgrade project closed on March 30th. This project updated
existing outdated communication equipment that ensures the safety of our officers and the
ability to communicate with various public safety agencies in the event of an on campus
emergency.
PMO Monthly Report – March 2018
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The Security Camera Repurposing project closed on March 30th. This project replaced all
exterior and interior cameras with the police station using cameras that were previously
positioned at the closed Children’s Center.
LOOKING AHEAD
The month of April 2018 again promises to be a very busy month for the IT Project Management
Office and the Information Technology Division in general. During the month of April several
projects will be winding down and many other new projects for FY18 will begin to take shape.
Some significant milestones on the horizon for the month of April 2018 should include:
The Commencement Ticketing project will go live on April 2nd. The implementation of the
new ticketing system will provide an opportunity for students to receive their commencement
tickets at their convenience as well as reduce the administrative needs around distributing
tickets to 2,000 students.
The Registration Readiness project will go live on Friday April 13th. This project will improve
the reliability of the registration performance by using advanced analytics and reporting to
ensure that the registration system can handle target peak loads.
The Classroom Upgrade FY18 project will close by April 18th. This project will refresh audio
visual equipment that is five years and older and install new Extron switches and full size
teaching stations in selected classrooms.
The Web Search 2.0 project will kick off by April 27th. This project will replace the Google
Search Appliances which provide federated search capability to the main BSU website,
intranet, and other connected websites.
FY18 PROJECT PORTFOLIO
The graphic on the next page shows the status of the 43 FY18 portfolio projects that are currently
underway and managed by the IT Project Management Office (PMO) during the month of March
2018. Twelve of these projects are carry over projects from the FY17 project portfolio. Brief
descriptions of each project are contained on pages six and seven of the report.
In this graphic the color of the bar represents the project status. Blue projects are initiating (with
no charter yet), green projects are underway and progressing according to plan/schedule, and
yellow projects are underway but currently have some schedule, scope, or cost risk associated
with them. Red project status indicates a project that has violated constraints and requires
significant corrective action. The length of the bar depicts the planned duration of the project and
the shaded region within the bar represent the % complete as a factor of the project duration.
Project manager and percent complete are also listed.
PMO Monthly Report – March 2018
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FY18 Project Portfolio Application Virtualization Pilot
Provide a new innovative way for
faculty, staff, and students to access
academic and business applications
used on campus. Application
Virtualization will allow any user to
“stream” the application through a
web browser at any time and on any
device.
Applications Upgrade FY17/FY18
Annual applications upgrade project
to keep versions current on all
enterprise applications administered
by IT. The goal of this project is to
keep applications current in order to
take advantage of the enhanced
functionality being released to assist
with business processing.
Banner 9 Student Profile and
Faculty Grading Modules
Begin the transition to some Banner
XE modules, specifically the Student
Profile and Faculty Grading
modules. The student profile
delivers photo rosters as well as
preferred name on class rosters.
Faculty grading delivers all rosters on
one page (midterm, final etc.) which
will be extremely beneficial to faculty.
Blackboard Transaction System
Upgrade
Upgrade Blackboard Transaction
System (BBTS) to the latest
supported version. The current BBTS
environment is a mix of physical and
virtual servers running Server 2008
R2 with the database server running
Oracle 11.2. This project includes
provisioning new virtual application
and database servers running Server
2012R2 and upgrading BBTS to the
latest supported version.
BSU Mobile 3.0
The 3.0 upgrade to the BSU Mobile
app will include adding some
exciting new features as well as
removing some little-used features
based on student focus group
findings, survey results, user analytics
and other student feedback.
Cameras for BSU Police Station
Replace all exterior and interior
cameras with the police station using
cameras that were previously
positioned at the closed Children’s
Center.
Classroom Upgrade FY18 Project
The Classroom Upgrade project will
refresh audio visual equipment that
is five years and older and install new
Extron switches and full size teaching
stations in selected classrooms.
Commencement Ticketing
Implement software that will provide
an opportunity for students to
receive their commencement tickets
on their time as well as reduce the
administrative needs around
distributing tickets to 2,000 students.
Common Application Projects –
Discovery and Implementation
Explore the viability of adding the
Common Application to the
Enrollment Management process,
including the overall costs and the
projected timeline for
implementation.
Contact Center Solution for Help
Desk
Implement a Contact Center Solution
for use at the IT Service Center to
allow for better metrics, routing of
calls, call monitoring/recording, etc.
eProcurement Solution
Procure, through an RFP process,
install and implement an electronic
procurement cloud based software
system.
Emergency Notification
Improvements
The Alertus Desktop emergency
notification system will add another
mode of emergency communication
to improve safety across the
Bridgewater State University
community
Employee Onboarding & Identity
Mgmt.
Implement a new employee
onboarding system that enhances
the onboarding experience of all new
employees to campus.
Guest Pass Tracker Upgrade
Enhance and modernize current
guest registration software and
process with upgraded software
available from Adirondack.
Hart 213 classroom Redesign
Redesign the Hart 213 classroom
space with cutting edge furniture
and technology that can help inform
future classroom design.
Improving Access 2.0
Continued updates to bridgew.edu
to include updated College and
Department page content, a hosted
Maxwell Library site and revised
home page content. Make
Arts.Bridgew and microsites mobile
responsive.
Improving IT Business Continuity
Phase II
Continue improving BSU’s posture by
leveraging cloud service offerings
and by refining and expanding our IT
Disaster Recovery and Business
Continuity Plan. Also includes
specific disaster recovery test to
ensure our processes and
technologies work as expected.
Improving Service Management
This project is aimed at developing a
service based organization within IT
will also Implementing the Team
Dynamix system to replace the
existing Footprints ticketing system.
Information Security
Improvements FY18
Continue improving the overall
security posture at BSU through
advances in technology, processes,
and training as required by
Massachusetts 201 CMR 17.00.
PMO Monthly Report – March 2018
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Intranet Home Page Redesign
Include a review and redesign of the
BSUIntranet home page
my.bridgew.edu.
IT New Semester Initiation
Fall 2017 and Fall 2018
This project organizes the IT work
conducted over the summer months
prepping for this “grand opening”,
setting the stage for a successful
teaching, learning, and business experience possible for all campus constituents. Meeting Space Upgrades FY18
The BSU Information Technology
Division annually endeavors to
update the technology in a defined
set of meeting spaces that have been
identified to be in need of improved
technology.
Network Infrastructure Upgrade
Procure, configure, and install all new
network infrastructure hardware
within the administrative buildings
and residence halls on
campus. While some network
hardware has been replaced over the
years, the majority of the network
infrastructure is over twelve years old
and needs to be replaced.
Office 365 Phase II
Enable the University to leverage its
investment in O365 and to reap the
rewards of improved collaboration
and communication.
Online Transfer Transitions
Program
Bridgewater State University, in
partnership with Bristol, Cape Cod
and Massasoit Community College,
agreed to design a seamless pathway
for community college transfer
students to gain access to
Bridgewater.
Oracle 12c Upgrade
This project his project will keep
Bridgewater State University in line
with the latest release from Oracle,
prevent the need for additional
funding to extend support for the
existing database, 11Gr2, and
promote better performance,
increased scalability and easier data
management.
Police Communications System
Upgrade
BSUPD must replace its obsolete, 20-
year-old system in order to retain
communications capability with
neighboring police agencies. Update
existing outdated communication
equipment that ensures the safety of
our officers and the ability to
communicate with various public
safety agencies in the event of an on
campus emergency.
Raiser’s Edge NXT Implementation
Transition the University
Advancement fundraising and
relationship management database
from its current system, Blackbaud’s
Raiser’s Edge, to Blackbaud’s Raiser’s
Edge NXT, a comprehensive, cloud-
based solution.
Rec Center Web Integration
Integrate Rec Center Web with
TouchNet, Blackboard and Banner.
This integration will allow the
software to read connect card
information for valid BSU students
and staff.
Science on a Sphere
Science on a Sphere is a room sized,
global display system that uses
computers and video projectors to
display planetary data onto a four
foot diameter sphere, analogous to a
giant animated globe.
Self-service Enrollment
Verification
Provide students the ability to print
enrollment verifications “on-
demand” without having to come to
or contact the Registrar’s Office. By
streamlining this process, students
will benefit from instant access to
information they need 24/7/365.
Server 2003 Upgrade Project
This project is to provision new
virtual servers running Server 2012R2
and decommission all legacy 2003
servers.
Smart Parking
Design and implement an innovative
new parking availability solution for
commuter students through the BSU
Mobile App.
Strategic Goals Dashboard 2.0
Enhance the newly designed
Strategic Goals dashboard with
additional data elements.
Student Accounts Receivable
Reduction
Student billing system changes to be
implemented over the next five
semesters. Changes involve
modifications to InfoBear, email, Title
IV marketing, single login capability,
and reporting.
Student Education Planner (SEP)
with DegreeWorks
Implementation of the SEP to allow
students more control over their
pathway to degree completion.
TouchNet Marketplace Point of
Sale
Implement TouchNet Marketplace
POS with departments across
campus that take cash payments. By
reducing cash payments across
campus, the University is lowering its
overall risk.
Windows 10
This project is to prepare the
University for the adoption of the
Windows 10 operating system.
Xfinity of Campus
Implement Comcast Xfinity on
Campus (XOC), a digital content
streaming service, within the
residence halls. Includes network
configuration changes to enable the
XOC service
PMO Monthly Report – March 2018
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Health and Phase of Current Projects
The pie charts below depict the health and project phase of the 29 projects currently underway
and being managed by the Information Technology Project Management Office.
The project health chart on the left shows:
6 blue projects (new – project discovery started or scheduled to start),
18 green projects (projects progressing according to plan),
1 yellow projects (projects underway with issues), and
4 grey projects (on hold).
The project phase chart on the right shows current project phase with:
3 red (Project Planning Phase),
9 yellow (Project Initiating Phase),
16 blue (Project Executing Phase), and
1 dark blue (Project Closing Phase)
These statuses and project phases change from time to time throughout the month as project
progress through their lifecycle. What we see in the charts is the state of project status and
project health at the end of the month on March 31, 2018.
PMO Monthly Report – March 2018
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Total Time Investment by Project
This chart below shows the total time investment (since inception) in the top projects currently
underway during the month of March 2018. This is data taken directly from Team Dynamix time
reporting, so the time investment of other project team members from outside of the Information
Technology Division is not reflected in these totals.
We can see from this chart that the Employee Onboarding project is the most significant resource
draw as that project is now over 1440 hours as we wind down with post implementation support.
The Classroom Upgrades project is also winding down with 1319 hours. The Smart Parking project
continues to roll on past the 1184 hour mark. Many of the other projects listed here are still in
their early stages.
PMO Monthly Report – March 2018
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Monthly Time Distribution Report by Project
This chart shows the total time investment for projects exclusively during the month of March
2018. Thirty-one separate projects recorded some amount of time during the month. However,
some of these projects are just getting off the ground in the initiation phase. The largest amount
of time spent last month was on the Network Infrastructure Upgrade project with 155 hours. The
Improving IT Business Continuity Phase II, Registration Readiness and Employee Onboarding
Projects added another couple hundred hours a piece.
PMO Monthly Report – March 2018
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Monthly Time Distribution Report by Person
This chart shows the individual Information Technology staff members who contributed the most
significant amounts of time to project work during the month of March 2018. The March 2018
totals show significant effort spent on project work by all of the project managers in the PMO as
many projects are in the initiation phase where much of the work is accomplished by the PM.
Various members of the Systems and Administrative Systems were also busy during March, much
of which can be attributed to work on the Employee Onboarding and Identity Management,
Applications Upgrade FY18/19 and Registration Readiness Projects.
PMO Monthly Report – March 2018
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Run Grow Transform Report for March 2018
The Run Grow Transform numbers for the month of March 2018 continues to show a strong
commitment to project work. The March totals were 21 percent for project work (Grow, Transform)
and 79 percent for operational support (Run). The 21 percent project work was divided between
12 percent Operational (Grow) and 9 percent Strategic (Transform). The overall annual totals for
calendar year 2018 of 81 percent Run, 9 percent Grow, and 10 percent Transform compares
favorably to the reported totals from our peer institutions.
Our peer institutions report an 18% annual output of project work. The BSU Information
Technology Division was able to increase the overall percentage of project work from 13% in 2015
to over 17% in 2016 and finally to 19% in 2017. The goal of the IT Project Management Office
was to reach the 20% threshold for the 2017 calendar year. However, we fell slightly short of the
20 percent mark due to weaker than expected output the final two months of the year for 2017.
The first quarter of 2018 is showing a strong positive indicator to the overall percentage of project
work.
PMO Monthly Report – March 2018
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Project Work by IT Department
This chart shows how the various departments within the Information Technology Division
contributed time toward project work during the month of March 2018. The Project Management
Office led the way with over 370 hours of project work much of which was devoted to initiating a
wide range of new projects. The Systems and Administrative Systems departments each had
strong showings, each spending over 200 hours on project work during the month of March.
PMO Monthly Report – March 2018
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Monthly Project Work Totals
This chart shows the total hours invested in project work by Information Technology staff over the
past thirteen months. This chart allows us to see the variation in the volume of project work over
the entire year and allows us to compare similar times from year to year.
The March 2018 total of 1452 hours is just above our thirteen-month rolling average of 1445
hours of project work. However, the total is well below the March 2017 total of 1874 hours of
project work.
PMO Monthly Report – March 2018
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Project Volume and Status
This chart shows the amount of projects and their status for the past eleven months. This chart
shows a steady volume of eighteen to twenty projects thru the first half of the year and then a
significant spike in project volume beginning in August 2017. That August spike reflects the point
in time when the PMO began tracking the new projects that were approved in the FY18 project
request process. We can see from the chart we had many project carry over from FY17 and many
more projects that have not yet started for FY18.
PMO Monthly Report – March 2018
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Annual Project Effort Totals
This chart shows the total hours invested in project work by Information Technology staff over the
past six years. This chart allows us to see the total volume of project work for an entire year and
allows us to compare totals year to year.
The chart shows a fairly consistent upward trajectory in total project work from year to year. The
2017 total of 16,936 total hours easily eclipsed our 14,501 total volume for the entire 2016
calendar year. This represents an impressive 16% annual increase in project work, however we
did fall slightly short of our goal of exceeding the 17,000 hour threshold.