huit project portfolio (all projects) for period ending...

HUIT Project Portfolio (All Projects) for Period Ending May 31, 2014

End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent

PhaseID Project Name Expected Benefit Overall Assessment Director

Project Manager

Next Key Milestone

Overall Status

Academic Technology Services, Katie Vale, Managing Director

6/30/1412/1/13Aimee HagueKatie ValeRecent accomplishments: Framework complete, content development is continuing. Next Step: Soft launch scheduled for Tue, 6/10. Will continue building content and reviewing with deparments.

Improve how FAS departmential faculty can find information on academic technology services.

FAS Departmental Faculty WebsiteAcTS-0284

Katie Vale Planning6/30/14

12/5/13 6/30/14

Budget

6/30/1410/1/13

Significant Issue/Risk: No budget for project in FY15.

Aimee HagueKatie ValeRecent accomplishments: Reviewing HarvardX prototype for feedback. Making updates to Bok Center prototype based on feedback. Met with technical owners of ServiceNow, Directory Data and Qualtrics to discuss integration with SF. Demod SF to HILT. Completed SF training. Working on SalesForce Reporting.Next Steps: Finalize & rollout implementation for HarvardX, ISST, ATG, Libraries and Bok Center.

Improve support for FAS faculty by providing coordinated instructional support for innovation in teaching and learning from FAS ATG, Bok Center, MTS, Library and HarvardX.

FAS Faculty CRMAcTS-0283

Katie Vale Implementation6/30/14

10/8/13 6/30/14

C:\2014-05 HUIT Project Portfolio (All Projects).pdf

of 25Created on 6/16/2014 12:03:51 PM by Ellen Landsman

End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status


6/30/147/1/13Shannon RiceKatie Vale* Migrated Catool to new server. Deprecating (old) Quizmo* Outreach to Music Department to demo new Harmony Lab application* Working on LTI implementation of Academic Integrity Tool, Harmony lab and Flashcards* Discovery project of FAS Musuems and Soliloquy

Provide faculty with intergration and custom development of academic technology resources for courses.

FAS Instructional ToolsAcTS-0285


7/1/13 6/30/14

6/30/1410/1/13Katie ValeKatie ValeRecent Accomplishments:* Working with library partners on ways to expand the space to meet growing need, tied in with reconfiguration of Lamont.* Making end of year purches of equipment for multi-media lab in Lamont.* preparing for IT summit, which included visiting vendors in Seattle seeking to upgrade and repair our 3D portable stereoscopic system* FY14 Budget analysis to ensure all travel, procurement and payment related to bio-computing lab operations are properly charged to this year's budget.

Create a collaborative process to improve FAS learning spaces

FAS Learning SpacesAcTS-0281


10/1/13 6/30/14

7/31/1412/1/13Greg Carpenter

Chi-Man LockThe project is on track. The SOC has successfully deployed the new staging infrastructure and deployment of the VPT application to staging is underway. Tickets for the redundant production infrastructure have been submitted and the SOC is working actively to build out the VPT production environment.

To provide redundancy to the Video Publishing Tool on iSite so that in the event of systems failture, the Video Publishing Tool will not be unavailable for more than 8 hours. Currently there is no redundancy in place for the Video Publishing Tool, so a system failture could cause this tool to become unavailable for an indefinite period of time.

iSite Video Publishing Tool RedundancyAcTS-0287


12/1/13 7/31/14

12/31/1411/12/13Chi-Man LockChi-Man LockCompleted the Mediasite Spring semester pilot in FAS and HSPH. Completed the FAS IP Cam pilot in Spring semester. Presented short-term and long-term video strategy recommendation to CIO Council on May 19th. Scheduled special CIO Council meeting on June 19th to discuss followup items from the May meeting. Targeting to have a decision made by the schools by end of June.

To provide a reliable, trustworthy and cost effective centralized solution that every school in Harvard can leverage. Schools will continue to focus on content creation and directly assume associated costs and will be able to leverage the centralized solution / technology platform at a pro-rated shared cost to capture, process, manage, distribute and archive their video assets.

Lecture / Event Video Capture SolutionAcTS-0286

Katie Vale Planning6/30/14

11/12/13 12/31/14



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status


6/30/147/1/13Shannon RiceKatie ValeRecent Accomplishments: Held final meeting with student board. Added CS171 project content to App spotlight website. Hired student developer to help with some strategy and develoment over summer. Looking into MISO for student survey in the Fall.

Next Steps: Pull together executive sponsers for strategy meeting. Write up Year summary and post on site. Work on API strategy and outreach events for fall. Reach out to colleagues to learn more, and sign up to participate in MISO survey.

Operationalize and formalize the Student Experience Initiative 1) Incorporate student perspecitve in IT decision making. 2) Leverage Student talent in creating solutions. 3) Reduce cultural barriers impeding collaboration

Student IT Experience InitiativeAcTS-0282


7/1/13 6/30/14

Administrative Technology Services, Bob Wittstein, Managing Director

12/26/147/1/13Anjali WorahEllen Gulachenski

Pilot soft launch completed. Working with vendor for additional work to complete punch list. Project Manager rolled off of the project, and we are starting the internal processes to get the contractor PM resource approved. BA has been assigned for a few weeks to document the current application.

Expand the current ADAMS implementation from HMS to all researchers at Harvard. ADAMS is a tool to track and manage workflow for the Harvard Research Data Security Policy and Data Use Agreement contracts. The implementation will enable faster approvals for research and greater accountability for research data security.

ADAMS ProjectATS-0066

Kristen Bolt Implementation10/3/14

7/8/13 12/26/14

5/21/149/23/13Dianne Stronach

Katherine MacRostie

This project has now been cancelled since it has been determined that all functionality will be available in the new SIS.

Develop tools and procedures for routine cyclical operational activities and transition administrative responsibility from HUIT to the business.

Admin Tools for Advising Network PortalATS-0061

Glenn Magid Planning

9/23/13 5/21/14

4/30/121/5/11David Heitmeyer

Katherine MacRostie

Project Completed 4/30/2014Build and deploy upgraded Tomcat 6 web application server environment for Admin Computing. This environment will support Tomcat Clustering, which will allow for significantly better server failover during planned and unplanned service interruptions, leading to significantly less customer impact. This will also make server planned maintenance and patching significantly easier.

Administration Computing Application Server Upgrade (Tomcat 6)

ATS-0038

Katherine MacRostie

Implementation

2/1/12 6/30/14



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status


6/30/157/1/13Julie BroadJulie BroadThe Planning/Pilot phase of the ACE project continues on track. Implementation funding was awarded for FY15 and FY16 by the ITCRB. The team finalized a recommendation on an events registration tool to be presented to the steering committee on 6/6. University-wide focus groups continue to address policy issues such as student access. Outreach continues to expand with the Registrars and Office of Career Services. Initial usability testing was completed for the alumni profiles and search with some recommendations on visual design changes resulting. The changes are being incorporated into upcoming sprints.

1. Data accessibility – data mart that aggregates data from a variety of sources for analysis and reporting2. Business operations functions supported using best-in-class platforms that increase our ability to execute outreach to alumni, donor, and volunteers through multiple channels3. Foundational architecture that allows for experimentation with new functionality as new technologies emerge4. Architecture that allows integration options for schools not utilizing the full platform5. Alumni community services on a supported platform that can grow and expand over time6. Alumni community services that provide a more personalized experience

Alumni Community Evolution (ACE) - Planning phase

ATS-0049

Siovhan O'Connor

Planning6/30/14

7/1/13 6/30/14

2/28/142/1/13Margaret Rosene

Ellen Gulachenski

Project Completed 2/28/2014Identification of a common application that can be used by multiple schools enabling development, support, and infrastructure savings as a consequence.

ARIES Planning Phase IIATS-0051

Judy Singer Transition

2/1/13 2/28/14

12/31/134/15/13Mildene Bradley

Lisa JustinianoProject Completed 1/30/2014This is an operational project to replace the physical OASFTP servers with new virtual servers. By moving off of the security container approach we are no longer limited by the number of "containers" we can support. Hitting this threshold (19) on the Physical SUN servers was a major impetus for initiating this project.

ASFTP MigrationATS-0056

Lisa Justiniano

Transition

4/15/13 1/23/14

6/30/167/1/11Jean PfeiferKatherine MacRostie

Lookup Module: Three iterative Lookup code releases have occurred since the pilot started on Feb. 25; each one included functionality enhancements, changes based on user feedback, and bug fixes. Several training sessions have been done with new pilot users; planning for roll-out of Lookup to broader FAS user community continues in collaboration with FAS AppSec and FAS ASAP (training).

Core/Transactions Module: Planning and user-story writing for the transactions and workflow module is underway, as well as discussions about reporting needs and mechanisms

Security Module: Work continues on the Security Admin Interface; the first release in Q4 will provide security role management for non-Aurora FAS apps. The interface for Aurora security delivery is being reforecasted and is expected to be completed by 8/31/14.

A new system built on the best current technologies that is stable and reliable, that meets the current needs of its users, and provides an improved user interface.

Asperin HRMS Upgrade (Aurora)ATS-0013

Mark Seibring Implementation6/30/14

7/1/11 6/30/16



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status


2/28/148/1/11Melanie McSally

Katherine MacRostie

Project Completed 3/31/2014The Athletics Department uses Oracle Forms to manage core Administration functions for their department. Oracle Forms is a legacy, unsupported technology and it does not function correctly with Windows 7. The focus of this project is to complete the migration of the Varsity Club and Scheduler Oracle Forms systems to new solutions.

Athletics Department Administration Tools Technology Upgrade (Oracle Forms)

ATS-0014

Gerrie Mahoney

Operations & Maintenance8/1/11 2/28/14

Other

10/31/1512/2/13

Significant Issue/Risk: Delays in finalizing data flow strategies could lead to delays in implementing solutions and providing test data for ATS remediation work targeted to begin in September. There are a range of items still being discussed, including finalizing ATS data requirements, developing data mapping/translation rules, analyzing options to deal with HERS2 applications not being replaced by Campus Solutions, etc. Path forward includes ongoing meetings with Data Flows Working group to finalize strategies. Some concern regarding business groups outside of ATS using REG_DATA and/or REGISTRAR schemas that will be changing as part of SIS implementation. Will need to develop communication strategies with groups in order for them to develop mitigation plans to accommodate changes.

Mark HayfordKatherine MacRostie

Further built out, managing, and executing ATS wave 0 student financial systems mitigation workplan. Wave 0 continues to track “green”. Continued meeting with ATS stakeholders and SIS project team to determine ATS wave 1 project scope. Progress continues on deciding which ATS applications will be retired. ATS/SIS data working group proposed strategy to deliver data from SIS to ATS for “read-only” applications. Still need to define strategy for applications requiring “read-write” capabilities to SIS. Also need to finalize requirements and plans for College Sectioning Tool. High level wave 1 project milestones developed. SIS project team preparing for a June demo of GSAS Student Progress To Degree functionality.

Project will replace a number of aging systems including the SIS+ Student Billing System (on the mainframe), the FAS Registration System (also known as the HERS2 application), a number of other applications developed over the years to support student functions,and the HERS1 database (that is used mostly for transcripting functions.) Project will also provide coordination between a number of ATS groups and the SIS Project Team to re-work and test a number of ATS applications, dataflows, and interfaces. This is required in order to work with the new Campus Solutions application. Project should result in cost savings to applications, hosting environments, and servers that will be retired.

ATS Student Information System ProjectATS-0288

Katherine MacRostie

Planning6/13/14

12/2/13 10/31/15

8/18/146/26/13Sandra Madore

Lisa JustinianoThis Operational Project is on-track. There are two physical wintel servers remaining to be decommissioned, HILL11 and HILL10, which host the P-1 and Production SmartCall Oracle Databases. Application testing on the SmartCall P-1 database server is in-process and nearing completion. The remaining servers will be shutdown in July when the Crimson Callers are done calling for the fiscal

Operational project to replace five CAADS physical Wintel servers with VMs

CAADS Server ReplacementsATS-0059

Julie Broad Implementation8/1/14

6/26/13 8/18/14



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status


12/20/136/1/12Nuno CoutoJay WellsHarvard doesn't have an online system for PIs to report effort against grants or to register review/approval. Current paper-based process based on salary distributions. This project will implement an online tool and roll it out across the research community.

CapATS-0003

Cathy Breen Operations & Maintenance9/1/12 12/20/13

10/30/145/1/13

Significant Issue/Risk: 1) EcoSys configuration consultant will not be available to support the project in a part time role as planned for a four week period during August. Mitigation: 1) we have rebalanced the consultants part time hours in July to adjust the absence of availability in August 2) we have planned an option to take additional contingency hours with EcoSys during September and October should we need it 3) we have planned for a second EcoSys consultant to be available as needed during August. 4) we continue to knowledge transfer EcoSys configuration skills to our FSS business systems analyst in parallel 2) Internal resources within HPPM will require some additional time to support and test the conversion of six CAPS CREW reports to OBIEE from a business sponsorship perspective. Mitigation: 1) HPPM plan to absorb the effort into their operational team.

Frank BrittonRyan SullivanWe are coming to end of our iterative design and build mode across our project streams. EcoSys (CPATH) is overall tracking to schedule and budget for our October go live date in line with Oracle FINDINI release 4.0.6. We have lost some configuration time this month due to an EcoSys environment issue, which has been resolved (5/31). We have added configuration hours later in the cycle to mitigate the delay and remain on track for October. We will start preliminary functional testing in our PTCH environment through to the end of July, and will then follow the Oracle FINDINI cycle from 8/6 through to 10/21.

Develop integrated solution that supports the capital planning process through its lifecycle. Integrate new capital planning system with existing CAPS system. Improve CAPS to support integration requirements. Leverage tools for financial analysis.

Capital Planning Project - HPPMATS-0052

Garry Cuneo Implementation6/30/14

5/1/13 10/30/14


Katherine MacRostie

Project Completed 2/28/2014Add additional benchmark criteria to course evaluations to support new categories of courses in DCE, such as web courses. Project also includes a technical upgrade of the database.

Course Evaluations, DCE Benchmark Criteria & Database Upgrade

ATS-0062

Mary Higgins Transition

7/29/13 5/1/14

6/30/141/1/13Georgina Prager

Ellen Gulachenski

Release is on track an regression testing is in progress.Increase in total number of Harvard and non Harvard students cross-registering for Harvard courses. Decrease in total cross registration application development, maintenance, and infrastructure expenses.

Cross Registration Phase 2ATS-0050

Judy Singer Implementation6/17/14

2/5/13 6/30/14

5/31/123/1/12Michelle Dwyer

Lisa JustinianoProject Completed 2/28/2014Implement a new document management system and convert documents from existing system.

Document Management SystemATS-0024

Mike Smith Transition

3/1/12 12/31/13



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status



Katherine MacRostie

Project Completed 4/30/2014Significantly reduce the manual generation and mailing of transcripts.

Electronic PDF TranscriptsATS-0303

Mike Burke Operations & Maintenance1/6/14 4/21/14


Katherine MacRostie

Changes were deployed into production during May. In troubleshooting and stabilization during June while RO is doing Fall classroom assignments.

Enhanced performanceEMS-RO Integration Layer ModificationATS-0317

Chris Hayes Implementation6/30/14

4/1/14 6/30/14

Staffing

6/30/141/2/14Paige DuncanKatherine MacRostie

The client identified the data from the Equipster that needs to be viewed in the future. OSP and the compliance team indicated that the historical data must be available for 7 years due to audit requirements. HUIT reviewed the options associated with decommissioning the current application and determined that it is worth doing a pilot to see if creating an Apex application to view the desired data will be a viable solution. Waiting on staff to be available for this pilot. Department access will be removed from Equipster in June and only a select few people will continue to have access while the Oracle Fixed Asset conversion is being worked on. It is expected that departments will be able to access the Equipster data in August.

Migrate Equipster data to Oracle Fixed Assets and retire the Equipster application.

Equipster DecommissionATS-0060

Sheila Doyle Planning7/15/14

1/2/14 6/30/14

Staffing

4/30/1510/1/13Katherine MacRostie

Katherine MacRostie

HUIT continues to work with the FAO on the strategy for building the award letters for FY15. The FAO obtained funding from FAS to hire a vendor to build out the electronic award letters solution and Rick Van Rice is starting to investigate potential vendors. We continue to review resource plans for FAS-focused software development teams in FY15 to determine whether this project should be worked into the HUIT work plan given the relative priority to other scheduled work.

On-demand PDF financial aid award letters will make financial aid information available to students earlier while they are making their College decision. With the letters integrated in my.harvard.edu, students will have immediate access to a variety of Harvard information that may encourage them to choose Harvard over other schools. The FAO has requested on-demand letters since financial aid award data can change over time, so students will always have immediate access to their most up-to-date award information. This project will also save administrative time printing award letters.

FAO Electronic Award LettersATS-0307

Vaughn Waters

Planning6/30/14

10/1/13 4/30/15

6/30/141/1/12Kelly FordEthan KiczekFunding approved by FAS and CA for FY15. FAS and CA subsidies remain the same.

Implement a pilot program to offer web services to FAS and CA departments. Year one to include the development of a methodology and pilot implementation with 10 departmental web sites out of approx. 200 such sites. Currently, depts. are advised to outsource design and maintenance work for departmental sites.

FAS and Central Web Services HWPI Pilot & Implementation

ATS-0017

Bob Wittstein Implementation6/30/14

1/1/12 6/30/14



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status


Staffing

6/30/1410/1/12

Significant Issue/Risk: - Antony's contract needs to be extended- Only technical resource has also been pitching in on cyclical project maintenance, enhancements & production support

Jagjeet Panesar

Katherine MacRostie

Financial Aid Activity & Demographic Supplement (FAADS) and Financial Aid Source Tracking and Costing Allocation Tool (FASTCAT) were deployed to Unicode in May. The FASTCAT release included clearing the way for retiring IDU uploads. Authenticator is in progress, testing is outstanding. Ruffas was put on hold so that GCAST remediation can be started. GCAST remediation will be done within a month but the code will be deployed with annual release in November. This project will be put on hold after the GCAST remediation. Antony who is the sole technical resource on the project will be moved to GCAST system enhancements for the annual release.

Update FAS Administrative Application database to comply with Unicode, decouple FAS applications from Asperin data in preparation for Asperin decommission and migrate FAS applications to new security service for authorization.

FAS Database Upgrade - Phase II (Oracle 11G)

ATS-0012

Katherine MacRostie

Implementation6/30/14

10/1/12 6/30/14

6/30/121/1/12David Heitmeyer

Project On Hold 11/30/2013: Unified Communications has taken business ownership of this service. For now, Applications Architecture has technical ownership. Unified Communications will put together a migration plan so that this service can be decommissioned.

Upgrade of FAS Unix webmail interface, and migrate to new virtual environment. FAS Unix Webmail has 225,000+ sessions per month. Existing environment requires upgrade to patch security risks identified in a 2008 security audit. This was originally scheduled August 2009, but was delayed due to network configuration issues.

FAS Unix Webmail Upgrade & Virtual Migration

ATS-0033

Katie Kilroy Planning

1/1/14 6/30/14


Katherine MacRostie

Project Completed 1/31/2014Add an Academic Interest Survey to the Registration Application for second semester Freshman.

Freshman Area of Interest SurveyATS-0064

Glenn Magid Transition

8/19/13 1/31/14

Other

7/21/147/30/13Randy EllisLisa JustinianoMay was a good month for the hardware replacement part of this project. Functional testing of the P-1 environment progressed as planned throughout the month and is on schedule to wrap-up by 6/13. The new production environment was also successfully built by month end and passed the initial technical testing. Interface configuration is scheduled to take place the first week of June. Functional testing of the PROD environment will begin on 6/16.

Moving from physical to virtual servers provides energy and footprint savings. This project will also reduce the risks associated with being on out of date hardware (especially reducing our reliance on secondary market replacement parts). The new hardware will also allow us to add a layer to host the production versions of the auxiliary applications that are used by the research

GMAS Hardware ReplacementATS-0057

Bob Wittstein Implementation6/9/14

7/30/13 7/21/14


Katherine MacRostie

The pilot phase of this project is complete. The application is currently being used in three departments of GSAS. There is an operational tail to this to move this completely into production for all the departments with an admin module.

This is currently being done via email and paper and then manually submitted to the RO. This will handle all the documentation, statuses, and record of the data electronically.

GSAS Online Non-Residential Application Tool

ATS-0305

Patrick O'Brien


12/2/13 7/15/14



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status


6/30/141/1/14

Significant Issue/Risk: There are no currently significant risks/issues for the Phase 1 of the project.

Dmitri PavlovLisa JustinianoPhase 1 design solution has been implemented in DEV and TST for all applications. It is scheduled for INT and production deployment in June. The project is in green status.

Ensure that the environment is properly protected from network vulnerabilities while maintaining a stable environment for our customers.

HDW/CREW Hardware ReplacementATS-0068

Bob Wittstein Planning6/18/14

10/1/13 6/30/14

3/30/147/30/13Mary O'BrienLisa JustinianoASO best practices and design docs were delivered. Project is now complete. Waiting for final invoices to be processed.

The goal is to improve performance of the overall application, reduce maintenance costs and to be positioned to expand the use of ASO cubes.

HUBS Exalytics/Essbase ReportingATS-0053

Ryan Sullivan Transition

9/9/13 6/6/14

9/1/129/1/11Andy BarbeauJennifer Jackson

Project Completed 12/31/2013Leverage industry standard technology to facilitate communication between IRBs and faculty to simplify the submission and review of human subjects protocol applications. University wide acceptance and complete use of Huron's Click Commerce IRB Module that adheres to AAHRPP accreditation tracking standards. Provide a technology platform that is dynamically capable of implementing standard procedures and forms across the three IRBs per recommendations from the HRPPRC.

Institutional Research Board (IRB) Technology Platform - Implementation Phase

ATS-0007

Rick McCullough


6/30/147/1/13Larry JonesEllen Gulachenski

Initial (pilot) launch in place just the Global Admins and a small number of dept admins are beginning to enter live data. Open issues continue to be identified and addressed: proceeding well.

With a tool to make the selection process more efficient, Harvard can participate in more grant requests and thus increase the research income of the university. The tool also will enable the collection of data critical to a robust research development strategy.

Limited Submissions Opportunities (LSO)ATS-0067

Elizabeth Langdon-Gray


9/3/13 6/30/14

3/31/149/15/13Katherine MacRostie

Katherine MacRostie

Project Completed 3/31/2014Maxient is a vendor-hosted application for tracking ad board cases. HUIT will implement three data feeds to deliver student demographic, class schedule and ID photos to the vendor system.

Maxient Data Feed ImplementationATS-0065

Jay Ellison Operations & Maintenance9/2/13 3/31/14

Other

12/31/137/1/12Raj (Sahaya) Mariadoss

Lisa JustinianoProject team has made good progress on developing new timeline and milestones. Review of the project timeline and the proposed deliverables with key stakeholders in progress. Detailed project schedule and resource plan for each of the milestones needs to be worked out. With the recent ITCRB funding approval, the overall project statuses will be updated after the Project Executive Committee Meeting scheduled on 10th June.

Replace CREW FIN and GM reports in OBI. Develop programmatic OBI governance structure and prioritization framework to assess unmet needs collected during the planning phase.

Modernization of Financial ReportingATS-0042

Dan Shore Implementation6/26/14

10/1/12 3/31/15


Katherine MacRostie

Small team is working on completing functional requirements. Including SIS project manager and developers in future meetings with project team and Princeton IT. Funding approved by FAS for fy15 for BA, Developer, and QA positions. Forms to be completed in June for BA/PM for the project.

Easy to use for both students and instructors. Web-based with University security. Integrated into the Enrollment module of SIS.

New Sectioning ToolATS-0320

Erika McDonald

Discovery6/30/14

4/1/14 7/31/15



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status



Katherine MacRostie

1.) Writing Center Registration in production.2 ) Re-set/Expiration Enhancement complete and in production.3) Requirements have been gathered to register for LVE's (Language Verfication Exams) taken in August.4) Enhancement to allow registration of incoming freshman before roll term is complete.

Enable students to register for placement exams prior to roll terms, including incoming freshman, and register for dept placement exams starting with Expository Writing and Asian Languages. Investigate integration opportunities between OPER and Questionmark.

Online Placement Exam Registration, Phase II

ATS-0063

Katherine Stanton


11/1/13 8/29/14

12/31/148/1/12Monica FisherJay WellsThe Oracle Assets project successfully went live with Phase 1 on 4/1. The production environment has been configured appropriately, all training has been completed, and all user access has been set-up. Data Conversion for Phase 1 TUBs was documented - approach as well as lessons learned. Final adjustments to starting balances are being completed. The first month-end (April) was run in early May by FAR and the project team. Stabilization items were identified, tested, and resolved; the release has been formally closed.

Phase 2 data conversion work continues with the impacted TUBs (HMS, FAS, SEAS, HSDM and Wyss). Revised methodology for building data conversion is being discussed with Business Sponsors. ADI files from several TUBs will be received in early June. Classroom training will begin the week of 6/2, and Simulations and Job Aids will be completed prior to 7/1.

The modifications to the custom allocation programs are being scoped for inclusion in FINDINI Release 4.0.5 (June), and the short term business process is being modified accordingly. Potential enhancements for inclusion in FINDINI Release 4.0.6 (October) were documented and are being reviewed by HUIT for LOE.

Project team is working with HUIT and Tubs that have existing asset tracking systems to determine strategy for decommissioning these legacy systems.

Implementation of Oracle Assets to enable better maintenance, management, utilization and planning of the University’s asset base.

Oracle Fixed Assets - Implementation PhaseATS-0041

Maureen Forrester


11/1/12 12/31/14


Katherine MacRostie

This functionality has been deployed into production.Ability to use EMS for student organization event scheduling in the new Hub application.

OSL Hub - EMS IntegrationATS-0318

David Friedrich

Implementation

12/2/13 5/30/14



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status


6/30/159/1/12Isabelle Modiano

Rita MooreProject progressing according to plan. FAS, several Central Admin units, HKS, HBS, and HSPH are live with the FY14 form. GSD and HKS are live with the FY15 form. Of the employees doing their FY14 Goals in PeopleSoft, 80% have completed them. The FY14 Annual Assessment is underway. Over 11,000 employees have been asked to review their peers or supervisor. No issues to report at this point. Several schools are getting ready to go-live this month with the FY15 planning. Development has started on the performance management dashboards. The next areas of development are: cascading goals, performance and workforce analytics reports, additional forms (e.g. a form for exit interviews), and mapping competencies to job code profiles.

This project will lay the foundation for an integrated Talent Mangement solution, incl. career and succession planning. Benefits: automate the current process, eliminate flow of paper forms, easy access to data, track employees' competencies, identify top performers, increase Harvard's engagement scores, facilitate internal mobility, and contribute to the "One Harvard" vision.

PeopleSoft Perfomance Management System

ATS-0043

Marilyn Hausammann


9/1/12 6/30/15

Staffing

6/30/148/1/13

Significant Issue/Risk: Need to identify Harvard Leads,

Isabelle Modiano

Rita MooreNo changes since the last report. Project is not progressing as expected. Initial contacts with the schools indicate that there is strong interest in position management at Harvard, but it might be difficult to find local and central resources to work on this project. The discovery phase may need to start in FY15.

This is an approved capital project to proceed with the discovery phase of implementing a Position Management system. The purpose of the discovery phase is to evaluate Harvard's readiness to use position control at a University level (incl. common processes/policies), confirm the school's resources availability to participate, and validate expectations from the HR and Finance community. The next step will be the planning phase in FY15.

PeopleSoft Position ManagementATS-0072

Dan Shore Planning9/1/13

8/1/13 12/31/14

6/1/144/1/14Prabhakar Ramakrishnan

Lisa JustinianoProduct and Practice areas performed the discovery of PeopleSoft 9.2 HCM to understand the new functionality provided and the ones that would benefit the University. Completed Oracle Customization Analysis. Presented the proposal to PRC and ITCR. Waiting for decision from ITCRB.

To understand the 9.2 functionality and its benefit to the University. The phase will also help to come up with the high level time line and estimated project cost.

PeopleSoft Upgrade DiscoveryATS-0073

Rita Moore Discovery

4/1/14 6/1/14


Katherine MacRostie

Deployed into production in May to coincide with opening of Pre-Term planning.

Meets faculty request.Q ModificationsATS-0319

Karen Pearse Operations & Maintenance3/28/14 5/30/14

6/1/147/1/13Larry JonesLisa JustinianoDate for final DB delayed until mid-June. Still within project objecticves.

Consolidation of source code to standardized version control tools and retirement of old tools and associated cost savings.

Subversion MigrationATS-0069

Ellen Gulachenski


7/1/13 6/1/14



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status

Identity and Access Management, Sue Walsh, Managing Director

12/30/156/1/12Dale DowdieKatie KilroyExchange Online Migration Early Adopters Phase is complete. Remediation and Prep for full migration continues.

Planning for FULL Production Rollout continues on Pace. Early June is planned migration for 1800 Forward Only Mailboxes. Followed by: Libraries, Divinity School, GSD, GSE, HAM and Radcliffe in June-August timeframe.

1) Plan for consolidating Active Directory instances over HUIT 2) Technology investigation to determine federation strategy 3) Set of policies for mutual trust among authenticating entities, both within HUIT and across the University

Active Directory & Email Consolid. & Unification Program

INF-0168

Sue Walsh Implementation6/15/14

6/1/12 12/30/15

12/30/15Erica Bradshaw

Jason SnyderThe IAM team continues to make significant progress against the Program Plan. During this reporting cycle, the team completed an AWS Cloud Reference Architecture and reviewed the approach with Amazon and the Enterprise Architecture Team. It appears to present a foundational architecture for other cloud initiatives to follow. The provisioning toolset, SailPoint, went live with the Readiness release this month. The team is now working on completing the remaining development tasks required for the Foundation Production release still scheduled for July.

The program is building a federated identity management solution that will simplify the process of identification and authorization throughout Harvard. This project is layered on top of the various identity and access management solutions used by the various schools, and also includes the goal of being able to inter-operate with IAM systems in the non-Harvard world.

Integrated IAMIAM-0290

Anne Margulies

Implementation

12/30/16

Infrastructure, Sue Walsh, Managing Director

7/31/136/1/12Dale DowdieJoe BrunoPlan to transition to Operations by end of June and close project. In the hands of the vendor currently, with 3 servers remaining for migration.

Transition all operations and support of Admissions hosts and applications; Migrate to UNIVERSITY Domain; decommission servers & domain at 86 Brattle

Admissions (ADM) Office TransitionINF-0166


6/1/12 4/30/14

6/30/147/29/13Moh ElBazJoe BrunoFocus is now is on standing up the OpenStack Private IaaS Cloud:- We have formed a new project team to focus on the OpenStack Private IaaS Cloud & assigned a PM.- Harware Installed and configured (in a dedicated Rack inside the Datacenter) incl. Networking.- Negotiated a SoW and Pricing with RedHat - RedHat Professional Services team is onsite and working with our team (a/o Mon. 5/19)

1. Cost savings as we leverage cloud-provided compute and storage (versus built out our own).2. Drastic reduction in provisioning times; IT as an enabler (reduction in idea-to-trial cycle).3. Coherent University-wide strategy providing contracts with preferred vendors vetted for security practices and data protection.

Computing on DemandINF-0278


7/29/13 6/30/14

5/30/147/15/13Paula FloodKatie KilroyAll fiber has been placed; remaining effort includes splicing, terminations and OTDR testing. ATT has performed a clean-up of dead legs in the tunnel system per agreement with Harvard. Quality punch list walk-throughs in the steam tunnels will be scheduled once all fiber is cut down at all locations. Current expectation is that all tasks will be competed by 05/30/15.

These cables will connect a proposed 17 outside DAS (oDAS) host sites back to the neutral-host DAS head end at Wasserstein Center. The implementation of these oDAS hosts will significantly enhance cell service in targeted campus areas.

DAS Fiber System ConstructionINF-0223


2/3/14 5/30/14



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status


6/30/147/1/12Bill BradyJoe BrunoProgress in May 2014 at 1414 Mass Ave includes physically moving 11 servers/storage arrays during 5 separate move events. In total at 1414, we have moved 17, recycled 47 and have 10 items left. We are also working with the network team to move or decomm the 12 items left in their two racks. At 20 Garden, we are working with Al Pacheco to decommissiong remaining hardware. Both sites are on track for completion by end of June. At WJH, the email migration is being worked by UC. We continue to work on the remaining web page moves. At 1SS, we completed the remaining moves of the Asperin production database cluster from the 7th floor to the 4th floor. The VSS network infrastructure move is being scheduled.

1. Improvements in reliability, availability and performance2. Cost benefits from standardization and consolidation 3. Operational efficiencies through consolidation of platforms and tools4. Resource utilization and operational focus will improve with fewer locations to manage

Data Center Consolidation ProgramINF-0104


7/1/12 6/30/14

7/1/1510/1/12Laurie GambleJacques Laflamme

1) FAS FY14 Lease refresh completed in totality. Deferral of FAS "owned" equipment refresh into FY15 resulted in >$300K savings over annual FAS Edge budgeted amount. 2) HSPH FY15 Lease Refresh Program analysis underway; BOM next step; FY15- Lease Sched 1000; FY16 Lease Schedules 2000 & 3000. Owned Equipment refresh in FY15 / FY16 within $500K budget ceiling. 3) Cisco FY15 Maintenance Proposal "HUIT Sweeps" provides 66% effective discount over 3 years, with 6% savings after including ALL HUIT equipment (currently 65% NOT covered); Customer-specific impact under analysis as next priority.

Develop Lifecycle Refresh Program for Harvard's Network Edge equipment provided by Cisco, achieving maximum cost savings, technology currency, appropriate maintenance coverage, and minimal operational disruption. Secondly, provide a simplified and consolidated lease portfolio for our Partners with predictable budgets.

Edge Equipment Refresh- FY14INF-0179


10/1/12 7/1/15

12/30/156/1/13Dale DowdieKatie KilroyExchange Online Migration Early Adopters Phase is complete. Remediation and Prep for full migration continues.

Planning for FULL Production Rollout continues on Pace. Early June is planned migration for 1800 Forward Only Mailboxes. Followed by: Libraries, Divinity School, GSD, GSE, HAM and Radcliffe in June-August timeframe.

* Calendar sharing across Schools and Departments; Single Harvard directory view (GAL) for the participating community* Reduced costs, efficiency, 25G standard mailbox size; added archive space

Email ConsolidationINF-0241


6/1/13 12/30/15

9/30/1410/1/13Moh ElBazJoe Bruno- NASUNI testing is underway. We expect to finish this week.- TWINSTRATA testing is scheduled to start next week.

4 use cases in the storage/backup/archive space: 1) Low-cost backup target (as an alternative to Data Domain); 2) Next gen file sharing platform (potential replacement for G:/drive); 3) Storage/backup/archive for large quantities of non-dedupe friendly object data (e.g. video, images); 4) Ability to accommodate requests for large amounts of storage (elasticity)

Enterprise Storage and Backup Cloud Integration

INF-0251


10/1/13 9/30/14



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status


Other

4/1/169/3/12

Significant Issue/Risk: Availability of IAM resources and ability of SailPoint to manage the @G.Harvard service prior to this date.

Jonah PollardKatie KilroyConsolidation: Jonah, Katie, Sue and Ben met with the FAS Cabinet and presented two possible options - attrition vs. big bang. The group has officially elected the attrition approach. There could be a timing issue with implementation due to SailPoint readiness and availability. Target date for implementation, preferably using SailPoint is 3/30/15. Decision point needs to be reached regarding legacy environment, (G+ on, Directory and cross tenant contact publishing). Postini Transition: Delayed until October the earliest. Apps: Turned on G+ for @College, could turn on the directory but would require some IAM resources to do so.

Vision: Empower the University community to communicate and collaborate by providing useful, dependable, easy-to-use tools in support of Harvard's core mission. Objectives:Build user/customer relationshipsClear communications for service eventsInclude customer opinions in service road mapsCreate/maintain relationships with key stakeholders

Google Apps For HarvardINF-0291


9/3/12 4/1/16

5/12/14Eric D'SouzaJoe BrunoHigh level discovery underway. Scorecard created for discussion with Joe Bruno.

Operating efficiencies.Harvard College Library Shared ServicesSP-0327

Discovery6/30/14

5/12/14

6/30/236/1/12Barbara Loblundo

Katie KilroyHUIT activities are on track. 8 Prescott is complete with occupancy scheduled for 6/2. McKinlock construction is on target, with a completion date of 7/15/14. 1201 Mass Ave scheduled for completion by end of June. Upper Prescott locations on target for completion by 6/30/14. Dunster House will begin construction on 6/2/14. Summer exploratory will begin on 6/2/14 for Lowell and Eliot House.

1. HUIT Coordination for the Project;2. Fill ongoing consulting and engineering role for multi-year project3. Ensure that all telecom, IT and DAS contractors adhere to Harvard's CSI standards

House Capital Renewal ProjectINF-0164


6/1/12 6/30/23

1/30/155/31/13Dale DowdieKatie KilroyMessage Hygiene has been transition Operational Support to SOC/NOC Hybrid support structure for the current 12,000 + FAS ProofPoint Message Hygiene Users.

Other schools have not yet be schedule for transition to Proofpoint.

* Centralize anti-virus and anti-spam filtering, collectively called “message hygiene,” for HUIT-managed email domains* Develop an automated and integrated aliasing solution that is tied to existing directories and account provisioning mechanisms* Simplify email routing and remove points of failure by reducing the number of times a message is transferred between mail systems before reaching the destination mailbox

Mail Routing and Message HygieneINF-0212


5/31/13 1/30/15

6/30/145/1/13Vicki HallRyan FrazierThere is currently no work planned for the June 7 maintenance window. The consolidation of the wireless device registration and authentication launch has been moved to Jun 28.

Future view of major change activities with forecasted implementation dates.

Maintenance Window Impact AnalysisINF-0199

Ryan Frazier Implementation6/14/14

5/1/13 6/30/14



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status


8/22/1412/4/13Bud MinahanKatie KilroyA ‘soft’ production launch of the Voice Portal is nearing readiness; the email list for the initial user base and voice portal updating by Lighthouse are the only items that remain; the team has targeted June 1st for the launch. The team is continuing to develop customer service job aids and other support materials for UC Customer Care and Support Services Help Desk; these groups will require on-site training on the provisioning templates before the roll-out of the Voice Portal; the POC team is working to set up these sessions. The Video Core CUCM test system has been upgraded to version 10.5. The SME version upgrade is now scheduled for June 6th; Unity Connection will be upgraded on June 13th.

Successful development of these services will satisfy HUIT client requirements for a centrex 'anywhere' landline, a 'follow-me, find-me' solution, IM, Presence, enhanced video services and improved mobility services.

NextGen POC'sINF-0232


12/4/13 8/22/14

6/30/149/15/13Laurie GambleRyan FrazierRound 2 Spring 2014 Partner Engagement underway. 6 meetings scheduled as of May 21. FAS meeting initially scheduled for June 9, with additional leadership availability being confirmed (SS and Finance). Other meetings in process of being scheduled.

1) Foster stronger alignment2) Simplify engagement3) Provide consistent information and response.

Partner Engagement ProgramINF-0200

Ryan Frazier Implementation5/30/14

9/15/13 6/30/14

6/30/144/1/13Vicki HallPatrick McEvilly

Regional Core and FW upgrade project is set to complete this summer. Next conversions are June 10 for the Northwest Firewall and will consist of moving the SEAS networks and the RC networks. The prep work is complete.

Improved Availability, removal of spanning tree blocking, reduce operating effort once all firewalls are of like product, enables multicast mode which can be leveraged by for dat sharing

Regional Core Upgrade AdditionsINF-0197

Jacques Laflamme


4/1/13 6/30/14

12/31/1410/1/12Dale DowdieJoe BrunoPlan to complete in June. Currently identifying and finalizing resource requirements for ongoing support plan.

1) Registrar’s Office migrated to shared commodity service 2) FTEs fully integrated into HUIT organization

Registrar’s Office TransitionINF-0163


10/1/12 12/31/14

4/1/145/1/13Bud MinahanKatie KilroyProject Completed 4/30/2014Phase 1 will create a SNOW Service Request process to replace the vendor provided centrex provisioning provided by the Vz Entrée system. Follow-on phases of this effort will fill development 'gaps' from the original Service request specification and investigate the use of SNOW for support of centrex billing and repair processes. The team will also review using SNOW to enhance wireless vendor order processing and inventory management. Use of ebonding with Verizon and wireless providers will be part of scope in future phases.

Service Now Centrex Provisioning Service Request Development (Phase 1)

INF-0222

Katie Kilroy Operations & Maintenance5/1/13 4/1/14



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status


8/29/144/24/14Bud MinahanKatie KilroyPhase 2 of the ServiceNow centrex Service Request effort is now underway. A joint KO meeting has been held with ITSM to outline the service development methodology to be followed. UC has provided ITSM a priotitized list of 23 enhancement items left from Phase 1 that need to be implemented. ITSM will review this list and provide an estimate of development items that UC can use to price out the Phase 2 implementation.

Development of this project's scope will provide critical centrex provisioning and billing process flow improvements for the UC Customer CareTeam and its University client base.

ServiceNow Centrex Service Request Phase 2

INF-0322


4/24/14 8/29/14

12/31/147/1/13Mallory LaSonde

Katie KilroyMay accomplishments:Automated Billing Code Change is in productionCompleted recommendation for flat rate OTC for FY15 - to be implemented July 1Billing automation for ServiceNow provisioning orders under development

This project combines efforts. Results include business process simplification, cost recovery, file process improvements, and system/service mergers, migrations, & decommissioning. Major projects will be tracked on a separate dashboards.

UC - Voice Services System Administration Projects

INF-0209


7/1/13 12/31/14

10/1/142/1/13Susan DeLellisKatie KilroyImplementation funding for the UC Strategic Initiative was approved on 5/27 by the ITCRB. Planning continues with vendor evaluations this month and into June with a more detailed re-price and TCO, and team recommendation for preferred vendor/approach.

Create a road-map for Next Generation planning and implementation for new services in the following areas: Centrex replacement, VoIP, VoiceMail Only Service and Cisco Partnership Initiatives (e.g. Video) Proof of Concepts will provide opportunity to inform us of user changes in attitudes and work habits w/regards to communication services, and also provide opportunity to reduce the current footprint of telephony devices in use at Harvard.

UC NextGen PlanningINF-0195

Sue Walsh Planning6/20/14

2/1/13 10/1/14

12/19/142/1/13Bud MinahanKatie KilroyProject momentum has slowed due to issues in gaining approval for construction on five oDAS sites in Cambridge due to 'historic preservation' and RF Field Density issues. There are five additional sites now in the construction phase; Verizon has signed its Participation Agreement with ATT to provide 3G voice service at HLS; A planning meeting to finalize plans to add DAS at LMA has been scheduled with all carriers; Benchmark testing for the 2015 DAS Program is now underway.

This project phase will target the installation of seven outside DAS (oDAS) host sites of an overall project goal of 17 sites campus-wide; complete the DAS cross campus fiber network and provide enhanced cellular service to approximately 180 Harvard buildings. University cell phone users will experience enhanced cellular service in poor cellular coverage areas. This project is fully funded by ATT as the lease partner.

University oDAS Construction Program Phase 2

INF-0172


2/1/13 12/19/14

1/30/159/9/13Vicki HallJacques Laflamme

The team is currently preparing for the consolidation of the noc.registration and the autoreg wireless user device registration/authentication.

Transform the wireless network: create a single look and feel for Harvard University wireless network while introducing the capabilities to support leading edge wireless capabilitites for facility and students.

WiFi Mobility TransformationINF-0326

Discovery6/28/14

9/9/13 1/30/15



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status


6/30/174/1/12

Significant Issue/Risk: 1. Approved wiring work may be stopped by the client at any time or by the discovery of asbestos or other contaminant not discovered in advance site research.2. May actual wiring quotes were below the planning placeholder amounts and FY14 is currently on line to end approximately $40K to $50k under budget. Still await one wiring quote. Multiple caveats within budget info provided accounting indicated this volatility.

Ed LemonJacques Laflamme

FAS: With 11 out of the FY14 23 building targets completed, the Wireless Improvement Program will initiate wiring work in the remaining 11 buildings on June 2 and expect to complete it by June 20. The 12th building’s wiring, the Science Center, is currently underway and expected to complete June 6.

CAIT Replacements: 17 out of 29 departments completed; 3 depts. Underway; 3 depts. Await AP shipments; 6 depts. Await charge codes.

Refresh of FAS wireless network including organic growth,more density and higher bandwidth to meet current and future wireless requirements

Wireless Improvement ProgramINF-0182


4/1/12 6/30/17

Library Technology Services, Tracey Robinson, Managing Director

6/30/143/3/14

Significant Issue/Risk: Fix needed for critical bug before upgrade can proceed.

Sharon BayerLaura MorseCritical bug discovered during testing, requiring back out of upgrade. Working with vendor on fix, fall back upgrade dates TBD.

Aleph 22 UpgradeLTS-0314

Tracy Robinson

6/7/14

3/3/14 6/30/14

1/1/142/28/11

Significant Issue/Risk: All dates are heavily dependent on DRS meeting it's scheduled milestones for the release of 2.4 with secure storage and EAS support.

Wendy GogelMegan and Wendy presented to the LLT on May 9, 2014. Release meetings are being held regularly (every 3 weeks) Current delays are a result of transferring Grainne to DRS work for 4 weeks

Ability to preserve email archives.Curated Electronic archives project pilot (EAS)

LTS-0277

Megan Sniffin Marinoff

7/7/14

2/28/11 1/1/14

1/31/147/1/13Tracey Robinson

Project Completed 1/31/2014Recommended web-scale discovery and access platformDiscovery Platform InvestigationLTS-0246

Suzanne Wones


5/1/1410/1/09Andrea Goethals

We continue to work on the migration of the first tiers, getting closer to being able to run it in production. We’re also planning for the next software release and a demo for users.

Able to deposit and play back sound recordings and other collection management features.

Enhance Digital Repository Services (DRS 2) (DRS 2.2)

LTS-0272

Franziska 6/13/14

10/1/09 5/1/14



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status


12/30/143/1/14Robin WendlerImplementation working group and subgroups have begun meeting. Harvard's ArchivesSpace instance was upgraded to the latest (1.09 release), and a current snapshot of data from Archivist's Toolkit migrated using the latest version of the migration tool for evaluation. Archivist’s Toolkit migration testing, functional and reporting testing are underway.

Migrate Harvard’s collections already in AT over to ArchivesSpace; to encourage other Harvard repositories to make use of ArchivesSpace; and to support Harvard’s use of the tool over time.

Implement ArchiveSpaceLTS-0274

Megan Sniffin Marinoff

6/15/14

3/1/14 12/30/14

9/1/1410/1/13Andrea Goethals

We received the final deliverables from AudioVisual Preservation Solutions, have started the process to hire the software developer, and are planning a brown bag update on the project for LTS.

Ability to deposit Video in DRS for preservation and playback video.

Implement Video Support in DRSLTS-0271

Franziska 6/30/14

10/1/13 9/1/14

11/30/147/1/13

Significant Issue/Risk: The primary developer was unexpectedly out for a week, which delayed deployment.

Randy SternThe LC Item API has been developed and loaded with 14M HOLLIS records. A public version was planned for May, but the instance has not yet been deployed to an Amazon server. It’s a few weeks behind schedule.

users can discover all of the Library’s resources, across every boundary, including collections, topics, and media types

Library Cloud - Harvard Library Interoperability Initiative

LTS-0260

HL IT Steering Group

6/6/14

7/1/13 11/30/14

10/30/153/3/14Jim BorronLaura MorseTest system has been delivered and now includes all 13.5 Million bibliographic records (this is ahead of schedule). User Experience is being configured and usability tested. Functional testing is a little behind the original EX Libris plan (but still on schedule for the Harvard plan). This is not a critical item yet. Discussion are underway on understanding the concept of relevancy in search results which is likely to be a point of discussion and debate when the system goes live. A separat task group has been created to handle this.

Implement Ex Libris Primo Discovery and Delivery - a one-stop solution for the discovery and delivery of local and remote resources, such as books, journal articles, and digital objects. This solution provides a unified search experience, with a single search box starting point, a common search syntax across all sources and a single, yet filterable, search results set.

Primo Implementation - Discovery Platform Implementation

LTS-0300

Suzanne Wones


3/3/14 10/30/15

11/30/144/1/13Abigail Bordeaux

Class Request Tool development is ongoing. Work is also happening with Course Reserves Unleashed and Geotagging Catalog Data. Resource planning for the rest of the program year (through November) will happen in June.

Innovative new tools implemented and operationalized.Scaling innovation projectsLTS-0276

Kim Dulin 6/30/14

4/1/13 11/30/14



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status


9/1/141/31/13

Significant Issue/Risk: The HarvardX developer is periodically pulled off this project onto other HarvardX priorities. Based on discussions with Stanford, the technical design approach has changed. Increased collaboration means we are dependent on external deliverables. We are mitigating this with weekly progress demos and assessment.

Randy SternThe team is working towards a new target of August delivery of basic page turner functionality, with an added full time developer from Stanford.

New page turner in use.Shared Canvas into HarvardX course (and DRS delivery option)

LTS-0275

Harvard X & DRS Advisory Committee

7/15/14

1/31/13 9/1/14

Other

1/31/1410/1/12David DownsHarvard and ARTstor are testing and fixing Shared Shelf 0.9.1. ARTstor aims to release 0.9.1 at the end of June 2014. Harvard must decide as swiftly as possible if 0.9.1 can replace OLIVIA. But first we need to meet the significant milestones of fixing the AVES batch loader and successfully completing Harvard's performance testing of Shared Shelf. Negotiation of the service agreement remains challenging.

Move into a more stable and supported platform with Shared Shelf; OLIVIA is based on end of life technologies, has downtime, and is difficult to maintain.

SharedShelf (ArtStor)LTS-0261

HL Shared Shelf Steering Group


10/1/12 9/30/14

Strategy and Planning, Tedford Armistead, Managing Director

12/31/207/1/13Eric D'SouzaNorth Harvard Street conduit/duct-bank/fiber project: bids due from 4-5 firms by May-30.2 year term Project Manager position in Mark O'Brien's area posted 5/22. 8 candidates as of 5/27.Provided high level estimates for build and lease connectivity to HUPD for 1200 Soldiers Field Roads site (potential for Harvard to lease this property for 10 years with option to buy).

Support of Harvard's long term institutional goals.Allston Campus Development - IT Infrastructure and Support

SP-0313

Anne Margulies

Planning9/15/14

7/1/13 12/31/20

6/30/1410/1/13Eric D'SouzaTabletop exercise occurred on Thu-May-1. Debrief, findings and recommendations presented on May-22 to HUIT ESF.

The exercise will focus on the following objectives selected by the exercise planning team:• Expected to emphasize the need for HUIT to develop and execute a strategy and methodology for business continuity planning and readiness. • Examine the process of setting priorities among response and recovery goals in a time-constrained setting with limited information and resources.• Examine processes for appropriate messaging to the Harvard and HUIT communities and stakeholders.• Practice communication flow between HUIT participants.• Identify corrective action items that can be implemented in the near term.• Examine HUIT’s options for dealing with the unavailability of critical staff members in an emergency / IT service continuity situation.

Business Continuity Planning Tabletop Exercise

SP-0311

Anne Margulies

Implementation

10/1/13 6/30/14



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status


6/30/1510/26/14Tim VaverchakCollaboration is on pace. This month has been filled with meeting to discuss Office365 single tenancy and work to create the User and Technical requirments for File Sharing. Planning continues with IAM to develop a cross-program plan to meet common objectives. Presentations scheduled for Collaboration and IAM Executive committees in June.

* To simplify and facilitate University collaboration by creating a universal Harvard directory within email and calendaring tools significantly improving the efficiency of scheduling meetings easing coordination efforts across the University thus decreasing cost and increasing agility* To position toolsets to allow files to be shared between and outside of Harvard consistently, efficiently and securely* To assess online community platforms to meet school needs* To clearly communicate decisions and services to the University

CIO Initiative - CollaborationSP-0294

Indra Bishop Planning6/30/14

10/26/14 6/30/15

12/31/161/1/09Eric D'SouzaCo-chairs met. Work for FY15 to focus on endpoint power management and intelligent building systems. Initial meeting with NStar on assistance, financial incentives and rebates was informative/productive.

Harvard adopted a long-term strategy intended to achieve continuous improvement in reducing GHG emissions at the maximum practicable rate and an initial short-term goal to reduce GHG emissions, including those associated with prospective growth, 30 percent from a 2006 baseline through calendar year 2016.Harvard’s comprehensive approach to reducing GHG emissions by focusing on institutional change, governance and community engagement has resulted in substantial progress toward the short-term 2016 GHG Reduction Goal and created a foundation for a long-term commitment to confronting climate change.

Green IT Working GroupSP-0315

Anne Margulies


1/1/09 12/31/16

10/1/11Eric D'SouzaNew HUIT Risk Management Committee established with Ben Gaucherin as chair.1st and organizational meeting scheduled for June-6.

Active risk assessment, management and mitigation for HUIT.

HUIT Risk ManagementSP-0316

Anne Margulies


10/1/11

3/7/147/16/13Ellen Landsman

Patricia Buickerood

Making some very minor changes to forms. No major changes will be made to forms or reports from this point forward. Data collection and reporting will continue until a PPM tool is implemented.

This project will provide a consistent cross-organizational view of HUIT’s entire portfolio of projects; more current and higher quality information; and new ways to view and analyze the information to provide management insight.

HUIT Standardized Project & Portfolio Reporting - Phase 1

SP-0001

Anne Margulies

Transition

7/16/13 5/31/14

4/11/141/6/14Ellen Landsman

Patricia Buickerood

Data will continue to be collected and reporting using the Access Project Reporting tool until a PPM application is implemented.

This project will align HUIT & ITCRB projects and initiatives to the IT Strategic Plan to enable analysis on this Strategic Portfolio. It will also enable analysis by other project categories and attributes.

HUIT Standardized Project & Portfolio Reporting - Phase 2

SP-0003

Anne Margulies

Transition

1/6/14 5/31/14

12/30/136/3/13Patricia Buickerood

Patricia Buickerood

After project managers identified 10% overall savings Katie approved the recommendations. Worked with project managers and HUIT Finance to update project budget documentation, formally document FY15 rollover and process change requests.

Clear communication to stakeholders of the processes, policies, dates, status and outcomes will reduce inefficiencies and uncertaintly and lend to more orderly, predictable proceess for Capital IT funding.

ITCRB Process EvolutionSP-0004

Anne Margulies


6/4/13 12/30/13



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status


6/30/149/1/13Eric D'SouzaMaterials presented to CIO Council and FinDeans on 5/5There are several overarching goals for the multi-year IT investment planning process:• Engage leadership in making strategic IT investments;• Provide predictability, transparency and visibility into IT spending;• Enable tradeoff decisions between investments;• Avoid duplicate investments across the University;• Improve renewal and replacement planning; and• Ensure an appropriate pace of investment in IT to support Harvard’s mission.

Multi-Year IT Investment Planning FY2014SP-0309

Anne Margulies


9/1/13 6/30/14

6/30/145/2/13Patricia Buickerood

Patricia Buickerood

PM Community of Practice continues to be active. Workshop held in April "Project Management Trio" with presentations by three HUIT Project Managers. Very well received with 2d best overall scores from participants.

Consistent project execution, monitoring and reporting. Improved portfolio reporting. Increased customer satisfaction.

PMO ImplementationSP-0002

Anne Margulies


5/2/13 6/30/14

Student Information Systems, Jason Shaffner, Managing Director

Other

12/31/165/7/13

Significant Issue/Risk: The overall assessment for Wave 1 is yellow; we need to make rapid progress on course catalog conversion and set-up to remain on track. Wave 2 remains in a yellow state as we do not know the scope of schools, though we are making good progress with the schools on their evaluation.

Catherine Rhodes

Jason ShaffnerThe time pressure on Wave 0 is being felt as we have only six months until go-live. Training strategies are being developed – high-level strategies have been shared with the schools, but we need to develop detailed Student Financials and Course Catalog curricula. We will also hire 2 training specialists over the summer. A glossy website will be launched this month and the project has been featured several times in The Harvard Crimson. We have posted a Communications and Marketing Specialist position who will be responsible for posting news, maintaining event calendars and the website, and raising the level of communications.

Adopt a modern, secure, flexible, and intuitive student information technology platform that provides an excellent user experience, supports unique requirements of the Schools, and facilitates access to integrated student and course data.

Student Information SystemsSIS-0280

Anne Margulies

Implementation

5/7/13 12/31/16

Support Services, Sara Oseasohn, Managing Director


Jane Sulkin A "blended Enterprise Term License agreement (ETLA)" has been negotiated. The ETLA was signed the first week of March 2014. Software was made available to eligible faculty and staff via self service portals beginning Monday, May 12, 2014. Also effective May 12, newly deployed FAS and CA PC computers will have Adobe Pro installed by default going forward.

Keyed licenses are no longer supported by Adobe effective November, 2013 Moving away from keyed Adobe software will allow for regular patching of adobe products. Update: The three year enterprise term license agreement (ETLA) signed in March 2014 will provide more convenient access to a wider list of Adobe products for FAS faculty, staff while managing cost and lowering compliance risk.

Adobe Concurrent License Issues - KeyedSS-0003

Jane Sulkin Implementation6/30/15

12/1/12 12/31/14



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status


8/31/145/19/14Chris ViklundBob CahillSome aspects of this project are on track but there are a few items at risk. 1) HUIT does not allow students to access their file shares. There is an urgent need to identify and implement a storage solution that will work for the classroom. Since it will likely take some time both to architect and to implement, it creates the biggest risk of not meeting the schedule. 2) There is an outstanding question about who will add and delete student accounts and set them up with access to the file shares that will host their work.

Support of this classroom to be completely transitioned to HUIT by 8/31/14 (excluding support of license server(s)).

Earth and Planetary Sciences (EPS) Instructional Computing Classroom Migration

SS-0332

Planning6/2/14

5/19/14 8/31/14

9/30/147/15/14Jennifer ErvitiBob CahillThis project has not yet begun. It will begin immediately following Fiscal Year End as this is a busy time for AAD.

AAD Desktops will be encrypted at rest.Encrypt all Alumni Affairs and Development Desktops (approximately 225)

SS-0337

Planning7/30/15

7/15/14 9/30/14

9/30/146/1/14Chris ViklundBob CahillThis project is just beginning. Project charter to be developed to define scope and requirements.

Policies and procedures developed around service offering and support of this service.

FileMaker Service OfferingSS-0034

Planning6/20/14

6/1/14 9/30/14

5/1/13Michelle Dwyer

Bob CahillProject On Hold 1/31/2014: This project is on hold. Originally it was postponed because senior management at the library were uncomfortable moving forward and wanted to meet to further discuss impact. Decision has since been made to move HL users directly to O365 since we are much closer to moving forward with O365 rather than move them to ICEMAIL first then O365 (to minimize disruption for the end users). Timing will be sometime after early adopters. Note: This migration will be more involved than migrating users from ICEMAIL or FASMAIL because these accounts are migrating from other systems that are not managed by HUIT staff.

Honor request from outlier departments to move library staff of of their systems. Allow these staff members to see calendar free/busy for colleagues who are on HUIT mail systems.

Harvard Library Email ProjectSS-0012

Implementation

5/1/13

6/30/145/1/13Chris ViklundBob CahillThis project is on track. System was configured and ready for use early March. Presented Radcliffe with options and recommendations for cutover and data migration. Radcliffe completed migration April through most of May and is now validating data migrated. Goal is to go-live by 6/30 (including go-live of web client for subset of people).

More robust system for event manement. Leverage FAS EMS system.

Implement Event Management System (EMS) for Radcliffe

SS-0009


5/1/13 6/30/14

7/31/147/1/12Peter BaskettePeter BasketteThe ITMS Unification project remains green as it enters its final month. The two concluding milestones -- Benefits module in ServiceNow and initial Problem management deployment and rollout -- are both happening this month, which will wrap up the ITSM unification project.

Demonstrated improvements in effectiveness and efficiency in handling tickets. Enthusiastic adoption across HUIT groups with increased collaboration. Sustaining governance structures established. Adoption of the scalable solution by other schools leveraging the favorable, extensible contract we negotiated with industry leader ServiceNow creating the potential for even greater alignment in the years to come.

ITSM Unification ProjectSS-0019

Sara Oseasohn


7/1/12 7/31/14



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status



Bob CahillEarly adopter phase of the O365 project is complete. This included migrating all HUIT FASMAIL and ICEMAIL users and resources, totaling over 700 accounts. Lessons learned were documented, and developing of master schedule for production migrations is underwa. Production migrations will begin in June (planning is well underway with various departments) as a separate project.

Single cloud based mail system resolves many cross system calendar delegation/free-busy issues, introduces larger quotas, and more.

O365 Cloud Pilot (field components)SS-0007

Katie Kilroy Operations & Maintenance11/1/12 5/30/14


Bob CahillThis project is on track. Planning is underway for the migration of several departments in including the Harvard Libraries, Divinity, HAM, and others. These departments are scheduled for June/July. A high level schedule has been developed. Initial meetings with Central Administration key contacts are scheduled for early June. Central Administrations are slotted to begin late summer/early fall followed by FAS.

Larger quotas, improved collaboration between schools and departments, improved online directory and access to calendar detail, consolidation of systems leading to eventual cost savings and improved support.

O365 Migration Project (Production Phase - Field Component)

SS-0331

Bob Cahill Planning6/26/14

5/1/14 6/30/15

3/31/1410/1/13Angela D'Souza

Jane SulkinProject Completed 4/30/2014Point of Sales HostingSS-0017

Transition

10/1/13 4/5/14

8/31/144/1/14Chris ViklundBob CahillThis project is on track. Databases identified. New FileMaker Server provisioned and test copies of the databases migrated to new server and upgraded. Testing underway The bulk of the client licenses won't be purchased until beginning of FY 15, therefore cutover can't take place until licenses are purchased.

Upon completion of this project, the Radcliffe FileMaker server and the client software will be up to date and the databases will be migrated to the up to date servers.

Radcliffe FileMaker Database UpgradeSS-0329


4/1/14 8/31/14

12/1/12Karen MooreBob CahillProject Completed 4/30/2014Customers have up to date equipment using current technology, thus giving them the tools to more effectively do their jobs.Old equipment, where applicable, returned to leasing agent on schedule.

Rollouts/RefreshesSS-0002

Bob Cahill Implementation

12/1/12

6/30/147/1/13Courtney Harwood

Courtney Harwood

This was split into 2 separate projects: Service Now (Snow) implementation (Feb/March) & SD transition (July 1) Snow was implemented 3/5 as planned. Service Desk Transition is scheduled for 7/15/14.

Leverage centralized service desk, tools, processes and practices.

SEAS Service Desk TransitionSS-0018


7/1/13 6/30/14

12/31/157/2/12Eric D'SouzaBob CahillSupport Services migration proceeding as planned. Infrastructure services migration (Active Directory) and Office 365 direction being planned. Pending establishment of approach and schedule within resource constraints.SEAS wants to explore co-use of FAS EMS application instance.

Source out (to HUIT and other service providers) where rational and feasible to do so.Focus SEAS computing resources on technology related to innovation in teaching, learning and research. Minimize the local SEAS administrative application portfolio and footprint. Establish a technology transfer mechanism and partnership with HUIT, to transfer leading edge innovation from SEAS, with the CTO as a conduit.

SEAS Shared ServicesSP-0312

Anne Margulies


7/2/12 12/31/15



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status


6/30/144/1/13David CloutierBob CahillThis project is on track. Installation of LANDesk, Casper, Symantec, ESET, Parity, Identity Finder, Connected, and encryption for the SEAS South users completed in February 2014. The 90 day phase for April/May/June is focused on installation of the above endpoint apps for the rest of SEAS.

SEAS support transitioned to HUIT, leveraging centralized tools and resources.

SEAS Support TransitionSS-0011


4/1/13 6/30/14

12/31/144/1/14David CloutierBob CahillThis project was delayed for a bit due to 1) department contact left and department requested that project be put on hold until replacement hired and 2) Identity Finder licensing for FAS was acquired. Contact was hired and ID-Finder Licensing was finalized late May.

This will allow for tighter security, and greater protection against spyware and malware.

Security in a BoxSS-0333


4/1/14 12/31/14


Bob CahillThis project has really not gotten underway due to resource constraints. Some very preliminary research has been done around the available technology - and more recently a small scale, simple setup has been put in place for basic POC testing. Meeting will be held to discuss testing and next steps.

Proof of concept will help determine whether this is a viable solution for various business problems including virtual desktop, virtual applications, virutualized labs, etc..

Virtualization PilotSS-0016

Planning8/31/14

3/1/14 8/30/14

9/30/145/1/14Jennifer ErvitiBob CahillThis project is on track. Met with various groups to gain a better understanding of steps required. Also met with Mark Gerstel to review lists and discuss path forward. Working on developing communication to be sent to end users. From there migrations will begin.

All email accounts migrated to Office 365, which will allow for the decommissioning of the current email server. Impacted users will benefit from significantly larger storage quotas, improved collaboration, improved online directory and many other benefits.

William James Hall (WJH) Migration ProjectSS-0036

Planning6/15/14

5/1/14 9/30/14

8/31/143/1/13David CloutierBob CahillMuch progress has been made here (Windows 8.1 testing is well underway), however there are still a few applications that need work (some are still awaiting certification from vendor. Here are the main apps that still require attention:• LANDesk from a backend perspective is ready to go. We can deploy the agent on Win 8 machines. From an imaging perspective the May/June timeframe is targeted.• IE10 and Oracle – Oracle has certified IE10 but Harvard has not officially signed off on it. FSS is testing it on our standard machines. They hope to complete this shortly. There are also a few other apps on campus that are not certified beyond IE8 but potential solutions are being investigated.• Parity is Windows 8.0 ready but not for 8.1, there is no fix for 8.1 Last report from the vendor was that a fix should be available in May. Need update from vendor on this.•Waiting for info on release of Win 8 compatible version of Credent (Dell Data Protection)

Customers will be looking to move to Windows 8 and we need to be in a position to configure and support windows 8 devices. Windows tablets come from the factory with windows 8 and they can't be downgraded, there is no alternative for users requiring windows tablets - therefore we need to be equipped to support these devices.

Windows 8 (DT/LT/Tablet)SS-0006


3/1/13 8/31/14



End DateStart Date

F/Actual

Planned

F/Actual

Planned

SponsorCurrent


Project Manager

Next Key Milestone

Overall Status


3/31/141/1/13Michelle Dwyer/Jenny Erviti

Ryan SullivanProject Completed 4/30/2014Avoid security risks associated with leaving XP machines in our environment after end of support (no security patches will be released after this date opening the door to serious vulnerabilities).

Windows XP to Windows 7 UpgradeSS-0004

Implementation

1/1/13 3/31/14

Teaching and Learning Technologies, Kristin Sullivan, Program Director

6/30/167/1/13Julia WengKristin SullivanProgram progressing overall as planned. With funding secured, positions are being posted with staffing being a major priority. Current development focus is on features critical for fall start-up and for which a manual process is not feasible or represents significant risk. Given the priority on fall start-up and restrictions of current development team's capacity (which will not be increased until additional staffing is secured), progress has slowed on some other facets of the program (such as pedagogical tool development and provide data for researchers), though development of open source community is beginning.

To provide a continually evolving set of faculty-friendly, student-focused technologies that support teaching and learning across all Harvard schools, facilitate pedagogical innovation, and contribute to educational research

Teaching and Learning TechnologiesTLT-0254

Anne Margulies

Planning3/31/14

7/1/13 6/30/16



huit project portfolio (all projects) for period ending...

Documents