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Office of the University CIOIT Capital Projects Executive Summary -- Implementation ProjectsNovember 30, 2014 Report -- with Financial data as of November 30, 2014

End DateStart Date

F/Actual

Planned

F/Actual

Planned Current StageProject # Project Name

Overall Status

Current Budget

Cost to Date

% of Current

Estimate to

Complete

Estimate at

Complete

$ Diff Current to EAC

36.6%$ 110,443K $ 40,436K -$ 705K$ 69,303K $ 109,738KTotal Number of Projects = 16

12/31/1310/1/12

12/31/137/1/12Modernization of Financial Reporting520844-0004 Implement61.6%$ 5,333K $ 3,286K $ 169K$ 2,216K $ 5,502K

12/26/147/8/13

12/26/147/1/13ADAMS Project520824-0002 Implement64.0%$ 275K $ 176K -$ 54K$ 45K $ 221K

6/30/167/1/14

6/30/167/1/14Teaching and Learning Technologies520860-0002 Implement11.4%$ 6,315K $ 723K $ 0K$ 5,592K $ 6,315K

12/31/165/7/13

12/31/165/7/13Student Information Systems520894-0002 Implement40.0%$ 54,000K $ 21,611K $ 0K$ 32,389K $ 54,000K

2/1/15

2/1/15Integrated Space Information System (ISIS)520898-0006 Implement85.0%$ 815K $ 693K -$ 99K$ 23K $ 716K

6/30/159/1/12

6/30/159/1/12PeopleSoft Perfomance Management System520802-0012 Implement70.6%$ 2,834K $ 2,001K -$ 276K$ 557K $ 2,558K

12/31/1411/1/12

12/31/148/1/12Oracle Fixed Assets - Implementation Phase520807-0001 Implement91.5%$ 4,421K $ 4,047K -$ 187K$ 187K $ 4,234K

6/30/152/5/13

6/30/141/1/13Cross Registration Phase 2520823-0004 Implement

9/29/157/1/14

9/29/157/1/14Faculty Promotions Reappointment (Aries) Implementation

520823-0005 Implement14.4%$ 599K $ 86K $ 0K$ 513K $ 599K

6/30/167/1/14

6/30/167/1/14Alumni Community Evolution (ACE) - Implementation520850-0011 Implement26.7%$ 3,723K $ 994K $ 0K$ 2,729K $ 3,723K

12/30/16

12/30/15Integrated IAM520880-0008 Implement34.8%$ 12,524K $ 4,359K $ 0K$ 8,165K $ 12,524K

12/21/189/29/14

12/21/189/29/14VoIP Implementation Project520883-0003 Plan0.3%$ 11,216K $ 34K $ 0K$ 11,182K $ 11,216K

6/30/157/1/14

6/30/157/1/14CIO Initiative - Collaboration520886-0001 Implement58.1%$ 1,121K $ 651K $ 0K$ 470K $ 1,121K

6/30/158/15/13

11/30/138/15/13ID Card Part II: Visitor Management Implementation520898-0010 Plan52.6%$ 1,454K $ 765K $ 0K$ 689K $ 1,454K

of 2Created on 12/19/2014 4:04:48 PM by Ellen Landsman On TrackAt RiskTroubled Completed On Hold

Project Status Report

Delivery Organization: Administrative Technology Services

Project Manager: Raj (Sahaya) MariadossHealth/Status

Period End11/30/2014

Modernization of Financial ReportingSponsor: Dan Shore (Central Administration)

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

PurposeAnalytic needs for finance and research administration are not met by current tools and technology; reliance on manual manipulation results in errors and inefficiency. This project will migrate CREW Finance, Student and Grants Management reports to the new Oracle Business Intelligence (OBIEE) platform. This project includes stabilizing and performance tuning the existing

Overall AssessmentMFR project will be 72% complete by June 30, 2015 – a significant accomplishment based on the complexity and fundamental change. Full project scope cannot be delivered with existing budget due to specific causal drivers. Remaining scope which includes conversion of 32 CREW accounting, budgeting and detailed listing reports should be re-assessed as it needs additional time and funding to plan and implement.

Project Management Team is exploring options on how to deliver the remaining scope and ultimately decommision the financial reports in CREW. Will be meeting the Executive Committee on 12/16/14 to review the options and decide on the next course of action.

PlannedDue DateMilestone/Deliverable

F/AStart Date Health

Status/O/C/ADue Date Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov

Dashboard Delivery Process 6/1/2014 10/31/2014 10/31/2014

Higher Level Data Access 6/1/2014 10/31/2014 10/31/2014

ActiLower Level Data Access 7/1/2014 6/30/2015 Acti6/30/2015 Acti Acti Acti Acti Acti ActiPerformance Test Setup 7/1/2014 10/10/2014 10/10/2014

ActiOBIEE Environment Setup 6/1/2014 11/25/2014 11/25/2014

Oracle EBS Database Replication 6/1/2014 10/31/2014 10/31/2014

NOETIX Workbench 6/1/2014 10/31/2014 10/31/2014

Tune Replicated EBS Database 8/1/2014 10/24/2014 10/24/2014

ActiMass Data Extract Strategy 10/1/2014 6/30/2015 Acti6/30/2015 Acti Acti Acti Acti Acti ActiStudent Financials Rollout 2/1/2014 7/18/2014 7/18/2014

CAPS Rollout 6/1/2014 10/31/2014 10/31/2014

CSMA Rollout 2/1/2014 10/31/2014 9/30/2014

Oracle Security Rollout 2/1/2014 10/31/2014 10/31/2014

Application Admin Rollout 2/1/2014 10/31/2014 9/30/2014

ActiAccounts Receivables Rollout 9/1/2014 12/31/2014 Acti12/31/2014

ActiCash Management Rollout 9/1/2014 12/31/2014 Acti12/31/2014

Friday, December 19, 2014 Page 1 of 25GL# 520844-0004

Original Budget Changed BudgetSpend to Date

Last ReportSpend Since Last Report

Estimate to CompleteCurrent Budget Cost to Date

Estimate at Complete

$ Diff

Current to EAC

Financial data as of November 30, 2014

$5,502,468$3,286,425$5,333,437 $2,216,043$221,992$3,064,433$3,414,897$1,918,539 $169,031

# Issue Description Owner

Date Opened

# Wks Open Due Date Next Steps/CommentsO /C

5 OBI technology presents a need and opportunity to simplify security from a business & infrastructure standpoint. Need to re-assess business requirements based on technology options. Need business support for redesigned approach to security. The existing practice at Harvard is to secure at a very granular level and it will require a high degree of change management and business support to influence this type of change to Financial reporting.

Mitch Rogers 3/31/2014 37 9/30/2014 OBI Security Sub-Committee has been formed consisting of members of FSS & HUIT to analyze security and present options. School leaders will be brought into the discussion as options become more defined.

O

6 The current timeline to rollout AP subject area (#17) hinges on the assumption that schools will adopt the recommended Higher Level Data Access. If the assumption turns incorrect, then the timeline for the rollout will need to be adjusted.

Raj Mariadoss 7/25/2014 9/30/2014 The decision to implement TUB level access control for AP has impacted milestone schedule (additional one month) and budget (250 man-hours).

C

7 The proposal to purchase Golden Gate software to meet the Oracle EBS data replication requirement will impact the project budget as the cost to procure the software/hardware was not part of the approved budget.

Raj Mariadoss 8/29/2014 9/30/2014 The decision to implement Golden Gate software to enable Oracle EBS data replication has impacted project budget by 150K.

C

8 The technical complexity associated with some of the CAPS content is causing delay to some of the other critical milestones.

Raj Mariadoss 8/29/2014 16 10/31/2014 Project resources have shifted their focus back on to other milestone as CAPS related work is winding down. However the need to focus heavily on CAPS has resuled in delays to Lower Level Data Access Control (#3) milestone.

O

9 The successful rollout of AP/AR/CM OBI Content (#15, #16 and #17) depends on the successful completion of several foundation milestones such as Replication (#6), NOETIX (#7), Data Access (#2), Production Environment Capacity (#5) and EBS Performance Tuning (#8). Team is fully aware of multiple dependencies and is actively working towards timely completion of the foundational milestones.

Raj Mariadoss 11/1/2014 7 1/30/2015 Project Team and management are fully aware of the dependencies and working towards completion of the dependent milestones in a timely manner.

O




ActiAccounts Payables Rollout 9/1/2014 12/31/2014 Acti12/31/2014

ActiGrants Management Rollout 9/1/2014 5/31/2015 Acti5/31/2015 Acti Acti Acti Acti Acti

ActiFinance – Group I Rollout 10/1/2014 6/30/2015 Acti6/30/2015 Acti Acti Acti Acti Acti Acti

ActiFinance – Group II Rollout 10/1/2014 6/30/2015 Acti6/30/2015 Acti Acti Acti Acti Acti Acti

ActiGL Detail Listing Rollout 10/1/2014 6/30/2015 Acti6/30/2015 Acti Acti Acti Acti Acti Acti




Project Manager: Joe MayoHealth/Status


ADAMS ProjectSponsor: Kristen Bolt (Office of the President and Provost)

Expected BenefitExpand 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.

PurposeProject is to achieve three things:1.Enhance the system to accommodate the additional requirements of pilot users as well as defined enhancements from the business owner.2.Implement the system on HUIT infrastructure, supported by HUIT staff at both the system and

Overall AssessmentThe overall status has been changed to yellow as the migration from the Adams system for HMS from Drupal 6 to Drupal 7 is not complete. We are resolving bugs due to the migration which has delayed HMS from continuing to use Adams in production. Once the HMS migration bugs have been resolved we will begin onboarding schools HSPH & HBS.




Engagement of developers (Administrative Web Services & Isovera 7/15/2013 7/29/2013 7/29/2013

Requirements confirmation and documented 8/9/2013 8/13/2013

Development of enhancements complete 1/31/2014 3/7/2014

Soft-launch with pilot users (GSE, HBS, FAS Econ, HMS) 3/10/2014 4/18/2014 6/27/2014

GSE Pilot - Training session / Workflow testing 4/15/2013 10/15/2014 10/28/2014

GSE School Pilot 12/1/2014 10/31/2014 Acti12/16/2014

ActiHSPH Pilot - Training session / Workflow testing 7/1/2013 10/15/2014 11/12/2014

HSPH School Pilot 12/1/2014 10/31/2014 Acti12/16/2014

HBS Pilot - Training session / Workflow testing 9/1/2014 9/19/2014 9/22/2014

ActiHBS School Pilot 9/22/2014 10/6/2014 Acti12/16/2014

ESTR - Release code changes to Production Environment 10/23/2014 10/23/2014 10/23/2014

Isovera - Deploy Integration of Data from ESTR to Adams in Production Environment

12/1/2014 11/3/2014 Acti12/1/2014

ActiIntegration of Data from ESTR to Adams 8/22/2014 12/1/2014 Acti12/1/2014

ActiXML Export 9/19/2014 11/21/2014 11/21/2014

ActiHMS Migration 11/25/2014 12/2/2014 Acti12/12/2014






$ Diff

Current to EAC


$220,705$176,015$275,000 $44,690$33,966$142,049$0$275,000 ($54,295)


Date Opened


5 Working collaboratively with the Identity and Access Management Team on an XML File Export. Currently waiting on a date confirmation from the Identity and Access Management Team. The deployment date for the XML File Export could delay our ESTR Integration.

Joe Mayo 11/5/2014 2 11/14/2014 Continue to work closely with the Identity and Access Management Team.

C

6 HMS migration from Drupal 6 to Drupal 7 was scheduled on 11/25/2014. HMS is now using the the Drupal 7 version for Adams. I am working with the project sponsor and the vendor Isovera on resolving bug issues due to the HMS migration.

Joe Mayo 12/1/2014 2 12/12/2014 Working closely with project sponsor and vendor on resloving bug issues.

O

7 I have opened a change control since we have had some delays with the Integration of Data on the XML export and the HMS migration to extend the end date to March 2015. The project project budget will not be changing.

Joe Mayo 12/8/2014 1 12/8/2014O



Delivery Organization: Teaching and Learning Technologies

Program Director: Kristin SullivanHealth/Status


Teaching and Learning TechnologiesSponsor: Anne Margulies (Harvard University Information Technology)

Expected BenefitTo 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

PurposePlan, design, and implement a modular, integrated set of powerful, extensible and flexible tools and services to support the full range of teaching and learning activities across Harvard.





$ Diff

Current to EAC


$6,314,579$722,858$6,314,579 $5,591,721$143,681$579,177$0$6,314,579 $0

Overall AssessmentOngoing challenges with recruitment and hiring are constraining capacity in the areas of devops, software engineering, business analysis, and user experience. Continued delays in (1) identifying faculty participants to pilot TLT's A/B testing tool and (2) receiving Canvas data extracts from the vendor are affecting planned progress for providing data to educational researchers.

Approximately 700 official course sites are migrated to Canvas, representing 16% of the total course sites created to date for AY 2014-2015. Although we expect an uptick during the next two months for spring term, the majority of Schools are planning a fall 2015 migration surge. One exception is HDS, which plans on completing its migration by this spring.

TLT's development efforts continue their focus on streamlining course migration and spring term start up. A course templating tool (which reduces the manual effort associated with Canvas course site creation) is released and available to Schools. Next set of enhancements support FAS and HDS-specific needs for course shopping.




ActiHire program staff 5/19/2014 9/30/2014 Acti2/27/2015 Acti Acti

ActiRelease course templating tool (to expedite course migration) 9/2/2014 11/17/2014 11/17/2014

ActiCoordinate spring migration planning 8/1/2014 1/30/2015 Acti1/30/2015 Acti

ActiIdentify faculty partner(s) (for A/B Testing Tool) 1/6/2014 3/31/2014 Acti1/30/2015 Acti

ActiRelease A/B Testing Tool (first pedagogical component) 4/1/2014 8/29/2014 Acti1/30/2015 Acti

ActiDefine data format and semantics (for research data) 4/1/2014 8/29/2014 Acti3/31/2015 Acti Acti Acti

ActiDefine data storage repository (for research data) 11/1/2014 8/29/2014 Acti4/30/2015 Acti Acti Acti Acti

ActiDetermine UX strategy 7/28/2014 6/30/2014 Acti3/31/2015 Acti Acti Acti



Delivery Organization: Student Information Systems

Project Manager: Catherine RhodesHealth/Status


Student Information SystemsSponsor: Anne Margulies

Expected BenefitAdopt 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.

PurposeProvide a university-wide student information system.





$ Diff

Current to EAC


$54,000,003$21,611,138$54,000,000 $32,388,865$1,821,470$19,789,667$0$54,000,000 $3

Overall AssessmentSuccessfully completed first production milestone over the last week, with the launch of the core infrastructure for PeopleSoft Campus Solutions, the new admit and HUID generation processes, and course catalog for Wave 1.Received and processed first “new admit” file in the new format, loading 31 visiting students for the Graduate School of Arts and Sciences. In addition, historic course catalog data has been migrated from the legacy FAS and HDS systems, and the registrar’s offices will begin using the new system next week to begin building the course catalog for Academic Year 2015-16.The next release for the schedule of classes is scheduled for January 2015.

We are planning for several training “dry runs” in November and December to ensure that we have the right messages for the department coordinators who will be using the system in January and beyond. SIS Team developed a “video” of the class search prototype and has shared it with several stakeholder groups, including students and faculty. This will not go live until next summer, but has been well received.or “Find Person” and HUID generation. As a result, there is a risk of instability and defects. We are working closely with the IAM team to ensure workaround / back-up procedures are in place at go-live.



Delivery Organization: Central Administration

Project Manager: Jim Nelson & Maureen BlaufussHealth/Status


Integrated Space Information System (ISIS)Sponsor: Mark Johnson (Harvard Planning and Project Management) & Elizabeth Sisam

Expected BenefitAccess to standardized, comprehensive and up to date floor plans and space information will better support decision-making and enable timely, more efficient and cost effective delivery of services related to physical planning, capital planning, facility operations and management.

PurposeUnlike peer institutions, Harvard has no system that inventories the University's entire building space portfolio valued at $12B+ (2009 figures). This project will establish a single repository of standardized floor plans and room-level space inventory data representing all facilities owned and leased by Harvard that will be used for university-wide and tub-based reporting and analysis.





$ Diff

Current to EAC


$715,798$693,118$815,103 $22,680$3,240$689,878$0$815,103 ($99,305)

Overall AssessmentUnder budget and substantially on schedule. System set up, integration, and roll out to schools is complete (Phases 2 and 3), but we encountered significant problems with operation of the CenterStone integration tools last May 2014 that remained unresolved throughout November 2014. Otherwise, data development and rollout to CADM (Phase 4) is progressing on schedule and will continue through FY15 Q2 as planned (Phase 5).




Phase 2, Stage 1 - Setup Basic System with Initial Enhancements [SOW #3]

7/1/2011 3/5/2012 12/12/2012

Phase 2, Stage 2 – School-based CenterStone System Alignments [SOW #4)

9/20/2011 3/20/2012 4/12/2012

Phase 2, Stage 3 – Integration w FAS, HMS, HBS and HSPH CenterStone systems (ETL Tool Development) [SOW #5]

7/12/2011 6/30/2012 9/30/2012

Phase 2, Stage 4 – Enable Primary Reporting [SOW #6] 7/20/2011 2/15/2012 10/12/2012

Phase 2, Stage 5 – Develop Batch CAD Drawing Export Utility [SOW #7] 7/11/2011 12/21/2012 2/12/2013

Phase 3, Stage 1 – Other Existing System Integrations: HKS, GSE 9/4/2012 7/1/2013 7/14/2014

Phase 3, Stage 2 – Data Development and System Roll Out to User Consortium Schools: HLS, HDS, RIAS, GSD

10/16/2012 7/1/2013 10/16/2013

Phase 4 – Data Development and System Roll Out to CADM Tubs, starting with HRE (Institutional Use Properties) , HUH, HAM, ARB, and HUP.

6/21/2013 7/1/2014 9/30/2014

ActiPhase 5 - Complete remaining data development for VPCS HUH & Commercial facilities, and other CADM facilities, as needed.

7/1/2014 2/1/2015 Acti2/1/2015 Acti Acti



Date Opened


1 Integration Tool Problems: Recent operation of the HMS and HBS ETL Tools developed in Phase 2 Stage 3 of the project resulted in badly corrupt data in ISIS for these schools, and is preventing data updates needed from FAS and HSPH. The ETL Tools feed space data from CenterStone systems managed separately by HMS, HBS, FAS and HSPH to ISIS. In total, this problem is affecting 60% of the University's space data in ISIS.

Maureen Blaufuss

5/5/2014 32 The cause and remedy for these problems is still under active investigation by HPPM with the software vendor. Progress is slow due to inadequate resource availability from the Vendor. A work-around was executed to restore validity of HMS and HBS data in ISIS, but the ETL Tools are still not working as designed, preventing further updates from FAS and HSPH. No firm resolution date has been promised but work remains active by both parties.

O




Project Manager: Isabelle ModianoHealth/Status


PeopleSoft Perfomance Management SystemSponsor: Marilyn Hausammann (Central Administration)

Expected BenefitThis 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.

PurposeProvide a University-wide on-line performance management system.

Overall AssessmentProject progressing according to plan. All schools are using the system for FY15 (about 10,000 employees). The FY14 Annual Assessment had a high completion rate for the first year: 70% of the forms are completed, and 80% of employees have seen their manager's evaluation. Work is in progress on new functionality, including: cascading goals, exit interview form, FY16 form changes, mapping competencies to job profiles and additional dashboard reports.




Design 1/1/2013 3/15/2014 3/15/2014

Data Collection Wave 1 5/31/2013 10/25/2013 10/25/2013

Prepare Go-Live Tasks 7/15/2013 9/19/2013 9/9/2013

Psoft Release 36 - Development and Testing 4/1/2013 10/15/2013 10/15/2013

HDW Release 36 - Development and Testing 6/7/2013 9/16/2013 9/16/2013

Training Development - Wave 1 1/1/2013 3/15/2014 3/15/2014

Change Management - University Wide 5/27/2013 2/28/2014 2/28/2014

Change Management - FAS, CADM1 (wave 1a) 6/14/2013 2/28/2014 2/28/2014

Psoft Release 37 - Development and Testing 9/1/2013 12/23/2013 12/23/2013

Change Management - HKS, HBS, HSPH (wave 1b) 6/17/2013 2/28/2014 2/28/2014


ActiWave 2: HDS, HLS, HGSE, GSD, HMS, CADM#2, RIAS, SEAS 6/1/2013 5/18/2015 Acti5/18/2015 Acti Acti Acti Acti ActiChange Management - HDS, HLS, HGSE, GSD, HMS, CADM#2, RIAS, SEAS (wave 2)

12/1/2013 7/15/2014 7/15/2014

ActiTraining Development - Wave 2 6/1/2013 5/18/2015 Acti5/18/2015 Acti Acti Acti Acti ActiPsoft Release 38 - Development and Testing 11/1/2013 5/31/2014 5/31/2014

ActiPhase 2 - Performance cycle for FY15 7/1/2014 6/30/2015 Acti6/30/2015 Acti Acti Acti Acti Acti Acti

ActiPhase 2 Forms (Exit Interviews, FY15 and FY6 forms) 12/1/2013 12/31/2014 Acti12/31/2014






$ Diff

Current to EAC


$2,558,109$2,001,230$2,834,416 $556,879$18,233$1,982,997$0$2,834,416 ($276,307)




ActiCascading Goals 12/1/2013 5/31/2015 Acti5/31/2015 Acti Acti Acti Acti Acti

ActiPerformance Management Reporting 3/24/2014 5/31/2015 Acti5/31/2015 Acti Acti Acti Acti ActiPsoft Release 39 - Development and Testing 5/1/2014 9/30/2014 9/30/2014


ActiPsoft Release 40 - Development and Testing 9/1/2014 12/10/2014 Acti12/10/2014

ActiHDW Release 40 - Development and Testing 9/1/2014 12/10/2014 Acti12/10/2014

ActiTraining Development - Wave 3 9/1/2014 5/31/2015 Acti5/31/2015 Acti Acti Acti Acti Acti

ActiPsoft Release 41 - Development and Testing 11/1/2014 5/31/2015 Acti5/31/2015 Acti Acti Acti Acti Acti

ActiHDW Release 41 - Development and Testing 11/1/2014 5/31/2015 Acti5/31/2015 Acti Acti Acti Acti ActiStabilization 5/31/2015 6/30/2015 6/30/2015 Acti Acti




Project Manager: Monica FisherHealth/Status


Oracle Fixed Assets - Implementation PhaseSponsor: Maureen Forrester (Central Administration)

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

PurposeHarvard currently records assets in many separate systems, and does not have one system of record for asset data (financial and non-financial). Custom tables in the Oracle General Ledger record assets at a summary level, and depreciation is performed on an annual basis. Tubs maintain separate systems and have disparate processes to meet sponsored and other detailed asset





$ Diff

Current to EAC


$4,234,453$4,047,211$4,421,192 $187,242$90,335$3,956,877$0$4,421,192 ($186,738)

Overall AssessmentAll TUBs are live and using the new application. All building and equipment assets have been loaded to the new system and are in the process of final reconciliation to the General Ledger. All training classes have been completed and training documentation has been finalized. Enhancements included in FINDINI Release 4.0.6 were deployed to PROD at the end of October. Initial requirements for Spring 2015 release have been identified (e.g. Sponsored Reporting) and CEMLIs have been drafted for HUIT LOE analysis. Efforts to knowledge transfer between the project team and both FSS and FAR continue. New FSS analyst cross-trained with the project team for a week in November, with another two weeks slated for December.




Build Complete 9/1/2013 12/31/2014 12/31/2013

Test Phase 1/2/2014 3/12/2014 3/12/2014

Phase I Tubs deployed 1/2/2014 4/1/2014 4/1/2014

Phase II Tubs deployed 4/1/2014 7/1/2014 7/1/2014

Phase III Tubs deployed 7/1/2014 10/1/2014 10/1/2014




Project Manager: Georgina PragerHealth/Status


Cross Registration Phase 2Sponsor: Judy Singer (Office of the President and Provost) & Krupa Patel

Expected BenefitIncrease 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.

PurposeEnhance the University Cross-Registration application to include all schools and enhancement requests as identified by surveying faculty, registrars, students, and advisers.

Overall AssessmentRemaining infrastructure work and automated UI testing are being reviewed by the project team.




Cress-Registration Release 1/6/2015 4/30/2015 4/30/2015 Acti Acti Acti Acti

ActiCross Reg. November 3.1 Release 7/29/2014 11/20/2014 11/17/2014




Project Manager: Georgina PragerHealth/Status


Faculty Promotions Reappointment (Aries) ImplementationSponsor: Judy Singer (Office of the President and Provost) & Krupa Patel

Expected Benefit-Compliance with federal EEO/AA requirements -Increase the efficiency of faculty and staff time through enhanced data access,quality, accuracy, and portability. -Enable effective business continuity planning and protection from the risk of data loss inherent to

PurposeFinancial risk in losing federal grant funding for being out of compliance.Lack of data retention/business continuity





$ Diff

Current to EAC


$599,000$86,354$599,000 $512,646$14,368$71,986$0$599,000 $0


Date Opened


1 Timeline has been adjusted to reflect actual Pilot start dates and adjusted resourse plans. Project budget and end dates were not impacted.

Georgina prager 9/22/2014 10/31/2014 Pilot progress will be monitored and resources will be recruited pending management approval.

C

Overall AssessmentPilots are in progress, meetings to review results with the vendor will be held in December.




Go no go decision 1/1/2015 2/6/2015 4/30/2015 Acti Acti Acti ActiPilot feedback review with vendor 12/1/2014 2/6/2015 Acti12/31/2014

Pilot promotion cases start (all 3 schools) 9/8/2014 8/28/2015 10/15/2014

Security and Architecture Reviews 5/12/2014 8/14/2014 8/29/2014

Faculty Affairs office configuration and training 7/8/2014 8/21/2014 9/12/2014




Project Manager: Julie BroadHealth/Status


Alumni Community Evolution (ACE) - ImplementationSponsor: Siovhan O'Connor (Central Administration)

Expected Benefit1. 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 channels

PurposeReplace Harvard's alumni portal, currently hosted by vendor iModules / Harris Connect, with an improved, best-in-class series of services.

Overall AssessmentProject work continues to progress on track for our milestones. We completed Discussion Groups development. Online giving is underway. Email forwarding designs will be completed in January. ExactTarget API work is underway along with the final data model design. Work with IAM on alumni authentication continues. The API will be complete at the end of December for us to code against. We are starting on the design for the alumni account claiming process.




ActiAlumni Profile and Search enhancements post pilot phase 7/1/2014 12/24/2014 Acti12/24/2014

Discussion Groups Requirements 7/1/2014 8/15/2014 8/15/2014

Discussion Groups Development 8/4/2014 10/3/2014 10/3/2014

Responsive/Mobile Design & Ehancements 8/4/2014 10/13/2014 10/13/2014

Online Giving Requirements/Design 7/1/2014 8/29/2014 8/29/2014

ActiOnline Giving Development Admin Tools 9/8/2014 1/30/2015 Acti1/30/2015 Acti

ActiEmail Marketing (ExactTarget) Planning & Configuration 8/4/2014 12/22/2014 Acti12/22/2014

ActiEmail Forwarding Design & Development 10/27/2014 1/16/2015 Acti1/16/2015 Acti

ActiAdministrative portal Design & Development 9/8/2014 3/13/2015 Acti3/13/2015 Acti Acti ActiClass Notes Migration to VanillaForums 1/5/2015 3/27/2015 3/27/2015 Acti Acti ActiEvents Registration Design & Configuration 1/5/2015 5/22/2015 5/22/2015 Acti Acti Acti Acti Acti

ActiAlumni Authentication Design & Development 8/4/2014 5/22/2015 Acti5/22/2015 Acti Acti Acti Acti ActiReporting Environment - Phase 1 4/6/2015 12/18/2015 12/18/2015 Acti Acti Acti Acti Acti Acti Acti ActiClass Pages Migration to AlumniMagnet 2/2/2015 5/22/2015 5/22/2015 Acti Acti Acti ActiOnline Giving donation forms 1/12/2015 3/20/2015 3/20/2015 Acti Acti Acti






$ Diff

Current to EAC


$3,723,018$994,211$3,723,018 $2,728,807$196,890$797,321$0$3,723,018 $0



Delivery Organization: Identity and Access Management

Program Director: Jason SnyderHealth/Status


Integrated IAMSponsor: Anne Margulies (Harvard University Information Technology) & Jim Waldo, Rainer Fuchs

Expected BenefitThe 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.

PurposeThe 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.





$ Diff

Current to EAC


$12,523,820$4,358,619$12,523,820 $8,165,201$161,629$4,196,989$6,698,640$5,825,180 $0


Date Opened


Additional analysis and exploration are required to properly understand the HMS provisioning code base leading to proposed shift in IAM provisioning priorities.

In partnership with HMS, IAM will provide additional technical analysts to work in conjunction with HMS teams to review the current HMS codebase and document requirements for SailPoint provisioning. The additional effort is projected to take 3-4 monthsAdditionally, the team will focus on prioritizing FAS provisioning in parallel to this discovery effort.

O

Overall AssessmentAccomplishments include official Bronze certification from InCommon; completion of identity APIs in support of the SIS strategic initiative and Alumni provisioning; and delivery of a finalized Alumni data model. Additional effort to complete HMS provisioning has been identified; see right for details. IAM analysts will assist HMS with discovery while shifting IAM developer focus to FAS onboarding. Upon completing PI-1, the team met Nov. 20 to begin planning the next 12-week effort, which will focus on continuing Alumni provisioning and beginning analysis and implementation for FAS provisioning.




Alumni Provisioning 5/31/2015

SailPoint Expansion (0365) 8/31/2015



Delivery Organization: Infrastructure

Project Manager: Bud MinahanHealth/Status


VoIP Implementation ProjectSponsor: Sue Walsh (Infrastructure)

Expected BenefitSimplify the offered services set; Deliver features and applications for voice, conferencing, instant messaging and presence; Unify the feature set for anytime, anywhere accessibility; Drive, through parallel initiatives, ubiquitous access to cellular and WiFi services; Empower users through availability self-service capabilities and resources

PurposeThis project will migrate approximately 24,000 legacy centrex stations to Next Generation Voice-over-the-IP (VoIP) communication lines University-wide. All schools and departments will participate in this implementation which is expected to take from four to five years to complete. The VoIP service will be sourced from Verizon’s in-the-cloud UCCaaS platform.

Overall AssessmentImplementaion of the University-wide Voice-over-IP communications project is now underway. Contract negotiations continue with Verizon; the current expectation is contract execution by 12/31/14. All subteams are meeting and addressing their scopes of work. Development of the Harvard requirements input for the UCCaaS cloud based VoIP 'switch' is nearing completion as are the network and connectivity requirements for termination of the UCCaaS MPLS and PRI circuits into HUIT's data centers. Development of ServiceNow VoIP Service Request and Incident ebonding is in progress with Vz. The initial Early Adopter test site will be 1230 SFR and is scheduled for a June conversion.

9/14. This four to five year initiative will migrate approximately 24,000 school centrex services to a Next Generation, in the cloud VoIP service platform designated the UCCaaS system. During 1H 2015, a matrix managed team from HUIT Infrastucture Unified Communications and Network Services will work closely with the vendor to develop and test the core VoIP system , its connectivity to Harvard and initiate the first Early Adopter




ActiComplete VoIP Contract development with Verizon 9/22/2014 12/1/2014 Acti12/1/2014

Establish the project team and kick-off the VoIP Implementation Project 9/29/2014 10/16/2014 10/16/2014

ActiCreate the Project Resource Plan, develop required RTP's, post project positions and on-board selected personnel

10/1/2014 3/31/2015 Acti3/31/2015 Acti Acti Acti

ActiProvide Verizon all required system technical and end user parameter data required to build-out the Harvard UCCaaS

10/20/2014 1/30/2015 Acti1/30/2015 Acti

Develop detailed plans and perform prototype testing of Harvard's UCCaaS instance using the services, features and devices to be offered to the schools

3/2/2015 3/31/2015 3/31/2015 Acti

Provide data center space at 1 Summer Street and 60 Oxford Street to terminate the UCCaaS MPLS and PRI connectivity to the University from Beltsville, MD and Santa Clara, CA

12/1/2014 2/2/2015 Acti2/2/2015 Acti Acti

Initiate required station information data gathering with Verizon in preparation for conducting the first VoIP Early Adopter service migration at 1230 SFR

4/6/2015 5/15/2015 5/15/2015 Acti Acti

Conduct the 1230 SFR Early Adopter VoIP conversion 6/15/2015 6/26/2015 6/26/2015 ActiConduct the second VoIP Early Adopter Trail at 60 Oxford Street 5/11/2015 7/31/2015 7/31/2015 Acti Acti Acti






$ Diff

Current to EAC


$11,216,390$34,390$11,216,390 $11,182,000$16,014$18,376$0$11,216,390 $0


Date Opened


1 Verizon has indicated that it will take up to one year to develop an automated VoIP service ordering process from Harvard's ServiceNow system into the UCCaaS platform.

Susan DeLellis 10/17/2014 6 12/19/2014 Susan will bring this issue to the Verizon Sales Team as this capability was part of Verizon's RFI response and having this automation is one of Harvard's dependency's for achieving operational efficiencies from the new system 12/01/14 - Verizon's Sales VP has indicated that they will adhere to the original development timeline for SNOW ebonding availability by 06/01/14. A joint Vz. - Harvard team is now meeting to develop this process.

C

2 VoIP services are recommended to run on CAT3 station wiring. Although much of the University is CAT5 or higher, there is legacy CAT3 wiring in-place in some areas; the project team is working to determine the extent of this use and to test the service quality experience when CAT3 is used for the VoIP service.

Karen Erasmi 10/16/2014 9 1/30/2015 CADM groups and select schools will be polled to determine their use of CAT3; The project's technical subteams will set up a CAT3 test bed using Harvard's on-premises Proof of Concept CUCM's. 12/01/14 - A test lab is now in-place at 1230 SFR, VoIP devices have been acquired from Cisco for CAT3 test purposes, a POE and Ethernet extender over CAT3 switch from Phybridge Technologies is also under test.

O

3 No Active Directory (AD) autentication and directory process is currently available for use with VoIP.

Karen Erasmi 11/14/2014 5 1/30/2015 The VoIP Team has begun working with the IAM development group on identifying an AD auth/dir process. Initial meetings have been held and a joint meeting with Vz and Cisco is scheduled to address this requirement.

O



Delivery Organization: Strategy and Planning

Project Manager: Tim VaverchakHealth/Status


CIO Initiative - CollaborationSponsor: Ben Gaucherin (Harvard University)

Expected Benefit* 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,

PurposeTo support the diverse communication and collaboration needs within the Harvard community as well as external participants in a seamless, consistent and effective way.





$ Diff

Current to EAC


$1,120,575$651,044$1,120,575 $469,531$96,325$554,720$0$1,120,575 $0


Date Opened


Username conflicts Hellen Zziwa 9/29/2014 11 11/28/2014 Individuals may optionally use, and display, a different name other than their official name within Harvard systems which may lead to conflicts when FIM is enabled

O

Collaboration Support Responsiveness Collaboration support group

9/1/2014 15 12/31/2014 Continual improvement of support of Collaboration elements includes: Action items Provisioning “SLA” report, Tools subgroup plan, documentation of provisioning procedures

O

Overall AssessmentThe Collaboration Program has been established in earnest tying together UC, IAM, and Mailbox Migration teams. We are now centrally tracking issues and risks in addition to having regular program check-in meetings to ensure consistency and support between organizations. The HMS environment is being built to support the Bridging needs that will allow HMS to migrate all mailboxes on whatever schedule meets their expecations.




ActiProvisioning Infrastructure to support HMS in place 7/1/2014 11/14/2014 11/14/2014

ActiExchange environment established to allow HMS migrations 9/1/2014 12/19/2014 Acti12/19/2014

ActiHMS O365 Pilot complete 11/3/2014 2/27/2015 Acti2/27/2015 Acti ActiHMS Migrations 1/5/2015 6/30/2015 6/30/2015 Acti Acti Acti Acti Acti ActiSEAS Phase 1 Migrations (IceMail) 12/1/2014 1/31/2015 Acti1/31/2015 Acti

ActiCentral Admin Mailbox Migrations 9/1/2014 1/31/2015 Acti1/31/2015 ActiHSPH Mailbox Migrations 2/1/2015 3/31/2015 3/31/2015 Acti ActiFAS Mailbox Migrations 4/1/2015 1/30/2016 1/30/2016 Acti Acti Acti Acti Acti Acti Acti Acti



Date Opened


Request to automate FAS provisioning by April migrations Tim Vaverchak 10/13/2014 9 11/21/2014 Requirments finalized, IAM working with consultant to validate implementation plan

O



Delivery Organization: Harvard University Police Department

Project Manager: Ian CrowleyHealth/Status


ID Card Part II: Visitor Management ImplementationSponsor: John Nolan (Central Administration) & Kerry Unflat

Expected BenefitThe visitor management system will improve security on campus; provide centralized process; provide reporting and analysis.

PurposeThe implementation of a Harvard Cambridge Visitor Management system will help managing visitors' authorized physical access on campus.





$ Diff

Current to EAC


$1,453,521$764,689$1,453,521 $688,832$0$764,689$0$1,453,521 $0


Date Opened


1 Scope - FAS sites and blackout periods not agreed Ian 1/9/2014 49 5/12/2014 Set up preliminary scope meeting in adavnce of the kick-offO

2 Other area's of potential scope Museum, Alston and HRE (9 residences)

Ian 9/13/2014 14 5/12/2014 Engage with each of scope candidates and agree out of scope for Phase 1

O

Overall AssessmentProject kick-off to be held 12/5 with FAS and CS. Footprint and blackout dates for implementation phase in 2015 agreed. Reviewed proposal with 3rd party vendor to do VM assessment at peer institutions.

Charter ready for stakeholders to review/approve. Provisional flows and requirements documents also ready for sessions with stakeholders. Met with ITCRB to discuss how to transfer any budget from FY-15 to FY-16




Project kick-off 12/5/2014 3/31/2013

Draft Charter 10/29/2014 4/30/2014

Approved Charter 12/12/2014

Requirements Doc and Flows 11/3/2014

RFP 11/3/2014

Policies and Procedures - 3rd party vendor 10/20/2014

Vendor Evaluation Review and recommendation 1/16/2015

Final decision 1/30/2015

Technical architecture and data flows 9/29/2014



Date Opened


3 No kick-off date agreed due to scheduling issues 9/1/2014 10/31/2014 Looked for date that would work for key attendees. Agreed 12/5C




Project Manager: Jack AveryHealth/Status


EPACS (Enterprise Physical Access Control Systems)Sponsor: Bob Iuliano (Office of the General Counsel)

Expected BenefitThe EPACS project addresses the expressed needs of schools and units for specialized physical security systems management and support, mitigates risks identified by RMAS in the 2008 university-wide physical security systems risk assessment, and supports Harvard’s goal of maintaining a safe and secure campus.

PurposeThe EPACS project team will partner with HUIT, RMAS, University schools, and units to create a robust and secure, centrally managed, physical security platform and accompanying controls to safeguard people and assets for the Harvard community. EPACS Phase One will be considered complete when 9 schools and units have migrated to the enterprise system.





$ Diff

Current to EAC


$1,122,769$795,037$1,379,979 $327,733$1,409$793,628$0$1,379,979 ($257,209)

Overall Assessment•FAS Athletics Close out meeting conducted•Radcliffe migration preparation in process, audit report reviewed, naming convention finalized, account creation in process. Training scheduled for 12/3 and migration for 12/10•Enterprise architecture effort continuing•Seas Kickoff meeting scheduled for 12/2




H_S_A Migration 7/1/2013 10/1/2013 10/1/2013

CNS Migration (FAS Department) 7/1/2013 9/27/2013 9/27/2013

HUP Migration 9/1/2013 11/27/2013 11/27/2013

GSD Migration 10/1/2013 1/30/2014 1/15/2014

HKS Migration 10/1/2013 1/30/2014 1/23/2014

Arnold Arboretum NEW CANDIDATE 2/5/2014 3/31/2014 3/26/2014

Divinity Migration REVISED due date 3/1/2014 5/30/2014 5/21/2014

FAS Athletics 10/8/2014 10/8/2014

HUHS Migration-REVISED due date 10/1/2013 4/25/2014 4/22/2014

ActiRadcliffe Migration 10/15/2014 Acti12/10/2014

ActiSEAS Migration 3/1/2014 6/30/2014 Acti2/25/2015 Acti Acti



Date Opened


2 Need to put helpdesk/EPACS support solution in to place by next fiscal year. Risk-lack of permanent helpdesk solution may result in reputational damage

Maureen Kelly 9/1/2013 67 1/2/2015 George Fox is working with HUIT on potential solutions and/or collaborations.

O

4 PACS feed is impacting some clients. Project and team resources have been stretched very thin, pushing response time for PACS feed testing back. Risk-lack of change management processes and effective communication may cause reputational harm and may discourage schools and units from adopting to the central server.

Kerry Unflat 9/1/2013 67 9/1/2014 Kerry Unflat has been talking to Magnus Bjorkman and Jane Hill to discuss change management for the PACS feed moving forward. EPACS resources may mitigate this risk by giving the HUPD team the bench to participate in product management for the personnel feed.

O

9 George Fox has resigned. Maureen Kelly will assume George's role in EPACS but George's experience will be missed and the labor force again has been reduced which will slow the process and hinder the ability to meet the milestones.

Kerry Unflat, Jack Avery

7/28/2014 20 11/14/2014 Interim Project Manager is working with Chief Riley on posting critical project resources.

O




Project Manager: Jack AveryHealth/Status


EPACS (Enterprise Physical Access Control Systems) Consolidation - Phase 2Sponsor: Bob Iuliano (Office of the General Counsel)

Expected BenefitPurpose





$ Diff

Current to EAC


$4,433,000$213,239$4,433,000 $4,219,760$38,784$174,455$0$4,433,000 $0


Date Opened


O

Overall Assessment•FAS Athletics Close out meeting conducted•Radcliffe migration preparation in process, audit report reviewed, naming convention finalized, account creation in process. Training scheduled for 12/3 and migration for 12/10•Enterprise architecture effort continuing•Seas Kickoff meeting scheduled for 12/2




ActiMigrate Radcliffe 10/15/2014 12/19/2014 Acti12/19/2014

Migrate SEAS 12/2/2014 Acti2/20/2015 Acti Acti

ActiEnterprise Architecture designed, developed, tested and ready for implementation

8/18/2014 Acti5/22/2015 Acti Acti Acti Acti Acti

ActiFinalize migration schedule for FY15 9/8/2014 11/25/2014 Acti1/16/2015 Acti


End DateStart Date

F/Actual

Planned

F/Actual

Planned Current StageProject # Project Name

Overall Status

Current Budget

Cost to Date

% of Current

Estimate to

Complete

Estimate at

Complete

$ Diff Current to EAC

6/30/189/10/12

6/30/187/1/13EPACS (Enterprise Physical Access Control Systems)520898-0012 Implement57.6%$ 1,380K $ 795K -$ 257K$ 328K $ 1,123K

6/28/197/1/14

6/28/197/1/14EPACS (Enterprise Physical Access Control Systems) Consolidation - Phase 2

520898-0013 Plan4.8%$ 4,433K $ 213K $ 0K$ 4,220K $ 4,433K

Page 2 of 2Created on 12/19/2014 4:04:48 PM by Ellen Landsman On TrackAt RiskTroubled Completed On Hold

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