Bridgewater State University Information Technology

Transcription

1 Bridgewater State University Information Technology Project Management Office Monthly Report March 2018

2 Table of Contents Executive Summary... 3 Purpose... 3 Highlights... 3 Looking Ahead... 4 FY17 Project Portfolio... 4 Health and Phase of Current Projects... 8 Total Time Investment by Project... 9 Time Distribution by Project Time Distribution by Person Run Grow Transform Report Project Work by IT Department.. 13 Monthly Project Works Totals Project Volume and Status Annual Project Effort Totals

3 Executive Summary PURPOSE The PMO Monthly Report contains a wealth information about the status of Information Technology projects currently managed by the IT Project Management Office. The PMO Monthly report is a collection of point in time reports designed to provide the reader with a clear overview of the status of all Information Technology projects. HIGHLIGHTS The Information Technology Project Management Office manages the 40 projects that comprise the IT Projects Portfolio. Thirty three of these projects were new projects that were approved in the FY18 Project Request Cycle. The other projects were holdovers from FY17. The team has completed 14 of the FY18 projects through February with a few more projects scheduled to close before the end of March. During the month of March 2018, Information Technology staff invested over 1452 total hours on project work. The March 2018 total of 1452 hours is slightly above our thirteen month rolling average of 1445 hours of project work, however it well below of our March 2017 total of 1874 hours of project work. Notable achievements in the IT Project Management Office for the month of March 2018 include: The Student Education Planner (SEP) with Degree Works project went live on Friday March 9 th. The implementation of SEP will allow students more control over their pathway to degree completion. The Blackboard Transaction System Upgrade project went live on Friday March 9 th. This project includes provisioning new virtual application and database servers running Server 2012R2 and upgrading BBTS to the latest supported version. The Applications Upgrade FY18/19 project kicked off on March 23 rd. This is the annual applications upgrade project to keep versions current on all enterprise applications administered by Information Technology. This year this project is laying the groundwork for an upgrade from Banner 8 to Banner 9. The Police Communications Upgrade project closed on March 30 th. This project updated existing outdated communication equipment that ensures the safety of our officers and the ability to communicate with various public safety agencies in the event of an on campus emergency. 3

4 The Security Camera Repurposing project closed on March 30 th. This project replaced all exterior and interior cameras with the police station using cameras that were previously positioned at the closed Children s Center. LOOKING AHEAD The month of April 2018 again promises to be a very busy month for the IT Project Management Office and the Information Technology Division in general. During the month of April several projects will be winding down and many other new projects for FY18 will begin to take shape. Some significant milestones on the horizon for the month of April 2018 should include: The Commencement Ticketing project will go live on April 2nd. The implementation of the new ticketing system will provide an opportunity for students to receive their commencement tickets at their convenience as well as reduce the administrative needs around distributing tickets to 2,000 students. The Registration Readiness project will go live on Friday April 13 th. This project will improve the reliability of the registration performance by using advanced analytics and reporting to ensure that the registration system can handle target peak loads. The Classroom Upgrade FY18 project will close by April 18th. This project will refresh audio visual equipment that is five years and older and install new Extron switches and full size teaching stations in selected classrooms. The Web Search 2.0 project will kick off by April 27 th. This project will replace the Google Search Appliances which provide federated search capability to the main BSU website, intranet, and other connected websites. FY18 PROJECT PORTFOLIO The graphic on the next page shows the status of the 43 FY18 portfolio projects that are currently underway and managed by the IT Project Management Office (PMO) during the month of March Twelve of these projects are carry over projects from the FY17 project portfolio. Brief descriptions of each project are contained on pages six and seven of the report. In this graphic the color of the bar represents the project status. Blue projects are initiating (with no charter yet), green projects are underway and progressing according to plan/schedule, and yellow projects are underway but currently have some schedule, scope, or cost risk associated with them. Red project status indicates a project that has violated constraints and requires significant corrective action. The length of the bar depicts the planned duration of the project and the shaded region within the bar represent the % complete as a factor of the project duration. Project manager and percent complete are also listed. 4

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6 FY18 Project Portfolio Application Virtualization Pilot Provide a new innovative way for faculty, staff, and students to access academic and business applications used on campus. Application Virtualization will allow any user to stream the application through a web browser at any time and on any device. Applications Upgrade FY17/FY18 Annual applications upgrade project to keep versions current on all enterprise applications administered by IT. The goal of this project is to keep applications current in order to take advantage of the enhanced functionality being released to assist with business processing. Banner 9 Student Profile and Faculty Grading Modules Begin the transition to some Banner XE modules, specifically the Student Profile and Faculty Grading modules. The student profile delivers photo rosters as well as preferred name on class rosters. Faculty grading delivers all rosters on one page (midterm, final etc.) which will be extremely beneficial to faculty. Blackboard Transaction System Upgrade Upgrade Blackboard Transaction System (BBTS) to the latest supported version. The current BBTS environment is a mix of physical and virtual servers running Server 2008 R2 with the database server running Oracle This project includes provisioning new virtual application and database servers running Server 2012R2 and upgrading BBTS to the latest supported version. BSU Mobile 3.0 The 3.0 upgrade to the BSU Mobile app will include adding some exciting new features as well as removing some little-used features based on student focus group findings, survey results, user analytics and other student feedback. Cameras for BSU Police Station Replace all exterior and interior cameras with the police station using cameras that were previously positioned at the closed Children s Center. Classroom Upgrade FY18 Project The Classroom Upgrade project will refresh audio visual equipment that is five years and older and install new Extron switches and full size teaching stations in selected classrooms. Commencement Ticketing Implement software that will provide an opportunity for students to receive their commencement tickets on their time as well as reduce the administrative needs around distributing tickets to 2,000 students. Common Application Projects Discovery and Implementation Explore the viability of adding the Common Application to the Enrollment Management process, including the overall costs and the projected timeline for implementation. Contact Center Solution for Help Desk Implement a Contact Center Solution for use at the IT Service Center to allow for better metrics, routing of calls, call monitoring/recording, etc. eprocurement Solution Procure, through an RFP process, install and implement an electronic procurement cloud based software system. Emergency Notification Improvements The Alertus Desktop emergency notification system will add another mode of emergency communication to improve safety across the Bridgewater State University community Employee Onboarding & Identity Mgmt. Implement a new employee onboarding system that enhances the onboarding experience of all new employees to campus. Guest Pass Tracker Upgrade Enhance and modernize current guest registration software and process with upgraded software available from Adirondack. Hart 213 classroom Redesign Redesign the Hart 213 classroom space with cutting edge furniture and technology that can help inform future classroom design. Improving Access 2.0 Continued updates to bridgew.edu to include updated College and Department page content, a hosted Maxwell Library site and revised home page content. Make Arts.Bridgew and microsites mobile responsive. Improving IT Business Continuity Phase II Continue improving BSU s posture by leveraging cloud service offerings and by refining and expanding our IT Disaster Recovery and Business Continuity Plan. Also includes specific disaster recovery test to ensure our processes and technologies work as expected. Improving Service Management This project is aimed at developing a service based organization within IT will also Implementing the Team Dynamix system to replace the existing Footprints ticketing system. Information Security Improvements FY18 Continue improving the overall security posture at BSU through advances in technology, processes, and training as required by Massachusetts 201 CMR

7 Intranet Home Page Redesign Include a review and redesign of the BSUIntranet home page my.bridgew.edu. IT New Semester Initiation Fall 2017 and Fall 2018 This project organizes the IT work conducted over the summer months prepping for this grand opening, setting the stage for a successful teaching, learning, and business experience possible for all campus constituents. Meeting Space Upgrades FY18 The BSU Information Technology Division annually endeavors to update the technology in a defined set of meeting spaces that have been identified to be in need of improved technology. Network Infrastructure Upgrade Procure, configure, and install all new network infrastructure hardware within the administrative buildings and residence halls on campus. While some network hardware has been replaced over the years, the majority of the network infrastructure is over twelve years old and needs to be replaced. Office 365 Phase II Enable the University to leverage its investment in O365 and to reap the rewards of improved collaboration and communication. Online Transfer Transitions Program Bridgewater State University, in partnership with Bristol, Cape Cod and Massasoit Community College, agreed to design a seamless pathway for community college transfer students to gain access to Bridgewater. Oracle 12c Upgrade This project his project will keep Bridgewater State University in line with the latest release from Oracle, prevent the need for additional funding to extend support for the existing database, 11Gr2, and promote better performance, increased scalability and easier data management. Police Communications System Upgrade BSUPD must replace its obsolete, 20- year-old system in order to retain communications capability with neighboring police agencies. Update existing outdated communication equipment that ensures the safety of our officers and the ability to communicate with various public safety agencies in the event of an on campus emergency. Raiser s Edge NXT Implementation Transition the University Advancement fundraising and relationship management database from its current system, Blackbaud s Raiser s Edge, to Blackbaud s Raiser s Edge NXT, a comprehensive, cloudbased solution. Rec Center Web Integration Integrate Rec Center Web with TouchNet, Blackboard and Banner. This integration will allow the software to read connect card information for valid BSU students and staff. Science on a Sphere Science on a Sphere is a room sized, global display system that uses computers and video projectors to display planetary data onto a four foot diameter sphere, analogous to a giant animated globe. Self-service Enrollment Verification Provide students the ability to print enrollment verifications ondemand without having to come to or contact the Registrar s Office. By streamlining this process, students will benefit from instant access to information they need 24/7/365. Server 2003 Upgrade Project This project is to provision new virtual servers running Server 2012R2 and decommission all legacy 2003 servers. Smart Parking Design and implement an innovative new parking availability solution for commuter students through the BSU Mobile App. Strategic Goals Dashboard 2.0 Enhance the newly designed Strategic Goals dashboard with additional data elements. Student Accounts Receivable Reduction Student billing system changes to be implemented over the next five semesters. Changes involve modifications to InfoBear, , Title IV marketing, single login capability, and reporting. Student Education Planner (SEP) with DegreeWorks Implementation of the SEP to allow students more control over their pathway to degree completion. TouchNet Marketplace Point of Sale Implement TouchNet Marketplace POS with departments across campus that take cash payments. By reducing cash payments across campus, the University is lowering its overall risk. Windows 10 This project is to prepare the University for the adoption of the Windows 10 operating system. Xfinity of Campus Implement Comcast Xfinity on Campus (XOC), a digital content streaming service, within the residence halls. Includes network configuration changes to enable the XOC service 7

8 Health and Phase of Current Projects The pie charts below depict the health and project phase of the 29 projects currently underway and being managed by the Information Technology Project Management Office. The project health chart on the left shows: 6 blue projects (new project discovery started or scheduled to start), 18 green projects (projects progressing according to plan), 1 yellow projects (projects underway with issues), and 4 grey projects (on hold). The project phase chart on the right shows current project phase with: 3 red (Project Planning Phase), 9 yellow (Project Initiating Phase), 16 blue (Project Executing Phase), and 1 dark blue (Project Closing Phase) These statuses and project phases change from time to time throughout the month as project progress through their lifecycle. What we see in the charts is the state of project status and project health at the end of the month on March 31,

9 Total Time Investment by Project This chart below shows the total time investment (since inception) in the top projects currently underway during the month of March This is data taken directly from Team Dynamix time reporting, so the time investment of other project team members from outside of the Information Technology Division is not reflected in these totals. We can see from this chart that the Employee Onboarding project is the most significant resource draw as that project is now over 1440 hours as we wind down with post implementation support. The Classroom Upgrades project is also winding down with 1319 hours. The Smart Parking project continues to roll on past the 1184 hour mark. Many of the other projects listed here are still in their early stages. 9

10 Monthly Time Distribution Report by Project This chart shows the total time investment for projects exclusively during the month of March Thirty-one separate projects recorded some amount of time during the month. However, some of these projects are just getting off the ground in the initiation phase. The largest amount of time spent last month was on the Network Infrastructure Upgrade project with 155 hours. The Improving IT Business Continuity Phase II, Registration Readiness and Employee Onboarding Projects added another couple hundred hours a piece. 10

11 Monthly Time Distribution Report by Person This chart shows the individual Information Technology staff members who contributed the most significant amounts of time to project work during the month of March The March 2018 totals show significant effort spent on project work by all of the project managers in the PMO as many projects are in the initiation phase where much of the work is accomplished by the PM. Various members of the Systems and Administrative Systems were also busy during March, much of which can be attributed to work on the Employee Onboarding and Identity Management, Applications Upgrade FY18/19 and Registration Readiness Projects. 11

12 Run Grow Transform Report for March 2018 The Run Grow Transform numbers for the month of March 2018 continues to show a strong commitment to project work. The March totals were 21 percent for project work (Grow, Transform) and 79 percent for operational support (Run). The 21 percent project work was divided between 12 percent Operational (Grow) and 9 percent Strategic (Transform). The overall annual totals for calendar year 2018 of 81 percent Run, 9 percent Grow, and 10 percent Transform compares favorably to the reported totals from our peer institutions. Our peer institutions report an 18% annual output of project work. The BSU Information Technology Division was able to increase the overall percentage of project work from 13% in 2015 to over 17% in 2016 and finally to 19% in The goal of the IT Project Management Office was to reach the 20% threshold for the 2017 calendar year. However, we fell slightly short of the 20 percent mark due to weaker than expected output the final two months of the year for The first quarter of 2018 is showing a strong positive indicator to the overall percentage of project work. 12

13 Project Work by IT Department This chart shows how the various departments within the Information Technology Division contributed time toward project work during the month of March The Project Management Office led the way with over 370 hours of project work much of which was devoted to initiating a wide range of new projects. The Systems and Administrative Systems departments each had strong showings, each spending over 200 hours on project work during the month of March. 13

14 Monthly Project Work Totals This chart shows the total hours invested in project work by Information Technology staff over the past thirteen months. This chart allows us to see the variation in the volume of project work over the entire year and allows us to compare similar times from year to year. The March 2018 total of 1452 hours is just above our thirteen-month rolling average of 1445 hours of project work. However, the total is well below the March 2017 total of 1874 hours of project work. 14

15 Project Volume and Status This chart shows the amount of projects and their status for the past eleven months. This chart shows a steady volume of eighteen to twenty projects thru the first half of the year and then a significant spike in project volume beginning in August That August spike reflects the point in time when the PMO began tracking the new projects that were approved in the FY18 project request process. We can see from the chart we had many project carry over from FY17 and many more projects that have not yet started for FY18. 15

16 Annual Project Effort Totals This chart shows the total hours invested in project work by Information Technology staff over the past six years. This chart allows us to see the total volume of project work for an entire year and allows us to compare totals year to year. The chart shows a fairly consistent upward trajectory in total project work from year to year. The 2017 total of 16,936 total hours easily eclipsed our 14,501 total volume for the entire 2016 calendar year. This represents an impressive 16% annual increase in project work, however we did fall slightly short of our goal of exceeding the 17,000 hour threshold. 16