Project Status Review Meeting - SUMMARY · page 2 of 4 are also bringing in exciting, related...

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MEETING SUMMARY

PURPOSE Project Status Review Meeting #44

DATE Wednesday, June 23, 2010

TIME 8:30AM – 10:00AM

LOCATION 219 HB

PARTICIPANTS Tom Krepel, Doreen Larson, Dave Tamm, Sharon Handelsman, Rich McCormick, Rick Porto, Maria Rose, Mary Jo Thomas, Andy Raisovich, Steve Shala, Evie Brantmayer, Dan Gockley, Erica Harvey, Shane Jordan, and Peter Wilkins.

NOTE: A copy of the meeting agenda and handouts distributed to participants is appended to this summary report. This information is also posted on the institution’s website, under the Information Technology page at the following link: http://www.fairmontstate.edu/IT/PMO/ProjectStatusReviews.asp

SUMMARY OF MAJOR PROJECTS

Peter reviewed the items that were distributed to attendees with the meeting handout package. The Project Summary Report (Dashboard) shows two completed and seven active projects. The group also browsed the Major Project Summary Gantt Chart, and noted activity variations against the baseline schedules for the three projects highlighted in yellow.

PROJECT STATUS REPORT UPDATES

Online Application Redesign – The application was turned on in production on the morning of June 1, 2010. Preliminary data point to a higher application completion rate by roughly 10%. Andy reported the project complete. He also explained that there could be issues that were not found during testing, and we must rely on reports from applicants to identify these problems, but so far none have been reported and many applications have come in using this method.

MAP‐Works Implementation – Erica reported that Sharon Handelsman has joined the MAP‐Works implementation team for 2010‐11 and is providing a helpful and positive “broad view” of the implementation. Dan Gockley, Pam Stephens and Andrea Pammer

http://www.fairmontstate.edu/IT/PMO/ProjectStatusReviews.asp

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are also bringing in exciting, related retention initiatives from Student Affairs. She explained that their presentation was accepted for the fall IUPUI Assessment Conference entitled, “A Hierarchy of Freshman Assessment and Retention: Spotlighting Three Levels.” IT Collaboration with EBI staff to automate data loads is expected to begin in early July. Andy Raisovich agreed that this activity can be continued by IT outside of the scope of this project, so the project can still be completed on schedule with the final report to HEPC at month end.

Banner Workflow – Andy informed the group that this project was completed and put in production as of June 23rd. He explained the testing that occurred over the course of the spring on the mechanism that actually sends the emails out (the workflow engine), and thus far has proved reliable.

Automated Decision Rules – Evie stated that work will resume on this project and IT work is scheduled to be complete by end of July. Testing and training will be done in September and October with go live at end of October, in sync with the Admissions Workflow Implementation project.

Housing Information System – Dan reported that oral presentations were held on May 18‐19th, and financial proposals were opened and reviewed on May 25th. Responses were received by Procurement and the successful vendor finalized. Procurement is notifying vendors regarding the outcome of the process and the contract will be finalized as soon as possible. The successful vendor indicates the standard implementation requires five (5) months following the kick‐off of the project, and most likely project completion will delay until the end of the fall semester. The development phase will occur later in the summer at a time when housing staff are preparing for the fall opening. The goal was to have development out of the way by that time. Migrating to the new system in the fall semester should still allow most new students to apply using the new system.

Data Center‐ IBM Chassis/Blade Replacement and SAN Storage –Steve explained that BC6 was successfully brought on‐line by May 14, while the decommission of BC 2 will be delayed until the decommissioning of our Exchange 2003 system later this year. Correction of issues encountered during project execution requires changes to our fiber channel SAN fabric. This should be completed by July 1st. This was not in the scope of the project but necessary to move forward with other projects. Completion remains slated for September 30th.

Exchange 2010 Transition – Steve stated that we have worked with Microsoft to find that we can run Exchange 2010 in our environment.

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This was verified this with Cisco, and we have tested the install of Exchange 2010 in a virtual environment to minimize any issues during the real install. Hardware is fully configured with SAN space and prerequisites and read for full install in the next few days. We are behind on our build and testing scheduled however using Exchange 2010 simplifies our configuration which should allow us to regain some lost time. At this point we are still planning on having all active mailboxes migrated before the fall semester.

Content Management System – Upgrade to 6.x – Shane reported this project chartered and approved on June 3rd. The project began on schedule and meetings have been held to solicit suggestions for the upgrade and also to discuss the separation of the web site into micro sites. An initial group of business units have been identified. There was a meeting with the deans where we talked about the web site upgrade and informed them of the changes that are coming.

Oracle Database Upgrade (Banner) – This project was chartered as of June 11th with J.R. Farley the designated PM. The official ‘start’ of defined project tasks is almost two weeks away, but we’ve made efforts to co‐ordinate with campus offices regarding the testing plans, and many have already been submitted for approval.

PENDING PROJECTS

Admissions Workflow Implementation – Sharon described the value associated with this project to include moving away from paper processing and the inclusion of training for various stakeholder groups who will be impacted by the change. A project charter has been created, was discussed among Enrollment Services and IT management, and is ready for approval.

Non‐Credit Online Education Registration‐Stage 2 ‐ The payment processor integration between the Lumens software and the Treasurer’s office has been completed for WVU and they’re ready to start talking to the vendor (Augustsoft) about purchasing the product. A project charter is expected to be drafted shortly.

Virtualization of Phone System – This project awaits Cisco’s support decision and timeline.

Online Application for Graduate Programs – A meeting is slated for June 28th to refine requirements, and advance the project chartering process.

Recruiter Goals and Tracking – Expected to be activated and completed in the near‐term.

VMS Platform Retirement – Phase 2 – Andy informed the group that he is working on ways to emulate the platform and bring about a

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migration to mitigate the risk, and cost, of continuing to operate this outdated technology.

Rolling Semesters Investigation – Doreen emphasized the importance of this capability to PCTC, and asked that it be escalated in priority. She will serve as Sponsor with Rich’s retirement.

Blackboard – Vista to Learn 9.1 Upgrade.

Intranet Development – Dave stated that a charter is expected by the end of July.

Address Correction Software – Sharon reported that we have re‐opened our study in this area, and are looking to a vendor demo, and updated proposal.

Enterprise Data Warehouse and Operational Data Store Implementation – Dave described this project as a strategic initiative for 2010‐11.

IT Procurement Process Automation ‐ Dave mentioned an effort to streamline the process under the wing of the newly formed TLC (Teaching and Learning Commons).

NEW BUSINESS

Sharon requested the addition of web‐based scheduling of classrooms to the list of pending projects, and explained the predecessor activity underway to “inventory” the various types of classrooms and centrally record their attributes.

Rick noted the omission of the Competitive Program Online Application initiative from the pending project list, and asked that it be reinstated.

Rick also explained that the State Auditor’s office has contacted us and requested our participation in a pilot exercise around travel reporting.

NEXT MEETING Date: Thursday, August 12, 2010 Time: 10:00AM – 11:30AM Location: 219 HB

MEETING AGENDA Subject: Project Status Review #44 Date: Wednesday, June 23, 2010 Time: 8:30AM – 10:00AM Location: 219 HB Project Summary Information:

• Project Summary Report – Dashboard • Major Project Overview – Summary Gantt Chart

Project Status Report Updates: • Online Application Redesign • MAP-Works Implementation • Banner Workflow • Automated Decision Rules • Housing Information System • Data Center - IBM Chassis/Blade Replacement and SAN Storage

Expansion • Exchange 2010 Transition • Content Management System - Upgrade to 6.x • Oracle Database Upgrade (Banner)

Pending Projects: • Admissions Workflow Implementation • Non-Credit Online Education Registration-Stage 2 • Virtualization of Phone System • Online Application for Graduate Programs • Recruiter Goals and Tracking • VMS Platform Retirement-Phase 2 • “Rolling Semesters” Investigation • Blackboard - Vista to Learn 9.1 Upgrade • Intranet Development • Address Correction Software • Enterprise Data Warehouse and Operational Data Store Implementation • IT Procurement Process Automation

New Business Schedule Next Meeting Adjourn

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Estimate Actual

Online Application Redesign 090717‐01 Sharon Handelsman Andy Raisovich COMPLETE Jul‐09 Jul‐09 Jun‐10

MAP‐Works Implementation 090727‐01 Maria Rose Erica Harvey ACTIVE Jul‐09 Jul‐09 Jun‐10

Banner Workflow 090910‐01 Sharon Handelsman Andy Raisovich COMPLETE Sep‐09 Sep‐09 Jun‐10

Automated Decision Rules 091103‐01 Sharon Handelsman Evie Brantmayer ACTIVE Nov‐09 Nov‐09 Oct‐10

Housing Information System 100115‐01 Sharon Handelsman Dan Gockley ACTIVE Feb‐10 Feb‐10 Oct‐10

Data Center‐IBM Chassis/Blade Replacement & SAN Storage 100129‐01 Dave Tamm Steve Shala ACTIVE Nov‐09 Jan‐10 Sep‐10

Exchange 2010 Transition 100409‐01 Dave Tamm Steve Shala ACTIVE Apr‐10 Apr‐10 Sep‐10

Content Management System ‐ Upgrade to 6.x 100603‐01Dave Tamm M J Th

Shane Jordan ACTIVE Jun‐10 Jun‐10 Dec‐10

PROJECT SUMMARY REPORTApproval Date

Project Name StatusProject Identifier

Project StatusProject Sponsor Project ManagerCompletion Date

Start Date

Content Management System Upgrade to 6.x 100603 01Mary Jo Thomas

Shane Jordan ACTIVE Jun 10 Jun 10 Dec 10

Oracle Database Upgrade (Banner) 100611‐01 Dave Tamm J.R. Farley ACTIVE Jun‐10 Jun‐10 Sep‐10

Admissions Workflow Implementation TBD Sharon Handelsman Andy Raisovich PENDING

Non‐Credit Online Education Registration‐Stage 2 TBD Sharon Handelsman Andy Raisovich PENDING

Virtualization of Phone System TBD Dave Tamm Steve Shala PENDING

Online Application for Graduate Programs TBD Sharon Handelsman Andy Raisovich PENDING

Recruiter Goals and Tracking TBD Sharon Handelsman TBD PENDING

VMS Platform Retirement‐Phase 2 TBD Dave Tamm Andy Raisovich PENDING

"Rolling Semesters" Investigation TBD Rich McCormick Andy Raisovich PENDING

Blackboard ‐ Vista to Learn 9.1 Upgrade TBD Dave Tamm Andy Raisovich PENDING

Intranet Development TBD Dave Tamm Andy Raisovich PENDING

Address Correction Software TBD Dave Tamm Andy Raisovich PENDING

Enterprise Data Warehouse and Operational Data Store Implementation

TBD Dave Tamm Andy Raisovich PENDING

IT Procurement Process Automation TBD Dave Tamm Joanie Raisovich PENDING

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ID Task Name Start Finish

1 Online Application Redesign Mon 7/6/09 Tue 6/1/10

2 Develop list of needed application types Mon 7/6/09 Thu 7/9/09

3 Create blocks and questions for each application type Wed 7/15/09 Tue 7/28/09

4 Finalize decision tree Mon 7/6/09 Tue 7/21/09

5 Prepare and Review Presentation for Online Applications Wed 7/22/09 Sun 9/27/09

6 Present Prototype of Online Applications Mon 9/28/09 Mon 9/28/09

7 UNDERGRADUATE PROGRAMS Tue 9/29/09 Tue 6/1/10

8 Develop Decision Tree programs Tue 9/29/09 Mon 12/14/09

9 Application Development Mon 12/14/09 Fri 3/5/10

10 Tailor application questions in Banner Mon 10/26/09 Fri 3/5/10

11 Demonstration to CCB Mon 3/8/10 Mon 3/8/10

12 Testing by Enrollment Services Tue 3/9/10 Mon 5/31/10

13 Production Go-Live Tue 6/1/10 Tue 6/1/10

1415 MAP-Works Implementation Wed 7/1/09 Wed 6/30/10

16 License software Wed 7/1/09 Thu 8/13/09

17 IT Collaboration with EBI staff to automate data loads Wed 7/29/09 Tue 6/29/10

18 Initial load of faculty/staff users Wed 7/29/09 Mon 8/17/09

19 Initial load of freshman students and demographic informatio Thu 7/2/09 Thu 9/3/09

20 IRB and Registrar approvals Wed 8/19/09 Wed 8/19/09

21 Complete initial system configuration and customization Tue 7/28/09 Tue 9/8/09

22 Define additional configuration requirements Tue 9/15/09 Thu 10/15/09

23 Complete final system configuration and customization Fri 10/16/09 Tue 12/15/09

24 Define and communicate expectations for intervention effort Wed 7/1/09 Fri 10/30/09

25 Design survey Mon 7/13/09 Fri 9/4/09

26 Marketing plan implementation Tue 7/21/09 Wed 9/30/09

27 Train faculty/staff Mon 8/17/09 Fri 10/30/09

28 Deploy student survey Tue 9/8/09 Fri 9/18/09

29 Decision about follow-up survey and marketing Thu 10/1/09 Mon 10/19/09

Jun Jul u e Oct o e Jan e MarApr a Jun Jul u e Oct o e Jan00 Qtr 3, 200 Qtr 4, 200 Qtr 1, 201 Qtr 2, 201 Qtr 3, 201 Qtr 4, 201 Qtr

Task

Progress

Baseline

Milestone

Baseline Milestone

Summary

Rolled Up Task

Rolled Up Milestone

Baseline Summary

Rolled Up Baseline

Rolled Up Baseline Milestone

Rolled Up ProgTask

Progress

Baseline

Milestone

Baseline Milestone

Summary

Rolled Up Task

Project: Major Project OverviewDate: Tue 6/22/10Page 1

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30 Deploy communications for intervention Wed 9/9/09 Tue 12/15/09

31 Identify additional spring activities Tue 12/15/09 Wed 1/13/10

32 Load updated demographic information (Fall) Tue 8/18/09 Fri 1/22/10

33 Load updated demographic information (Spring) Wed 1/13/10 Wed 5/19/10

34 Preparation of reports on pilot for HEPC Sun 9/20/09 Wed 6/30/10

35 Initial report on structure and game plan Sun 9/20/09 Sun 9/20/09

36 Mid-project progress report Thu 2/18/10 Thu 2/18/10

37 Final report on outcomes and next steps Wed 6/30/10 Wed 6/30/10

3839 Banner Workflow Thu 9/10/09 Wed 6/23/10

40 Project start Thu 9/10/09 Thu 9/10/09

41 iAS upgrade/install on new hardware Fri 9/11/09 Fri 9/25/09

42 Gathering/documentation of feedback criteria/sliding scale Fri 9/11/09 Fri 10/2/09

43 Workflow server software install Sat 9/26/09 Fri 10/16/09

44 Verification of baseline delivered test workflows Sat 10/17/09 Tue 11/24/09

45 Initial feedback workflow developed Wed 11/4/09 Tue 1/5/10

46 Project review checkpoint with stakeholders Wed 12/16/09 Wed 12/16/09

47 Familiarize new project sponsor with project and determine Mon 3/15/10 Wed 3/24/10

48 Development/delivery of final draft of email content Wed 1/13/10 Wed 3/24/10

49 Definition of Banner letter code to record email Tue 3/9/10 Tue 3/16/10

50 Rewrite workflow generation job (online and paper applicatio Tue 3/9/10 Tue 3/16/10

51 Testing of workflow generation job and email Mon 3/15/10 Mon 3/22/10

52 Last-minute testing after online application deployment Tue 5/11/10 Tue 6/22/10

53 Production deployment Wed 6/23/10 Wed 6/23/10

5455 Automated Decision Rules Tue 11/3/09 Mon 10/25/10

56 Project Start Tue 11/3/09 Tue 11/3/09

57 Create design specs for the process that will load decision c Tue 11/3/09 Fri 11/20/09

58 Determine reporting needs for the process that will load dec Tue 11/3/09 Fri 11/20/09


Task

Progress

Baseline

Milestone

Baseline Milestone

Summary

Rolled Up Task

Rolled Up Milestone

Baseline Summary

Rolled Up Baseline


Rolled Up ProgTask

Progress

Baseline

Milestone

Baseline Milestone

Summary

Rolled Up Task


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59 Communicate design specs and reporting needs to IT Fri 11/20/09 Fri 11/20/09

60 IT Development (Initial Scope) Mon 11/23/09 Tue 12/22/09

61 IT Development (Expanded Scope) Tue 2/16/10 Fri 7/30/10

62 Testing Tue 9/7/10 Fri 10/8/10

63 Conduct Training Mon 10/11/10 Fri 10/22/10

64 Implement Mon 10/25/10 Mon 10/25/10

6566 Housing Information System Tue 2/23/10 Fri 10/15/10

67 Develop RFP for Housing software Tue 2/23/10 Mon 3/8/10

68 Mail RFP to potential vendors Mon 3/22/10 Mon 3/22/10

69 Review RFP documents Wed 4/28/10 Wed 5/19/10

70 Oral Presentations by Candidate Vendors Tue 5/18/10 Wed 5/19/10

71 Issue purchase order for software Mon 5/31/10 Wed 6/30/10

72 Development phase Thu 7/1/10 Wed 9/1/10

73 Testing phase Thu 9/2/10 Fri 10/1/10

74 Training phase Mon 10/4/10 Fri 10/15/10

75 Go live Fri 10/15/10 Fri 10/15/10

7677 Data Center - IBM Chassis/Blade Replacement and SAN Sto Sat 11/14/09 Thu 9/30/10

78 Create and post RFB for required IBM Hardware Sat 11/14/09 Sat 11/14/09

79 Award RFB and process for purchasing Fri 12/11/09 Fri 12/11/09

80 Equipment/Software Acquisition Tue 1/5/10 Fri 3/26/10

81 Decommission and migration plan completed Mon 1/4/10 Mon 2/15/10

82 Installation of physical hardware Tue 2/2/10 Tue 2/2/10

83 System builds completed Tue 2/23/10 Sat 5/15/10

84 Migration of systems Wed 3/31/10 Thu 9/30/10

85 Migration of all systems from BC1 Wed 3/31/10 Thu 4/15/1086 Migration of all systems from BC2 Wed 3/31/10 Thu 9/30/1087 Decommission and removal of old hardware Fri 4/16/10 Thu 9/30/10


Task

Progress

Baseline

Milestone

Baseline Milestone

Summary

Rolled Up Task

Rolled Up Milestone

Baseline Summary

Rolled Up Baseline


Rolled Up ProgTask

Progress

Baseline

Milestone

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88 BC1 decommission and removal Fri 4/16/10 Fri 6/25/1089 BC2 decommission and removal Wed 9/1/10 Thu 9/30/109091 Exchange 2010 Transition Thu 4/1/10 Thu 9/30/10

92 Physical hardware installed and configured Thu 4/1/10 Tue 6/15/10

93 Exchange 2010 Installed and configured Tue 5/11/10 Fri 7/2/10

94 Testing and issue resolution completed Tue 7/6/10 Fri 7/23/10

95 Migration of user mailboxes and public folders Sat 7/24/10 Wed 8/18/10

96 Removal of old Exchange system from domain and hardwar Mon 8/30/10 Thu 9/30/10

9798 Content Management System - Upgrade to 6.x Tue 6/1/10 Fri 12/31/10

99 Project Start Tue 6/1/10 Tue 6/1/10

100 Solicit Web Tester suggestions for upgrade Tue 6/1/10 Tue 6/1/10

101 Identify Business Units and responsible parties Tue 6/1/10 Wed 6/16/10

102 Separate the web site into micro sites Mon 6/7/10 Sun 8/15/10

103 Upgrade micro-sites from Drupal 5.x to Drupal 6.x Mon 6/7/10 Wed 9/15/10

104 Train users on Drupal 6.x Thu 7/15/10 Fri 10/1/10

105 Enhance micro-sites with new features Wed 9/15/10 Wed 12/1/10

106 Program Completion Tue 6/1/10 Fri 12/31/10

107108 Oracle Database Upgrade (Banner) Tue 6/29/10 Sun 9/26/10

109 Upgraded 11g test database and environment Tue 6/29/10 Wed 7/7/10

110 Test plan submission to Applications Services Wed 6/30/10 Wed 6/30/10

111 Testing Feedback Checkpoint #1 Mon 7/12/10 Mon 7/12/10




115 Executed and approved test plans Thu 7/1/10 Mon 9/13/10

116 Upgraded 11g Production Database Tue 9/14/10 Sun 9/26/10


Task

Progress

Baseline

Milestone

Baseline Milestone

Summary

Rolled Up Task

Rolled Up Milestone

Baseline Summary

Rolled Up Baseline


Rolled Up ProgTask

Progress

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Milestone

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PROJECT STATUS REPORT

Project ID 090717‐01 Date 6/21/10

Project Name Online Application Redesign

Project Description

Redesign the application process to direct students to the appropriate application, which will allow us to customize applications based on student type. This will include all student and admit types for both the University and Pierpont applications for undergraduates, with the exception of competitive applications.

We will also analyze the application questions to determine if any can be eliminated and if any can be worded to avoid free‐form answers and reduce possible data entry errors and processing time.

Project Sponsor Sharon Handelsman

Project Manager Andy Raisovich

Progress and Accomplishments

The application was turned on in production on the morning of June 1, 2010. Some statistics on application completion:

Between Between Between

6/1/10 6/21/10 6/1/09 6/21/09 9/1/09 5/31/10 Apps started 332 375 7261 Apps completed 301 300 5595 Yield 90.66% 80.00% 77.06% Though the sample timeframe for the new application is very short, at least preliminarily this points to a higher application completion rate by roughly 10%.

Schedule Variances

Testing had been scheduled to be complete by May 7, but that was stretched throughout May and reconstituted as working sessions between ES and Application Services to hammer out bugs as they were found.

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Issues or Risks

There could be issues that were not found during testing, and we must rely on reports from applicants to identify these problems, but so far none have been reported and many applications have come in using this method.

Project Outlook (Estimate To Complete)

Complete.

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Project ID 090727‐01 Date 6/21/10

Project Name MAP‐Works Implementation

Project Description

Fairmont State University and Pierpont Community & Technical College will participate in an HEPC‐sponsored pilot of MAP‐Works retention software from Educational Benchmarking, Inc. The software will be configured, student data will be loaded from Banner and other sources, surveys will be deployed to students, and survey results will be combined with demographic data to identify students at most risk and to support cross‐campus efforts to provide support for at‐risk students.

Project Sponsor Maria Rose

Project Manager Erica Harvey


Sharon Handelsman has joined the MAP‐Works implementation team for 2010‐11 and is providing a helpful and positive “broad view” of the implementation. Dan Gockley, Pam Stephens and Andrea Pammer are also bringing in exciting, related retention initiatives from Student Affairs. Five faculty/staff members have active MAP‐Works data analysis projects underway. Reports from them are due on Jun 24 so that they can be included in the June 30 final report to HEPC. Our presentation was accepted for the fall IUPUI Assessment Conference entitled, “A Hierarchy of Freshman Assessment and Retention: Spotlighting Three Levels.” J.R. Farley was able to provide the Banner data needed to update the MAP‐Works database after the completion of the spring semester, and this was successfully loaded into the system.

Schedule Variances

IT Collaboration with EBI staff to automate data loads is expected to begin in early July. Andy Raisovich agreed that this activity can be continued by IT outside of the scope of this project, so the project can still be completed on schedule with the final report to HEPC.

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Issues or Risks


This project is on schedule overall.

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Project ID 090910‐01 Date 6/21/10

Project Name Banner Workflow

Project Description

To install and configure Banner Workflow. Develop a single workflow to provide faster feedback to applicants Set the stage for determining whether outside workflow consulting services should be engaged for future process reengineering advice in Enrollment Services.


Project Manager Andy Raisovich


Completed and in production as of 6/23/2010.

Schedule Variances

The project has been tied to the completion date of the online application redesign, scheduled to trail the application deployment date by three days. Because the application deployment slid, so did this. Along the way, other potential problems were identified, edits to the text of the email were made, and employee vacations intervened. Solutions were identified and implemented, and the application was deployed in production.

Issues or Risks

Testing has been occurring with IT and ES over the course of the spring on the mechanism that actually sends the emails out (the workflow engine), and thus far has proved reliable. However, as with all other systems, unexpected problems can arise. ES and IT will be on the lookout for these as work begins on other aspects of Workflow implementation.


Complete.

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Project ID 091103‐01 Date 6/22/10

Project Name Automated Decision Rules

Project Description

To design a process that will assign the appropriate decision code to applicants in Banner and produce specified reports.


Project Manager Evie Brantmayer


Project scope has been redefined and we are creating our own process.

A shell has been created by IT but not finished. Work will resume on this project and IT work is scheduled to be complete by end of July.

Testing and training will be done in September and October with go live at end of October.

August is skipped due to start of school activities.

Schedule Variances

The target for completion has been rescheduled due to delays in the beginning of workflow project.

Issues or Risks The project completion date will be tied to Workflow implementation and may be changed because of it.


Estimated completion is now 10/25/10.

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Project ID 100115‐01 Date 6/14/10

Project Name Housing Information System

Project Description

Complete an RFP for a supplemental housing software solution that interfaces with our campus Student Information System. Implement the software solution for complete utilization during the 2011‐2012 recruiting cycle that begins in September 2010.


Project Manager Dan Gockley


Three vendors submitted proposals and were asked to complete oral presentations. Oral presentations were held on May 18‐19th. Oral presentations were reviewed on May 25th resulting in clarifying questions for each vendor’s proposal. Financial proposals were opened and reviewed on May 25th. Responses were received by Procurement and the successful vendor finalized. Procurement is notifying vendors regarding the outcome of the process and the contract will be finalized as soon as possible.

Schedule Variances

Issuing the purchase order was delayed due to the questions identified as a result of the oral presentations and the review of the financial documents. Development, testing and training will be delayed and adjusted due to the delays. The successful vendor indicates the standard implementation requires five (5) months following the kick‐off of the project.

Issues or Risks

The delay regarding the issuing of the purchase order will most likely delay project completion until the end of the fall semester. The development phase will occur later in the summer at a time when housing staff are preparing for the fall opening. The goal was to have development out of the way by that time.

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Projected completion is the end of the fall semester. Due to delays, we will need to begin the application cycle for the 2011‐2012 academic year with the current system and migrate the information. The most likely solution is to implement the housing application in the new software and replace the current application as soon as possible. On average, fewer than 70 applications are submitted from new students through December each year. Migrating to the new system in the fall semester should still allow most new students to apply using the new system.

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Project ID 100129‐01 Date 6/21/10

Project Name Data Center ‐ IBM Chassis/Blade Replacement and SAN Storage Expansion

Project Description

1. Replace aging IBM hardware with new equipment and add a redundant blade center for our web services network.

2. Add storage capacity to our existing IBM SAN to maximize its useful lifespan until its replacement in the next two years.

Project Sponsor Dave Tamm

Project Manager Steve Shala


BC6 was successfully brought on‐line by May 14

Schedule Variances

ecommission of BC 2 will be delayed until the decommissioning D

of our Exchange 2003 system later this year.

Issues or Risks

dditional issues were discovered when trying to map SAN space

e

Ato the new hardware. After several weeks of troubleshooting with IBM support the case was escalated to a Critical Situation case within IBM and we also received support from our local IBMreseller’s IBM engineer. This issue also caused our VMware issues that caused the initial VMware SAN issues. Now that thissue is known we are in the process of correcting them.

orrection of the issue above requires changes to our fiber

is Cchannel SAN fabric. This should be completed by July 1st. Thwas not in the scope of the project but necessary to move forward with other projects.


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Project ID 100409‐01 Date 6/21/10

Project Name Exchange 2010 Transition (Version Change)

Project Description

Build a new Exchange 2010 email system and migrate all faculty and staff mailboxes. This will allow for both Fairmont State’s and Pierpont’s continued growth and stability of its email system, as well as ensure compatibility with future Unity voicemail system upgrades and enhancements.


Project Manager Steve Shala


Worked with Microsoft to find that we can run Exchange 2010 in our environment. Verified this with Cisco. Have tested the install of Exchange 2010 in a virtual environment to minimize any issues during the real install. Hardware fully configured with SAN space and prerequisites and read for full install in the next few days.

Schedule Variances

Changed project from installing Exchange 2007 to Exchange 2010. This is after Microsoft said 2010 was compatible with our voicemail system. We then verified this with Cisco. Microsoft also recommended some hardware changes that simplify our environment.

Issues or Risks

Issues discovered when trying to create data volumes for the new Exchange servers. This lead to several weeks of troubleshooting with IBM support. Issues was finally discovered and we are in the process of correcting it.


We are behind on our build and testing scheduled however using Exchange 2010 simplifies our configuration which should allow us to regain some lost time. At this point we are still planning on having all active mailboxes migrated before the fall semester.

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Project ID 100603‐01 Date 6/16/10

Project Name Content Management System – Upgrade to 6.x

Project Description

This project represents the first major upgrade to the content management system. This upgrade is needed to ensure that the content management system stays up‐to‐date with any security issues and the newest technology available.

Project Sponsor Dave Tamm and Mary Jo Thomas

Project Manager Shane Jordan


The project began on schedule. Meetings have been held to solicit suggestions for the upgrade and also to discuss the separation of the web site into micro sites. An initial group of business units have been identified. There was a meeting with the deans where we talked about the web site upgrade and informed them of the changes that are coming.

Schedule Variances

No variances to report at this time.

Issues or Risks None to report


The project is still on track to be completed on time.

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PROJECT CHARTER

Project Name

Content Management System – Upgrade to 6.x

Project ID 100603‐01 Start Date

06/01/2010

Project Summary Description

This project represents the first major upgrade to the content management system. This upgrade is needed to ensure that the content management system stays up‐to‐date with any security issues and the newest technology available. The upgrade will consist of the following major components: • Separation of web site into micro sites • Upgrade from Drupal 5.x to Drupal 6.x • Change from the TinyMCE editor to the FCKEditor to provide a better

editing experience for the users. • Change the Revisioning module to a more robust revisioning system that

should provide additional functionality to users. • Implement automatic creation of URLs based on the content. • New server setup Separating the web site into micro sites will provide multiple benefits. Having micro sites will increase web site performance and decrease the risk of web site failure. Each micro site would be able to take on its own look and feel making it targeted to the users of that site. Micro sites would allow editors additional functionality when updating their site and allow then to manage their site in a more efficient manner. The most logical way to separate the web site would be based on business unit. Areas of the web site are currently maintained by editors throughout the institution. Each area has an editor that maintains their set of pages. Examples of business units would be: Each academic school, Admissions, Financial Aid, Foundation/Alumni, Business Office, Information Technology, etc. The current web site running on a virtual server. There are limitations on the amount of CPUs and memory that Red Hat will utilize. By changing the web sites to run on a physical server, we will be able to increase the resources provided to the server, therefore allowing increased performance of the web site. Key areas of the web site will be identified for initial enhancements. The areas identified will be determined based on web analytics of the web site and editor participation. Editor participation is determined based on the number of edits and consistency of keeping their area of the web site up to date. Areas that are not identified for initial enhancements will be eligible for enhancements to their area of the web site after project completion.

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Project Need and Justification

The content displayed on the website is a valuable communications tool for the institutional communities of Fairmont State University and Pierpont C&TC and a critical component of their Recruiting and Admissions strategy and processes. As the web site continues to grow and new features are added, the need to continue maintenance and moving forward with upgrades becomes more vital. Editors want to provide their users with the best possible experience on their area of the web site. By separating the web site into micro sites, editors would be able to enhance their area of the web without affecting other areas. This is considered a major upgrade to the web site. Because of this being a major upgrade, the time to perform the upgrade is longer. Future upgrades would not be as time extensive.

Key Stakeholders

Organization/Individual Impact Level Known Requirements Communications High Information Technology High Admissions High Pierpont C&TC High Public Relations High

Human Resource Requirements

Role Individual Assigned Activity (Level of Effort)

IT Lead Shane Jordan 100% IT – Server Setup Jonathon Lynch 25% Communications Lead Bob Heffner 100% Communication Support Kevin Funk 100% Pierpont Advisor Sarah Hensley 30% Public Relations Amy Pellegrin 20% Foundation/Alumni Advisor

TBD 20%

Drupal Trainer TLC Members 10% General Web Advisors Ron Weist

Deb Woods Kevin Philyaw Tina Mascaro Michelle Poland Bradley Omanson Ed Reger

10% from each individual

Procurement Requirements

Type of Material/Equipment Estimated Cost When Needed 2 – Servers $16,000 10/1/2010

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Major Project Deliverables

Key Deliverables Milestone Dates Critical Dependencies Project Start 6/1/2010 Solicit Web Tester suggestions for upgrade

6/3/2010

Identify Business Units and responsible parties

6/15/2010

Separate the web site into micro sites

8/15/2010 Business Units identified

Upgrade micro‐sites from Drupal 5.x to Drupal 6.x

9/15/2010 Successful separation of web sites into micro‐sites

Train users on Drupal 6.x 10/1/2010 Successful upgrade of micro‐sites to 6.x

Enhance micro‐sites with new features

12/1/2010 Successful upgrade of micro‐sites to 6.x

Program Completion 12/31/2010 All Key Deliverables are completed successfully

Constraints and Assumptions

Deliverable dates are based on the ability to dedicate resources to this project. Project completion is based on the availability of modules to successfully upgrade the web sites. Not all micro‐sites need to be enhanced with new features during the initial project. Enhancements can be added to sites after project completion.

Project Manager Assigned

Shane Jordan

APPROVALS:

Project Sponsor:

David Tamm

Signature: /s/ David Tamm

Date: 6/3/2010

Mary Jo Thomas /s/ Mary Jo Thomas 3 June 2010

IT Management:

Andy Raisovich

Signature: /s/ Andy Raisovich

Date: 03‐ JUN‐ 2010

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Project ID 100603‐01 Date 6/18/10

Project Name Oracle Database Upgrade (Banner)

Project Description

Effort to upgrade Banner’s Oracle database from 10g to 11g.


Project Manager J.R. Farley


The official ‘start’ of the project is almost two weeks away, but we’ve made efforts to co‐ordinate with campus offices with regards to the testing plans, and many have already submitted those for our approval.

Schedule Variances

None.

Issues or Risks None.


Project is on‐schedule.

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PROJECT CHARTER

Project Name

Oracle Database Upgrade (Banner)

Project ID

100611‐01 Start Date 06/11/2010

Project Summary Description

This project represents the effort to upgrade our Banner Oracle database, currently at version 10g, to the current 11g standard.

Project Need and Justification

The 10g database software will be unsupported by Oracle as of July 2011. Thus the upgrade is required for continued support by Oracle and Sungard.

Key Stakeholders

Organization/Individual Impact Level Known Requirements Applications Services High N/A Banner administrative users Medium Test plan development and

execution

Human Resource Requirements

Role Individual Assigned Activity (Level of Effort) Database Administrator

J.R. Farley Medium

Banner Student Testing

Evie Brantmayer Medium

Banner Recruiting Testing

Steve Leadman Medium

Banner General Testing

Neil Tennant/JR Farley Medium

Banner FinAid Testing Cindy Hudok Medium Banner AR Testing Cheri Gallo Medium Banner Housing Testing

Dan Gockley Medium

Banner Budgeting Testing

Debbie Stiles Medium

Banner Purchasing Testing

Holly Fluharty Medium

Banner Accounting Testing

Carolyn Fletcher Medium

Banner Fixed Assets Testing

Patty Murray‐Fidura Medium

Banner Payroll Testing Cinda Ewing Medium Banner HR Testing Maria Marshall Medium

Procurement Requirements

Type of Material/Equipment Estimated Cost When Needed n/a

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Major Project Deliverables

Key Deliverables Milestone Dates Critical Dependencies Upgraded 11g test database and environment (1)

June 30, 2010

Test plan submission to Applications Services (2)

June 30, 2010

Testing feedback checkpoints (3)

July 12, 2010 July 26, 2010 August 9, 2010 August 30, 2010

(2)

Executed and approved test plans (4)

September 13, 2010 (1), (2)

Upgraded 11g Production Database

September 26, 2010 (4)

Constraints and Assumptions

Sungard has stated that they will officially support for Oracle 11g release 2 (traditionally the more stable release for each major Oracle version) by the end of Q2, once testing has been completed. Building our test environment, we will be going on the assumption that such certification of Banner on 11gR2 will occur.

Project Manager Assigned

J.R. Farley

APPROVALS:

Project Sponsor: David Tamm

Signature: /s/ David Tamm

Date: 6/11/10

IT Management: Andy Raisovich

Signature: /s/ Andy Raisovich III

Date: 6/21/10

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