Projects Complete

Develop and implement a affordable and scalable solution for web or desktop conferencing to reduce travel costs, increase communication and provide additional opportunities for collaboration. A Google site was created for updating the ASU community and gathering information. This site and other related sites are listed at the bottom of this page.

Our current version of OnGuard is fast approaching end of life support and we are looking to upgrade to the latest revision. Along with this revision we will be able to take advantage of Video and Access Control enhancements as well as new functionality in the form of Visitor Management.

One of the added benefits from this version is the integration with electromechanical locks. We have several units, BioDesign for example, that are running a separate server to support their Onity Offline Lock system. This functionality has now been built into the OnGuard delivered system. This will now provide a single system for monitoring access and intrusion.

This project will be handled in 2 phases.
1st phase upgrade the MSSQL server to version 2005
2nd phase upgrade the OnGuard application to version 2009 6.3

This goal of this project is to display site uptime data on System Health (http://systemhealth.asu.edu/).

Site uptime data consists of a flag that shows if the site is currently up or down, as well as an uptime percentage.

** 11.3 UPDATE **
Migration complete - new feature is visible and functional

This project will implement Docufide as the method for electronically collecting high school transcripts (e-transcripts). This will drastically reduce transcript evaluation time and provide an easy, simple way for high schools to submit transcripts to Arizona's universities and colleges.

**5.5 STATUS NOTE**
We are still experiencing errors when processing transcripts. Docufide has several outstanding issues to fix on their end before this project can be closed.

** 5.21 STATUS NOTE **
Continuing to work through Docufide issues. First priority is to correct the acknowledgment report.

Public Affairs publishes a paper directory of persons affiliated with ASU who have been designated as an expert in a specific area of interest. This project will create functionality within My Profile and ASU's public Directory pages that will allow people to search for experts online and therefore replace this printed guide.

The Federal Government makes annual changes to policies regarding the financial aid processing of federal monies.  The purpose of this project is to analyze the impact of these changes and make the appropriate adjustments in the Peoplesoft Financial Aid module so that ASU can continue to be in compliance with these regulations.  Accomplishing these tasks will involve a) implementing delivered updates via Oracle “Regs” releases, b) modifying delivered setup to support the new regulations and c) developing mods to accommodate the new regulations.    

GOALS:

University Assets (servers and workstation): Compliance and asset management will be centrally managed and updated via e-Policy Orchestrator (ePO) web interface. EPO provides an organized method of performing system analysis by being able to individually, and in a report, gather information such as type of OS, patch number, McAfee software contained, and domain name about certain system(s). Compliance of a particular department’s assets is also maintained by being able to track updates to a computer and maintain a desired security level through policy. McAfee solutions to be provided for university assets include VirusScan Enterprise 8.5(VS8.5), anti-spyware and basic host intrusion protection (HIPs). VirusScan Enterprise 8.7i will be provided when SecuRemote’s Checkpoint has been retired.

TREE STRUCTURE:

Tree structures provide a method of organizing assets and applying more granular policies to specific groups of assets. Each tree is branches from a central node (ASU) and is capable of having several branches and sub-branches.

Faculty and Staff Tree Structure: The main ASU node will provide the base policy configuration for its subgroups (branches). Each branch will have rules and permissions to modify only those assets that are within its group. Deeper subgroups follow the same policy.

Modification of the Tree Structure: In order to ensure a well maintained and documented tree structure, the addition of branches and/or the change of organization within a sub-branch will pass through the Change Management process.

POLICIES:

A liberal base policy is set from the base ASU node. Branches from the ASU node inherit their policies from the ASU node. Each branch and sub-branch is capable of enforcing more granular policies by breaking inheritance from its parent node, creating a new policy, and replacing the parent policy with the new policy.

Modification of Policies: All modification of policies must be backed with a written legitimate work reason for deviating from the base policy. Changes within a group must have consensus within the group before policy changes occur. All changes to policies will pass through the Change Management process prior to invoking the policy change to allow for settings tracking. However, specific exception files on servers will be managed directly by the appropriate TAG representative/delegated admin.

ASSET MANAGEMENT: Faculty and Staff Assets are managed by naming convention, domain, ip ranges, and vlan. Users are to go a university software download site to install the McAfee Framework package containing the McAfee ePO agent. Agents will check in with the main ePO server for software pulls and updates. Agents are mandatory for faculty and staff McAfee installation due to license agreements with the McAfee Company. Department naming convention/ip/vlan/domain organization is essential. Tags for department assets will be automatically sorted from a “Lost and Found” default area in the system tree based on tags. It is recommended that departments standardize on a naming convention to minimize the amount of machines that turn out rogue within the “lost and found” branch. If a system is not correctly sorted after proper tags have been applied, the department admin has permission to move the asset to the correct location. Machines will be moved to a rogue branch if they have not been moved into their appropriate group within a given timeframe. These systems will not have virus scan policies or updates applied to them.

End-point-security is an information security concept that basically means that each device (end-point) is responsible for its own security. Traditionally, firewalls, central virus scanners and other intrusion detection or intrusion prevention devices were held responsible for securing an end-point. However with the SSLVPN, the intrusion prevention systems in the perimeter become ineffective as SSLVPN can be controlled at the two end points one being the desktop and the other outside the user control in the internet space. End point security places the onus of security on the device itself. Real-life examples of this happening can be best seen with Broadband users' increasing use of desktop firewalls, spam and antivirus software.   [Source:  Wikipedia]

Next items on priority list: Automate Rolling Admissions, Reapply to switch Campus, Dashboard update, Application & Fee payment, Overrides for Online Students to take F2F (review process)

American Campus Communities (ACC) is building a new residential community for the Barrett Honor's College on the Tempe campus. The University Technology Office will work with ACC to establish the voice, data and video systems for the complex.

This also includes ASU classrooms and departmental office space.

This is a remodel of an existing building and is currently in tenant improvement and final design stage.
Provide ASU voice-data services within ASU assigned space and wireless 802.11 throughout the A.E. England Building (DPC). City of Phoenix Parks and Recreation will manage and operate the entire building. ASU will have nominal space within the new building. Schedule is dependant upon City of Phoenix and awaiting others for construction schedule.

The ASU Time Capsule Project will follow the lives of a select group of ASU students through their 4-year experience at ASU.

Provide voice and data services for the ASU Nursing and Healthcare Innovation II Building in downtown Phoenix.

This project will enable employees to input all personal self disclosures - citizenship, gender, disability, highest education level, ethnicity, and veterans status.

Office of Federal Contract Compliance Programs (OFCCP) regulations require that employees have the opportunity to update and manage certain categories of personal data on a regular basis (such as disability status). Currently, the only means for managing this data as well as other data critical to the OFCCP is by the staff in the Data Management department of Human Resources or by the hiring manager.

To resolve this issue, an additional category added to the MyASU “Profile” page to capture personal data would allow employees to not only correct existing data but add missing data. The data provided by employees is used to complete multiple mandated reports such as the Affirmative Action Plan (the AAP, including the Disabilities AAP and the Vets AAP), the Vets 100 and 100A reports, and IPEDS reporting. Each of these reports are critical to ASU remaining in compliance with a wide variety of federal regulations.

The consequences of not providing employees the opportunity to enter and maintain this data themselves range broadly from an OFCCP institutional audit to the loss of significant federal contracts and other such monies.

Several federally-mandated reports are dependent on the accuracy of this data:

• Affirmative Action Plan (with Vets and Disability)– due September 1
• Vets 100/100A – due September 30
• IPEDS – requires complete census data as of September 30

This version will implement a Finances popout box with tabs for the following content: Account Summary, Sun Card, Financial Aid, and Scholarships.

** 7.22 UPDATE **
In QA; will complete UTO testing on 7.22 and release for customer testing (Student Business Services)on 7.23.

** 7.30 UPDATE **
Live in PROD. No issues reported.

Will upgrade the Documentum Environment to version 5.4. This will allow for continued support, as well as applying all fixes and additional support to the product. Will resolve an issue Grad College and USI have had with PDF handling within the environment. Will move the current Documentum environment to ASURITE for more manageability for the groups using the application. Will create a test environment that will act as the core for future administrative applications being housed in MyApps

Capstone Development is building a residential community on the ASU Downtown Phoenix Campus known as the Taylor Place Residential Community. The University Technology Office will work with Capstone to establish voice, data and video systems for the complex.

The goal of this project is to create a way to push messaging to specific groups at ASU, such as all transfer applicants, all Engineering students, all Library employees, etc. A message could be an ad, image, announcement, plain text or a combination of these, and can be displayed on an ASU website.

** 8.17 STATUS NOTE **
Project complete. The last outstanding requirement (Flash) will be handled in a future project.

The ASU Teach for America (TFA) Institute is a summer program enrolling over 800 students, faculty and support staff. This socially embedded program trains recent college graduates in K-12 classroom skills, placing the graduates in underserved school districts in Arizona and throughout the nation. Institute members come from all 50 states and are immediately emerged in the program from the day they arrive on campus.

ASU will be implementing mandatory unpaid furloughs for all employees between now and June 30, 2009, to help the university cope with the severe reduction in state funding available to us over the next five months. This decision was made after consultation with faculty, staff, students, administration and the Arizona Board of Regents. With so little time left in the current fiscal year, the university’s leadership is confident that this is the most prudent way to address the FY09 reductions while preparing for the additional reductions proposed for FY10 because the furlough allows the FY09 reductions to be shared and balanced among all the faculty and staff of the institution.

The furlough will involve all employees, including the president, vice presidents, deans, faculty, varsity coaches, academic professionals and classified staff. The length of any individual employee’s furlough will be determined by three general job classifications: University administrators (including the president, vice presidents and deans) – 15 days Classified staff – 10 days All other employees – 12 days – except for those who do not work a full week or work less than a 12-month schedule, in which case their furloughs will be prorated for the lengths of their appointment or the number of hours worked weekly. Depending on the length of an individual’s furlough, the salary loss would be equivalent to 8 to 12 percent of the employee’s remaining FY ’09 salary. Faculty will take furloughs on days they don’t teach class, and supervisors of staff will be staggering furloughs so that the university remains fully operational. Employees will be allowed some flexibility in scheduling their furlough days in conjunction with their supervisor but are encouraged to consider scheduling the furlough days proportionally across all remaining pay periods in the current fiscal year, which ends on June 30, 2009.

Furloughed employees are eligible to apply for unemployment compensation for time lost. The university’s Employee Assistance Program Office (http://www.asu.edu/hr/employee_assistance) will be available to consult with those who are particularly hard hit by the loss of income. Full details of the implementation of the furlough will be available Thursday on the Human Resources website (http://www.asu.edu/hr/).

Through this furlough the university will save approximately $24 million to help toward meeting its FY09 state budget reduction, which could total more than $60 million. Although ASU must find additional savings to meet its anticipated cut, the furlough is intended to ensure that all enrolled students can still finish the current semester and those completing their degrees can graduate on time.

This process will encompass two enhancements for the Talent Acquisition Managment module:

1. The online Recruitment process identifies required fields for application. Within this process, they request Gender and Date of Birth. These items are considered AA/EEO fields not required until after employment has been accepted. Therefore, we need to remove the front end data entry fields.

   The Talent Acquisition Management (TAM) module is used for the external online job openings for ASU positions. During the front end process, the candidate is requested to fill in personal information, of which, two items are sensitive in nature – Date of Birth (DOB) and Gender. DOB is considered discriminatory by EEO/AA Standards and requires it to be removed from the process. Gender, which is a self disclosure statement, should be only contained in the Terms and Agreement (back-end) process. In addition, the functionality to not include this information within the front end process is not working correctly and therefore requires technical intervention.

2. In order for the Office of Human Resources to designate what workflow items need to be completed, additional items need to be added to the Job Offer Notifications.

   The staffing and data management teams share the job offer approval process. The notifications that they receive when an offer is ready to be approved does not provide enough data for them to determine which ones should be distributed to which team. Thus, both groups have to check on the offers.

In addition to implementing business process changes to accommodate Fall 2010 applicants, version 1.2 of the Undergrad Admissions application will add federally mandated changes to the residency section.

According to federal regulations we have to change the way we collect and report ethnicity beginning with applicants for fall 2010. In order to meet this deadline, changes need to be implemented to the graduate and undergraduate web applications beginning in June 2009. Changes will also need to be made to existing tables in Peoplesoft.

General Scope of Work

1) Evaluate the structure and content of the College of Liberal Arts and Sciences Web site and
create a creative brief to guide future Web development. Make recommendations for a
distributed model for Web maintenance. (PCG/UTO)

2) Redesign the Web site and implement a Drupal content management system.
PCG to provide art and content direction. UTO to provide technology support, application
development, training and template distribution. (UTO/PCG)

a. Core pages of the Web site (http://clas.asu.edu/ )
(Including content for students, faculty, alumni, donors and community) (UTO/PCG)

b. Redesign the 30 academic units (UTO/PCG)

c. Provide training and templates for the maintenance of the department-level pages. (UTO)

d. Provide direct support and Web maintenance of the college homepage, CLAS core and
dean’s office pages. (PCG/UTO)

e. Provide varied support for centers and institutes depending on the complexity of the site.

CLAS project had a pilot phase (Phase I in summary section below) between May 2007 to January 2008. Starting from February 2008, Phases 2, 3, and 4 of the project are launched in parallel:

1) CLAS core website is prepared to be released in late Summer, 2008,

2) Half of the CLAS departments' websites are redesigned in terms of content and graphic design and most of them are being recreated in Drupal. Others are redesigned in DreamWeaver. This batch is planned to be released by summer to Fall 2008. From October 2008 onward the second half of the departments' websites will be worked on and projected to be delivered in early 2009.

3)The Drupal template is developed for all Research Centers and Institutes and their outsourcing partners to support them in their redesign efforts by end of May 2008.

4) Redesign of CLAS Research site to start late April 09, to be completed around Sept-Oct 09.

To be able to accomplish redesigning core CLAS websites and departmental websites, plus moving and supporting them in Drupal environment, the following tracks are also being worked on in parallel:

1) Most of the applications are moved to UTO servers and modified as needed. Several applications are created in Drupal.

2) Other department server moves are being done as the project progress.

The ASU Police Department is anticipating upgrading the New World System application in the first half of 2009.  To prepare for this upgrade and in response to significant changes to in 2008, this project will solidify the infrastructure that will be used for the upgrade.  The primary benefit of this project is to identify any items in the current infrastructure that may need update and to confirm the foundation on which the upgrade will occur.

Easily provide pre and post 1980 alumni with ASURITE ids.

Current status (7/06/2009): In burn in phase. Components have been deployed to production, and additional Help Desk operators are being trained.

The scholarships office (part of Student Financial Assistance Office) currently processes departmental and foundation scholarships by receiving paper Scholarship Award Authorization (SAA) forms that have been signed by departmental representatives. These are then reviewed one-by-one by scholarship staff and manually posted. This modification would allow departmental staff members to enter these awards themselves, have them approved by the appropriate departmental business managers and deans, and then posted in batch as financial aid awards.

This project encompasses a Federal Mandate for COBRA reporting and will include modifications to ADOA interface.

The American Recovery & Reinvestment Act and COBRA are federal legislation and requires continuation coverage be offered to all terminating benefits eligible employees (and their covered dependents) enrolled under medical, dental and vision benefit plans upon separation of employment or loss of coverage due to job change. In addition, ADOA and ASU are required to offer COBRA to any dependent that ceases to be eligible for coverage under the employee’s plan (divorce, child meets limiting age, etc.)

Review and update automatic messages that are sent to customers to ensure that they are delivering consistent, clear and positive messages.

Current status (5/15/2009): The CRM messages have been removed from the scope of this project.

Version 1.1 of the Undergraduate Admissions Application accomplishes 2 specific items. One, it improves the user interface for the way major information is found and displayed and two, it moves the application to a consolidated web server.

Add minor and certificate data, math requirements, language requirements. Change the way archives works to allow someone to pick the archive major map without having to go to a separate page that lists all archives. Change the Academic Programs landing page to include direct undergraduate and graduate searches.

The Go Live has been delayed by 3 business days, from May 15 to May 20. This has been approved by the project sponsor. The delay is due:

1. The Academic Organization changes which are occuring on May 15th.
2. Campus and Academic Organization data needs to be entered into PeopleSoft PRD.

Create a series of HR-focused key performance indicator dashboards.

A dashboard is a web interface for users that organizes and presents information in a way that is easy to read and interpret. Dashboards are meant to provide visibility into key performance indicators (KPIs) - through simple visual graphics such as gauges, charts and tables within a web browser - of information most important to the institution. The information is intended to be simple to monitor at a glance and, where appropriate, actionable.
Ultimately, dashboards are created to provide a unique and powerful means to present information about any range of topics. In many respects, a reporting dashboard can be likened to a dashboard in an automobile. It provides an 'at-a-glance view' of the current operational state of the vehicle.

Click here to view the case in PeopleSoft: CRM Case #291802 and CRM Case #307102

This project is to identify current Drupal sites that require migration to the newly deployed Enterprise Environment. UTO Staff will work one on one with site administrators to ensure a smooth migration from the hosted environment to the enterprise.

Requirements for sites to move to enterprise environment:

1. Website requires access to enterprise data
2. Website is critical to ASU/UTO operations
3. Other ASU services/websites are dependent on the website staying up (e.g. my.asu.edu)

The following websites will be transitioned over to the Enterprise  environment.

1. Students.asu.edu (Nayeli Quiros -USI)
2. BTS.asu.edu (Rudy Bellavia - Business Technology Services)
3. researchadmin.asu.edu (Nancy Arbaugh- OVPREA)
4. Graduate.asu.edu

Current Status (3/11/09 -- on hold)

• Students.asu.edu has been moved to the enterprise-dev environment
• Production migration process is not ready -- running into issues and project is on hold until we can figure it out.

RE-Baselined (4/13 - 4/30)

• Production migration process kinks worked out -- process finalized before 4/30
• Migrate students.asu.edu over.

Update (4/30)

• Tasks complete. Students.asu.edu migrated over successfully in dev mode, awaiting USI dev's to complete final tasks before full migration to prod.

Seemlessly integrate Innovation Ads processes into the ASU student web experience, including: recruiting students; assisting them through the application, admission, and enrollment process; in some cases advising students; and monitoring and assisting students through to graduation.

Microsoft has a service that would provide ASU's student with free or discounted use of Microsoft products. To take advantage of this service, ASU will need to implement Shibboleth, to provide identity federation.

During the March / Apriil 2009 time frame CMSC will be applying CRM bundles 35, 36,37,38,39,40 to the PeopleSoft CRM Environment. ASU will be responsible for applying retrofits and verifying both ASU Modifications and PeopleSoft delivered functionality in CRM. A coordinated effort between ASU UTO staff and Business users will be required to complete this task. Accurate Test case scenarios will also be crucial to transitioning this task to the UTO PeopleSoft Support team from the Development Team. Finally, this time frame was chosen because due to the academic calendar requirements for May and June and to avoid outages during key semester end periods

Modifications and improvements to the existing processes of on/off track reporting. See scope for more details.

DARS creates a file of audits when students apply to graduate. Create an automation to handle the extract of these audit files to be sent to Graduation Office. Currently there is a process where a staff member must extract and save the files for processing. Viewing output reports is curretly done on Control D this needs to be moved off the mainframe.

Develop a process that inserts a job row on the employee’s record with the purpose of updating the ”Reports to” position to reflect the changes in the Manager’s position.

Click here to view the case in PeopleSoft: CRM Case #307103

Need to research performance issues with the Redistribution process of accounting information.

The goal of Degree Search v2.8 is to improve the user experience in finding, comparing and applying for undergraduate and graduate degrees. To be successful in this project we need to improve performance and make the user's experience is seamless whether searching for undergraduate, graduate or online degree information.

This project is to provide Outdoor Wireless to all Fraternities on Alpha Drive. The following fraternities are included in this project:

1. Sigma Pi
2. Sigma Mu
3. Alpha Epsilon Pi
4. Delta Sigma Pi
5. Sigma Chi
6. Sigma Phi Epsilon

UTO will be providing wireless access to the outdoor common area for each Fraternity.

Note:  Work has been completed for the first five fraternities.  Only Sigma Chi has not yet signed a MOU (Memo of Understanding).  Until the MOU is in place, work cannot be started. 

Address all production issues as follows in order to allow Periods 1 and 2 to be closed: Dblinks access for cost share tables Effort reports in limbo Missing payroll for hourlies Fund mapping not working Payroll validation query 4 duplicate employees

The ASU Police Department uses New World Systems to manage its records and dispatch.  Currently the system is installed in police department at Tempe.  The access to the system needs to be extended to ASU Police Deparment offices at ASU Polytechnic, ASU West and ASU Downtown Phoenix Campus with appropriate network design to comply with system security requirements.

During the January/February 2009 time frame CMSC will be applying bundles CS 18/Regs2, HR Bundle 18, & Tax Update 9A to the PeopleSoft HRSA Environment. ASU will be responsible for applying retrofits and verifying both ASU Modifications and PeopleSoft delivered functionality in HRSA. A coordinated effort between ASU UTO staff and Business users will be required to complete this task. Accurate Test case scenarios will also be crucial to transitioning this task to the UTO PeopleSoft Support team from the Development Team. Finally, this time frame was chosen because the updates are required to meet regulatory updates and continue business correctly for Financial Aid (regulations for 2009 FA year) and to avoid outages during key semester end periods

Provide technial support and guidance for the new Academic Repeat Policy. This policy is to be implemented on courses completed during the Fall 2008 semester. Support will include a review of current and delivered processes in an effort to find the best approach to implement changes.

Math Placement tests are used to determine which math classes are appropriate for students based on an assessment of their skills. Math Placement test scores are converted into Student Milestones to be used as Course Requirements. For this project, we want to change the Calculus Placement test from the proctored on-site test to an online test supplied by vendor (McGraw Hill/ALEKS).

Create set of reports and processes to review student enrollment to catch students who are enrolled in a class with a pre-requisite and they no longer meet the requirements. Examples include were enrolled at time of enrollment in the prereq and then failed or change of major. Once reports are created a process to automatically drop students from classes and send notification could be sent.

This release will address several outstanding technical issues with the current version of Directory. The first iteration will include some minor revisions to the public facing Directory (www.asu.edu/directory) and will implement My Profile. My Profile will be the third tab in My ASU, and will allow profile holders to update Directory and other personal data within the My ASU framework via deep links into PeopleSoft. Searching and the layout of the results page will be enhanced, and users will be able to enter biographical and research interest data via a TinyMCE editor. A future iteration will make PeopleSoft the system of record for basic profile data (Name, Title, Location, etc.) and profile holders will be able to edit this data directly from My ASU.

The State of Arizona (Tri-University initiative) is consolidating the 403B vendors in Fall 2008. To prepare the ASU systems to interface with the new set of vendors, this project must be completed prior to the cutover, currently scheduled for the November timeframe.

Click here to view the case in PeopleSoft: CRM Case #307105 and CRM Case #327963

This is part of the payroll continuous improvement effort. The 4th Quarter activities will be defined in October. The focus this quarter is on efficiencies in the payroll process and all of the processes that feed into payroll. The specific activities incorporated into this release will be determined by mid October.

Need to make changes on how the batch processes student on/off track data. This is necessary to send accurate and complete data to the Advisor Tracking Tool. The most significant change is sending reprocessed data when a user of the Advisor Tracking Tool requests updated student data.

This project is focused on the downtown Phoenix campus that will be used for Tri-University education initiatives. Wireless ethernet will be deployed for use by faculty, staff and students associated with the Tri-Univeristy initiative.

Apply improvements to Student Records/Registrar Processing for Fall 2008

This version will address the following:

• The applicant-to-enroll experience
• Personalizing the faculty and staff experience
• Enhancements to the existing student experience

The University Technology Office will upgrade connectivity between campuses and to the Internet. The upgraded connectivity will provide higher bandwidth and additional fault-tolerance.

Notice of Appointment letters go out to all non-classified staff each fall semester. This project will setup the process as an XMLP process instead of flat file exports.

Click here to view the case in PeopleSoft: CRM Case #307104

During the November/December time frame CMSC will be applying bundles bundles 16 and 17/Regs1, HR bundle 17, and Tax updates 8D, & 8E to the PeopleSoft HRSA Environment. ASU will be responsible for applying retrofits and verifying both ASU Mods and PeopleSoft delivered functionality in HRSA. A coordinated effort between ASU UTO staff and Business users will be required to complete this task. Accurate Test case scenarios will also be crucial to transitioning this task to the UTO PeopleSoft Support team from the Development Team. Finally, this time frame was chosen because the updates are required to meet regulatory updates and continue business correctly for HR (tax items) and Financial Aid (regulations for 2009 FA year) and to avoid outages during key semester end periods

Arizona State University will be hosting a series of workshops for local business decision makers to better understand the concept and benefits of Cloud Computing

Several additions and modifications are included in version 3.1. The most significant improvement is giving advisors an option to reevaluate student critical tracking data immediately by click a re-evaluate button.

Move My Major Map prototype into production for Sun Devil Tracking students to use. The web application will inform students of what critical courses, GPAs and milestones need to be completed to be successful in the major. Students will have the option to see how the courses they have taken apply to other majors if interested in changing majors. Advisors will be able to view the same information as students. Additional notes will be added to give students complete information.

The objective of this project is to improve Netcom customer experience to generate a Netcom CRM Service Order via a CRM Support Case. The initial research of the project involves:

• Identify and analyze implications of disabling Service Request modifications.
  
• Identify and document information required when creating a Service Order.
  
• Analyze and propose solution options.
  

The following options are used for consideration:

• Self service template to create a SO. The technical resource needs to find out if PeopleSoft provides a self service template/functionality for Service Orders.
  
• Configure UTO CRM Support self service template to create case that supports generation of Service Order
  
• Determine if CRM Support Self Service template can be configured to capture required on a Service Order.
  
• Utilize existing UTO CRM Support self service to generate case. Train and modify business process for Help Desk resources (PerceptIS) to create Service Orders from case.
  

The University Technology Office now manages several IT staff and multiple servers from the College of Liberal Arts and Sciences. To better serve UTO and CLAS and to ensure that file and print servers are secure, movement and consolidation of CLAS servers is needed.

The University Technology Office now manages several IT staff and multiple servers from the College of Liberal Arts and Sciences. To better serve UTO and CLAS and to ensure that CLAS applications and application servers are secure, movement and consolidation of CLAS application servers is needed.

Technical Lead: Daniel Palma

The eAdvisor dashboard receives its data from the Advisor Tracking Tool data structures. Changes during the Advisor Tracking Tool version 3.0 project resulted in significant data structure changes. The goal of Dashboard eAdvisor v2.0 is to rewrite queries to pull the data from the new table structures.

In order to align ASU's PeopleSoft application with ORACLE and CMSC support, ASU's PeopleSoft Tools application is slated to be updated from version 8.48 to 8.49 starting in August of 2008 and will complete on or around October 10/11. PeopleSoft Tools upgrades differ from Bundles and Fixes in that a Tools Upgrade updates the core application functionality where as Bundles and Fixes updates individual PeopleSoft Module code and page functionality.  Additionally, PeopleSoft Tools upgrades do not generally touch Module code, but rather the toolset that allows the code to work. PeopleTools environments that will be effected during this Tools Upgrade will be the following: 1) HRSA, 2) CRM, 3) EPM, & 4) EP.

The goal is to improve the performance/response time when entering a Support Case using PeopleSoft CRM (Customer Relationship Management) application.

Final Summary Report:

As you are aware, the first phase of the CRM Performance project was completed this summer.

The second phase was initiated and the project the direction evolved as follows:

1.  Burgundy consultants to complete a sampling in SUP environment using Oracle suggested improvements: 3 active policies and broadcast turned off. The Burgundy findings are as follows:

• With no changes the average save time was around 13 seconds.
• With only 3 policies the average save time was 8 seconds. Burgundy expected no more than 5 seconds in this scenario. The range was from 7-9 seconds. · With AAF disabled the average save time was 3 seconds. This has been consistent with all of our previous testing.
• In the scenario with only 3 policies we did not change any policies to conform to PeopleSoft’s recommendations. Our changes in the past on policies to test not using broadcast normally produced 1-2 second additional decrease in save times.
• After reviewing the data, Burgundy recommends one additional change to help decrease save times. One of the 3 test policies is for new cases to send an email to the case contact. Using a custom function calling the built in sendmail() function could help in this case.
• Burgundy has optimized the case save to match demo. The exception is still using AAF. Burgundy believes there is a solution to resolve the AAF degradation. However at this point, Burgundy was not sure how best to approach the problem (the exception is noted above for new case notifications). Per Burgundy, getting Oracle/PeopleSoft involved is an option. Again, one item Oracle will point out is the use of broadcast to the provider groups.

2.  CRM team to observe CRM user transactions and record performance data. Captured data will be used to confirm reported data gathered via the Performance Monitor. Additionally, the team expects to capture other areas of performance concern via observation which will provide data for recommending areas of focus for performance enhancement activity. Observations sessions will target HR, UTO, and WPC business units.

Below are some average response times observed for specific transactions:

• Case Save time: 11 seconds
• Open an existing case from list of cases: 14 seconds
• Navigation to e-mail component from case: 20 seconds
• Enter solution and select email component: 21 seconds

A noteworthy user comment: “I would rather have wait time (processing) than a solution to performance that requires me to create my own adhoc notifications for note, changing pg, etc.”

Further details can be viewed at: \\Itfs1\oasis\CRM\Performance Enhancements\Summary.xls 

3.  Document e-mail notification flow to identify number of notifications and triggers (e.g. case reassigned) by business unit.

The following document depicts a complete notification cycle for current CRM Support business units: \\Itfs1\oasis\CRM\Performance Enhancements\Email Notification Cycle   

 In summary, the defined activity for the second phase of the CRM Performance project is complete.

Apply improvements to Payroll Processing for 3rd quarter 2008.

Apply improvements to Admissions & Financial Aid Processing for 3rd quarter 2008

This project has been created and proposed as a plan to redevelop the current customer facing support model for ASU's email systems and establish a full operational plan for these services. During this project, the roles of the ASU Help Desk, Second Tier Support, and Server Support will be defined and documented to create a training process and reference for the current and future team members.

The interface was in place as of June 23, 2008.  Automation of the interface has been completed, tested and moved to production. 

To develop information security awareness and training in order to meet regulatory and compliance issues. Information awareness will be published at getprotected.asu.edu and through marketing and media campaigns. Training will be provided through Blackboard.

Make modifications to the way the on/off track data is processed based on new guidelines establish by eAdvisor consultant.

Provide critical tracking students, prospective students, and current students with a web view of terms 1 - 4 degree requirements for majors. Allow critical tracking students to login and view the major map with their course data.

Google recently announced their latest adventure: a cross-country road trip (in a retro-fitted school bus that runs on bio-fuel) to show some love to a few of the thousands of schools that have chosen to deploy Google Apps.

American Campus Communities (ACC) is building a luxury apartment complex on the south campus in Tempe. The University Technology Office will work with ACC to establish the ASU data and voice network.  Cox Communications will provide CATV sevices. 

Construction has been completed - behind schedule.  Students will be moving in as scheduled for Fall '08 semester.

The remaining deliverable is the wireless Ethernet activation - pending final test results.

Capstone Development is building a residential community on the ASU Downtown Phoenix Campus known as the Taylor Place Residential Community. The University Technology Office will work with Capstone to establish the voice, data and video systems for the complex.

ASU Parking & Transit Services wants to expand the current PowerPark application to handle new permit sales starting on June 9th.

University Business Services (UBS) and University Technology Office (UTO) are enhancing the automation of data between the Blackboard Transaction server and many other servers for enterprise data and transaction systems processing in 2008. The goal is to incorporate implementation of the new Building Blocks Manager that receives PeopleSoft bio-demo data that will automatically feed the Sun Card, ISSAC, Pharos and other future systems as part of that upgrade.

The scope of this project covers only the feed to Sun Card.  Additional projects will be setup for feeds to ISSAC, Pharos and other future systems as needed.

• Faculty ReinstatementsAutomate Faculty, Academic Professionals and Graduates who were placed on a Short Work Break over the summer via MSS. TIME: Summer 2008 – Recently Released.

Provide voice-data and CATV services for the Cronkite/EI8HT facility.

Creation of an interface within Residential Management System (RMS) to export the residential hall address information to the PeopleSoft environment. Note: After Fall '08 semester move-in activites are completed, ResLife and UTO will establish a new timeline for completion.

During the July / August time frame CMSC will be applying bundles CS 14/Regs 3, CS 15/Regs 4, HR 16, Tax 8B,8C to the PeopleSoft HRSA Environment. ASU will be responsible for applying retrofits and verifying both ASU Mods and PeopleSoft delivered functionality in HRSA. A coordinated effort between ASU UTO staff and Business users will be required to complete this task. Accurate Test case scenarios will also be crucial to transitioning this task to the UTO PeopleSoft Support team from the Development Team.

This phase focuses on making student resources easy to locate and navigate, with focus on the following populations: current students, transfer students, nontraditional, applicant to enroll, and prospective (pre-applicant—freshman and transfer).

Vacation Accrual Reporting/Reconciliation Time: July 2008 Recently Released

The 6/30/2008 day was processed during the pay period ending 7/13/2008. It has been loaded into Advantage for FY08. This project is completed.

Testing the cutover from Fiscal Year 2008 to Fiscal Year 2009 to ensure the 6/30/2008 date is included in Advantage for FY08.  Time: July 18, 2008. Will correspond with Advantage fiscal year end processes. In Development - On Track.

ASU Students, Faculty and Staff will be able to get ASU U-Pass Cards on any ASU campus. 

ASU U-Pass Cards can be acquired directly at the ASU Parking & Transit Serivces Offices on all ASU campuses.   The ASU U-Pass Card is free for ASU students.  ASU faculty and staff may purchase an ASU U-Pass Card using cash, payroll deduction or credit card.

Cronkite School is moving to Downtown. Need to move all new and continuing students in Cronkite majors campus to be Downtown in PeopleSoft. Need to move them all in time for 2087 Tuition Calc.

During the June and July time frame CMSC will be applying bundles #31 through #34 to the PeopleSoft CRM Environment. ASU will be responsible for applying retrofits and verifying both ASU Mods and PeopleSoft delivered functionality in CRM. Modules to be verified will include: Sales & Marketing, Support, Field Services, & Help Desk.

Complete review of prior Affirmative Action Plans, review federal reporting requirements and create a plan for future years which meets requirements and allows ASU to make the best use of the data.

Create a web page that has links to previous academic year major maps*.

*A major map outlines a major's critical requirements, courses, and optimal course sequencing and helps students get on the right track to graduation.

Utilize email integration of PeopleSoftr CRM to create a support case and to attach files (as needed) and store within the case.

The UTO Office of Information Security at Arizona State University has reviewed the current network infrastructure and determined that enhancements are necessary. Enhancing the ASU Internet border security will position UTO to meet the current growth of the University and to reduce the cost of operation.

Give eAdvisor students the ability to run "What If" audits against other degrees and see how their course work applies to critical tracking requirements.

This project went live in production on June 10, 2008.  In had been scheduled to go live on June 2, 2008 but due to some technical issues was delayed.

The BlackBoard Server Upgrade Project will entail upgrading the current servers and software. Upgrades are done on a regular basis at Arizona State University (ASU) to ensure the highest quality of service for this application.

These upgrades will be done in time for the summer session beginning on June 2, 2008.   Over the summer of 2008, UTO will continue to optimize and test the system to ensure the highest quality of service. Implementation will be completed in time for Fall 2008 usage.

Voice and Data connectivity will be installed in the new Central Receiving building on the ASU Polytechnic Campus.  This project is part of the on-going new construction and renovation projects on the ASU Polytechnic Campus.

To create a set of four ASU "location pages" that will provide a consistent identity and information for each of ASU's campuses. These pages will eventually replace the current main page for the East, West, and Downtown campuses. A location page will be created for Tempe, since the Tempe campus does not currently have a main page.

Only location specific information will be included on these pages. This includes transportation, residence halls, student life, facilities, pictures, tours, maps, and campus specific events.

Implement methods to create CRM cases from various entries points (templates, branding, auto assignment). Investigate methods to create cases from e-mail. Use self-service “contact agent” feature.

ASU has been asked to evaluate a web application for use of the general community. During this process we will review the features and benefits of the product, and determine if the product should be released and supported by the University Technology Office.

The major purpose for version 2.0 of Degree Search is to improve the search results and degree information to individuals searching for undergraduate degrees.

To create a formalized change control and documentation procedures to increase effectiveness and efficiency.

Report metrics that support measurement of student retention.

Process and procedures to support students who need attention in relation to math placement. Project will facilitate enrollment and management of course workload to ensure success in math.

Need to create a standard print out of the Student Study List for staff and students. The Student Study List from the Quick Enrollment screen will truly be print friendly, sort classes by session and include class location, times, days, topics, and respect the Instructor Print flag from class. Desire to have only one format/layout available.

STAR is ASU's Strategic Tracking Analysis and Reporting system. It centralizes data for budget and reporting, and provides an infrastructure for the budget process. Users can utilize its powerful "slice and dice" capability to generate formal and ad-hoc reports for analysis and day-to-day reporting.  OutlookSoft 5 (developed by OutlookSoft Corporation, now owned by SAP) is the underlying technology for STAR. The technology is Excel-based, and has the look and feel of MS Excel. STAR has 4 applications: Financial, Student, Salary, and Planning to suit various reporting and budgeting needs. STAR is updated daily through feeds from the ASU data warehouse.

This project seeks to implement the latest Outlooksoft patch and upgrade to both the development and production environments for STAR budgeting system.

To provide a business intelligence solution through graphical representation of human capital management information across Arizona State University. This project includes content developed by UTO developers.

Dashboard General Description

The dashboard project is a web interface for users that organizes and presents information in a way that is easy to read and interpret. Dashboards are meant to provide visibility into key performance indicators (KPIs) through simple visual graphics such as gauges, charts and tables within a web browser of information most important to the institution. The information is intended to be simple to monitor at a glance and, where appropriate, actionable. Ultimately, dashboards are created to provide a unique and powerful means to present information about any range of topics. In many respects, a reporting dashboard can be likened to a dashboard in an automobile. It provides an 'at-a-glance view' of the current operational state of the vehicle.

Provide technical support and development for changes to the Transfer Admission Processing for Fall 2009. Will provide a process that will calculate a student's catalog year for all students as they become admitted to the university.

The Data Service Request (DSR) Replacement project involves a combination of software and process improvements to the existing DSR process. As part of the overall streamlining of the DSR process, the new DSR system will provide easy, intuitive, and fast online access to Data Communication services to the ASU community. Features will include a new customer interface where users will be able receive quotes, create orders and track the status of requests for services such as network connections, cable TV connections, and VLAN changes.

Self-Service online request for graduation and payment.

Advisors will use the push button to run a process that will stop the advising hold for a program/plan change from affecting a student.

Synopsis

The SuperReport dashboard that will allow researchers and their staff to view information about sponsored accounts. Initial information will include account reference and financial data. Financial data will include budget, expense and encumbrance summary as well as personal services detail.

A dashboard is a web interface for users that organizes and presents information in a way that is easy to read and interpret. Dashboards are meant to provide visibility into key performance indicators (KPIs) - through simple visual graphics such as gauges, charts and tables within a web browser - of information most important to the institution. The information is intended to be simple to monitor at a glance and, where appropriate, actionable. Ultimately, dashboards are created to provide a unique and powerful means to present information about any range of topics. In many respects, a reporting dashboard can be likened to a dashboard in an automobile. It provides an 'at-a-glance view' of the current operational state of the vehicle.

Person data in CRM needs to be synchronized with ASU's Student Administration system. Messaging and a nightly sync process are two key components to this.

Synopsis

Student Recreational Center (SRC) is replacing their existing membership and facilities management application with CLASS, a more robust application solution. CLASS is a software developed by ACTIVE, a Canadian software vendor specializing in activities and facilities management.

Add correct history control to Admit term and Expected Graduation. Only people with security to Correct History feature are allowed to change these fields. This will insure the Original admit term will be retained which is needed to calculate the correct cohort tuition and the correct expected graduation information will be reported to the NSC.

ASU Tempe campus has 160 classrooms that require multimedia computer projection to support faculty and students needs. ABOR approved the project for the mediaton of the rooms and the project is currently ongoing.

The Collegiate Learning Assessment will begin being administered September 5, 2008.
Students began enrolling in the assessment test (course ASU 1) on August 25, 2008. Beginning August 25, 2008 enrollment monitoring and assessment completion will begin.

This project will include a publicly accessible kpi that will display if the EPM load is complete or not for a given day. The kpi is currently functional but we are working on the look and feel.

Click here to view the case in PeopleSoft: CRM Case #307887

Modify underlying tables to add data elements to be used by directory services, security, email renewal process, and courtesy affiliate process. Modify the courtesy affiliate pages to display and populate additional data elements. Modify the processes that interact with these tables.

Improvements needed to Student Records/Registrar Processing.