May 2021 IT Projects

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Cloud Based Storage – Box to OneDrive Migration

Beginning on May 10, members of the technical team will begin removing the Box client from University-managed machines. A small subset of users with specialized cloud storage needs, including external collaboration, will continue to have access to the Box client on their machines. Work will occur behind the scenes, and you will not be required to take any action. A communication will be sent out providing additional details.

A OneDrive/SharePoint Lunch and Learn was held for IT Support Staff on 4/28/21. The technical team is currently reviewing the folder setup and structure of UMaine NSFA to help engineer a more suitable solution in OneDrive. Technical team members also met with staff from UMaine OFM to review current issues in OneDrive. Documentation for adding photos to Microsoft profiles has also been drafted and added to user-facing support pages.

EAB Navigate: USM Implementation

Users are being automatically created in EAB for USM.  The USM staff platform is live and being used by Career Services and Student Affairs.  Campus personnel are working through questions about how to functionally support and expand EAB on an ongoing basis.

ERP Solution for Research (Unanet)

This initiative will procure and implement a research-focused Enterprise Resource Planning solution for UMaine’s Advanced Structures and Composites Center (ASCC) that will integrate with PeopleSoft and provide improvements to ASCC operations. The HR extract is ready to test and Unanet is working with the system administrators to configure SFTP and encryption.  The GL extract is in the design phase.

Grants Management Solution  (Kuali)

This project will implement Kuali’s pre-and post-award solution that will provide enterprise-level grants management to support multiple campuses. Most efforts are currently focused on configuring SSO for the Kuali environments, identifying data required for the HR integration, configuring templates for setting up Departments/Sponsors/Address Books/ Organizations in each of the Kuali environments, and conducting Business Analysis overview sessions.

MaineStreet UX Enhancements

The implementation team continues to plan for broader HCX rollout: Through a “soft launch” over the summer, students will have the option to use either the Classic Student Center (MaineStreet) or the New Student Center (HCX), replicating the UMM student pilot student experience.

Data and feedback from the soft launch will be used to plan a full launch for the fall. As part of the full rollout,  Student Center links will be updated to direct students to the New Student Center, supporting a seamless transition to HCX’s intuitive, modern interface.

Northern Ring Optical Upgrade

This project is focused on the upgrade of fiber optic equipment at ten Northern Maine node locations. Equipment installation is substantially complete.  The replacement hardware reconfiguration effort will begin this week, and service migrations will continue along with the preparation of new services. Upgrades of core notes will occur in May and completion of existing service migrations. New service additions will occur in June/July and decommissioning of 4200s.

Perceptive Document Retention 

This project will implement the Retention Policy Manager add-on for Perceptive Content, which allows for the creation of rules around document destruction, including approval workflows and automated timed processes. Initial retention rules have been created in the production system.  The team will meet with registrars on May 4 to begin planning a roll-out strategy for student records.  The team will meet with HR representatives on May 10 to explore what data will be needed to script retention rules for HR documents.

TeamDynamix – Asset Management

The purpose of this project is to implement a new Asset Management system to include a new tool as well as business process improvements. Developers are working on the automated creation and updating of assets from the shipping Dell emails.  Other teams are working on defining the physical asset tagging and searching processes and mapping data fields.

Team Dynamix – IT Service Management/Project Portfolio Management Solution

This project will implement an IT Service Management/Project Portfolio Management solution that will provide the tools necessary to enable the organization to improve how it manages resources, services, and service management and project portfolio processes in a manner that is consistently reliable, transparent, sustainable, measurable, and aligned with institutional priorities. The solution should assist in advancing IT towards greater organizational maturity in ITSM and PPM for the University through a thoughtful application of IT Service Management principles. Locations and departments are now syncing to the production TeamDynamix system.  The development group will soon begin integrations for People.

Team Dynamix – Knowledge Management

This project will implement a more effective knowledge management system that addresses both customer self-service and internal support documentation. A core implementation team and four sub-teams have been formed to work on implementation tasks.  The core team is planning a pilot to kick off on May 17.  The pilot will be centered around knowledge related to Zoom and will be used to evaluate new knowledge creation and approval processes, training resources,  as well as the TeamDynamix tool and templates.

Sub-teams are working on:

  • Training Design
  • Portal Design & Usability Testing
  • Quality Assurance & Continuous Improvement Process Design

Currently, the team is planning for the new KB to be available for the start of the fall semester.

UMaine Scholarship Management

The purpose of this project is to implement Campus Logic’s ScholarshipUniverse application to provide improved access to scholarships for students, better fund utilization, internal processing efficiencies, more opportunity for donor/recipient interaction, and ultimately enhance UMaine’s stewardship efforts. Final modifications are being made to the SIS fields and the SPF/DNS records are being updated to allow CampusLogic to send out emails on behalf of UMaine Student Finance.  The week of May 10 is targeted for testing and go live.

USM Website

This project is focused on building a new USM website based on the standard USM WordPress theme with development as necessary to meet functional requirements. The implementation team has developed an initial process for the development and review of functional and technical deliverables and has begun working on several deliverables, including the Majors, Minors, Programs, and Scholarships searches.