In future state planning retreats, campus IT leaders worked with management and organizations faculty to develop a shared vision for OneIT. An important piece of the vision is enhanced governance and prioritization processes to ensure that appropriate input is gathered for decisions on IT services and priorities.
The Communication and Collaboration Team is developing plans to modernize the UI telephone system to Voice Over Internet Protocol (VOIP) using Microsoft Skype for Business (formerly Lync) technology.
The OneIT Communication and Collaboration Team’s Office 365 sub-project is complete as of June 2016, with all academic units now using the cloud-based service. In all, 54,000 faculty, staff, and student accounts were migrated from the on-premises email system to Office 365, which provides a modern user experience and improved reliability, security, and access.
The OneIT Human Resources project team has made great strides in implementing new processes and tools while updating old ones. An IT recruitment specialist pilot was launched to streamline the IT hiring process for departments and leverage expertise in IT recruiting.
The three state university IT groups communicate weekly about upcoming potential purchases and identify opportunities to work together, and virtually all IT-related purchases are being coordinated through the schools’ purchasing units.
The IT Project Management Office project team reports that its activities are 93% complete. The effort has improved visibility of IT activities by expanding use of the Team Dynamix tool to track hours devoted to projects, service, and support. Nearly 1,000 IT projects are being formally tracked through the system, and over 88% of IT staff are now tracking time.
Over the course of the past several months the End User Support (EUS) project team has made good headway in the implementation of EUS sub-projects.
The OneIT Identity and Access Management project is making great strides on multiple fronts.
The team closed out sub projects No. 5 (Enhance and Extend the Campus IowaOne ID Card System), and No. 6 (Enhance and Extend Electronic Door Access Control Systems).
The team booked its 17th server room decommission this fiscal year and continues to work in parallel on all phases of the project (migrating, virtualizing, retiring machines, and decommissioning) in multiple server rooms. To date, 4,216 sq. ft. of floor space has been reclaimed for departments and 360 servers have been consolidated (222 were reduced, virtualized or retired and 138 were migrated to a central data center).
In its first year, the Application Portfolio Management (APM) project team worked with campus IT leaders to populate a portfolio of software applications purchased and developed at the UI. This portfolio allows IT leadership to identify duplicate applications and opportunities for application refactoring or consolidation. The team coordinated the refactoring or retirement of 120 campus applications.