office of the university cio - pmo.huit.harvard.edu

Office of the University CIOIT Capital Projects Executive Summary -- Implementation ProjectsOctober 31, 2014 Report -- with Financial data as of October 31, 2014

End DateStart Date

F/Actual

Planned

F/Actual

Planned Current StageProject # Project Name

Overall Status

Current Budget

Cost to Date

% of Current

Estimate to

Complete

Estimate at

Complete

$ Diff Current to EAC

39.7%$ 95,424K $ 37,911K -$ 741K$ 56,771K $ 94,683KTotal Number of Projects = 15

12/31/1310/1/12

12/31/137/1/12Modernization of Financial Reporting520844-0004 Implement57.5%$ 5,333K $ 3,064K $ 169K$ 2,438K $ 5,502K

12/30/16

12/30/15Integrated IAM520880-0008 Implement33.5%$ 12,524K $ 4,197K $ 0K$ 8,327K $ 12,524K

12/31/165/7/13

12/31/165/7/13Student Information Systems520894-0002 Implement36.6%$ 54,000K $ 19,790K $ 0K$ 34,210K $ 54,000K

2/1/15

2/1/15Integrated Space Information System (ISIS)520898-0006 Implement84.6%$ 815K $ 690K -$ 99K$ 26K $ 716K

6/30/158/15/13

11/30/138/15/13ID Card Part II: Visitor Management Implementation520898-0010 Plan52.6%$ 1,454K $ 765K $ 0K$ 689K $ 1,454K

6/30/159/1/12

6/30/159/1/12PeopleSoft Perfomance Management System520802-0012 Implement70.0%$ 2,834K $ 1,983K -$ 276K$ 575K $ 2,558K

12/31/1411/1/12

12/31/148/1/12Oracle Fixed Assets - Implementation Phase520807-0001 Implement89.5%$ 4,421K $ 3,957K -$ 187K$ 278K $ 4,234K

6/30/152/5/13

6/30/141/1/13Cross Registration Phase 2520823-0004 Implement74.2%$ 260K $ 193K $ 0K$ 67K $ 260K

9/29/157/1/14

9/29/157/1/14Faculty Promotions Reappointment (Aries) Implementation

520823-0005 Implement12.0%$ 599K $ 72K $ 0K$ 527K $ 599K

12/26/147/8/13

12/26/147/1/13ADAMS Project520824-0002 Implement51.7%$ 275K $ 142K -$ 54K$ 79K $ 221K

6/30/167/1/14

6/30/167/1/14Alumni Community Evolution (ACE) - Implementation520850-0011 Implement21.4%$ 3,723K $ 797K $ 0K$ 2,926K $ 3,723K

6/30/167/1/14

6/30/167/1/14Teaching and Learning Technologies520860-0002 Implement9.2%$ 6,315K $ 579K $ 0K$ 5,735K $ 6,315K

6/30/157/1/14

6/30/157/1/14CIO Initiative - Collaboration520886-0001 Implement49.5%$ 1,121K $ 555K $ 0K$ 566K $ 1,121K

6/30/189/10/12

6/30/187/1/13EPACS (Enterprise Physical Access Control Systems)520898-0012 Implement57.5%$ 1,380K $ 794K -$ 257K$ 329K $ 1,123K

of 2Created on 11/20/2014 2:38:21 PM by Patricia Buickerood On TrackAt RiskTroubled Completed On Hold

Project Status Report

Delivery Organization: Administrative Technology Services

Project Manager: Raj (Sahaya) MariadossHealth/Status

Period End10/31/2014

Modernization of Financial ReportingSponsor: Dan Shore (Central Administration)

Expected BenefitReplace CREW FIN and GM reports in OBI. Develop programmatic OBI governance structure and prioritization framework to assess unmet needs collected during the planning phase.

PurposeAnalytic needs for finance and research administration are not met by current tools and technology; reliance on manual manipulation results in errors and inefficiency. This project will migrate CREW Finance, Student and Grants Management reports to the new Oracle Business Intelligence (OBIEE) platform. This project includes stabilizing and performance tuning the existing

Overall AssessmentProgress made on all project foundational milestones. Resources have been allocated to accelerate work on two of the foundational milestones that are currently behind schedule. The effort to migrate the existing CREW CAPS reports into OBI Dashboard is behind schedule due to the complex nature of the existing reports. As a result the project team will need an additional month to rollout the CAPS content to the users. Work on migration of the CREW sub-ledger reports (AP/AR/CM) into OBI Dashboards is tracking well to the plan.

The successful rollout of AP/AR/CM OBI Content (#15, #16 and #17) depends on the successful completion of several foundation milestones such as Replication (#6), NOETIX (#7), Data Access (#2), Production Environment Capacity (#5) and EBS Performance Tuning (#8). Team is fully aware of multiple dependencies and is actively working towards timely completion of the foundational milestones.

PlannedDue DateMilestone/Deliverable

F/AStart Date Health

Status/O/C/ADue Date Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct

ActiDashboard Delivery Process 6/1/2014 10/31/2014 10/31/2014

ActiHigher Level Data Access 6/1/2014 10/31/2014 10/31/2014

ActiLower Level Data Access 7/1/2014 6/30/2015 Acti6/30/2015 Acti Acti Acti Acti Acti Acti Acti

ActiPerformance Test Setup 7/1/2014 10/10/2014 10/10/2014

ActiOBIEE Environment Setup 6/1/2014 11/25/2014 Acti11/25/2014

ActiOracle EBS Database Replication 6/1/2014 10/31/2014 10/31/2014

ActiNOETIX Workbench 6/1/2014 10/31/2014 10/31/2014

ActiTune Replicated EBS Database 8/1/2014 10/24/2014 10/24/2014

ActiMass Data Extract Strategy 10/1/2014 6/30/2015 Acti6/30/2015 Acti Acti Acti Acti Acti Acti ActiStudent Financials Rollout 2/1/2014 7/18/2014 7/18/2014

ActiCAPS Rollout 6/1/2014 10/31/2014 10/31/2014

CSMA Rollout 2/1/2014 10/31/2014 9/30/2014

ActiOracle Security Rollout 2/1/2014 10/31/2014 10/31/2014

Application Admin Rollout 2/1/2014 10/31/2014 9/30/2014

ActiAccounts Receivables Rollout 9/1/2014 12/31/2014 Acti12/31/2014 Acti

ActiCash Management Rollout 9/1/2014 12/31/2014 Acti12/31/2014 Acti

Thursday, November 20, 2014 Page 1 of 24GL# 520844-0004

Original Budget Changed BudgetSpend to Date

Last ReportSpend Since Last Report

Estimate to CompleteCurrent Budget Cost to Date

Estimate at Complete

$ Diff

Current to EAC

Financial data as of October 31, 2014

$5,502,468$3,064,433$5,333,437 $2,438,035$495,225$2,569,207$3,414,897$1,918,539 $169,031

# Issue Description Owner

Date Opened

# Wks Open Due Date Next Steps/CommentsO /C

5 OBI technology presents a need and opportunity to simplify security from a business & infrastructure standpoint. Need to re-assess business requirements based on technology options. Need business support for redesigned approach to security. The existing practice at Harvard is to secure at a very granular level and it will require a high degree of change management and business support to influence this type of change to Financial reporting.

Mitch Rogers 3/31/2014 33 9/30/2014 OBI Security Sub-Committee has been formed consisting of members of FSS & HUIT to analyze security and present options. School leaders will be brought into the discussion as options become more defined.

O

6 The current timeline to rollout AP subject area (#17) hinges on the assumption that schools will adopt the recommended Higher Level Data Access. If the assumption turns incorrect, then the timeline for the rollout will need to be adjusted.

Raj Mariadoss 7/25/2014 9/30/2014 The decision to implement TUB level access control for AP has impacted milestone schedule (additional one month) and budget (250 man-hours).

C

7 The proposal to purchase Golden Gate software to meet the Oracle EBS data replication requirement will impact the project budget as the cost to procure the software/hardware was not part of the approved budget.

Raj Mariadoss 8/29/2014 9/30/2014 The decision to implement Golden Gate software to enable Oracle EBS data replication has impacted project budget by 150K.

C

8 The technical complexity associated with some of the CAPS content is causing delay to some of the other critical milestones.

Raj Mariadoss 8/29/2014 12 10/31/2014 Project resources have shifted their focus back on to other milestone as CAPS related work is winding down. However the need to focus heavily on CAPS has resuled in delays to Lower Level Data Access Control (#3) milestone.

O

9 The successful rollout of AP/AR/CM OBI Content (#15, #16 and #17) depends on the successful completion of several foundation milestones such as Replication (#6), NOETIX (#7), Data Access (#2), Production Environment Capacity (#5) and EBS Performance Tuning (#8). Team is fully aware of multiple dependencies and is actively working towards timely completion of the foundational milestones.

Raj Mariadoss 11/1/2014 3 1/30/2015 Project Team and management are fully aware of the dependencies and working towards completion of the dependent milestones in a timely manner.

O




ActiAccounts Payables Rollout 9/1/2014 12/31/2014 Acti12/31/2014 Acti

ActiGrants Management Rollout 9/1/2014 5/31/2015 Acti5/31/2015 Acti Acti Acti Acti Acti Acti

ActiFinance – Group I Rollout 10/1/2014 6/30/2015 Acti6/30/2015 Acti Acti Acti Acti Acti Acti Acti

ActiFinance – Group II Rollout 10/1/2014 6/30/2015 Acti6/30/2015 Acti Acti Acti Acti Acti Acti Acti

ActiGL Detail Listing Rollout 10/1/2014 6/30/2015 Acti6/30/2015 Acti Acti Acti Acti Acti Acti Acti



Delivery Organization: Identity and Access Management

Program Director: Jason SnyderHealth/Status


Integrated IAMSponsor: Anne Margulies (Harvard University Information Technology) & Jim Waldo, Rainer Fuchs

Expected BenefitThe program is building a federated identity management solution that will simplify the process of identification and authorization throughout Harvard. This project is layered on top of the various identity and access management solutions used by the various schools, and also includes the goal of being able to inter-operate with IAM systems in the non-Harvard world.

PurposeThe program is building a federated identity management solution that will simplify the process of identification and authorization throughout Harvard. This project is layered on top of the various identity and access management solutions used by the various schools, and also includes the goal of being able to inter-operate with IAM systems in the non-Harvard world.





$ Diff

Current to EAC


$12,523,820$4,196,989$12,523,820 $8,326,830$118,651$4,078,338$6,698,640$5,825,180 $0


Date Opened


Additional analysis and exploration are required to properly understand the HMS provisioning code base leading to proposed shift in IAM provisioning priorities.

In partnership with HMS, IAM will provide additional technical analysts to work in conjunction with HMS teams to review the current HMS codebase and document requirements for SailPoint provisioning. The additional effort is projected to take 3-4 monthsAdditionally, the team will focus on prioritizing FAS provisioning in parallel to this discovery effort.

O

Overall AssessmentKey accomplishments this month include official certification from InCommon acknowledging Harvard’s bronze status, completion of identity APIs in support of the SIS strategic initiative and Alumni provisioning, and the delivery of a finalized Alumni data model. An additional level of effort to complete HMS provisioning has been identified. The IAM and HMS teams have determined that the teams should provide more detailed analysis of the HMS code set and associated provisioning rules and have agreed to extend the delivery date of the effort. IAM analysts will assist HMS with discovery and will shift the IAM developer focus to FAS on-boarding and provisioning.




SailPoint Expansion (0365) 8/31/2015



Delivery Organization: Student Information Systems

Project Manager: Catherine RhodesHealth/Status


Student Information SystemsSponsor: Anne Margulies

Expected BenefitAdopt a modern, secure, flexible, and intuitive student information technology platform that provides an excellent user experience, supports unique requirements of the Schools, and facilitates access to integrated student and course data.

PurposeProvide a university-wide student information system.





$ Diff

Current to EAC


$54,000,003$19,789,667$54,000,000 $34,210,335$1,505,182$18,284,486$0$54,000,000 $3

Overall AssessmentThe course catalog conversion is on schedule for November 24, 2014 release. The Student Financials release has been delayed until March 2015.

The vast majority of work for our first major release is nearly complete and we are eager to go-live on November 24th with the university’s academic structure, the course catalog for Wave 1 (to build the schedule for Academic Year 2015-16), and an expanded “new admit” process. This is a major accomplishment and keeps us on track for launching the complete system for Harvard College, the Graduate School of Arts and Sciences, the School of Engineering and Applied Sciences, and Harvard Divinity School next academic year.



Delivery Organization: Central Administration

Project Manager: Jim Nelson & Maureen BlaufussHealth/Status


Integrated Space Information System (ISIS)Sponsor: Mark Johnson (Harvard Planning and Project Management) & Elizabeth Sisam

Expected BenefitAccess to standardized, comprehensive and up to date floor plans and space information will better support decision-making and enable timely, more efficient and cost effective delivery of services related to physical planning, capital planning, facility operations and management.

PurposeUnlike peer institutions, Harvard has no system that inventories the University's entire building space portfolio valued at $12B+ (2009 figures). This project will establish a single repository of standardized floor plans and room-level space inventory data representing all facilities owned and leased by Harvard that will be used for university-wide and tub-based reporting and analysis.





$ Diff

Current to EAC


$715,798$689,878$815,103 $25,920$12,960$676,918$0$815,103 ($99,305)

Overall AssessmentUnder budget and substantially on schedule. System set up, integration, and rollout to schools is complete (Phases 2 and 3), but in May 2014 we encountered significant problems with operation of the CenterStone integration tools that remained unresolved throughout October 2014. Otherwise, data development and rollout to CADM (Phase 4) is progressing on schedule and will continue through FY15 Q2 as planned (Phase 5).




Phase 2, Stage 1 - Setup Basic System with Initial Enhancements [SOW #3]

7/1/2011 3/5/2012 12/12/2012

Phase 2, Stage 2 – School-based CenterStone System Alignments [SOW #4)

9/20/2011 3/20/2012 4/12/2012

Phase 2, Stage 3 – Integration w FAS, HMS, HBS and HSPH CenterStone systems (ETL Tool Development) [SOW #5]

7/12/2011 6/30/2012 9/30/2012

Phase 2, Stage 4 – Enable Primary Reporting [SOW #6] 7/20/2011 2/15/2012 10/12/2012

Phase 2, Stage 5 – Develop Batch CAD Drawing Export Utility [SOW #7] 7/11/2011 12/21/2012 2/12/2013

Phase 3, Stage 1 – Other Existing System Integrations: HKS, GSE 9/4/2012 7/1/2013 7/14/2014

Phase 3, Stage 2 – Data Development and System Roll Out to User Consortium Schools: HLS, HDS, RIAS, GSD

10/16/2012 7/1/2013 10/16/2013

Phase 4 – Data Development and System Roll Out to CADM Tubs, starting with HRE (Institutional Use Properties) , HUH, HAM, ARB, and HUP.

6/21/2013 7/1/2014 9/30/2014

ActiPhase 5 - Complete remaining data development for VPCS HUH & Commercial facilities, and other CADM facilities, as needed.

7/1/2014 2/1/2015 Acti2/1/2015 Acti Acti Acti



Date Opened


1 Integration Tool Problems: Recent operation of the HMS and HBS ETL Tools developed in Phase 2 Stage 3 of the project resulted in badly corrupt data in ISIS for these schools, and is preventing data updates needed from FAS and HSPH. The ETL Tools feed space data from CenterStone systems managed separately by HMS, HBS, FAS and HSPH to ISIS. In total, this problem is affecting 60% of the University's space data in ISIS.

Maureen Blaufuss

5/5/2014 28 The cause and remedy for these problems is still under active investigation by HPPM with the software vendor. Progress is slow due to inadequate resource availability from the Vendor. Vendor has deployed several fixes with failed results, but the overall trend has been slow but gradual improvement of technical issues. No firm resolution date has been promised but work remains active by both parties.

O



Delivery Organization: Central Administration

Project Manager: Ian CrowleyHealth/Status


ID Card Part II: Visitor Management ImplementationSponsor: John Nolan (Central Administration) & Kerry Unflat

Expected BenefitThe visitor management system will improve security on campus; provide centralized process; provide reporting and analysis.

PurposeThe implementation of a Harvard Cambridge Visitor Management system will help managing visitors' authorized physical access on campus.





$ Diff

Current to EAC


$1,453,521$764,689$1,453,521 $688,832$17,888$746,801$0$1,453,521 $0

Overall AssessmentAll documentation from the prior exercise has been reviewed. The project has a plan, communication plan, draft charter, requirements/flows and vendor evaluation docs. We have engaged with both potential vendors, CS but not FAS. The kick-off has not yet been scheduled due to challenges with peoples calendars.

The project is started. Its devided into 2 phases 1a - Scoping where the footprint, functionality, vendor and target date will be identified with a high level plan for implementation in phase 1b.All documents from the prior exercise have been reviewed. Plans created and draft documents prepared. Initial demo's done by both potential vendors. Engaged with Policies and procedures vendor. Engaged with CS. Reaching out to FAS. Phase 2 scope candidates HLS, HMS, HRE others in play Museum and Alston site.




Project kick-off 12/5/2014 3/31/2013

Draft Charter 10/29/2014 4/30/2014

Approved Charter 12/12/2014

Requirements Doc and Flows 11/3/2014

RFP 11/3/2014

Policies and Procedures - 3rd party vendor 10/20/2014

Vendor Evaluation Review and recommendation 1/16/2015

Final decision 1/30/2015

Technical architecture and data flows 9/29/2014



Date Opened


1 Scope - FAS sites and blackout periods not agreed Ian 1/9/2014 45 5/12/2014 Set up preliminary scope meeting in adavnce of the kick-offO

2 Other area's of potential scope Museum, Alston and HRE (9 residences)

Ian 9/13/2014 10 5/12/2014 Engage with each of scope candidates and agree out of scope for Phase 1

O

3 No kick-off date agreed due to scheduling issues 9/1/2014 10/31/2014 Looked for date that would work for key attendees. Agreed 12/5C




Project Manager: Isabelle ModianoHealth/Status


PeopleSoft Perfomance Management SystemSponsor: Marilyn Hausammann (Central Administration)

Expected BenefitThis project will lay the foundation for an integrated Talent Mangement solution, incl. career and succession planning. Benefits: automate the current process, eliminate flow of paper forms, easy access to data, track employees' competencies, identify top performers, increase Harvard's engagement scores, facilitate internal mobility, and contribute to the "One Harvard" vision.

PurposeProvide a University-wide on-line performance management system.

Overall AssessmentProject progressing according to plan. FY15 cycle started, all schools are using the system: about 10,000 employees have a Goal Setting form and over 25% have their goals updated and approved by their manager. The FY14 Annual Assessment had a high completion rate for the first year: 70% of the forms are completed, and 80% of employees have seen their manager's evaluation. The first set of performance management dashboards went live on October 7th. Work is in progress on new functionality, incl: cascading goals, exit interview form, FY16 form changes, and mapping competencies to job profiles.




Design 1/1/2013 3/15/2014 3/15/2014

Data Collection Wave 1 5/31/2013 10/25/2013 10/25/2013

Prepare Go-Live Tasks 7/15/2013 9/19/2013 9/9/2013

Psoft Release 36 - Development and Testing 4/1/2013 10/15/2013 10/15/2013

HDW Release 36 - Development and Testing 6/7/2013 9/16/2013 9/16/2013

Training Development - Wave 1 1/1/2013 3/15/2014 3/15/2014

Change Management - University Wide 5/27/2013 2/28/2014 2/28/2014

Change Management - FAS, CADM1 (wave 1a) 6/14/2013 2/28/2014 2/28/2014

Psoft Release 37 - Development and Testing 9/1/2013 12/23/2013 12/23/2013

Change Management - HKS, HBS, HSPH (wave 1b) 6/17/2013 2/28/2014 2/28/2014


ActiWave 2: HDS, HLS, HGSE, GSD, HMS, CADM#2, RIAS, SEAS 6/1/2013 5/18/2015 Acti5/18/2015 Acti Acti Acti Acti Acti ActiChange Management - HDS, HLS, HGSE, GSD, HMS, CADM#2, RIAS, SEAS (wave 2)

12/1/2013 7/15/2014 7/15/2014

ActiTraining Development - Wave 2 6/1/2013 5/18/2015 Acti5/18/2015 Acti Acti Acti Acti Acti ActiPsoft Release 38 - Development and Testing 11/1/2013 5/31/2014 5/31/2014

ActiPhase 2 - Performance cycle for FY15 7/1/2014 6/30/2015 Acti6/30/2015 Acti Acti Acti Acti Acti Acti Acti






$ Diff

Current to EAC


$2,558,109$1,982,997$2,834,416 $575,111$119,264$1,863,733$0$2,834,416 ($276,307)




ActiPhase 2 Forms (Exit Interviews, FY15 and FY6 forms) 12/1/2013 12/31/2014 Acti12/31/2014 Acti

ActiCascading Goals 12/1/2013 5/31/2015 Acti5/31/2015 Acti Acti Acti Acti Acti Acti

ActiPerformance Management Reporting 3/24/2014 5/31/2015 Acti5/31/2015 Acti Acti Acti Acti Acti ActiPsoft Release 39 - Development and Testing 5/1/2014 9/30/2014 9/30/2014


ActiPsoft Release 40 - Development and Testing 9/1/2014 12/10/2014 Acti12/10/2014 Acti

ActiHDW Release 40 - Development and Testing 9/1/2014 12/10/2014 Acti12/10/2014 Acti

ActiTraining Development - Wave 3 9/1/2014 5/31/2015 Acti5/31/2015 Acti Acti Acti Acti Acti ActiPsoft Release 41 - Development and Testing 11/1/2014 5/31/2015 Acti5/31/2015 Acti Acti Acti Acti Acti ActiHDW Release 41 - Development and Testing 11/1/2014 5/31/2015 Acti5/31/2015 Acti Acti Acti Acti Acti ActiStabilization 5/31/2015 6/30/2015 6/30/2015 Acti Acti




Project Manager: Monica FisherHealth/Status


Oracle Fixed Assets - Implementation PhaseSponsor: Maureen Forrester (Central Administration)

Expected BenefitImplementation of Oracle Assets to enable better maintenance, management, utilization and planning of the University’s asset base.

PurposeHarvard currently records assets in many separate systems, and does not have one system of record for asset data (financial and non-financial). Custom tables in the Oracle General Ledger record assets at a summary level, and depreciation is performed on an annual basis. Tubs maintain separate systems and have disparate processes to meet sponsored and other detailed asset





$ Diff

Current to EAC


$4,234,453$3,956,877$4,421,192 $277,576$178,544$3,778,333$0$4,421,192 ($186,738)

Overall AssessmentThe Oracle Assets project went live successfully with it's final phase - Phase 3 - on 10/1. The project previously went live with Phase 1 on 4/1 and Phase 2 on 7/1. All building and equipment assets have been loaded to the new system and are in the process of final reconciliation to the source data and the General Ledger. All training classes have been completed and training documentation is being finalized. Enhancements included in FINDINI Release 4.0.6 were deployed to PROD at the end of October. Initial requirements for Spring 2015 release have been identified (e.g. Sponsored Reporting) and CEMLIs are being drafted to enable scoping in November. Efforts to knowledge transfer between the project team and both FSS and FAR continue.




Build Complete 9/1/2013 12/31/2014 12/31/2013

Test Phase 1/2/2014 3/12/2014 3/12/2014

Phase I Tubs deployed 1/2/2014 4/1/2014 4/1/2014

Phase II Tubs deployed 4/1/2014 7/1/2014 7/1/2014

ActiPhase III Tubs deployed 7/1/2014 10/1/2014 10/1/2014




Project Manager: Georgina PragerHealth/Status


Cross Registration Phase 2Sponsor: Judy Singer (Office of the President and Provost) & Krupa Patel

Expected BenefitIncrease in total number of Harvard and non Harvard students cross-registering for Harvard courses. Decrease in total cross registration application development, maintenance, and infrastructure expenses.

PurposeEnhance the University Cross-Registration application to include all schools and enhancement requests as identified by surveying faculty, registrars, students, and advisers.





$ Diff

Current to EAC


$260,010$193,018$260,010 $66,992($11,299)$204,317$0$260,010 $0

Overall AssessmentNovember 3.1 release development is complete. Regression testing and release preparation are in progress.




ActiCross Reg. November 3.1 Release 7/29/2014 11/20/2014 Acti11/17/2014




Project Manager: Georgina PragerHealth/Status


Faculty Promotions Reappointment (Aries) ImplementationSponsor: Judy Singer (Office of the President and Provost) & Krupa Patel

Expected Benefit-Compliance with federal EEO/AA requirements -Increase the efficiency of faculty and staff time through enhanced data access,quality, accuracy, and portability. -Enable effective business continuity planning and protection from the risk of data loss inherent to

PurposeFinancial risk in losing federal grant funding for being out of compliance.Lack of data retention/business continuity





$ Diff

Current to EAC


$599,000$71,986$599,000 $527,014$17,365$54,621$0$599,000 $0


Date Opened


1 Timeline has been adjusted to reflect actual Pilot start dates and adjusted resourse plans. Project budget and end dates were not impacted.

Georgina prager 9/22/2014 10/31/2014 Pilot progress will be monitored and resources will be recruited pending management approval.

C

Overall AssessmentAll 3 schools are actively piloting and initial feedback has been reviewed with the vendor.




Go no go decision 1/1/2015 2/6/2015 4/30/2015 Acti Acti Acti ActiPilot feedback review with vendor 12/1/2014 2/6/2015 12/31/2014 Acti

ActiPilot promotion cases start (all 3 schools) 9/8/2014 8/28/2015 10/15/2014

Security and Architecture Reviews 5/12/2014 8/14/2014 8/29/2014

Faculty Affairs office configuration and training 7/8/2014 8/21/2014 9/12/2014




Project Manager: Joe MayoHealth/Status


ADAMS ProjectSponsor: Kristen Bolt (Office of the President and Provost)

Expected BenefitExpand the current ADAMS implementation from HMS to all researchers at Harvard. ADAMS is a tool to track and manage workflow for the Harvard Research Data Security Policy and Data Use Agreement contracts. The implementation will enable faster approvals for research and greater accountability for research data security.

PurposeProject is to achieve three things:1.Enhance the system to accommodate the additional requirements of pilot users as well as defined enhancements from the business owner.2.Implement the system on HUIT infrastructure, supported by HUIT staff at both the system and





$ Diff

Current to EAC


$220,705$142,049$275,000 $78,656$22,991$119,057$0$275,000 ($54,295)

Overall AssessmentThe ESTR release code changes were moved to the production environment on 10/23/2014.Training sessions for our school pilot have been completed for GSE (Graduate School of Education) and training sessions are in process for HSPH (Harvard School of Public Health). The school pilot for HBS (Harvard Business School) is currently in process.

A collaborative effort is underway with the Identity and Access Management Team on an XML File Export. The Identity and Access Management Team is reviewing the requirements and waiting to hear back on a timeline on the XML export.




Engagement of developers (Administrative Web Services & Isovera 7/15/2013 7/29/2013 7/29/2013

Requirements confirmation and documented 8/9/2013 8/13/2013

Development of enhancements complete 1/31/2014 3/7/2014

Soft-launch with pilot users (GSE, HBS, FAS Econ, HMS) 3/10/2014 4/18/2014 6/27/2014

ActiGSE Pilot - Training session / Workflow testing 4/15/2013 10/15/2014 10/28/2014

GSE School Pilot 12/1/2014 10/31/2014 12/16/2014 Acti

ActiHSPH Pilot - Training session / Workflow testing 7/1/2013 10/15/2014 Acti11/12/2014

HSPH School Pilot 12/1/2014 10/31/2014 12/16/2014 ActiHBS Pilot - Training session / Workflow testing 9/1/2014 9/19/2014 9/22/2014

ActiHBS School Pilot 9/22/2014 10/6/2014 Acti12/16/2014 Acti

ActiESTR - Release code changes to Production Environment 10/23/2014 10/23/2014 10/23/2014

Isovera - Deploy Integration of Data from ESTR to Adams in Production Environment

12/1/2014 11/3/2014 12/1/2014 Acti



Date Opened


4 The ESTR release code changes to production environment is scheduled for 10/23/2014. (Next code release is scheduled for 12/18/2014)

Joe Mayo 8/26/2014 8 10/23/2014 Monitor risk closely.C

5 Working collaboratively with the Identity and Access Management Team on an XML File Export. Currently waiting on a date confirmation from the Identity and Access Management Team. The deployment date for the XML File Export could delay our ESTR Integration.

Joe Mayo 11/5/2014 2 11/14/2014 Continue to work closely with the Identity and Access Management Team.

O




Project Manager: Julie BroadHealth/Status


Alumni Community Evolution (ACE) - ImplementationSponsor: Siovhan O'Connor (Central Administration)

Expected Benefit1. Data accessibility – data mart that aggregates data from a variety of sources for analysis and reporting2. Business operations functions supported using best-in-class platforms that increase our ability to execute outreach to alumni, donor, and volunteers through multiple channels

PurposeReplace Harvard's alumni portal, currently hosted by vendor iModules / Harris Connect, with an improved, best-in-class series of services.





$ Diff

Current to EAC


$3,723,018$797,321$3,723,018 $2,925,697$196,890$600,431$0$3,723,018 $0

Overall AssessmentThe development work continues to progress according to schedule. The team focused time in October on a feasibility study for moving hosting to the cloud. The report will be presented to the project steering committee in early November for a final recommendation. Profile enhancements continue with the implementation of a mobile responsive template. Data integration strategy has been finalized and development will begin in the next project sprint. Discussion groups will be completed in the current sprint. The alumni authentication data model is finalized and user experience flows for claiming accounts through IAM is kicking off.




ActiAlumni Profile and Search enhancements post pilot phase 7/1/2014 11/21/2014 Acti11/21/2014

Discussion Groups Requirements 7/1/2014 8/15/2014 8/15/2014

ActiDiscussion Groups Development 8/4/2014 10/3/2014 10/3/2014

ActiResponsive/Mobile Design & Ehancements 8/4/2014 10/13/2014 10/13/2014

Online Giving Requirements/Design 7/1/2014 8/29/2014 8/29/2014

ActiOnline Giving Development 9/8/2014 12/22/2014 Acti12/22/2014 Acti

ActiEmail Marketing (ExactTarget) Planning & Configuration 8/4/2014 12/22/2014 Acti12/22/2014 Acti

ActiEmail Forwarding Design & Development 10/27/2014 12/22/2014 Acti12/22/2014 Acti

ActiAdministrative portal Design & Development 9/8/2014 3/13/2015 Acti3/13/2015 Acti Acti Acti ActiClass Notes Migration to VanillaForums 12/1/2014 3/27/2015 3/27/2015 Acti Acti Acti ActiEvents Registration Design & Configuration 1/5/2015 5/22/2015 5/22/2015 Acti Acti Acti Acti Acti

ActiAlumni Authentication Design & Development 8/4/2014 5/22/2015 Acti5/22/2015 Acti Acti Acti Acti Acti ActiReporting Environment - Phase 1 4/6/2015 12/18/2015 12/18/2015 Acti Acti Acti Acti Acti Acti ActiClass Pages Migration to AlumniMagnet 2/2/2015 5/22/2015 5/22/2015 Acti Acti Acti Acti



Delivery Organization: Teaching and Learning Technologies

Program Director: Kristin SullivanHealth/Status


Teaching and Learning TechnologiesSponsor: Anne Margulies (Harvard University Information Technology)

Expected BenefitTo provide a continually evolving set of faculty-friendly, student-focused technologies that support teaching and learning across all Harvard schools, facilitate pedagogical innovation, and contribute to educational research

PurposePlan, design, and implement a modular, integrated set of powerful, extensible and flexible tools and services to support the full range of teaching and learning activities across Harvard.





$ Diff

Current to EAC


$6,314,579$579,177$6,314,579 $5,735,402$198,049$381,128$0$6,314,579 $0

Overall AssessmentOverall program proceeds as planned, despite continued capacity constraints in the areas of devops, software engineering, and business analysis. Contract developers have made good progress on A/B testing tool, and we are currently searching for faculty to pilot it in Canvas during the spring term. Software engineering team is also focused on enhancements to facilitate and support course site creation and course shopping for spring term.

Migrations have commenced for spring courses. In addition, we have initiated a pilot implementation of Canvas Catalog to evaluate its fit for executive education.

Our technology partnership with HarvardX and edX continues, with TLT working with edX to provide edX course integration to third-party tools using the same standard (Learning Tools Interoperability or LTI) as Canvas.




ActiTLT program positions filled for implementation phase 5/19/2014 9/30/2014 Acti11/28/2014

ActiProgram governance convened 10/31/2014 10/31/2014 10/31/2014

ActiDevelop executive education platform strategy 9/1/2014 10/17/2014 10/17/2014

ActiUX strategy and implementation plan developed 7/28/2014 6/30/2014 10/31/2014

ActiPrototype pedagogical component developed 4/1/2014 8/29/2014 Acti1/30/2015 Acti Acti

ActiData format and semantics defined for research data 4/1/2014 8/29/2014 Acti1/30/2015 Acti ActiData storage repository defined for research data 11/1/2014 8/29/2014 Acti2/27/2015 Acti Acti Acti



Delivery Organization: Strategy and Planning

Project Manager: Tim VaverchakHealth/Status


CIO Initiative - CollaborationSponsor: Ben Gaucherin (Harvard University)

Expected Benefit* To simplify and facilitate University collaboration by creating a universal Harvard directory within email and calendaring tools significantly improving the efficiency of scheduling meetings easing coordination efforts across the University thus decreasing cost and increasing agility* To position toolsets to allow files to be shared between and outside of Harvard consistently,

PurposeTo support the diverse communication and collaboration needs within the Harvard community as well as external participants in a seamless, consistent and effective way.





$ Diff

Current to EAC


$1,120,575$554,720$1,120,575 $565,856$243,174$311,545$0$1,120,575 $0


Date Opened


Username conflicts Hellen Zziwa 9/29/2014 7 11/28/2014 Individuals may optionally use, and display, a different name other than their official name within Harvard systems which may lead to conflicts when FIM is enabled

O

Collaboration Support Responsiveness Collaboration support group

9/1/2014 11 12/31/2014 Continual improvement of support of Collaboration elements includes: Action items Provisioning “SLA” report, Tools subgroup plan, documentation of provisioning procedures

O

Overall AssessmentThe Collaboration Program has been established in earnest tying together UC, IAM, and Mailbox Migration teams. We are now centrally tracking issues and risks in addition to having regular program check-in meetings to ensure consistency and support between organizations. The HMS environment is being built to support the Bridging needs that will allow HMS to migrate all mailboxes on whatever schedule meets their expecations.




ActiProvisioning Infrastructure to support HMS in place 7/1/2014 11/14/2014 Acti11/14/2014

ActiExchange environment established to allow HMS migrations 9/1/2014 12/19/2014 Acti12/19/2014 ActiHMS O365 Pilot complete 11/3/2014 2/27/2015 Acti2/27/2015 Acti Acti ActiHMS Migrations 1/5/2015 6/30/2015 6/30/2015 Acti Acti Acti Acti Acti ActiSEAS Phase 1 Migrations (IceMail) 12/1/2014 1/31/2015 1/31/2015 Acti Acti

ActiCentral Admin Mailbox Migrations 9/1/2014 1/31/2015 Acti1/31/2015 Acti ActiHSPH Mailbox Migrations 2/1/2015 3/31/2015 3/31/2015 Acti ActiFAS Mailbox Migrations 4/1/2015 1/30/2016 1/30/2016 Acti Acti Acti Acti Acti Acti Acti



Date Opened


Request to automate FAS provisioning by April migrations Tim Vaverchak 10/13/2014 5 11/21/2014 Requirments finalized, IAM working with consultant to validate implementation plan

O



Delivery Organization: Harvard University Police Department

Project Manager: Jack AveryHealth/Status


EPACS (Enterprise Physical Access Control Systems)Sponsor: Bob Iuliano (Office of the General Counsel)

Expected BenefitThe EPACS project addresses the expressed needs of schools and units for specialized physical security systems management and support, mitigates risks identified by RMAS in the 2008 university-wide physical security systems risk assessment, and supports Harvard’s goal of maintaining a safe and secure campus.

PurposeThe EPACS project team will partner with HUIT, RMAS, University schools, and units to create a robust and secure, centrally managed, physical security platform and accompanying controls to safeguard people and assets for the Harvard community. EPACS Phase One will be considered complete when 9 schools and units have migrated to the enterprise system.





$ Diff

Current to EAC


$1,122,769$793,628$1,379,979 $329,142$6,944$786,683$0$1,379,979 ($257,209)

Overall Assessment•FAS Athletics successfully migrated 10/8 close out meeting scheduled for 11/14•Radcliffe kick-off meeting conducted and effort initiated•Audit for Radcliffe conducted•SEAS preliminary meeting scheduled to discuss timeline of their migration•Enterprise architecture effort continuing




H_S_A Migration 7/1/2013 10/1/2013 10/1/2013

CNS Migration (FAS Department) 7/1/2013 9/27/2013 9/27/2013

HUP Migration 9/1/2013 11/27/2013 11/27/2013

GSD Migration 10/1/2013 1/30/2014 1/15/2014

HKS Migration 10/1/2013 1/30/2014 1/23/2014

Arnold Arboretum NEW CANDIDATE 2/5/2014 3/31/2014 3/26/2014

Divinity Migration REVISED due date 3/1/2014 5/30/2014 5/21/2014

FAS Athletics 10/8/2014 10/8/2014

HUHS Migration-REVISED due date 10/1/2013 4/25/2014 4/22/2014

SEAS Migration 3/1/2014 6/30/2014 6/30/2014

ActiRadcliffe Migration 10/15/2014 Acti12/10/2014 Acti



Date Opened


2 Need to put helpdesk/EPACS support solution in to place by next fiscal year. Risk-lack of permanent helpdesk solution may result in reputational damage

Maureen Kelly 9/1/2013 63 1/2/2015 George Fox is working with HUIT on potential solutions and/or collaborations.

O

4 PACS feed is impacting some clients. Project and team resources have been stretched very thin, pushing response time for PACS feed testing back. Risk-lack of change management processes and effective communication may cause reputational harm and may discourage schools and units from adopting to the central server.

Kerry Unflat 9/1/2013 63 9/1/2014 Kerry Unflat has been talking to Magnus Bjorkman and Jane Hill to discuss change management for the PACS feed moving forward. EPACS resources may mitigate this risk by giving the HUPD team the bench to participate in product management for the personnel feed.

O

9 George Fox has resigned. Maureen Kelly will assume George's role in EPACS but George's experience will be missed and the labor force again has been reduced which will slow the process and hinder the ability to meet the milestones.

Kerry Unflat, Jack Avery

7/28/2014 16 11/14/2014 Interim Project Manager is working with Chief Riley on posting critical project resources.

O



Delivery Organization: Infrastructure

Project Manager: Moh ElBaz & Rob ParrottHealth/Status

Period End8/31/2014

Computing on DemandSponsor: Sue Walsh & Jim Waldo

Expected Benefit1. Cost savings as we leverage cloud-provided compute and storage (versus built out our own).2. Drastic reduction in provisioning times; IT as an enabler (reduction in idea-to-trial cycle).3. Coherent University-wide strategy providing contracts with preferred vendors vetted for security practices and data protection.

PurposeThis project aims to deliver on two HUIT strategic initiatives namely #8 (Make available a cost-effective, shared, on-demand, and self-service computing environment) and #3 (Leverage shared research computing resources across the schools and develop a multi- tiered model that is responsive to research needs while increasing options for self-service).

Overall AssessmentThis is the FINAL REPORT and PROJECT CLOSE for "Computing on Demand"- Overall, the project was a success in that it brought focus on the Cloud and DevOps within HUIT organization AND catalyzed the development of Cloud/DevOps/Datacenter Transformation initiatives.

ACCOMPLISHMENTS (see Milestones for details):- The project delivered the following deliverables: Amazon Web Services for Harvard, Harvard RC Cloud (based on OSP), HUIT Testbed Cloud (based on RH OSP Icehouse Release), Cloud Tools (i.e.; Nephos) and Education, outreach and support (i.e.; Basic & Advanced AWS Training, Cloud Website, Solution Architecture facilitation, etc.). Webroot PaaS deliverable was cancelled.

FINANCIAL CLOSE (please see Financials for details):- $370K was allocated from the ITCRB budget. Approx. $282K was spent in FY'14 on Hardware, Software support licenses, and training and education. Approx. $88K was rolled over into FY'15.

TECHNICAL CLOSE:- Software Code and Documentation for Nephos Cloud Tools are checked into HUIT GitHub Repo.- Engagement journals, acceptance testing suite, scripts, and software for the OpenStack Platform are being forked from Redhat GitHub repo (https://github.com/jsimonelli/harvard) to HUIT GitHub Repo.

LESSONS LEARNED:- Culture & Organization change essential to meet challenge (need to shift from grassroots to top/down ownership)- Transition from Operational to Engineering practices is be required- Eagerness to adopt cloud cannot be met by current resources- New tools & practices will be needed

SPONSOR CLOSE:- Jason Snyder requested to do a project close on Computing on Demand and roll everything into the Cloud/DevOps/DataCenter transformation initiatives.




Fully-executed Enterprise Agreement with Amazon, including the ability to aggregate Harvard’s AWS usage and billing through the General Ledger

7/28/2013 7/28/2013

Security assessment (by HUIT Security) that informs compliant usage of AWS services

8/15/2013 8/15/2013

Dedicated X-functional Engineering ‘SWAT’ team assembled with space appropriate for collaborative work

8/26/2013 8/26/2013






$ Diff

Current to EAC


$333,885$333,911$370,000 ($26)$88,463$245,448$0$370,000 ($36,115)


Date Opened


1 Externalities to the project, including datacenter access, equipment availability and staff unplanned absences and departure from the Project have shifted due dates on internal cloud pilots back about a month.

Additional test equipment and increased vendor involvement and consulting are in place and will help to mitigate these due date slips. In the meantime focus has been shifted to cloud tools and consulting with early adopters in HUIT.

C




Harvard Research Cloud – Cloud capabilities for research and teaching at Harvard.

4/15/2014 4/15/2014

Demonstration of multitenancy workload in RC Cloud 5/1/2014 5/1/2014

Education, Outreach, Support – Resources and support structures for early adopters, including ABCD cloud group, communities of practice around cloud, and online resources.

6/30/2014 6/30/2014

Cloud Tools – Adopt and develop tools needed to ease adoption of cloud (Fall 2013 & ongoing)

6/1/2014 6/1/2014

HUIT Testbed Cloud – In house capability for cloud IaaS that is compatible with AWS.

8/31/2014 9/9/2014

Webroots PaaS v0.1– A Webroots-like environment that provides a cloud “platform-as-a-service” capability to Harvard.

5/1/2014 9/12/2014


End DateStart Date

F/Actual

Planned

F/Actual

Planned Current StageProject # Project Name

Overall Status

Current Budget

Cost to Date

% of Current

Estimate to

Complete

Estimate at

Complete

$ Diff Current to EAC

9/12/147/29/13

9/12/147/29/13Computing on Demand520885-0002 Close90.2%$ 370K $ 334K -$ 36K$ 0K $ 334K

Page 2 of 2Created on 11/20/2014 2:38:21 PM by Patricia Buickerood On TrackAt RiskTroubled Completed On Hold

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