Finance and Administration

AMP-related projects

Data Platform

The Data and Integration Hub Project (DIHub) is a core foundational project for the Administrative Modernization Program (AMP). It will develop and implement a modern system to support the integration of common data between technology systems at OSU. Phase 2 of this project is now underway.

The scope of this phase of the project is to re-platform the data hub to the Microsoft Azure platform, load one fiscal year (2023) and to-date fiscal year 2024 Banner HR and Finance data into the Azure platform to support the Workday implementation and develop a design of the integration platform. A Microsoft implementation partner will assist OSU with the re-platform effort.

For more information, please contact the Project Manager Diana.Lindsley@oregonstate.edu.

Smart Access Program

The Smart Access program enables a foundational capability to provide appropriate access to data and systems to secure OSU's digital assets wherever they may be, in alignment with OSU's IT Strategic Roadmap. The Smart Access Program is being managed in two parts: the Identity Management System project and the Endpoint Management project.

The Identity Project team began Sprint 3 in November after completing Sprint 2 successfully. Sprint 3 onboarded key applications, enabled reporting and notifications, and configured access requests, supporting the overall project goal of identity and access management.

The Endpoint Management Project of the Smart Access Program will enable IT professionals to secure and manage devices to ensure they are properly patched and updated regularly. The project will also implement common tools across IT units at the university. The team maintains focus on delivering robust services today while proactively improving infrastructure, expanding platforms, and aligning to strategic goals.

For more information, please contact the Project Manager Trent.Guan@oregonstate.edu.

Academic and student-related projects

Beaver Hub 

Oregon State University launched the Beaver Hub to internal users in June 2023.  Phase 2 deliverables are under review and are being incorporated into the transition plan. Deliverables include guiding principles and recommendations for the following: Train & Support, Unit Onboarding, Coordinated Communications, Live Chat, Chatbot, Texting, System Inventory, and Backlog and Operations. Student listening sessions are underway. Efforts to transition to operations and iterate beyond Minimum Viable Product are underway.

For additional information, please visit the project website. https://uit.oregonstate.edu/beaver-hub

Common Course Numbering

In 2021, the Oregon Legislature passed Senate Bill 233 requiring the Higher Education Coordinating Commission (HECC) and community colleges and universities listed in ORS 352.002 to improve academic credit transfer and transfer pathways between Oregon’s public community colleges and universities. The bill directs the HECC to establish a 15-member Transfer Council with representation from Oregon’s public universities, community colleges, and from secondary education.

Recent accomplishments and ongoing efforts include: 

• Transfer Council and HECC approved 2024/25 courses in areas of Business, English, Math, Psychology and Writing to be implemented at OSU starting Summer 2024. 
• The CCN OSU Core Team is executing operational and organizational change management activities required to successfully implement the 2024/25 CCN courses, following the same implementation activities and efforts that were utilized to successfully implement the 2023/24 courses.   
• Transfer Council Faculty Subcommittees formed to begin work on CCN courses in areas of Business, Biology, Chemistry, Economics, Psychology, and Sociology to be implemented in 2025/26. Faculty Subcommittees are expected to provide proposals for Transfer Council and HECC consideration in Fall 2024.    
• Starting December 2023, EPPMO closed project management for this initiative as the CCN OSU Core Team has a sustained structure to operationally manage CCN work moving forward.

For more information, please contact the Project Manager Shain.Panzeri@oregonstate.edu

General Education Implementation

In October 2022, the Faculty Senate voted to approve the new General Education Curriculum proposed by the Baccalaureate Core Reform Committee. This action updated a 30-year-old academic curriculum by reducing its size and improving its legibility for all students, introducing a new course category to support students’ transition to OSU, adding a sequence of touchpoints to incorporate career readiness, and expanding instruction fostering understanding of diversity, equity, and inclusion. This curriculum recognizes both the value of aligning with the state’s Core Transfer Map—which facilitates seamless transfer among Oregon higher education institutions—and creating a distinctive and high-quality foundation for OSU’s degree offerings.

Recent accomplishments and ongoing efforts include: 

• The Steering Committee approved operational structures and support for Transitions and Seeking Solutions categories that provides OSU Colleges and other stakeholders information they need to effectively develop and manage courses for these categories. 
• The Organizational Change Management (OCM) committee launched outreach to Oregon community colleges to take place through winter and spring 2024 with goal of ensuring partner community colleges and OSU have the information needed to positively impact transfer student experience with OSU’s Core Education. The committee is also developing other training and informational materials for campus stakeholder rollout throughout 2024.   
• The Policy & Process and the Operations committee are working to ensure appropriate workflow and guidance is in place for colleges submitting courses for Core Education. The committee is available to provide support and clarify questions in the process. Course submissions are being tracked through the Course Proposal Status Dashboard and outreach is being done to help course proposers move through the installation process steps.   

• The Pedagogical Support and Development committee successfully launched the required training in January for faculty developing courses for the new DPO curriculum. The committee is focused on developing specialized training required for Seeking Solutions and Transitions categories available in spring 2024.  
• Launch date for new general education curriculum is scheduled and on track for summer 2025.

For more information, please contact the Project Manager Shain.Panzeri@oregonstate.edu.

Minority Serving Institution Task Force

The Minority Serving Institution (MSI) Task Force project is a strategic initiative aimed at positioning OSU for MSI status. As the university’s student demographics and the state of Oregon continue to evolve in terms of race and ethnicity, it is essential that we adapt to better serve our diverse student body and their communities.

At present, the MSI Task Force project is in its initial planning phase. The project team has framed a conceptual definition of ‘servingness’ and will be working on understanding the interventions needed to achieve servingness. The team has studied data model that was developed by Academic Affairs and IAR, and will utilize it to effectively carry out gap analysis.

For more information, please contact the Project Manager Manmeet.Khetarpal@oregonstate.edu.

Business processes and systems projects

ADA31 Project

The Americans with Disabilities Act (ADA) is a federal law prohibiting discrimination on the basis of disability. In 2021, the provost charged an ADA31 Task Force to survey Oregon State University’s (OSU) policies, programs, and systems in place to support a culture of inclusion and compliance with the ADA and make recommendations for improvements. The EPPMO is providing project management services to the ADA31 Initiative by supporting the initiation, planning, coordination, monitoring and reporting of efforts assigned to campus units involved in the initiative.

Recent accomplishments and ongoing efforts include: 

• Released the fourth quarterly report for activities completed between October 2023 – December 2023 activities.  
• Compiled a one-year retrospective and prepared a proposed project close-out strategy.  The strategy will be reviewed with the project sponsor in February 2024.

For additional information, please visit the ADA 31 website.

Project Portfolio Management System

The Project Portfolio Management System project kicked off in January to implement the new portfolio and project management (PPM) software tool (Asana) for use initially by EPPMO, DFA-IT and the AMP project teams.

The new PPM platform will improve ability to: 

• Schedule and track individual projects. 
• Manage portfolio dependencies. 
• Improve risk management. 
• Enhance data tracking, analysis, reporting and informed decision making. 
• Monitor progress and benefits across the university's portfolio of projects. 
• Build the foundation needed to track resources and forecast capacity.

 The previous PPM platform, Monday.com, will be no longer be supported as of April 2024. Existing users of Monday.com are being contacted to help them transition to alternative enterprise level solutions.

For more information, please contact the Project Manager Diana.Lindsley@oregonstate.edu.

Grad School to Slate

The Graduate Admissions to Slate Implementation will migrate graduate admissions applications and review processes from the Salesforce platform to Slate. This strategic move aims to unify Slate's use throughout all admission levels (undergraduate, professional, and graduate) covering application processes, reviews, customer relationship management, and communications. This endeavor aligns with OSU's 2023 IT strategies, focusing on creating a resilient, cloud-native IT environment, streamlining digital work experiences, and redesigning student interactions with the digital realm.

OSU anticipates substantial benefits by adopting Slate as admissions CRM, including a consistent yet customizable application experience, reduced technical debt, enhanced applicant experiences, and streamlined operational efficiency. This project ensures OSU's competitiveness and fosters a collaborative and efficient IT environment, benefiting students, faculty, and staff while advancing their commitment to digital excellence.

There are two Rounds built into the transition of Graduate Admissions to Slate. In the first round, the Colleges of Business, Engineering, one program from the College of Health, and an interdisciplinary program, are all transitioning to Slate for the fall 2025 admissions cycle. All remaining Colleges and academic programs will shift in Round 2, for the fall 2026 admissions cycle.

For more information, please contact the Project Manager Kent.Kuo@oregonstate.edu.

IT Service Management

This project will elevate the maturity of IT Service Management (ITSM) across OSU by providing a single platform for all of OSU IT to leverage and grow. The initial phase will be a Minimum Viable Product (MVP) implementation for select groups. The project will follow a fit-to-standard model which leverages the best-in-class ITSM platform, ServiceNow. This effort is foundational to AMP, supports Data as a Service, enables Research, and will serve as a catalyst to OSU IT 2.0.

The project has completed its charter, and MVP implementation is expected to be completed in summer 2024. Executing informal request-for-proposal process and preliminary vendor selection for implementation services is nearly complete.

For more information, please contact the Project Manager Sean.Bangs@oregonstate.edu.

UHR Volunteer Management

This project aims to standardize the volunteer tracking and monitoring process between a university-wide administrative unit and the volunteer service units. Currently, volunteer service units manage separate elements of required processes (e.g. applicable background checks or agreement forms). The objective is to create a structured centralized volunteer tracking and monitoring process that will be adopted by all volunteer service units.

The project has finished development and testing, and the team is coordinating with UIT to carry out cutover activities. The project will go-live in the early weeks of February 2024, which will be followed by phase 3 emphasizing scaling to the broader OSU community that manages volunteer programs.

For more information, please contact the Project Manager Manmeet.Khetarpal@oregonstate.edu.

USSE Payroll Reporting Services Operations Transition

The USSE Payroll Reporting Services (PRS) unit will dissolve at the end of June 2024. Several universities in Oregon currently use USSE PRS to pay and report payroll tax and benefits. Following the transition, each university will be individually responsible for these activities. USSE PRS is holding various training sessions with the universities through February and activity hand-off is on track and scheduled to be complete by mid-spring 2024.

Projects in EPPMO Planning Stage

Security and Building Access Project

The goals of the Security and Building Access Project are to improve the security of all Corvallis campus buildings, which contributes to safety on campus for students, staff, faculty and visitors. The scope of the project includes access controls, security alarms, security cameras, and policy development. The Project kick off is scheduled for February 2024.

Non-credit Learning Management System (LMS) Project

This project focuses on professional and continuing education training and delivery. Successful delivery will result in a life-long learning platform for non-credit courses. The project is currently pre-charter and next steps being developed in coordination with senior IT staff and project stakeholders.

Vet Med EMR System

An effort to investigate and implement a modern Electronic Medical Records (EMR) system for the Carlson College of Veterinary Medicine is in the planning stage. The new EMR will comprehensively support and enable internal and customer-facing processes, integrate with other necessary hospital and pharmacy systems, and maintain and improve the delivery of medical care.