Project Prioritization

The following criteria will determine if a request for an IT-related solution (i.e., software, hardware implementation services) requires consideration by the IT Governance Council. If the response to any of the following questions is “yes,” the IT-related procurement must follow the IT Governance review and approval process.

  1. Does the IT-related request meet the definition of Enterprise?
    1. Multi-instance (across units or across organizations);
    2. Associated with Enterprise systems and services used to store and manage data and processes; and
    3. Runs mission-critical software
  2. Does the project introduce new functionality (not a direct replacement for existing applications)? 
  3. Does the IT-related request create the potential risk of a data breach in any enterprise system?
  4. For LSU A&M Campus Only: Does the IT-related request require significant ITS resources (e.g., implementation, integration, data loads)? Significant shall be considered greater than 40 hours of ITS resource effort.

Proposals shall be in the form of a Business Case prepared by the ITS Portfolio Management Office in collaboration with the requester (stakeholder). The business case shall include a brief background that sets the context for the problem to be solved, an analysis of possible solutions with high level resource estimates (since product is unknown at this point), and a recommendation for a path forward.

Approved project proposals shall be prioritized by the Council utilizing an agreed upon methodology that takes into account resource requirements and impact of the project to the University. This prioritization will identify the projects that are the highest priority for meeting the University’s strategic goals and will serve as a guide to ITS for allocation of scarce IT resources. The Council shall prioritize projects at monthly meetings or as soon thereafter as possible. Prioritized projects shall be submitted to the Provost and the CFO for final approval.

 

These were the projects that were successfully implemented in Fiscal Year 2023.

 

Project Name Project Description
Document Storage/Imaging (Document Management Identify and implement a tool to use to store and retrieve enterprise documents. The tool will support multiple file types, integrate with various current systems, allow for the classification of documents, support defined security restrictions and other typical document management features.
NCAA The LSU A&M Athletics Department currently uses a custom application for NCAA-compliant registration, tracking and reporting of Student Athletes. The NCAA project manages the identification, selection, procurement (if needed) and implementation of a software solution to replace the legacy system as part of the overall Student Modernization Program.
Payroll Billing System LSU’s Payroll Department is seeking a Billing System or a Benefit Enrollment System that is reputable, stable, and proven to work to maintain enrollment, and/or billing and reporting of the LSU First Health Plan and LSU insurance liabilities (all employees, all retirees, and all campuses).
Chat Bots for FAQ Assistance The Accounting Services department would like to utilize a proof of concept and potentially move forward with implementation of a chat bot that helps answer frequently asked questions on their website. The goal would be that this tool would help reduce calls regarding frequently asked questions.
Faculty Information System Implementation

Louisiana State University (LSU) has procured and implemented Digital Measures and have renamed the instance of the product Faculty 360. Faculty 360 was implemented to modernize Louisiana State University’s information systems and processes by providing improvements to the faculty promotion-and-tenure decisions and annual review process.

Currently, the vendor Digital Measures will increase rates when the existing contract expires in June of 2021. In addition, Digital Measures does not provide adequate user capabilities to make form changes or minor modifications. All changes must be routed through Digital Measures development with a long turnaround time. Also, the project has been transitioned to the Office of Academic Affairs who would like to take this opportunity to review the other vendors in the space to ensure the right service is being provided.

Office of Communications - PM Onboarding The Office of Communications needs a method through which to manage and route project requests. The team would like access to the PM module as well as the ability to archive historical project data.
Civil Rights Transition to Maxient Currently our office has two case management systems, NAVEX/Ethics Point and Maxient. With two case management systems culling data and similar data, processing cases and ensuring equity is compromised. Our wish is to move from two systems to all information being managed in Maxient. Currently Maxient cases are only student cases and any other report is routed through EthicsPoint. We would like for all reports to be routed through Maxient.

These were the projects that were successfully implemented in Fiscal Year 2022.

 

Project Name Project Description
Campus Life - Student Organization & Event Management A new organization management and event planning solution for LSU AM Campus Life would enable students to create their own communities, therefore increasing student involvement across campus. If not addressed, there is a possibility for decreased student enrollment, as well as decreased involvement for faculty and staff. This project will establish a new system to support the growing needs of the Campus Life Department as well as student organizations and event management.
LSU Discover Onboarding to TDX Successful deployment of new LSU Discover portal and application within TDX. Service catalog configured for faculty profile browsing and services configured for creating, editing, and deleting faculty profiles.
School of Social Work - Automation of Manual Processes

The Field Office manages all the administrative tasks associated with assessing student availability for placement; managing student preferred placement requests; monitoring student professional behaviors outside the campus setting; recruiting and retaining competent field supervisors and qualified agencies; and attending to accreditation and programmatic needs. This also includes timelines and tracking related to student eligibility, agency availability, and confirmation of required clearances and orientation/training. These processes have historically been managed via paper or by using different computing platforms such as spreadsheets and word documentation software, as well as phone or email communications, digital databases with essential information about students, field instructors, and agencies. However, these processes have become more difficult to manage over time, and lack integration with other institutional software systems which creates overlap and unnecessary data entry.

The goal is to secure a Field Placement software that is a web-based platform that will provide access for field staff, students, field instructors, and administrators that enable everyone to gather and store information, submit documentation, and pull reportable data

M365 Security Features The M365 Security Features project will launch updated security features available via the new Microsoft M365 A5 Licenses.
Electronic Research Administration (eRA) This project represents an implementation of an eRA system to manage pre-award processes for administration of research proposals, awards, grants and contracts; post-award processes for administrative reporting; and compliance protocol management.
Encryption Audit Recommendations Currently, LSU does not have a centralized platform for anti-virus, encryption, system inventory, patch management, and other endpoint management tasks. Microsoft’s on-premises System Center Configuration Manager (SCCM) and Microsoft’s cloud-based Intune platform are proposed as solutions that would address many visibility and management problems across enterprise endpoint systems and mobile devices.
Disability Services - Data Management Systems The purpose of the project is to provide secure, comprehensive record keeping for Disability Services. Housing all student data in one system will eliminate many of the manual data entry tasks performed by Disability Services staff. If implemented, Disability Services will not only be able to continue serving the student population with disabilities but be able to do so more efficiently.
Project Management Consulting - OAA This effort was undertaken to help the Office of Academic Affairs implement a project management tool to manage the incoming requests for new and revised policies as well as manage those efforts throughout the lifecycle of policy management.
Software Repository This project is to create a software repository that can be used across campus as well as in a future stage multiple campuses to search and learn about software that has been purchased and is in use at LSU.
Diverse Supplier Web Form - TDX Develop a Diverse Supplier web form and service that can be used to manage and route requests for the Diversity Supplier office on campus.
Hardware Resale Program The Hardware Resale Program is being established as a means for LSU Faculty and Staff to purchase LSU-owned computer equipment from ITS at cost. As ITS purchases equipment in bulk, the goal is to provide equipment to Faculty and Staff in a more efficient and cost saving manner. Both TeamDynamix and PCR-360 will be utilized to support this new process.
myLSU Portal Old myLSU portal is being phased out with a new version from the same vendor
- New portal complies with accessibility guidelines
- Proposing a 2-phased process
PCR - Budget Project This effort is a operational effort that will convert a portion of the Monthly Recurring Charges in PCR from billed via PCR to a budgetary allocation for each department given to ITS at the start of each fiscal year.
Academic Affairs College of Engineering - TracCloud Integration Stakeholders are leveraging MF queries and manipulating/transforming data within Excel spreadsheets. There is also manual tutoring matching being conducted from application surveys. All of these efforts are taking away from normal duties and interfacing with students. An integration with this data into a platform would cut down on manual intervention and put data into their hands for faster decision making and collaboration between students and tutors. Having data being more easily accessible and be able to publish papers and provide outcome data more readily to donors would improve department's image.
CAS - TracCloud Migrate TutorTrac to the cloud solution TracCloud
College of Engineering - Gradescope Integration Integrate Gradescope into Moodle.
PCR - Budget Project Enhancements This effort is a operational effort that will convert a portion of the Monthly Recurring Charges in PCR from billed via PCR to a budgetary allocation for each department given to ITS at the start of each fiscal year.
Inventory App Improvements Changes/Improvements to the Inventory app. Add an unlocated # to the certification tab. Additional column added indicating yes or no for photo associated with that item.
Foreign Languages Lab Films Database One of the main components to the lab is our film collection, with over 4,000 titles (DVD, BluRay, and VHS) and a searchable database for visitors to the site/facility to browse to locate films for viewing. We would like to add to our website by building a secure log in page that allows LSU students and faculty to view our films via streaming, either from home or elsewhere on campus. We are currently digitizing our collection but have no means of uploading or embedding them into a secure site. Our staff consists of undergraduate student workers and we simply do not have the skillset to accomplish such a task.
HRM - Communications Projects Intake Need software or platform to intake communication project requests, allowing HRM to gather information, rank project priority, and provide updates to the project. This will allow for a more streamlined process for our department moving forward.

These were the projects that were successfully implemented in Fiscal Year 2021.

 

Project Name Project Description
CAS Exam Scheduling This project is to implement scheduling and proctoring software for the testing center.
Academic Works The goal of this project will help to match students with available scholarship offerings automatically - providing a true end-to-end scholarship management system.
Lab School Dependencies This project will identify a software solution to transition tuition and fee billing from the LSU Bursar’s office to the University Laboratory School. The preferred solution will integrate with PowerSchool, the Laboratory School Student Information System (SIS), and will utilize CASHnet (or an alternative payment processor).
CRM: Customer Relationship Management (Slate) The Customer Relationship Management project manages the implementation of a solution for the recruitment, application and admissions processes for potential Undergraduate and Graduate students. The project encompasses vendor assessment, vendor selection, legacy data archival, migration and integration.
LSU Online – Undergraduate Programs To support enrollment growth for online undergraduate degrees, LSU Online needs a Student Information System (SIS) for those programs to usher students from admission to graduation.
Transcript Delivery The Office of the University Registrar currently produces upwards of 70,000 transcripts annually. Five years ago, the department started looking at transcript vendors for delivery of student academic records including on-ground pick-up, printing and mailing to designated locations and online electronic delivery services. The biggest hurdle in identifying a viable solution was that each vendor charged a per transcript fee. Presently, students and alumni are allowed to order the first two transcript copies per day for free and additional copies are $5 each. In 2019, LSU Academic Affairs and Finance and Administration approved a policy change to charge $10.00 for transcript orders. A third-party transcript ordering delivery and processing service will allow LSU to collect the recently approved transcript fee for hard copy and digital transcripts. This project will strengthen the university’s capabilities in transcript order accuracy and efficiency, requiring very little hands-on work for the staff. The registrar’s staff can receive over 100 transcript requests per day and considerably more at the end of each semester. The most time-consuming part of the process is folding and stuffing transcripts into envelopes for delivery. A paperless consent option can help save major costs in printing, reduce fax maintenance and cuts the general staff time used to manage transcript orders.

 

 

These were the projects that were successfully implemented in Fiscal Year 2020.

Project Name Project Description
University Lab School Dependencies  This project will identify a software solution to transition tuition and fee billing from the LSU Bursar’s office to the University Laboratory School. The preferred solution will integrate with PowerSchool, the Laboratory School Student Information System (SIS), and will utilize CASHnet (or an alternative payment processor).
LSU Online - Undergraduate Programs To support enrollment growth for online undergraduate degrees, LSU Online needs a Student Information System (SIS) for those programs to usher students from admission to graduation.

 These were the projects that were successfully implemented in Fiscal Year 2019.

Project Name Project Description
Enterprise Storage Upgrade This project was needed to continue supporting ITS on-premises resources to ensure no downtime. The existing storage array required an upgrade and then resources were migrated to the new storage device.
Title IX Case Management The Title IX Case Management project manages the expansion of an existing case management solution, NAVEX, currently used by Internal Audit for investigations. The expansion will include management of cases related to harassment, discrimination and misconduct for the LSU (enterprise) Title IX Office, LSU A&M Human Resources and LSU (enterprise) Internal Audit.
Blackboard Open LMS – Moodle Rooms Pilot A pilot to determine if LSU needs can be met within the standard Moodle environment without custom development.
Single Calendar Solution Implementation of a single calendar and event registration solution for LSU (Baton Rouge campus). The solution would replace the current customized open-source enterprise calendar system called Bedework which no longer meets the needs of the campus, the Office of the President, or the Emergency Operations Center (EOC).
CLM: Contract Lifecycle Management Implementation of a contract lifecycle management product to streamline and automate the contract negotiation, amendment, execution and renewal processes.
Foundation for Technical Architecture – Azure The Foundational Technical Architecture project will configure and launch New Cloud Infrastructure as a Service (IaaS) via Microsoft Azure. This new IaaS offering will be available to the LSU Flagship Community.
Cloud Collaboration Storage – Box/Teams Roll Out The Cloud Collaboration Storage - Box/Teams project will configure and implement MS Teams and Box throughout the LSU Flagship Community.
Data Virtualization A project that allows presentation of data from disparate sources as if originating from one comprehensive data source. A tool to create virtual data marts.
LSU PD - LPR Migration LSU ITS is committed to aiding the LSU Police Department stand up the application and database servers for the License Plate Reader Cameras and Application (BOSS) they currently utilize.
ITSM: IT Service Management Tool (ticketing system) Phase 1 & Phase 2 ITS is working to replace its variety of self-developed and commercial information technology services and processes management applications with a multi-suite solution to meet University needs for a developing Information Technology Infrastructure Library (ITIL) framework ITSM system.
Unifyed Web Portal Upgrade This project scope is for the vendor to update the current version of the Unifyed software to be accessible to WCAG 2.0 A & AA compliance. This will include updates to the portal theme/layout and two portlets.
Web Conferencing Solution This project aims to replace Cisco WebEx web conferencing with an alternative web conferencing solution.