4/29/2026

The project team met with campus Deans and Associate Deans today to discuss the Assigned Time Evaluation Process. They will hold follow-up meetings to clarify direction based on feedback from this group and other faculty perspectives on the new process.

Evaluation work is the final project task. We aim to complete testing before summer ends and close the project before the Fall semester starts.

4/29/2026:

The project team has set a project start date of October with the Transact vendor. The project is ON HOLD until late July when the campus project team will hold a kick off meeting and prepare resources and schedules for this project.

4/29/2026:

The procurement process is complete, and meetings with the Cheqroom implementation manager have resumed. Most of the Project Team now includes representatives from the Music department, the Costume Shop, and soon a new member for the remaining work of the CNRS Bio CORE Center. The team is focused on setting up environments and preparing for the summer testing window.

The project team is also working with ITS technical resources to finalize SSO set up and begin work on how to import Course Rosters into Cheqroom.

On Time

4/29/2026:

The project team is now working on preparing for Test Scripts and Pass A preparation tasks that involve HR, Payroll,  and Academic Personal Services staff. The project is on track thus far but feeling the sense of anxiety from this massive effort.

2/27/25:

The HR Project Leads have partnered with Cal Poly SLO to assist with the project work. The independent contractor has been set up with permissions and meetings to focus the scope of work are set for next week. The project team will review the scope and make sure the initial project outcomes are reviewed and adjusted as needed, along with the timeline of the project.

4/29/2026:

Two HBAC CCTVs have been installed and connected to the UPD network. The remaining locations are scheduled for installation in the next few months after graduation, when resources become available.

11/21/2025

Training for campus CFS users is ongoing. We are collaborating with CO and CSU colleagues to address expanded finance data needs that CFS cannot fully meet. We have determined that CFS reports can replace all but one report.

SPF has been exploring CFS, and we have identified resources at CO and CSULA to assist in this exploration. Next month, the project will transition to sustainment under the Budget Office.

11/21/25:

The project team will announce the new Campus Disability Report form in the coming weeks. We have corrected the previous delay in the process.

Limited resources continue to hinder progress on Maxient functionality for Staff Accommodation, while the Student Accommodation component remains the final phase. The new ITS Project Cycle will begin in January. Meetings with the project sponsor have discussed the lack of resources from the CDRC and that the Project Office will transition to the new project portfolio starting in mid-December. In terms of this project the sponsor has agreed to complete the project on their own, which is how they started this work, and the project will be closed internally with the Project Office.

11/21/25:

This project will be closed in December and progress on the current epics will be updated in preparation for the Phase 4 start in January.

4/29/2026:

The project team continues progressing on the campus's prioritized list of core services and systems to restore after a disaster. Meetings with the Health Center, Facilities Management, UPD, and RISK are complete which gathered feedback on their respective critical services needed during a campus disaster or outage. Next, the team will meet with Housing and Dining representatives.

A significant risk arose with the news that InCommon functionality will change. InCommon manages most of our security certificates, and this change will cause project delays as we adjust or create new certification management processes.

On Time

7/31/25:

Project closing August 7. All remaining work in progress and backlog will transfer to oversight from the Slate Governance Group, which includes most members of this project team and ITS representation.

8/28/25:

There have been no updates from the project sponsor since January. Consequently, the project remains in a holding pattern, awaiting further direction. This presents a situation where a resourced project has expired the period allocated for completing the project. The ITS Project Office will reach out to the sponsor and inform them they will have to resubmit a new proposal in the prioritization cycle about to start, for consideration of completing this project.

11/21/25

Two of three bids have been received, from Kennedy & Co and Hurix. One is at the low end of our expected price range, the other is at the high end. Courtney is in communication with Carnegie about preparing a third quote, hopefully by end of November. After third bid is received, CEE team will review and decide on a project vendor.

8/28/2025

This project will close after the project debrief, scheduled for later this month.  This project reduced the campus Google storage footprint to within the standard quota. Storage was allocated to all academic programs, with additional capacity purchased for new Cal Poly Humboldt programs. Policies and procedures were established to manage storage growth, including quotas for students, faculty, staff, and departments. ITS provided tools and processes for campus users to manage and clean up data. Required storage was allocated to current faculty, students, and staff, and the alumni association’s storage footprint was reduced to a level that does not negatively impact overall storage goals.

4-29-2026
The Position Description AI tool is on track and entering a testing phase focused on HR compliance, alongside validation with a group of MPPs to ensure it meets user needs ahead of a planned pilot in May. In parallel, development of an HR and Payroll FAQ AI tool is underway, with HR teams actively contributing to build a reliable and useful knowledge base for campus users. Overall, the project remains on schedule and is progressing as planned toward initial rollout.

On Time

4/29/2026:

The project team was unable to meet in April, but meetings with College of the Redwoods peers are planned for May and will be focused on reviewing the project scope of work and how best to determine the timing of the project next steps.

On Time

4/29/2026

The team continues to work through pilots to better understand how Intune will function in practice and where outside expertise is needed. Progress is being made with device setup and testing across laptops, labs, and mobile devices, including improvements to login times and handling more complex scenarios like Android tablets and ARM-based systems. At the same time, several issues are still being worked through, particularly around licensing, application delivery, and printer support. Work with the consultant is still in the procurement process, which is taking longer than expected, and the team is continuing to build a clear list of questions and problem areas for when they are engaged.

On Time

Apr 30, 2026

April has been spent refining analysis strategy and preparing for outreach to gather perspectives from recently transitioned CSUs and local ITS SMEs. Team is also refining a rubric of dimensions to consider when developing workload and degree of change estimates.

On Time

4/29/2026:

The project team is now focused on finalizing the award process for the current cycle. The project team is currently working with the vendor to complete the award upload to PeopleSoft. This work is well underway and should resolve in the next couple of weeks. Once the award export is operational, the Financial Aid staff can run the process for awards and monitor any errors (if any). The project is still on schedule to wrap up in either late May or early June.

On Time

4-29-2026

Registration Stabilization efforts remain on track for completion ahead of the June 2026 new student registration cycle. Following last month’s successful load testing, the team has validated a controlled rollout approach, with system performance expected to support planned registration volumes. Early production monitoring during continuing student registration showed stable performance, with only minor, short-lived spikes under normal load conditions. The project is now focused on finalizing the registration schedule and group sizes, completing staff guidance, and preparing for active monitoring during initial registration windows to ensure a smooth student experience.

On Time

Apr 30, 2026

Project work this month focused on vendor due diligence and defining internal policy workflows. The project team participated in a live vendor demo of the PolicyStat software on April 22, confirming key technical and operational requirements are met. The team also met for a 2-hour mapping session on process definition, where they mapped out the essential policy lifecycles—pre-revision, revision/approval, and post-approval—and clarified roles for groups such as Senate Exec and Committee Chairs. Supporting these efforts, the team:

• Drafted a plan for maintaining a policy archive, confirming the current policy site can be converted to a "read only" archive with a banner linking to PolicyStat for current versions.

• Began initial discussions on how to manage some known data gaps, specifically addressing "Orphaned Policies" that lack a required ‘Policy Owner’ in PolicyStat.

4-29-2026

Bay migration set for July 15th.  We will have ITS support available to help Service Owners prioritize fixes as needed.  All Service Owners have signed off on this date and have indicated they have plans, if applicable, for alternative workflows if there is downtime. 

Apr 30, 2026

Alumni MFA/Duo expansion is on track for a June rollout. Plan has been confirmed with Help Desk, ITS Admin, and Alumni Affairs: Duo Push as the standard offering, with Help Desk offering SMS/Telephony as the only alternative for exceptions. Yubikeys will not be supported for alumni (at request of Alumni Affairs). 

The project team continues to work with Proofpoint SMEs to evaluate operational tradeoffs for a few open questions related to outbound email filtering and automating ATO response.

On Time

5/29/2025

Following the successful completion of the pilot for the new refresh process, a Governance Group will be formed to provide ongoing guidance as the program advances. At present, the final version of the consolidated refresh report is still pending, delayed by resource constraints. This project is closed.

4-30-2026

The WASP Inventory Management project remains on track for on-time completion. The new cloud-based system will not include integration with campus applications as originally scoped.  Inventory updates will be managed through Accounting and the ITS Computer Refresh Team to ensure consistency and audit readiness. Initial inventory data import from SCLogic is scheduled for upload next week. Following this, campus asset owners will be introduced to a standardized process for reporting asset moves, transfers, and disposals. The PMO will provide change management support for a smooth transition to the new system.

On Time

4-29-2026

The Welcome Week Attendance Tracking project is moving forward with development of an APEX application using card swipers to reliably capture student attendance at events. Exploration of Slate’s native QR code and SMS capabilities confirmed they are not sufficient to meet operational needs within the current timeline, reinforcing the selected approach. While texting through Slate remains under consideration, resource constraints and implementation complexity may require consultant support, with Humbot retained as a fallback option. Data challenges—particularly building accurate communication lists from multiple student groups in PeopleSoft—continue to require focused technical effort. Overall, the project carries moderate risk to full scope delivery but remains on track to meet core timeline needs.

On Time