IT Leadership Directors Meeting
Minutes for Tuesday, October 13, 2015 in BA-005b
Attendees: Ray Walker, Vickie Walker, LeRoy Brown, JoAnn Innes, Dave Tobler, Tom Branam, Mike Duffin, Darel
Hawkins, Joe Belnap, Brett McKeachnie, Holley Cochran, Brian Peterson, Jake Ellsworth, Nathan Gerber, Jim
Condie, Kevin Dent, Travis Tasker, Bobby Lott, Eddie Sorensen, Dani Kent
AGENDA ITEMS:
Chip Award

This month’s award goes to Dan Reynoso. He was nominated by Jake Ellsworth.
o
POB

About Dan, Jake had to say: “Dan is great asset to the team. He remains focused on his work
despite difficult deadlines. He maintains a positive attitude and steps up when needed. He
performs his work in a professional and efficient manner.”
Overview of POB use. Review of Ray’s document, Using POB for IT Projects (included at the end of
these minutes).
o
Review of Major Requests for IT form. We’ve added another option in the ‘Criticality or Urgency’ field
- ‘Emergency’.
o
Review of Terminology. For example, it’s important to know the difference between a Project Case
and a Project Change.
o
Review of Process from Submission to Completion.
o
Review of Fields: What they mean, where they are, which are recommended for use, etc.

We are officially moving to this. It’s up and running. We should all be familiar, go to trainings if
needed.

Refer to Ray’s document (included at the end of these minutes), Using POB for IT Projects, for a
breakdown of what was reviewed.
Banner XE Upgrade
 Biggest part of the overall upgrade done over the weekend was Banner XE - putting the database
portion into production for application readiness.

Every Banner XE upgrade is at its latest version (except for Employee Profile).
New Director of BI
 New Director of Business Intelligence will be here next week. Starting Monday. His name is Ken Dahl,
and he’ll be using Tom Rasmussen’s old office.
Next Meeting Tuesday, November 10, 2015 in BA-005b at 3:00 pm
Using POB for IT Projects
Wendia POB is the system where all IT projects and ticket items are to be managed. The following manual
describes how to do that.
Project and Case Terminology
Incident Cases – for ticket items (categories can be added upon request)
Project Cases – Regular projects under case management
Project/Change – (more detailed projects under the project/change area – with templates)
Ticket items should be managed through Cases. Most projects can be managed through Project Cases. For
more complicated or stringent cases, a Project/Change should be created using a template by (in a project
case already created) under the “Additional Info” tab under “Change order” selecting the “create new
related change order”. Remember that every change needs to be saved.
Process
*Submission
Project Case is submitted on line ( goes to “Open status”) (through https://pob.uvu.edu/WSSP)
Direct link to OIT projects is
https://pob.uvu.edu/wssp/DetailWebFormNew.aspx?Webform=Project
Project Case can be submitted in system (New/Internal) – not preferred way & responsible party
should be Ray Walker
*To Reject Project – Click on Solved SS: Reject
*To Suspend Project – Put in Process then Save then Suspend (button at top)
Select -Reason code using down arrow & put in time (how long suspended)
*For OIT group review – (place it In Process) MUST BE DONE FIRST!
Under Review – still reviewing
Governance Review – to Governance Committee
*OIT Approved (means that it is now approved and assigned to a Project
Area(Coordinator/Responsible party) – to do this you select SS:Approved and under USER assign
Coordinator to the Project Manager and Responsible party to Project Manager
*Project Begins - Project Manager can then designate SS:Project Begins when the project Begins and
assign the “Responsible User’ to the principal person working on/managing the project and
“Coordinator User” as needed.
Choices for working on (in priority order)
- Work as case (use Tasks, etc.)
- Move to Project
o Choose ADHOC or Predefined template
- Spawn new case
*Project is Completed (Still a case)
Click on Solved & choose Closure Code and enter Solution Memo below Closure Code & SAVE
*Project is Completed (in a Project/Change) – Close and will auto close the case
Fields and what they mean and where they are at
Contact Person – Submitted request – person the request is for.
CASE ID – Tracking number
Case Type – ALWAYS IT Project Request or it’s not an IT Project Case – alternative is Incident for
Ticket items
Description – From Description on Web Form
Symptom Memo – From Project Details on Web Form
Discussed with - From Who in IT on Web Form
Delivery Date - From Date Needed on Web Form
Executive Sponsor – From Executive Sponsor on Web Form
Criticality – From Criticality or Urgency on Web Form
Attachments are located in Attachment Tab(If not displayed - to display it – click on Attachment
button at top)
Impact and Urgency are set to defaults of Single Person and Low still Working – CAN BE CHANGED
Priority – Set to default of P4 – CAN BE CHANGED
Additional Fields recommended to use
Start Date
End Date
Portfolio
Project Priority
Project Score
High Visibility
Tasks (as needed for assignments and break outs)
File Attachments – use for attachments to project (specs, etc.)
Additional Fields that you can use
Sponsor (not executive) – for lower level sponsors but not Contact
Description – type in notes that Contact Person CAN’T see
Times – Track time, % finished, remaining hours, track resources (calendar, % occupied, etc.)
Additional Information – Where you Create an associated Project
OIT Overview Back end Filters
My Cases | Case Table | Filter ({0}.Responsible=[U] OR {0}.Coordinator=[U])
My OIT Projects/Change | Change Table | Filter ({0}.Responsible=[U] OR {0}.Coordinator=[U])
Announcements | Filter NONE
My Tasks | Common Master Data Table | Filter {0}.Responsible=[U]
New OIT Project/Cases | Case Table | Filter None
My Activities | Activity Table | Filter None
All OIT Projects/Case | Case Table | Filter None
Reports & filters
BPRS
POB
Contact Person
Case | Contact.Customer | Description
Open Date(when submitted)
Case | Times.OpenedDate
CASE ID
Case | Id
Case Type
Case | CaseType | Id
Description
Case | Description
Discussed with
Case | Virtual.Discussed
Delivery Date (Customer Prefered date)
Case | Virtual.DeliveryDate
Closed Date(Completed Date)
Case | Times.ClosedDate
Executive Sponsor
Case | Virtual.ExecutiveSponsor
Criticality
Case | Virtual.Criticality
Impact
Case | PriorityInfo.Impact | Id
Urgency
Case | PriorityInfo.Urgency | Id
Priority
Case | PriorityInfo.Priority | Id
Start Date (when started project)
Case | Virtual.StartDateTime
End Date (Expected Delivery Date)
Case | Virtual.EndDateTime
Portfolio
Case | Virtual.Portfolio
Project Priority (Area Priority)
Case | Virtual.ProjectPriority
Project Score
Case | Virtual.Score
High Visibility (institutional Priority)
Case | Virtual.HighVisibility
Sponsor (not executive
Case | Virtual.Sponsor
Project Tracking number associated with
Case
Case | ChangeOrder | Id
VP Area
Case | Contact.Organization | Virtual.VPArea | Description
Status
Case | CaseStatus
SubStatus (SS)
Case | Case.Substatus | Description
Project Manager
Case | Coordinator | Description
Project Lead
Case | Responsible | Description
Client Department
Case | Contact.Organization | Description
Tasks, file attachments, description, times, area ID, team members, notes and comments