This project list was updated in November 2023.
Summary of the key project activities and their status.
As a part of the University’s digital transformation, colleagues in OVPR, ITD and Finance developed the Research Proposal Authorisation System (RPAS), which provides a digital solution to support the research pre-award funding process at UL. This follow-on project incorporates additional workflow messaging and email communications to add clarity for Principal Investigators and Co-Applicants to navigate the system successfully.
What does RPAS mean for the UL community?
RPAS allows submission, collaboration, progress tracking, review, management and approval of the pre-award research funding applications. The implementation of the RPAS system replaced the previous paper process - Proposal Authorisation Form (PAF).
This follow-on RPAS project will display additional messaging regarding the workflows occurring within the system as the PI moves through the application as well as additional email notifications when workflows have completed. Training information has also been included in email notifications as well as reference to updated policies.
Status
This enhancements project is in the Execute phase with user acceptance testing in progress.
| Define | Plan | Execute | Ramp | Close |
The Strategic CRM (Customer Relationship Management) project looks at implementing a new CRM system within the university to enhance and maintain a consistent and seamless student experience across various departments and interactions.
What does it mean for the UL community?
The key aims of the overall Customer Relationship Management (CRM) project are to:
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Replace the current use of multiple, mutually incompatible CRM (and other related bespoke) systems to unify the data with a single integrated CRM system for data management activities across the student lifecycle in UL1.
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Provide a single CRM platform for the management of the student lifecycle with an initial phase to focus on student recruitment and application management that integrates with the student records system once applicants have accepted a place on a UL programme of study.
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Provide a clear framework for “Digital 1st" customer relations across multiple stakeholders and divisions in UL.
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Deliver enhanced stakeholder (incl customer, prospect, student, staff, stakeholder, partner, etc) engagement and experience for university activities.
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Provide an institution-wide source of real-time data and insights (to allow calculation of return on investment (ROI), conversion rates, forecasting etc)
Status
This project is in the Define phase, status Green. The IT team are currently engaging with vendors and other universities to understand the capabilities of the systems and lessons learned in how they’ve been integrated successfully.
| Define | Plan | Execute | Ramp | Sustain |
As part of the University’s Research Advancement Strategy Wisdom for Action 2022-2027 and in support of the UL Enable Stage-2 IT Strategy, the current research information system, ULRIS, is being replaced by Elsevier Pure in 2024.
What does it mean for the UL community?
The new system, Elsevier Pure, is a global leading tool in Research Profile generation, adopted by over 400 institutions globally. It is highly capable CV module and reporting capability. It is cloud based with strong security governance. The tool also features fingerprint engine highlighting areas of expertise for each researcher and sustainability goals delivered (sample above).
Status
This project is in the Define phase, status Green.
| Define | Plan | Execute | Ramp | Sustain |
The following is a summary of the key project activities and their status:
| 2023 | 2024 | ||||
| Q4 | Q1 | Q2 | Q3 | Q4 | |
| Define phase |
Project mobilisation PID Development Contract Approval/ PO issue
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Vendor on board |
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| Plan Phase |
Business Requirements High Level Design Project Plan (80% Confidence) |
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| Execute Phase | Go Live | ||||
| Project Ramp Phase |
Ramp Transition ULRIS Decommission Start |
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| Close | Project Closure |
UL@Work is an initiative developed by UL and funded through the Human Capital Initiative (HCI) to deliver the enterprise priority set out in UL’s strategic plan - UL@50. UL@Work will build a flexible, technology-enhanced learning platform that responds to digitisation and the future world of work. There are seven work packages within the UL@Work initiative, the VLE review and implementation falling under work package two (WP2) ULive.
The VLE review and implementation project aims to research select and implement an online learning platform to support:
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The UL campus community for their online teaching, learning and assessment needs.
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A VLE that aligns with the UL Strategic Plan to grow and improve UL’s national and international educational offerings.
What does it mean for the UL community?
By the end of this project, UL will support one single VLE for all UL programs. The new VLE will be procured from suppliers approved within the HEA framework. UL’s new VLE will deliver significant teaching and learning improvements to the academic community and support best practice in pedagogy, methods, and technology. The VLE adopted by UL will be an out-of-the-box solution, with minimum customisation to address the functional requirements of UL’s academic community.
The new VLE will be, by its nature, supported by an extensive, international academic community of practice.
Status
The project is in the Mainstreaming & Close out Phase, status amber, due to tight delivery timelines. From January-June 2021 a first Phase VLE Review was carried out, engaging with the wider campus community, students, and other higher education institutions. The outcome from the Review was that Brightspace best meets UL’s requirements.
In Phase 1 & 2 approx. 250 modules began using the new VLE Brightspace. All Modules of Sem1 2023/24 were running on Brightspace in September 2023 as planned and on time. Phase 4 will include delivery of all Sem 2 2023/24 Modules on Brightspace as well as post project process confirmation and close out.
| Define | Plan | Execute | Ramp | Close |
What is the project about?
The Corporate Secretary's Office received legal advice from Arthur Cox Solicitors, with regard to persons who have left employment at the University of Limerick retaining access to their email and other business systems after their departure date.
In addition to the legal concerns, there are governance issues and significant additional risks which have been identified by the PWC Internal Control Recommendations Internal Audit Review (IA 2020-02 Starters & Leavers). The primary aim of the project is to address the legal advice and audit findings.
The scope of the project covers UL Direct employees, External Contractors, Affiliates, Tenants, Guests and Research & Professional Doctorate Postgraduate students.
What does it mean for you?
UL Direct Staff: The provision of new IT User Accounts, updates, and removal of access to existing accounts has been automated and aligned with individuals start dates and end dates on Core HR.
Postgraduate Research and Professional Doctorate students: These students are provided with an enhanced student IT User Account which has a second email address LastName.Firstname@ul.ie. The account remains active for 365 days after the student’s Award Date, as recorded in SI.
Partners (External Contractors, Affiliates, Tenants & Guests): A new on-line system to manage Partner Records (PAMS) has recently been deployed. This process makes it easier for users to manage partner records and aligns access to IT User Accounts with the start and end dates on the Partner system.
Status
The project is almost complete. The new processes have been fully implemented. Process support is being transitioned to the relevant operations teams.
What is the project about?
The University of Limerick Executive Committee have given direction that certain training is mandatory for all staff. The Learning and Development unit requires a Learning Management System (LMS) to fulfill this requirement and also to manage the general training requirements for university staff.
A Learning Management System (LMS) is a software application for the administration, documentation, tracking, reporting, automation, and delivery of learning and development programs. This project will focus on developing a Project Initiation Document, including initial sales engagement with one or more potential suppliers to help provide a high-level sizing for the project.
What does it mean for you?
As this is a project to develop a Project Initial Document and high-level sizing, it will not have any direct impact on employees. It is however, the first step toward deploying a Learning Management System at the University of Limerick which will have benefits for employees with respect to the management of training requirements and records.
Status
The project is almost complete. The Project Initial Document (PID) has been completed and implementation of an LMS system is currently being discussed as part of the Digital Governance prioritisation process.
Recently upgraded meeting room with new TV Display and video soundbar
New ways of meeting – ITD has been planning for hybrid meetings and how it can work for your part of the University.
What is the project about?
UL Executive following a recommendation from Space Management Committee, provided funding to fit out a specified meeting rooms across the campus to enable hybrid working, while ITD are lead the way with implementing this.
In a hybrid working model, the use of physical meeting rooms needs to be integrated with Microsoft Teams online meetings when some attendees are in the physical meeting room on campus and other attendees are working from home. It is therefore necessary to install equipment in meeting rooms to enable them function in a Teams (or other online meeting platform) meeting.
The equipment required will vary in each meeting room depending on existing equipment and room size, but at a minimum a video camera, microphone, speakers and display screen will be available.
What does it mean for you?
61 meeting rooms have been completed and meeting room owners have received 1-1 training and can provide you with room support. Further help can be found on Topdesk via https://ul.topdesk.net/ (search for Hybrid Meeting Rooms).
Our top tip is to allow a few minutes before your meeting starts to check all is ready to go and your online participants are all set up.
Status
61 meeting rooms have been upgraded across multiple buildings across the campus and the project is now closed.
What was the Project About?
Aligned with the University’s Policy and Procedure for Blended Working, which was signed off by Governing Authority, highlighted the need for a Blended Working Application Form.
In partnership with Human Resources, ITD delivered the online application form to enable our staff to submit their Blended Working request. As part of the solution, there are approvals and e-mail notifications in place as well as reporting and tracking functionality.
There are three key components to the Blended Working Application Form:
- Ability to complete & submit the online form (PowerApps).
- Ability to assign the online form to your Line Manager for approval, triggering approval e-mails (PowerAutomate).
- Reporting – This captures a full audit trail of the process, including the respective data fields, date and time stamps (Sharepoint Online).
What did this mean for you?
In compliance with the Policy and Procedure for Blended Working, if you wish to be considered for a Blended Working model you will need to complete the online application. The link to the online application is as follows.
Status
This project is currently in the ramp phase.
Background
As part of its strategy, the University of Limerick aims to increase the number of international students. To support this strategy
ITD’s Business Engagement Partner worked in conjunction with UL Global and Academic Registry to facilitate the UL Global request (via Tender).
The service comprising of an online platform will connect UL Offer-Holders (for example students going on Erasmus to another University or coming into UL) with peer Offer-Holders, current students, staff and alumni.
The service provided by the successful tenderer could be availed of by any Department of the University of Limerick that is resourced to implement the service. ITD’s involvement in the tender ensured compliance with best practices and followed UL’s Enterprise Architecture Principles and IT Security Policy.
The following table outlines the key ‘high-level’ phases within the overall project.
| Project Phase | Planned Start Dates |
|---|---|
| Requirements and Specifications | Completed |
| Open for Tender Responses | Completed |
| Evaluation of Tender Responses | Completed |
| Award & Contractual Agreements | In Progress |
Why are we doing this?
- To align with UL’s Strategic Goal to increase international student numbers.
- To improve efficiency of processes through automation and digitisation.
Impacted Services/What does it mean for you?
- Students engaging in Erasmus, Study Abroad and International Exchange programmes will be sent information on how to engage with the app.
- Future roll outs of the App could include CAO Undergraduate Applicants.