IT Projects

centre for learning building located on the Kelowna campus

What do we do?

As part of the IT Services portfolio at OC, the IT Project Team provides project management and technical expertise on strategically aligned IT projects and initiatives.  Through a collaborative framework, we coordinate the efforts and activities of cross-functional teams to drive a project to completion.  Our goal is to increase communication, promote a culture of high standards, expectations, and continuous improvement all while meeting an identified need effectively and efficiently. 

Activities include:

  • Business Analysis - establishing the process and standards for business analysis methodology
  • Digital Process Transformation - supporting the process of analyzing business processes or forms to reduce inefficiencies
  • Project Management - providing project management skills and support to lead approved IT projects and cross-functional initiatives
  • Change Management - including training opportunities and project communications

What is an IT project or initiative?

IT projects and initiatives are classified as either a Software Enhancement or Change, process and forms digitization, or a New Project Idea.  IT projects may not always result in a technical project; they can take many shapes.  Most often, IT projects involve the evaluation of processes on a greater scale and may include multiple types of transformations. 

Note: all IT project requests must have identified funding, outline any departmental impacts (enterprise or more focused, including personnel), and name a project owner. 

    A software enhancement or change request is any change or upgrade that increases software or hardware capabilities beyond the original specifications.  Enhancements generally allow software and hardware product performance scalability.

    Example: "I need a new report for class lists added to TIMS"

    Submit an IT Service Request.

    IT projects take many shapes and sizes, sometimes an IT project may result in a significant business process transformation.  As part of Corporate Services division at Okanagan College, the IT Projects team works collaboratively with group of key stakeholders and process owners to conduct an analysis on a new or existing process or form with the goal to improve the overall customer experience, thus improving turnaround time and reducing inefficiencies all while using technology. 

    Process and forms digitization requests require the following:

    • Approval from your Director,  Supervisor, or Manager, and the process owner
    • A review of the current process flow including identification of core activities
    • An explanation of what the transformation will achieve

    Example: Contract Routing form 

    Submit a Process & Forms Digitization - Request.

    A new project idea either establishes a new technology-based system or service, or significantly enhances an existing one.  It also has a defined beginning and end, and is not routine, but is a specific set of operations designed to accomplish a goal.  

    The following applies to all IT projects:

    • IT resources are required
    • Enterprise impact (college-wide or multi-department/area impact)
    • Has a technology component that requires software integration
    • High visibility or high impact to the requesting department or area
    • Ongoing IT support for the product after implementation will be needed

    Example: "I want to implement Microsoft 365 for my department".

    Submit an IT Project Request.

      How to get started

      Have a project idea or initiative?  Not sure how to get started, follow these simple steps:

      1. Socialize your idea with you Direct Manager or Supervisor and your team to gather feedback.
      2. Refer to the project classification process to determine the project type: New Project Idea (Lite or Standard) or Corporate Services Transformation Initiative.
      3. Complete the applicable action below.

      Noteworthy projects & initatives

      Project or Initiative Name 

      Department

      Description

      Multi-factor Authentication (MFA) Implementation

      IT Services,

      College-wide

      MFA enhances your IT security and protects your sensitive data and confidentiality by requiring users to choose a secondary authentication method to access Microsoft 365 and OC applications – for example, confirmation through a mobile application or by entering a code using a hardware token. 

      Infrastructure Modernization Initiative

      IT Services,

      College-wide

      • Telephony 2.0 Project:  Moving our telecom system to Microsoft Teams in order to unify all Okanagan College communication requirements under a single system.  Enabling interoperability across all communication mediums will improve our ability to respond to the dynamic needs for OC's service requirements.

      OC Mobile App

      IT Services

      More information coming soon.

      Moodle Upgrade 4.1

      IT Services,

       

      Upgrade Moodle from version 3.9 to version 4.1.  New features include the new student activity completion section making it far easier for to give your learners a clear overview of their progress.

      The feature displays completion criteria, opening dates and closing dates for each activity on a course. This information is shown on the course page and within each activity. Learners can see at a glance what they need to do to complete a specific course or activity, which makes it easier to manage their time.

      Corporate Services, Digital Transformation

      IT Services,

      College-wide

      • Forms and Process Digitization:  Analysis on a new or existing process or form to improve the overall customer experience, decreasing turnaround time and reducing inefficiencies.  
      • Team Dynamix Project: Replace our current service management tool, WebQA, with TeamDynamix, an enterprise service management tool that allows departments to run their operations more efficiently.
      Banner/ERP Revitalization College-wide
      • Self-Service 9.0 Project
      • Mailing Address Change

      Tools and resources

      Below is a list of tools and resources available for use to support all phases of a project.  Please download and save a copy of the document.

      The documents above are meant to be used as a starting point or guide.  Each project will be different; feel free to modify the template to suit your needs. 

      Project communications

      Aug 29, 2022

      Over the last two years, IT Services has worked closely with various departments across the college to digitize over 35 forms that previously…

      IT has been working with multiple stakeholder groups to digitize a few new and existing forms/processes, all with the goal to improve the overall…

      What is multi-factor authentication (MFA)? 

      MFA is when a user must provide two or more pieces of evidence to verify their identity to gain…

      As you know, over the past year or so, IT Services along with several other key stakeholder groups have been working towards digitizing a few…

      IT Services is excited to finally announce the launch of the new IT Projects webpage.   

      With the ever-evolving world today, we are seeing…

      Contact us

      Have a question about a project?  Not sure where to start?  Want to check the status of your project request? 

      Or just want to share some feedback? 

      Email us at ITprojects@okanagan.bc.ca and we’ll be happy to assist!