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 Business Solutions Team provides project management and technical expertise on strategically aligned IT projects.  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
  • Organizational Change Management - including learning and development, and project communications

What is an IT project?

IT projects are classified as either a Software Enhancement or Change, a Digital Transformation, or a New Idea or Initiative.  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 may also facilitate a significant business process transformation using technology or include a major change in technology architecture or a system migration beyond general maintenance or support.  A digital transformation is when a group of key stakeholders and process owners conduct an analysis on a new or existing process or form to improve the overall customer experience, decreasing turnaround time and reducing inefficiencies.  

Digital Transformation requests require the following:

  • Approval from your Direct 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: Digital Contract Routing form 

Submit a Digital Transformation Request.

A new project idea or initiative 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.  Project ideas or initiatives are classified into two categories, depending on the level of effort involved: Lite and Standard.  Standard projects require a higher level of effort than Lite projects, and typically involve a new software implementation.

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 Form (Lite or Standard),

How to get started

Have a project idea?  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 or Initiative (Lite or Standard) or Digital Transformation.
  3. Complete the applicable action below.

Noteworthy projects

Project 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. 

Telecomm to Mitel

IT Services,

College-wide

Moving our telecom system to Microsoft Teams to all Okanagan College communication requirements under a single unified 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 3.11

IT Services,

 

Upgrade Moodle from version 3.9 to version 3.11.  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.

Service Desk (TeamDynamix) Implementation

IT Services

Replace our current service management tool, WebQA, with TeamDynamix, an enterprise service management tool that allows departments to run their operations more efficiently.   Using the one platform you can tailor portals for each department; automate routing and workflows; utilize a single information repository; and track and report on outcomes. 

Digital Transformation Initiative

IT Services,

College-wide

Analysis on a new or existing process or form to improve the overall customer experience, decreasing turnaround time and reducing inefficiencies.  

Tools and resources

Below is a list of tools and resources available to support all stages of the project life cycle:

  • Business Case

  • IT Project Request Form (Lite)

  • IT Project Request Form (Standard)

  • Business Requirements Document (Lite)

  • Business Requirements Document (Standard)

  • Project Charter (Lite)

  • Project Charter (Standard)

  • Project Action Log

  • Project Plan

  • Status Update Report

  • Close Out Report

  • Project Kick-Off Meeting Agenda

  • Project Milestones

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. 

Email ITProjects@okanagan.bc.ca to request access any of the resources list above.

Project communications

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!