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Completed Projects

What is the Project About? 
In April 2021, ITD implemented a digital COVID-19 Day-Pass Portal, as part of the University’s COVID-19 Prevention and Control measures. The Portal was initially introduced on a pilot basis, in order to further strengthen COVID-19 protocols that were already in place and ultimately help prevent the spread of COVID-19 within the UL campus community. The Portal provided a means of reassuring staff, particularly student-facing staff, that the students present did not have any symptoms of COVID-19. 

What does it mean for our Students? 
During the Pilot phase, Students were requested to show their Day-Pass on a daily basis when gaining access to the Library, Lectures and Modules. The wider Pilot ended on May 17th 2021, however the the COVID-19 Day-Pass Portal is still being utilised by a cohort of Students attending Clinical Placement. There was additional added value for our colleagues within the School of Medicine and Nursing & Midwifery, who are leveraging the Day-Pass reporting, which is driving efficiencies within those areas on a daily basis, replacing manual paper processes. 

Status 
The overall project is fully complete.

Project Close

19 Day Covid Pass
 

 

 

Project Name - TOPdesk Implementation – Academic Registry

What is the Project About?
The objective of this project was to implement TOPdesk (UL’s ticketing solution) into the Academic Registry Division. The solution, which is widely used in ITD, will help the Academic Registry area to manage their services. It will enable them to track and record all issues and queries logged by our Students, which will drive efficiencies within the service for both Students and Staff.

What does it mean for our Students?
The solution will deliver a seamless and enhanced experience for our Students. Students now have the ability to log their own support call using Student Hub Online which is the TOPdesk self-service portal. Student Hub Online will also allow the Student to view and update their existing calls, while they will also have the capability of viewing FAQs & Knowledge items. Student calls can also be assigned between Academic Registry and ITD which will also deliver a better experience for our Students.  

Status
The overall project is fully completed.

Project Closed

Student Hub Online

Student Hub Hotline

Project Name - MS Teams & Desk Phone Integration

What’s the project about?

The University of Limerick are currently using Microsoft Teams for collaboration and the purpose of this project is to integrate the current desk phone system in UL with Microsoft teams. It will provide a soft phone to allow internal & external calls through MS Teams for a limited number of users in response to the COVID-19 remote working environment.



What does it mean for you?

Staff members who have been migrated will have a similar experience as if they were in the office using a desk phone. However, all calls both inbound & outbound will be routed through their laptop via Microsoft teams. This will allow staff to make and receive calls while working from home, or moving between different work area’s while in UL. It maintains all the features that are currently available on your desk phone.

Status

The overall project is now live, status Green.

Sustain

The following is a summary of the key project activities and their status.  

Teams and Voice Activity

Calls

 

Project Name - Student COVID-19 Request

What was the Project About?

As part of our COVID-19 Prevention and Control measures, the University, in conjunction and led by the HSE, developed a fantastic initiative to swab-test as many students as possible for COVID-19 in the direct locality surrounding UL.

In alignment with our Medical, HR, Marketing & Communications and Buildings & Estates colleagues, ITD were very much at the forefront in developing and providing the solution to manage the uptake of the student requests.

ITD provided a digital system, which enabled our colleagues in the HSE to input the uptake of students into their HSE systems, in an efficient, secure and GDPR compliant manner.

What did this mean for our Students?

Although, the Student COVID-19 Request initiative was not a mandatory requirement, over an eight day period, as many as 1,062 students submitted a COVID-19 Request prior to Christmas.

The initiative was repeated in February, in what was a further attempt to curb the spread of the virus. Again, the take up from our students was fantastic, with 894 students requesting a COVID-19 swab test.

Status & Success Metric

Phase 1 of the Project is now officially Closed.  

Project Close

Student Submitting a Request 

Student

Project Name - Data Centre Equipment Upgrade

What’s the Project About?
Virtualisation of UL Data Centre to new fit for purpose fully virtualised Vxrail servers, which also includes a new Commvault data backup solution. This delivers a world-class, secure, tried and tested solution that underpins the University’s digital transformation.

What does the Project Mean for You?
This project included the data centre migration, installation of large-scale changes, including virtualisation of fully supported hardware, to provide stability of our key systems running on the UL platform. This solution will improve its capabilities, performance, efficiency and scalability. It will also safeguard the University’s data retrieval process going forward.

70 legacy servers and backup units have been decommissioned, this will deliver significant savings on power consumption to the Campus, while also improving service availability.  

Status?
This project is now completed and closed since January 2021  

The overall project is now Closed, status Green.

Project Close

The following is a summary of the key project activities and their status.  

Project Activity

Project Name - University of Limerick Campus Wi-Fi Project

What’s the project about?

As part of the DIGITALEVOLUTION@UL IT program of work, ITD have carried out a number of major strategic investments in the University IT infrastructure and systems. The Campus Wi-Fi project was part of this investment and provides enhanced wireless coverage for all buildings and select outdoor spaces throughout the campus.

All students and staff access the new wireless network via eduroam. Eduroam is a secure international roaming infrastructure used by affiliated educational facilities to allow their staff and students to visit other participating institutions and continue to have wireless connectivity.

This project has greatly enhanced the teaching and learning experience for the 15,000 students on the campus and provides significant benefits for the staff and guest population who require access to our wireless network.  

What does it mean for you?

Students and staff are now experiencing enhanced wireless coverage throughout the campus including additional outdoor areas. The installation work was completed in early 2021, the quality of the wireless signal has been significantly improved and can now support video, voice and data requirements.

All users are now accessing the wireless network via eduroam. The legacy ‘ulwireless’ and ‘ULsecure’ networks have recently been retired. Visitors to the university campus can access the wireless network through the new authentication-based Guest solution, which has recently been deployed. 

Status?
The overall project is fully complete.  

Campus Wifi Status

The following is a summary of the key project activities and their status.

Campus Wifi Activity

Access to Wireless Services

Project Name - University of Limerick Office 365 Migration Project

What’s the project about?

  • The legacy University of Limerick Microsoft environment had a combination of on-campus exchange servers for staff email and an Office 365 environment services for student email and data and some staff data. The legacy 365 environment was not suitable for the current needs of the university. 
  • As part of the University of Limerick Office 365 project, a new single Office 365 environment was set up under which all student and staff Microsoft services and data now reside.
  • The project has provided an expanded set of Microsoft Services, enhanced security for all users across the systems, enabled better collaboration and information staring between students and staff and facilitated the retirement of legacy IT infrastructure and legacy software.

What does it mean for you?
As part of the project, staff One Drive, One Note and email data has moved to the new consolidated University Microsoft Environment. Student Microsoft accounts have also been set up in the new Microsoft environment. This allows enhanced collaboration between students and staff through Teams, Stream and One Drive. Any shared links now contains ‘ULCampus’ as opposed to ‘Studentmailul’.

Status?
The project is fully complete. 

Close

The following is a summary of the key project activities and their status.

MS365 Project Activity

 

Project Name - University of Limerick Multi Factor Authentication(MFA) for staff MS 365 Services

What’s the project about? 
Historically, the University of Limerick has been subject to a number of security attacks on Microsoft Services.  These attacks pose a major risk to our networks and computer systems and have the potential to compromise critical applications and cause data protection issues. ITD have recently completed the deployment of Multifactor Authentication which has enhanced the security processes and helped minimise the impact of cyber-attacks. This project is one of an overall set of security measures being deployed by the University of Limerick.

Multifactor Authentication (MFA) is a security system that requires more than one method of authentication from an independent source to verify the user's identity for a login or other transaction. MFA is an effective control to insulate against remote attacks and has been recommended by the Data Protection Commission.  

What does it mean for you?
Staff and affiliates with a University of Limerick Microsoft 365 account are now periodically challenged for MFA when accessing Microsoft 365 services, e.g., Email, One Drive, Teams, and SharePoint when connecting to the network remotely.  

Status?
The project is complete. All staff and affiliates are enabled for MFA.

Multifactor Authentication

The following is a summary of the key project activities and their status. 

MFA Project Activity

 

Project Name - SharePoint Migration to Office 365

Sharepoint Migration

What was the Project?

SharePoint 365 is a document storage and management system, utilised for collaboration & communication and a range of other purposes. A cloud-based service, hosted by Microsoft for businesses of all sizes and is used by organisations all over the world.

The project objective was to migrate your department’s data from your existing SharePoint 2010 environment to SharePoint 365.  The end vision for this project was to provide a stable and secure solution, that can facilitate intelligent content management and a modern user experience for staff. After 18 months and 11 migration waves, ITD are pleased to announce the successful completion of the SharePoint Online Migration project. 

 
What does it mean for you?

A key project in Phase 1 of the UL Enable strategy, SharePoint 365 is now delivering a powerful document management and collaboration system for Staff across the University. As part of the broader Office365 suite, this solution offers the potential to provide even greater value as a high impact business application platform, supporting the University’s accelerated digital evolution.

In the past 18 months, engagement with SharePoint has skyrocketed and the move to remote working has driven user adoption across the UL campus. 750 SharePoint sites have been created to date and SharePoint data has tripled to 3TB, as the University begins to harness the full collaborative capabilities of the platform.

Delivered in partnership with Digital Transformation Programme specialists; Central Solutions, the ITD department has engaged with 35 Faculties and Departments, 5 schools, 8 affiliates and 31 administration departments since January 2020. The team has migrated almost 1TB in data and over 120 departmental sites from on-premise to a cloud-based solution. 

Digital Literacy

Staff now have a modern workplace platform for document collaboration, with the following benefits:

  • Can be accessed anywhere, any time
  • Platform that is built for team work and enhanced collaboration
  • Improved Information and SharePoint Governance
  • Seamless Integration with other Office 365 products
  • Work with colleagues on same document at the same time
  • Search for anything you need
  • Version History of all documents 

Training Materials are available; UL SharePoint 365 Training Centre 

Status?The overall project is fully complete. 

Project Closed

The following is a summary of the key project activities and their status.

What’s the Project About?

The scope of the project is to introduce an Online Form & Workflow solution, which with time, will replace existing, manual, paper-based form processes. The solution will help drive efficiencies, by reducing the time and effort of processing paper forms. There are three key components to the Online Form & Workflow solution:

  • Ability to complete & submit Online Forms (Using Infowise).
  • Ability to assign the Online Form through the various stages of the given approval process electronically (Using PowerAutomate). 
  • Reporting – This captures the status of a process, who currently owns the process as well as capturing the full audit trail of the process, including date and timestamps (Using Sharepoint Online). 

What does this mean for me?

Human Resources were one of many divisions that expressed the need to migrate onto an Online Form & Workflow solution. The consensus throughout the Campus, was that the HR Recruitment Pack Process would drive many efficiencies, throughout many Faculties & Divisions, and was therefore identified to be the pilot solution. EHS, AHSS, HR and ITD all played a vital role in the implementation of Phase 1 and these areas are now live on the Online HR Recruitment Pack since June 2020.

In Phase 2, we envisage that all Faculties and Divisions throughout the Campus will have the ability to submit and approve their Recruitment Pack approved electronically.

Status & Success Metrics

Phase 1 of the Project is now fully operational and the project is officially closed.

status

Recruitment Pack



Online Form

Project Name Network and Email Account Management

 
Network and Email Account Management

 

The project aimed to ensure that any access to University network and email resources, is for University use only, is authorised and is maintained in an appropriate manner.  This is in line with UL’s Policies approved by the Governing Authority in September 2019.

The project included 

  • A review of procedures surrounding the maintenance of UL network and email accounts. 
  • Additional automation of the processes to grant, maintain and expire the accounts.
  • An audit of all existing accounts was conducted as part of the project to ensure the accounts were provisioned in line with UL Policies.

Why are we doing this?

  • To implement controls that are required in order to ensure that the University of Limerick remains compliant with Data Protection laws.
  • To improve efficiency of processes through automation.
  • To reduce Microsoft licensing costs paid by the University of Limerick 
  • To reduce user support costs associated with accounts that are no longer required. 

Impacted Services/What does it mean for you? 

  • You may notice some changes as you may receive automated emails when your account is about to expire or asking you to notify us of any changes regarding your account details, example ID number or Department. 
  • If you are a Head of Department, you will receive requests to sign off on ID Cards for contractors/employees of approved suppliers working for your department or to re-approve temporary accounts.
  • If you are employed by an Affilliate/Subsidary/Supplier of UL you will be required to attain approval for your account and a UL ‘Authorised User’ ID Card on a regular basis, you will receive automated emails when your account is about to expire or is in need of review.  Following the HR ID Card Policy https://www.ul.ie/hr/current-staff/hr-policies-procedures-forms-z

Status

Status

The Project is now fully operational and the project is officially closed. 

This Project list was updated in November 2021.

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