EASI

Enterprise Applications and Solutions Integration

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EASI staff take home Excellence Through Innovation Awards

ETIA certificates on a table

For nearly 20 years, the Excellence Through Innovation Award program has recognized exemplary administrative staff and librarians across the University of Toronto tri-campus community. This year, over 300 individuals, including numerous EASI staff, were recognized for their contributions to the University’s mission.

Congratulations to EASI staff who were recognized in the 2023-2024 ETIA program for these innovative projects:

EASI-PSEC Wellness Pilot

Recognized for launching a Wellness Pilot Program that provided managers and staff with curated sets of well-being materials to encourage an improved employee experience.

EASI team members involved: Vikram Chadalawada*, Aline Pruvot, Dana Pogaceanu, Jimmy Au, Justin Charlick, Mariana Vardaei and Vicki Vokas

Inclusive Language Working Group

Recognized for expanding engagement and raising awareness about the importance of intentional inclusivity within information technology across the University, particularly through the creation of the IT@UofT Inclusive Language Guide.

ITS team members involved: Annie Hua, Carly Popenko*, Belinda McKay, Elicia Wilkinson, Keshav Raina, Laurie Harrison, Peter St. Onge and Sarosh Jamal

Rocket Shuttle Migration project

Recognized for successfully and seamlessly migrating over 250 Rocket Shuttle users to new data-serving tools, saving the University in licensing fees and ensuring more secure data storage and robust reporting.

EASI team members involved: Alim Lalani, Amy Li, Bruce Zhu, David Wang, Dmytro Larichiev, Joanne Sukhai, Katie Babcock, Moulika Ranikunta, Pierre Hanna, Rodney Branch, Tammy Chan and Titus Hsu

Student Advising Service

Recognized for transforming student advising services by creating a foundational enterprise system capable of enhancing student and staff needs and experiences at the University.

EASI team members involved: Court Van Beek, David Wang, Elicia Wilkinson, Frank Boshoff, Kelly Jay and Zoe Wong

*Previous EASI/ITS staff who have moved on to new roles in the University.

This article is a modified version of one created for Information Technology Services. Read the full article. 

Learn more about ETIA and see the full list of 2023-2024 award recipients. 

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Creating and Managing Course Sections and Meeting Sections

Join Connect+Learn for a session on Creating and Managing Course Sections and Meeting Sections in ROSI.

This session will be helpful for staff in academic units and Registrars’ Offices who are responsible for setting up or maintaining course scheduling and instructor information in ROSI each academic session. It may be of interest to new staff who have not performed the function yet as well as continuing staff who may want a refresher on this cyclical activity.

Topics to be addressed:

  • Preconditions and downstream dependencies
  • Creating course sections and meeting sections
  • Enrolment Controls
  • Managing instructor data
  • Academic activity downloads (time permitting)

 

Resources

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Revised System Outage – March 9 and 16

Date: February 26, 2024
To: AMS Users
From: Enterprise Applications & Solutions Integration 
Re: Revised System Outage – March 9 and 16

 

Dear AMS Users,

Please note that we have revised an upcoming system outage. The systems below will be unavailable on Saturday, March 9 from 8:00 am to 11:00 am and Saturday, March 16 from 5:00 am to 12:00 pm due to system maintenance:

  • Academic Administrative Appointments (AAA)
  • AMS SAP GUI
  • Capital Project Portal
  • Employee Self-Service (ESS)/Manager Self-Service (MSS)
  • Employees@UofT
  • EvoSuite Applications (EvoOrder, EvoPlan, EvoNotify)
  • Expense Reimbursement Direct Deposit (ERDD)
  • Fiori Launchpad Reporting
  • Invoice Workflow
  • My Customer Account
  • My Research (MR/Portal)
  • SAP Asset Manager Mobile (sync will not work)
  • uSOURCE

See our System Availability page for a list of ongoing information on system status.

Sincerely,
Enterprise Applications & Solutions Integration (EASI)

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M365 Connect+Learn Series – Spring into Productivity

Date: February 26, 2024
To: AMS Users
From: Enterprise Applications & Solutions Integration
Re: M365 Connect+Learn Series – Spring into Productivity

Dear colleagues,

We are excited to introduce our Microsoft 365 Connect+Learn Series – Spring into Productivity.

Join us for upcoming online sessions below:

Date

Topics

Meeting Link
Mar 13 @11 am Discover What’s New in Microsoft 365

Add to Calendar
Mar 20 @11am Meet Windows 11

Add to Calendar
Apr 10 @11am OneDrive File Management

Add to Calendar
May 1 @11am Efficient Notetaking with OneNote

Add to Calendar

 

Please use the Connect+Learn iCal attachments to add the event to your calendar or click the Add to Calendar link provided above.

For more information on each session, please visit our Connect+Learn webpage, where you can also access the recordings and slides from previous sessions.

If you have any questions about the upcoming sessions, feel free to contact lobsang.wangmo@utoronto.ca

We hope to see you at upcoming Connect+Learn.

Sincerely, Enterprise Applications and Solutions Integration

 

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Creating and Managing Course Sections and Meeting Sections – Upcoming Session

Date: February 08, 2024
To: ROSI Users
From: Enterprise Applications & Solutions Integration
Re: Creating and Managing Course Sections and Meeting Sections – Upcoming Session

 

Dear SIS users,

Please join us for a Connect+Learn session on Creating and Managing Course Sections and Meeting Sections in ROSI on Thursday, February 22 at 11 a.m.

This session will be helpful for staff in academic units and Registrars’ Offices who are responsible for setting up or maintaining course scheduling and instructor information in ROSI each academic session. It may be of interest to new staff who have not performed the function yet as well as continuing staff who may want a refresher on this cyclical activity.

Topics to be addressed:

  • Preconditions and downstream dependencies
  • Creating course sections and meeting sections
  • Enrolment Controls
  • Managing instructor data
  • Academic activity downloads (time permitting)

Registration is not required for this event. Please use the Connect+Learn iCal attached to add the event to your calendar. You can also access the meeting via the Teams Meeting Link.

Sincerely,
Student Information Systems

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SIS Training Resources & Support Session on February 1 @ 11:00 a.m.

Date: January 30, 2024
To: ROSI Users
From: Enterprise Applications & Solutions Integration
Re: SIS Training Resources & Support Session

 

Dear SIS users,

If you are new to Student Information Systems (SIS) or are a new ROSI user,  please join us for a Connect+Learn session on SIS Training Resources & Support on Thursday, February 1 at 11 a.m.

The Student Information Systems (SIS) group manages enterprise student and curriculum applications, and processes for the University. SIS provides reporting tools, enhancement and production request forms, and support for the SIS applications.

In the session, we will discuss:

  • Student Information Systems – What we do and how to get help
  • ROSI and OASIS Training Materials & Resources
  • What we support and what we do not (and where to go for those)
  • When to use ESC and how to write a ticket and use ESC appropriately

Note: This session is not a ROSI screen tour.

Registration is not required for this event. Please use the Add to Calendar link to add the event to your calendar. You can also access the meeting via the Teams Meeting Link.

Thank you and have a good evening.

Sincerely,
Student Information Systems

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AMS System Outage – March 16 from 5:00 am to 2:00 pm

Date: February 20, 2024
To: AMS Users
From: Enterprise Applications & Solutions Integration 
Re: System Outage – March 16 from 5:00 am to 2:00 pm

 

Dear AMS Users,

Please note that the systems below will be unavailable on Saturday, March 16 from 5:00 am to 2:00 pm due to system maintenance:

  • Academic Administrative Appointments (AAA)
  • AMS SAP GUI
  • Capital Project Portal
  • Employee Self-Service (ESS)/Manager Self-Service (MSS)
  • Employees@UofT
  • EvoSuite Applications (EvoOrder, EvoPlan, EvoNotify)
  • Expense Reimbursement Direct Deposit (ERDD)
  • Fiori Launchpad Reporting
  • Invoice Workflow
  • My Customer Account
  • My Research (MR/Portal)
  • SAP Asset Manager Mobile (sync will not work)
  • uSOURCE

See our System Availability page for a list of ongoing information on system status.

Sincerely,
Enterprise Applications & Solutions Integration (EASI)

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ROSI Database Quarterly Maintenance – Friday, Mar 15

Date:   February 14, 2024
To:   ROSI Users; Registrar’s Offices
From: Enterprise Applications & Solutions Integration
Re: ROSI Database Quarterly Maintenance – Friday, Mar 15

 

Dear ROSI users,

Please note that we will need to take ROSI and most associated student information systems offline on Friday, March 15 from 5 p.m. to 9 p.m. to perform quarterly maintenance on the database. We will return the systems to service sooner if the work is completed earlier than 9 p.m.

In addition, while ROSI-REPLICA on the Managed Instance (MI) will remain accessible during the maintenance, data will not be synced with ROSI starting at 5 p.m. It will be synced again at 9 p.m. when maintenance is complete.

The following systems will be affected:

  • Accommodated Testing Services (Student and Admin)
  • ACORN
  • Course Information System
  • Degree Explorer (Student and Admin)
  • EASI Institutional File Transfer
  • eMarks
  • Online Administrative Student Information System (OASIS) – including Absence Declaration, and the Timetable Builder and Transfer Equivalencies database administrative screens
  • ROSI
  • ROSI Express
  • ROSI Files
  • Safety Abroad Student Registry
  • Varsity Blues Registration System
  • Web services/APIs

 

Timetable Builder (Student) will remain available.

A notice will be posted on the ACORN launchpad and social media so that students are aware of the outage.

Thank you for your patience as we make these improvements.

This email has been sent from a service account and does not accept replies. Please direct any follow up questions to the Enterprise Service Centre http://www.uoft.me/esc

Sincerely,
Student Information Systems

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New OneDrive Storage Limit with A1 Licenses

Date: February 9, 2024
To:  InfoTech, EITU
From: Enterprise Applications & Solutions Integration
Re: New OneDrive Storage Limit with A1 Licenses

Dear colleagues,

Microsoft has begun communicating changes to storage allotments for Office 365 accounts. We have been informed that users with Office 365 online-only status will now have a limit of 100GB for OneDrive Storage.

Users will begin receiving warning notifications when approaching the new OneDrive storage limit. The default notification level is at 90 per cent storage capacity. At 100 per cent capacity, the user’s OneDrive will be limited to read-only access. Users can still download files, delete files, and empty recycle bins; however, no existing files will be available for editing and new files cannot be saved to OneDrive.

Below is the notification to the 141 impacted users (A1 licensed casuals/non-appointed faculty and staff). If you would like a list of your users, please contact me.

Thank you,

Vicki Vokas

Senior Manager, Digital Workplace

**********

EMAIL to be sent to impacted end users (141 A1 online apps users) 

Microsoft has begun communicating changes to storage allotments for Office 365 accounts. We have been informed that users with Office 365 online-only status will now have a limit of 100GB for OneDrive Storage.

Users will begin receiving warning notifications when approaching the new OneDrive storage limit. The default notification level is at 90 per cent storage capacity. At 100 per cent capacity, the user’s OneDrive will be limited to read-only access. Users can still download files, delete files, and empty recycle bins; however, no existing files will be available for editing and new files cannot be saved to OneDrive.

Please note that our records indicate that you have exceeded the 100GB storage limit. It is crucial that you promptly begin managing your file storage to continue to use your OneDrive. Please take immediate action to prevent any disruption to your OneDrive by Monday, April 12, 2024.

Recommended next steps:

  1. Check your storage:
    • Log in to your webmail (mail.utoronto.ca).
    • Select OneDrive from the app launcher (waffle-iron shaped icon) at the top left.
    • Storage use and total available appears in the bottom left corner.
    • Click on the storage to see details for cleanup in step 2, below.
  2. Delete or move files no longer in use such as:
    • Files older than two years or unnecessary versions of files.
    • Large videos or recordings.
  3. Store your personal files separately from UofT files:
    • Move personal files already saved to your school’s OneDrive to a personal account or to your local computer.
    • Music/photo should be removed and saved to a personal OneDrive or elsewhere.

If you have any questions or need support managing your OneDrive, please reach out to the Information Commons Help Desk by sending an email to help.desk@utoronto.ca.

Thank you,

Vicki Vokas

Senior Manager, Digital Workplace

Enterprise Applications & Solutions Integration, University of Toronto

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EASI Go Prod AMS & Enterprise Shared Services Updates – Oct. 1, 2023 to Jan. 31, 2024

Date:  January 31, 2024
To: AMS and Enterprise Shared Services Users
From:  Enterprise Applications & Solutions Integration  
Re: EASI Go Prod AMS & Enterprise Shared Services Updates – Oct. 1, 2023 to Jan. 31, 2024

 

Hi everyone,

Enterprise Applications & Solutions Integration (EASI) would like to update you on the latest major production releases and updates for U of T’s Administrative Management Systems and Enterprise Shared Services.

The following are major changes from October 1, 2023 to January 31, 2024:

Financial Information System

Electronic Funds Transfer – Phase 3 (October 19)
In August 2022, the University launched the first phase of the Electronic Funds Transfer (EFT) project to transition vendor payments by paper cheque to direct deposit. Work on Phase 3 of the project, which began in June 2023, has now been completed. This phase involved streamlining processes for reviewing and approving supporting documentation for EFT and cheque payments. This phase also continued the strategic onboarding of existing U of T vendors.

Enterprise Shared Services

PEASI Alertable Notification System Launch (November 2023)
In November 2023, the University transitioned from Blackboard Connect to the PEASI Alertable notification system for sending mass, time-sensitive communications to the University community. PEASI has developed the highly rated Alertable system used by communities across Canada for emergency and day-to-day public notices. The Office of Safety and High Risk and University of Toronto Communications (UTC) office will be the primary users of this system as it provides fast and flexible notification options, including SMS text, email, and a mobile app. UTC coordinated a communications campaign updating the University community about the new Alertable system in late October 2023.

Microsoft Copilot (December 4)
On December 4, 2023, the University of Toronto made available to all eligible faculty, librarians and staff a new enterprise version of a generative AI-powered chatbot and search engine, Microsoft Copilot (formerly Bing AI). For more information, visit https://its.utoronto.ca/microsoft-copilot/

Research Information System

University of Toronto Research Account (UTRAC) (December 2, 2023)
The Division of the Vice-President, Research & Innovation (VPRI) launched the University of Toronto Research Account (UTRAC) on December 2, 2023. UTRAC is the first part of a multi-phase initiative named My Research Funds (MRF) that will modernize the University of Toronto’s research funding administration tools. UTRAC is the successor to the Funded Research Digest (FReD) and serves as the primary tool for users such as Researchers, Business Officers, and Academic Administrators, to access detailed information about funded research awards. This initiative is part of U of T’s renewal of its SAP systems under the U of T Enterprise Modernization Program. 

Human Resources Information System

SuccessFactors Recruitment (October 15, 2023)
SuccessFactors Recruitment for Librarians went live on October 15, 2023. Previously, University of Toronto Libraries (UTL) posted positions externally. Now UTL has a dedicated page on U of T’s career website, which will provide a more consistent experience for recruiters and applicants.  

Payroll Posting Enhancement (December 2, 2023)
Enterprise Applications & Solutions Integration implemented a technical back-end update to the payroll posting program. This enhancement was primarily a technical change that helped to streamline payroll operations. As a result of this update, moving forward the AMS GUI system will close at 5:00 p.m. instead of 6:00 p.m. on payroll nights. View system availability for more details.

UTime
U of T will be upgrading to Ultimate Kronos Group’s (UKG’s) Pro Workforce Management timekeeping solution in advance of Kronos Workforce Central’s end of life in 2025. Rebranded by U of T as UTime, this new and modern solution will offer users an improved user interface, while continuing to provide the robust timekeeping functionality currently available in Workforce Central. A project to modernize and migrate to the new timekeeping solution was initiated in November 2023 with full implementation targeted for the fall 2024. Throughout this initiative, Information Technology Services will be working in collaboration with People Strategy, Equity & Culture, and participating faculties and divisions across the University.