Flash Report May 2018

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Our monthly Flash Report provides a summary of the Division of Technology & Innovation's activities & accomplishments.

Teaching and Learning Innovations/Academic Technology

  • Media production services is very busy creating support resources with Learning Research Center, PEEPs, Public Safety and more. 
  • Launched ALLY in Canvas. ALLY is a tool to check with accessible materials. It also provides help in fixing inaccessible materials. See http://ally.ac/ to learn more.
  • Integrated Zoom with ShareStream. ShareStream is our internal media streaming service. 
  • 10 Faculty participating in Blended Learning Summer Institute
  • 25 Faculty starting Online Teaching Preparation Program
  • Received funding ($15,000) from Chancellor's Office to continue our work around Quality Assurance in Online/Blended Courses
  • Received funding ($9,000) from Chancellor's Office to support the Chief Innovation Office in developing a badging program.
  • Received funding from Chancellor's Office to continue openCI efforts ($15,000).

User Services

  • Solicited input on software required for teaching in classrooms and labs for Fall 2018.
  • Supported testing of the new document imaging system (FileFlow) and ID card system (Badge pass).
  • Supported commencement by configuring workstations in Aliso 150 and Trinity 1501 for live stream. Three user services staff members provided on-site, day-of support in the live stream rooms, at the EOC, and in the “Welcome” booths.
  • Began a demo period and feasibility study on the potential effect of providing a cloud-printing service as an alternative to Pharos printing.

Project Management

  • New electronic document management and workflow system "CI FileFlow" is live as of 5/29/2018. Go live date was pushed from last week due to some unexpected issues with data migration, which required re-import and re-indexing. Over 500,000 student enrollment-related documents have been migrated successfully from Hershey Singularly into CI FileFlow, powered by Perceptive Content from Hyland Software.  
  • Working with Infrastructure team to launch new Microsoft spam filtering service in replacement of Ironport. Expected go-live for replacement system is June 15. T&I team is piloting the new system with T&I staff and preparing communication to the campus about the forthcoming change. 
  • Working with Information Security team on rollout plan & communication for PhishMe spam training and user education program. PhishMe helps improve the digital citizenship of University employees by teaching them to identify and avoid phishing emails though simulated phishing attempts. Several divisions will participate in the program pilot, expected to commence in late June. 
  • New urgent project required by Chancellor's Office (CO's) for systemwide compliance with environmental health & safety and chemical inventory management is set to begin in June. T&I was only notified of this project by EH&S in May. Risk & Safety Solutions (https://riskandsafetysolutions.com/) will provide each campus with two applications designed to improve laboratory safety: a Laboratory Hazard Assessment Tool (LHAT) for enabling Principal Investigators (PIs) to conduct a hazard assessment relevant to their research environment to ensure that lab personnel are properly protected in their work environment; and Inspect, a customizable mobile inspection tool for safety inspections. T&I is gathering information about the CO's requirements and implementation timeline. 
  • Final draft of the spring 2018 major project review cycle (for projects set to start or continue between 6/1 and 12/31/2018) has been sent to the IT Policy & Planning Committee, and is available here for review. Next major project review cycle (fall 2018, for projects set to start or continue 1/1/2019 - 5/31/2019) is scheduled to open on 6/1/2018. 

Infrastructure

  • Assisted with Commencement
  • Mediated issues after uninterruped power supply (UPS) failure in Ojai Hall Data Center
  • Assisted with finalization of cutover from old ID Card program (ID Works) to new BadgePass system
  • Setup new SMTP server path for mail relaying; part of migrating from Ironport spam protection to Exchange Online, which is expected to go-live in June.
  • Working to bring groupshares to on-premise storage and off of cloud-based Storsimple

Web Services

  • ​Deployed new walking tour within CSUCI's interactive campus map
  • New urgent project required by the Chancellor's Office (CO) to replace the search engine for the CSUCI web site. The CSU has selected SearchBlox (https://www.searchblox.com/) as the replacement for Google Search Appliance (in use for over 10 years). The Google Search Appliance is scheduled to be decommissioned on July 1st. Web Services team members will be attending training on SearchBlox in mid-June. 

Software upgrades in teaching spaces, Summer 2018

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We are pleased to announce that instructor and student workstations in our computer labs and classrooms will be upgraded to Windows 10 and Office 2016 over the summer!

With this change may come the need for instructors to update course syllabus or digital files to reference and be compatible with Windows 10 and Office 2016.  T&I will do phased upgrades in all teaching spaces on a weekly basis after commencement 2018.

Related to this, please know that it is always preferred for T&I to have as much notice as possible about other software needed for teaching in the labs.  If you anticipate needing software in a computer lab or classroom that is not currently provided please contact User Services Manager, Dawn Canfield (x2643) to discuss.  T&I’s deadline to request software for the Fall semester is July 16, 2018.  Requests that can be accommodated will be included in the Fall 2018 standard configuration.  Computers may not be reconfigured again until the Winter 2018 break period.

Special Event: Tech Talks on 4/27/2018

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All Faculty and Staff are invited to attend

Ekho Tech Talks
a free event demonstrating CSUCI's tech tools such as:
Google Apps, Dropbox, Skype, Canvas, and Zoom!
Join us for Ten Minute Tech Talks:
April 27, 2018 from 11:30 AM to 12:30 PM
FIT Studio (Solano Hall 1201)
Learn about productivity tools! Enjoy refreshment! Door prizes for the first 15 attendees!

"It's like speed dating for technology!"


Moving from TrackIT to TeamDynamix

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We're celebrating a retirement and a new partnership!

The Division of Technology & Innovation is happy to announce that our TrackIT ticket management system, which has served our campus faithfully for nearly 15 years, is set to retire.

We're also excited to be migrating to TeamDynamix (TD) for service request, incident management and ticketing. TeamDynamix provides a significantly more modern, robust, and integrated platform to support these functions. The University is already using TeamDynamix for service request management for IT projects, IT procurements, Enrollment Management technical operations, and we expect service request management for Card Services to be launching soon.

During our first retirement phase we will be moving T&I Solution Center/help desk operations into TeamDynamix. This is currently underway, and we are expecting go-live to happen after classes end this May (expected go-live is ~May 21).

After May 21, new tickets submitted to the T&I Solution Center will be created in TeamDynamix.

As it eases its way into retirement, TrackIT will continue to operate temporarily as a legacy system, and will remain in place to archive existing Help Desk tickets through the end of 2018.

For technicians, TeamDynamix provides the same core functionality that TrackIT does: assigning tickets to a queue/group; enabling technicians to open, update, close and communicate about the tickets.

For our students, faculty and staff, TeamDynamix provides a lot of new functionality, including the ability to submit tickets via web forms; web-based self-service; and access to a new service catalog and knowledgebase.

If you'd like to learn more about this project, or if you have any questions or concerns, please contact Peter Mosinskis, Director of IT Strategy, at peter.mosinskis@csuci.edu.

We're excited to wish TrackIT a fond farewell, and so pleased to welcome TeamDynamix in an expanded role at CSUCI for IT ticketing management!

Changes are Coming to CI Records: Maintenance Begins Thursday March 22nd at 4:00 PM!

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Tomorrow, Thursday March 22nd, CI Records will be shut down at 4:00 pm to prepare, upgrade and convert it into the two new information systems, CI Records and CI Personnel.

On Monday March 26th CI Records will split into two systems, CI Records and CI Personnel. CI Records will remain as CI’s Student Information System, and CI Personnel will become CI’s Human Resources Information System. This change, which originated from our software vendor (Oracle) and which is now being implemented across all CSU campuses, will separate the one information system into two.

What this means for you:

If you are a Student:

  • You will continue to access and manage your student registration, payment, and enrollment information in CI Records. No changes are being made to the most common student processes. 

If you are a Student employee:

  • All student employees will complete timesheets, report absences, and view vacation & sick time balances in CI Personnel. 

If you are a Faculty member:

  • You will continue to access course, grades, and advising functions in CI Records. There are no changes to any of these operations or processes. 
  • All faculty will complete timesheets, report absences, and view vacation & sick time balances in CI Personnel. 

If you are a Staff employee:

  • All staff will complete timesheets, report absences, and view vacation & sick time balances in CI Personnel. 

Accessing CI Records

CI Records will continue to be available through the myCI portal.

Accessing CI Personnel

CI Personnel will be available through CI’s myCI portal and will be included in the list of services available.

Simply log into myCI and click on the new CI Personnel icon to log in. This button will become available to faculty and staff by 8:00AM on Monday March, 26th.


Additional information may be found here

If you have any concerns please contact the T&I Helpdesk at (805) 437-8552 or email helpdesk@csuci.edu

Managing your Exchange Online mailbox

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One of the benefits of using Exchange Online is increased mailbox size.  Since migrating to this system last August T&I has been maintaining over 2000 mailboxes.  As noted in the campus announcement about this service, the default mailbox size is 50 GB.  For optimal performance users should strive to keep their mailbox well below that limit.  Doing so will make the desktop experience smoother with fewer things to load/index/search through.   Importantly though, sending and receiving email will be restricted as users approach that 50 GB limit:

  • At 49 GB users will receive a warning email about approaching the maximum size limit
  • At 49.5 GB users are prohibited to send additional email
  • At 50 GB users are not able to send or receive email

T&I can recommend various email management strategies that will enable users to avoid any interruption in email service.   Deleting unnecessary email is the natural first line of defense, but users may also consider storing extra file attachments off-line or in Dropbox to conserve space in the Exchange email box.

We also recommend that users make use of Exchange Online Archive, which allows you to keep an additional 50 GB of email in a separate folder for occasional use.  Items may be placed there manually at any time, but T&I can also create a rule that automatically sends anything older than one year to the on-line archive for you.

If you’d like help with any of these strategies please contact the T&I Solution Center via email at helpdesk@csuci.edu or call 805-437-8552 and an Information Technology Consultant will work with you individually to configure your email optimally for your specific use.

Changes are Coming to CI Records on Monday March 26th!

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On Thursday March 22nd, CI Records will be shut down at 4:00 pm to prepare, upgrade and convert it into the two new information systems, CI Records and CI Personnel.

On Monday March 26th CI Records will split into two systems, CI Records and CI Personnel. CI Records will remain as CI’s Student Information System, and CI Personnel will become CI’s Human Resources Information System. This change, which originated from our software vendor (Oracle) and which is now being implemented across all CSU campuses, will separate the one information system into two.

What this means for you:

If you are a Student:

  • You will continue to access and manage your student registration, payment, and enrollment information in CI Records. No changes are being made to the most common student processes. 

If you are a Student employee:

  • All student employees will complete timesheets, report absences, and view vacation & sick time balances in CI Personnel. 

If you are a Faculty member:

  • You will continue to access course, grades, and advising functions in CI Records. There are no changes to any of these operations or processes. 
  • All faculty will complete timesheets, report absences, and view vacation & sick time balances in CI Personnel. 

If you are a Staff employee:

  • All staff will complete timesheets, report absences, and view vacation & sick time balances in CI Personnel. 

Accessing CI Records

CI Records will continue to be available through the myCI portal.

Accessing CI Personnel

CI Personnel will be available through CI’s myCI portal and will be included in the list of services available.

Simply log into myCI and click on the new CI Personnel icon to log in. This button will become available to faculty and staff by 8:00AM on Monday March, 26th.


Additional information may be found here

If you have any concerns please contact the T&I Helpdesk at (805) 437-8552 or email helpdesk@csuci.edu