IT Governance – May 2017

CIA Request Recommendation Presentation

In order to address challenges with the current CIA process, ITS presented a recommendation to move to a delegated submission process where a select group creates CIA Requests and become the point of contact for those requests.  The new proposed delegated CIA request process was demonstrated, including statistics, benefits and the next steps and the Executive Committee provided feedback. This process will also be presented at a future Administrative Council meeting.

u-Direct Demonstration

Representatives from the office of Registrar demonstrated the u-Direct tool (Coyote Plan Builder) to the Executive Committee, highlighting the different key aspects and functions. The tool is currently being piloted in the College of Business and Public Administration.

Concur Q&A with Cindy Levin

Cindy Levin attended the meeting to address concerns shared at the previous meeting about the Concur system. The discussion covered expiration times for requests and notifications. Different scenarios were discussed and the Executive Committee recommended increasing the expiration time to fourteen days.

Campus-wide Phishing Exercise and Training- Phase II Recommendation

ITS shared the phishing exercise and training report from the 100 individual pilot group. Results included 45 individuals opening the email and 13 individuals opening the attachment. The report included a screenshot of what the lesson for the program looked like. Based on the results and the discussion, the Executive Committee approved the recommendation to move forward with an exercise campus-wide. It will take place before the end of the quarter.

MyCoyote Portal

Hands typing on a keyboard with text reading MyCoyoteSeamless navigation and a visually relevant user interface remain the primary goals for Administrative Computing and Business Intelligence.  ACBI is constantly maintaining and improving the MyCoyote portal needed to browse through essential applications and programs as CSUSB students, faculty, and staff.

What’s new in MyCoyote?

The most recent additions to the MyCoyote Portal are Zoom and Qualtrics. Some of us may have already had experience with these programs, yet in regards to user interface accessibility they remain the most recent. Placing these icons in front of users where they have easy access has lead to greater utilization outside of the classroom.  The increased use of these applications has given students the tools needed to expand upon their academics, along with faculty to experiment with new ways to teach their courses.

What’s on the horizon?

A discussion is taking place regarding the visual aspects of the current portal and ways to improve upon its navigational tabs. The concept of having a dashboard layout remains in consideration, allowing a change to the links and information that is currently portrayed. Such an idea can be suited for both students and faculty, providing an instant snapshot of data in the means of, enrollment, finances, holds, registration dates, current appointments, wait-list, and more.

Important Notes

With the inevitable changes that are underway with tuition, scheduling, semester conversion, and more, ACBI reminds us all to make sure we update our personal contact information through the MyCoyote Portal.

IT-Governance: March 2017

IT LeadershipBlackboard inactive course duration on production server recommendation

As the result of Blackboard becoming more and more impacted by large amounts of data being stored, the need to keep the system agile and efficient was under discussion. After meeting with the ATDL committee, ITS has decided to recommend that only courses from the previous two complete academic years would be retained from the Blackboard production environment. Details of the recommendation were discussed within the Executive Committee in regards to the length of time the archives would be maintained as well as the process to be established to help faculty request archives. In conclusion, the recommendation was approved by unanimous decision, following a clear protocol for faculty to request archives.

Campus wide Phishing exercise and training update

In continuation from last month’s discussion, the CSUSB phishing exercise recommendation was once again brought up for discussion. The Institutional Review Board (IRB) reviewed the program and found it didn’t need approval as it was Not Human Subjects Research (NHSR). In response to the delivery of the program to users, the Executive Committee approved of the exercise. However, this approval was met in compliance of informing the various leadership committees throughout CSUSB about the program. The Phishing exercise is due to move forward with a pilot program of 100 faculty and staff across campus to share their results with the Executive Committee, eventually leading to proceed with the entire campus.

Employee Spotlight: Candace Johnson

17-03-20-CSUSB-- Candace Johnson, Asst Budget Analyst, ITS - Office of the Vice President, California State University, San Bernardino on Monday, Mar 20, 2017. Photo by Robert A. Whitehead/CSUSB

Candace Johnson is an Assistant Budget Analyst in the ITS Budget Office within the office of the Vice President. The ITS Budget Office centrally manages the financial services, human resources services and procurement services at a divisional level.

As an Assistant Budget Analyst, Candace assists with the management of the ITS operating budget. She evaluates the impact of changes in the budget levels and expenses to take necessary actions to assure the division is within budget. This process involves tracking and reconciling all ITS division accounts. Candace tracks all financial transactions in the division, creates expense reports, enters purchase requisitions in PeopleSoft and prepares various financial forms.

The ITS division is important to the campus since they provide technology services and support to the whole campus.  However, the ITS Budget Office is significant to the division because they make all the necessary technology purchases needed to enable their division to provide world class customer service and support.

Candace is most proud of working on the Vital and Expanded Technologies Initiative (VETI) Grants. These grants are used to purchase new and cutting edge technology related items that students could use to enhance their learning experience. She is responsible for placing orders and tracking the expenses. Candace has purchased an X-Ray machine, 3D Printers, Neurological Kits and Software.

The most rewarding part about working on this project is she gets to attend the “Open Houses and/or Grand Openings” related to the grants to see how the items to see how they are being used. Some examples of the VETI Grant related projects are the Teaching Resource Center, the Library’s Innovation Lab and the Veteran’s Success Center. Another aspect that is rewarding to Candace is the ability to work closely with different faculty and staff from the various departments and colleges across campus.

On a personal note, Candace’s favorite television show is Grey’s Anatomy which she has been watching for the past 13 years. As for her favorite food, she would have to say shrimp, crab legs, sushi and, of course, dessert.

Candace hopes her next trip will be to the Bahamas or Jamaica. During her downtime she can be seen spending time with her family. They are always out at basketball events, school events or family events. However, if no events are scheduled, she is at home with her family watching movies in their pajamas.  

She attended CSUSB for five years where she received her Bachelors in Criminal Justice in 2002 and Masters in Criminal Justice in 2007. Candace has worked for CSUSB for 15 years.

For Candace, CSUSB means “a place of growth for me. I learned and excelled here. I received both my degrees from this campus. I have reached several milestones in my professional career here. I started as a student assistant and then moved on to become an Administrative Assistant, and Administrative Coordinator, and currently a Budget Analyst. The personal relationships that I have developed here has helped me grow on a personal level. So, I would say that CSUSB is a great place to plant a seed!”

Installing Office 365 For a Mac

For Faculty & Staff

To install Office 365, log into the CSUSB OWA wesbite using your CoyoteID@csusb.edu.

For Students

To install Office 365, log into the Office 365 Portal. Type in your CoyoteID number using your CoyoteID@csusb.edu login.

You will now be at the Office 365 Page. Please click on the Gear icon and select “Settings”

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From the Settings area, select “Office 365”

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Select “Software”

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Press “Install”

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ATI Classroom Technologies

By offering tATI CLechnical support and new advancements, ATI Classroom Technologies stands to enhance the quality CSUSB student’s experience within the classroom. More commonly seen with the upkeep and maintenance of the classroom’s projection systems, ATI-CT expands their knowledge by being able to work with various operating systems and equipment that’s both new and old. Currently, over 200 classrooms are serviced within CSUSB utilizing a vast set of technology from VCR’s to Overhead Projectors and ultimately to High Definition projection.

Video Switches

As seen in many of the colleges in CSUSB, the move to HD projection is growing more standardized with the inclusion of new video switches. No longer is tedious hardwiring needed to switch between projected devices and all can now be done within one control panel. The control panels themselves have been built to ensure easy operation for any faculty member that might be unfamiliar to this new technology. These new switches also have the benefit of being run with new cabling. CAT5/CAT6 cables now run through the new video switches, essentially improving the devices range and image quality.

Goals

Currently, the goal for ATI-CL is to upgrade older classrooms in the move from analog to digital technology. Along with the campus-wide upgrade, the idea of creating a universal workplace would be beneficial to not only future faculty but students as well. What this involves is creating a standardization of classroom devices which would work with student’s portable technology in a seamless fashion. Currently, Microsoft office and Apple remain the norms for academic software yet conflicts arise when attempting to incorporating these together. Eventually, ATI-CL hopes to be able to elaborate on alternative methods to make student and campus technology universal and seamless to operate. Whether this is seen with new academic software or projection devices or monitors, the fact remains the notion to make campus technology the same for all will only benefit all.

Along with the new video switches, ATI Classroom Technologies has improved upon classes with:

  • Brighter Projectors, higher lumens and less glare.
  • New document cameras.
  • Portable scanners and projectors.
  • Classroom customization – Apple TV.

ATI Classroom Technologies Technical Support is always there for you!

Monday – Thursday  8:00 am – 9:00 pm

Friday 8:00 am – 5:00 pm.

Located in PL046

IT-Governance: February 2017

IT LeadershipAccess Control Standard Recommendation

ITS has recommended the implementing the use of multi-factor authentication for administrative users. This will be used as an extra security measure for those who have access to critical systems and sensitive data. After much discussion, the Executive Committee ruled in favor of the recommendation and approved of it unanimously.

Campus wide Phishing exercise and training

The Executive Committee discussed the advantages and disadvantages of initiating the campus wide training exercise in the awareness of online phishing attacks. After much discussion the program was accepted. However, further progress will continue after the pending review and approval from the Institutional Review Board (IRB). Provided by The Chancellor’s Office, the phishing program PhishMe will be utilized to further educate students and faculty on the rise in phishing attacks. This initiative has been brought in response to the increased sophistication of phishing attacks and the high susceptibility of users falling victim to these links.

Standardization of Student Email Addresses

The current student email format was under discussion in how it remains non user-friendly and how faculty members are often not able to tell which student a specific email belongs to. It has been recommended to standardize the student email addresses after July 1st to the new format of firstname.lastname0000@coyote.csusb.edu. The “0000” will consist of the last 4 of the student’s CoyoteID. The consensus was approved by the Executive Committee yet the format was changed to lastname.firstname0000@coyote.csusb.edu.

Employee Spotlight: Dung Vu

DSC_1162Dung Vu is a Programmer Analyst in the Enterprise and Cloud Services (ECS) department in ITS. ECS is the central resource for server support for CSUSB providing efficient and effective utilization of resources throughout the IT division. They’re responsible for the system administration and maintenance of the hardware and software supporting the campus central servers and system maintenance. ECS provides services in software installation, configuration, maintenance, file backup and recovery and report processing.

As a Programmer Analyst, Dung is responsible for system and database administration. He is part of the Onbase team taking care of Onbase, a centralized Enterprise Content Management (ECM) that securely archives documents in electronic forms for the whole campus making them available anytime and anywhere. Onbase provides workflow automation and procedures can be web-based, paperless, and complete in a timely manner since the process can be automatically coordinated and monitored.

One of the features that makes Onbase at CSUSB unique is that it’s securely open to Internet users, who can submit and approve workflow forms virtually from anytime and anywhere. Its security goes beyond Onbase in that it just relies on regular authentication-authorization. The Onbase team has modified its architecture to allow Internet users to safely access the Onbase, while authorized personnel can securely access sensitive documents.

Dung is proud of administrating the System and Databases of the centralized Event Management that integrates Events and Academic scheduling with no-less security requirements. Onbase System, is growing fast as more departments are requesting to have their documents go electronic, and more workflow processes have been developed.

Dung has been working for CSUSB for over twelve years after graduating with M.S. degree in Computer Science from the California State University San Bernardino in 2004. During his study in the M.S. program, he worked as a Teaching Assistant, Graduate Research Assistant, and actively participated in research and software development. He has developed Graduate Student Database Management System in MS Access, and then transformed it into a web-based system. This system has been further developed by other graduates and is currently in use.

In his final year of his M.S. study, he joined the professors in the Department to build a complex system including a secure database to save sensitive information, and a sophisticated web-based software. The SEC (Securities Exchange Commission)-approved system specified by Active Capital did not only help entrepreneurs complete legal disclosure document (U7) using a complex on-line questionnaire, but also assisted in matching entrepreneurs and investor angles nationwide. His knowledge and experience were advanced with multiple responsibilities: Software Developer, System and Database administrator. He was also Microsoft certified System Engineer and Microsoft Certified Database administrator.

While working at CSUSB, Dung continued to study at the University of California Riverside (UCR). He graduated with a Ph.D. degree in Computer Science at UCR in 2014 where he researched Efficient and Scalable Core Scheduling for Multi-Core Systems. He has published several papers among top-tiers international conferences such as IEEE International Conference on Multimedia & Expo ICME (2012,2014), International Conference on Heterogeneous Networking for Quality, Reliability, Security and Robustness, QShine 2010, IEEE International Performance Computing and Communications Conference (IPCCC), 2012.

Dung has been awarded several awards for his research work in Cal State San Bernardino and the University of California Riverside, Travel Grant Award 2012, 2014, Ph.D. Forgivable Loan Scholarship recipient  2006, California State University Outstanding Graduate Student, Sally Casanova Pre-Doctoral Scholarship 2001-2002. He has even been offered an interesting position as a part-time lecturer for Computer Science courses in the Department of Computer Science at CSUSB.

For Dung, CSUSB has become his longest workplace and he enjoys working, learning, and hopes to make meaningful contributions for years to come.

Telecommunications and Network Services

ITS Blog Post Telecommunications and Network Services-01The Telecommunications and Network Services department within ITS continues to expand and improve upon our campus’s communication systems whether it be by our telephone services or the via our Wi-Fi connections.  Currently TNS manages the over 800 access points spread out throughout the campus to ensure we all stay connected within our Eduroam.

Wi-Fi now in Parking Lot N

As of now CSUSB’s Wi-Fi capabilities have branched out to Parking Lot N, being the first to establish a steady connection within the campus. With the upcoming plans to build new housing on campus, the TNS plans to continue its expansion of our Wi-Fi by having the entire campus connected whether inside or outside.

New digital phone book

The TNS department is beginning to make headway by initiating the launch of a new virtual phone book which will be used for faculty and staff. Unlike the CSUSB directory, the phone book is planned to me managed by HR to which proper contact and title information can be provided.

CSUSB Access not available

Another changed within the TNS is that CSUSB Access is no longer available to access via one’s Wi-Fi settings. This change is one which will further encourage all within campus to utilize the Eduroam account. Let it be known that there is a “visitors” account through one’s Wi-Fi settings which can be used for guests who do not have the credentials met for Eduroam.

Employee Spotlight: Janette Flores

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Janette Flores is an Administrative Support Coordinator in the Project Management and Assessment department of the ITS Division. Janette works with all ITS teams to track projects and report to IT governance and the office of the VP/CIO.  The Project Management Office also lead projects for the ITS division when asked.

As the Project Management Office Coordinator, she specializes in staff support, securing maintenance, and controlling the financial aspects of all projects. Janette’s primary role is ensuring projects are being delivered on time and meeting desired goals.  Janette verifies that all parts of the process and project as a whole remain organized and running according to plan.  

Janette is most proud of the growth she has made and all that she has endured over the years here at CSUSB. Twelve years ago, Janette was responsible for the Outgoing Transcript Unit in Records and Registration. She has also worked with CMS and training services. Janette was a contributor to the design and creation of the staff training for PeopleSoft using captivate which served as an exciting and great learning experience. Recently, she has been part of the project, “Reach Digital Signage.” This project replaces all CSUSB owned digital signage with a system that is centrally managed and be unified in the event of an emergency or natural disaster. The digital display management system will be rolled out into the colleges and university own displays followed by Auxiliary units. “Reach Digital Signage” is very important to her because it affects the entire campus community. Today, she is working in ITS Project Management and raising the bar for her professional growth.

On a personal note, Janette has recently traveled to Italy and would love to go a 100 times more if she could since it’s her favorite place. She would love to visit Greece next.

Her favorite TV show is Gilmore Girls and her favorite movie is Edward Scissorhands; her favorite food to this day is sushi. She is something of an artist, a musician who plays the keyboard and sings. She leads the worship team at “Agua De Vida” in San Bernardino.

Janette has worked at CSUSB for 21 years. She received her B.A. in Criminal Justice from CSUSB. Then, she went to Summit Bible College to get her Masters in Theology and a Doctorate in Worship and Prayer.  

To Janette, CSUSB means home to her. She states, “My entire working career has been here at CSUSB and I am grateful for all the wonderful people and experiences this campus has afforded me.”