Category Archives: IT Governance

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.

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.

IT-Governance: January 2017

Distributed Technology Services Updates and Presentation: The goal of the Distributed Technology Services (DTS) is a collaboration of alliances consisting of college technical services. This area received a presentation from David Nimri.

Information Security Updates: Dr. Javier Torner, guest, discussed confidential issues.

Exploration of New Generation of Technologies to assist with Student Success: Currently we are exploring new types of technologies within the area of artificial intelligence (i.e. Alexa from Amazon-students would be able to ask FAQs). Every office has peak times and shared examples of questions students commonly ask, getting FAQs being answered in real time- on an as needed basis- condensing response times. Doug stated Intelliresponse from Toronto offers this type of service but it will be further looked at. Looking at a mobile app called 1 touch graduation – where the student will receive a text asking, “do you want to graduate?” and if the answer is yes it will take them step-by-step through the graduation process.

 

 

IT-Governance: November 2016

ITS – Procurement for hardware and software: VP Sudhakar announced to the group that all software used by students, faculty, and staff must be accessible. When purchasing software a vendor must provide a Voluntary Product Accessibility Template (VPAT). An expert must look through the VPAT to validate if it is accurate or not. In order to alleviate the workload of the Procurement Office, the ATI office will validate VPATs before going to Procurement. Regarding open source software we cannot prevent employees from purchasing the product but, would need to educate them on the disservice they would be doing to our students if the product is not accessible. Mihaela Popescu stated that the IMAP committee is coming up with a process on how to educate faculty on accessibility. 

ITS – Campus Wide Web Migration Update: Michael Casadonte presented to the group the evolution and future of web presence at our campus. Before migrating to our current content management system (Drupal), there were many accessibility and security issues.  After moving to Drupal, websites are able to go-live faster because of shorter build times. Additionally, Web Services is able to easily address accessible and security issues. Currently, Web Services has launched about 28% of active CSUSB websites in Drupal. The goal is to complete migrating all administrative websites to Drupal by the end of 2017.  

ITS – Academic Technologies & Innovation Support for Faculty: Mihaela Popescu presented to the group the portfolio of ATI services. She wanted to stress that ATI is not ODL but a new creation that brought different departments under one. There are 7 services that ATI provides which are instruction design, instructional technology, smart classroom technology, distance learning & videoconferencing, academic multimedia, assistive technology & accessibility, and academic systems administration.


Palo Alto Project Update: AVP Au asked the group for approval to move the cut over date up 2 business days. Instead of the cut over being December 19-23 it will be scheduled for December 15-22. VP Sudhakar asked Gerard what the impact to campus will be if we move the date up 2 business days. Gerard said that is minimal impact. Blackboard and Peoplesoft will not be affected. The committee approved having the date moved.

Announcements:  VP Sudhakar announced that next year Peoplesoft will split in HR and student module. Gerard Au announced to the group that the second wave of the outdoor wireless went live. The next wave will be on the Coyote Walk and will be completed by the end of 2017.

 

 

IT Governance: October 2016

ITS – Administrative Computing and Business Intelligence Project Updates – Lenora Rodgers presented the projects ACBI is currently undergoing. Some of the current projects the ACBI team is working on is the CS 9.2 upgrade which will run from June 19, through December 19, 2017. They are currently working on updating the CSUSB mobile app front page and looking on purchasing a mobile app platform which will bring apps to the market faster. The COE credential tracking and reporting phase one went live on October 1, 2016.

ITS – Security Audit Findings Mitigation Efforts Updates – Sam announced that they’ll be inviting the auditors back in February for an advisory audit. We hope to have resolved 100% of the audit findings during that time. Laura Carrizales presented the progress made regarding the audit findings. Each Dean was handed a report regarding gaps in their colleges. Terri Nelson mentioned that there needs to be a better way of communicating to faculty what type of software is installed in their classrooms. David Nimri will bring this up in the SOP group and find the best way of communicating this information.

Updates on ITS Tech Days – VP Fremont asked how ITS Tech Days went. Felix Zuniga announced there was a decline in the number of students from last year which shows all the marketing that has gone to promote the software ITS provides has helped put the word out.

Agendas and handouts from IT governance meetings can be found online at: http://its.csusb.edu/governance/minutesAgenda.html

IT Governance: August 2016

IT LeadershipCSU Mentor Soon to be Replaced –Discussion was had on when CSU Mentor will be replaced and why. VP Sudhakar explained that the replacement to CSU Mentor would have much broader applications and include graduate studies. Concerns were voiced on ease of use, what kind of information will be needed from end users, and how it will accommodate international students. VP Sudhakar will gather more details and report back.

Administrator Access on Desktops – Good progress is being made. The process started with Department Chairs and staff and will include faculty in the fall.

ITS Strategic Planning Implementation Plan – The Strategic Plan is now in its implementation phase and a document has been created that includes two different categories. Green is when a goal/objective will be initiated and blue indicates a need for improvement. If you would like to view the Implementation Plan, please click the link below to download.

ITS Strategic Planning Implementation PDF

New Wireless Network Recommendation – AVP Au made a recommendation to rename the CSUSB-ACCESS Wi-Fi network in August. Currently, CSUSB-ACCESS is a limited 24-hour Wi-Fi access that is meant for guests and visitors. The name has caused confusion for those who are using the CSUSB-ACCESS rather than Eduroam. When a user logs into Eduroam, their device will automatically reconnect to the network without having to log back in. Eduroam is a global Wi-Fi network that gives the user access to all CSU campuses as well as over 470 institutions around the world. Currently 82% of CSUSB users are on Eduroam and the goal is to reach 100% this year. It is being proposed that CSUSB-ACCESS be renamed to, “CSUSB- VISITOR.”

Wi-Fi Access now available for Department Owned Devices – It was announced that Eduroam is now available for department owned devices such as iPads and laptops. Users should contact ITS services to set up an account. https://support.csusb.edu/

Accessible Technology Initiative Compliance Audit – VP Sudhakar shared that the compliance audit showed that web compliance is adequate, and good progress is being made on instructional material compliance. However, we are behind on procurement compliance. All departments need to be made aware of requirements for ADA Compliance. All new software vendors ( for products with 10 or more users) need to present a verified Voluntary Product Accessibility Template (VPAT) before purchase.

NSF Grant Application – Progress on applying for the National Science Foundation grant is being made. This grant will upgrade our egress link as well as create high-performance computing on campus.

ITS Consulting Services – A Discussion was had on the proposal by ITS for a Consulting Service. Director Zuniga introduced the process which would include a web form for new requests. The goal of IT Consulting Services is to streamline project requests coming from the campus community and set timelines, milestones, and assessment metrics. Further discussion was had on how to make the request form clear, concise and user friendly.

Discussion – 

  • VP Sudhakar thanked Provost Delgado for his leadership of the IT Governance Committee.
  • The committee was reminded that there will be a Blackboard upgrade on August 26th. Email reminders will be sent to the colleagues list.

IT Governance Digest: July 2016

IT LeadershipAdministrator Access on Desktops: ITS again brought forth the recommendation for local administrative rights and the proposed form with changes incorporated from the last few meetings. After the discussion, the committee unanimously approved moving forward with the recommendation and form pending two additional modifications. The committee will work with ITS in the implementation phase.

Phishing Simulation: With phishing being the third highest threat in cybersecurity, ITS brought forth a recommendation for education on phishing awareness. Over the next six months ITS is proposing to educate the campus and then to send out a phishing test that can assess vulnerability. VP Sudhakar shared that the Chancellor’s office will be assisting with costs for this educational program. The committee unanimously approved this recommendation.

NSF Grant Application: VP Sudhakar and colleagues attended the Internet2 Global Summit in May and met with the director of the National Science Foundation. There is an opportunity for a grant to upgrade our egress link in San Bernardino to 100 GB. The grant is due in August and the VP Sudhakar will be meeting with his team and additional colleagues to discuss this opportunity. More information will be brought to the next meeting.

ProofPoint Update: ITS will be bringing a recommendation to the next meeting for the ProofPoint Outlook plug-in. The IT Governance Executive Committee must approve the decision to push out this plug-in that is already included in the package that was purchased before ITS proceeds.

ITS Consulting ServicesVP Sudhakar shared an early proposal from ITS to create a consulting unit to streamline project requests coming from the campus community and to set timelines, milestones and assessment metrics.

 

IT Governance Digest: June 2016

IT LeadershipEMS Recommendation: CSUSB currently uses two systems for university scheduling: Ad Astra and EMS. Due to EMS maintenance agreement expiring last year and Ad Astra expiring this year, Carol Dixon and team are recommending adopting a single system: EMS. The system was demonstrated for university schedulers and it meets the needs of both academics and events schedulers. The Executive Committee unanimously approved the recommendation to adopt EMS software as the university scheduling software.

ITS Decision Making Process: VP Samuel Sudhakar brought back the ITS Decision Making Process chart to the Executive Committee for review. Feedback from the previous meeting has been incorporated. There was discussion to clarify the role of the Executive committee in the process.

Blackboard Maintenance Schedules: VP Samuel Sudhakar presented information regarding emergency Blackboard system maintenance protocol. There was discussion about the most appropriate option for communication of emergency maintenance to users and about what would be the best time for it to take place.

Administrator Access on Desktops: VP Samuel Sudhakar shared the request for authorization for local administrative rights recommendation. He stated that it has already been presented to the Executive Committee and has been revised based on feedback.  The form was also presented and is basically a pathway to get administrative access. The form and recommendation will be brought back next month with incorporated suggestions.

Alertus Recommendation: ITS presented a recommendation to implement the Alertus system to cover the gap in desktop emergency notifications. The system would take over your monitor in case of emergencies. After discussion, the Executive Committee unanimously approved the implementation of the Alertus desktop notification.

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Tech Talks | ITS Department Spotlight: Assistive Technology and Accessibility Center

Featuring Leon McNaught and Christine Fundell of the Assistive Technology & Accessibility Center
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Question: What is the Assistive Technology and Accessibility Center?

Answer: The Assistive Technology & Accessibility Center (ATAC) is a specialized computer lab that provides access to assistive technologies (AT) for students, faculty, and staff.  ATAC lab is located in the Pfau Library Wedge PL-1109.D in the Southside of the main computer lab.  We are open Monday through Thursday from 8:00 a.m. to 11:00 pm and on Friday until 5:00 p.m.

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Question: Is ATAC only for students with disabilities?

Answer: AT is traditionally used by individuals with disabilities to facilitate alternate means of access to information. However, many students without disabilities use ATAC because they find that AT increases productivity in reading and writing. ATAC lab is open to all students, faculty, and staff including CSUSB Alumni.

Question: What services are provided by ATAC for students, faculty, and staff?

Answer: There are many useful services for the CSUSB community to take advantage of. Some services include video captioning, content remediation, braille production, free audio books/periodicals, and home use technology software applications for faculty and staff. ATAC can also provide guidance to software developers by testing your mobile app or other applications and provide a report on overall accessibility of your design including elements that may require remediation.

ATAC can loan iPads and SmartPens to students and other equipment can be rented one academic quarter at a time.

 Question: Which assistive technologies are available to students?

Answer: ATAC supports many software programs that help accessibility. Below is a chart outlining our assistive software and how they can be used.

Software Category Audience
JAWS (Job Access With Speech) Screen reader. Reads all information presented on-screen aloud. Manipulation exclusively via keyboard input.
  • Blind or low vision individuals.
  • Content creators who wish to check the accessibility of their materials.
ZoomText On-screen Magnification. Enlarges information on-screen and provides custom visual enhancements.
  • Low vision individuals.
WYNN (What You Need Now) Literacy. Allows high speed scanning of books (via PEARL scanning camera) and creation of audio MP3 files. Create digital study guides.
  • Anyone, and especially individuals who may require more exposure and repetition to understand written materials.
OpenBook Optical Character Recognition (OCR). Acquire printed material and create digital text to audio.
  • Blind or low vision individuals.
Dragon Naturally Speaking Speech Recognition. Converts natural language speech into text. Also allows control and manipulation of a computer and programs via voice.
  • Anyone, and especially individuals who have poor typing or spelling abilities.
Talking Typing Teacher Typing tutor. Trains the user to touch-type using all fingers on the keyboard without looking at the keys.
  • Anyone, and especially someone who wishes to learn how to touch type or improve speed or accuracy.

 

Question: Does ATAC provide mobile cart accommodation?

Answer: If you require assistive technology at a specific location on campus (such as a classroom lab) ATAC can provide a fully mobile assistive technology workstation on a temporary basis up to an academic quarter at a time.

Question: How do I contact ATAC?

Answer: You can walk in the ATAC office in PL-1109D or dial extension x75079 from an on-campus phone or 909-537-5079 if you’re off campus. ATAC can also be reached anytime at atac@csusb.edu.

 

IT Governance Digest: May 2016

IT LeadershipITS Strategic Plan: The Strategic Planning Working Group Co-chairs attended the IT Governance Executive Committee meeting and presented their goals, objectives and respective strategies. After some discussion and feedback the Executive Committee unanimously approved the plan.

ITS Decision Making Process: VP Sudhakar shared a draft document of the ITS Decision Making Process with the committee and emphasized that there are two key pieces: involving the campus community in the process and involving faculty. He asked the committee for feedback on the flow chart presented on the document and stated that he wants to make sure the campus community is engaged and has enough time for feedback before initiatives are rolled out. He will bring a revised version to the next meeting with the committee feedback incorporated.

Clutter Recommendation: ITS brought forth a recommendation to turn off the Clutter folder and to make it an optional turn on. Committee discussion included suggestions on how to communicate this to the campus community and about how the folder is very inconsistent at times. After further committee discussion, the consensus is to leave the Clutter folder as is and if there are more issues in the future; the topic will be addressed again.

Blackboard Upgrade: VP Sudhakar shared the ITS recommendation document and stated that it is the same information that was presented before but includes more details on the new version. The committee consensus is to continue with this recommendation.