C&C Leadership Meeting 8/14/2018

The majority of the time today was spent reviewing and revising last years goals and documenting strategic goals for the upcoming year. There is a whole lot of moving parts and critical work going on that are engaging the teams and our continued challenge is to focus on the highest priorities and keeping our projects moving. Next meeting will be primarily focused on developing clear objectives for the leadership retreat. One more month before faculty are on contract!

PCcard Handbook review
Visited by Brant from purchasing and reviewed current PCcard handbook. We decided on broad guidance language around admissible procurement strategies for technology purchases via pccard and how to deal with restricted IT purchases. The team will provide direction to the Purchasing office on language updates and submit to Tony and revisit how this is working in 3 months.

Review FY18 C&C Goals
Team reviewed year end goal document in order to report out C&C yearly accomplishments to the community. We also worked on developing new goals for the next year based on the enrollment recovery and revitalization goals set by the institution. We will continue to work on this strategy work at the leadership retreat.

Review retreat topics
Saved this topic till next week.

Standing Items
Reviewed standing issues with regards to personnel, budget, upcoming critical dates and project deadlines.

Schedule Evergreen Going Live August 21

Beginning Tuesday, August 21, the college will switch to a new campus scheduling system, Schedule Evergreen.  This system will make requesting and confirming campus spaces more transparent, provide students with clear and timely class schedules, and make it easier for you to promote events to the campus and the public.

What to Expect:

  • Requesting Space: All requests to use any space on campus will be made through Schedule Evergreen, except for a few administrative conference rooms managed by specific areas.
  • Publicizing and Viewing Campus Events Calendars: All requests for space will be accompanied with the option to publicize the event to either our campus community (i.e. students, faculty and staff ) calendar listed in my.evergreen.edu or to the public campus calendar listed on Evergreen’s webpage. Events will be publicized when space is assigned and confirmed.
  • Resources for scheduling and promoting events information: A new webpage will go live when the new system launches with information about scheduling and promoting events on campus.
  • Schedule Evergreen Overview Sessions: Beginning the week of August 20, we will offer informational sessions focused on non-curricular event scheduling. See below for the first dates and times.  During this transition time, faculty can still use their usual method of requesting space for class by emailing Space Scheduling at spacescheduling@evergreen.edu. 

Overview Sessions Offered in Academic Computing Lab 2617: Wednesday, August 22, 3-4pm and Thursday, August 23, 1-2pm

As with any system transition, we expect there may be some hiccups along the way. We have amazing technical support and development teams that are prepared for this transition process. We appreciate your patience and support during these next few months. More information to follow!

 

IT Leadership Meeting 8/1

There is so much going on across the college and within C&C it’s hard to track all the details. The Leadership Team meeting that was scheduled for an hour lasted 2 and a bit.  We were joined by Brant from Purchasing to discuss some of the big changes that are hitting our customers. Below are the highlights. As always please feel free to contact us for questions or post them below.

IT Acquisition
We are working through the nuances of our IT purchase and acquisition process in light of retirements and reorganization. We are exploring how best to partner with the Purchasing office to provide standard pathways for most common purchases (and C&C maintains those standards) and that exceptions would then go to the leadership team to review and approve or deny. Purchasing suggests that Banner approval queues might be the appropriate place to catch non-standard requests (changing from an acquisition tool to an approval tool). We have established standards around computer workstations and have authority to manage these standards as supported by the Appropriate Use policy. It get’s fuzzier around printers, software services, etc. Banner could be set up for users to mark items as standard or non-standard and purchasing could catch those items that have been improperly marked. This could open the door to a deeper conversation and documenting the exceptions. Purchasing is waiting for the return of the Finance Director to work out the details on coding and configuring Banner to provide possible pathways. Like so many things at Evergreen currently this is going to continue being an iterative process and we will all need to continue to over communicate with customers, stakeholders and folks in the Purchasing office.

Printing Analysis
Purchasing is still collecting information on detailed printing expenditures for the college. Once this information has been collated, Purchasing and C&C will collaborate on the analysis and move forward with next steps.

Extended Warranties
Academics is talking about dropping extended warranties on Academic computer purchases. Will other departments do this too? At some point soon we need to make a decision about whether or not we can provide out-of-warranty repair in-house or surplus broken equipment at the cost to the Org that purchased the equipment. A business analysis on the number of extended warranty repairs will help guide this conversation and a decision.

Linux Server Architecture
We are revisiting the way we architect, automate and deploy our server infrastructure. Conversation brought to light the need to organize a strategy between Network Services and Enterprise Application to determine the intersections for collaboration. Rip and Michael to organize and report back.

CAS and SAML – SSO Direction
We need to continue to build the strategy regarding our SSO infrastructure (CAS 5, SAML) moving forward with the growth of external and in-house apps and IAM on the horizon. It was suggested we review the F5 product to inform a pathway towards a more robust single-sign on architecture and the ability to associate non-college credentials with users AD credentials.

IT Leadership Meeting 7/24

As a way to better communicate with the campus, the IT Leadership Team is trying something new; posting our notes here regularly.  Please let us know if this is useful!

  • Discuss the open position in Enterprise Apps – Considering opening the vacant position in Enterprise Applications with a lead analyst/programmer position with an ERP focus and with strong infrastructural background to support the development team.
  • Argos and Reporting needs – Reviewed the Argos presentation and the college articulated need for better access to institutional data. Tony is in continued conversation with campus leadership around a direction we will take moving forward.
  • C&C communication proposal – Discussed providing feedback from our meeting to technews as a weekly digest of the discussions from the C&C Leadership Team. This is a way for us to communicate the discussions from the C&C Leadership Team more broadly.
  • EME Parts Room status/strategy – EME is still in the process of coordinating the dismantling of this space and the inventory. This will require tracking the inventory changes and EME is still working on setting this up. There remains a question what the future of Service Ledger is and how this application is being used in conjunction with changes in recharge/inventory management.
  • Networking proposal – Discussed life safety project and a network design based on current usage calculations done by the Network Services team. There is a surprising low level of traffic across much of the campus except for a few hotspots such as CAB, second floor library C wing. Also reviewed where (which IDF’s) 10 Gig connections would be most likely to installed since the cost for the 10 Gig transceivers is magnitudes more expensive than the lesser throughput transceivers.

New Technology Support Center

If you have noticed the attractive construction wall at the entrance to the Computer Center and have been wondering what is going on, the Faculty and Staff Help Desk on the first floor will soon be moving into this new space and becoming the new Technology Support Center. Monday March 26th (break week), Mark Holm, Chris Granado and Andrew Su and their incredibly capable student techs will move upstairs to this new space.  We will be offline for the day of March 26th while we make the move, but we should be fully up and operational by Tuesday March 27th.

To start with the hours, operations and support will be exactly the same as before.  Over the ensuing months we will be exploring new synergies between technology support in the Computer Center and the faculty/staff help desk, aligning our approaches and discovering operational efficiencies. The vision is to provide a more straightforward and discoverable pathway for anyone on campus seeking technology support regardless of the issue.

As we move into this new configuration I have two favours to ask of you. The first is for patience as we figure out how best to deliver core support services in this new space. Things may take a little longer as we learn about and mitigate impacts from the move.

Secondly, and more importantly, please provide feedback on things you notice, experiences you have both positive and negative, or important issues you would like us to be aware of. At the end of the day we strive to provide the best possible technical support we can, and that is only possible if there is a strong feedback loop with the community we serve.

A special thanks to all the hard working staff in facilities – construction services and custodial services for all of their diligence and attention to detail in creating this exceptional space.

Planned system maintenance Wed February 28 @ 3:00am

Starting Wednesday morning at 3:00am Computing & Communications will be performing planned maintenance on the hardware that is home to Banner, our Student Information System. Banner is an integral part of Evergreen’s academic and administrative technology systems including the class registration system, the online evaluation system (ORS), the time certification and leave system, the payroll system, and the budget/ finance and advancement systems.

What you can expect: Starting at 3:00am, these systems will be offline for approximately 1-2 hours to complete maintenance. During this time, there will be no access to Banner INB, Class or Wait Lists, Evaluations, Time & Leave, Budgets & Finance, or Web Payments. Please let me know if you want additional information or if there are critical processes that will be affected by this maintenance.

Banner 9 Project Underway

The Project:

Evergreen is now moving forward with the migration from Banner 8 to Banner 9. This project has been in the works for many months now but it officially kicked off January 2018 in preparation for Oracle dropping support for the form technology that supports Internet Native Banner (INB), the forms interface for Banner 8. The deadline for this change is December 2018, a date not to far into the future.

What does this mean to Banner users on campus? Those who regularly use INB forms will find their work in an updated java-based interface now called Banner Admin Pages. The underlying infrastructure will still be for all practical purposes the same Oracle database. The way people interact with Banner though will shift considerably.

The Schedule:

Over the next 4-8 months Banner users will be asked to engage in various levels of testing once Computing and Communication staff move the two platforms into a single/parallel infrastructure, so both Banner 8 and Banner 9 can be used at the same time.

We will be asking our Banner users to test Banner 8 work processes using the updated infrastructure during the month of March. April will then see a shift towards dedicated testing of college workflows in the Banner 9 Admin Pages. Onces these workflows satisfactorily meet the business needs of the different administrative offices, then they can completely migrate their workflows to the new Admin Pages in preparation of the December 31 cutoff of the INB technology. Below is the basic timeline for the project.

 

The Project Teams:

Business areas of the college are represented by an area lead. This team member will be responsible for attending implementation team meetings, helping coordinate testing as well as building training strategies for the workflows for their and associated areas who leverage similar forms.

Implementation Team Lead

Alternate

Business Area

Lori Klatt Elaine Hayashi-Peterson Curriculum and Registration
Leona Walker Jo Bernier Admissions
Tracy Hall Sandra Mann Financial Aid
Beatrice Sapp Brandon Reed Student Accounts
Jennifer Levesque TBD Human Resources and Hiring
Ladonna Herigstad Amy Placette Payroll
Nancy Eastham TBD Finance and Budget
Kitty Jones Lori Klatt Advising
Jessica Thrift Yahui Chi Advancement

Project Management:

Rip Heminway is the Banner 9 Project Manager and will be organizing and facilitating meetings for both the implementation and technical teams. Tony Alfonso is the chair of the Steering Committee who will be making decisions as necessary to ensure that an institutional perspective is maintained throughout the implementation process. The steering committee is tasked with defining/untangling policy related issues, securing critical resources and defining broad project outcomes. 

Steering Committee Member

Department

Tony Alfonso (Chair) Computing and Communications
Laurel Uznanksi Human Resources
Dave Kohler Business Services
Erik Pederson Enrollment Services
Rip Heminway (PM) Computing and Communications

The management of the project and all documentation will be built in and shared via the Redmine Project Management platform that is maintained by Computing and Communications. If you would like to get access to this more detailed resource, please contact Rip Heminway at X6904.

If you have questions or comments about this plan, please leave them and they will be answered as quickly as possible.

Moodle will be shut down end of Spring Quarter 2018

As of June 15, 2018, Moodle will be “sunsetted” (shut down).

What this means:

  • You will no longer have access to your past Moodle sites within Moodle.
  • However, backups of your sites will be available, which can be easily imported into Canvas.
    • Moodle to WordPress, however, is more of a manual process and only files can be imported, no activities.

Prior to the shutdown this June 15th, we encourage you to download/copy any content you may need.

Please note:

  • Moodle can only be accessed when on campus.
  • Due to security purposes, Moodle is not available off-campus. Our apologies for the inconvenience.
  • If you are unable to come to campus to obtain Moodle content, please request assistance via help.evergreen.edu.

And an important note regarding student work, names, photos, or other related data on curricular websites:

  • None of the backups should contain student work, unless you as faculty added it to the site. Then it needs to be removed manually.
  • Please always double-check imported content to make sure all previous student work, names, and any related data is removed.

Please submit a help ticket if you have any questions or need assistance.

Academic.evergreen.edu End of Life

As of 12/26/2017, academic.evergreen.edu will no longer provide web services. Data owners will still be able to access their files and should make arrangements to migrate their content to a supported web hosting platform.

Please submit a help ticket if you have any questions or need assistance.

Information Technology Security Videos Available

Our online portal for information technology security videos had a mandatory upgrade and was not available over the past couple months. Good news – the videos are once again available for you to enjoy! We have partnered with the SANS Institute to provide this content, which is why you’ll see the SANS logo all over this portal.

To access the Technology Security Videos, please visit the Evergreen Human Resources Training site at www.evergreen.edu/humanresources/training and look for the Technology Security Training link under the list of Online Training. You will use your Evergreen username and password to login to the portal. We have partnered with the SANS Institute to provide this content, which is why you’ll see the SANS logo all over this portal.

For those of you who used the previous portal, you will notice a substantial difference in how the site looks and refreshed security videos for the 2017 year. Please contact the Help Desk via help.evergreen.edu or at 360-867-6627 if you have problems accessing the training portal.