Notes from ITS Council - 11/15/17

  • New Items
    • Quick Reference - Buildings & Rooms
      • ITS has a Google sheet that details a great deal of information about rooms on campus. We considered that idea that there are too many details and because of that the details get out of data. A group will convene to to remove the unnecessary detail.
    • Skills Development and Succession Planning
      • There are a number of solutions that are delivered as Software as a Service. We began a conversation about how we might help departments and functions consider their skills bench should key lead users in their departments make moves or change roles. One idea was to build out the list of solutions with departmental lead users and their backups. The concern is that there may not be backups in many cases and that may not be top of mind in some departments. This is a key piece to risk management that is not related to security.
  • Returning Items
    • Update on Residence Hall Phone Proposal
      • Dennis Blake is waiting on facilities to provide access to the attic of one of the College Apartments and is coordinating with a student worker to start work in Baker Village.
    • Emergency Communication Plan Progress
      • We discussed some standard ways of capturing information across out ITS functions as we update our ITS Emergency Plan.
    • Sage Update
      • There was conversation with the hosting vendor on Monday to discuss options. Current thinking is to upgrade our 4 month subscription  to a 1 year for  25 users and see how the process works.
      • All the worksheets from self hosted Sage have been backed up to network share. Target plan is to turn off self hosted Sage in January.
      • Richard Bernatz plans to demo the software to ITS and others in Math.
    • Spirion PII Update
      • Jacob Secor is transitioning to lead on this project. Thanks to Diane Gossman for her leadership to this point. Jacob has compiled a task list of next steps, identifying some target due dates, and priorities. Then the Luther PII Spirion team will reconvene. Jacob provides updates on the project to the IT Risk group.
    • Digication Pilot & Google Sites
      • There has been conversation with the technology group associated with the sophomore initiative. One idea that is being explored is leveraging Google sites.
    • ALEKS Update
      • This is software for Math that Mike Jonson would like to use for Spring 2018. The IT Risk Assessment process is underway.
  • ITS Operational Reports
    • Software Development
      • Jim Jermier has requested that we prioritize Reeher Part 2. This is the piece that moves call records from Reeher back to Colleague. Jean Ryan and Marcia Gullickson are meeting with Nate Ersig on Thursday to discuss. There is a problem with the scholarship report that is currently a high priority.
      • On Self Service implementation Melissa Flack is testing Web Time entry for student work. ITS is focusing on features for Advising, Course Catalog, linking back to my.luther, and Person Proxy setup.
      • The CORE team and Corey Landstrom met on Tuesday to continue discussion on Colleague enhancements regarding gender and chosen name.  As a follow up from the last meeting, the CORE team agreed to use values in production that have been used in test. Work and testing continue as we consider where the chosen name should display in Colleague Self Service, the many reports used inside campus, the other student systems (e.g. dining, student life, health services, etc.), mailing names, and names use for external news announcements. Corey also shared his work on a name change policy for the student request process and communication with faculty, staff, and students.
      • On the Student Planning implementation, Kristin Swanson and RyAnn Winings from the Registrar’s office and ITS met with an Ellucian consultant on November 3rd to clarify how some of the new features in Colleague Student Planning might work. ITS is removing some of the features and enabling and configuring some features that advisors, faculty, and students will find useful.
      • Lane Schwarz is assisting the Bookshop with installation and testing of new cash registers to work with Nebraska Book Software and CBORD debit card services.
      • Faust Gertz is working with the Web Content team on enhancements to the ROAD, new student checklist, and advising process for new students. He is also testing the changes needed for the KATIE upgrade to version 3.3 in December.
      • Content for Finance is focusing on several document workflows initially. These include Accounts Payable Invoice, Check Processing, Student Statements, Student Refunds, and Student Misc Charges. Other workflows will be developed after initial go-live.