Notes from ITS Council - 1/17/18

  • New Items
    • ITS Council Schedule
      • We have scheduling conflicts with upcoming ITS Council. Paul Mattson and Patty Livingood will look at alternatives.
    • VMWare Upgrade
      • The VMWare upgrade installation is this week. It is expected to finish on Wednesday(1/17). One consequence was a need for an unplanned maintenance window. We discussed how we might more clearly communicate that work associated with  maintenance window is complete and systems are restored for usage by putting the completion information prior to the title of the blog post for the outage.
    • Lynda.com Renewal Options
      • Diane Gossman is working with the vendor to determine options because our current licensing is no longer available after this spring. One option to consider is a pilot of a campus-wide license during the spring semester.
  • Returning Items
    • 2 Factor for Colleague Update
      • No update.
    • PaaS
      • Comments have been submitted and we are anticipating new marked up documents coming. We further discussed communication and timeline.
    • Alumni Norse Apps Accounts
      • We discussed a number of cases where the Norse App account is not enrolled in 2-step verification and not suspended. These are largely cases where the alum communicated they did intend to enroll but did not. We discussed how we would handle them.
    • ITS Data Classification
      • Amy Wrightsman developed a template for the information security committee that will be used by team members. ITS to map the information we had captured in our spreadsheet to this new format.
    • Student Emails & Career Center
      • We met with Brenda Ranum regarding students, their Luther email addresses, and when they are used during their life at Luther. There is agreement to help students to create and begin using a non-Luther email account during their senior year to begin establishing their personal and professional identity.
  • ITS Operational Reports
    • Software Development
      • Marcia Gullickson and Corey Landstrom organized and met with a task group for proposing and implementing a process to support storing gender and chosen name in the information systems at the college. The group will meet every two weeks to define the current name types, how they are maintained, where they display in systems, on reports, on mailing labels, and other publications.
      • The Regroup communication system project is in the testing phase. Test messages have been successfully sent to a small group of people in ITS and the Publications office. Julie Trytten is coordinating training for the emergency response team. A campus-wide test is planned for January 24th before the system goes live at the end of January
      • Jane Miller, Tom Tague, Jean Ryan, and Marcia Gullickson will see a vendor demonstration on Friday of the newest version of Content, the ContentApps mobile application, and indexing eForms, an alternative way to link information between Colleague and Content that will not be browser dependent.
      • The Box Office will have an AudienceView consultant on campus to facilitate and train staff on a new features in the new version of AudienceView over Spring break.
      • Colleague Self Service and Student Planning
        • ITS reviewed a number of menu and screen changes with Kristin Swanson and RyAnn Winings as they continue to test the student and advisor functionality in Student Planning.
        • Missy Flack is testing the student work time entry and would like to have some of the Financial Aid student workers pilot the new functionality.
        • ITS plans to refresh the Colleague test environment in January to provide current data for further testing.
        • Dustin Cote is installing Colleague Self Service 2.18
      • Information Security and Spirion PII Project
        • An email was sent to Campus staff on January 10th explaining the project.
        • Spirion workstation software is being distributed (pushed) this week to staff.
        • The console server software was updated on Monday.

ITS data classification work is in progress.