Notes from ITS Council - 3/7/18

  • New Items
    • Executive Director Search update
      • A search committee has been established. It includes Amy Wrightsman, Patty Livingood, Thomas Johnson, Eric Runestad, Ryan Gjerde and Marcia Gullickson
      • Applications are due March 30th
      • Team meeting for candidate review is scheduled for April 4th.
    • IAICU Survey
      • IAICU is running a survey to collect information on the technologies being used in Iowa’s independent colleges and universities. Each of the Directors will fill out the portions for the technologies their teams support. It is due March 30th.
    • Update on ePortfolio Item at Science Division
      • Paul Mattson shared that Kristin Swanson was at the Science Division meeting this week to share information about a program targeted to sophomores that will leverage ePortfolios. ITS will help create templates and will contribute to training on 4/19 and 4/20.
  • Returning Items
    • 2 Factor for Colleague Update
      • Adam Forsyth shared an update on the 2 factor authentication project. He is looking at two options one of which is a newer discovery.
    • Year End Project Planning
      • We reviewed our spreadsheet on funds to allocate to year end projects.
    • Image Management Agreement
      • Implementation planning is in full swing. We expect the first load of new devices to be delivered in mid-March.
    • Improved Attachment Compliance in Gmail
      • We discussed a service that is available within Gmail that aims to contribute to data loss prevention. There is concern about consequences associate with false positives - cases where the software detects and issue and there is none. We decided to hold on this for now and continue to learn more.
    • Phonathon Encrypted Card Readers
      • Lane Schwarz is taking the lead on this project. The goal is to integrate encryption devices with the vendor software solution that supports the Phonathon.
  • ITS Operational Reports
    • Software Development
      • Colleague Self Service and Student Planning
        • Kristin Swanson and RyAnn Winings have a list of courses from faculty that will be discontinued and are ‘ending’ these courses in Colleague so they will not appear in the Course Catalog in Colleague Student Planning. They are also creating the list of courses to ‘hide’ until they are again offered.
        • ITS met with Student Financial Planning about Colleague Financial Aid Self Service and are in the process of making the changes that they’ve requested.  
        • Student Workers in Financial Aid are using Colleague Self Service Time Entry in the test environment for February. ITS and the Web Time entry team met last Monday and decided to have them continue to enter their time in the test account for March. Jean Ryan has reported some issues that have been discovered and reported to Ellucian for resolution.
        • Colleague Self Service is authenticating with ADFS in the production account and Dustin Cote is working through the setup in the test account.
      • Marcia Gullickson assisted with Giving Day website gift receipt processing and contributed to the testing of the Challenge site on Monday afternoon in preparation for Giving Day, Thursday, March 8th.
      • Marcia Gullickson shared an update from Jacob Secor on the next steps for the Spirion project and an update on Information Security Committee.
        • On-boarded last week:
          • Document Center/Mail Center/SPO
          • Health Service
        • On-deck for On-boarding:
          • Center for Global Learning
          • Campus Programming
        • Support tickets
          • There are issues to work through on Gmail scanning.
      • Content and Colleague UI 5.4
        • Tom Tague is coordinating the changes needed in Colleague UI 5.4 and Content linking.
        • Tom Tague is troubleshooting the scanner issues in Advancement.
        • Jane Miller will be working with purchasing coordinators in Athletics and Valders next
      • Identity Management Workgroup
        • The CORE team approved a new ND source code for walk-in students in Colleague. The Registrar’s office will maintain this new source. Jean Ryan updated source codes for 2017FA, 2018JT and 2018SP terms.
        • Chris Stuckman is developing a script that will look at a student’s last term attended to reconcile and ‘end’ student accounts.
        • Adam Forsyth has identified Moodle course accounts that are no longer needed and is in the process of removing them.
        • Jean Ryan, Chris Stuckman, and Marcia Gullickson are meeting to review new prospective student workflow and plan for changes needed to the account creation process to happen when a student is accepted instead of when they pay their enrollment deposit. This will allow accepted students access to Colleague Self Service for Financial Aid.

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