Archive for 2020

Adobe Maintenance on 6/15/20

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Minor maintenance is scheduled for our Adobe products on Monday 6/15/20 from 7am - 7:30am.  Adobe may be briefly unavailable during this time.  There should be no change to the user's experience when the maintenance is complete.

Thank you for your patience.

Service alert - Team Dynamix 6/11/2020 - updated 930AM

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930AM update: The issue has been resolved. Between the hours of 7:55 am ET and 9:55am ET on 6/11/2020, TeamDynamix was not accessible due to a widespread outage within the Microsoft Azure environment.

Microsoft Azure has confirmed that the issue has been resolved, see below for details. Further to this notification, we have conducted our own series of performance tests - each of which is now showing normal operation. Please call the IT Solution Center at 805-437-8552 to report any further issues you may be experiencing with TeamDynamix.
855AM: TeamDynamix has reported that some sites are experiencing slowness and errors with the Solution Center online (http://go.csuci.edu/solutioncenter). Information Technology Services is tracking this issue, and will provide updates on this page as further updates are provided by the vendor. Please call 805-437-8552 to report any issues you may be experiencing with TeamDynamix.

Chronicle of Higher Education – Potential Security Issue

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This is an important notice from the Information Security Team at CSUCI.  We have been notified that the data from recent third party site data breaches is flooding the Dark Web for sale (see “Hacker group floods dark web with data stolen from 11 companies“). One of the sites listed among those that were hit and where user data was compromised is “The Chronicle of Higher Education”, which had over 3 million user accounts were compromised. A major reason for concern is that Chronicle of Higher Education is a very popular website among academia and general password reuse is a common practice.  If these exposed accounts have been compromised on a third-party site, they can be used to access sensitive information on CSUCI’s secured networks.

If you are currently subscribed to The Chronicle of Higher Education, we are requesting you to do the following to protect and prevent any further information from being accessed by unauthorized users.

    1. Log into your account
    2. Click “My Account”
    3. Click “Password”
    4. Enter your current password
    5. Enter/create your new password
If you haven't done so already, register your myCI account on our DUO 2-Factcor Authentication (2FA) system. 2FA requires users to authenticate after entering their username and password. This is a great way to stop unauthorized users from accessing your account even if your username and password are compromised.

Have questions?  Contact ITS Information Security at infosec@csuci.edu.

Draft Protocols for In-Person IT Support

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Dear Colleagues,

While we continue to work remotely we recognize that some members of our University need in-person assistance with their university computing devices.  The default and preferred way to provide support continues to be virtual, however when in-person support is needed for desktop/laptop computers, tablets or other electronic equipment we ask that users follow these protocols to reduce potential exposure to and spread of COVID-19:

• Do Not Visit IT Staff without an Appointment– Contact your IT professional and ask for an available time to deliver or set up your equipment. Do not stop by the offices or work areas of IT professionals for assistance without prior scheduled approval.

• Bring or Pick Up Equipment in Designated Locations – Your IT professional will designate a location on campus where you may drop off or pick up equipment.

• Prepare Your Workspace – If your IT professional will be setting up or configuring technology within your workspace, please arrange for open and safe access to the area.

• Avoid Close Contact – If you have to be present, allow for a distance of at least six feet between you and your IT professional at all times.

• Please Be Patient – Our university IT professionals are working diligently and taking extra precautions to ensure safety. Technicians may need additional time to properly address their users’ IT needs.

Adobe Sign-In and Licensing issue - updated 5/27 145PM

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Dear Campus Community,

At 7:33 AM on May 27, 2020, Adobe reported an issue with Adobe sign in affecting multiple platforms including Creative Cloud applications and Adobe Sign. This is a regional issue affecting multiple institutions in the Americas, and Adobe technicians are currently working to resolve the issue.

For more information and updates, please refer to Adobe Status Page.


UPDATE: 5/27/2020 145PM. We believe Adobe has resolved the issue related to Adobe Sign. If you continue to experience issues with Adobe Sign, please contact the ITS Solution Center at 805-437-8552 or submit a Solution Center support request 

CI Virtual Labs Modifications - May 29, 2020

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Dear Campus Community:

In an effort to provide a more stable and robust virtual work and learning environment, Information Technology Services (ITS) will be making the following modifications to the CSUCI Virtual Labs (CIVL) at 11:00 p.m. on Friday, May 29, 2020:

  1. The virtual environment for the "Art Lab" will be shutdown. Art-related applications, such as the Adobe Creative Cloud Suite, will be accessible from the “Student Lab”.
  2. The "Student Lab" will be re-sized to better suit the needs of Students during the Summer session.
The "Staff VDI" will remain unmodified as we continue to work remotely.

If you have any issues or concerns, please feel free to contact the Shared Services Solution Center at 805-437-8552 between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, or to submit an ITS Service Request.

Zoom 5.0 upgrade is available

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ITS would like to encourage you to take a moment to update your Zoom client to Zoom 5.0  This update is easiest to receive simply by logging into Zoom's test meeting, which automatically does the update for you. 

The new version provides enhanced security features and it will be required after May 30.  If an older Zoom client attempts to join a meeting the user will be prompted for confirmation before automatically upgrading.  

Performing the upgrade manually in advance will negate the need for you to upgrade while you're just trying to get into to the meeting.

If you experience any problems with this upgrade, please contact the IT Solution Center at 805-437-8552 or submit a service request.

Fake Jobs Offered via Zoom and Text Message

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Have you received a job offer via text from a "Rosa at SLD"? 

With a follow-up interview on Zoom?




CSUCI has seen an increase in job scams recently targeting our student population via text to their personal smartphone.

Here are some ways to spot these employment scams:
  • If it sounds too good to be true, it probably is.
  • Do your research, look online, and reach out to infosec@csuci.edu if you have any questions or concerns.
  • Most jobs require a resume, an interview, a background check, and a job application.
  • Asking you to buy a gift card to iTunes or any other service is a sign the offer is a scam.
  • Do not share your information until you have verified the possible employer as being legitimate.

Think you can spot a Phishing email? Take the Phishing quiz from Google https://phishingquiz.withgoogle.com

For on-campus jobs, please visit the Dolphin CareerLink:
https://www.csuci.edu/careerdevelopment/services/dolphin-careerlink.htm

For more information or questions about Information Security, contact CSUCI's Information Security Team at infosec@csuci.edu or visit https://www.csuci.edu/its/security/.

Amazon Web Services and Microsoft Azure credits available - apply by 5/22 deadline

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This message is sent on behalf of Jim August, Chief Information Officer:

Dear colleagues,

Once again, Cal State Innovate (http://calstateinnovate.org/) at the CSU Chancellor's Office is pleased to offer cloud credits to support innovation, research and virtualization projects which use Amazon Web Services (AWS) and Microsoft Azure.

Here are the details:

  • Up to $50,000 per proposal can be funded.
  • A maximum of two proposals per campus will be accepted by the Chancellor's Office. Proposals will be submitted by the Chief Information Officer at each campus, and a maximum of two proposals per campus (1 for AWS, 1 for Azure) can be funded.
  • You can submit your proposal for consideration.
  • Proposal must be submitted using the above link by Friday, May 22 at 5:00PM.
  • Credit recipients will be notified by the CSU Chancellor's Office. 
  • Projects receiving AWS credits must be completed and funds used within 1 date of the campus' receipt of the credits. 
  • Projects receiving Azure credits must be completed and funds used within 90 days of the first usage of the credits.  
You can find the list of projects previously funded on the Cal State Innovate blog : FY2019 funded projects and FY2018 funded projects.

Our apologies for the short submission window. Feel free to share this opportunity with any faculty or staff who may be interested. We encourage you to submit a proposal for consideration. Please contact me with any questions, and thanks in advance for sharing your ideas.

Monthly Bulletin - April 2020

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I'm pleased to share our monthly bulletin, which provides a summary of activities & accomplishments for the department of Information Technology Services over the past month. Stay healthy and safe everyone!

User Services

  • User Services closed ticket summary:
    • February: 347
    • March: 379
    • April: 243
  • The large majority (98%) of our PCs have migrated away from Windows 7 and are now running Windows 10.
  • Created new forms/workflows in Adobe Sign to support the migration from DocuSign to Adobe Sign project.
  • Oversaw the installation of a new AV proof-of-concept room in Bell Tower 1684, which includes an interactive projector and whiteboard, integrated and improved speakers, and new control panel.
  • Deployed wireless display solutions in classrooms using Intel Unite.  This allows some instructors to connect their computers to classroom projectors without needing cables.
  • Prepared training and support materials, videos, or websites for new services like using remote desktop with Windows VDI (CIVL), and Microsoft OneDrive.  There is also a new webpage to help users find commonly needed cables and adapters for their desktop machines.
  • Provided loaner laptops/iPads (about 300) to students, faculty, and staff as needed for remote work during the COVID-19 crisis.
  • ITS acquired and is provisioning Hotspots to departments for faculty and staff as needed for remote work during the COVID-19 crisis.
  • Along with vendors and our Procurement group, expedited ordering and deployment of new computers and iPads urgently needed during the COVID-19 crisis.
  • Worked with Adobe to provide students with free access to Adobe CC during the COVD-19 crisis.

Application Services

  • Development, Testing, Quality Assurance, and Move to Production completed or scheduled during April 2020:
    • Symplicity Interface Enhancement - Move to Production in CI Records
    • IVO Registration Link Upgrade - Move to Production in CI Records
    • IVO Registration Import Enhancement - Move to Production in CI Records
    • Perceptive Content Retention Policy Manager Population Views  - Move to Production in CI Records
    • ULMS Retrofit to CO Baseline - Move to Production in CI Records
    • Duo Interface for Direct Deposit – Principle Development
    • IVO Completion Interface – Initial Development
    • Engage Interface – Initial Development
  • Database Scripts for the following areas were developed and deployed during January 2019:
    • Student Records – Credit / No Credit Enable Option for COVID-19
    • Student Financials – Third Party Contracts
    • Admissions – Test Scores, Checklist Due Dates
  • Work continues on the mandated CI Records, CI Personnel, CI Financials PeopleTools 8.57 Upgrades.
  • The Following Maintenance was performed:
    • Maintenance pack MP 11.01 was migrated to CI Records
    • Maintenance pack MP 11.02 was migrated to CI Personnel
    • CARES Non-baseline Financial Aid modification in CI Records Quality Assurance
  • The Following Data Warehouse and Institutional Reporting Activity took place during April 2020
    • Early Childhood Survey Analysis began
    • Year-over-Year Enrollment Analysis and Dashboard Report Created
    • Commencement Survey Analysis Continues
    • Data warehouse operational work for Student Affairs and Academic Affairs
  • Application Services continued supporting the following operations and projects:
    • CARES Refunding Process
    • Student Financials Fee Configuration
    • Identity and Access Management Support
    • CFS Related Support of BFA Operations
    • Data Warehouse Operations
    • APDB Data Issue Research
    • EAB Implementation Support

Infrastructure

  • Began Phone System upgrade project by installing, and IP configuring two new Cisco UCS servers and two new Cisco voice Routers.  NTT Global technician will be working on firmware upgrades to all devices and will begin the process of configuring the new system.
  • Set up AT&T engineer for remote access to conduct CO provided Alcatel Lucent network Health Check
  • Regular configuration of users for Jabber softphone use
  • Ongoing work on campus SAFE (EPE) project with contractors and FS
  • Setups for offsite phone work for departments
  • Ongoing work on CO CNI WiFi upgrade
  • Resized 110 Virtual Machines to conserve memory and CPU power
  • Setup Parkview monitoring for the old ESXi servers (old Cisco UCS platform) on Patton
  • Setup static IP’s and VPN accounts for several vendors
  • Continue server upgrades from Windows Server 2008 including domain controllers. Majority completed now and only have a handful to migrate now. Will work with owning departments to complete.
  • With everyone working from home, assist users with issues such as VPN/VDI connection to allow access to CI resources
  • Server maintenance to keep Infrastructure servers maintained with latest software patches
  • Continue escalated Infrastructure TeamDynamix ticket resolution
  • Created more than 1200 new email accounts for fall 2020 students
  • Configured and Published Cal Poly SLO’s Adobe Sign nodeJS application that allows students and student assistants to use custom Adobe Sign workflows without having to be provisioned in Adobe Sign as senders.
  • Enabled SSO for our Malwarebytes cloud instance
  • Setup Windows Virtual Desktop (Virtual Desktop Infrastructure) for staff and faculty and student remote labs
  • Upgraded domain controllers on both of our domains to support new features in our active directory domain
  • Started co management of endpoints and getting them hybrid joined to Azure active directory to support upcoming projects such as Microsoft Intune
  • Started OneDrive migration project from Dropbox
  • Setup Icebreaker Microsoft Teams bot for potential use with TLI and faculty in the fall
  • Microsoft Teams Audio Conferencing testing and licensing

Information Security

  • Submitted new articles for the CSUCI News Center:
    • Apr 03, 2020 : Zoom Client Security Update
    • Apr 16, 2020 : Microsoft Teams is here
  • Skype for Business migration to Microsoft Teams
    • Completed and June 1st will be the decommissioning date
  • Aruba to Global Protect VPN migration
    • 95% of users are moved over or have a ticket for the client.
  • 18 notices to campus users about targeted Phishing scams
  • Significant decrease in reported student Phishing scams since the student directory is now behind myCI.
  • TeamViewer management cloud console setup for ITS
  • Created and published new web page for Securing Zoom Meetings at CSUCI
  • Created and published new knowledge base article on the DO’s and DON’Ts to Safeguard Zoom Meetings
  • Created ITS Bulletin on Securing Zoom Meetings referencing the above-mentioned resources
  • DUO for Students/Student Self-Service Direct Deposit/CARES Act support
    • Assisted with Application Services, ITS Infrastructure, and Web Services to complete and rollout the new Duo Self-Enrollment service for students through myCI.  This was migrated into production Friday night 5/1/20.
  • Coordinated a few meetings to address the Information Security Audit observations from the National Guard and Chancellor’s Office
  • Continues with scheduled internal quarterly and monthly internal assessments for:
    • CI Records, CI Personnel, and CI Financials
    • Unisys Data Center
    • PeopleSoft Oracle Accounts
    • Segregation of Duties
  • Assisted Commencement team with security review of StageClip
  • Assisted Enrollment Management with security review of their chat software Live Chat
  • Ongoing research work for data governance
  • Information Security support for Adobe Sign project where requested.
    • Forms and/or process review
  • Additional research still underway regarding activation of Windows Firewall for all
  • Monthly CSU ISAC and ISAC EC meetings

Project Management

  • Led 8 Adobe Sign training workshops for over 270 registered participants. Sessions were recording and provided to participants, and are available on the CSUCI Adobe Sign support site at http://go.csuci.edu/adobesign
  • Assisted Faculty Affairs in developing 3 new workflows in Adobe Sign
  • Assisting Extended University in developing a “Megasign” workflow in Adobe Sign to support faculty contract process
  • Assisting Enrollment Management in developing and deploying new Grade Change Form and Petition for Exception forms/processes in Adobe Sign
  • Work with Infrastructure to deploy Dynamic Forms functionality for Adobe Sign, in partnership with Cal Poly San Luis Obispo
  • Develop and deploy CPAL form/process for Human Resources in Adobe Sign: 
  • Provided onboarding training for new Application Services team members in TeamDynamix
  • Providing project support for Duo for Students; CARES and Direct Deposit; Early Childhood Education center planning; Emergency Preparedness; Dropbox migration to OneDrive; CI Fileflow retention policy manager implementation;
  • Work continues on the BP Logix business process automation proof of concept for the CSU.
  • Preparing for an upgrade to TeamDynamix version 11.1, coming on May 9, 2020.
  • Completed project closures for Blackboard (Transact) EAccounts implementation and You@College implementation
  • Project management, leadership and support for Fall Planning Task Force
  • Working on campus authorization for electronic and digital signature, in alignment with CSU policy.
  • Posted 7 ITS News blog updates relating to Adobe Sign, Docusign, BP Logix, Zoom and other timely issues
  • Coordinated review & submission of 4 CSU Innovation Minigrants to the Chancellor's Office.
  • Update to the IT procurement process workflow in TeamDynamix to change Procurement & Contract Services interaction. 
  • Updates to the Solution Center automated ticket categorization process for email submitted tickets in TeamDynamix. 

Web Services

  • ​Launched new service buttons in myCI for Adobe Sign and Microsoft Teams.
  • Added new banner in myCI in support of ASI elections
  • Launch updated campus web directory: https://ciapps.csuci.edu/directory; separate view has been launched for internal audiences (myCI authentication is required)
  • Develop an interactive housing cost calculator for Housing & Residential Education (HRE)
  • Reviewing Information Security audit results and preparing to respond to web-related findings.
  • Supported the Division of Student Affairs in evaluating, repairing and launching the student engagement web site http://theisland.csuci.edu . Continuing to work with DSA on a plan to migrate content to new content management infrastructure.
  • Supported Academic Affairs and Enrollment Management in integrating and deploying live web chat onto selected CSUCI web pages. Working with Teaching & Learning Innovations to support AdmitHub chatbot deployment and web page integration.
  • Continuing to evaluate SiteImprove, Monsido, and Blackboard Ally in support of accessibility scanning and remediation efforts for non-HTML documents. Created and began review of top 500 most downloaded non-HTML documents from the CSUCI web site.
  • Completed CSU Intranet survey (with feedback from 16 campuses) and shared results with participants. Began preliminary evaluation of Sharepoint Online.

Administration (AVP’s office)

  • Congratulations to Jaime Hannans and Colleen Nevins for receiving a $10,000 CSU Innovation Minigrant award for their proposal for Nursing Faculty Support and Development of Online/Virtual Clinical Labs. Thank you to all applicants! 

Securing Zoom Meetings

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As the coronavirus pandemic continues to increase demands for web video conferencing tools such as Zoom to continue teaching, learning, working and interacting with family and friends, the bad guys continue to find new ways to disrupt these Zoom sessions. 


To assist you in avoiding some these pitfalls, CSUCI's Information Security department has created some tips on how to better secure your Zoom meetings.  These tips review some of the security features available within the Zoom application as well as some DO's and DON'Ts to safeguard your Zoom meeting(s).

Technology Transition Guide for Graduating Students

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Congratulations to all CSUCI students who will be graduating in spring 2020! We're so glad to celebrate this important achievement with you.

Soon you’ll be moving on from CSU Channel Islands and starting a new career. Now is a good time to take a few moments to wrap up some important technology items before you go.


Information Technology Services has prepared a guide to help you understand what will happen after you graduate to your CSUCI technology resources, including:
  • Your Dolphin account & access to myCI
  • Dolphin Email (powered by Google GMail)
  • CI Keys
  • CSUCI’s cloud storage (CI Docs/Google Drive or OneDrive)
  • How to get online training to help with your transition
  • How to update your personal contact information to keep in touch with CSUCI
...and much more!

Update to CSU Policy for Electronic and Digital Signatures

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An important update to the CSU Policy for Electronic and Digital Signatures was released today, which provides some clarification for the use of electronic signatures in signing contracts and other internal and external documents.

Some notable changes includes the following language:

Electronic signatures may be used for bilateral contractual and legal documents, unilateral contracts and other University controlled documents, internal campus and Chancellor's Office forms and approvals, and external forms and approvals. 
Campuses must develop policies and procedures to identify, evaluate, and document who may use simple electronic and digital signatures and where simple electronic signatures are permitted and digital signatures are required.

Campus and Chancellor's Office policies and procedures for electronic signatures must meet CSU electronic and digital signature standards and may be used for transactions between the CSU and outside parties only when approved by the campus Vice President for Administration/CFO and when both parties have agreed to conduct transactions by digital means.

Campus and Chancellor's Office procedures must document the person by CSU position who is authorized to sign, approve, and/or prevent unauthorized actions from being taken as a result of an electronic signature.

Both the policy and the CSU Electronic and Digital Signature Standards and Procedures, 8100.S01 define the differences between electronic and digital signatures. In addition, 8100.S01 describes a risk assessment methodology that campuses may use to assess its procedures relating to electronic and digital signature.

Have questions about the differences between electronic and digital signature, and which method is appropriate? Please contact CSUCI Information Security

CSU Innovation mini-grants - proposals due 4/27

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This message is sent on behalf of Jim August, Chief Information Officer:

Dear colleagues,

For the fourth year, Cal State Innovate (http://calstateinnovate.org/) at the CSU Chancellor's Office is pleased to offer an Innovation Minigrant Program.

Here are the details:

  1. Up to $10,000 per proposal can be funded.
  2. A maximum of two proposals per campus will be accepted by the Chancellor's Office. Proposals will be submitted by the Chief Information Officer at each campus, and a maximum of one proposal per campus will be funded.
  3. You can submit your proposal for consideration at http://go.csuci.edu/csuminigrant
  4. Proposal must be submitted using the above link by Monday, April 27 at 5:00PM.
  5. Minigrant recipients will have funds transferred to our campus via the CPO process so they can be used for any purpose that would normally be appropriate for state funds. Awarded funds will be transferred this fiscal year (FY 2019-2020); CSUCI will make arrangements to carry over funds to next year (2020-21).
  6. Awarded projects must be completed and funds used before Feb 1, 2021.
You can find the list of projects previously funded on the Cal State Innovate blog : FY2019 funded projects and FY2018 funded projects.

Our apologies for the short submission window. Feel free to share this opportunity with any faculty or staff who may be interested. Please contact me with any questions, and thanks in advance for sharing your ideas.

Transitioning from paper, Part 2 - BP Logix

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In our last post on the transition from paper to electronic processes, we shared information about how Adobe Sign tool that can help campus organizations with this transition. In today's post, we'd like to share some information about another powerful tool for moving to electronic business processes.


Information Technology Services (ITS) has been leading a proof-of-concept (POC) for a business process automation platform called BP Logix as part of a multi-campus business process automation pilot funded by the Chancellor's Office and CSUCI.

As part of the POC, BP Logix has offered to provide additional licenses to CSU Channel Islands (and other CSU campuses) as well as and assistance in deploying solutions during the POC period (which runs through July 1). If you are interested in participating, please contact Peter Mosinskis at peter.mosinskis@csuci.edu.

To learn more about the BP Logix platform and how it supports higher education, we encourage you to watch these 3 videos to see if BP Logix might be the right fit for your process & your team:



We also encourage you to join the real-time conversation about BP Logix in the CalStateTech Slack channel for #bplogix. You are welcome to join the weekly meetings

If you have any questions about BP Logix, please contact Peter Mosinskis at peter.mosinskis@csuci.edu



Transitioning from paper to electronic processes - Adobe Sign

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In coping with our extraordinary circumstances, it is increasingly important to continue to transition campus forms & processes from paper to electronic formats whenever appropriate and possible. One tool that can facilitate this process is Adobe Sign.

As outlined in this earlier blog post, the campus is transitioning from Docusign to Adobe Sign for electronic signing of documents by June 1. Information Technology Services is offering regular training workshops in Adobe Sign for the campus community. You can RSVP for any of the upcoming workshops on the Adobe Sign support page.

If you can't make it to a workshop and would like to start using Adobe Sign, you can watch the 2-part training (2 hours total) on the CSUCI Adobe Sign support site.


If you need help with Adobe Sign, please visit the CSUCI Adobe Sign support site; you can also submit support requests for Adobe Sign through the Solution Center online.

Keep in mind that Adobe Sign might not be the right fit for every form and every business process. Some forms and processes might not be appropriate due to sensitive data or the complexities of your business process. If you're not sure if Adobe Sign will be the right fit for you, feel free to submit a support request for Adobe Sign through the Solution Center online

In an upcoming post, we'll share some more information about another powerful platform that CSUCI and several other CSUs are piloting to support business process automation and the transition from paper to electronic processes: BP Logix.

URGENT - Zoom Client Security Update

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Zoom has released another important update to Zoom Client for Meetings (Version 4.6.10 (20033.0407)) that includes new security enhancements. We strongly encourage all Zoom users to install this update on all devices (desktop, laptop, smartphones and tablets).

To install the latest update to Zoom Client for Meetings:

Windows and Mac:

Open the Zoom application on your computer
Click on your user icon on the top right corner of the screen
From the drop-down menu click 'Check for Updates'.
If new updates are available, the message will appear 'Update Available'.
Click on 'Update' to install.

iOS and Android Devices:

For mobile device users, please update your Zoom mobile apps through App Store or Google Play.

If you experience any problems with this upgrade, please contact the IT Solution Center at 805-437-8552 or submit a service request.

Firefox Browser Update Needed

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ITS recommends users verify that their version of Firefox is up to date.  Version 74.0.1 or higher is necessary, as security vulnerabilities may exist in previous versions.  Please take a moment to update your browser. 

1.    Click the menu button, click. Help and select About Firefox. On the menu bar click the Firefox menu and select About Firefox.
2.    The About Mozilla Firefox Firefox window opens. Firefox will check for updates and download them automatically.
3.    When the download is complete, click Restart to update Firefox.

SSSC Virtual ITS Support

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Dear Campus Community:

Due to Broome Library’s closure during this period of virtual instruction, the Solution Center Service Desk will not be open for face-to-face support.

However, we are offering virtual assistance via Zoom to assist with technical requests and inquiries:

Open Zoom “walk-ins” are hosted via Zoom from 10:00 am to 2:00 pm, Monday through Friday, on a first-come, first-serve basis. Link to Virtual Walk-Ins via Zoom

Zoom appointments may be booked Monday through Friday between the hours of 8:00 am to 10:00 am and 2:00 pm to 5:00 pm.

You may also request IT assistance by submitting an ITS Service Request using the ITS Solution Center link in myCI, or by contacting the Shared Services Solution Center at 805-437-8552 between the hours of 8:00 am and 5:00 pm, Monday through Friday.

We hope that you and yours are doing well, and please rest assured that IT Services is here to help with your technological concerns.

Hotspots for Faculty and Staff

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We’re pleased to announce that departments may purchase either AT&T or Verizon hotspots through IT Services.

The first priority is for hotspots to be available for faculty members who need them in support of their teaching.  Please know that when requesting a hotspot an account string must be entered for the device and monthly service to be charged to the appropriate department.  The following fees will apply:

AT&T Wireless ($21.00 one time hardware cost, $38.99 monthly fee, no contract, all month to month)

Verizon Wireless ($29.99 one time hardware cost, $37.99 monthly fee with 6 month commitment)

Requests for hotspots should be made using the new Request New Mobile Hotspot Service form in the IT Service catalog, found under the Covid-19 category.  Details about picking up the hotspot on campus will be recorded in the service request. 

If you have questions about this new service please contact Dawn Canfield or the IT Solution Center at 805-437-8552.

URGENT - Zoom Client Security Update

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Zoom has released an important update to Zoom Client for Meetings (Version 4.6.9) that includes new security enhancements. We strongly encourage all Zoom users to install this update on all devices (desktop, laptop, smartphones and tablets).


To install the latest update to Zoom Client for Meetings:

Windows and Mac:
  1. Open the Zoom application on your computer 
  2. Click on your user icon on the top right corner of the screen
  3. From the drop-down menu click 'Check for Updates'. 
  4. If new updates are available, the message will appear 'Update Available'. 
  5. Click on 'Update' to install. 
iOS and Android Devices:
For mobile device users, please update your Zoom mobile apps through App Store or Google Play.

If you experience any problems with this upgrade, please contact the IT Solution Center at 805-437-8552 or submit a service request.

Migration from Docusign to Adobe Sign - June 1 Deadline

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In conjunction with Information Technology Services, the Division of Business & Financial Affairs (BFA) is in the process of migrating all of its existing DocuSign forms and templates into Adobe Sign, CSUCI's new electronic signature platform.

This migration has been underway since fall 2019. BFA chose Adobe Sign to replace Docusign in order to expand the campus' capabilities for electronic signature, and manage the costs associated with this expansion. Adobe Sign provides most of the features of Docusign at a greatly reduced cost.

As someone who has initiated or signed forms in Docusign, please note that you must migrate any existing Docusign forms/process to Adobe Sign no later than June 1, 2020.

Campus units/departments that own form/process workflows in Docusign (i.e., form "owners") are responsible for:

  1. Participating in training for Adobe Sign
  2. Migrating their form/process to Adobe Sign
  3. Archiving any completed forms in Docusign into your own campus repository (such as Dropbox or a campus network shared drive)
Any forms/processes not migrated from Docusign after June 1 will cease to function. In addition, you will no longer be able to access any documents signed in Docusign after June 1, so if you require a copy of those signed forms, please archive them into your own campus repository (such as Dropbox or a campus network shared drive).

Instructor-led live training webinars for Adobe Sign is offered every Friday afternoon into April. To RSVP, visit CSUCI's Adobe Sign Resources page.

In addition, the training sessions have been recorded and are posted for on-demand viewing on CSUCI's Adobe Sign Resources page. We encourage you and your staff to view or attend these training at your earliest convenience to learn how to use Adobe Sign.

If you require assistance with migrating your form or process from Docusign, please submit a support request from the "Get Help with Adobe Sign" service page.

We encourage you to share this message with any colleagues who may be impacted by this transition.

Thank you for your cooperation through this transition, and please submit a support ticket with any further questions about this migration.

Free Access to Adobe Creative Cloud

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Dear Students & Faculty,

Adobe has provided temporary at-home access for impacted students and faculty, so that they can continue their work remotely. Please follow the instructions below to enable access to Creative Cloud Desktop Apps on your personal device.

  1. Visit https://creativecloud.adobe.com and use your school credentials to sign in.

  2. If prompted, select Company or School Account and then enter your password. Or provide your credentials in your school’s login screen.

  3. From the Creative Cloud website, browse for and download your desired app. Click Apps on the top of the page to view all apps.

For more information on how to download or install apps, see Download and Install Creative Cloud apps.

For Higher Education students to continue developing skills, Adobe offers free “Daily Creative Challenges”. These are guided projects where participants receive creative prompts and connect with pros, mentors, and other students for feedback and support. Click on the app name to learn  more: Photoshop, XD and Illustrator. Also, for inspiration and over-the-shoulder learning, watch pros share their creative process on Adobe Live daily at www.behance.net/adobelive.

For faculty seeking to engage students during campus closures, Adobe has curated resources to help them discover inspiring projects, best practices, and new ideas so they can continue to drive valuable learning in virtual environments.

Wishing you a safe and productive return to your classes.

Adobe Sign support site

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Information Technology Services launched a new support site this week for Adobe Sign, CSUCI's new electronic signature tool:

Screenshot of Adobe Sign support site at CSUCI


On the site, you'll find a number of short video tutorials on completing common tasks in Adobe Sign such as:
  • Preparing and sending a document for review & signature
  • Filling out and signing a document
  • Correcting a document sent for review & signature
  • Cancelling/voiding a document
As a reminder, CSUCI is transitioning away from Docusign to Adobe Sign. All existing Docusign forms must be migrated from Docusign to Adobe Sign by June 1. We encourage you to sign up for an Adobe Sign workshop (offered weekly) as soon as possible to learn how to use the new platform. Visit the support site to sign up for an upcoming workshop.

3 Tips for Zoom and Microsoft Teams

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As we continue to conduct more meetings and conversations online, here are a couple of useful Zoom and Microsoft Teams tips:

Zoom:

1. Share your screen in Zoom: when on a Zoom call, click the large “Share” button (green button at the bottom of the Zoom window), and select what you want to share on your screen. You can share your entire desktop, or select a specific window to share. Learn how to share your screen in Zoom.

2. Control a participant's screen (remote control): With a participant's permission, you can also take request control of a participant's screen, or give control of your own. Learn how to request or give remote control in Zoom.

3. Mute yourself (and other participants): don't forget to mute yourself if you're not talking; this helps minimize background noise and disruption of the meeting. Meeting hosts can also use the "Mute All" button (under the "Participants" pop-out) to mute all participants while a meeting is in progress. You can also choose to mute all participants upon entry to your Zoom call (in the Participants pop-out, use the "More" dropdown and check the "Mute all participants upon entry" option). Learn more about using Mute All in Zoom.

Learn more about using Zoom here


Microsoft Teams:

1. Schedule a Teams videoconference within Outlook Web Access: It takes less than 30 seconds to schedule a Microsoft Teams meeting in Outlook online. Watch this short YouTube video for instructions. 



2. Blur Your Background: Sometimes you're working in a space where the background is distracting. If you want to blur your background while on a Microsoft Teams video call, while on the call, click the "..." (More actions) button, and choose "Blur my background" (see the screenshot below)


3. Record your Microsoft Teams meeting: If you want to record a Teams meeting, once the meeting has started, click the "..." (More actions) button, and choose "Start recording" (see the screenshot below). Learn more about recording meetings in Microsoft Teams.

Zoom-bombing is a real thing

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The coronavirus pandemic has created a need for more and more people around the world to use web video conferencing tools such as Zoom to continue learning, teaching and working. Unfortunately, the bad guys and trolls are finding ways to disrupt Zoom sessions. This is called Zoom-bombing. Zoom-bombers join random Zoom sessions to cause mischief (showing pornographic images, for example) and potentially to listen in on meetings to gain sensitive information.

Zoom has released guidance for users who want to protect themselves from Zoom-bombing. Here are the top tips:

1. Avoid hosting large meetings or ‘public’ events using your Personal Meeting ID (PMI). Your PMI is basically one continuous meeting and you don't want trolls invading your personal virtual space. Instead, Zoom suggests using random meeting IDs for your large meetings.

2. Lock your meeting. You can lock a Zoom meeting once it is started and all your expected participants have joined. This prevents any new participants from joining, even if they have the meeting ID and password (if you have required one). To do this, in the meeting click Participants at the bottom of your Zoom window. In the "Participants" pop-up, select the "More" dropdown and click the button that says "Lock Meeting."

3. Require a password to join your meeting. You can require a password for any meeting when you schedule it and/or as a default for all personal ID meetings by signing into Zoom and clicking on Meetings and the Personal Meeting Room to access the password setting.

4. If you find yourself with a disruptive participant in your meeting, you can remove them. Click on "Participants" at the bottom of your Zoom window, then select the "More" dropdown and Remove for the participant that you want to eject from the meeting.

Training for Adobe Sign; transition from Docusign

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Adobe Sign is an electronic signature platform that can be used to sign documents electronically, and route them to others for electronic signature. Adobe Sign is replacing Docusign at CSUCI. Information Technology Services, in conjunction with the Division of Business & Financial Affairs, is working to complete the migration of existing Docusign forms into Adobe Sign by June 1.

To support this transition, starting this Friday, March 27, Information Technology Services (ITS) will be offering 2 Adobe Sign training workshops on a weekly basis.


Workshops are free and open to University faculty and staff.  Each workshop is 60 minutes and will be held via Zoom.

Part 1 requires no prior Adobe Sign experience, and covers the basics of sending existing forms, signing forms, and introduces routing of ad-hoc forms.

Part 2 requires completion of the Part 1 workshop, and covers form design, templates, and workflow.

UPDATE 4/14/2020: a new Part 3 workshop has been added. For participants that have completed Part 1 & 2 training, the Part 3 workshop is offered in an open "virtual office hours" format. Participants are encouraged bring their forms, processes and general questions for discussion. Participants also can get help with building forms from CSUCI Adobe Sign support staff.

Faculty & staff may RSVP for Part 1, 2 and 3 workshops here. Registrants will receive a link to the Zoom session.

If you have any questions regarding Adobe Sign, please visit the Get Help with Adobe Sign page to submit a support request, or call the Solution Center at 805-437-8552.

Stay connected with Microsoft Teams

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Microsoft Teams (MS Teams) is a unified communication and collaboration platform that combines workplace chat, video meetings, file storage (including collaboration on files), and integration with Office 365 services.

MS Teams is a great tool for working remotely, and it's available to all CSUCI faculty and staff for free. 

Key features in Microsoft Teams:

  • Chat: the "Chat" section enables real-time chat/instant messaging with campus colleagues, both individually and in groups. Direct messages allow users to send private messages to a specific user rather than a group of people.
  • Teams: The "Teams" function allows communities, groups, or teams to join through a specific URL or invitation sent by a team administrator or owner. Users can create teams to facilitate collaboration.
  • Channels: Within a team, members can set up channels. Channels are topics of conversation that allow team members to communicate without the use of email or group SMS (texting). Users can reply to posts with text as well as images and GIFs.
  • Meetings: meetings in Teams can be scheduled or created ad-hoc and users visiting the channel will be able to see that a meeting is currently in progress. Teams also has a plugin for Microsoft Outlook to invite others into a Teams meeting
  • Video conferencing is built-in to the Teams platform



Keep Teaching, Learning and Working Remotely: http://go.csuci.edu/keepgoing


Faculty/Staff Laptop Checkout moving to appointment only starting today

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Due to the Stay at Home Order, Information Technology Services (ITS) will not have staff on campus to distribute laptops to faculty and staff at Lindero Hall today.  ITS will resume distributing laptops using an appointment model next week from Monday, March 23 through Thursday, March 26. If you need a laptop for remote work please follow the process below to set up an appointment with an ITS staff member. 

Here is the computer pick-up process for faculty and staff:

  1. File a ticket in TeamDynamix or contact the Solution Center at 805-437-8552 to request a computer.  Make sure to include an email address and phone number where you can be reached.
  2. ITS will contact your Department or Division as needed to confirm priority.
  3. ITS will contact you with an appointment time and campus location to pick up and activate your machine.
Thank you for your ongoing patience and support. 

Connecting to Campus Remotely - VPN or VDI

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In an effort to be able to support our University’s remote work directive, Information Technology Services (ITS) has rolled out a new alternative solution to its VPN remote access service called Virtual Desktop Infrastructure (VDI). 


 VDI is a web-browser-based solution that allows access to network file-shares, such as the G:\ ,  S:\ or Z:\ drives, as well as to most applications and services used by faculty and staff. 

ITS is requesting that individuals who only require access to their network file-shares and Microsoft O365 Office products such as Office, Teams, OneNote etc., use the new VDI service instead of VPN.

Click here to start the new VDI web-based service and to get answers to questions you may have about VDI.

Please note that use of this VDI solution requires no action by ITS; VDI is an entirely self-service process that may be initiated by any faculty or staff member on their computer.

ITS continues to recommend that university work be conducted on university-owned and university-issued devices that were previously defined for remote work.

We encourage you to share this information with your co-workers, and we thank you for your support and patience during this unprecedented time of need. 

Video conference best practices

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Zoom is a useful and popular tool to support collaboration with colleagues working remotely.
With hundreds of hours of meetings already happening every month on Zoom at CSUCI, it's a great opportunity to ensure that you're make the most out of the experience.

Information Technology Services is pleased to re-share this short and wonderful video that the Teaching & Learning Innovations (T&LI) team at CSUCI published in spring 2019. The video highlights best practices for using Zoom to engage with your colleagues.

Most of the recommendations provided in the video also apply to video-based meetings using Microsoft Teams, Google Hangouts or other platforms.



Watch Zoom Best Practices video on YouTube

Do you have other best practices for video conferences that you find important? We'd love to hear from you, share your thoughts here.

Want to get started using Zoom? Visit CSUCI's Zoom information page. You can also access Zoom directly from myCI.

Distribution of loaner computers to faculty and staff

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Information Technology Services (ITS) will be distributing laptops to faculty and staff who currently do not have a computer for remote work.

The current priority (where 1=highest priority) is:

  1. Faculty teaching a class or otherwise designated a priority by Academic Affairs
  2. Staff designated by their department
  3. Any staff or faculty working remotely
ITS can distribute 120 used Dell Ultrabook Laptops retired from a classroom this week. If the supply of these computers is depleted, ITS has other pools of computers that can be configured.  All loaner computers will have a camera, microphone, and are imaged for use by CSUCI employees. They are both Zoom, Canvas, Microsoft Teams and Microsoft Office ready as delivered. If employees need specialized software installed they can file a ticket for assistance or call the Solution Center at 805-437-8552. If possible, they will be directed to self-install software or will be instructed how to participate in a remote session with an ITS technician. In certain cases an appointment with an ITS technician on campus may be needed.

Here is the loaner computer pick-up process for University faculty and staff:
  1. First file a ticket in TeamDynamix or contact the Solution Center at 805-437-8552 to request a computer.
  2. ITS will contact your Department or Division as needed to confirm priority.
  3. Pickup location will be at the Lindero Hall courtyard, outside of the Human Resources entrance.
  4. Pickup hours are between 10AM – 2PM Wednesday through Friday (3/18-3/20) this week. Next week (3/23-3/27) will be by appointment only.
  5. Call the Solution Center number (805-437-8552) to arrange pickup. You will be asked to show University ID.
  6. Please log into the computer before leaving campus to activate your configuration. You will be able to connect to the University network in the Lindero Hall courtyard, outside of the Human Resources entrance.
Please contact the Solution Center at 805-437-8552 with any questions about this process, and visit http://go.csuci.edu/keepgoing for additional guidance on how to keep teaching, learning and working remotely. 

Keep Teaching, Learning and Working

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Information Technology Services is committed to helping our campus community to continue to communicate and collaborate during these challenging times.

Please visit the Keep Teaching, Learning and Working web site at http://go.csuci.edu/keepgoing for guidance on working remotely.

If you have a question, issue or problem related to using University technology systems, services or processes remotely, please visit the ITS COVID-19 Support web site to submit a support request. Alternately you can also call the Solution Center at 805-437-8552.

Campus updates on coronavirus (COVID-19) response can be found here.

Thank you for your continued cooperation, patience and support during these extraordinary times.

Beware of Coronavirus (COVID-19) Phishing Scams

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Most of us have seen and read in the news about the Coronavirus outbreak, currently known as SARS-CoV-2 or Coronavirus Disease 2019 (COVID-19). We wanted to remind you that during media intense events like this, cyber attackers take advantage of this opportunity and attempt to scam you or launch phishing attacks that attempt to get you to click on malicious links or open infected email attachments. Here are some of the most common indicators that the phone call or email you received is most likely a scam or attack (additional information on identifying scam phone calls and emails may be found at the Federal Trade Commission Consumer Information website).
  • Any messages that communicates a tremendous sense of urgency. The bad guys are trying to rush you into making a mistake.
  • Any message that pressures you into bypassing or ignoring our security policies and procedures.
  • Any message that promotes miracle cures, such as vaccines or medicine that will protect you. If it sounds too good to be true, it probably is.
  • Be very suspicious of any phone call or message that pretends to be an official or government organization urging you to take immediate action. 

For the latest updates consider visiting the World Health Organization website on Health and Disease Control, the Center for Disease Control website, or our own CSUCI Coronavirus (COVID-19) Information website. Please keep in mind Coronavirus scams and attacks can happen at work or at home, via email, text messaging or even over the phone. Don’t fall victim to bad guys playing on your emotions. 

If you feel you have received a phishing attack at work, simply delete the message or if you have concerns report it to your information security team.

Information Resources: 

E-waste and proper disposal of old computers

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Please be advised that old, unused, or out-of-date computers should be removed from campus by CSUCI’s property management department.  IT Services will help coordinate pickup and disposal of such computers on an on-going, as-needed basis.

If you are aware of old computers (laptops or desktops) that are beyond their useful life please let us know about this by creating Shared Services Solution Center (SSSC) tickets for them as promptly as possible.  Old computers should not be held by faculty or staff in offices nor at home.  Out of date computers run the risk of being compromised and often cannot be supported.  They must be disposed of properly at their end of life.

We appreciate your help in following good digital citizenship practices by eliminating old computers, and reducing potential security risks to university data and our network.

Monthly Bulletin - January 2020

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I'm pleased to share our monthly bulletin, which provides a summary of activities & accomplishments for the department of Information Technology Services over the past month.

User Services

  • Completed installation of 160 new computers for students in areas of Broome Library and Sierra Hall, as well as 27 instructor computers in various classrooms
  • Received second MSFT order of approximately 200 computers to refresh several classrooms and computer labs.
  • Completed the upgrade and reconfiguration of LabStats.  Worked with Web Services team to reconfigure “lab find” to display available workstations on the web
  • Completed research for Extended University on visitation software (Microsoft Bookings) to help manage appointments with constituents
  • Presented an option for potential new classroom AV equipment with the configuration of a “Proof of Concept” classroom
  • Assisted in the completion of Housing’s StarRez upgrade

Application Services

  • Development, Testing, Quality Assurance, and Move to Production completed or scheduled during January 2019:
    • AIMs Interface Update - Move to Production in CI Records
    • Perceptive Content Retention Policy Manager Reports  - Move to Production in CI Records
    • AIMs Class Sync for Student – Principal Development Started
  • Database Scripts for the following areas were developed and deployed during January 2019:
    • Admissions (7)
  • Work continues on the mandated CI Records, CI Personnel, CI Financials PeopleTools 8.57 Upgrades.
  • Work continues on the mandated CI Records, CI Personnel Oracle12cR2 Database Upgrade.
  • Work continues on support of the StarRez Portal X Integration with Student Financials and Cashnet
  • Maintenance pack MP 10.1 was placed in CI Records Quality Assurance
  • Application Services continued supporting the following operations and projects:
    • Monthly LCD Issue Support
    • Student Financials Fee Configuration
    • Identity and Access Management Support
    • Migration Operations
    • OpenGov Re-Implementation – Requirements Gathering
    • PMB Parking Interface – Requirements Gathering

Infrastructure

  • Continued Windows Server 2008R2 migrations
  • Upgraded the CommVault hyperscale appliance to latest version Hyperscale 1.5 which included enhancements and critical updates on security, integrity and reliability
  • Commissioned IP speaker system at Broome Library and provided training to Library personnel on programming the calendar for the system. Recorded, installed and tested messages in newly installed Broome Library IP speaker system
  • Ongoing tracking of campus SAFE (Emergency Preparedness Enhancements (EPE)) project
  • Consulted on new classroom technology proof-of-concept in Bell Tower 1684
  • Conducted panic alarm testing and battery replacements with Police Dept.
  • Consulted on several office reconfigurations with Courtney Ellis.
  • Met with Housing on providing additional data connectivity in Santa Cruz Village E
  • Oversaw contractor replacing batteries and doing preventative maintenance on data center uninterruptible power supply (UPS) system
  • Working with Editing Committee for CSU Telecommunications Infrastructure Planning (TIP) Standards document
  • Met with representatives from E&S Ring at University Glen Town Center to discuss adding network connectivity to Town Center apartments
  • Created and activated new DHCP server with Windows 2016
  • Setup a new Remote Desktop Services server with Server 2016 so servers with remote access to more than 2 users can be accessed simultaneously
  • Created and activated 2 new physical domain controllers: 1 for the harbor domain and one for CSUCI domain
  • Worked with Aruba technical support for 2+ days to eradicate wireless authentication issues

Information Security

  • Completed rollout of Duo multi-factor authentication to all faculty and staff between.  Ongoing intermittent work orders related to token distribution and new phone setups continue to stream in. Current statistics include: All Employee Adoption at 91% as of 01/15/2020
  • Conversations with Student Affairs continue regarding communication with students for upcoming rollout of Duo for Students next term.
  • Increased email scamming attempts have been keeping the team busy this month
  •  in collaboration with Student Information Systems, the security audit of CI Records security continues.
    • New custom security database views have been created and tested and are waiting to migrated to CI Records.
  • Working with Infrastructure on Email and Endpoint improvements.
    • CI’s proof of concept with Proofpoint continues.
  • Working with User Services and Infrastructure on physical asset identification and management.
  •  Continued support of Windows 10 upgrades.
  •  Planning efforts around phishing awareness continue, including:
    • Rolling out Cofense’s PhishMe phishing awareness product
    • Creation of new Phish Bowl/Phish Tank repository and website for anything phishing related
    • Updating of the Information Security Phishing web presence.
  • Starting a CO Information Security Audit in January that will run through early March.  ITS staff and CI’s internal auditor will be closely with CO auditor’s and National Guardsmen during the course of this event.

Project Management

  • Business process automation (BP Logix) proof-of-concept continues, with CSUCI leading weekly meetings for participating campuses. Development and testing of sample workflows continues within the platform. Information about the project can be found in the #bplogix channel of the Chancellor’s Office Slack channel, http://calstatetech.slack.com
  • Preparation for the migration from Docusign to Adobe Sign continues. Web site updates, training and documentation updates are underway. Refinement and testing of migrated Docusign forms continues.
  • Blackboard EAccounts migration for Dolphin OneCard Self-Service: working with team to update documentation and reference guides in preparation for go live, and cutover from JSA service.
  • Provided support for You@College implementation project; Chancellor’s Office information security audit; classroom technology support planning; StarRez PortalX migration project; Blackboard online photo submission project; ESM Campus marketplace project; CalUSource implementation; Child Care Center planning; implementation of MS Project Online for VPBFA; Emergency Preparedness Project; OpenGov project request; Duo for Students; and PMB project request for Public Safety.
  • CI Fileflow migration (retention policy manager implementation): testing continues
  • Work with ITS leadership and staff on planning for migration of Dropbox to Microsoft OneDrive
  • Work with TeamDynamix and infrastructure support on user role and ticketing categorization
  • Closed Lynx-to-25Live integration project.

Web Services

  • ​Work with User Services on Labstats lab availability updates for Library spaces
  • Web Accessibility: installation and configuration of SiteImprove, Monsido and Blackboard Ally for Web. Began running scans of web content.
  • Work continues on Library Instagram feed design
  • Work on Student Health Services and Basic Needs web site refreshes
  • Design of Adobe Sign myCI service

Monthly Bulletin - December 2019

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I'm pleased to share the December 2019 monthly bulletin, which provides a summary of activities & accomplishments for the department of Information Technology Services for that period.

User Services

  • Along with ITS Infrastructure, provided technical support coverage for the second “on-line only” EU Winter Session.  Customized assistance was given in preparing course websites and technical documentation in advance of the term.  Provided an “on call” technician to address problems reported with access or use of the course websites. 
  • Shepherded the ordering and delivery of 200 new Dell computers specified in the 2019/2020 MSFT plan.
  • Coordinated the acquisition but not purchase of LabView software for our Computer Science department.
  • Along with Academic Affairs, reviewed options for classroom technology that take advantage of the Microsoft Teams platform and Microsoft Surface products currently deployed at sister campus CSUSM.

Application Services

  • Development, Testing, Quality Assurance, and Move to Production completed or scheduled during December 2019:
    • Schedule Planner In App Registration – Move to Production in CI Records
    • Parchment Upgrade – Move to Production in CI Records
    • Checklist Processor Version 2 – Move to Production in CI Records
    • Plan Sequence Auto-Update – Move to Production in CI Records
    • Diploma Extract (retro-fit) - Move to Production in CI Records
  • Database Scripts for the following areas were developed and deployed during December 2019:
    • Admissions (1)
  • Work continues on the mandated CI Records, CI Personnel, CI Financials PeopleTools 8.57 Upgrades.
  • Work continues on the mandated CI Records, CI Personnel Oracle12cR2 Database Upgrade.
  • Work continues on support of the StarRez Portal X Integration with Student Financials and Cashnet
  • Maintenance pack MP 10.0 was placed in CI Records Quality Assurance
  • Application Services continued supporting the following operations and projects:
    • Monthly LCD Issue Support
    • Electronic Document Management Retention Policy
    • Identity and Access Management Support
    • Migration Operations

Infrastructure

  • Upgraded Aruba Clearpass devices
  •  Continued to migrate Windows Server 2008R2 servers to newer versions
  •  Worked with Environmental Health & Safety to determine possible locations for second air quality sensor
  •  Participated in interview for Director of Planning, Design & Construction job search
  •  Reviewed final set of construction drawings for Manzanita Hall for final sign off
  •  Worked with Police Department on planning for Rapid Deploy and Next Gen 911 projects
  •  Ongoing work with Facilities, Police, IT and JOC Contractor on campus SAFE project (Emergency Preparedness Enhancements (EPE))
  • Audited and removed unused network translations for decommissioned systems
  • Finalized estimates for telecom refresh
  • Finalized estimates for wireless infrastructure retrofits
  • Removed servers Scavenge and Scapegoat
  • Turned off old CX340 storage area network (SAN)
  • Turned off old Cisco test UCS
  • Completed SQL Server migrations

Information Security

  • Completed rollout of Duo multi-factor authentication to all faculty and staff between.  Ongoing intermittent work orders related to token distribution and new phone setups continue to stream in. Current statistics include: All Employee Adoption at 91% as of 01/15/2020
  • Continued conversations with Student Affairs regarding communication with students for upcoming rollout of Duo for Students next term.
  • In collaboration with Student Information Systems, continued the security audit of CI Records security.
    • New custom security database views have been created and tested and are waiting to migrated to CI Records.
  • Continued to work with Infrastructure on Email and Endpoint improvements.
    • CI’s proof of concept with Proofpoint continues.
  • Continued to work with User Services and Infrastructure on physical asset identification and management.
  • Continued support of Windows 10 upgrades.
  • Continued its planning efforts around phishing awareness which includes:
    • Rolling out Cofense’s PhishMe phishing awareness product
    • Creation of new Phish Bowl/Phish Tank repository and website for anything phishing related
    • Updating of the Information Security Phishing web presence.
  • Coninued refinements to vulnerability scanning schedules
  • Information Security will be starting a CO Information Security Audit in January that will run through early March.  ITS staff and CI’s internal auditor will be closely with CO auditor’s and National Guardsmen during the course of this event.

Project Management

  • Provided support and coordination for Environmental Science and Resource Management (ESRM) for their Chancellor's Office Amazon Web Services grant and cloud computing pilot for spring 2020
  • Closure of project to implement TeamDynamix for Shared Services Solution Center/Human Resources.
  • ESM campus marketplace: created presentation and communication collateral
  • Support for Emergency Preparedness Enhancements (EPE) meeting
  • Adobe Sign: meet with Adobe representatives to discuss migration next steps. Work with ITS infrastructure to complete user provisioning in preparation for migration.
  • Business Process Automation Proof of Concept (BP Logix): lead demonstration for VP BFA and members of BFA leadership team. Development on pilot forms continues, along with training and coordination.
  • Support for You@College configuration tasks

Web Services

  • Research on intranet concepts and meeting with CSU Monterey Bay to discuss intranet and team support structure.
  • Updated User Experience web site on Web Services: https://www.csuci.edu/its/web/ux-design.htm
  • Web Accessibility & Quality project: Completed procurement of SiteImprove, Monsido, and Blackboard Ally for Web, and began configuration of platforms.
  • Worked on CI Alert interface update
  • Worked on Island View Orientation (IVO) system updates
  • Hiring of 2 new student assistants (Tyler Yere and Salvador Salgado)

Google Chrome (build 80) Browser Update May Affect MyCI-enabled Applications

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On Tuesday February 4, 2020, Google will release an update to the Chrome web browser (build 80). This update will implement a security change intended to increase privacy and security by changing the way cookies are handled by Google Chrome. Additional information on the impact of this update can be found on Microsoft's web site.

Unfortunately, advance testing of this upgrade shows that it may negatively affect many applications and services that are based on current open standards, including some University services that use single sign-on (SSO) through myCI.

Information Technology Services (ITS) recommends that if you encounter errors when trying to access any University systems and services using Single Sign-On (SSO), please switch to another browser, such as Mozilla Firefox or Microsoft Edge, to continue access those systems and services.

There is a CSU system-wide effort currently under way to assess and address the impact of this change to our systems.

Thank you for your continued support and patience while this matter is resolved. Additional updates to this issue will be posted on the ITS News Blog and in this ITS Knowledgebase article. If you have any questions or concerns, please contact the Shared Services Solution Center at 805-437-8552.

Windows 7 Can No Longer Be Supported

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Several messages about the need to upgrade or remove Windows 7 computers were sent by ITS last year and we must now take final steps to ensure that this unsupported operating system fully retires from campus computers.  Information Technology Services cannot provide support to machines running Windows 7 after the Microsoft-mandated end-of-life deadline, January 2020.  Non-conforming computers pose a security threat to all CI computers and CI's network.

Please be advised:

  • There must be a TeamDynamix (TDx) work order ticket recorded in the Shared Services Solution Center (SSSC) requesting a review of your computer to upgrade or remove each computer assigned to you.

  • The ticket must include the plan of action (remove or upgrade your computer(s)) or include a request for exception. 

  • After January 2020 machines running Windows 7 may be administratively blocked from accessing the network.

  • If your daily-use computer is blocked from the network please respond to the TDX Help Desk ticket on record for it. If none has been created the Help Desk staff will create one for you.  ITS will work with you on the best way and time to upgrade, remove, or replace the computer.