Archive for 2020

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.

Faculty & staff may RSVP for both Part 1 and Part 2 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.