February 10, 2016

Date/Time
Wednesday, 02/10/2016
Location
Plummer Conference Room
Submitted By:
Rachel Juneau

IT STEERING COMMITTEE MEETING
Meeting called to order by Cruse Melvin at 10:05 a.m. and adjourned at 10:45 a.m.

 
Attendees: Cruse Melvin, Priscilla Parsons, Kevin Smith, Charla Pate, Vicki McNeil, James Marquart, Sherry Benoit and Tim Gonzales

 
Approval of Minutes:Wed., December 2nd, 2015

(Cruse Melvin)

Minutes were distributed and approved as written.

 
Monthly Status Report

Discussion

(Priscilla Parsons)

 

Active Projects

  • HR legacy document imaging system migration (HR Fortis system)
    • Consultants completed 9 of 35 document types within estimated contract hours
    • IT staff to complete remaining document types; anticipated completion Feb 28th

  • Windows 2003 upgrades
    • 3 servers remain (athletics XOS video server; HR Fortis; non-public)

  • Athletics XOS upgrade
    • New video server has been ordered due to incompatibility with Windows 2012

  • Touchnet Marketplace / Chase Migration– Active
    • New credit card machines have been installed
    • Online “stores” have been created and tested in development
    • First use is StarRez deposit processing

  • StarRez deposit enhancement
    • Testing complete in development
    • Go-live decision pending from project team {credit card type issue}

  • Office 365
    • Publish Pre-migration website Feb 12th
    • Campus communications beginning Feb 15th
    • Divided into 6 migration groups based on calendar shares
    • Migration of email/calendars will take place while still active in Zimbra
    • Cut over beginning March 26th for group 1; then each Saturday thereafter
    • Once your email account has “cut over”, you will stop using Zimbra
    • Short topic-based training sessions will be available in-person and online
    • Briefcases in Zimbra will be archived and export instructions provided

  • Beta partnership with Ellucian for Banner 9 HR / Multi-Factor Authentication
    • TSUS shared initiative to purchase DUO to facilitate multi-factor authentication
    • Migration to Banner 9 will use LEA username/password for sign-on
    • First phase - all off-campus Banner INB access and IT staff with elevated privileges
  • Phone System Upgrade
    • Completion anticipated March – April
    • Areas that log into the phone que will need training.

  • Blackboard Enhancements {project led by CDE}
    • Kaltura, Bb Collaborate, Bb IM, Bb Content went live with limited use Spring 2016

  • Ad Astra Scheduling Software
    • Contract has been signed; Implementation planning in progress; 4-5 month implementation
    • To be used for Spring 2017 scheduling (November)
    • A variety of areas on campus will have access to this software.

       

Upcoming Projects

  • SciQuest Sourcing Director – to begin in March
  • eSignature demonstrations with other TSUS schools Feb 17th
  • New building access control
  • Environmental (HVAC) system upgrade
  • Workflow – product assessment and recommendation; function specific workflows within existing products under evaluation {such as eSignature}

General

Outages: Last night from 8:40 pm to 1:20 am.

Service Desk Walk-up hours extended (thanks to new location adjacent to lab)

 

Student Issues

Tim Gonzales:

  • Students are appreciative that the amount of copies allowed have been increased to 25.
  • Currently students are allowed 1,000 printed pages per semester. Priscilla stated that the library is upgrading Papercut which will make it multifunctional and allow students to scan documents and send them to their e-mail.

 

Other Items

Priscilla Parsons:

  • An IT project team is currently evaluating and researching projects concerning electronic billboards and looking for a campus-wide digital signage system.
  • Lamar just purchased a subscription for all Faculty and Staff to Lynda.com which allows access to training modules. Departments such as HR, Distance Ed, and IT could create playlists for employees.
 
Jim Marquart:
  • IT Security Training Programs are needed for Faculty. Priscilla mentioned that a Security Awareness Committee has just been formed, which includes Faculty members. This new committee is chaired by Sri, our Information Security Officer. They are reviewing training videos that should be rolled out in the next few months.

Cruse Melvin:

  • HR is coordinating a training system for Department Chairs, Deans and Directors and also for such things as security, risk assessment, and safety.

Sherry Benoit:

  • Thanked Priscilla and IT for assisting with the GradesFirst site license. Implementation has been delayed because of an extensive increase in integrations.

Vicki McNeil:

  • Stated that internal electronic flat screens will be added in the Setzer Center.

 

 

Next MeetingWednesday, March 2nd, 2016 10:00 a.m. Plummer Conference Room #102