October 5, 2016

Wednesday, 10/05/2016
Wayne A. Reaud Building
Submitted By:
Rachel Juneau

Meeting called to order by James Marquart at 10:00 a.m. and adjourned at 10:55 a.m.

Attendees: James Marquart, Craig Ness, Priscilla Parsons, Kevin Smith, Vicki McNeil, Sherry Waldon-Wells, Tim Gonzales, David Short and Jenny Wagner

Approval of Minutes:Wed., September 7th, 2016

(James Marquart)

Minutes were distributed and approved as written.


Ad Astra Update

(Jenny Wagner & David Short)

  • Ad Astra integration with Banner is now working. All classrooms have been populated with its associated resources. It will be live by Christmas break and will start schedule building in January for fall 2017. Dr. Smith stated that it would be more efficient to utilize for schedule building for summer 2017 since departments are building for both summer and fall semesters simultaneously. Departments will schedule build in Banner, but Ad Astra will assign all rooms.
  • Also assembling an online digital book so classroom options (chairs, tables, and equipment) can be viewed.
  • Ad Astra also works as an event scheduling piece and can roll out sooner that fall 2017.
  • Since there has been an inventory done in all of the classrooms, IT would be interested in analyzing equipment.
  • See additional handouts with detailed information concerning overview, timeline and implementation.


Monthly Status Report


(Priscilla Parsons)


Active Projects

  • Ad Astra Scheduling Software – report by David Short

Digital Signage

  • RFP expected to post October 11

Blackboard to Banner Grade Integration – at risk

  • Last date of attendance issue during testing; escalation with Ellucian active
  • Proposed pilot with small number of courses planned for Fall (2nd 5 week session)

CRM (Recruiter) upgrade - complete

  • Ellucian consulting (remote) to review/plan new features.

Security Awareness

  • Content development is complete and under review by steering committee
  • Campus communication plan for the program is under development
  • Campus-wide availability scheduled for November, 2016

Endpoint encryption

  • Management product discovery is underway (DIR approved vendors)
  • Develop assessment criteria
  • RFP/product demonstrations/product decision by end of calendar year.

DLP – Data Loss Prevention – Identity Finder pilot

  • Beta group testing (sub-set of IT) complete
  • Full IT Division pilot Oct-Nov
  • Presentation to IT Steering Jan – Feb, 2017
  • Keeping confidential information from being in a location that makes it more vulnerable or there is no justified reason for it to be there. Protecting both the business, the data, and the person who has confidential information on their computers. PII-personable identifiable information, such as social security numbers, passport, and international ID, and credit card numbers. It can be a combination of data points that uniquely identifies an individual. 

IT Service Management – Service Now

  • Service Desk module will replace current (unsupported) Unicenter software
  • Other outcomes:  configuration management database, customer knowledge base; resource planning and utilization


  • Environmental (HVAC) system upgrade
  • Installation of enterprise version of system complete
  • Reaud and Soccer are running on the new system
  • 5-year plan under development for full campus transition
  • Student BYOD printing – active

Completed Projects

  • CRM (Recruiter) upgrade – complete


  • Banner 9 testing and go-live by module (HR, position control, payroll, finance,
    student, registration, etc).
  • Access Control Policy / Procedures for upcoming buildings
  • Craig Ness stated that it is his intention to change the access control of the
    parking gates by September 2017.
  • NSF Cyberinfrastructure Grant – Science DMZ - ongoing

Upcoming Projects

  • eSignature (TSUS initiative): Adobe Sign was selected
  • Student Retention Technologies
  • Migration from SurveyMonkey to Qualtrics for conducting surveys
  • There is a campus-wide license for Survey Monkey for one more year. Access
    to Qualtrics is authorized through Dr. Kelleher’s office. Currently discussing
    options for exporting data from SurveyMonkey.      
  • Possible development partner for Ellucian Analytics product
  • Possible HPC (High Performance Computing Cluster) deployment with College
    of Engineering / CICE


Outages:  None reported


Next Meeting Wednesday, November 2nd, 2016 10:00 a.m. Wayne A. Reaud Building #312