AGENDA TECHNOLOGY SYSTEMS SUPPORT TEAM (TSST) MEETING

Transcription

1 AGENDA TECHNOLOGY SYSTEMS SUPPORT TEAM (TSST) MEETING MCAR BOARD ROOM (6TH FLOOR) TUESDAY, DECEMBER 11, :30 AM Committee s Purpose: To work to identify and address the integration of functions which will positively impact university-wide computing systems at Norfolk State University. I. Call to Order II. Call for Additions to Agenda III. Review of Minutes from last meeting IV. IT Governance Update V. OIT Update VI. Colleague Update VII. Other VIII. Additions to Agenda (if any) A. B. IX. Next meeting X. Adjournment 1

2 TECHNOLOGY SYSTEMS SUPPORT TEAM (TSST) MEETING December 11, :30 AM MCAR BOARD ROOM (6TH FLOOR) ATTENDEES: Alison Davis-Tariq Brenda Smith Shelly Thomas Marvette Mathis Tomaya Clark Allen D. Miller French Mackes Robin Price Charita Matthews Cheryl Hart Dawnita R. Smith Dennis Montgomery Sandra Riggs Cheryl Bates- Lee ABSENT: Zaheer Tariq Arletha McSwain Eric Elkins Norman Carter Alona Smolova Monique Cabiness Rosetta Rose Mildred K. Fuller Tarrye L. Venable GUESTS: I. Call to Order Committee Chair, Alison Davis-Tariq, called the Technology Systems Support Team meeting to order at 10:30 AM. II. Call for Additions to Agenda The following items were added to the agenda. A. MyNSU Calls to Client Services III. Review of Minutes from last meeting No changes were recommended. IV. IT Governance Update A. The Governance structure at NSU is in full effect. 1. The inaugural meeting of the new TAG membership took place on November 16, The chair of TAG is Dr. Clarence Coleman. The entire membership listing can be found at The group is executive level and includes the SGA president. The group decided to meet regularly on the third Friday of each month at 2:30 PM. Mr. Lonnie Bonham will serve as the recorder for TAG. Due to upcoming holidays, the next meeting will take place on this Friday, December 14, The Technology Systems Support Team (TSST) Chair will remain on TAG as the TSST representative and continue to be the liaison between the two groups. Additionally, Arletha McSwain will also serve on TAG and TSST. 2

3 V. OIT Update A. The reorganization plan for OIT has been approved and will be in effect on January 1, All OIT units will be consolidated into four major areas (Client Services, Enterprise Information Systems, Networking & Security, and Operations). Discussion continued of the composition of each area in the division. The new organization chart will be posted on the OIT website and is available now on the TAG secure site. A copy circulated during the meeting. B. The details for the auto attendant to be used in Helpdesk are still being worked out. Once deployed the auto attendant will help route calls more efficiently and swiftly by placing clients into queues while they wait to be served. The Team was reminded that tickets for IT related issues may be opened two ways (1) via using clientservices@nsu.edu or, (2) via (login using your NSU username and password). C. Recruitment for the Network Engineer position is still underway. D. The process for hiring a new Helpdesk staff person is underway. VI. Colleague Update A. The update to MyNSU (Datatel Portal) was successful. 1. The Colleague student facing Student Finance Self-Service (SFAV) is currently being tested. The new workflow will require that the tuition and fees be shown separately. Approval of the new workflow will come from the Controller s office and from Enrollment Management prior to going live. This process is still available to administrators using Colleague UI. Access to this screen must be requested if a need exists to view student AR information. B. Colleague Student System 1. Retention Alert testing is 95% complete. Final testing of the batch processes will resume once the modules have been installed in the production account. Those processes can be run in non-update mode to better determine the correctness of the data selections. As of this time, no representative from Student Affairs has participated on the Retention Alert implementation team. Discussion ensued pertaining to the acceptance and use of this module as a tool in the pursuit of the University to increase retention and graduation rates. 2. Access review of all Enrollment Management (EM) areas will begin this month. Assigned Colleague processes/screens to users in EM will be reviewed, updated if required, and signed off by the VP for EM. Allen Miller will coordinate this review. 3. Colleague Navigational training will be required of all Colleague UI users beginning in January Subject Matter Experts of each area will provide On the Job Training to their new employees following the navigational training. New persons requesting access in 2013 will be subject to this policy change. 3

4 C. Colleague Financials 1. The Post Implementation Review Committee has been formed and the review (per audit recommendation) is underway. A report of findings will be presented following the review. The sub-committees are as follows: a. Business Processes b. Training c. Management Practices 2. Colleague Financials audit review of GL roles is underway. Letters and role reports have been sent to areas for review, confirmation and/or revision. Signed reports have been received in OIT. The due date was November 30, An access review will occur for Finance and Administration. Alison Davis Tariq and Charita Matthews will lead this effort. 4. Colleague Financial Self-Service training will be required of all CF Self-Service users beginning in January New persons requesting access in 2013 will be subject to this policy change. VII. Other A. The University will begin the process of upgrading the internet service from 155 mbps to 500 mbps on December 12, The inundation of web devices on campus has slowed the current speed of the network. Level 3 Communications was selected as the new Internet Service Provider (ISP) and will complete this work. This is a temporary upgrade to quickly increase service. A more global upgrade will follow. This upgrade will occur in two steps and will affect the campus accordingly. 1. The internet will not be available from 1:00 AM to 6:00 AM on December 12, 2012 to prepare for this upgrade. 2. The internet will not be available from 12:01 AM to 6:00 AM on December 18, 2012 to finish the upgrade. The system will be observed through mid-january 2013 for performance behavior. B. The new University website will be launched in mid-january 2013 after registration is complete. Information about the new Web Content Management System may be found at in the WCM Zone. VIII. Additions to Agenda (if any) A. Client Services is receiving a heighten level of phone calls dealing with MyNSU. Students who contact other offices on campus with non-technical questions about the portal are being directed to the helpdesk even when the questions can be addressed with the first point of contact. Further discussion ensued regarding the history of MyNSU. Meeting with office managers was suggested to begin resolution of this issue. This issue will also be brought to TAG. 4

5 B. eva implementation pre-work is ongoing. The Memorandum of Understanding is being reviewed by the parties required to sign approval is required to continue the project. IX. The next TSST meeting is tentatively scheduled for February 12, 2013 at 10:30 AM. X. Adjournment This meeting adjourned at 12:00 PM. Respectfully submitted by Allen D. Miller 5