AGENDA TECHNOLOGY SYSTEMS SUPPORT TEAM (TSST) MEETING

Transcription

1 AGENDA TECHNOLOGY SYSTEMS SUPPORT TEAM (TSST) MEETING MCAR ROOM 407 (VCC) TUESDAY, JUNE 16, :00 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. Welcome and Introductions V. Colleague Update VI. Other VII. Additions to Agenda (if any) VIII. Next meeting - tentatively scheduled for July 14, 2015 IX. Adjournment 1

2 TECHNOLOGY SYSTEMS SUPPORT TEAM (TSST) MEETING June 16, :00 AM MCAR - ROOM 407 (VCC) ATTENDEES: Alison Davis-Tariq Allen Miller Danielle Williams Michelle Norfleet- Irby Marvette Mathis Tomaya Clark Sandra Riggs Zaheer Tariq Jackie Matthews Jr Regina English Cassondra Gwathney Robin Price Charita Matthews James Walke Ruby Spicer Tarrye L. Venable Dennis Montgomery Ephraim Bennett Danielle Jones ABSENT: Christopher Setzer Courtney Mitchell Damien Cameron Monique Cabiness Michael Carpenter Dawnita R. Smith GUESTS: I. Call to Order Committee Chair, Mrs. Alison Davis-Tariq, called the Technology Systems Support Team meeting to order at 11:00 AM. II. Call for Additions to Agenda No items were added to the agenda, but the call remained open. III. Review of Minutes from last meeting No changes were recommended. IV. Welcome and Introductions A. All Team members were welcomed by the Chair. 1. Team members introduced themselves. 2. Ephraim Bennett of Institutional Research was introduced to the Team. V. Colleague Update A. An increase in requests for sensitive system data access and requests prompted discussion with the Team to ensure proper management. Access to data in Colleague is authorized by Data Owners. OIT provides access to Colleague based on established processes, but does not control data. Access to sensitive data or reports will not be provided from OIT. Dr. James Walke informed the Team to request official data from Institutional Research (IR). Other points of the discussion follow. 1. Informer access is provided to previous Query Builder users. Access will not be given to general Colleague users. 2

3 2. Data requests should go to IR initially. Data Owners will become involved based on the nature of the data requested and pending the workload in IR. 3. Interoperability agreements will continue to be handled as previously established. B. OIT is working with Admissions to provide applicants with web based lookup of admit statuses. A meeting with Ellucian will occur on June 18, 2015 regarding Recruiter, the online Admissions module for Colleague. Over the years this module has improved and may provide options not available in the Hobsons software currently being used at NSU. Use of software apart from enterprise systems, Colleague, if not efficient from a cost or administrative perspective. Ultimately, using Colleague for all enterprise needs, where applicable, is the goal. C. New hardware (CPU and storage) has arrived and implementation will begin shortly. Current equipment is from Look forward to a more responsive Colleague TEST environment. D. The MyNSU portal will be upgraded from version 3.5 to 4.x shortly. This migration will occur during the summer. Rollout will be in early Fall E. Charita Matthews reported on CUT Team activities. The Financial Aid office is testing software updates for FA module for uploading by June 30, The general scheduled software updates will occur in July More information is forthcoming. No other updates to take place until after registration. VI. Other A. A draft policy was presented for the Bring Your Own Device (BYOD) initiative at NSU. The Team was asked to review the policy so as to be prepared to recommend changes and approve at the next meeting. TSST approval is a part of the coordinated oversight provided by OIT, TAG and the Executive Cabinet for technology policy. 1. Various devices will be eligible for this program cell phones, smart phones, tablets, etc. 2. NSU software and information will be compartmentalized on devices used. This will allow for its easy removal. B. and Voice Mail policies were discussed by the Team. policy currently exist. Voice mail policy is forthcoming. This policy will specify how voice mail is used by the campus community. OIT will continue to deploy the new VOIP system, but will not participate in overseeing its use. Phones will be provided as the system is expanded across campus. C. New music was deployed on the NSU phone system that is heard when persons are placed on hold. Feedback was requested from the Team regarding the new music. The feedback was overwhelmingly negative and it was suggested that Mrs. Davis-Tariq bring this to the attention of the Telecommunications group and the CIO. D. Mr. Asher Kaplan, IT Security and Policies Specialist, presented the process by which the Business Impact Analysis (BIA) survey will be completed. The PowerPoint presentation will 3

4 be made available to the Team from Mrs. Davis-Tariq. The BIA survey requires information from various areas of the campus community. The objective faced was how to gather this information in the most efficient manner. The spreadsheet provided by the State to obtain the data is cumbersome for University personnel at large. The solution to this challenge is the creation of a user friendly online survey that will be receptive by the campus. Highlights follow. 1. The questionnaire was described. 2. The data collection process may take between three to five months to complete. 3. Departments will be surveyed intermittently during the process. Forty to sixty departments exists at NSU. 4. Departments will have up to eight business days to complete the survey. 5. Feedback on the online survey instrument will be gathered continuously. 6. Persons on the Team desiring to complete the survey now may provide your name to the Committee Chair. E. The IT audit will begin shortly. The opening conference call will occur this week Thursday, June 18, The audit may filter out to departments with regards to security classes. F. The CollegeNet Event and Classroom Scheduling implementation continues. Events scheduling will begin in July 2015 in the new system. GARF forms will still be used initially by those requesting event space. After the room scheduling module is live, all requests will be entered into the new system. G. The Cardinal Project is ongoing. Cardinal is the new COVA accounting system replacing CARS. 1. The Interface team began bi-weekly meetings in May A vendor interface assessment was completed with Ellucian on June 12, Data in the State system will be pulled into Colleague, to fill in vendor records on file. And then complete vendor records will be forwarded to the State. 3. Environments are being prepared for testing, which will begin in August February 1, 2016 is the live date for Cardinal. There will be no extensions. H. The IT Procurement Governance process follows The Office of Information Technology (OIT) is responsible for reviewing, providing recommendation, and verifying compliance with technology acquisitions across campus. To ensure compliance with NSU s procurement policy, OIT requires the submission of this form prior to requisition. If approved, this form and all attached documentation will be forwarded to the procurement office with a CC to the requestor. If denied, the requestor will be notified. All forms required for this process are found at the following link - VII. Additions to Agenda 4

5 A. The target go live for Financial Aid Self Service mid is July The module will be demonstrated at a future meeting. VIII. The next TSST meeting is tentatively scheduled for July 14, IX. Adjournment This meeting adjourned at 12:20 PM. Respectfully submitted by Allen D. Miller 5