Technology Team

CQI – IT Team Meeting
05/12/08 Minutes

Members: Dan Reke, Theron Niekamp, Nathan Walters, Carol Marion, Carol Rigola, Chuck Steel, Ann Miller, Dr. Salisbury, Harry Lawhorn

Absent: Chuck Steel, Dr. Salisbury

Guests: Linda Peltier, Amanda Swigert, Sandy Brubaker, Becki Lawhorn, Natalie Rindler, Gail Lee, Nancy Larger, Cecelia Green

Celebrate Successes

• Tests to authenticate against Web Advisor ran successfully!
• Communications from the Project Management Team and Dr. McNutt were sent out Friday.

New Items

Q: What will happen to employees and their accounts as they leave? (Dan R.)
A: Human Resources will designate the time and date to delete accounts by e-mail notification using the Electronic Maintenance Form. Adjuncts will probably be 365 days after the last class which they teach. That will be worked out between Academics and Human Resources.


Q: How does the WebAdvisor account look up function work? (Dan R.)
A: Students/faculty/staff will be able to go to WebAdvisor, without logging in, and enter their last name plus either their social security number or their Colleague ID (i.e. student ID), then WebAdvisor will tell them what their WebAdvisor (and NT login) User Name is. Much more complete instructions are included in the communications sent out last Friday and posted on the website at http://www.edisonohio.edu/edisonmail

Q: Are we ready to rock ‘n roll on 5/26/08?
A: Yes! Dan polled the tech team, and they said that they are ready. Theron said that he had some automation work to be done, but his worst case scenario is that some tasks would have to be done manually instead of kicking off automatically. Carol Marion said that she still needs to post some links. Harry Lawhorn said that all of preparation work is done. Nathan has more work to do on user profiles, but that can be finished between implementation and the beginning of the regular summer semester.

Carol Rigola asked about risks to the plan. Harry said that U.C. might be a risk, because we don’t have control over them and what they need to do during the implementation. No other risks were mentioned.

Follow Up on Items from previous meetings:

Q: Update on communications efforts discussed last week.
A: Mentioned above in Celebrate Successes – all were sent last week.


Q: NT user profiles (Nathan)
A: Nathan reports that Client Services will be using Microsoft Steady State software that will enable them to lock hard drives and roll back desktops to the official image after a student logs off. As a result of this, no student data should be saved on local hard drives, because it will be deleted by the Steady State Software as soon as a student logs off. Dan pointed out that the Communications Team needs to make sure that all instructors are aware of this to avoid problems with lost data. Nathan also mentioned that provisions will be made for Accounting Software that stores data locally.

The Steady State Software will be implemented in the main labs used this summer except for the Engineering Labs.


Q: Printing Control
A: Postponed in deference to discussion with guests.

Q: List of go-live tasks. (Dan R.)
A: Carol received all of those from the Technology Team members and incorporated them into the Project Plan under their own heading. Dan handed out copies at the beginning of the meeting.

Q: The usage of the Everyone at Edison Distribution List.
A: Dan was to check on the President’s Cabinet decision on who can use the Everyone at Distribution List (an issue which he originally took to the Cabinet) for clarification. Rather than bringing that up at Cabinet again, he checked the minutes and his notes. Usage of the Everyone At Edison Distribution list was limited because spammers were using it for their nefarious purposes. However, the Cabinet wanted to keep it available for emergency uses. Therefore a list of people who might need to send out an e-mail for an emergency (for example, if Dan needed to notify the college of an imminent, physical danger on campus) was approved to continued using the Everyone at Edison list. Later discussion at Cabinet clarified that those who have access to the Everyone at Edison distribution list did not have to limit usage to emergency situations. They may use it for any College-related (business) purpose. However, only those who might need the list for an emergency - the originally approved list - will be able to use it.

In this discussion, someone pointed out that the Everyone at Edison Distribution list does not include students. Dan asked Harry to create a new distribution list that does include students and only used for emergencies. Harry said that should not be included in the Global Address Book because of security and confidentiality reasons. For the same reasons, the agreed upon name is not listed here. Dan will work with Harry and (physical) security-related personnel to disseminate the name and availability of the new distribution list.

Discussion With Guests

Ann Miller explained that she had invited guests to our meeting because they had asked questions at the Student Accounts Communication Team Meeting which she could not answer. Then discussion on several related topics began, and Dan documented the following items on the board as they were discussed.

PROBLEM DEFINITION:

People need to access the network to find out what their login name is, but they can’t access the network if they don’t know what their login name is.

That was further qualified by saying that the problem primarily applies to new students who are coming to campus the first time after getting their new login names.

It was pointed out that we need to be clear when using terms: “login name” and “user name” are the same thing, but they are distinctly different than the “Student Id.” Although we might understand the distinctions of the various terms, they will be confusing to students. Therefore, we should only use the term “Student ID” when we are referring to the Colleague ID. When referring to the name used to login to any of the systems, we should refer to login name or user name.

Gail Lee is composing a letter that will be sent to new students only via US mail, advising them of their Student Id number. It is part of the Welcome Letter which is mailed as an on-going process, as soon as a student applies.

Only the Email address contains @edisonohio.edu.

Rosters that Cece Green prints using Safari have usernames on them. These will be printed and be given to faculty who use BlackBoard to review with their classes. That will help with the distribution of the new user names.

Kiosks will be set up to allow users to look up on WebAdvisor. Will be set up in Student Development and at the Help Desk.

HR asks that employees try their first initial and last name to log in before contacting HR to ask for them for their user name.

Interim Summer classes -- faculty teaching the Interim sections using BlackBoard have already been notified by Cece of the coming changes, and those faculty have been asked to notify their students

Cece can email students via Blackboard, using their current personal email address that is stored in Blackboard

Student Development has agreed to two things:
• Becki Lawhorn has only agreed that her staff will hand out instructions sheets
• They have agreed that they will change the Welcome Letter to reflect the information above

Sandy asked for a list of what is expected of their department. Dan has asked Carol Rigola to write up the list.

Carol Rigola will revise the instructions sheets to include the revised terminology for “User ID (Name)”. The Password Management screen (SSRPM, refers to this as “User Name”, however, WebAdvisor, refers to this Login as the “User ID.” We must be consistent with our references; therefore the instructions will refer to a combined User ID (Name).