Attendance:

George Bailey, Charles Baldwin, Dana Brooks, Lida Cope, Wendy Creasey, Jo Lynne Daughtry, Michael Dixon, Ray Drake, Karl Faser, Amy Frank, Greg Hodges, Jack McCoy, Thomas Lamb, Zach Loch, Matt Long, Diana Lys, Donna McDonald, Richard Ramirez, Brad Simons, Joel Sweatte, Lee Toderick, Leonard Trujillo, Margaret Umphrey, Ken Wilson, Bill Wittman, Biwu Yang,

Web Analytics:

Jo Lynne Daughtry reviewed Web statistics for 2012. See highlights of her presentation below:

• There’ve been 65 million visits to ecu.edu.
• Homepage gets 37% of traffic. The rest of the top level site gets 15% of traffic. Find People is the busiest page getting 8% of the traffic.
• On the homepage, most-clicked links are Find People, Blackboard, Search, and OneStop.
• Key phrases receiving the most search requests are tuition, calendar, jobs, transcripts, financial aid, student health, human resources
• Top sites are ITCS, Library, Grad School, and Med.
• CommonSpot contains 802 department websites and 150,000 web pages.
• Mobile devices visiting ecu.edu are 68% iOS and 28% Android
• Mobile traffic has increased from <5000 in 2010 to 1.2M in 2011 to 2.4M in 2012
• ECU Mobile App has been installed 27,000 times with 61% iOS and 39% Android.  It has been used 2.5M times.      

Google Analytics can be provided for all of ECU or for individual sites.  An account will be set up in the format of xxx.ecu.edu@gmail.com (xxx represents the pirateID). This format will determine what account should be removed when an individual leaves the university.

Learning Platform Analytics: (Matt Long)

• Blackboard

There will be an upgrade to Bb 9 during Summer 2013. The upgrade will increase speed and overall performance of Bb. Bb statistics between 3/2012 and 3/2013 indicate that the average Bb page views per day amount to 505,660. Page views on the most active date were 1,282,443.

• Mediasite

Mediasite is a hardware-based lecture capture solution installed in several classrooms. It records a face-to-face lecture and allows faculty to post presentations and audio/video files as needed. Total Mediasite presentations amount to 14,751. Total recorded presentations amount to 3,288.

• SabaCentra:

SabaCentra is a web conferencing program that allows a group to interact with one another in a virtual online meeting environment. In the fall of 2012 Saba had been used in 191 classes. As of February 2013, Saba has already been used in 154 classes.

• Tegrity:

Tegrity is a software lecture capture system integrated with Blackboard which offers a simple record, upload and share process. Faculty can use Tegrity to record audio, video, and computer screen activity as well as document cameras and other external sources. Tegrity usage reported for January – March 2013 amounts to 7,827 hours.

Account Termination Policy: (Drake/McCoy)

An implementation timeframe for the User Account Termination Process has not yet been determined. Review process updates below:

• User accounts will be revoked at termination date, plus five days.
• Returning temporary faculty will not lose account access when paperwork is submitted on May 1 for a May 15 contract date.
• Departmental representatives may submit a request to the IT Help Desk to reactivate accounts that have been terminated.
• Supervisor notifications establish interim access privileges for separating employers and take precedence over other account terminations processes.
• HR termination reports serve as a safety net to ensure employees do not have unauthorized access to university services after separating from the university.

Course Tools/Cloud: (Wendy Creasey)

We have put together a group to create a self-assessment process for externally-hosted tools. The self-assessment would help faculty determine whether the data was FERPA and required approval; whether the tool met ADA requirements; whether data met security requirements; and whether the contract required review by Materials Management. Additional information will be presented to IRCC as it becomes available.

NOREX Demonstration:  (Wendy Creasey)

NOREX is a peer-to-peer collaborative network of Information Technology professionals. NOREX organizations share proven solutions, documentation and project insight without vendor influence.

Attendance:

George Bailey, Charles Baldwin, Dana Brooks, Lida Cope, Ray Drake, Wendy Creasey, Michael Dixon, Karl Faser, Amy Frank, Cheryl Godwin, Chris Hodges, Greg Hodges, Thomas Lamb, Zach Loch, Phil Lunsford, Diana Lys, Donna McDonald, Jack McCoy, Elmer Poe, Richard Ramirez, Brad Simons, Joel Sweatte, Lee Toderick, Don Sweet, Leonard Trujillo, Margaret Umphrey, Ken Wilson, Bill Wittman, Karl Wuensch

Approval of Minutes:  (Creasey)

There were no additions or changes to the January minutes noted by the committee. The January minutes were considered approved.

Network Access Controls:  (Cheryl Godwin)

The implementation date for Cisco Identity Services Engine (ISE) has been scheduled for June 2013. The installation of the new Network Access Controls will help to eliminate the risk of malicious software being introduced into the administrative network. See proposed timeline below;

• Feb – Mar. 2013
  • Build basic hardware configuration
  • Develop basic ISE Policies

• Apr. – June 2013
  • Authentication and Posture Assessment                                                                                            

Account Termination Policy: (Drake/McCoy)

As of March 29, the following schedule will be used for revoking account access of separating employees:

• Fixed Term Employees (including retirees)
  • User account access will be revoked on the first working day following 30 days after the employment termination date.

• All Employees, except fixed term, (including retirees)
  • User account access will be revoked on the first working day following 5 days after the employment termination date

Web for Retirees:

Retirees who wish to continue to use their account must activate their accounts at http://pirateid.ecu.edu. This will be a new account with the same PirateID and same email address. The account must be used yearly to prevent deactivation.

Training for Server Administrators:  (Jack McCoy)

Information Security Best Practices training will be required for all server administrators. The sessions should be available as soon as March 7 and the training should last approximately 20 minutes.

MOOC’s:  (Elmer Poe & Wendy Creasey)

A MOOC is a Massive Open Online Course. See MOOC highlights below:

• No tuition/fees, no admin processing and no accountability for participation
• Students receive a certificate at the completion of the course
• Average MOOC course hosts between 10,000 and 150,000 students
• Average MOOC student is typically 38 years old, not the traditional public student that ranges between 18 and 21 years old
• 50% of people who register for a MOOC never login. The remaining 50% only login once.
• Completion rate is typically between 5 and 15%.
• The new UNC Strategic Plan specifies the development of one MOOC per year beginning September 2013.

Bb Upgrade:

Bb will be upgraded to Service Pack 9 in Summer 2013. Bb will be down from 4-6 hours during this upgrade. During the downtime users will be directed to a blog post about the upgrade. Bb 9 offers a new look and feel that will enhance user navigation. New features include;

• Improved workflow functionality, including navigation, course structure and course theme enhancements
• Improved grading features

Vulnerability Scanning:

Auditors mandate that any un-scanned servers are to be reported to them by March 15. Currently, 15 servers have not yet been scanned. Server administrators are encouraged to contact Clay Hallock to confirm that servers in their area have received the vulnerability scans.

Attendance:

George Bailey, Charles Baldwin, Dana Brooks, Lida Cope, Wendy Creasey, Jo Lynne Daughtry, Ray Drake, Karl Faser, Donna McDonald, Mark Moore, Elmer Poe, Rich Ramirez, Len Rhodes, Jeff Shinpaugh, Brad Simons, Joel Sweatte, Don Sweet, Margaret Umphrey, Bill Wittman

ACE Program Review

Charlie Justice gave the following update on the ACE Student Computer Support Program:

• ACE began in 2003 with approximately 4000 students.
• ACE provides warranty repair for most Apple and Lenovos, software and network support for all students and loaners are provided when they are available.
• ACE services approximately 5000 computers annually.
• ACE also assists students with software installs and configuring email on smartphones, and plays a big role in back-to-school move in.
• The program is evaluated annually for ways to improve services and offerings.
• Going forward ACE will add Dell as a third vendor along with Apple and Lenovo.

Opscan Changes

Charlie provided the following updates on Opscan:

• ITCS provides service in Austin 103, scanning approximately 5000 sets of tests annually.
• Laupus Library provides services on West Campus scanning approximately 500 sets of tests annually.
• Current software has been in use for a number of years and provides limited formatting.
• New software is more user friendly, offers more options for analysis, and works with existing scanners.
• New software is currently being used on a limited basis in Laupus Library.
• New software and Piratedrive should be available to all faculty users January 2013.

ISO Security Standard Manual

Jack McCoy stated that the Information Security Manual is currently under review by ITCS. The first draft is anticipated in January 2013 with a final draft expected March 2013. Once the final draft has been completed, the document will be ready for endorsement and approval.

Web Environment Restructure

Jo Lynne Daughtry gave the following update on Web Server Restructuring

• IT personnel are currently consolidating servers to reduce costs, complexity and maintenance cycles.
• Upgrading to a new operating system.
• Upgrading ColdFusion to V10.
• Upgrading to FTPS from FTP.
• Setting quotas.

Other Brief Updates

Jo Lynne provided the following lists of items that can help ensure website owners are responsible for their sites and respectful of others referencing their pages.

• Educate site owners on the impact of changing URL’s without planning.
• Educate site owners on setting up redirects if the owner must move a page.
• Educate site owners on using Google analytics reports for broken links.
• Educate site owners on using CommonSpot reports for broken links.

Wendy Creasey provided the following updates before the meeting was adjourned:

• SharePoint and VPN are currently the only alternatives to Cloud Computing.
• Windows 8 is currently supported in ACE although we are asking the campus community not to download at this time. No time line has been set as to when it will be fully supported.
• There will be a pilot for “Turn it In” issued in Spring 2013. This is currently an alternative to SafeAssign
• Microsoft will be ending mainstream support for Windows XP. We are encouraging the campus community to move XP machines to Microsoft 7.

Attendance

George Bailey, Charles Baldwin, Wendy Creasey, Lida Cope, Michael Dixon, Karl Faser, Amy Frank, Cheryl Godwin, John Jones, Thomas Lamb, Matt Long, Diana Lys, Jack McCoy,  Donna McDonald, Len Rhodes, Clayton Sessoms, Jeff Shingpaugh, Brad Simon, Lee Todrick, Leonard Trujillo, Mark Moore, Margaret Umphrey, Ken Wilson, Bill Wittman

Approval of Minutes

Wendy Creasey requested that the September minutes include a statement to reflect that the funding received for IT projects includes monies allotted for both Phase 1 and Phase 2. This correction will be reflected in the September minutes. Phase 2 funds are tentative.

Distributed IT Controls (Jack McCoy)

The 2011 audit of Distributed IT controls called for improved controls and practices in departmental IT areas. Response to the audit is to establish controls for server administration, provide training to server administrators and develop a plan for other distributed IT functions (database admin, etc.). There is also a plan to create processes for server identification, vulnerability scanning and remediation. The anticipated deadline for the new controls is March 2013. Currently, both the Information Security Manual and the Server Administration Best Practices Guide are under ITCS review. Additional information on the audit response will be brought before the IRCC as it becomes available.

InfoBlox DHCP & DNS Changes (Cheryl Godwin)

Infoblox is an Enterprise solution for Domain Name Service (DNS), Dynamic Host Configuration Protocol (DHCP) and IP Address Management (IPAM).  ITCS is in the process of replacing the existing applications servicing DNS, DHCP and IPAM to provide automation, resilience and forecasting which will support the growing demands of ECU’s network resources.  This change will provide a consolidated enterprise solution for IPAM, DNS, DHCP, Security and Network Administrators to manage, evaluate, troubleshoot current resources and forecast future growth including functionality for IPv6 through a customizable user interface.

The Infoblox DNS, DHCP and IPAM solution is scheduled to be installed Christmas Break 2012.  This will affect all network devices including but not limited to PC’s, printers, networked copiers, servers and other networked resources.

Bb Upgrade, Survey Feedback, Tool Integration

• Currently 65% of Faculty are using Bb
• 54.2%  if courses have been made available to students
• 1,069 tickets closed for Bb last year (about 1% SafeAssign tickets)
• Platform additions include, Lockdown browser, Tegrity pilot, Collaborate pilot, & Kaltura pilot
• January 2013 – Bb Health Check (general system review)
• February 2013 Testing and training begins for the upgrade to Service Pack 9
• May 2013 – Upgrade to Service Pack 9

Network Upgrade

Tom Lamb provided an update on the Network Upgrade project.  The project requires a lot of training and the ECU team is receiving training on the new equipment.  The project is on track this year.

SharePoint Upgrade, Opscan, Publisher Tools (Wendy Creasey)

• SharePoint upgrade expected to occur during winter break 2012
• User testing will open around November 1st
• Currently exploring new software and new method of distribution for Opscan
• More in the future on Publisher Tools and Hosted Systems.  FERPA data should have approval from the Registrar.

Best tools for creating BIC Reports include

• BIDS 2008 R2 – (Business Intelligence Development Studio 2008 R2)
• No 32/64 bit issues
• Contact Skip Kirby for assistance

Attendance

George Bailey, Charles Baldwin, Michael Blake, Dana Brooks, Wendy Creasey, Michael Dixon, Karl Faser, Amy Frank, Skip Kirby, Thomas Lamb, Zach Loch, Donna McDonald, David Musick, Elmer Poe, Richard Ramirez, Jeff Shinpaugh, Brad Simons, Joel Sweatte, Don Sweet, Leonard Trujillo, Ken Wilson, Bill Wittman, Lee Toderick

IRCC Charge/Membership

Wendy Creasey reviewed the IRCC charge and presented an updated list of current IRCC membership. She highlighted certain membership changes and the group approved. A dental school representative was added to the committee.

CIO Update

• ITCS received 2.3 million dollars in phase one project allocation.
• Lucian is now the new Sungard (Banner vendor) Lucian will visit ECU in upcoming weeks to preview new products and share their vision for ECU.
• ITCS will send security awareness snippets every 4 weeks with reminders on how to keep properly secure data.
• Hope to fully implement the ISO27002 within the next two years.

IT Projects

Phase one IT projects were reviewed by Wendy Creasey, Skip Kirby, Thomas Lamb and Zach Loch.

Network Upgrade:

• Four-year project with estimated cost of 10 million dollars.
• Received management support and funding (2.5 million this year) to begin the project.
• Technicians are already training on the new technologies that will be rolled out.
• Cisco representatives will be on site for approximately one month to offer advanced services to networking teams.
• A new campus backbone will be built based on MPLS (multi-protocol layer switching).
• MPLS is a flexible protocol that allows you to grow/change your network over time. Feeds and speeds should be better also. Management and reliability should be easier.
• ECU is the second university in the state to deploy MPLS.
• Testing will occur over several months and buildings will be migrated individually.
• Additional updates will be provided as they become available.

Technology Fee

Wendy reviewed the current education and technology fee and what it is used for and shared with the group the reasons for a $40 increase. The current fee is used to support:

• Staff positions for smart classrooms, labs, help desk, blackboard, networking, and other related functions.
• Student positions support ACE Computer Repair Center, Smart Classrooms, Lab Monitors, Student IT Help Desk, Lab Management and other student-related areas.
• Fixed costs include software in the physical and virtual computer labs, MS Office and OS upgrades, statistical software such as Mathematica, Maple, Minitab, SPSS, college specific software, student portfolios, Centra web conferencing, Blackboard, and many other specialized software tools packages for colleges. New tools such as Blackboard Collaborate web conferencing, Tegrity Lecture Capture, and Kaltura for video management.
• Printing is unlimited in general purpose labs and capped at around 200 sheets per student in the library. Includes color printing in select locations.
• Support of Infrastructure projects, like the data center upgrade, blackboard equipment and maintenance, wireless access across campus, software to manage computer labs, network infrastructure and storage for various student applications.
• Annually, numerous college requests are supported such as the development of a large Math Lab, virtual news room, special visualization and mapping software, technology for the pirate tutoring center, writing center, forensic analysis tools, hardware for virtualization and simulation tools, video editing, and global classroom.
• Numerous computer labs will be refreshed this year.
• Austin Computer Lab is 24 x 7.
• Classroom Technology will be refreshed annually in rooms with the most usage and the oldest equipment. Additionally, all classroom technology equipment across campus is maintained. New rooms are added to meet the growing needs.

We are requesting a fee increase to fund the following:

• Increased fixed costs for software and the growth of hosted solutions (e.g., video lecture capture, web conferencing, video submission tool).
• Increased needs for infrastructure such as load balancers, networking upgrade costs, and storage.
• Increase student wages to compete with local businesses and other units across campus. We rely on students to support students who perform similar technical functions to our staff.
• Next year, the computer lab roll out is 3x larger in FY14. Next year, refresh printers in computer labs 4x larger in FY14
• Increase in need for educational supplies.

Classroom Standards & Room Approvals

Tony Cooke reviewed and distributed a presentation on current classroom technology standards. He shared with the group the distribution of classroom technology on campus. The presentation included analog vs. digital distribution, basic and high end room configurations, and the recommendations form the distributed IT. Information on survey feedback was discussed. Rooms to be upgraded this year were based on age, use of equipment and college request. Approximately 40 rooms will be upgraded this year.

IRCC Meeting Minutes
Cotanche 108
April 25, 2012

Attendance:
Karl Abrahamson, George Bailey, Dana Brooks, Wendy Creasey, Michael Dixon, Ray Drake, Karl Faser, Jason Jones, Tom Lamb, Donna McDonald, Richard Ramirez, Len Rhodes, Cheryl Ryhanch, Jeff Shinpaugh, Don Sweet, Nasseh Tabrizi, Margaret Umphrey, Karl Wuensch,

 Minutes/Updates  (Wendy Creasey)

• May minutes were approved as submitted
• The Social Media Regulation was approved by the Chancellor. A formal announcement is expected near the end of April
• BlackBoard Collaborate will go into test mode for the summer and a pilot group is anticipated  for the fall
• Recursive Design is almost complete. IRCC will be updated as more information is received.   
• It was decided that the IRCC would not meet in May unless there was a specific need, otherwise the meetings will resume during the fall semester as usual.
• The group was encouraged to report any feedback or suggestions pertaining to the IRCC meetings to Don Sweet

Blocking RDP & SSH Process:    (Cheryl Ryhanych)
Cheryl discussed the vulnerabilities of RDP (remote desktop) and SSH (secure shell) in conjunction with the implementation of securing network resources. Restricting access to RDP and SSH will reduce network traffic, secure access to ECU internal resources and help safeguard business data. A secure VPN resource will be provided for faculty, staff, student and guests beginning June 2012. A student pilot group will be formed and tested during first summer session and in fall 2012 a Student VPN service will be deployed.  

Mobile Device Security Assessment: (Margaret Umphrey/Tom Lamb)
The Infrastructure and Security teams are working together to address mobile device management within the university. The objective is to seek solutions to protect the privacy and security of ECU data yet not jeopardize the user’s personal information. Once a solution is selected, security teams will determine what policies and requirements will be needed to implement a mobile device program. A test pilot is anticipated within the next few months. ECU Physicians has volunteered to be the test facility.

Information Security Standard Update:  (Margaret Umphrey)
The Gap Analysis for the UNC Systems Security Framework has been completed. Gap controls were identified and a risk assessment will be conducted in these areas. An Information Security plan will be developed to address the identified risks and a task force will be assembled to investigate options and develop appropriate standards and protocol. An additional update will be presented to the IRCC at a later time.

Survey Results Discussion:  (Wendy Creasey)
ITCS administers campus technology surveys to obtain feedback from faculty, staff, and students on their satisfaction with IT services. This feedback is then incorporated into future planning and implementation of technologies to support the university. Wendy reviewed results from the 2012 surveys. 912 faculty/staff completed surveys were submitted and 1,148 student surveys were submitted. Wendy updated the group on recommendations from the surveys and noted strategies to address the recommendations when applicable. SACS documents will be updated to reflect that survey results were presented to the IRCC.

PirateID update: (Ray Drake)
May 6 is the target date to go-live for the new PirateID activation process.

Meeting adjourned. The next IRCC meeting is scheduled for Wednesday, August 29.

IRCC Meeting Minutes
Cotanche 108
March 28, 2012

Attendance:
Karl Abrahamson, George Bailey,  Dana Brooks, May Chang, Wendy Creasey, Ray Drake, Karl Faser, Steven Forehand, Tom Lamb, Donna McDonald, Belinda Perkinson, Marshall Prentice,  Rich Ramirez, Clayton Sessoms, Joel Sweatte, Don Sweet,  Rob Tenney, Margaret Umphrey, Bill Wittman, Biwu Yang

Minutes:   (Wendy Creasey)
February minutes were approved as submitted. They will be placed on the IRCC webpage for review.

Web Services, Campus Maps, ECU Mobile Apps:   (Jo lynne Daughtry)
ECU webpages receive approximately 75 million hits per year; 42% to homepage and 15% to second level pages. In lieu of this, those pages will be moved to a self-contained stand-alone server to improve performance for the main pages as well as CommonSpot.

A gallery of themes for CommonSpot were created to offer users a wider format for their pages and the ability to make flexible changes. Themes can be viewed at http://author.ecu.edu/cs-training/gallery to see what themes are available and how they might work.  The new themes are extremely user-friendly and they are based on “divs” as opposed to tables.

 ECU Mobile Update
The ECU Mobile application rolled out in summer 2011. To date, there’ve been approximately 9814 installs on IOS devices (iPad, iPhone, iPod touch) and 6297 installs on Android devices. (Droid, DroidX, Droid2, etc)

Since the initial roll-out the mobile app has been used approximately 7 hundred thousand times; approximately 2300 times per day. Blackboard is the most used icon on the application followed by athletics, courses, headlines and the directory.

 ECU Mobile Phase II (ways to enhance current mobile app; ideas based on feedback from current mobile app. users)

• add departmental directory
• add exploreECU icon
• expand headlines to include colleges and schools
• expand campus map
• add student life information
• expand image collection

 ECU Directory
Plans are underway to integrate and consolidate ECU directory information to make it easier to locate people and/or departments when needed. The idea stemmed from the mobile application but would be extended to the general website also. The goal is to have all information combined in one search feature. Search results would include location, phone, website address and faculty/staff listing.

Campus Map v2
Existing Layers of the campus map include buildings, parking and emergency blue lights. New layers will include accessible walkways, campus dining, campus housing, computer lab availability and smart classroom. New features will include the orientation tours, transit schedules and places. ECU Search Directory will be added to the campus map as well.

Mobilizing ecu.edu
In an effort to improve current CommonSpot pages and make them mobile friendly teams are investigating “Responsive Design.” Responsive Design is a solution that uses a flexible grid that allows content to be re-positioned on the screen. This prevents the user from losing content when shifting from a vertical screen layout to a horizontal layout or vice versa. Selecting Responsive Design would also mean that every CommonSpot page would automatically become mobile friendly.

 Future Web Enhancements

• URL Mgmt – develop smart-URLS
• ECU Alert – developing  a new light-web page for emergencies
• ECU Search  - implement the new-directory
• Contact Us Form Review  -  evaluate the current form to ensure that it is as efficient as possible
• Google Analytics API – create custom reports for the user or offer a simple solution for the user     to create their own
• Video Control Panel
• WordPress theme – update with new ecu.edu look
• CommonSpot Upgrade – scheduled for summer 2012.
• CommonSpot Intranet – allows users the ability to lock-down individual CommonSpot pages and files

Other Cool Stuff
There is currently an RFI in process for a new university-wide Calendar system.  The Web Oversight Committee is currently working on this. More information will be brought before the IRCC as it becomes available.

There is currently an RFP in process for a new Catalog system. It will be a hosted solution that offers widgets, web services and various RPI’s.

Gap Analysis Report:  (Margaret Umphrey)
Margaret’s group is currently in the process of implementing the UNC Systems Security Framework 27002. The initial Gap Analysis has been completed and results will be shared with university management. IT Security is conducting a risk assessment for the areas that indicated gaps and those results will also be shared with university management. The target day for completion is May 1. Once the plan is developed it would be brought before the IRCC and Technology Steering Committee for review and approval.

Cloud Regulation (Margaret Umphrey)
The Cloud Regulation was tentatively approved by Technology Steering Committee with the stipulation that an implementation plan would be developed.  The plan would identify the many hosted services available then prepare a list of which services would be acceptable for the university. The plan must also denote how the services would be tracked and outline a standard for conducting compliance reviews and contract requirements. A hosted services compliance document has already been developed but has not yet been vetted through the university attorney’s office. It is being used to poll vendors to see if they meet compliance requirements. A questionnaire has been developed to determine if/when a hosted services vendor is being used. It will be tested first with Clinical Administrators in the Brody SOM then with critical areas through Faculty and Staff Senate.

 *Wendy added that recent campus surveys revealed that 75% of those surveyed supported the idea of required security training.*

Lync : (Belinda Perkinson)
Microsoft Lync 2010 replaces Microsoft Communicator. Lync 2010 is a secure chat and online communication software available to both faculty and staff. It is also available for both Mac and Windows users.  Lync allows users to conduct online meetings, give online presentations and invite non-ECU participants to a meeting/presentation.  It is scheduled to roll-out to Windows machines on May 7,2012.

Other Lync features include;

• Instant message with other faculty/staff on campus
• Request an impromptu online meeting through the “Meet Now” feature
• Schedule on online video or audio meeting through Outlook
• Meet on-line with off campus colleagues or non-ECU students
• Record a meeting and play it back
• Download a picture
• Create a whiteboard for notes/drawings that can be seen by everyone in your meeting

 *Note that all information typed during any online chat is recorded and archived on a separate server*

 SharePoint 2010:  (Eric Alexander)
New features offered through SharePoint 2010 include:

• Larger array of compatible browsers. (Brings Firefox and Chrome to the forefront.)
• Gives administrators the ability to select their own browser themes
• Includes social features like tagging and rating so users can tag and rate content as they choose
• Business Intelligence enhancements allow users to retrieve documents from external databases
• Personal site social enhancements will offer Facebook-like features
• Visual upgrade allows administrators to convert to 2010 when they are ready
• Will include new tracdac web-parts that were not compatible with SharePoint 2007

General Updates:  (Wendy Creasey)

• Social Media Regulation
  Recently approved by the Executive Council and forwarded to the Chancellor for review/approval.
• Blackboard Collaborate
  Still in process, anticipate having a contract in place through Materials Management within the next week or so.
• Video Standards Task Force
  Create a task force made up of campus groups who work primarily with video-related tasks. (ITCS, MTS, etc.) The group would review and discuss campus video needs and create video solutions in terms of storage, server infrastructure and so on.
•  IT Governance Website
  The webpage formally dedicated to IRCC has now been renamed IT Governance. All IT sub-committees can be linked from this page.  www.ecu.edu/ircc
• Other Business
  None noted.

IRCC Meeting Minutes
Cotanche 108
February 22, 2012

Attendance:
Karl Abrahamson, Dana Brooks, Wendy Creasey, Michael Dixon, Karl Faser, Steven Forehand, Donna McDonald, Marshall Prentice,  Rich Ramirez, Len Rhodes, Joel Sweatte, Don Sweet,  Bill Wittman

Minutes:   (Wendy Creasey)
January minutes were approved as submitted.

 CIO Update:   (Don Sweet)
Don provided an update on the following IT projects:

• Implemented Oracle Exadata Database Machine in January 2012. Student data loads can be performed in 10 hours with Exadata as opposed to 65 hours previously amounting to an 85% improvement rating.
• Currently adding imaging capabilities to the Travel Request system so documents can be reviewed prior to approving the travel request. Approximate target for completion in mid-April.
• Under-graduate admissions application is being made available through the ECU website. Previously it was only available through cfnc.org
• Student roster with photos will be available soon. Photos are downloaded from the One-Card system into a data warehouse from which applications can be written to link the student photo to the course roster.
• Kronos (automated time keeping system) went live March 1 with 377 employees participating in the pilot. Kronos is primarily managed by HR.

Pirate Port:  (Steven Forehand)
PiratePort replaces the current One-Stop portal. A beta release is scheduled for current students in August 2012. It will be available for all others by 2013. ECU One-Stop will reach end of life by 2014. See objectives below:

Pirate Port Objectives

• Modernize the look and feel of the current Onestop portal (last upgrade was 10 years ago)
• Integrate mobile applications (cell phone, tablets)
• More widget based. (less text and more graphics)
• PiratePort accounts will be available for perspective students as well as existing students
• Students will be able to customize page with their personal items of interest

Photo Roster Demo: (Marshall Prentice)
ITCS will retrieve student photos from the One-Card office and store them on servers. The photos can then be recalled and added to course rosters allowing professors to view photos of their students.  Photos are pulled and linked through the students Banner ID.  Photo Roster is currently in test mode to resolve any performance and/or security issues. Secure photos are flagged and never pulled from the One-Card server.  

Security Update:  (Wendy Creasey)
A HIPPA audit is underway that will initially target three main areas. The first level will include Centricity and Pharmacy. The second will target the Heart Center, Infectious Diseases and Plastic Surgery.  The third will include various other systems that manage secure data.  ECU internal auditors conduct yearly audits on a set schedule.

The state is conducting an external financial audit that will include Banner, TouchNet, SyQuest and HealthSpan. Detailed questionnaires will be completed and submitted to auditors by March 9.

ISO Security Framework is on track and progressing well.  A Gap Analysis is being prepared to document variations between the framework and what the university currently has in place.

A working group has been established to review the processes associated with IRB ePirate submissions. They are working on solutions to improve that area.

Margaret Umphrey will provide an update on the Cloud Computing Regulation at the next meeting.

Other Business:

• Wendy will offer feedback on BlackBoard Collaborate at an upcoming meeting.
• IT surveys are almost complete. Wendy will submit survey feedback as soon as it becomes available.
• Tom Lamb’s group will provide an update on how to safely remote into our network at an upcoming meeting.

IRCC Meeting Minutes
Cotanche 108
January 25, 2012

Attendance:
Karl Abrahamson, George Bailey, Wendy Creasey, May Chang, Michael Dixon, Ray Drake, Karl Faser, Erick Green, Tom Lamb, Donna McDonald, Len Rhodes, Clayton Sessoms, Joel Sweatte, Don Sweet, Nasseh Tabrizi, Leonard Trujillo, Margaret Umphrey, Bill Wittman, Biwu Yang

Meeting Minutes and Updates:   (Wendy Creasey)
September and October minutes were approved as submitted.

Wendy led a discussion on changing the IRCC meeting time from 8:00a.m. to 8:30a.m. It was decided that the group would continue to meet at 8:00a.m.

Wendy provided the following updates to the September and October minutes.

• Agreement Statement to Computer Use Policy in Onestop became effective January 1, 2012
• Micro-soft Voicemail Speech to Text feature has been removed.
• CommonSpot is performing well. Currently moving forward with the next upgrade and any initiative to replace ComonSpot is on hold.
• Blackboard was upgraded to a new service pack in December without any problems.
• Distributed Antenna project has been put on hold for now.

Networking Redesign   (Tom Lamb)
Tom is leading efforts to initiate a network redesign for campus. His team is currently preparing an executive summary that outlines vlan assignments, IP addressing, management tools and equipment age in an effort to determine the status and functionality of the existing network. Network teams are also meeting with personnel at the departmental level to document their functional and business requirements as well as their anticipated growth. Tom encouraged IRCC members to take this information back to their respective colleges and encourage staff/faculty to provide the necessary information at the appropriate time. 

Removal of Banner ID as the default PirateID Password:  (Ray Drake)
The university wants the option to make ECUID (bannerID) public  directory information.  The charge is to modify the password reset process to:

• Remove ECUID as the default password
• Establish a better method to distribute the initial password
• Lower Help Desk calls for password resets

Solutions include:

• Replace ECUID with a random password
• Move to account self-activation
• Require password maintenance registration

Advantages of the change include:

• Elimination of ECUID as the initial password
• Users are automatically registered into the password maintenance portal upon completion of account activation
• Eliminates the manual distribution of the initial password to users
• Provides an easy-to-use system that reduces initial user interaction

A timeline has not yet been determined. Teams are currently working with Admissions, HR and Registrar to establish feasible implementation timelines.

Cloud Computing Regulation: (Margaret Umphrey)
Margaret presented a final draft of the Cloud Computing Regulation. The group offered feedback in regard to what specific information would require CIO approval. Margaret agreed to revise the draft to incorporate the suggested verbiage. The updated draft will be taken before the Technology Steering Committee (TSC) on 1/26 for approval.

UNC Security Framework Implementation Plan:  (Margaret Umphrey)
IT Security is performing a Gap Analysis to determine if current university policies and procedures meet the standard set forth by ISO.  Once policy gaps are identified a risk assessment will be performed to determine why gaps exist and to develop controls that can help eliminate future policy variations. The goal is to have the Gap Analysis completed by 4/1 and the Risk Assessment completed by 5/1. The approval process requires feedback and endorsements from the IRCC, the TSC and the PRR committee.

Project Updates (including phone roster): (Don Sweet)
Software Development Services (SDS) is currently hosting 65 major projects with 16 projects deemed priority. Top priority projects include Kronos and electronic Travel System upgrades.  Kronos is the new time keeping system. ITCS is assisting as needed but HR is managing the project. The Kronos pilot is scheduled for March 1 and includes 377 employees from Family Medicine, OBGYN, HR, Payroll, Systems Coordination and Facilities Services.  Twenty – six time clocks were purchased and will be strategically placed around campus. Kronos can also be accessed online via your desktop or laptop computer. Final implementation is expected 4 to 5 months after the pilot.  The implementation will be initiated through HR.

Updates to the online travel system will give managers/supervisors the ability to review, approve or disapprove travel requests electronically. Individuals requesting travel will be required to image all travel documents and submit to their managers for approval.

Programmers are working to develop an internal Admissions application to replace the applications provided through Banner and through CFNC.

Online Surveys:
A concern regarding the use of email to conduct informal surveys was brought before the committee. On occasion faculty are asked to submit their opinion, via email survey, on various faculty issues. The specific concern is the ability to maintain anonymity when submitting a survey on sensitive issues. Wendy agreed to research and bring back to the IRCC next month.

General Updates:  (Wendy Creasey)

• New IT Governance Charts posted at www.ecu.edu/ircc
• Updated – Distance Education & Learning Technology (DELT) is the committee formerly known as Faculty Information Technology Committee (FITC). This is a faculty senate sub-committee chaired by Dr. Nasseh Tabrizi.
• Updated – The Technology Executive Committee has been renamed  the Technology Steering Committee (TSC)
• Remote Access:  Tom Lamb announced that ITCS was working on a plan to require VPN for remote access to systems on the ECU network.  Remote access was defined as actions such as remote desktop (ex. RDP) and not typical web traffic (ex. ports 80 or 443).  Further details will be available this spring.
• Website redesign went live 1/23. CommonSpot templates are in place and web developers, marketing, and publications are receiving positive feedback overall.
• IRCC membership will be updated to ensure that there is adequate representation from each area. A request will be issued to add a representative from the dental school.
• Wendy presented two Educause surveys that shared information that she would like to incorporate into our faculty and staff surveys. She asked the group to review the handouts and submit input to her via email within the next few days.
• SharePoint upgrade for 2010 should occur during the summer.

Attendance:

George Bailey, Dana Brooks, May Chang, Tony Cooke, Wendy Creasey, JoLynne Daughtry, Michael Dixon, Ray Drake, Karl Faser, Tom Lamb, Donna McDonald, Richard Ramirez, Len Rhodes, Clayton Sessoms, Jeff Shinpaugh, Ginny Sconiers, Leonard Trujillo, Bill Wittman, Karl Wuensch, Margaret Umphrey, Kendall Wooten

CommonSpot Update  (Tom Lamb)

Tom gave an update on the status of the CommonSpot Upgrade;

• Install a second read-only server by 12/15
• Move to CommonSpot 6 and Cold Fusion 9 in Spring 2012
• Test environment in place by 1/10
• Potential upgrade to CommonSpot 6 and Cold Fusion 9 during Spring-break 2012

*Tom explained that recent network irregularities were caused by a bug in the Port Security code. Code was pushed to approximately 490 switches to fix the problem.  Networking teams worked extended hours and they continue to monitor the switches to ensure network connectivity.

Cloud Security:  (Margaret Umphrey)

Margaret listed the steps that she is taking to secure the Cloud Security Regulation.

• Currently creating a Hosted Services Contract with Materials Management to develop requirements for doing business with a cloud vendor.
• Creating a Cloud Computing Check-list to distribute to the campus community
• Creating a template to determine where we have cloud or hosted services.
• Develop an Awareness Program for campus

UNC Security Manual: (Margaret Umphrey)

The UNC system is in the process of implementing a UNC System-wide Security Manual. It was approved by the UNC systems CIO yesterday.  The manual consists of 10 categories of requirements with an estimated 200 sub-requirements for each. The goal is to develop a policy and/or regulation that corresponds to the requirement of the ISO standard.  A sub-group of the UNC Security council will meet tomorrow to determine a timeline for completing the manual. The goal is to implement an Information Security Policy Framework that will capture the 10 standards of ISO.

Blackboard Collaborate Pilot:  (Ginny Sconiers)

Blackboard Collaborate is a live collaboration platform designed for education. It is used mainly for the interactive and/or virtual classroom. It is delivered through three platforms; web conferencing, enterprise instant messaging and voice authoring.  It essentially offers the student more ways to collaborate and increased access to course content. Improve student outcomes and streamline administration. The committee supported a pilot.  The goal is to have a pilot released in spring 2012.

Education and Technology Fee:  (Wendy Creasey)

The FY13 Ed and Tech fee request consists of a fee increase of $30.00 for Technology and $10.00 for Education.  The increase would provide funding for the following;

• Increased fixed costs for software and the growth of hosted solutions(e.g., Microsoft, Lecture Capture and video capture for students)
• Increased need of colleges for specialized technology
• Increased need to hire student workers  to help support technology
• Add one technology support position to support lab infrastructure
• Planning how to integrate more interactive tools into Blackboard
• Increased access to color printing in general purpose labs
• Increased need for educational supplies, such as microscopes

 Smart Classroom Standard Recommendation:
 General

• 251 centrally scheduled smart classrooms plus over 200 technology enhanced spaces
• Only 14 rooms do not have technology
• 237 centrally scheduled rooms have technology
• 118 of 237 have digital infrastructure
• As smart classrooms undergo upgrades b/c of age or major disrepair, we are upgrading the infrastructure and equipment to digital.
• Standard room – podium, speakers, computer, laptop, connection projection, document camera and annotation device
• Basic Room– does not include annotation device
• Mics  and cameras for lecture capture can be added as requested

 New recommendations from Sub Committee for classroom technology

• Proposing that all rooms be standard when upgraded
• This year, upgrading 50 rooms (mixed levels). We can add to any BASIC rooms this year as budget allows and base it on highest room usage
• Add cameras and mics for lecture capture based on requests only
• Revisit how to handle departmental requests NOT centrally scheduled

IRCC supports the recommendation to try to keep most rooms as standard as budget allows.

Topics for Next Meeting:

SharePoint UpgradeBlackBoard
Upgrade in spring 2012