November 2008

In the 2008 Campus Computing Project Survey, the results of which were released at October’s Educause annual conference in Florida, more than 531 respondents from academic institutions across the country reflected on their top information technology challenges. Network and data security, as well as retaining and hiring staff, remained at the top of the list for most institutions again this year.

Among the key trends highlighted was the outsourcing of e-mail, with between 40 and 50 percent of colleges (excluding community colleges) outsourcing e-mail services or in the process of doing so. Our own initiative to transition FlashMail to Google E-mail for students, part-time and emeriti faculty and alumni launched earlier this month, and I want to thank the team members who have been working tirelessly to ensure the success of this important project.

It’s no surprise to any of you that institutions also reported an increase in the demand for technology services, while, at the same time, a decrease in the resources available to meet that demand. It’s why we’re continuing to examine ways to utilize our time more efficiently, to work smarter and to reduce expenses where possible. Many of the projects highlighted below already are addressing those goals.

I’m always looking for more ideas and for your feedback. Share your thoughts with me at cio@kent.edu.

Ed Mahon
Vice President for Information Services
and Chief Information Officer

Security and Access Management

• To further enhance security and protect the privacy of constituents, in 2009, Kent State will eliminate the need to validate identification through the use of a Social Security Number for password resets. This step is in keeping with the overall elimination of Social Security Numbers as primary identifiers, a process that began with the adoption of the Enterprise Resource Planning system and the assignment of Banner identification numbers. Instead, password resets will become a self-service function controlled by the end-user. Challenge questions will be used to validate identity.
• The Office of Security and Access Management recently purchased a new product that will provide a hosted triage service for phishing e-mail scams, as well as takedown service for spoofed Kent State Web sites. It also will provide a view into Kent State’s Web sites, looking for broken links and links from undesirable external sites. The product will assist in reducing exposure to phishing e-mail scams while also providing resources to the Web team to enhance Kent State’s brand online.

Infrastructure and Operations

Client Infrastructure Group

• Andrew Huston joined the group on Oct. 13 as a senior information technology support analyst. His initial focus will be providing primary desktop support for the executive offices.

Network/Telecommunications Services

• New gigabit switches and structured cabling were installed in the Library Data Center to prepare for the migration of the Enterprise Resource Planning servers from 100Mb network connections to Gigabit connections.
• The Lincoln Building network backbone connection was upgraded from 100Mb to Gigabit speed and wireless coverage was added in preparation of the move of Information Services staff to the building.
• The Helpdesk Automatic Call Distribution was redesigned to facilitate the transfer of calls to tier-two staff serving at the Operations Control Center.
• All voice and data equipment and racks were removed from 8 of the 11 Small Group buildings in preparation for their demolition.

Operations

• New Code Promotion Template: Previous efforts have focused on documenting and mechanizing the approval process for promoting software objects into production in a safe and auditable manner. This new template provides clear instructions and guidelines for moving the software objects and documents the approval process, improving the clarity of this critical stage of application deployment and reducing the opportunity for errors.
• New Shift and Activity Logs Online for Operations Staff: A new Data Center Operations status logging system, provided by Information Services’ Network Management staff, completed its first full month of operation with 326 entries recorded in Data Center Operations and Shift Communication Logs. These entries reflect system status, reboots of servers, status of equipment, problems with equipment and communications. This provides subsequent staff members and second-level support staff details on any problems or potential problems that require close attention or remedial activity. The system successfully replaces an application that will be retired with the mainframe in December.

Server Support Group

• The Server Support Group has completed replacement of the current Vista 3 database hardware and added additional nodes to improve performance. The start of the fall semester brought significantly increased load to Vista, and the additional servers were necessary to improve the user experience.
• An assessment of server backup processes and equipment is underway to determine efficiencies and savings that might be gained from newer backup/recovery technologies.
• The group is evaluating e-mail and file system archiving solutions to determine what efficiencies and savings can be gained from archiving infrequently accessed items.

Enterprise Support and Application Services

• With the full implementation of the Enterprise Resource Planning System (ERP), Information Services now is able to retire the mainframe environment that supported previous administrative systems. Although decommissioning of a mainframe is a large, labor-intensive process, the cost-savings are significant and estimated at $600,000 per year. The target date for decommissioning is Dec. 31, 2008.
• Information Services has engaged SunGard Higher Education to perform a post-implementation review of all modules within the Banner system. To date, Human Resources and Finance have completed reviews, and both have very stable systems that are performing well. The Student module will be evaluated during November and December, and Financial Aid will be evaluated next spring