INFORMATION TECHNOLOGY SERVICES Q2 2020 ACCOMPLISHMENTS

ITS was extremely busy during the second quarter of the year given nearly everyone was remote for the entire quarter. Continuing to support faculty, staff, and students as we all collaborate from home was, and remains, ITS’s #1 priority.

SUPPORTING THE CAMPUS COMMUNITY DURING COVID-19 SHELTER-IN-PLACE

  • Assisted campus partners with facilitating the transition to work from home
  • Completed upgrade of the WebControl software that manages the campus air conditioning system – critical for return to campus
  • Coordinated with the President’s Office, Emergency Operations Center (EOC), and the Web team to update the COVID-19 online form for inquiries whose answers are not already covered in the COVID-19 FAQ web page
  • Deployed 30 WiFi hotspots to students, faculty, and staff
  • Enabled MS Whiteboards application integration with MS Teams
  • Made DocuSign available to students by enabling the @mail.sfsu.edu domain and completing Single Sign-On (SSO) integration for DocuSign
  • Moved the Information Security Risk Acceptance Form to DocuSign to document short-term compliance and security risks, and require the appropriate administrator to acknowledge and accept the identified risks
  • Performed Zoom 5 upgrade to all ITS-managed computers
  • Rolled out campus-wide remote access GlobalProtect VPN solution
  • Rolled out Twilio for Automatic Call Distribution (ACD) for Admissions, Veterans Services, and the Registrar’s Office
  • Set up and distributed over 120 computers to facilitate work from home for Counseling & Psychological Services (CPS), Student Health Services (SHS), University Police Department (UPD), Budget Administration & Operations, Financial Aid, and Fiscal Affairs
  • Supported the launch of health apps to get Counseling & Psychological Services (CPS) on an electronic system and allow Student Health Services (SHS) providers to access records remotely
  • Updated MediSpan, which provides updated drug information, for Student Health Services (SHS) Pharmacy to update clinical information
  • Worked with Academic Technology (AT), Student Health Services (SHS), and Point n Click to enable Zoom Health for telemedicine for SHS and Counseling & Psychological Services (CPS)
  • Worked with Capital Planning, Design, & Construction (CPDC) to develop and process reservations for the Campus Access Program to manage staff requests to retrieve work and personal items from their offices. Launched and maintained the Campus Access Program registration form.

SECURITY IMPROVEMENTS

  • Collaborated with the Administration & Finance (A&F) Quality Assurance team and Procurement to approve DocuSign for use with Level 1 data
  • Employees will now receive an email notification of completion for Data Security and FERPA training. More info: https://its.sfsu.edu/service/informationsecuritytraining
  • Identified and launched the compromised account process for 928 individual email accounts
  • Information Security Audit Update: submitted a report regarding the Chancellor’s Office Information Security Audit to Audits and Advisory Services (AAS) with evidence to close 68% of the audit observations before the due date of July 10, 2020
  • Launched guide for DocuSign to OnBase document processing for students/parents to upload Level 1 documents
  • Partnered with Human Resources (HR) to distribute a security alert to staff and faculty to warn against retirement benefits phishing scams. Several employees were contacted by the scammers before the alert

CAMPUS SOLUTIONS (CS) ENHANCEMENTS

  • Completed the Student Refund Request module for PeopleSoft Campus Solutions (CS)
  • Developed Direct Deposit Email Notification module for CS
  • Migrated Custom Graduate Student Advising module for CS

IT COMMUNITIES OF PRACTICE

  • Held monthly Security Operations Working Group meeting. Topics discussed were: security projects progress report, vulnerability management and Zoom security improvements, updates regarding the information security audit remediation activities, and situational awareness.
  • Hosted 2 Service Management Community of Practice sessions focused on service management roadmap, knowledge base and service catalog across distributed IT units, Procurement, Library, HR and Bursar.

IMPROVEMENTS IN SEARCHING THE CAMPUS WEBSITE

  • Added titles and suffixes (degrees) to the People Directory web search
  • Launched GatorSearch with Google custom search to improve our web search functionality
  • Launched the staff web directory
  • Worked with the PeopleSoft/Human Resources (HR) team to add Professor Emeritus faculty to the People Directory search

EMAIL ENHANCEMENTS

  • Completed the migration of Exchange distribution lists to Office 365
  • Completed the Phase 1 refresh of the SF State Online Directory & Microsoft Outlook Directory via PeopleSoft
  • Email security reporting improvements include a new Cloud Security anomaly detection report and adding Geo Location (country of origin) data to the Bulk Email report
  • Enabled “Box for Outlook” add-in for seamless large email attachments
  • Enabled “Zoom for Outlook” add-in for easier scheduling of Zoom meetings, and enabled Zoom with Office 365 integration to allow managing Zoom-enabled rooms through Outlook
  • Implemented automated feed of User Directory into Outlook to improve search
  • Set up the @alumni.sfsu.edu email domain for members of the SF State Alumni Association. Developed a process with Advancement to request and publish the new email benefits for Alumni Association members. Started provisioning forward-only @alumni.sfsu.edu email addresses for SF State Alumni Association members.

INFRASTRUCTURE & DISASTER PREPAREDNESS IMPROVEMENTS

  • Completed all elevator phone migrations to independent phone lines
  • Completed bandwidth upgrade to 20G at the Downtown Center (DTC) facility
  • Completed physical server backup migration from the legacy backup software to Veeam Enterprise, saving renewal costs

SF STATE GATEWAY ENHANCEMENTS

  • Added personalized link to the Follett bookstore based on a student’s class schedule

MOBILE APP UPDATES

  • Launched new Campus Dining Options in the mobile application
  • New mobile app banner for SF State’s Basic Needs Initiative

CAMPUS OUTREACH TRAINING

  • Hosted multiple campus outreach training sessions: 3 for Intermediate Excel, 3 for Beyond Beginner PowerPoint, 2 for IT Resources, 1 for Qualtrics, and 1 for MS Teams

WOMEN IN TECHNOLOGY

  • Held monthly Women in Technology (WIT) group meetings, where groups discussed topics related to: reaching out of your comfort zone, taking risks, and resiliency. Participants also shared training opportunities and professional development resources earlier in the month. Another session of WIT discussed topics related to effective communications and self-empowerment. 14 participants attended.

Tuesday, July 28, 2020