Steering Committee for Information Technology
December 6, 2011 Minutes - Approved
Time: 11 a.m.
Location: CETES 206
Members Present: Linda Phillips, Jennifer Holland, John McArthur, Ninette Carter, Donald Hall, Zoe DuRant,
Debbie Goode
Absent: Glen Pinkston, Jamie Glover
Guests: Julie Duncan
Next Meeting: February 7, 2012 at 11 a.m. in CETES 206
1. Minutes for November 1, 2011 approved
2. R23 Forms informational
a. 263 requests since 7/9/10
b. Completed: 218 requests for 3,779.55 hours
3. Ongoing Projects informational
a. Implementation of 90 day password expiration will begin on January 21, 2012. The Help Desk will
advertise the date and information regarding how to register when we return in January 2012.
b. Blackboard Mobile App
 Phase II of Blackboard mobile is on-track for February 2012.
 Phase III suggestions are appreciated: Places plugin for map; Sodexho menus; Banner student
bills, schedules and grades; computer lab locations and hours of operation – please send any
suggestions to Debbie
4. Banner related:
a. DegreeWorks – Linda reported that work is progressing. Some of the most recent work is on web
localizations. They have attended webex training and learned how to scribe courses. There has been
a lot of interaction with departments to insure coding for their courses is accurate. This has been a
time-consuming task to code some of the scenarios.
b. Inventory is still on hold.
c. Faculty compensation/overload module is still on hold.
d. Discussion on activation of Advisor screens. Provost McArthur expressed the need for employees
to be able to see who advised a particular student in case the advisor needs to be contacted for any
follow-up. It appears the largest task to implement this functionality will be data entry. Student’s
advisor information will need to be updated. Provost McArthur and Registrar Linda Phillips will work
together and determine the best approach to take in implementing this functionality within Banner.
Details to assist students changing their major will need to be planned so there is a handshake from
one department to another to insure students are properly being assigned to an advisor within the
new department they selected. The technical details appear to be in place and available for
implementation. A proposed timeline for implementation is Summer or Fall 2012. IT will turn on a flag
to allow students to view their Academic Profile.
Linda provided the following info several months ago regarding this functionality:
An advisor form, SGAADVR, exists in Banner. Below is a description. No data currently exists in these
tables. Multiple advisors can be entered, but only one 'primary' advisor. Advisor type codes can be
whatever we need them to be -- MAJR, DEPT, ADVC (for advisement center), etc.
Access to the form in UPDATE mode could be assigned to those responsible for updating the advisor
information.
In AggieAccess, under the Student Info tab, Student Information, it displays the primary advisor. A
screenshot for Johnny Appleseed, 000060363, is below.
Multiple Advisors Form (SGAADVR)
This form allows a student to be associated with an unlimited number of advisors for an effective term
range. It also allows the user to view a student's existing advisors for an effective term range. Multiple
advisors may be designated for any type of student, not just graduate students. A general student record
must exist in order to associate an advisor with a student.
The user may designate a primary advisor if multiple advisors exist. If the primary advisor is deleted, the
secondary advisor will defaults into the primary place.
The performance of a Count Query Hits function from the Term field in the Key Information allows the
user to access the General Student Summary Form (SGASTDQ).
Use the Search feature or perform a List function from the ID field for the advisor information to navigate
to the Faculty/Advisor Query Form (SIAIQRY).
Fields
Advisor Type Code
Descriptions
The Advisor Type Code field allows user to designate the different types of advisors
which a student may have, for example, an academic advisor and an athletic advisor.
With this implemented, students will be able to see their advisor’s name and contact info and an email link is
available:
Advisors will be able to use the self-service screen that lists their advisees. This page has the student’s name and id and then
links to student information, holds, test scores, transcript, and degree evaluation when that’s available:
5. Outages informational:
a. An emergency test of NetSupport for fac/staff was conducted on Friday, November 18th at 2 p.m. Out
of 451 ‘eligible’ clients, it was delivered to 179 in 4 seconds.
b. 11/24/11 – 11/25/11: AggieAccess and Banner upgraded. Oracle upgrade from 10g to 11g and
operating system patches applied
c. 12/5/11 (Monday): DegreeWorks TEST down
d. 12/9/11: TEST, TEST2, DR and DEVL will be upgraded beginning at 5 p.m.
e. 12/12/11 – 12/16/11: DegreeWorks PROD down for installation by Banner consultant
th
f. 12/21/11: The Blackboard Transact ID server is tentatively to be installed Dec. 16 . We are confirmed
with vendors, but waiting on local permission. The tentative plan is for the old server to go offline on
Dec. 16th, at which time OneStop will not be able to make any ID cards from 8 a.m. until 5 p.m. Card
swipes will continue to function, unless there is a power outage. Lists as of close of business on
12/15/11 will be provided to Sodexho. Ninette will have OneStop post a sign as soon as possible
advising that ID cards will not be created on 12/16/11.
g. 12/29/11: After Business Office completes their work, Ninette will notify IT they are through with their
processing. Banner PROD operating system patches will be installed; Web Servers/LINUX Servers
operating system updates will be performed.
h. 12/30/11: Banner PROD operating system patches installed/Data Guard; Web Servers/LINUX
Servers operating system updates
i. 3/17/12 – 3/18/12: Banner PROD upgrade application servers, Banner, AggieAccess, Cognos will be
down. This was approved. There are three courses being taught during this time.
Ninette will follow up with Vice President Pinkston regarding the approval of time sheets that are due
12/26/11 so they are ready to be processed on 1/3/12.
6. An outages posting to CU’s website is desirable.
Some preferences are to have it posted by semesters
Where?
Do we want to have an all-inclusive posting?
Banner
Blackboard Online Learning
Blackboard ID Transaction Card
ITV
Labs
Network
OneNet
TouchNet
Physical Facilities
CU-Duncan
Office of Public Safety
Library
Who else?
An example of HigherOne:
It was recommended this go on www.cameron.edu and a channel in AggieAccess.
Banner outages are currently placed on www.cameron.edu/its :
Following discussion, the consensus was to leave the outages on www.cameron.edu/its and consider
possibly another location. Banner and Blackboard Online learning outages will be posted for now.
Provost McArthur will begin notification through chains of command.
7.
Migration of mailboxes to Exchange 2010. We migrated ITS mailboxes to MS Exchange 2010
late November during the workday with no disruption in service. It is seamless to the client. The
noticeable change will be in Outlook Web Access. The URL will be: https://exmail.cameron.edu/owa If a
user that has been migrated to Exchange 2010 goes to https://owa.cameron.edu, a pop-up box appears
telling them the new URL. The color scheme is also different. Functionality is the same. Additionally,
activesync clients are automatically updated with the new server settings within an hour or the next
polling cycle, whichever comes first. Android devices will require a change in their setup. While the
mailboxes are being migrated, Outlook clients are fully functional. To complete the migration of the
mailbox, the client receives a message asking them to restart Outlook.
Permission was granted to continue with the migration. We will not move any academic deaprtments
during finals week.
8. Failed Logins to AggieAccess - It was asked if AggieAccess could have a message added to the login
screen for unsuccessful logins for contact info for login assistance. The following is now displayed for
unsuccessful logins:
9. CU Google Contact Sharing informational: Mid-November, Google updated their Contacts interface
software to allow for the disabling of Contact Sharing. Greg now has all student Gmail accounts set where
they do not appear when an email is being composed. Only fac/staff will appear for the auto-complete
feature.
10. E1 Employee Severance/Clearance Form change informational: A line has been added as a reminder
to the supervisor of the departing employee to make arrangements with the employee to forward
appropriate email messages and/or files before their departure to a designated person, and/or to leave
files intact on their PC. When the departing employee comes to ITS for out processing, we are requiring
the supervisor’s signature on Item 2. This will be taken to various campus groups to impart the
information.
11. Student email must be migrated from OWA to gmail by 12/31/11.
12. Internet Service for Ft. Sill – At some point after the first of the year, internet service will no longer be
available for the college administrative functions. Each campus will become responsible for providing their
own ISP. We are working with OneNet and a possible WiFi solution as a backup plan.
13. Other items? There is a security matter with computers on military bases accessing Sungard’s Luminis
portal. It is an issue with cookies. All public facing pages display properly, but when it accesses personal
info for students from Banner, it will not work. Margot spoke with Financial Assistance and they will be
happy to assist students over the phone.
An inquiry as to why there is such a long delay from the time an employee is processed in the human
resource system and showing up in Blackboard transact system to receive an ID card at OneStop.
Debbie will research the issue and report back to the committee.
Debbie will validate participating representatives on Educause’s website. – completed 12/7/11