Meeting Notes November 8, 2017 - 9 A.M.
401 Hale Library
Attending
Pfaff (KSIS/Reg), McCammant (AG), Washburn (AG), Elsasser (AR), Baker (AS), Niedfelt (BA), Griffin (ED), Murphy (ED), Fund (EN), Sanders (POLY), Pence (HE), Schlender (GR), Hartman (POLY), Burkholder (GC), Blankley (ADM), Nielson (REG), Cooper (REG), Dandaneau (PROV), Gehrt (ISO), Letourneau (ISO), Wilson (ISO), Gould (iTAC), Draper (ITS), Gary Pratt (ITS)
KSIS Product Owner Transition (Wilson)
Jennifer Gehrt is taking over as product owner from Diana Blake.
Recent illness for Blake will make the transition occur sooner than originally planned. Gehrt is very familiar with the KSIS product as she was the lead on the PS implementation of KSIS in 2007/2008.
Gary Pratt – Chief Information Officer.
Pratt has been in his position for about 5 weeks and has been spending most of his time attending meetings and getting familiar with the various units on campus. He will be developing a formal strategic plan to align with our current resources, budgets and the 2025 plan. Review governance of systems, etc.
ITS Update (Draper)
Student IT Security Awareness training
Initial email sent on October 31, with a second email today. As of meeting time, 1,236 students have completed the training.
Compromised eID accounts
YTD 3,744 compromised accounts. October count was 164, a substantial decrease compared to an average of 398 of the previous nine months.
Decisions
A workflow tool used by other K-State units has been adopted by ITS as well. Training was conducted for staff in the ISO and OME units of ITS. Projects have begun using the tool.
Q4 Top 10 projects
Many of the top 10 projects are related to relieving technical debt, where ITS is replacing outdated equipment and retiring that outdated equipment, related to the converged infrastructure (e.g., KSOL Classic Migration and Archive) . Other projects include:
- Email Security - Phishing Filtering
- Graduate School forms work flow
- Improve the process of software acquisition, customer relationship management and managing the request forms/tasks (Lean Six Sigma)
- Putnam Scholarship Funding Changes
- Replace Graduate Non-degree Request to Enroll
PaloAlto Firewall
Prior to the installation of the firewall in mid-August, we were unable to detect threats and relied on reading about them and contacting vendors to be sure we could get and install patches, etc. When the PaloAlto Firewall was first installed we stopped only the “Critical” threats. We also set a threshold of 12 hours to install updated definition files to check for the most current threats. In mid-October, we began stopping “High” and “Medium” threats AND set the threshold to immediately update definition files. Although this creates no “noticeable” change to the K-State Community, an average of 100,000 threats are stopped in a single 24-hour period.
Registrar’s Office updates (Pfaff)
Fall 2017 grades processing (see attachment)
No tight deadlines this year with the way the university holidays fall.
Upcoming dates.
DARS survey/System Audits (Cooper) – (see attachment)
Will be going over results next week at the DARS meeting, to include student government. Will then meet with Dean’s office representatives. Then will come up with ideas of what to change to improve the process. A significant finding already is that many users that filled out the survey were unaware of the html version and it’s functionality. Currently the pdf option is the default. Pratt asked a few questions about tying DARS to the EAB/Student Success Collaborative to help guide students. Not as a university has that been considered. Student Planner is also an option, but it is a large concept to consider how to enact an improvement. We currently own some options and some options for improvement would require a purchase.
Undergraduate Admissions (Blankley)
Test Results and Test Results Guide web page
Currently students cannot see the test scores received to K-State. ACT, SAT, AP, IB, GED, TOEFFL, etc. This additional access is being developed along with a link to a summary page of general information about the different test IDs. The summary page also includes a key to understanding the information in the table of test scores. Washburn asked if the summary page could include a link to the ACT/SAT concordance table. Yes, we will develop that also. Anticipate production ETA to be the next 2 to 3 weeks.
November Orientation and Enrollment
Open enrollment not until after 17th, so 15th O&E has very small chance of overlap. 120 registered.
Enrollment Permit Survey
The qualtrics survey will go out to enrollment managers after the 15th.
KSIS Notes volunteer?
Laughter around the room.
Projects recently completed
PUM 6 completed 10/22/2017
Current Projects
Automate Student Program Plan Change Process Project: Business Analysis Phase Kick-off 10/25/2017
Gehrt will be taking over in Blake’s absence. Two future meetings will need canceled until they can be rescheduled at a future date.
Elastic Search (Letourneau)
Used for class search and portal registry search (Where do I find XX?). Testing now, but need to make sure we have the hardware to support full user loads. Have asked for more servers.
Curriculog (Pfaff)
Things are going along well. Exciting to see the collaboration that is occurring with the use of the product. Have some items to work on and have already made some revisions to the form based on user feedback. Learning a lot more about custom routes which allow users to add steps within the form. Will be a celebration on Dec 1st. David Delker is invited!
KSIS Steering Committee meeting Sept 20th
Scheduled to have a meeting later this week, but has been canceled. Gehrt will also be taking this over. Over 30 proposed projects that need prioritization.
Updates
Administrative Access process (Gould) – Review process is now almost complete. 173 departments included and only 2 departments left. Need done by Dec for legislative update. Thank you to everyone for getting these done!
Brainstorming and communicating outages (Gould)
During the last outage Blake sent emails every 30 minutes. There is an existing phone tree they utilize when the outage warrants it. What can be most efficient?