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Technology Services Town Hall

September 30, 2011

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Tulane Technology Services Leadership including Chief Technology Officer Charlie McMahon, Assistant Vice President for Academic Computing Jim Bradley, Head of Information Security Hunter Ely, and Assistant Vice President for Software Application Services Mary Walsh discuss what's to come in the year ahead for Technology on campus.

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Read a transcript of the meeting or download a copy:

Jim Bradley: Good morning welcome to the first IT town hall at what I gather is our fourth tech fair.  I’m very glad everyone’s here.  I’m Jim Bradley, to my right is Charlie McMahon our CTO, Hunter Ely, our Chief Security Office, and Mary Walsh, our Assistant Vice President for Enterprise Applications and hiding in the audience is Pat Simioneaux, who’s our beloved business person. I’m going to start off by introducing Charlie, he’s going to talk to you about our organization and our road map and then we’re going to kick to the next person.

Charlie McMahon: Alright, well I want to welcome everybody here today and I want to welcome the people that are participating remotely at the Primate Center and at our campus Downtown.

So I’m not going to dwell on this a little bit, but I wanted to show you our mission statement.  The essence, the takeaway from this is that our philosophy in Technology Services is to align our technology offerings with the strategic needs of the university. So we don’t do anything simply for the sake of technology; we do it to achieve an institutional goal or objective. 

A little bit about Technology Services, we’re getting more of a crowd coming in here. We reorganized last year. We had 12 business units and we have consolidated that down to five.  We did that primarily to streamline the organization and make it a little more efficient and effective, but our primary units are our Business Office, our Academic Computing, headed by Jim Bradley, our Enterprise Applications, Mary Walsh, our Infrastructure, run by Leo Tran who is on vacation today, and our Security Office run by Hunter Ely.  Those are all people you need to get to know. 

We talked about the major business functions, so Pat I’d like you to stand up and turn and face the camera, wave to the audience so everyone will know… make sure you’re up long enough so they can get you on camera for the remote sites.  It’s important that everybody knows who in our organization to talk to if they have an issue.

For Academic Computing, it’s Jim Bradley as we talked about earlier, so anything to do with IT support for instruction, research computing, the service desk, and managing the relations with our vendors, that’s run out of Jim’s shop.  Enterprise Applications that Mary has, all of the things that you would think of for enterprise applications, our student information systems, our general ledger, our payroll HR systems, and a host of others, all run by Mary’s group. So if you have issues or problems, praise, (we like praise) Mary is the person to talk to.  Infrastructure is Leo Tran, Leo runs our data center, runs our networking, and runs our telephone systems.

And then Hunter, the newest member of our management team as you saw if you were in the vendor area.  We’ve got some awareness activities going on.  We have a great little fishing game that you can play. So I encourage everyone to go out there, grab a fishing pole and try your luck.  He also works on prevention and if we have a security incident Hunter’s team is responsible for the recovery efforts, so another good guy good to know.

I want to talk a little bit about our Road Map because we are going to see some changes in our technology offerings over the next few years and it’s important that you know about them and see them coming.

The first significant thing to talk about is our network upgrade.  We’re basically going to replace the entire network infrastructure. We’ve signed contracts already to start putting new fiber in the ground so you’ll see crews out digging and boring on campus so that we got a more modern fiber infrastructure.  All of the switches, routers are going to be replaced; all of the wireless access points on campus are going to be replaced.  We’re going to have increased connectivity between uptown and downtown campuses, and we are going to put in new fiber to connect us to the Primate Center.  So all in all, we’re going to have significant improvements in our networking capabilities.

The last item on the list is something that may be reserved a little more for techies to get excited about.  Once we do this network upgrade our network will be capable of supporting IPv6.   All of you are probably are familiar with an IP address. IPv4 is a standard we are using now and we have, worldwide, run out of addresses. So ipv6 is the next set of standards in Internet protocol addressing.  In fact, we will have more IPv6 addresses than there are people on the planet today. So we should fix the problems that we have now with limited IP addressing but the conversion from IPv4 to IPv6  is a little bit complicated from a technical standpoint so that’s going to be coordinated starting in 2012 and will be rolled out across the campus.

Things that are on our mind: the datacenter that we have is in a leased facility Downtown right across the street from the Superdome.  Our lease runs out in 2017.  Now, you think that’s a long way away, but when you talk about having to design, build, or lease, another data center, and plan to move our enterprise systems without disrupting any of our critical services we need to start thinking about that now, and we are. 

Many of you are aware that we have undertaken an email migration. We are getting out of the business of running our own email servers.  Our student population has already moved to an offering from Microsoft that we have labeled WaveMail. That gave our students 10 gigabytes of storage in their mailbox also gave them 25 gigabytes of cloud storage to put their files and whatever they want there.  We are going to migrate that service to a service called 365 in the Spring. That will be an even more robust offering, increasing the mailbox size to 25 gigabytes and having a little more of a corporate feel to the backend systems.

Another significant thing that we are undertaking is to establish a unified Active Directory for Tulane.   This is an effort to control credentials or how we acknowledge electronically that someone who presents themselves as being affiliated with Tulane really indeed are Tulane affiliates.

And then another project that I think is going to be fascinating- after we do the network upgrade we are going to make a transition from a traditional phone service to a voice over IP service.  So how many of you have ever heard of Vonage, see a few hands. So Vonage is a SIP based offering that allows you to get your telephone services over the Internet.  We’re basically going to do the same thing and in fact we’re going to use the same underlying technologies that Vonage uses to provide not only telephony services over the Internet but what people have come to refer to a unified communications. And by that I mean you’ll have instant messaging, videoconferencing, telephony, you’ll have a sense of presence, you’ll be able to read your voicemail messages in your email, or listen to your email message from your telephone.  So it’s going to be a real interesting new technology to deploy.

From the Enterprise Applications: we’re going through a significant upgrade with Oracle. Our general ledger systems are being moved into the latest technology.  We are migrating our payroll/HR systems from a mainframe based application into the Oracle E-Business Suites so that we have all of our financial information running in one database. That’s going to make it a lot easier for us to deliver information to the Deans and Administrators that they need in order to help to run the university.

The last item that we have here is an open source effort that we’re working on called Kuali.  We’re going to use Kuali Coeus technology to manage our Grants and Contracts processes.  There’s a project that we refer to at TeRA, going to be built on technology that MIT developed about 15 years ago, has since been ported into the Kuali Foundation as open source software and we are in the process of implementing that to better support our researchers in the process of developing a grant proposal and developing budgets for that, actually submitting those grant proposals directly to grants.gov online, and we’ll have more about that here in a few minutes.

Some of the things that we haven’t mentioned so far- we have a project for encrypting laptops.  We can centrally manage this encryption process and the benefit that that has is if you encrypt your hard drive and you forget your password, you’re in trouble. If we manage this centrally and we encrypt the hard dive then we have the ability to help you to recover your data if you forget your password.  We are encouraging anyone who deals with sensitive information: if you deal with payroll information, if you deal with HIPAA information, FERPA restricted information, and you have that residing on your laptop or your PC, I’d encourage you to get a hold of Hunter and talk to him about actually encrypting your computer.  If you do that and you lose your laptop or someone hacks into your computer without your permission the data will be secure and there will not be a risk that you have accidently exposed critical information to someone that shouldn’t have it.

Another interesting project that we are going to start piloting in the spring and hope maybe as early as next fall but certainly by 2013 to be offering entertainment content thought the Internet.  We refer to this as IPTV. We believe that this will be a replacement for traditional cable mode service or cable service for or getting movies and TV shows. We expect to be able to deliver this to your cell phone, to your laptop, to your TV, all over the Internet.

Finally there are some Help Desk upgrades that we are looking at- a Customer Relationship Management database that lets us understand our customers that are calling in better, keeps a history on the problems that have been experienced so that we’re not starting from ground zero every time you pick up the phone and call.  We have a software package that we have put together that we have purchased called KACE that once that software is installed on your computer it keeps track of all the changes that happen to your computer and if you encounter a problem, that log of changes, how they happened, when they happened, who authorized them, all of that helps speed up the troubleshooting process.  We are putting in a call center and we are also looking to bring the help desk back in house so that it’s staffed by Tulane employees.  How many of you here have called the Help Desk? I’m sure there’s a bunch of hands in the remote audience as well.  How many have been disappointed at the service that you’ve gotten from the people on the other end of the phone?  So, that means there are some people have had good experiences, but we do recognize that our current Help Desk process is not meeting our needs so we are actively looking at how we can change that model and provide better service to the community.

We are also conducting some pilots for different Learning Management Systems.  Are there any Blackboard users in the audience?  We have a few.  Blackboard is a good product, but it is expensive. So we are going to take a look at a couple of different alternatives.  There is a company, a vendor, that’s next door, called Desire 2 Learn.  We will have a small pilot of faculty members using Desire 2 Learn in the spring: 20-25 people. We are also going to pilot Moodle in the Spring, and Moodle is an open source product that is quite popular in higher education.  So we’re going to look at those two and see if the cost, benefits, functionality, warrants a change.  This is going to be driven by the faculty and student responses in the pilots that we do next spring.  The outcome is not determined yet but we are certainly going to evaluate whether there is a different technology that is more suited to Tulane’s needs.

Finally on this slide we are going to undertake some more improvements in our technology in our classrooms, particularly our general-purpose classrooms.  Something less than 50 % of the general-purpose classrooms right now are equipped with multimedia capabilities.  We have a proposal in front of the President and the CFO now to undertake a 3-year project to upgrade all of our classrooms to multimedia capable environments.

With that I’m going to turn the next part of the presentation over to Jim Bradley our Assistant Vice President for Academic Computing. Thanks Jim.

Jim Bradley: I’d like to thank all of you for coming as Charlie and  ….

Usually I tell people that I do everything else…inaudible…

Everybody understands what security is and everybody sort of understand infrastructure and it gets a little messier when it gets to me…inaudible…

Major functions as Charlie said instruction and research computing, the service desk which I call the traditional IT support function, and the vendor relationships and partnerships when extend beyond just software licensing.

What does instruction and research computing mean?  First of all it mean all campuses. So I send my time driving between the downtown campus, the uptown campus, and the primate center so I spend a lot of time in an old truck and also that I get to know people all over Tulane so that is really very rewarding.

It means the classrooms- I have a Cracker Jack classrooms group.  It’s really just a question of how many classrooms can we afford to upgrade?  We do take pretty good care of a lot of faculty and a lot of classrooms and we create a very standardized experience to make sure that if you move from classroom to classroom it’s pretty much the same.

We have a nascent effort in high performance computing go on. There are several pockets where some level of high end research computing is going on, of we are of course connected to the LONI network which gives us the high speed pipe but we don’t have the kind of high performance presence yet that we’d really like to have.

We have the Innovative Learning Center, which is located in the library, which is our primary faculty support operation.  There you can find people who are instructional designers, some really amazingly talented people who can help you deal with how you present information in the classroom using technology.

As Charlie said we are in the middle of sort of a bake-off, we’re getting ready for a bake-off in the Learning Management Systems. Currently we are running Blackboard, and a small Moodle pilot going on right now. We are hoping to have a full-scale bakeoff this spring where Moodle, Desire 2 Learn, and Blackboard will all be assessed by faculty and we’ll get some feedback about what that right thing to do is. And if course what ever major projects come my way.

 The Service desk is more than just the help desk. The Help Desk is the tier 1 outsourced phone bank that we currently use.  We have on site folks who for work for the campus.  There’s three in my shop and then there’s any number of them distributed around campus. We also have three Downtown and three at the Primate Center.

We work very carefully with the Technology Connection Store folks: Rob Haley and Stephen Gordon and his team are our retail arm and partner. And so we make recommendations and then they make sure you buy them. Then finally, the repair function at the service desk.

Vendor partners as I said is more than just site licensing although certainly that’s a large portion of it.  We have relations with companies like Blackboard who we’ve got to talk to pretty regularly because they are part of the fabric of what we do but we’re not necessarily buying things that we’re giving out to people about.  We do have campus agreements where we’ll do much larger scale deals with companies like Microsoft and then finally we do arrange for hardware volume purchase arrangements we have those currently with Apple and Dell we want people to be buying those computers so we work very hard to make them attractive.

I’m a believer that you have to have some kind of Strategic Agenda so I annoy my folks constantly with how do we define what it is that we’re going to do.  So our current year’s Strategic Agenda is to create the technology service center.  By that I mean to sort of unify the components of what we do to support the campus.  We want to take all the public facing tools and services and put them in one place.  Sort of a one stop shop where you can come to go get them.  We’re trying to integrate medical center IT into what has been the Uptown support operation.  We got about 6 folks out of the reorganization that Charlie mentioned a little while ago, and they do the same kinds of things we do here Uptown and they’re just some really great folks but we don’t do things the same way at every campus and that’s true at the Primate Center as well and we’re trying very aggressively, all 3 campuses, to hone our processes so they work the same.

We’re working very hard on enhancing communications.  Gina Allen is sitting over there quietly but she’s doing quite a bit of work around making sure we’re using social media effectively to let you know what’s going on, having our web presence improved, we’re bringing some more resources to bear on that, and then we’re also looking at other more traditional ways of communicating.

One of the other things that I say is creating administrative clarity but the real idea is that all of our processes, all of our organization, everything across all three campuses should be very standardized and very simplified.  We have such a busy and complex world the more simple things can be the more easy they are to understand the more easy it becomes to get things done.

Enhancing support for research: we are continuing to work at the Primate Center.  We have had a strong presence there, we are almost done with the first phase of fixing some issues they had with their database.  The folks out there have done a great job, and very soon my colleague Mary is going to be taking on more as we talk about rewriting the database.

We want to do some more stuff with high performance Computing. 

Finally enhancing support for instruction: right now we’re focusing primarily on the Learning Management Systems and the classrooms and ways to do more, and better things for faculty with those two.  A few major projects then I’ll shut up.  We are working on the Active Directory migration, trying to get all the customers moved into the new domain.  We have, as we’ve said several times, got the classroom upgrade project, we’re trying to get a systematic way of managing the classrooms and get everyone up to the same standards.

IPTV is done out of the out of the Campus Learning and Media Tools group.  The LMS assessment, we’ve mentioned.  Primate Center Database, the KASE implementation is going on right now.  That’s a tool that lets you remotely manage computers, and the idea is that we would allow the Business School to take care of the Business School’s computers and enable the Law School to be able to take care of their computers but be able to build more team around who can help with that and be able to do as much as we can to make the problem go away before you have to call the help desk.

And then finally, as you probably know, we’re in the middle of the migration to WaveMail. That’s going to be the brand name for whatever the mail product that comes out of Tulane that’s hosted. And so when we go from Live@EDU to Office 365 we’ll still be calling that WaveMail because that means the hosted product.

With that I will shut up, you’ll probably be happy about that. I’ll going to turn this over to my colleague, Mary Walsh.

Mary Walsh: Hi my name is Mary Walsh. My team supports all the enterprise wide applications for the university. They do the software development for the enterprise wide applications.

Those applications include the Banner Student System, the Gibson portal, payroll/HR, and TAMS, which is our accounting management system.

This keeps us pretty busy.  I’d like to focus on two projects that we’ll be working on the rest of the year and throughout 2012.

The TAMS system, which is our account management system: This includes General Ledger, Accounts Payable, Purchasing, Grants Management, and Asset Management.  We have that right now with the Oracle Financial Suite, the e-business software. We are going to upgrade to Release 12, which will give us enhanced functionality. At the same time we will be moving our current payroll HR System over to the Oracle Software.

Though this is a fairly large project I just want to give you a sense of what we’ll be working on.  There is four phases. I should say five phases to match my slide here. We began with an overview of the Chart of Accounts. We needed minor modifications but we did streamline the Chart of Accounts.  The next step is to install the upgrade to TAMS, which is to go to Release 12.

We are also going to upgrade to a new module, iProcurement, which will give us online access to our external vendors.   We are also going to implement Single Sign On. My sense is, I think this will provide all authorization through our Tulane ID. All of the old-fashioned user IDs and passwords will fall away and now we will be completely online with our Single Sign On; everyone using the email user ID and password to get into our enterprise wide systems.  We are also going to convert our current system to a brand new payroll/HR system.

So as you can see from the timeline, the Chart of Accounts Review has been completed and it was very successful.  We are sort of just about in the middle of our TAMS upgrade to Release 12.  We have Single Sign On and iProcurement scheduled for November through December of this year.  And then the Payroll/HR, that project will be scheduled for January through December of 2012. We will be going live January of 2013.  My sense is the Payroll/HR system, that implementation will probably impact you the most. I think we’ll offer a lot more visibility into the information through the self-service module. So I think you will be feeling that as we go through 2012 there will be training and you will have some visibility into that.

The second project I wanted to talk about today was the TeRA project. As Charlie mentioned, this is a brand new piece of software for us. And the purpose of this software is to help the faculty researchers put together their proposals for federal funded grants.

This is the first time we’re be going to an electronic format and I think that it will have a definite impact in facilitating the proposals and putting them all the way through to grants.gov. As we mentioned, the software that we are working on right now will be able to handle proposal creation, budget calculation, the tracking of proposals, it will have approval through workflow, and will also submit the proposal all the way through grants.gov.

Here’s our timeline for that project. So it is a much shorter project in regard to time however it is a little bit of a challenge. So we are looking at a March rollout to the community.

The Kuali Coeus Software will also offer other modules that we will pursue on a go forward basis. It will take care of Conflict of Interest, Awards and Negotiations, Report Tracking, the IRB module, which is for human subject testing, IACUC for animal subject testing, and financial reporting, and business intelligence reporting.

So those are our two projects. That will take us through 2012, in addition to our standard operating procedures.

And now I’ll turn it over to Hunter Ely to talk about Security.

Hunter Ely: Unfortunately Leo Tran couldn’t be here today so he asked me to fill in for his infrastructure update. I want to highlight a little bit about what Leo’s doing and then we’re going to dive in to the two things that Leo was most interested in talking about today.

Leo’s integral to Technology Services in that he runs all of storage, the data center, our Exchange backend, all of our Active Directory backend. All of our backend systems are hosted on equipment he runs. So we have to be very thankful to Leo for keeping that stuff up and running.

What he wanted to talk about though was two things: the network upgrade and our move to WaveMail.

Currently we have about 1600 Access Points. These are the Wireless Access Points that you get to the wireless network through around Tulane.  More than half of these are a decade old. We’ve purchase replacements for all of these. The big upshot here is that you are going to have a much higher bandwidth, you’ll be able to take advantage of encryption on wireless, your experience will be more secure, that makes me happy, and you will also have a unified wireless experience going from building to building around campus and from campus to campus.

As part of the network upgrade… this is a true forklift by the way, orchestrated by our CTO in coordination with Leo. This is very exciting for me because this upgrade is going to really bring us into the 21st century. Leo’s team is architecting and putting that together.  We are going to upgrade all of our firewalls, all of our border routers, all of our edge switches, everything is getting upgraded. The important thing to note here is that we’re limited to 100-megabit throughput on many of our connections and we’re going to be moving that to 10 gigabits. That’s a 100-fold increase. That’s a huge increase in speed and it will bring the fruits to bare, such as IPTV, our voice over IP projects, and other things that will come along, supercomputing, that sort of thing.

Part of this, as Charlie mentioned earlier, is our infrastructure from building to building, on campus is very old. In many places a lot of this is copper its not fiber, or its an older version of fiber that can’t handle the speed increases. So we’re going to see a lot of movement in creating new connections between buildings. It’s going to be much faster. Risers between floors in building are going to be replaced. This is a big first step in getting all of this equipment put in.

The second thing that Leo asked me to talk about was our WaveMail conversion. I’ll talk real briefly about this, just so you can get an understanding of kind of where we are going.

As many of you may know we have a 100 megabyte limit on our mailbox size, which causes some problems with larger attachments and older mailboxes. That’s going to go away with WaveMail because you’ll be moved to a 10-gig mailbox and then a 25-gig mail box in the Spring.  For us this is a big deal because our disaster recovery time is reduced to nothing because we don’t have to maintain a system on premise. The system is kept in the Cloud and any local disaster scenarios are mitigated by that across multiple data centers. So that’s a big deal for us. It’s quite a bit less expensive to maintain all of this as well so that’s a big improvement over the old email system.

Now we are going to get to me. I’m Hunter Ely, the newest member of Charlie’s management team. Before I got here there was just a basic security presence for Technology Services. Charlie’s given me the opportunity to grow my team since I’ve gotten here so we can respond more readily and prepare Tulane for all of these changes.

I want to introduce my team. Two of them are over in the vendor hall and Paul Sieberth is Downtown right now. The reason I want to introduce these guys is because these are the guys you’ll see helping out with any kind of security incidents, any kind of security reviews, encryption projects… these are the guys you’ll know.   Mark Liggett is my Senior Analyst. Chris Wood is my Encryption Analyst. Those of you downtown know him already, and I’m sure you know Paul. Paul is helping do the rollout of our laptop encryption, which I’ll get to in a minute.  

I wanted to highlight our three main email addresses. Security@tulane.edu is for general security issues. Encryption@tulane.edu and accounts@tulane.edu will answer your encryption questions or scheduling and accounts is of course our traditional accounts email box for account creation and changes.

I’m going to go over a couple of things real briefly. I know we’re running a little bit behind but I want to talk about changes.  Our antivirus, our Anti-Phishing campaign, which we’re highlighting in the vendor hall, our Security Awareness Training, our Security Reviews, Encryption, Firewall, and things that are kind of further down the road.

As far as antivirus goes we’ve had a MacAfee EPO server on campus that is traditional managed by our System Administrators. We are going to take over that function. We’re building a new server and we are going to start packing on functionality that hasn’t been used before and MacAfee has added to this product in the last couple of years. The upshot here is that we will have a little better idea of when outbreaks occur. We can respond more quickly. We are going to have a dedicated person dealing with all of this response, which is better than it has traditionally been. Its been kindof an afterthought as antivirus often has. By making this change our response time will be greatly decreased.  Anti-phishing: this is a big one for me. Who’s gotten an email in the last six months that said “click here to update your account”? Sorry about that.

We’ve worked really hard at trying to decrease these. There are several moving parts to this whole problem. But one of the things I’m trying to do on my side… There’s a lot of backend work that’s being done. But one of the things we’re doing is teaching people to understand what these messages are. It’s a good time for me to point out that Technology Services will never ask you for your password. Certainly not in an email and certainly not in a form that goes to Google Docs. We’ve seen several of those. If you get a chance to check out http://phishbait.tulane.edu, that’s a good learning tool. We’ve also got several other pieces of awareness information around that. And I’m certainly willing to answer any questions that you guys have around that.

Phishing is a corner of our security awareness piece. Securing the Human is a large library of videos that cover everything from identity theft all the way to Facebook scams, phishing, ways to protect your privacy. We have purchased licenses for staff and faculty. We are in the process of rolling this out. If anyone is interested in looking at it our hearing more about it please let us know. It’s still in the pilot phase, but it’s all built out. It’s a really nice resource and I hope that we can really take advantage of it in the coming months.

Security reviews is something that I’ll talk about real quickly. We’re piloting this now. Basically what we do is we go into a department and take an inventory of your equipment, take an inventory of your people and your setups, then we provide a report that will give you all sorts of information about basic security practices, things that need to be done to secure the laptops or desktops, security as a holistic approach in your departments. Like I said, we’re piloting this now and we’re doing pretty well with it. If you have any interest in that please bring that to me and we will gladly put you on the list.

Okay, laptop encryption: This applies currently mostly to downtown. I mentioned Chris Wood and Paul Sieberth. They’re the encryption team and their working with several of the medical group members Downtown to encrypt their HIPPA or HITech protected laptops or covered laptops I mean. And we want to move that on to main campus computers dealing with FERPA issues, this is student info and related. Phase One right now is of course Downtown. And we would love to get some piloting going on Uptown. So if there is any interest please let us know on that. We are going to be rolling this out over the next year or so.

I wanted to highlight the firewall. This goes back to the network upgrade and Leo’s stuff. But the big takeaway here is that with this new firewall we are going to have a much more secure network, a much easier to maintain network, and we are going to have a big reduction in my personal DMCA liability. DMCA is the Digital Millennium Copyright Act. Any pirating issues, anybody downloading music or movies. Those complaints come to my office and I have to follow those up. Well this new firewall will be able to more easily pinpoint who’s doing this downloading, who’s abusing our network, and ways to mitigate that. It is important to point out that a secure network translates to speed and reliability.

Okay, I have several kind of back office things that are on the burner that I’m not really going to talk about. But one of things I want to talk about is mobility management. As the commoditization of resources has crept into our university… I’m talking about people buying their own iPhones, their own Androids, their own iPads, tablets, whatever, we need a way to do some basic management risk… and we’re looking into several mobility managements suites for that.  

DMCA I just talked about and firewall. It’s a big piece that causes a lot of strife with our older network now and I’m hoping that we can reduce that problem with the new network and our new firewalls.

The other things that I do are Instant Response. Any time there is a laptop lost or stolen, or somebody keys in something incorrectly into some main system and we have to follow it up and figure out why, my office does all of that. And we plan on increasing our staffing at some point in the next couple of years to deal with just instant response and just the security review side.

And with that we can take questions.

…inaudible…

Hunter Ely: At 2:00 we have a security panel. The topic is “Street Smarts for the 21st Century”. We’re going to talk about Facebook scams and privacy. One of the things I like to bring up in a university setting is that college students need to think about the future because Facebook has become one of these things that is not only a recruiting tool but a tool to investigate potential candidates. So I want to talk about how to protect your privacy and how to set those settings and stuff. We’re going to have Will Hatcher, a Special Agent with the FBI. I’m sure he’ll have some great stories. And we’ll have Lydia Lourbacos, who’s the local President of the ISACA chapter. ISACA is a security organization that has a big presence here in New Orleans. And she has lots and lots of good information as well. It’s going to be completely interactive. We’re just going to talk and learn about what’s going on, and talk about these sorts of things. It should be very interesting. That’s from 2-3. And that’s it. Thank you.

Jim Bradley: We have some time at the end for questions. And I also understand that we can get them from the two remote sites. Have we gotten any? Is that a yes or a no? No, alright.Yes ma’am.

…inaudible…

Jim Bradley: Are there any other questions? Yes sir.

…inaudible…

Hunter Ely: …fallen secondary to other duties just because of an understaffing problem. As we move forward with that we are going to look at augmenting that with other methodologies. I found that in the Windows laptop, or in the Windows OS world you need an antivirus and potentially an anti-malware piece as well. We’re going to use all of the newest MacAfee antivirus definitions that are available. And we’re working with those guys hand in hand to see how we can improve that on the end. But I don’t have anything beyond that right now. We’re certainly… its a big issue to me and its something I’ve been working on. But the first step is building out this new server that we’re going to work on getting that going in the next, you know, few weeks, and start putting people on it. And once that’s in place we’re going to look at augmenting that with other things.

…inaudible…

O, certainly, certainly. I mean one of the big topics at 2:00 is going to be Facebook scams. That’s a huge problem. There was an article just yesterday about a woman getting suckered out of $2000 thinking it was her sister, you know, on Facebook. So there’s a lot of concern around that as well.

Automatic malware protection on that front is difficult; it’s a sticky problem. But we are trying to mitigate that with more awareness. We have a Twitter account that we’re always talking about any new scams that come up; we put them on there. That’s kind of the short-term fix. We’re going to look at ways to mitigate that longer term as well. That help? We can talk more offline.

Jim Bradley: Other questions?

Carrie Fisher: We have a question from the Health Sciences Center.

Jim Bradley: O wonderful!

Carrie Fisher: What is being done about the Windows 7 and Java incompatibility with TAMS?

Jim Bradley: Windows 7 incompatibility and Java with TAMS.

Mary Walsh: We have been able to resolve that, so if I can get the contact information, the Java incompatibility has been resolved. So we need to have somebody go visit that user and we can help them out. Are you working with them there Carrie?

Carrie Fisher: I’ll get that, yes.

Mary Walsh: Okay, if you could get there contact information or they can call me directly. I have a downtown number 988-8537. And they can go through me. I’ll have somebody help them out.

Carrie Fisher: We have one more question from Downtown. Is there a plan to use social media for university marketing or other functions?

Jim Bradley: I think the short answer to “Is there a plan to use social media for marketing?” is its already being used for marketing, but apparently not well enough that everyone knows about it. So the answer is yes, and if you go to, I think the main University web presence, you can kind find contact information for the University’s Facebook and Twitter. Technology services also uses Facebook and Twitter. We use multiple Twitters actually. We have a security presence, a pedagogical presence, a main presence, and a status presence. Does that answer the question?

Carrie Fisher:  The question came in via tweet. So I think it might have answered their question.

Jim Bradley:  Alright. O and that’s a good point. Which is Debbie Grants office, the public relations office, handles most of the social media at the University level. We of course work very closely with them for Technology Services communications. But generally it’s going through the PR department, not through IT.

Carrie Fisher:  And we have one more tweet from Downtown. They’d like some clarification about Hunter’s session later today, about antivirus and anti-malware.

Hunter Ely: The theme of the panel at 2:00 is “Street Smarts for the 21st century”. So that’s, we can talk about antivirus and anti-malware but it’s more about scam avoidance and awareness around that. But we can certainly talk about that. If they want to come down we’ll talk about it.

Carrie Fisher:  And that will be broadcast Downtown also. Hunter’s session will be broadcast?

Jim Bradley:  Yes

Hunter Ely: Yes. It will be broadcast Downtown. Will we by pulling questions in the same way?

Jim Bradley:  We can.

Carrie Fisher:  Yes, yes.

Jim Bradley:  Are there any other questions? Well, let me say thank you very much for everyone for coming. This was our first town hall. Hopefully there will be more. And we appreciate your time. Thank you.

 

Technology Services, Tulane University, New Orleans, LA 70118 -- TSNOC: 1-866-276-1428 -- help@tulane.edu