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In This Issue

+ Secure email

+ ITSS Workshops

+ VoiceMail tip of the month

+ FacultETools

+ Desktop security: Private data

+ Enterprise Systems Development

+ Transformational Leadership Program

+ Restricting password resets

+ ITSS by the Numbers

+ ITSS Online Quiz

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ITSS home : infotech.NEWS : October 2006

infotech.NEWS

Technology news for UMD faculty, staff and students

October 2006

ITSS by the Numbers

During Spring 2006:

  • ITSS checked out 2,211 pieces of equipment from our Audio-Visual Services.
  • ITSS staff responded to 2,260 help desk calls.
  • ITSS computer maintenance repaired 1,321 computers.
  • ITSS network staff supported 8,441 wired network connections and 210 wireless access points.
  • ITSS consisted of 41 professional staff and 95 student staff.

ITSS Online Quiz

Take an online quiz to see how much you remember from last month's newsletter.

Secure email

Beginning January, 2007, only email clients configured to use secure settings will be able to connect to the UMD email servers to send and receive mail. The Twin Cities campus made the switch to requiring secure settings a while back and UMD is going to require this change at UMD this fall.

Unless configured to use secure (encrypted) protocols, email programs send your username, password, and email content as clear text that can possibly be intercepted by others - particularly on a wireless network. You should check your email program's settings to make sure your incoming (IMAP or POP) and outgoing (SMTP) servers are configured to use secure settings. We'll begin sending targeted reminder emails later this semester to those who we notice are still using non-secure settings.

Our secure email instruction pages provide step-by-step instructions for those who are first configuring an email program or who are already using a program and just need to add the secure settings. See: http://www.d.umn.edu/itss/email/secure/

For Mulberry users: The only version of Mulberry that will work after this December is the Mulberry 3.1.6 Secure version we've had available for the past few years. Older versions do not support secure protocols. Mulberry 3.16 does not run on Mac OS9 so those who have not updated to OSX will no longer be able to use Mulberry.

For other email clients: Any email program that supports secure settings should work with our UMD email system. We have secure configuration pages for using IMAP with the most recent versions of the following programs:

ITSS Workshops and eClasses

ITSS is is offering the following Fall 2006 Workshops.

For a full description of ITSS Workshops and to register go to: http://www.d.umn.edu/itss/support/Training/workshop/

ITSS is also offering eClasses. Attend an eClass at any time and from anywhere you would like to. It's anytime, anywhere learning.

For a full description of ITSS eClasses and to register go to: http://www.d.umn.edu/itss/support/Training/eclasses/

VoiceMail tip of the month: Pausing a message

What used to be called "pause" in our old voicemail system is now called "stop" in the new Call Pilot system .

To stop a message press #
To restart a message, press 2

FacultETools: WebCT

Start Building with WebCT! WebCT is a course management system allowing faculty members to develop fully online courses or to develop online resources for courses taught on campus. WebCT is a secure online environment where faculty members and students can access course materials, assignments, assessments, grades, and discussions online, from anywhere via the web.

If you are ready to explore placing your course materials online, register today for the upcoming WebCT workshops or contact Bruce Reeves breeves@d.umn.edu 726-6831 or Shelly McCauley Jugovich smccaule@d.umn.edu .

For more information go to: http://www.d.umn.edu/itss/support/Training/workshop/

Desktop Security: Managing Private Data

All students, faculty and staff recently received an email correspondence from OIT Security regarding safe-guarding private data. According to OIT's web site:

"The University of Minnesota values the privacy of every member of its community, but protecting private data is more challenging than it's ever been. We read or hear, almost daily, about incidents in which private data has been compromised through theft, negligence or ignorance. As a result, we all need to take responsibilities for understanding what legally protected private data is and how we can protect it."

The web site lists the following ways to prevent accidental and/or unwanted exposure of electronic legally protected private information:

  1. Know the meaning of the term private data and what it means to protect it. (Read: Standard - Securing Private Data.)
  2. Know what encryption means and how it applies to protecting electronic private data. (Read: Encrypting Private Data.)
  3. Know the University's policy on the Acceptable Use of Information Technologies. This policy outlines the uses and associated behaviors that are acceptable when using the University's technologies. (Read: Acceptable Use of Information Technologies.)
  4. Other useful best practices:
    • Laptop loss/theft is a big problem. To prepare, assume that you will lose your laptop!
    • Store private data on a secure server, not on your desktop, laptop or thumb-drive.
    • Backup your data.
    • After a computer is stolen is too late to be sorry you saved so much private data.
    • Use a security cable to lock down your laptop or desktop computer whenever possible (they do help).

For additional information and links, please review the web site, Managing Legally Protected Electronic Private Information.

Enterprise Systems Development

ITSS offers computer programming and consulting services for the campus. Our goal is to assist departments in developing and maintaining computer applications that will provide support for business and academic processes within a campus department or collegiate unit.

Our programming services include database application development and ad-hoc management reporting using information from University enterprise systems, the University Data Warehouse and legacy systems. We can help you update your current computer applications, or create a new application from design to final implementation and testing.

Our programming and consulting staff also provide document-imaging support. This includes scanning your office documents into an electronic form, preparing them for electronic storage and on-line retrieval. Document imaging can help reduce the amount of paper documents stored in your office and can provide easier access to stored documents through viewing them on your office computer monitor.

Finally, if you need assistance using the University Data Warehouse tables for reporting, our staff can provide one-on-one training for individuals who would like to extract information, or we will provide classroom training for groups who would like to learn how to extract data, or we can write a query for you.

For general questions, please email esteam@d.umn.edu or you may submit an online request for Data Warehouse and Enterprise System Programming services at: http://www.d.umn.edu/itss/requests/esteam/data_ent_prog.html.

Transformational Leadership Projects in ITSS

The Transformational Leadership Program (TLP) curriculum is based on 3M's world-renowned process improvement techniques that have been customized for higher education and for the University of Minnesota in particular. TLP training is an unprecedented partnership between the U's Office of Service and Continuous Improvement (OSCI) and 3M. OSCI's Matt Larson worked directly with 3M to customize the training.

"TLP is teaching participants how to examine the pieces of what we do at the University, determine whether they are being successfully accomplished, fix any gaps in performance, and maintain improvements over time," Larson says. "We all come to work each day and put forth efforts that have value to others. This program gives the University tools to measure our effectiveness and do something if there is a problem or gap. Preparing the University for future success through this program is an exciting opportunity to make a significant impact."

TLP is in direct support of the strategic positioning task forces, adds OSCI director Scott Martens.

"Not only do TLP projects help drive success of particular strategic objectives," says Martens, "but the new skill set, language, and energy that is created through participation in TLP will be a critical tool in driving a University culture committed to continuous improvement and excellence."

This Fall, TLP training is being offered to a UMD cohort. Among the accepted proposals for TLP projects are four from ITSS:

Jason Davis: Choosing a New Problem/Tracking System
Rick Brill: Research for Computer Lab Improvements
Wendly Zolnowsky: Facilities Mgt. Customer Service Improvement Initiative
Sara Paro: Transforming the ITSS Help Desk to an ITSS Service Desk

For more information about TLP, go to : http://www1.umn.edu/umnnews/Faculty_Staff_Comm/Office_of_Service_and_Continuous_Improvement/Leading_the_transformation.html

Restricting password resets

The Office of Information Technology at the Twin Cities campus has provided a new password protection tool.You can now restrict password changes to personal visits to the help desk, with no telephone password resets allowed.

You can choose this option by going to http://www.umn.edu/dirtools

Under Passwords/Security, choose Limit password resets.

You will be presented with two choices:

Currently, the link to helpline locations lists only TC locations. However, you may visit the UMD Help Desk at 175 Kirby Plaza for password assistance.

info.tech.News is published monthly during the academic year by ITSS. An email digest is also sent to all users subscribed to the infotech.announce, UMD.business.announce and studenttech.announce. The goal is to distribute information useful to the daily routines of the University of Minnesota Duluth campus community in conjunction with computer and telephone technologies. Comments or suggestions may be sent to the editor at: jness@d.umn.edu.