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Author: Information Technology

IT Update: August 2020

Here they come! Fall semester is less than a week away. The Division of Information Technology has been updating the network infrastructure across campus, preparing classrooms where appropriate, collaborating on cleaning protocols for classroom and lab spaces, providing training for teaching and learning, opening up the IT Help Desk in Hale library and more. 

In centrally scheduled and departmental rooms across campus, you will find a camera, microphone and connections for laptops. The training to use these technologies is provided here. Cleaning protocols were developed in collaboration with System Administrators and Facilities and available from the COVID-19 website.

Microsoft Teams training continues. Find dates/times for training here. The university posted the Teams retention schedule that is effective August 24.

The start of semester change freeze begins Mon, Aug. 10 at 12:01 a.m. CST and runs through the grade posting deadline of Fri., Aug 21 at 11:59 p.m. CST. Information Technology avoids making changes to customer-facing production servers or services to minimize potential risks to and impacts on students, faculty, and staff at the start of the semester.

Maintenance on FIS will be Sat, Aug 22. FIS will be unavailable from 6 p.m., Sat., Aug. 22, through 6 p.m., Sun., Aug. 23.

HRIS, KSIS, and DARS will be unavailable from midnight – 4 a.m., Sunday, Sept 6. Information Technology will be performing maintenance on the Oracle PeopleSoft systems. This maintenance is to keep the system secure and up to date.

For fall semester, Windows and Mac computer stations are available in Hale Library (Windows on 1st and 2nd floors, Macs on 2nd floor) and in the K-State Student Union. Mac computers in Hale Library include Adobe Creative Cloud.  K-State computer labs located in Calvin 306, Calvin 318, and Dickens 001A, as well as the Media Center in Seaton 0001 are closed.

The Information Technology Usage Policy (PPM3420) has been updated. Please take the time to review. The policies clarifies that there is “no expectation of privacy for users” on university/state owned equipment.

Comparison of Phishing Scams and Compromised eIDs Jan 1 – Aug 1

YTD 2020 YTD 2019 YTD 2018
Compromised eIDs 321 420 292
Phishing scams 853 916 333
Phishing scam tickets processed 2184 2416 1641

 

Retention schedule for Microsoft Teams

With the move to Microsoft Teams there have been questions about the length of time chats, messages, etc are retained. The records retention schedule for Teams is now available online and provided below. The schedule becomes effective August 24.

The Microsoft Teams Message Retention Schedule

Function  Timeframe  Description 
Person to person chat 30 Days Chats between two or more parties. Chats over the retention time will be silently dropped.
Teams Channel Messages 365 Days* Channel messages inside of Team sites. Conversations over the retention time will be silently dropped.
Recover Team Sites Timeouts 30 Days The time from when a Team’s site is deleted and when it can be safely recovered.
Video Calls Not Saved Recordings from video calls are not saved unless configured on a per call basis.
Voice Calls Not Saved Recordings from voice calls are not saved unless configured on a per call basis.

*Shorter retention can be set for individuals, offices, etc. upon request and approval by IT.

NOTE: Files shared in chat are stored in One Drive, however, as per the retention schedule, the links will no longer be available.

 

 

Update on infrastructure improvements and cloud migrations

As part of the IT Strategic Plan that includes a cloud-first strategy and modernizing the data center, K-State continues to make progress on both fronts. Some of our accomplishments over the past six months include:

  • Retiring the HP Cluster, which allows for continued migrations to the cloud.
  • Partnering with K-State Polytechnic on the CommVault backup system.
  • Upgrading the cloud databases for KSIS, HRIS, and Undergraduate. Admissions Application system, uAchieve DARS (Degree Auditing Reporting System), CTAM (supports GoArmyEd), and JobApp (online student job portal for Information Technology).
  • Using AWS AppStream for KSIS, HRIS, and uAchieve DARS.
  • Migrating Fjord to improve security and resiliency.

As of July 23, 2020, only 333 virtual machines remain in the Hale Library Data Center. Upcoming projects include removal of unused/retired equipment and the following in progress migrations or upgrades:

  • Teval (K-State course evaluations).
  • EIS (Global Campus’s course search).
  • ExpanSIS (Institute for Academic Alliances’s course management system).
  • SGA Elections (K-State Student Governing Association’s online voting system).
  • K-State Web Pages.
  • Identity Management.
  • Telecom (K-State telecommunication billing system).
  • ImageNow (K-State’s document management system).
  • Multiple behind-the-scenes services.

Recently, IT staff were asked about the benefits of moving to the cloud and resounding positives centered around cost optimization, reducing the footprint of the on-premise data center, increased opportunities for growth and professional development, and increased interaction with IT staff from across campus.

IT Update

 

In July, sparks are flying to prepare for an earlier start to the school year. Some of the many projects either completed or in the works follow. 

Networking and Telecommunications Services (NTS) continues to improve the IT infrastructure. Projects include:

  • Collaborating with design teams for Hale Library, Snyder Family Stadium, the Multicultural Center and McCain Auditorium
  • Continuing renovation and wiring projects in Mosier, Derby, Weber, Leasure and Call Hall
  • Preparing for AV upgrades for Olathe and centrally supported classrooms
  • Planning for the WSU Nursing program in Justin
  • Working with Riley County Emergency Management to upgrade the campus 911 system

Continue reading “IT Update”

AnyConnect VPN client to be retired June 30

Start using the GlobalProtect VPN client today! As of June 30, AnyConnect will be turned off and no longer available.

For step-by-step instructions on how to install GlobalProtect, go to K-State’s VPN webpage. Once you have tested the GlobalProtect VPN and can use it, then you should uninstall AnyConnect.

Need help? For self-help, view the IT Knowledge Base articles. Need more help, contact the IT Help Desk 785-532-7722 or your local IT support staff.

IT Update

In June, things really start to heat up inside and outside. Some of the many projects either completed or in the works follow. 

Networking and Telecommunications Services (NTS) is working to improve the IT infrastructure while there are fewer individuals on campus. Infrastructure projects include:

  • Completed the KDA Lab building network installation
  • Working with contractors and design teams in Hale Library, Snyder Family Stadium, the Multicultural Center and McCain Auditorium
  • Continued renovation and wiring projects in Mosier, Derby, Weber, Leasure and Call Hall
  • Install county-wide public safety radio system
  • Planning AV upgrades for Olathe and centrally supported classrooms
  • Planning for the WSU Nursing program in Justin
  • Working with Riley County Emergency Management to upgrade the campus 911 system

In support of business continuity, NTS developed voice solutions for campus offices with IP phones, soft phones configuring EC500 licenses and assisting with call forwarding.  Continue reading “IT Update”

Phishing scams asking for a text or cell number

This past week, K-Staters may have received an email that appeared to be a note from your boss, your bosses’ boss, an administrator, colleague, or even a friend with the following, “text your available number” or send your “cell phone number.”

These are scams. If you responded to the email, do the following:

  • Send the scam with headers to abuse@ksu.edu. How to send headers is available from here.
  • Alert your technical support staff that you didn’t send the email.
  • For any scam, if you have give out your eID/password, immediately change your password.

Example of phishing scam involving texting cell phone number.

If you didn’t respond, good for you for remaining vigilant. The Federal Trade Commission recommends four steps to protect from phishing:

  • Protect your computer by using security software. Find K-State’s recommendations for antivirus software on the K-State Antivirus Software page.
  • Protect your mobile phone by setting software to automatically update.
  • Protect your accounts by using multi-factor authentication.
  • Protect your data by backing it up. File storage options for safely backing up your data is available here.

Stressful times provide a perfect opportunity for scammers to catch us off guard. Don’t fall prey.

Reminder: May 30 is the deadline to update to Zoom 5.0

On April 27, Zoom released Zoom 5.0 which provides enhanced security for meeting data. It is required to update to this version by May 30. After May 30, you will not be able to join meetings until you run the update. Zoom releases updates frequently. As of May 26, the latest update is 5.04.

It can be installed from your desktop client or from the Zoom Download Center.

Follow the instructions below to install the update from your desktop client:

  1. Open Zoom and sign in.
  2. In the upper-right corner, click your profile.
  3. Click Check for Updates.
  4. On the Update Available window, click Update and then click Install. 
  5. Follow the installation instructions and click Close when finished.

Continue reading “Reminder: May 30 is the deadline to update to Zoom 5.0”

IT Update

 

In May, we honor our graduates, especially poignant this year, as our ceremonies are virtual and vary with each college. Congratulations to our K-State graduates. To our graduating seniors who have worked in Information Technology Services and seen it all, disruptions due to the fire on the roof of Hale and COVID-19. Hats off to all of you!

Staff changes in the Business Intelligence, Analytics, and Enterprise Applications unit under the direction of Deputy CIO Jan Elsasser are:

Darci Pottroff was named Director of Application Services. She will provide strategic and operational direction for the enterprise and administrative application systems.

Nick Austin was named Senior Director of Data Operations. He will provide strategic and operational direction for data operations and content services applications.

From March 23 – May 8, here are some quick statistics on the use of tools for remote teaching, learning, research, and outreach.

MS Teams

  • 339 K-Staters completed the training
  • 3,386 meetings were held
  • 6,217 calls were made
  • 355,487 private chats

Mediasite

  • 9,521 presentations were authored
  • 9.82 TB of storage was consumed
Zoom Usage Statistics – March 23 to May 8
Number
New Users 5,115
Meetings 65,528
Participants 496,963
Meeting Minutes 23,164,661*

*May 7-highest usage Continue reading “IT Update”

Availability of Adobe Creative Cloud extended to July 6

Adobe is extending the end date for the temporary at-home access to Adobe Creative Cloud through July 6, 2020. There is no action required on your end. The access will continue automatically. For more information, view the Knowledge Base article provided by Adobe and adapted for K-State.

For additional information about software available to K-Staters and provisions extended due to COVID-19, visit the ITS Software page.

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