September 2022 Agenda
Meeting Date: September 20, 2022
Time: 1:30 pm - 3:00 pm
Location: Teams, 206/207 Frey
Present: Craig Woolley, Sandi Gillilan, Kappie Mumphrey, Alex Basse, Stephen Beck, Andy Maverick, Chad Brackin, Jacqueline Bach, Tommy Smith
Remote Attendance: Melanie Thornton, Elahe Russell, Bret Collier, Julie Perkins, Peter Trentacoste
Presenters: Katie Bouey, Sumit Jain
Others: Susan Crochet, Ken Boe, Stephen Heyward, Jason Normand, Ric Simmons, David Alexander, Lesa Jeansonne, Robin Ethridge
Absent: Matthew LaBorde, Jonathan Levesque, Rudy Hirschheim
Opening
1. Administrative Announcements
Action
2. Approval of the Minutes from the Meeting held on July 22, 2022
Information/Discussion
3. PM-36 Draft Policy & Standards [Sumit Jain]
4. Workday Student Project Update [Craig Woolley]
5. ITS Customer Satisfaction Results [Craig Woolley]
6. Proctor U and Salesforce CRM [Kappie Mumphrey]
7. ITS ITGC Project List/Teams Telephony [Katie Bouey]
Updates: Sub-Committees & Working Groups
8. Research Technology Subcommittee [Stephen Beck]
9a. Education Technology Subcommittee [Jacqueline Bach]
9b. Classroom Technology Upgrade Update [Craig Woolley]
Wrap-Up
10. Information sharing/Announcements [All]
11. Suggested agenda items for future meetings, including ITS topics of interest [All]
12. Next steps/Follow-up items [Chair]
September 2022 Minutes
1. Administrative Announcements
Craig informed the Council that Zoom will still be used at the University. He added that any future decision to remove Zoom will be made by the Council with input from other groups such as Faculty Senate.
2. Meeting Minutes Approval
July meeting minutes were approved with no revision. Motion to approve by Alex Basse; second by Chad Brackin.
3. PM-36 Draft Policy & Standards
Sumit Jain, ITS, discussed the Identity and Access Management (IAM) Policy Standard (PS-128). He shared that the policy as presented reflects current practices and added that it will likely change drastically as the University undergoes the IAM modernization. He discussed definitions, as well as processes and procedures for Identity Management, Account Management, Authentication Management, and Authorization Management (including privileged accounts). Sumit then discussed each policy’s associated standard. He discussed the different types of accounts, the different user types including employee, students, and guests, and account lifecycle management. He also discussed password length and complexity, Single Sign On (SSO), and Multi-Factor Authentication (MFA). Sumit also discussed the Physical Security Policy Standard (PS-129), which includes surveillance cameras, physical access controls, and facility planning. He also discussed security perimeters such as data centers and access to these areas. There was a brief discussion concerning an enhanced version of SSO for shared services across campuses. There was also a brief discussion concerning student accounts.
4. Workday Student Project Update
Robin Ethridge, ITS, gave an update on the Workday Student Project. She pointed out when Workday is scheduled to release updates of their product. She shared that prior to the September update, the project team took a copy of the production tenant and loaded it with baseline student data to see what it will look like across multiple institutions. Workday is currently in the process of building a foundation tenant and they will be on site in October to give a tour of the new tenant and validate the data. She added that from November through March, Workday will have regular meetings with LSU A&M and LSU-Eunice (Cohort 1) to configure the product. She listed key accomplishments achieved since April and shared that Executive Vice President and Provost Roy Haggerty and Executive Vice President Kimberly Lewis have agreed to be the executive sponsors of the project. Robin then shared next steps with the Council, including finalizing the project charter, project plan, and communication plan, continuing to build the foundation tenant, and undergoing readiness reviews. There was a brief discussion concerning when a preview of Workday Student might be available, as well as what the interface would look like.
5. ITS Customer Satisfaction Results
Craig Woolley gave an update on the second ITS Customer Satisfaction Survey, which was conducted in April. He stated that the survey resulted in 232 responses, 354 comments, and an overall satisfaction of 81%. He shared some of the customer comments and also shared how the survey compared to the previous one. He added that there is still room for improvement and hopes to reach mid 90s for overall customer satisfaction. Craig praised the Faculty Technology Center (FTC) for their help in moving faculty materials from Zoom into Panopto and added that Zoom usage and storage is down to 50%. He also shared a summation of different customer comment themes: communication, service offerings, infrastructure & applications, higher ed/research technology, and customer service. Craig also shared some of the negative customer comments and shared short and long-term initiatives including a greater focus on faculty support, continuing customer service training, and addressing gaps in service offerings. He briefly discussed adding a research computing component to ITS. There was a brief discussion concerning sending a customer satisfaction survey to students. There was a brief discussion concerning OneDrive and cloud-based storage limitations and synching challenges.
9. Classroom Technology Upgrade Update
Craig shared key events from the Classroom Project, including a classroom technology survey sent to faculty. He stated that the various colleges provided their top four rooms for upgrades and added that ITS received approval for an additional $300K for partial upgrades to Tureaud Hall. He shared that two different bids were done – one for Tureaud Hall and one for the other classrooms, and added that two different vendors were awarded. Craig shared a list of the classrooms slated for Tier 2 upgrades, resulting in all the rooms having the same standard set of technology. He then shared a list of the equipment that would be available in the classrooms, including sound reinforcement, USB switching, and wireless displays. Craig expressed his concerns with the timeline, specifically supply chain issues, but added that the Tureaud Hall upgrades should be finished by the beginning of Spring. He also discussed communication to faculty once more concrete timelines have been developed. Craig discussed standardizing and improving classroom technology support.
8. Research Technology Subcommittee Update
Stephen Beck shared that several constituents have nominated members to the Research Technology Committee, but added that Faculty Senate is revising their process for providing nominations and making recommendations and would provide their nominations by the end of the month.
6. ProctorU and Salesforce CRM
Kappie Mumphrey stated that most faculty use ProctorU for proctoring online exams. She shared that messaging has been sent out to students using the service informing them they can opt to take exams in any location that has a good internet connection and is quiet. She added that Legal felt this was an appropriate response to avoid any privacy concerns. Kappie informed the Council that LSU was attempting to obtain a system-wide contract, but LSU-Shreveport needed to renew their contract sooner. She added that LSU is looking into other vendors as well for online proctoring services.
Kappie shared that the College of Business will be joining LSU Online’s Salesforce tenant.
7. PMO Update/Teams Telephony
Katie Bouey discussed the Teams Telephony project and demonstrated what the calls area in Teams would look like and how it would function. She also shared with the council the various headset and handset options available for purchase in the computer store, as well as statistics that included the number of chat messages, meetings, and calls in Teams. She also shared that migration is 10% complete, with over 1,000 numbers already deployed in Teams. She added that 18% of faculty and staff have been migrated. Katie listed departments that have been migrated and shared which departments have upcoming rollouts.