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44738477075700IS Advisory Council – Meeting NotesApril 22nd, 2021Outlook 365Exchange Online Migration Project Completion Over 40,000 mailboxes migrated to Office 365 Email Policy changes Policy developed by Records Management, Legal, HR, and UM ITPolicy still in draft, UM expects approval soonSecurity incidents over the past several yearsRelated to phishing attemptsPassword sharing with non-University systems (ex. )Increased regulations and legal responsibilitiesLack of an email specific policyExisting Email PoliciesMust use UM email to conduct UM businessMust minimize personal use of UM emailMust not use UM Password on non-UM systemsMobile device must have a PIN or biometrics (facial recognition or fingerprint)Transmission of highly sensitive data (DCL4) through encryptionDCL4 = Patient info, SSN, credit card numbers, etc.New Email Policies More prompt deactivation and deletion of accounts post employment Current retiree accounts are grandfatheredFuture retirees can submit a request to maintain their email accountAbandoned accounts will be locked/deletedStrict enforcement of email quotas – 25GB Removal of highly sensitive data (DCL4) from their email accounts in a reasonable timeframe (10 days)Auto deletion of emails in inboxes and sent items folders after 5 yearsAny email moved to a subfolder will be untouched Auto deletion of emails in “deleted items” after 30 daysPenalties for policy violations/non-compliance per HROffice 365 Security ToolsData Loss Prevention (DLP) - will check for SSNs and other secure information and will automatically encrypt outbound messages containing this information such that recipients must use O365 to view the emailCommunication to Faculty and Staff in near futureEnabling for all users in May timeframeFAQ: Tools BoxColumbia is dropping Box Summer of 2021UMKC will have at least 1 more fiscal year of BoxFuture cloud storage options includeOneDriveGoogle DriveTextingAgreement with Mongoose Research for Cadence TextingCampus wide solution that provides unlimited texting, departments, and connections with Slate/PeopleSoftIT is funding this solution for campusIntegration with AzureAD for Single Sign on in processWill pilot with multiple groups in the coming weeks. Contact the Tech Support Center if you want to use textingDocument workflowDocuSign$4 per envelope, charged against the MoCode provided at sign upCan be used as workflow but at a per envelope cost “no code” document workflow solutions being evaluated where official signatures are not required IT UpdatesClassroom TechnologyUpgrades planned for (8-9) classrooms to convert to new High Flex/Multi-Modality spaces over the next year. ?These spaces will be well equipped to connect students at home with students in the classroomIncludes instructor cameras, student cameras,?student microphones, and supplemental displaysPlanning similar upgrades to some meeting spaces in the Administration Center including the addition of Zoom rooms and changes with TelepresenceAcademic Enhancement 2020 saw a significant increase in video project requests as more content and events were streamed and consumed online.?Completed 60+ projects for Academic, Marketing and Special Event use. Some?included more than twenty videos for programs like Dental, Nursing and first semester experience courses.?Planning investments this year in equipment that helps automate streaming as well as developing a streamlined video project request process.?Workstation Replacement326 computers ordered, more laptops than desktops for the first timeDeployments ongoing to Faculty and StaffWorkstation Hardware StandardsNew Mainstream and Executive laptop standards More info: of RAM standard moving forward on all laptops/desktopsWork at Home and Teach at Home Bundles options (Can purchase “a la carte”)Wireless NetworkReplaced 358 older access points with 802.11ac wave 2 access pointsDouble the # of concurrent users (250+) & up to 2 Gb of? bandwidth per access point?Installed latest?802.11ax "Wi-Fi 6"?access points in Plaster Free Enterprise CenterUp to 600 concurrent users & 5 Gb of bandwidth per access pointWorked with CFM to install Wi-Fi door?locks to enable access controls on?existing doorsUpgrade?in May-June to expand?UMKC Media Wi-Fi network campus-wideSupport for?"smart" & Internet of Things devices?Upgrade in?June to install the?latest?802.11ax "Wi-Fi 6" access points in MNL & MNL-CUp to 600 concurrent users & 5 Gb of bandwidth per access pointWired NetworkRecently upgraded the UMKC network edge routers which provide connectivity to the Internet, and services like Peoplesoft, Canvas, Pathway & Email.Current bandwidth off-campus?is 20 Gb (2 x 10Gb)MOREnet?router upgrades scheduled for this summerBy August?bandwidth off-campus will be 200 Gb (2 x 100Gb)?Computer LabsStudent Computer Labs Introduced Mobile “touchless” option for all Print Release stations. Interactive Learning Center (ILC) and Royall Hall 310 are now centrally scheduled spaces.RooLabs Online - students to connect and access specialized software from personal devices off campus. Software includes, Adobe Creative Cloud, ArcGIS, SPSS, and many others that were previously not available remotely. Provides real time usage of in person computer labs and how many seats are currently in use at each location. Improved connection process coming this summer will provide direct access via a web browser. Feedback/QuestionsBill Marse: Concern about DLP and how that might impact day to day operations for clinic. IS: Will monitor DLP rules for Dental, Nursing, Pharmacy, and Med and adjust as needed. Jerry Wyckoff: Could be a gap between faculty retiring and getting Emeritus status that needs to be addressed. IS: Current timeline is about 2 weeks, which should work. Ayyoub Amji: Does email access = SSO Access? If a retiree doesn’t want to use email but they still want to access library database. Is this going to be an issue?Buddy Pennington: Library license agreements typically do not include retired faculty. Emeriti faculty are typically included if they are listed as "active faculty" in the system.Megan Gonzalez: What counts as alumni? IS: Right now anyone who has an account. Diane Fillion: Do courtesy accounts get email? IS: UMKC is the only campus in UM that provides email to courtesy and that is the plan moving forward. They do not get Office for home as they have a lower licensing level (A1 vs A5).Carolyn Barber: Is each document in needing of signing a unique "envelope?"IS: A single form is $4 but that could have multiple people using/signing. Buddy Pennington: Can outside individuals sign these?IS: YesJerry Wyckoff: Would that include the open space between buildings on Hospital Hill for WiFi?IS: YesBrian Anderson: What is the current VPN standard? Some issues are having issues accessing resources with the new VPN. IS: Let us know if you run into issues with specific sites so we can add them to the new VPN and route that traffic over VPN instead of the home connection. Megan Gonzalez: If placed on a leave of absence they continue to have email but what happens with their access to MyLearn?IS: As long as their account it not locked, they should have access to all resources. TSC can look at specific accounts if they are having issues. Attendees: Andy GoodenowJustin GuggenmosStephen PottebaumThom BookerJim SchonemannBill MarseGerry WyckoffJoy StevensonJustiin MalynMark GaleassiJeff RossBrian AndersonStacy Downs EspMegan GonzalezBuddy PenningtonCarolyn BarberDinane FillionGabi Sa TelesKelli CoxAyyoub Ajmi ................
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