March 21 2017 FACCUS Minutes - University of Waterloo



March 21 2017 FACCUS MinutesPresent: Lisa (chair), Peggy (minutes), Jason G, Simon D, Paul D, Bob H, Mary B, Bernie R, Will L, Omar N, Carl N, Reg L, Lawrence F, Stephen M, Kate W, Cassandra B, Scott P, Chris R, Allan F, Steve C, Stephen S, Andrew M, Ryan G, Randy D, Bill E, Steve B.Approval of minutes from last meetingApprovedAnything to add to today's agenda?Last FACCUS meeting for Carl and Bob who both retire May 1st. Andrew M will be the new director of Client Services. Introductions around the room a couple of new facesVarious projects/initiatives in Information Systems & Technology (IST) Exchange 2016 (Jason Giles, Simon Dinney)Jason and Simon, exchange 2016 – 20 T of data to move 18000 mailboxes, migration will begin in April approx. IST will be first of course, to work out any issues. Moves will be done by databases, so users on one database will all be moved, then they will move the next database. Going to take time to move everyone, months. We have about 5 users with extremely large mailboxes 50G, and another 5 or so getting close to that, there will be a cap moving forward.Notifications to clients – yes we will work on them so that more people are included. Also working on calendar (OWA) documentation for 2016. FACCUS members are to forward any communication they think their users need to know about. Skype for Business (S4B) update (Paul D.)Migration to S4B was very smooth, background stuff has changed a lot but without users noticing. Arts and Env are ready to move to S4B – basic questionnaire for any other faculty wanting to move. Engineering E7 will be next – who does Paul talk to? What they need to know before they move.Mac client 2016 has some issues (not great) basic features not working.Exchange 2016 will help S4B, multi devices will work much better. Server side conversations history will write directly to the server and each device will have that information. What about moving phone numbers to 4#? There is work needed on this, but discussions have begun.Windows 10/Office 2016 project for Academic Support (tentative) (Stephen M.)Windows 10/Office 2016 – all of IST should be done this week. It was advertised to the machines and clients could do the install when they are ready. Local admin accounts have been an issue; the machines are wiped before the new install. Default profiles have been an issue, so we have had to adjust the image a couple of times. SCCM scripts have saved us in a lot of cases.Request Tracker (RT) 4.4. upgrade April 22 (Lisa)Will happen April 22nd, RT will be down for a few hours. Why the push to get it done: CSCF will move to our RT on May 1st. MFCF as well will be coming on board. New features for CSCF that Daniel/Jeff are working on. Can have access to the test server if you want to play.Office 365 migrations (Peggy)Last day to opt in is April 2nd, April 3rd the accounts will be locked down. April 26th will start the process to move all remaining current undergrad student accounts from mailservices to O365. There could be a period of time students don’t have access to either account. The account will re sync to pick up any email missed during the migration.Next will be staff/faculty – they will get O365 accounts – one drive only no email. After that will work on Alumni.Orange stickers for asset disposal (Peggy)We are no longer going to use the Orange stickers when sending computers to Central Stores for disposal.? Central Stores will update the asset disposal form to include a check box to say the computers have been wiped.Use what you have then contact Central Stores for new surplus forms. If the new forms are not done, just write on them that the computers have been wiped.Staff and faculty printing and tools being used. (Mary)What are you using to track who is printing? Keith McGowan may have some information. IST is moving its printsrv to 2012 and the method they are using now won’t work anymore.Faculty/area updates (all)Lisa now the account rep for Math, but does not live there, they have a Grad student that does Matlab work. New documents for MatLab being done and will be available. MatLab licenses expire April 30th (individuals will need to renew and Will Lewis will be sending reminder emails).Omar - CSCF using Odyssey Exam Management System for automatic seating assignment and exam labeling and printing. Cloud vault 5G per faculty (Next cloud); IM use Slack would be interested in S4B, Matter-most open source of slack for internal IT use.Working with IST on Grouper for AD managementCassie – AHS – renovations losing lab space will have a cart with laptops with 20 machines that can be rolled into classes for tutorials (mobile lab). Testing File Cloud, and testing mac parallels to manage MAC’s. Steve -Pharmacy -have used ExamSoft as well, they really like it and got good results from their first use.Mary – ENV – Evaluate for course evals, good results; SCCM for deployment; SCCMS deployments via WIFI in pilot; one building power outage in August EV1, could cause some issues for Arts as well as the power comes from EV1 to Arts?Scott – Arts – created online faculty application way for department to advertise faculty positions on line and track. (Keith and Hubert). Computer Asset Lifecycle Management System (CALMS) something to manage assets from purchase to surplus. Renovation of 2 - 25 seat language labs, one will be moved to a mobile lab.Win10 image issues same as us, think they have sorted it out a bug looking for a hot fix from MSUsing Evaluate as well, some course still use paper 70% of all courses have moved away from paper.Steve C– Eng – organizational changes: new Associate dean; Engineering Computing has move to DWE. Steve C working will Will on the webstore.Carl – Library – renovation of the DP 5th floor for a staff floor, 3rd floor will be a student floor for all services, new S4B for staff, all staff will move to virtual desktops Win10/Office 2016. Living office space cubicles, staff will get the windows and managers will not, breakout rooms for conversations. Working with the Writing Centre for a more visible space in DC, renovation to DC, IST service desk will move Bob/Andrew - IST– unauthenticated version of Portal for visitors, can log in (WatIAM) if you want to personalize your app.Reg – Housing – new contract with Rogers for mobile devices, moving to W10Bill – Psych – Win10 using IST imageChris – Math – MapleTA will move to Mobius (Maplesoft STEM product) potentially for Fall 2017 and possibly managed by MFCF – considering COMSOL as wellRandy – Retail Services – Ryan Jacobs new director. Lori just finished a RFP to move Watcard away from swipe cards. Watcard will become an independent department not part of RS anymore will be part of Student Services.Unit4 is causing some issues with timing of launch and year end happening.Xerox has been chosen for the fleet contract, new systems with come to campus there will be lots of opportunity to see the equipment and there will be a vendor presentation. Time line will be over the summer.Choose topics and discuss details for Winter FACCUS meeting from: (Lisa) ideas to Lisa – Paul M new visible (signage solution); meet the RS director; asset management from ARTS.Who to host next FACCUS meeting – IST to host – when TBA ................
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