As articulated in the OSU's Strategic Plan, the University's three top goals are to:
These are priorities the University pursues through active engagement with state, national and global communities and with the aspiration of being among the ten best Land Grant universities.
The Strategic Plan notes that to successfully pursue these goals it will be necessary to "Improve the... information infrastructure that supports the education, research and outreach and engagement missions of the university.” Information Services operates, manages and leads the development of this infrastructure. Our goal is to support the University's three priorities and its engagement beyond the boundaries of the Corvallis campus, providing a top-10 IT infrastructure for a top-10 institution.
OSU's priorities and Information Services' core tasks need to be addressed in the context of a rapidly evolving series of challenges. Now and in the coming years, students, researchers, academic professionals, and business centers will:
Information Services has initiated a series of projects that address the needs and challenges. The IS projects include:
These projects speak to our core mission of supporting teaching, learning, research, and business efficiency. But as our world evolves, and our customers' needs evolve along with it, the projects also speak to the strategic shifts we're making to meet new challenges.
On August 2, 2012, the Vice Provost of Information Services, Lois Brooks, formally launched a process to define Change Management and Incident Response practices for Information Services. The goal of change management is to increase awareness and understanding of proposed changes across an organization and ensure that all changes are made in a thoughtful way that minimize negative impact to services and customers, while the goal of incident management is to respond to incidents effectively.
The outcome of this process will be an operational framework that all parts of the organization will follow. A Change Advisory Board shall define roles and responsibilities; ensure documented processes for planning, execution, validation, documentation and communication; and develop response processes to unplanned outages.
Per VPIS direction, a task force chaired by Jon Dolan (Director, Network Services) and Kent Kuo (Director, Enterprise Computing Services) developed policy that:
Both the Change Management and Incident Response Policies were formally adopted on December 5, 2012.
Any change to an IT system shall be categorized as a Standard change, a Significant change, or an Emergency change, and units within Information Services shall follow both organization-wide defined processes and additional processes defined by the applicable unit within IS.
The Incident Response policy applies to all service-affecting incidents involving IT services provided by OSU Information Services. This policy does not apply to Security Incidents, which are covered by the Information Security Manual section 502: Incident Response and Escalation.
The Change Advisory Board convened in December, 2012 and began drafting appropriate processes for changes and incidents. As basic processes are defined, the CAB will begin performing its function as a change review body even as it continues to define and refine change processes.
For Academic Year 2013, board membership is as follows.
Information Services is constructing a new communications data center on the west side of campus to house core communications infrastructure. This will enable us to establish redundant connections to key facilities and maintain network and voice operations should we lose Kerr Administration or other significant facilities in the campus core to earthquake or fire.
Network Services has been working with College of Agriculture (COA) to provide Architect Services to assist with the design of a new 2100 sq. foot data center located on Campus Way next to the new COA MATF building. The data center will be on the south side of a COA equipment maintenance structure. COA has hired engineering services for structure, power, HVAC, and lighting design. The timeline for tentative acceptance testing and handoff to Network Services is late Winter Term 2014.
This administrative page provides information about the project structure and processes. Information for customers can be found at oregonstate.edu/main/online-services/google-apps-for-osu.
Information Services (IS) provides ONID email and file storage services for students and employees. Following an investigation by the Google Apps Task Force and subsequent input from campus groups, the Vice Provost of Information Services and the Information Technology Steering Committee launched the Google Implementation Project in January 2013.
For Phase I, the Implementation Team is tasked with enabling Google Apps for Education for all members of the OSU community. Implementation shall occur in the 2013 calendar year under the University's formal agreement with Google. The implementation is being made in consultation with key groups across campus and in consideration of evolving contexts, particularly the needs of users.
The purpose of the implementation is to:
Google Apps for Education
During Phase I, Google Apps for Education will be made available to OSU employees and students via CAS authentication, using existing ONID login credentials. Additionally, a six month opt in period will allow students and employees to provision Google Mail and migrate any email from the ONID email server to Google. A major outreach and training component will communicate the change to the community and documentation will be developed as needed.
Services Affected, Services Not Affected
Information Services will sunset the OSU-hosted ONID email service in December of 2013, at the end of Phase I. All ONID email that remains on the ONID server will need to migrate to Google at that time.
The @onid.orst.edu email address, however, is not changing as a result of migration. Rather, all @onid.orst.edu email will be delivered via Google Apps for OSU.
No other ONID services will be affected; access to ONID file space, ONID class groups, and other ONID services will be unchanged. No non-ONID services will be changed, e.g. Exchange-based email and calendaring services associated with @oregonstate.edu accounts will not need to be migrated.
|Feb. 2013||Project start|
|March 2013||Peer institution consultation
Project plan and finalized scope
|April 2013||Launch communications and outreach campaign|
|May 2013||Launch training series|
|May 15, 2013||Launch pre-sync email migration process|
|June 18, 2013||Enable Google Apps for OSU for the entire OSU Community
Enable opt-in email migration tool
|Summer 2013||Ongoing training and outreach|
|Fall 2013||Ongoing training and outreach|
|Nov. 2013||Recommendations for Phase II|
|Dec. 2013||Migrate all ONID email to Google
Sunset ONID mail services
|Executive Sponsor||Lois Brooks, Vice Provost for Information Services|
|Project Sponsor||Lucas Turpin, Interim Director, Technology Support Services|
|Project Manager||Hollie Pitts, Enterprise Computing|
|Technical Lead||Andy Morgan, Enterprise Computing|
|Communications Lead||Mike Hinds, Information Services|
|Lead Trainer||Rich Giesige, OSU Computer Helpdesk|
|Consultants||Dann Cutter, Hatfield Marine Science Center
Doug Weir, College of Business
Chris White, University Housing & Dining Services
Please note that this page described the foundational planning and recommendations for providing Google services to the OSU community. This work was completed by the end of 2011. For a description of the year 2013 implementation of Google, please see the Google Implementation project page.
Many colleges and research units have expressed a strong interest in moving to Google tools, particularly as Google apps are already in use for teaching and learning. However, strong concerns have been expressed about the purpose, the legal issues, and the operating realities of adopting Google tools at a university level.
With this in mind, Lois Brooks, the Vice Provost for Information Services, convened a task force representing a broad cross-section of the university to explore the interests, issues, practical concerns, and technical concerns associated with adopting Google tools. The task force's ultimate charge is to offer a proposal for what services, if any, OSU should move to Google.
The task force considered the issues described above and learned from the experiences of schools that have already adopted one or more Google tools. The task force was required to justify proposed action, note any objections and concerns, and recommend any legal, policy, or management review, as needed.
Following the recommendation, campus stakeholders including the Faculty Senate, Disability Access Services, and ASOSU will have the opportunity for input. A formal review will be conducted by a legal and policy team and by IT governance committees, and a final decision on any recommendation would be executed by the IT Strategy Committee and subsequently the Provost's Council.
The Google Apps Task Force completed its work and recommended that OSU formalize an agreement with Google that would transition student (ONID) email to Google and allow faculty/staff the option of using Google Apps, but pend this agreement until Google Apps are ADA compliant. The Committee also recommended that University Records Custodians determine what data can be stored/shared via Google Apps and what data should not, under any circumstances, be transmitted or stored via Google Apps.
The Records Custodians are reviewing policies and identifying changes, as well as needed guidelines, that are necessary to implement Google Apps.
Greening IT is an initiative to reduce the environmental impact of information technology at OSU. The Greening IT group provides value to the OSU community through outreach education and reducing university expenditures in electricity, paper, HVAC, toner, and equipment purchases.
Lucas Friedrichsen, IT Manager with Information Services, is leading a broad task force to explore the interests, issues, practical concerns, and technical concerns associated with "greening" information technology. The group is comprised of members that have a passion for sustainability and reducing OSU's impact on the environment.
The task force uses the 80/20 concept to select topics that have the largest impact across the university. Using that mantra, committee members research problems or processes and develop best practices to share with the OSU community, the IT community, and beyond. For example, methods to reduce paper and toner usage by all members of the community is one of the first areas under investigation.
The current, ongoing topics are:
Targeted communications will be emailed to OSU associates and posted to the website on a regular basis. Communications will be derived from industry and academic research and from projects that committee members lead.
Additionally, a website to educate the OSU community on steps that individuals can take to reduce their computing impact on the environment is now online.
Keith Price and the College of Engineering have developed a system to manage power consumption in the computer labs. COE will assess the reliability of the sleep/wake process and remote management capabilities and determine how much time the machines have been asleep when they would otherwise have been awake.
The system being assessed involves Linux and PC-based computers across several COE labs. A script runs every 5 minutes to see if a user is logged in to a machine. Once a user is no longer logged in, the machine will put itself to sleep (S3 mode). Additionally, a web-based program allows lab users to view the current usage of a particular lab and lab managers to control the power settings for the computers.
Following an assessment of the COE system, the Greening IT team hopes to recommend that the majority of the open labs on campus use a single lab management system with consistent power settings.
The College of Engineering projects that sleeping its 400 lab computers during times of inactivity will save $8,000 annually.
July 2011 - Conferred with Russ Born at Student Computing Facilities about lab management methods. Talked to COSINe and other groups on campus that manage computer labs.
October 2011 - Discussions with Network Engineering about network switch changes to enable consistent management of computers that are put to sleep. Began to assemble documentation about Wake-on-LAN and the associated caveats. Progress was made on lab management documentation and the investigation of paper waste reduction within College of Engineering labs.
January 2012 - Document and demonstrate a lab management system that could be used across campus. Determine the feasibility of a centralized management system and any hindrances to implementation.
Large clusters of computer servers and networking equipment, known as data centers, provide the physical infrastructure for key computer services. Lucas Friedrichsen, IT Manager for Information Services, is leading a task force to assess OSU data center efficiency and develop recommendations from energy audits and industry research.
Reduce HVAC and electricity usage in data centers.
September 2011 – Met with Brandon Wells, Kerr data center manager, to determine PUE numbers for the Kerr data centers.
October 2011 - March 2012 – Work with Network Services to identify all data centers on campus, then work with data center operators and the OSU Sustainability Office to audit and collect information about data center electricity and HVAC usage.
December 2011 – Provide a list of 5-10 industy "best practices" commonly used in data centers to increase operational efficiency.
Brian Staffenson, a staff member of University Housing and Dining Services, is investigating paper usage within his department, determining which processes are most reliant on paper documentation, and understanding how paperless or near-paperless processes can impact workflow.
Develop methods and recommendations to reduce paper usage across campus and beyond.
Information Services has deployed a new HD video bridge for the growing number of HD videoconference units being deployed statewide. The new service is more robust and resilient than the older bridge and we are deploying tools that will allow customers to schedule conferences on demand.
The new bridge is currently in production and we will continue to migrate existing videoconference units into the system over the summer and into the Fall 2012 term.
Every student, employee, and OSU partner needs secure and comprehensive access to University systems. While ONID accounts are currently one way that community members access systems, Information Services envisions an environment where Single Sign On (SSO), inter-institutional trust and access, provisioning, and rights services extend across systems of record, differentiation, and innovation. This will allow members of the OSU community to succeed in their education and work and will reduce the University's risk by providing a way to reliably and quickly decommission access.
OSU is in the process of joining the InCommon Federation, a secure and privacy-preserving trust fabric for research and higher education operated by Internet2. OSU researchers will thus be able to access online resources at trusted institutions using their OSU authentication credentials, and vice versa, thus facilitating inter-institutional collaboration.
As a part of this process, we are posting the InCommon Participant Operational Practices document so that all members of the consortium may see it.
Information Services is managing the following technical implementations in 2013. We will update the implementations and their projected dates on an ongoing basis.
|Phone trunk migration||5/21|
|Voicemail upgrade to Unified Messaging||5/28|
|ONID mailbox pre-sync to Google for students||5/30|
|Exchange email archiving||6/1|
|Time & Attendance - final implementation||6/16|
|SMS & Computer Helpdesk consolidated service point||early July|
|Google Apps for OSU launch||early July|
|Form Fusion Upgrade||mid-July|
|Data Integration Tool selection||July|
|Lync 2013||late Summer|
|SharePoint 2013||late Summer|
|Turning Point upgrade||late Summer|
|Terminal server expansion / upgrade||late Summer|
|Nolij upgrade||late Summer|
|Banner 8.8 Upgrade||9/2|
|DegreeWorks 4.1.1 Upgrade||9/2|
|Blackboard sp9 Upgrades||9/15|
|Master Calendar launch||early Fall|
|Student Counter Check||early Fall|
|Office 365 evaluation||early Fall|
|Travel & Expense launch||mid-term|
|Exchange 2013||late Fall|
|Migrate all student email to Google||late Dec|
Current business intelligence tools no longer meet the evolving business needs of the University. Thus, the University has decided to move from the current data warehouse solution to Ellucian software products ODS (Operational Data Store) and EDW (Enterprise Data Warehouse). In addition, Cognos, an IBM reporting tool, will be installed and implemented. BRM (Banner Relationship Management), RAP (Recruiting and Admissions Performance) and SRP (Student Retention Performance) will also be implemented.
Ultimately, Information Services shall implement the new products to ensure our customers have access to consistent, timely data for analysis and reporting. The existing Data Warehouse solution will continue to be supported for the next several years until the transition is complete.
Project managers and developers began by gathering requirements from stakeholders. Requirements gathering for Student & Financial Aid are completed. Requirements gathering continues for Finance (to be completed early 2013) and HR (to be completed Spring 2013).
Information Services shall ensure that a broad array of stakeholders across our many colleges and campuses shall be represented by the Steering Committee. A complete list of members shall be published when the committee makeup has been determined.
Faculty Support Initiatives - Over the last year Media Services's Technology across the Curriculum (TAC) developed several key faculty support efforts and built the Faculty Collaboration Zone on the 3rd floor of Waldo Hall. Please see Faculty Development for details on these initiatives.
IPv6 - We have tested and deployed IPv6 in parallel with IPv4 in the new Multiprotocol Label Switching (MPLS) network core with OSU officially connected to the IPv6 global backbone. We are in the process of implementing the tools needed to support deployment throughout the enterprise and anticipate starting customer allocations in less than a year.
Media Equipment Checkout Consolidation - During the Summer 2012 term Media Services consolidated media equipment checkout for both faculty and students in Valley Library. This provides faculty with a wide range of media production resources to assist in creating media rich instructional content and improve presentations.
Mill Point Network Deployment – We are deploying OSU’s network to OSU Cascades and their new facility on Mill Point with a direct connection back to Corvallis so that OSU Cascades can be fully integrated into OSU’s IT environment with increased network capacity. Work has already been completed to install the circuits and full network configuration will be completed and the remodel of the new facility is completed by the end of the summer.
MS Lync Collaboration – We are implementing Lync chat capabilities at the end of summer. With Lync, our customers will be able to do instant messaging, audio chat and video chat, and will be able to share presence and availability information with their colleagues.
MS Exchange Upgrade - We are upgrading Exchange to 2010 over the summer. The new system will be more robust, will have higher quotas, and a better Outlook Web Access experience for non-IE browsers.
MPLS network core - We are well underway with the core network migration. The architecture has been finalized and implemented with multiple customers running in production. We are in the process of migrating firewall contexts and associated customers and anticipate project completion within a couple years.
Network Redundancy - We deployed redundant routers for servers in the data center and are in the initial stages of migrating customers. The new core has been designed with built in redundancy to allow zero-impact upgrades and automatic failover in the event of an issue. The campus border routers were recently tested and proved to provide redundant pathways for off-campus services and the Internet. We are planning a set of disaster recovery tests for the coming year that will validate our DR plans and identify areas that still need improvement.
Security Awareness Campaign Expansion - We have developed multiple efforts to improve awareness of best practices, laws, and common threats to our information. These efforts include targeted training with respect to safeguarding Protected Information (PI) and Personally Identifiable Information (PII).
Telecom Work Order System – We are in the final phase of implementing a new telecom work order system that will replace our older system that has reached its end of life and for which we no longer can receive support. The new system will have the ability for customers to initiate work orders directly, will allow us to share the details of work orders with customers, and will be fully online by the fall.
Travel and Expense Project – Enterprise Computing Services will help enable staff and faculty to electronically submit their requests for travel reimbursements. Projected completion is by the end of 2012.
The greatest perceived information security risk faced by organizations is human fallibility. Mitigation of this risk is typically addressed by the implementation of policy and procedures, technical solutions such as firewalls and anti-malware software, and security awareness training. While the organization is in the process of addressing the policy/procedure and technical side of the human equation, a comprehensive security awareness program is critical to protecting OSU's data systems and community.
Dave Nevin, IT Manager with Information Services, is leading IS's security awareness campaign.
The initial stage of the Security Awareness Program is the development of a website. Committee members were identified to vet the content of the site. Information will specifically target OSU students, employees, and computing professionals. The student website launched on September 23, 2011; visit it at oregonstate.edu/be_aware. Information for employees and computing professionals will be added in 2013.
In-person training for personnel dealing with information classified as "privileged" began Fall Term during 2011 Training Days and will continue throughout the 2013 fiscal year.
Training, either in person or on the website, will concentrate on the following areas:
The task force that initiated this campaign was as follows. The initial task force has since disbanded.
Information Services is participating in the Time and Attendance Software Project, a joint effort of nine OSU business units to replace the current paper-based process with a new web-based system.
IS representatives are participating in the Project Implementation/Core Group to develop the new system. The core group is scoping the project, making key operational decisions, mitigating threats to project success, and coordinating the timing and implementation of the project. IS is providing project management, software hosting, and programming resources to the project.
The Project Implementation/Core Group ensures that all business units are represented and accommodated to the extent possible. During the fall of 2011, IS helped coordinate and participate in 25 requirements gathering sessions with both end users and business admins to ensure the vendor documented the diverse needs of the OSU community.
The vendor will customize the core implementation to speak to these needs. Additional custom development may occur per feedback from the community and project specifications.
Please visit the Time and Attendance Software Project website for information on the project background, committee membership, project processes, and the implementation timeline.