LDAP-Master and Webadmin downtime on 3/16
On Thursday, March 16th starting at 2pm LDAP-Master and Webadmin will be taken down for system maintenance. During this time account creations and password changes will be unavailable. Account authentication and logins will not be affected during this downtime.
The maintenance window will allow staff to apply needed security and application updates. The outage window is expected to last two hours with services being restored by 4pm on Thursday, March 16th.
During the outage window account creations will be queued and then processed upon restoration of services. If you have any questions or concerns, please contact our Technology Support Center at x53838.
In 2016, DoIT hosted a brand new type of event known as TechFest, designed to bring UMBC students, faculty, and staff together to share different ways technology can both support and improve the efficiency of day to day activities.
The event planning and implementation was spearheaded by Collin Sullivan, a DoIT student employee. It was a major success, and now, on April 10, at the University Center, TechFest 2017 will feature more presenters, more vendors, and a brand new web app that attendees will be able to download, and giveaways.
“...we can get bogged down in the little work too often, and these types of applications can help us get to the deep work more quickly.”
TechFest 2017 will feature more than 10 faculty, student, and staff presenters. Ashley Waters, Associate Director for UMBC - Shady Grove Campus, will present her favorite Google extensions that enable her to be more productive. “I have found that we can get bogged down in the little work too often and these types of applications can help us get to the deep work more quickly,” said Waters.
Waters wants to share her use of extensions like Google Keep, RescueTime, Boomerang, and more with the goal to share the news with others so they can find what works best for them. “If anyone can put one of these extensions to work and it helps them feel more in control of their demanding duties, my obsession with productivity hacks has been worth it!” said Waters.
Tara Carpenter, Senior Lecturer for Chemistry and Biochemistry, will present her use of canned responses and Google Forms, which streamlines her inbox. Carpenter teaches a very large intro course and spends a lot of time answering emails from students.
“I want to make others aware of how this tool can be used effectively to manage response to student emails,”
Carpenter saw that her emails could be broadly categorized and that she was typing the same responses over and over. By using canned responses, it has led to less time being spent on email for her.
“I want to make others aware of how this tool can be used effectively to manage response to student emails,” said Carpenter. “I'm also going to present the use of Google Forms as a way to collect information from students without adding more email to your inbox.”
Sarah Lilly, senior in Information Systems and SGA Senate Speaker, is excited to attend TechFest and will be hosting a session on Google Calendar. Lilly wants participants get a firm grasp on the tool, and be able to check in with them a few weeks after TechFest and schedule a meeting with them through Google Calendar.
“... I want more people to lean into and work smarter, not harder.”
As a full time student, full time worker, and involvement in student government, Lilly relies on Google Calendar to keep herself organized. “It's the only way I am able to keep my head straight and I want more people to lean into the tool and work smarter, not harder!” said Lilly.
Coming to TechFest 2017 are new vendors. You can expect to see representatives from Microsoft, IEEE, Lenovo, and even some student organizations like the Game Developers’ Club. In addition, a new mobile app that will allow participants to create their own schedule, learn who else is attending, and connect with presenters of sessions. More information about the mobile app will be released closer to TechFest.
Giveaways are returning to this year’s TechFest. To enter to win a giveaway, participants must complete feedback forms at the end of their sessions to get a raffle ticket. Participants can then use their raffle tickets to enter to win whichever prize they want.
]]>
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Thu, 13 Aug 2020 03:44:01 -0400
Migration of two database servers on 3/12/2017 at 7am
On 3/12/2017, starting at 7am and expected to be completed before 9am, DoIT will be migrating the data and service from web-db1.core.umbc.edu and deptdb.core.umbc.edu to virthostdb1-v1.core.umbc.edu. This migration is being done to upgrade existing software and allow for stable and maintainable databases moving forward.
Existing, in-use databases and their configurations will be migrated to this new database server. DNS changes will be made so that the existing DNS names will respond on this new server, so no work is expected of the users of these databases at this time.
If you use either of these two database servers and have questions or concerns, please contact the TSC at x5383 and reference this notice. Thank you for your understanding.
]]>
On 3/12/2017, starting at 7am and expected to be completed before 9am, DoIT will be migrating the data and service from web-db1.core.umbc.edu and deptdb.core.umbc.edu to...
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Sign On The eContract Line: A New Way for Contract Renewals
Payroll & DoIT collaborate to digitize a paper process
In late January 2016, Lisa Drouillard, Director of Payroll, and Lance Rand, Manager and Software Developer for DoIT’s Business Service Group, began meeting to streamline and digitize the contract renewal process. The renewal process is an important aspect for graduate assistants, part-time faculty, and contingent employees which previously involved multiple steps and forms to be completed by hand. Drouillard and Rand worked in unison to create and roll out eContract, a digital version of the renewal process, without a hitch.
Before eContract, service center employees would have to print, complete, and verify various forms by hand, then deliver them to the payroll office manually. After that, the payroll office would print the documentation, review it for incorrect information, and finally pass this along to be logged in the database.
The new system allows for many of these steps to be eliminated, freeing up much needed time and energy for both employees of payroll and campus service centers. Now, the entire process can be conducted digitally by receiving digital authorization from an approver or approvers, and then entering the information directly into the system.
Note: Screenshot shows a fictional employee and the interface for eContract.
Once employee information is entered into eContract, the system then checks the information for errors, eliminating any review work which was conducted prior by payroll. The new system has also improved turnaround time to about one day giving employees a longer window of time to complete their forms.
“By choosing the short, deep-dive, we constrained ourselves”
Drouillard and Rand not only helped streamline the contract renewal process, but also their meetings as well. Instead of having shorter meetings every week, their meetings consisted of three to four hour sessions.
As a result, Drouillard and Rand were able to quickly define the scope and requirements of the project, allowing them to have large blocks of time to sit and discuss their plans in depth.
“We were developing a new solution and as such, it could have 'wandered'. By choosing the short, deep-dive, we constrained ourselves.” said Rand.
“He’s technical; I’m functional, and we brought these two worlds together”
The result of the project spoke for itself, as it quickly reached completion in May of that same year. Drouillard provided her functional skill-set in order to outline all of the business processes and requirements for the system, and Rand then used his technical expertise to translate the requirements into specifications that an outside developer could use to begin crafting the system. “[I was the bridge] between Lisa’s functional expertise and the developers technical skill and experience,” Rand said.
“He’s technical; I’m functional; and we brought these two worlds together,” said Drouillard. This key partnership between the two helped keep the project together.
“...these transactions are usually being processed in high volume cycles, so this has eliminated some of that”
The new eContract system has key benefits to campus transactions from both the perspectives of the payroll office and the service centers. “The biggest savings that we have seen in the back office is that these transactions are usually being processed in high volume cycles, so this has eliminated some of that,” said Drouillard.
Before implementing the new system, the payroll office received an overload of volume right after the end of winter break, however the new system now alleviates that by providing a larger window which service center employees can use to submit these forms. Another benefit of digitizing the process is that the status of contracts in the queue is now visible for anyone in the process to view.
“...I think it made a big impact with them and we wanted to let them know that their voices were heard”
Feedback has been extremely positive and there have been very few issues thus far. With eContract being rolled out, Drouillard and Rand have improved efficiencies for numerous staff members, both in Payroll and in Shared Service Centers. “They asked for this and we did it. I think it made a big impact with them and we wanted to let them know that their voices were heard,” said Drouillard.
The following are pictured: Dunia Thornton, Michelle Bobovych, Shirley Chao, Jane Henderson, Samantha Sutton, Pam Raley, Lisa Drouillard, Lance Rand, Dee Young, Kathy Suess, Jacinta Kelly and David Allison.
]]>
In late January 2016, Lisa Drouillard, Director of Payroll, and Lance Rand, Manager and Software Developer for DoIT’s Business Service Group, began meeting to streamline and digitize the contract...
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Wed, 19 Sep 2018 14:16:46 -0400
Information about myUMBC outage on Monday February 20th
This morning around 9:10am we experienced a failure of several disk arrays on our central storage system. The arrays that failed affected several critical systems, including myUMBC and parts of the webmail environment. Service was restored to myUMBC around 10:30. There were some lingering issues affecting certain webmail users that were not resolved until 11:45.
We are working to investigate exactly why this failure resulted in the type of outage it did and how we can prevent this type of outage in the future.
If you have any questions or concerns, please feel free to email me for additional information.
Damian Doyle
Senior Director of Enterprise Infrastructure
DoIT - UMBC
]]>
This morning around 9:10am we experienced a failure of several disk arrays on our central storage system. The arrays that failed affected several critical systems, including myUMBC and parts of...
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Mon, 20 Feb 2017 11:53:33 -0500
“Technology Support Center, This is Saiful Islam Speaking”
Meet one of the many students working at the TSC
Located on the first floor of the Albin O. Kuhn Library & Gallery, The Technology Support Center (TSC) is the first stop in assisting the UMBC community with technology questions and requests. The TSC is made possible thanks to its many student workers, like Saiful Islam, a senior Mechanical Engineering major.
Two years ago, Islam was sent a link to apply to the TSC through UMBCworks. Throughout high school, he had many experiences with technology with the classes he took. He is also tier 1 tech support for his family. “I’m just good with computers,” Islam said. “Any time family had computer issues they came to me.”
“We are always just asking each other and we help each other out.”
Islam also happens to be a Senior Consultant at the TSC. Most of the days at the TSC consist of just answering calls and logging tickets, but additionally he is in charge of training new employees.
While at work, it’s not simply just a solo effort. It’s a team effort between students, “We are always just asking each other and we help each other out” said Islam.
“...the longer you stay on the less these things bother you.”
When he first started out at the TSC, he was nervous. The TSC handles phone calls from inside and outside the UMBC community. Over time, it got better and now it’s second nature to Islam.
“I never had a job where I had to talk to someone on the phone. It’s kinda hard initially, the longer you stay on the less these things bother you.” said Islam.
There are a variety of calls that come into the TSC, which the students are all equipped to handle. New students needing help setting up their accounts, people needing help getting online, or anyone experiencing network issues, the TSC can handle. “There are some calls that are beyond what we do, but most of the calls [we get] is stuff we can do.” said Islam. Things like hardware related issues are just some of the things the TSC can’t do.
When not at work, Islam likes playing video games, playing soccer or just spending a ton of time binging Netflix. In the past two years, one of his favorite things about working at the TSC is the fellow students he has met. “I’ve met a lot of people through the TSC who are co-workers at first but have become good friends [later on].”
SaveSave
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Mon, 13 Feb 2017 10:07:50 -0500
Mon, 13 Feb 2017 10:38:47 -0500
Job Offer Scam
Personal Assistant Job Offer is a Fraudulent Check Scam
We have received complaints about people receiving fraudulent job offer emails from con-artists. In some of the job offers, the con-artist offers to pay $200 weekly for running errands, scheduling events, booking flights, and making purchases. In others, the con-artist asks the victim to wire transfer money to an account. As is usually the case, if something seems too good to be true, it probably is.
These job offers are a scam.
The way that the scam works is as follows:
- The con-artist will contact you via email and ask you if you are interested in participating in a survey or job assignment.
- If you reply that you are interested, the con-artist will mail you a check for an amount of money and ask you to deposit the money in your bank account.
- The con-artist will then either ask you to quickly buy items and have them shipped to an address or ask you to wire transfer money. They will say that you get to keep $200 of the money from the check as your salary.
- Once you ship the items that you purchase or wire the money, the con-artist will have the things you purchased or your money, and you will no longer hear from them.
- A few days later, your bank will tell you that the con-artist's check has bounced and take the money back. You are then left with the loss of the money that you wired out and no way to reach the con-artist.
If you have received one of these messages, do not purchase any items or wire any money to the con-artist. As soon as you ship the items or wire the money to the con-artist, your money is gone. Just stop responding to the con-artist.
If you are a victim and have sent money to the con-artists, please file a criminal complaint with the FBI Internet Crime Complaint Center. They can be reached at the following web address: https://www.ic3.gov/complaint/default.aspx
Mark Cather / UMBC Chief Information Security Officer
]]>
We have received complaints about people receiving fraudulent job offer emails from con-artists. In some of the job offers, the con-artist offers to pay $200 weekly for running errands,...
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Come Fly With Me: Goabroad Makes it Easy to Study Abroad
Study Abroad Office and DoIT Launch New Tool for Students
16 years ago, the
Study Abroad Office (SAO) had a simple software tool called FileMaker Pro to track study abroad requests. However, many of the ‘features’ the tool could not adequately match the needs and demands of UMBC today. Only one person could be logged in at a time, information inputted couldn't be tracked, and data could be easily deleted. On top of all that, SAO had to come in to the office since the software was only available on UMBC machines.
On the student side, they started out with paper forms and later moved to Google forms. Both were ineffective, as manual entry of this data still had to occur, leading to out of date contact information. A student could apply to study in one country but change their mind and SAO would have no idea.
“Everyone just got used to it being limited.”
It wasn't until sometime later where,
Caylie Zidwick, Assistant Director for Study Abroad, had enough. “I started working here, and finally had it,” said Zidwick. “Everyone just got used to it being limited.” She decided to reach out to DoIT, where
Bryan Lee, a Cloud Business Analyst, worked with her to find an improved solution, and that solution was
Goabroad.
Lee and Zidwick worked together to specify the needs and requirements of SAO and set out to integrate PeopleSoft data and Single Sign On (SSO) capabilities, which allows a student to sign in with their myUMBC credentials rather than creating a separate account.
“Not only is this is an important step in securing student’s data, but also it removes the hassle of students needing to create and remember yet another username/password combination,” said Lee.
“We’re going to eliminate approximately 6 weeks of data entry…”
With the integration of PeopleSoft, Zidwick now could have up-to-date information for any students applying to the study abroad program, which was essential to eliminating the laborious, manual data entry they had to previously conduct. “The information we were inputting was already in PeopleSoft,” said Zidwick. “We're going to eliminate approximately 6 weeks of data entry that we previously did with our old system.”
Working with Bryan was a great experience for Zidwick, and not one she was expecting from IT. “Bryan was my hero,” said Zidwick, “We couldn't have done it without him. IT was very helpful as well in making sure all of the elements that needed to be in place by the deadline.” With the collaboration a success, the Goabroad tool was successfully implemented.
Goabroad is robust compared to the old process. Before, SAO had a static website that pointed to four different programs students had to use depending on where and how they wanted to study abroad. Now, everything is easily accessible in one place with multiple search options to help narrow down specific results. You can do an advanced search, a simple search, or even a map search.
Screenshot of the Map Search function. It’s easy for users to click on a region that they want to travel to, and see a list of all available programs for that area.
Other features include the ability to embed Powerpoints, videos and custom questionnaires. If a faculty member wants to know more about a student applying, they can create a custom questionnaire for their respective program. Students can also submit recommendations on Goabroad and even send out recommendation requests to faculty members.
SAO has more control and an easier way to keep track of students and where they are in the application process, in addition to what they need to complete. The system checks for what the student is missing allowing SAO to reach out if needed to give a reminder of what is needed for submission.
Goabroad also integrates several forms that were previously in paper form. Now students can sign all their documents easily and both SAO and students can keep track of them with a checklist of things that need to be completed. Best of all, SAO can log into other devices instead of the old process of coming into the office to check on students.
Screenshot of what a user would find on the profile view. The Goabroad tool can keep track of what you have submitted, and what you need to do next.
“The capabilities are much better than what we had before…”
Thanks to Goabroad and help from DoIT, SAO was able to transform their entire departmental process for addressing study abroad requests. “The capabilities are much better than what we had before,” said Zidwick, “We can focus more on the student, and not the student’s papers.”
Note: The implementation is not always a linear process, so often, it takes some time to fully implement a cloud solution for an office or department.
]]>
16 years ago, the Study Abroad Office (SAO) had a simple software tool called FileMaker Pro to track study abroad requests. However, many of the ‘features’ the tool could not adequately match the...
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Wed, 19 Sep 2018 12:37:19 -0400
Disruptions to Peoplesoft Student Administration System
Earlier today some users on campus experienced slowness or inability to access certain aspects of the Peoplesoft Student Administration System. We have worked to stabilize the system have increased the resources available. We are continuing to monitor all of the servers closely to avoid any future issues.
Please feel free to reach out to me with any questions or concerns, we apologize for any inconvenience this may have caused.
Thank You,
Damian Doyle
Senior Director of Enterprise Infrastructure
DoIT - UMBC
]]>
Earlier today some users on campus experienced slowness or inability to access certain aspects of the Peoplesoft Student Administration System. We have worked to stabilize the system have...
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Mon, 30 Jan 2017 16:17:11 -0500
There's Been a Change in Schedule: A New Tool for Students
How collaboration brought the Schedule Planner to UMBC
It was several years ago that UMBC students decided that the best tool for them to utilize would be a 'schedule builder'. They created a custom program that would look at the list of classes being offered for the semester and block out certain times to help make the perfect schedule.
By word of mouth, the schedule builder spread around the campus but the group of students graduated and did not maintain support for the product.
“We sought a more holistic solution…”
Arnold Foelster, Director for Enterprise Applications, was just one of the several people who helped bring
the new Schedule Planner to life. “UMBC looked at the [previous] product and saw great value, however we also found some shortcomings.” Foelster said, “We sought a more holistic solution that had single sign-on, was mobile friendly, and real-time integration with our student system.”
DoIT had been listening to student feedback carefully, with common complaints that registration isn't the best experience it can be and that it doesn't match the needs of today's student.
Image shows a screenshot of an example schedule generated with the tool. In the top right, you can see a “Send to Shopping Cart” option that automates the process of registering for courses, while making a visually appealing layout.
“I couldn’t really stop and get lunch or a snack.”
In the last spring semester, Matthew Titzer, a sophomore in Information Systems, was enrolled in classes back to back, creating a very stressful schedule for him. “I couldn’t really stop and get lunch or a snack.” said Titzer.
After discovering one of his classes was cancelled, Titzer was able to use the Schedule Planner to easily find a new class. “The Scheduler Planner is extremely helpful,” said Titzer, “it has helped me fit a class into my packed schedule.”
Now, thanks to the planner tool, Titzer has more control over his time and highly recommends it for anyone to use. “Generate schedules for your classes to see if you can find a more stress-free schedule.” said Titzer, “I highly recommend it for anyone to use.”
Image shows Ken Baron, Assistant Vice Provost for Academic Advising and Student Success, next to a UMBC map. Baron was just one of several people that helped bring the Schedule Planner to UMBC.
“Collaborating with DoIT on the Schedule Planner has been, and will continue to be instrumental.”
Ken Baron, Assistant Vice Provost for Academic Advising and Student Success, worked closely with both DoIT and the Registrar’s Office on the tool. Baron said, “Collaborating with DoIT on the Schedule Planner has been, and will continue to be instrumental.”
The Office of Academic and Pre-Professional Advising worked with DoIT to review, test, and evaluate the Schedule Planner so that it suited the needs of students. They also have leveraged UMBC’s Academic Advising Community through demonstrations and feature reviews during Advising Community meetings, specific training sessions and through targeted communications posted on the Advising Community’s myUMBC group.
Image shows UMBC Advising and Orientation day.
“We believe that one of the most dynamic qualities of College Scheduler is its ability to strategically reveal exciting and relevant general education courses.” said Baron. “The College Scheduler has the ability to present a rich array of potential course options that meet the specific needs of students while also highlighting for consideration – a whole host of courses that students may not have considered otherwise.”
Working with DoIT however, was key in delivering a great product. “In particular, DoIT colleagues have taken the time to understand our desire to reduce and eliminate (where possible) the “clerical nature” of certain academic advising tasks.” said Baron.
“Moving away from pen and paper process….is what students and the campus as a whole would like to see.”
The collaborations didn't just stop with Baron though, another key figure was Iman Riddick, Assistant Registrar. Riddick understood the need to enhance the enrollment & registration process for students. She was instrumental in working with a team comprised of Academic Advising and DoIT for the initial setup and soft roll out of the tool during the Summer 2016 orientation.
Image shows student advising underway.
Riddick sees students using this during enrollment periods to find the best possible schedule of classes for each term. “Moving away from the pen and paper process and being able to instantly and easily generate all conflict free schedules possible is what students and the campus as a whole would like to see.” said Riddick.
Riddick also emphasized the role DoIT played with the tool. “DoIT has been very instrumental in the technological set up of our PeopleSoft system and the College Scheduler product.” said Riddick. “The team made sure that all security requirements are met in order to protect the students and UMBC’s systems.
“A step of many in improving the registration process and system…”
Thanks to a strong collaboration from DoIT, Advising, and the Registrar's Office a very useful tool was able to come forth and help enrich student lives. Before, student schedules could be a mess. Now, the new planner tool amends all that, in what Foelster calls a step in the right direction.
“A step of many in improving the registration process and system so that it better meets the needs of not just today’s students, but tomorrow’s students as well.” said Foelster.
Read more about how to use the Schedule Planner here
Like this story? Read more DoIT success stories:
SaveSave
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