July 2006 Monthly Report - Muskegon Community College Report/July Report.pdf · Office of Information Technology July 2006 Monthly Report ... Bogema to discuss progress of Faculty

Muskegon Community College Office of Information Technology

July 2006 Monthly Report

A Partnership in Technology

Office of Information Technology 1


Office of Information Technology Monthly Report for the Month of July 2006 Created by: Kamlesh Sanghvi, CIO

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June 2006 Monthly Report Table of Contents:

1. Executive Summary 2. Management 3. Remote Resources 4. Administrative Computing 5. Web Applications 6. Network Infrastructure and Telecommunication 7. Metrics

OIT Team members: Kamlesh Sanghvi – Chief Information Officer Scott Oneal – Technical Director Patricia Werly – System Analyst Dr. Mark Porcaro – Instructional Specialist Jim Swineheart – User Services Manager Mike Alstrom – Network Administrator John Mihelich – Lab Manager Tom Race – Audio Visual Technician Joan Jolman – Administrative Application Specialist MaryAnn Williams – Helpdesk Specialist Phyllis Robey – Computer Operator


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Executive Summary

User Services completed documentation in preparation for the migrating to Active Directory by creating a spreadsheet of each department and the computers in that department. Extensive progress was made this month on the Lab Imaging project. A base software, configuration, and settings list was created, and the ADS computer naming convention was updated. The Lab Management team has successfully imaged 10 of the 37 areas that will require imaging before the fall semester. An aggressive master lab imaging schedule was created, calling for 5-6 labs to be imaged per week. The helpdesk closed over 50 tickets and provided phone support for over 75 people during the month. The Help Desk has also spent time concentrating on learning and creating Purchase Orders in the new Colleague system. The User Services team responded to an extended power outage which closed the school. The team reacted per the documented emergency action plan. All system were cleanly shutdown by the new APC power backup system and then all systems were quickly brought back online once power was restored.

Network Services has been busy with preparation for migrating staff and faculty to Windows Active Directory. All active Novell users were identified by matching user accounts against payroll records. A script was created that made user accounts in Active Directory for each of these users. The Network Services team responded to an extended power outage which closed the school. The APC power management system cleanly shutdown and brought back on line the data center equipments. The emergency procedures were followed to quickly bring the College back to an operational state. A total of 72 Blackboard classes were created this month and several meeting were held with key faculty members to ensure the transition from summer to fall went smoothly. The process of student account creation and enrollment began with the creation and enrollment of 2049 student Blackboard accounts. The scripts to import students was modified and tested. New version tests for duplicate accounts and appends an incrementing number to each duplicate (2… 3… etc.) The script also outputs data into a text file for later import into the SQL database for password changes. Student accounts were then imported into active directory. The student password change web site, customized, tested, and brought online. With these final steps the student account and email project is ready to go live.

Administrative Application group started a project plan for the implementation of the modules within Colleague. This project plan will provide a timeline for the Colleague project. Data mapping sessions were held for Course Credit with Sections (CCS), Courses (CRS), Course Sections (SEC), Admissions (ADM) and Student Programs (SPG). A conversion module calendar has been established to help ensure the data mapping is done in an orderly manner. The Colleague password policy was brought to the FIT Implementation team as information. The



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hardware and software setup to move from R17 to R18 was completed this month. A copy of the R17 LIVE data was moved to R18 for testing. The dates for applying Colleague patches and sending the Colleague security listing to team leads was placed on the AA team calendar. A project plan was initiated for WebAdvisor. This project plan will provide the steps necessary to start the individual features of WebAdvisor. The Instructional Technology Specialist assisted with discussing Computer Acceptable Use Policy and Electronic Mail Procedure at the Technology Governance Council. This month the Instructional Technology Specialist was also able to train several members of the President's Cabinet and the OIT Staff in the basics of MS Visio. He covered how to create drawings, work with, format and connect shapes. The OIT is on its way with implementing the TTNA for the faculty and a modified version of the instrument (ATNA) for the administrative staff thanks to a meeting with Scott O’Neal, Kamlesh Sanghvi, and Mark Porcaro had with Laura Brewer of SunGard. The meeting helped to pin down what type of information OIT would like to know from our faculty and staff concerning implementing technology in teaching and daily work life

[Table of Content]

Management

• Conducted monthly Interim Technology Council meeting, minutes and Agenda was posted on the website

• Attended Cabinet and Board of Trustees meeting • Conducted training on “Effective meeting management” and “Business

Process Improvement” [Table of Content]

Remote Resources

• Cindy Atwood (Regional Manager) was onsite and met with VP Osborn • Perry Goodwyn was onsite helping with Datatel Implementation • Laura Brewer from strategic services held conference call with OIT staff to

create Teaching Technology Need Assessment (TTNA) survey. [Table of Content]



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Administrative Computing

Completed Projects/Tasks • Train the OIT staff on Colleague purchasing procedure • Create a spreadsheet by security classes of Colleague users • Colleague password policy

Upcoming/Ongoing Projects: • Data conversion prep/mapping • Setup Colleague users accounts on TEST and LIVE • Work with Colleague module teams to setup security classes • Draft a policy/procedure for applying Colleague patches • Draft a policy for Colleague security • Moving from R17 to R18 • Change report printing from the Legacy to save to a PDF file • Create a file of frequently asked Colleague questions • Create a list of items to test for patches

[Table of Content]

Web Applications

Web Applications Significant Activities

• Helped users with their questions on the new website [Table of Content]

Network Infrastructure / Telecommunication

Completed Projects/Tasks • User import script for student account creation. • SFTP solution installed for evaluation and tested • User import script for faculty/staff account creation. • Created 72 new Blackboard classes • Created 2049 student Blackboard accounts • Password Reset web page completed • Student accounts created in Active Directory and Exchange



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Upcoming/Ongoing Projects: • Migrate staff domain system from Novell to Windows Active Directory • Windows Virtual Server for CIS department • FRx software installation • Get new system for library server

[Table of Content]

User Services

Completed Projects/Tasks • Assisted Student Services with development of recruitment CD • Lab imaging schedule completed based on extensive research and

correspondence with faculty regarding current term’s room usage. • Base image software/configuration/settings list created • Completed imaging of 10 lab and classroom areas • Completed physical computer inventory

Upcoming/Ongoing Projects: • Launched Student Technician training refinement initiative

o Receive personnel recommendations from Work Study coordinator o Schedule interviews

• Student Technician Development (Ongoing activity) • Life Cycle Planning (Ongoing activity) • Helpdesk How-to manual to aid in closing tickets during initial call. • Software metering system • Lab imaging

[Table of Content]

Instructional Specialist

Completed Project/Task • Attended Technology Governance Council and concluded discussion of

Computer Acceptable Use Policy and led discussion of Electronic Mail Procedure

• Met with Teresa Sturrus, Lynne Wood, Sue Meeuwenberg, and Don Bogema to discuss progress of Faculty Seminar Days, the CTL and questions about BlackBoard.

• Met with Scott O’Neal, Kamlesh Sanghvi and Laura Brewer of SunGard to determine details for TTNA and ATNA

• Researched conference/training opportunities. • Finished Microsoft Press Visio training book – preparing for training sessions



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• Prepared training materials and trained members of President's Cabinet and OIT Staff on Microsoft Visio

Upcoming/Ongoing projects • Serving as Project Manager for CTL, Multimedia Lab and LakeFX radio

move. Scheduled to complete August 17, 2006 • Continuing Testing of Project Server—testing Enterprise features, logins via

Windows or local Project Server • Mapping out training schedule for CTL for the rest of the Summer and Fall

semesters • Helping Tom and Scott with Student email and login Camtasia videos

Metrics

May June July HDO Cases New Closed New Closed New Closed New Closed End Total 385 381 385 381 385 381 290 283 26 Customer Satisfaction Survey Month

Surveys Sent Responses

Response Rate

Response Timeliness

Skill set

Resolution Timeliness

Communication

Overall Satisfaction

May 345 81 23% 8.37 8.47 8.45 8.51 8.44 June 210 25 12% 8.20 8.40 8.33 8.08 7.88 July 276 65 24% 7.77 8.13 7.83 7.88 7.97 Response Legend 7.00-9.00 Excellent

5.00-6.99 Good

3.00-4.99 Fair 1.00-2.99 Poor

May June July Case Status New Close New Close Open Close Administrative Computing

39 49 39 49 72 77

Helpdesk 89 55 89 55 60 45 Instructional Technology

0 0 0 0 4 1

Media Services 9 10 9 10 5 5 Telecom 25 26 25 26 23 23 User Services 156 175 156 175 83 89 Network Serv. 59 62 59 62 41 39 Management 1 1 May June July Cases Backlog 22 19 26

[Table of Content]


Total requests completed for Month of June - 170 May June July 390 170 309

Bandwidth Utilization

Total Available Bandwidth 9.0MB o Average Inbound Bandwidth Utilization 4.1MB o Average Outbound Bandwidth Utilization 3.8MB o Average Total Bandwidth Utilization 7.9MB

Bandwidth Efficiency (ideal = 100%) o Inbound Network Efficiency 98% o Outbound Network Efficiency 97%

Average Rate

[Table of Content] Peak Rate


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Top 10 Bandwith Utilization Class for month of July 2006 Inbound


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Outbound

Wireless Access May June July

#of Wireless access Hosts 108 82 308


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Spam/Content Filtering


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Allowed

Allowed: Tagged

Quarantined

Blocked: Virus

Blocked: Spam

Blocked: Bad Recipient

Blocked: Rate Control

Top Viruses Report From: 07/01/2006 to: 07/31/2006

# Top Viruses Count

1 HTML.Phishing.Bank-362 1550

2 HTML.Phishing.Auction-28 316

3 HTML.Phishing.Card-22 205

4 HTML.Phishing.Card-25 182

5 HTML.Phishing.Pay-110 153

6 Worm.Bagle.pwd-eml 116

7 HTML.Phishing.Auction-100 90




Microsoft Server Uptime Name Uptime % Error % Last

ASP – Web training 96.71 3.29 Good CW – Cisco Works 97.89 2.11 Good E-Web – Movaris 98.05 1.95 Good ESQL – Database for Movaris 98.05 1.95 Good EZProxy – Proxy server for proxy (not in 98.02 1.98 Good



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production) Ghost – Lab images 98.02 1.98 Good MCC-EMS – Room scheduling server 98.02 1.98 Good MCCDC01 – Domain Controller 99.89 0.11 Good MCC Web Sup – HVAC 97.91 2.09 Good MCCDC02 – File Server 99.89 0.11 Good MCCMAIL – Exchange email server 99.89 0.11 Good Payroll - ADP 98.02 1.98 Good Site Builder – New web server 99.89 0.11 Good

Unix Server Uptime Name Uptime % Error % Last

Apollo – Web server 99.89 0.11 Good Student – Student web page 97.22 2.78 Good Library – Library server 99.89 0.11 Good Production - TIP 99.89 0.11 Good StuServ – Online Registration 91.96 8.04 Good MCCDataProd – Datatel Prod 99.75 0.25 Good MCCDataDev – Datatel Dev 98.12 0.88 Good

Novell Server Uptime Name Uptime % Error % Last

Campus – file storage 98.14 1.86 Good Campus-2 – domain controller 98.14 1.86 Good GRPWise – Email 97.95 2.05 Good WebACC – Web Interface for email 98.13 1.86 Good * Servers were rebooted for regular maintenance Respectfully Submitted by:

Kamlesh Sanghvi Chief Information Officer Sungard Higher Education Managed Services Muskegon Community College

Documents

July 2006 Monthly Report - Muskegon Community College Report/July Report.pdf · Office of Information Technology July 2006 Monthly Report ... Bogema to discuss progress of Faculty