CONTENTS

We’re back! Following last year’s restructure and further changes to Enterprise Architecture earlier in 2015, we’ve decided it’s timely to reintroduce the DIT newsletter. The newsletter will deliver news about what’s been happening inside DIT each quarter kicking off with information on the Student Portal and Interact2, trialling a new Agile project methodology and the new CSU video conferencing (VC) solution being introduced later in 2015.

Also included are profiles on the IT Service Desk and Personal Computing teams, as well as news of our brand new DIT home in Wagga and much more!

In addition, I wanted to draw attention to the work DIT staff have been putting in on current Initiatives and Strategy Implementation Plan (ISIP) and ICT Significant Works Register (ICT:SWR) projects. Almost 20 ISIP and over 25 ICT:SWR projects are forecast to be completed in 2015 which is a great result.

While some of our ICT:SWR projects are not always highly visible to staff and students, they are essential in the refresh of CSU’s core IT backbone. Upcoming projects include:

• replacing ageing fibre that connects every building across each campus in 2015,

• beginning the migration of our two data centres to state-of-the art external facilities in 2016, and

• finalising planning on the wired and wireless networks refresh to commence in 2016.

Lastly, on a personal note, I’d like to thank DIT staff and staff from across CSU for their warm welcome and collegiate approach over the last six months.

I look forward to keeping you updated on DIT news and welcome you to send your thoughts and feedback about the new DIT newsletter to ditnewsletter@csu.edu.au Tim Mannes, Executive Director

Welcome to the new DIT newsletter

No. 1, Spring 2015

Video Conferencing at CSU • Piloting the new Project Methdology

1DIT Newsletter, Spring 2015

DIT staff hard at work!

• Welcome ....................................1• What’s Been

Happening in DIT ....................2• Launching the

Student Portal ..........................2• Interact2 .....................................3• Movin’ On Up! ...........................3• ISIP Update ................................4• Video Conferencing

at CSU ..........................................5• Device Choices at CSU .........5• DIT Hot Tips ..............................6• Spotlight on DIT ......................7• IT Sustainability .......................8• Events and Key Dates ............8

Division of Information Technology Newsletter

2 DIT Newsletter, Sping 2015

With our wide student demographic at CSU, we know that students most are often time poor, geographically distributed and have widely varying levels of familiarity with and access to digital technology.

Enter the Student Portal… a vibrant and personalised web experience bringing together a range of technology supporting learning, teaching and collaboration funded by the Student Services and Amenities Fee (SSAF) introduced on 1 July 2015.

The vision for the Student Portal was to deliver a simple yet compelling digital space that helps students deal with the wave of information they experience being a CSU student in the 21st century. A space that feels to have been personally built for them and highlights important information as well as making this information manageable.

The Student Portal allows students to:• arrange widgets to suit their

needs,• edit quick links in widgets to

reflect the information that is most important to them,

• edit ‘My Favourite Links’ to reflect their favourite Student Portal links, and

• create a CSUSocial profile, or change their profile picture

A high volume of student and staff feedback has been received since the Student Portal went live in July with the majority of responses positive as highlighted by one student below:

“Having been a student since 2004 I can say that the new student portal is THE BEST, particularly in comparison to the old my.csu (which was pretty great back in the day, to be fair). There has clearly been a lot of thought and effort put into this, and there are far too many positives to list here. I must admit I was sceptical when I heard the student portal was being updated, but this has really surpassed my expectations and made me rethink how I approach the news of impending change. It’s not just a new student portal, it’s a moral lesson, too! Congratulations on a job well done :)”

Further work on the Student Portal has been authorised by the Dean of Students and the ISIP Governance Committee to be implemented between now and the end of the year. Students can expect more customisation, more personalisation and some very special inclusions to help make their success at CSU even more achievable.

For more information on the Student Portal, please see http://student.csu.edu.au/home/about

DIT has been a hive of activity over the past few months with many of our staff undertaking some form of professional development, changes to our structure (spreading the Enterprise Architecture team amongst other DIT functions) and work being undertaken to update our project methodology.

As mentioned, we’ve engaged an external organisation (Meta PM) to help us work through improvements to identify a more flexible project delivery method. A total of 17 staff across the University attended training on the Scaled Agile Framework (SAFe) in September and we are currently piloting the approach through the Academic Workload Management project (see page 4 for more information). We’ve also had some new faces join the team and others move into new roles within the division. Welcome and congratulations to these staff! Lastly, a special congratulations goes out to Sam Barnes who received the DIT Individual Award for Performance Excellence at the Vice-Chancellor’s Awards for Excellence back in August (see photo above).

What’s Been Happening in

DIT?

3DIT Newsletter, Spring 2015

Movin’ On Up!Taking guidance from the CSU Educational Technology Framework (2010) and CSU Educational Technology Plan (2011), the Interact2 project aimed to deliver a high quality online academic environment with increased flexibility and functionality for learning and teaching at CSU. A phased release approach was undertaken with the full release of Interact2 occurring in early 2015. Interact2 (hosted on the Blackboard Learning Management System) offers a contemporary and user friendly experience for both students and staff supported by a consistent look and feel. It also offers students a personalised experience using a learning-centred educational model.

In moving from Interact to Interact2, a mobile interface has been introduced as well as:

• more detailed learning analytics,• a powerful editor that enables

the creation of rich learning material (consistent throughout the environment and supports multimedia and mathematical notation),

• expanded range of assessment tools that integrate with the Grade Centre (saving the re-entering of marks),

• greater capacity to integrate third party products (enabling increased flexibility and functionality for staff and students), and

• adaptive release of content and activities

Interact2 is critical in CSU’s quest to become the leader in online learning in Australia and has been met favourably with approx. 70% of staff and students satisfied with current functionality (results gathered from a survey conducted earlier this year among 850 students and 150 teaching staff).

DIT is currently getting ready to move into the newly refurbished office space in Building 15 (Jack Cross Centre) on the Wagga campus at the end of October. As much as we love to pack up our offices (insert eye roll here), the move marks a special milestone for DIT as this will be the first time Wagga staff have all been co-located in one building.

The new space has been specially designed for DIT, thinking about current and future needs including:

• placing the IT Service Desk next to front entrance for walk in support,

• incorporating a specifically designed space for Computer Shop requirements,

• having a dedicated computer run up bench and space for our Personal Computing team, and

• also having a lab/run up space for the Communications Technology team to allow for their equipment

The refurbishment has provided us the opportunity to reshape

aspects of our working environment focusing on open and shared collaboration spaces with a variety of meeting and conference rooms, private and general office spaces as well as breakout spaces. There is also a new underfloor space at the southern end of the building fitted out as an ‘end of trip’ bike storage and change room facility for general CSU student and staff use.

Having the Wagga team together in this new dedicated location will help strengthen links between groups within DIT and make it easier for us to build stronger relationships outside the division.

A big thank you goes out to the Division of Facilities Management along with Thinc project managers and Zauner Constructions for delivering a fantastic new facility for us.

For any questions about the move, please contact Phil Roy (Director, Applications and Integration) at proy@csu.edu.au or on 34311.

Interact2

Office and outdoor spaces at the newly refurbished Jack Cross Centre on the Wagga campus

Initiatives and Strategy Implementation Plan Update

4 DIT Newsletter, Spring 2015

The ISIP is a portfolio of ICT-related projects delivering against outcomes defined in the University Strategy Sub-Plans 2015-16.

Initiatives are proposed and developed by CSU staff with the majority delivering improved processes, systems or services.

A full list of ISIP projects and initiatives can be found at http://www.csu.edu.au/division/dit/initiatives/current-plan-and-schedule-isip

The ISIP Governance Committee meets two times a year to discuss proposed initiatives and met in July to review the initiatives submitted earlier in 2015. In total, eight initiatives were received and three were approved to commence. The successful initiatives include:

• Delivery of a Topic Management and Adaptive Learning Solution - supporting the delivery of the University’s new Engineering Course,

• Study Paths - enabling the handling of many concurrent course enrolments for a student within a session, and

• Human Resource Information System (HRIS) - defining CSU’s HRIS requirements to investigate options available in the marketplace

The call for new submissions for 2016 is now open with Round 1 closing on Monday 26th October. Funding in excess of $3.2m is available to deliver ICT-related strategic projects in 2016.

DIT can provide assistance in the preparation of suitable initiative submissions. Full details including how to submit an initiative can be found at http://www.csu.edu.au/division/dit/initiatives

Piloting the new project methodology

DIT has recently begun piloting a new project delivery methodology based on the Scaled Agile Framework (SAFe) in an effort to improve quality and reduce project delivery time.

An external consultancy specialising in Portfolio and Project Management (Meta PM) was engaged by DIT

to undertake a review of current practice and recommend a methodology that would be flexible enough to accommodate different project types and incorporate Agile delivery methods.

As part of their assessment, Meta PM interviewed a wide range of stakeholders including current and past Project Sponsors and project delivery staff both internal and external to DIT.

The current project delivery approach taken at CSU is to deliver a solution in one ‘big bang’ at the end of a project with business involvement described as top-n-tail (involved at the early stages defining requirements and then at the end once the solution is ready for testing).

Taking a new approach, SAFe leverages best practice Agile methods including Lean, Scrum and Kanban with the business (customer) playing a central and pivotal role in projects. A fundamental outcome of SAFe is the need for continuous, incremental delivery of functionality (and benefit) to the business regularly in time-boxed increments necessitating on-going collaboration and involvement with the business throughout the life of the project.

Continuous collaboration between the business and the analysis and design/development (project) team helps ensure that functionality is not only implemented quickly and often but is of high quality. SAFe provides a mechanism for prioritising functionality based on a number of factors including business value, cost of delay, opportunity value, risk reduction and extent of effort.

To help ensure that SAFe is the right choice for CSU, DIT has commenced piloting the methodology on the Academic Workload Management project funded by ISIP and sponsored by Jennie Anderson (Director, HR Partnerships). The success criteria can be crystallised into one key phrase: Rapid Value Delivery.

Further information regarding SAFe, any of the ISIP projects or project delivery at CSU, please contact John Smith (Manager, Technology Projects) on jfsmith@csu.edu.au or 19783.

5DIT Newsletter, Spring 2015

Desktop and Mobile Device Choices at CSU

Video Conferencing at CSUCSU relies extensively on VC for collaboration across the University, not only for administrative support but also teaching and learning.

Our current system supports 133 VC rooms with facilities available across every campus. DIT is currently upgrading the technology used to support and manage the system and will introduce an ‘any device, anywhere, anytime’ VC solution later this year.

You will notice significant changes in VC functionality, capacity and accessibility when the new technology is released. The new ‘any device, anywhere, anytime’ solution will enable access to current room-based VC systems and introduce new virtual meeting rooms (VMRs).

One of the most significant benefits of this upgrade is the huge improvement in VC capacity. Up to 25,000 VMRs will be introduced and allow large numbers to join a VMR at any one time. Imagine what this might allow us to do in delivering MOOCs and promoting CSU as the first choice in Distance Education?

Additionally, access to room-based VCs will no longer be restricted to only those on the CSU internal network. For the first time, no matter where you are in the world and as long as you have an Internet connection, you will be able to connect to a VC held on-campus.

Enabling easy access for external ‘guest’ participants will also become a reality with accessibility improved in the upgrade. You will soon be able to connect to a VC via a standard web browser, without the need to install specific software. The upgrade will also support the use of Skype for Business which is being introduced at CSU later this year.

Other new features include the ability to initiate VCs on demand and invite participants via email or Skype to join your VMR.

Stay tuned for more details on the exciting changes coming to VCs soon!

For further information on the new VC upgrade, please contact Patricia Bell (Associate Project Manager) at patbell@csu.edu.au or on 84091.

DIT offers a wide range of desktop and mobile devices, software and other IT items through the CSU Computer Shop. We also offer device support and can provide consultation on the best device, software or other IT items to suit your needs.

In catering for CSU, we are committed to improving the overall choice of staff desktop and mobile devices offered with more devices becoming available in the near future to suit you and your needs.

This means you will be able to choose the device you need to match your role and requirements, including mobile devices and desktop computers that can take up less room on your desk.

More choice and flexibility around the devices we use at CSU may also mean one device might meet all your needs and could potentially result in cost savings when replacing old technology.

We know that more choice is always exciting so we’ll keep you posted with further information about new desktop and mobile device choices soon!

6 DIT Newsletter, Spring 2015

DIT Hot TipsCommon IT Queries

Although the IT Service Desk experiences a higher volume of calls and online self-service from staff about certain services at certain times of the year, there are some queries that remain common right throughout the year.

These common staff IT queries include:

• Collaboration and Communications: Email, P and S Drive usage, VCs and Communications Directory http://www.csu.edu.au/division/dit/services/service-catalogue/for-staff/collab-communications

• Teaching Space/Audio Visual Technology: CSU Replay http://www.csu.edu.au/division/dit/services/service-catalogue/for-staff/teaching-tech-support

• Account/Login Management: Password Management http://www.csu.edu.au/division/dit/services/service-catalogue/for-staff/access-and-logins

For IT assistance and support, get in touch with the IT Service Desk http://www.csu.edu.au/division/dit/services

DIT provides Microsoft (MS) Office 2013 on all new staff computers provided by the Computer Shop and is available to install directly from the Install Software Icon on your desktop.

MS Office 2013 provides enhanced features and a new modern look and feel interface.

To upgrade your CSU staff computer to MS Office 2013:

• On your Desktop, double-click the Install Software Icon

• Double-click on MS Office 2013• The Required Software popup will appear, click Run

Now (Note - close all Office applications to run the installation. You will be unable to use your keyboard/mouse while the software installs)

DIT aim to have all staff using MS Office 2013 later this year. If you would like to try MS Office 2013 prior to installing on your computer, it is available for use on all computing lab, learning commons, teaching and VC room computers.

There has been a steady increase in the number of phishing and scam emails circulating CSU.

Scammers are trying to steal CSU usernames and passwords (in addition to other online account details) by sending emails to staff. Emails appear to come from CSU or another legitimate organisation but are an attempt to trick you into providing account details.

They often threaten that something will happen (e.g. losing access to your account or mailbox if you don’t take action quickly and directing you to reply or click a link taking you to a webpage which asks you to login). The web pages are created to look exactly the same as the legitimate website and you may be asked to enter information (e.g. your bank account number or online banking client ID and password).

See http://www.csu.edu.au/division/dit/services/service-catalogue/email/phishing for further information including examples of what these emails look like and what to do if you’ve provided account details. Remember NEVER reply to a suspicious email and give your username and password.

Did you know?

Almost 99% of the components that go in to making a computer can be recycled. The metal is 100% recyclable, glass is 99% recyclable and plastic (apart from very small particles) is also 100% recyclable. To help make the disposal of e-waste (electronic waste, including computers and mobile devices) as easy as possible at CSU, you can choose to re-image or cascade (transfer) your old computer to another staff member in your business unit OR get the Computer Shop to dispose of it for you as e-waste.

The Computer Shop ensures that all old computers and other e-waste items are disposed of in an environmentally repsonsible way, including the removal of all data and CSU owned software. To get more information on e-waste at CSU, see http://www.csu.edu.au/__data/assets/pdf_file/0011/1285175/E-Waste-New-Factsheet-WEB-150217.pdf

DIT Newsletter, Spring 2015 7

The IT Service Desk are the first point of contact for IT services for CSU staff (second point of contact for students). Our operating hours are Monday to Friday - 8am to 6pm. We also offer extended hours during session (Monday to Thursday - 6pm to 9pm).

Through phone (internally 84357, externally 1300 653 088), self-service and web forms; we receive incidents and requests where we provide initial analysis and troubleshooting with the aim of resolving immediately when possible. If we are unable to resolve an incident or request, we escalate to the appropriate support group.

An average week on the IT Service Desk will see over 630 interactions from a large catalogue of IT services resulting in a heavy reliance on our knowledgebase.

The IT Service Desk also maintains and provides high priority support to teaching and learning spaces with the aim of reducing lost teaching time and enhancing the student experience.

Overseen by Vicki Brown (Manager, Client Services), the IT Service Desk team consists of:

• Matthew Barlow (Team Leader) - Wagga• Eric Donald-Kerr - Port Macquarie• Daniel Turner - Orange• Hayley Gollasch - Wagga• Alen Basic - Wagga• Teresa Rae - Bathurst• Makaelia Hoyle - Bathurst• Scott Leggett - Albury/Wodonga• Teneil McKenzie - Dubbo• Aaron Kirton (Student Casual) - Bathurst

The Personal Computing team offers personal computing and lecture capture support to CSU and in conjunction with the IT Service Desk makes up the Client Services area within DIT. Under the management of Vicki Brown (Manager, Client Services), the team consists of:

• Julianne Harper (Team Leader) - Wagga• Jeremy Godbier - Wagga• Ashley Tucker - Wagga• Nick May - Wagga• Ken Coleman - Albury• John Connoley - Bathurst• Simon Affleck - Bathurst• Chris Krause-Heuer - Bathurst• Greg Robinson - Bathurst• Glenn Martin - Orange• Joshua Koen - Goulburn

The team are responsible for leading the development and management of CSU standard operating environments for MS Windows and Apple based devices. The lecture capture support area is also responsible for managing the University’s lecture capture service (CSU Replay).

Many regular maintenance tasks are undertaken on a weekly and monthly basis to ensure the currency of software versions, security updates and virus protection as well as monitoring services and mitigating security risks to ensure services are managed appropriately.

The Personal Computing team also delivers operational IT support for escalated incidents and requests from the IT Service Desk, as well as providing support to Student Central (where needed).

We are focused on reviewing and continually improving services and processes while bringing CSU devices and software up to the latest technology, as well as offering more choice in devices.

Our vision for the future of Personal Computing at CSU is to provide sustainable, consistent support and technical solutions that meet your needs in a changing environment.

(L to R) Eric Donald-Kerr, Makaelia Hoyle and Teresa Rae receiving a Divisional Award in 2014

8 DIT Newsletter, Spring 2015

Events and Key Dates

October

Thanks for reading the new DIT Newsletter.

If you have any feedback

you’d like to share about the newsletter, we’d love to hear

it at ditnewsletter@csu.edu.au

Stay tuned for the next edition in 2016.

November

December

DIT was awarded a CSU Sustainability Grant in 2014 to implement power saving solutions/technologies in 5 administrative VC rooms across CSU. The intent of the grant was to reduce the overall power consumption in these spaces and develop a standard for increased power efficiency across all VC spaces.

By implementing power distribution units (PDUs) with room management solutions, DIT are able to extract data from the units to provide automated control over powering devices and measure individual and combined power consumption per unit. The first installation of the power saving technology occured in September at the Canberra campus with 4 other spaces across the Bathurst, Orange, Albury and Wagga campuses to follow later this year. Congratulations to the team involved in this great initiative:

• Brian Roberson (Director, Infrastructure and Client Services, Bathurst)

• Rob Paton (Manager, Communications Technology, Wagga)

• David Stormonth (Tecnical Officer Audio Visual, Wagga)

• Travis Terry (Technical Officer Video Systems, Wagga)

26 October Closing date for Round 1 2016 ISIP submissions

30 October Session 2 exams endSession 2 ends

13 November Closing date for 2016 SSAF Initiative proposals

16 November Session 3 commences

23 November ISIP Governance Committee meeting

14 December Graduation ceremonies commence

18 December Graduation ceremonies end

24 December 2015/2016 Christmas/New Year close-down commences