LIS Update: March 2014
Here is the LIS Update for March 2014. As has become our custom, we write this update three times a year to provide ourselves and rest of the community with a review of recent accomplishments, and more importantly, a roadmap for what to expect in the next three to six months. In addition, we make a nod to what we see as future issues and challenges further down the road.
Highlights since the last LIS Update include:
- We continued to co-sponsor with CTLR the Academic Roundtable to encourage cross-campus conversation on important topics having to do with pedagogy, scholarly inquiry, and student learning.
- We also continued our planning for the digital liberal arts initiative.
- We continued to build out new library subject guides
- In Special Collections, we supported students and faculty during Winter Term including A People’s History of Middlebury and Field House Museum, Adventure Writing, Space and Place in the Graphic Novel, and Matt Longman’s seminar on higher education.
- We started to archive Ward Prize-winning student essay in our online archive
- We made more progress in building out our new videoconferencing infrastructure and upgraded a number of classroom.
- We continued to encourage our community to use Web Help Desk to request service from us.
- We created a new guide to training options that include both on-line, off-site, and on campus options.
Key goals for the next three to six months include:
- As part of the broader faculty governance conversations taking place on campus, we in turn are thinking about a wide range of governance questions. How do we ensure appropriate consultation with our students, faculty, and staff to ensure that our planning and prioritization is aligned with the needs of the community that we serve?
- We are hiring! We are currently running searches for a director of academic technology, a senior systems administrator, a head of collections, a media services specialist, and a network security administrator.
- We are discussing the technical and policy implications of converting our google apps from a pilot to a full-supported production system.
- We will also be discussing the process for evaluating new options for our email/calendaring system, and updating our analysis of the privacy and security implications of moving certain services to the cloud.
- We are busy planning for the move of the CSNS and Security work groups to Exchange Street, the move of the Enterprise Applications area to Painter House, and the re-use of space within the Davis Family Library to support the digital liberal arts initiative.
- We are planning an upgrade to the latest version of Microsoft Exchange.
- We’ll be rolling out a Network Access Control system that will allow us to more carefully control which devices can join our network.
- We’ll be reconfiguring the wireless network to make it simpler and more secure. As part of that, we’ll be putting in place a guest registration system to allow for those who only need to use it on a temporary basis.
- We will be working closely with many offices across campus to develop a multi-year plan for Nolij, the document imaging system that allows for offices to automate many of their paper-based processes.
- We’ll be upgrading Drupal, the software that powers our website to the latest version.
- We’re also working with the Office of Communications on rolling out a new design for the homepage and some of the key pages that are linked to from the home page.
- We will have an external security review of our systems as part of a consortial effort to improve our security stance.
- We will continue our efforts to study trends in the ways our public computer labs are used to help us plan for the future of providing computing resources to our students.
- We will start a pilot project where you can check out a bicycle from the circulation desk.
- We’re writing a Request for Proposal as part of our investigation into a new campus phone system.
While we pursue all of this, we will of course keep doing all of our regular stuff: prepping for Language Schools, upgrading classroom and lab technology, adding more wireless access points, updating various systems, teaching information literacy courses, buying and cataloging library materials, and distributing new computers.
One goal that we are very keen to pursue is to invent a fool-proof, indestructible stapler that no one can steal.
If you have questions, comments, or suggestions on any of this, please feel free to contact me (Mike Roy, mdroy@middlebury.edu) or do so on-line at http://sites.middlebury.edu/lis/2014/03/27/march-lis-update/ .
-- mike
Table of Contents
Research and Instructional Services
Interlibrary Loan
Recent Accomplishments
Priorities for the Next 3-6 Months
Longer-range plans
Research and Instruction and Liaison Program (Includes Government Documents)
Recent Accomplishments
Priorities for the Next 3-6 Months
Longer-range plans
Curricular Technology
Recent Accomplishments
Priorities for the Next 3-6 Months
Longer-range plans
Library Systems
Recent accomplishments
Priorities for the Next 3-6 Months
Longer-range plans
Collections, Archives and Digital Scholarship
Recent accomplishments
Priorities for the next 3-6 months
Longer-range plans
Central Systems and Network Services
Recent accomplishments
Current priorities for the next 3-6 months
Longer-range plans
Enterprise Applications
Priorities for the Next 3-6 Months
Longer-range plans
Administrative Systems
Recent Accomplishments
Priorities for the Next 3-6 Months
Longer-range plans
Web Applications
Recent Accomplishments
Priorities for the next 3-6 months
Longer-range plans
Security and Advanced Technology
Advanced Technology
Recent Accomplishments
Priorities for the next 3-6 months
Longer-range plans
Information Security
Recent Accomplishments
Priorities for the next 3-6 months
Longer-range plans
User Services
Media Services
Recent Accomplishments
Priorities for the Next 3-6 Months
Longer-range plans
Helpdesk Call Center and Walk-in
Recent Accomplishments
Priorities for the Next 3-6 Months
Longer-range plans
Helpdesk Service Requests
Recent Accomplishments
Priorities for the Next 3-6 Months
Longer-range plans
Circulation and Reserves
Recent Accomplishments
Priorities for the Next 3-6 Months
Longer-range plans
Telephone and Printing Services
Recent Accomplishments
Priorities for the Next 3-6 Months
Longer-range plans
TEAMS
Security
Recent Accomplishments
Priorities for the Next 3-6 Months
Longer-range plans
Education & Training
Recent Accomplishments
Priorities for the Next 3-6 Months
Longer-range plans
Space
Recent Accomplishments
Priorities for the Next 3-6 Months
Curricular Technology
Recent Accomplishments
Priorities for the Next 3-6 Months
Longer-range plans
LIS Administration
Recent Accomplishments
Priorities for the Next 3-6 Months
Longer-range plans
Research and Instructional Services
Interlibrary Loan
Recent Accomplishments
- Program in place to upload ILL requested items outside of copyright to Internet Archive when scanned to fill ILL requests.
- Met with Collections, Acquisitions, and Special Collection Staff to refine POD policies, circulation policies, and update them on ILL scanning program.
- Migration from OCLC WorldCat Resource Sharing/FirstSearch to OCLC WorldShare ILL
- ILLiad upgrade to 8.4.3.
Priorities for the Next 3-6 Months
- Cleanup of ILLiadData (including tracking/history, users and old ILL requests from the ILLiad database).
- Update ILL web pages for display on mobile devices. (or longer, beginning with research..)
Longer-range plans
- Development of Nexpress consortium and other consortia options, i.e. ConnectNY.
- Millennium’s future at Middlebury.
- ILLiad potential uses as collection development tool, single stream requesting?
- Increases in token programs and e-books and their effect on ILL services.
- Ensuring links to ILLiad from Journal Databases, not just purchase options.
Research and Instruction and Liaison Program (Includes Government Documents)
Recent Accomplishments
- New “Wish I’d Known That!” postcards and Research Desk candy calling cards were distributed throughout the library in the fall. Thanks, Circulation staff!
- Dan provided Web Help Desk training to liaisons. Steve provided training for basic research support to Circulation Desk students. Carrie and Stacy provided LIS training to Peer Writing Tutors.
- All faculty divisional advisory groups met in the fall. Link to notes is in a Private LIS Blog post.
- Students in selected FYSEs completed pre- and post-tests to see if they learned the skills we were trying to teach them in their library workshops. Response rates were low.
- We sent a 2-question survey asking for feedback from all faculty who requested library instruction this fall. Feedback was overall positive.
- All liaisons welcomed j-term faculty via email and in one-on-one meetings.
- Steve worked with Todd to start a usage study of print reference collection.
- Wendy participated in an ACRL discussion on data management at the ALA midwinter conference in Philadelphia. Also, soft launch of Data at Middlebury: http://sites.middlebury.edu/datm (no announcements yet, waiting to get content for testing).
- Joe A and Carrie presented to spring FYSE faculty at their orientation. We covered the Academic Honesty Tutorial, and we described library and tech support options. Hans, Joy, Richard, Stacy and Wendy reached out to spring FYSE faculty to offer library and tech support for their classes.
- Carrie and HelpDesk staff welcomed Febs and families at the LIS table at the Febs Student Services Fair.
- Joe A and Carrie worked with Karen Guttentag and Bob Cluss and others to revise Academic Honesty Tutorial contents and procedures. Approximately 89% of Febs took the tutorial and results were shared with faculty.
- Carrie and Joe A contributed to the work of the CTLR-LIS Task Force for Academic Technologies in the fall, and planning for spring academic roundtables is well underway.
- Joy and Stacy drafted a new research guide for students studying abroad.
- Liaisons reminded their academic departments about the analog sunset.
- Liaison Communication Recommendations were approved by liaisons and shared with relevant LIS staff.
- In his role as Media Curator, Steve has been learning Audacity and working on a small audio cassette transfer project for a faculty member. It has also been determined that from now on liaisons should send all faculty digitization requests to him and he’ll guide them through the appropriate procedures with the Media Lab, Acquisitions, or other LIS staff as needed.
- Curricular Technology Team (R&I members Steve and Stacy): Steve and Stacy helped investigate streaming video solutions (researched platforms, submitted a budget number), and have been shepherding Moodle updates as well as investigating tweaks to Moodle’s structure which will benefit ease of faculty and staff use.
- Education & Training Team (R&I member Brenda Ellis): Brenda has spent time developing the introductory library workshop content and handout, and has given input on revisions to the new employee and student guides, and the off-campus access documentation
- Space Team (R&I member Hans): Hans has been helping with planning for Info Desk renovation and staff moves.
- Hans has been processing the backlog of material to be added to the Rutland Railroad Archives and the Crown Point Road Archives. With help from Stacy, Hans also has been transferring documents from middigital server to other locations.
Priorities for the Next 3-6 Months
- Most research guides have been migrated from SubjectsPlus platform to LibGuides platform. Now for the stragglers.
- The Office of Planning and Assessment will help us analyze the results of the pre- and post-tests for FYSE library workshops, and the results of the fall library instruction feedback survey.
- Liaisons will check in with fall 2013 new faculty.
- Carrie and Stacy will provide LIS training to Peer Writing Tutors.
- Mike Roy will share a proposal for changes to LIS faculty advisory groups with LIS staff, faculty, administrators.
- We have offered our assistance as moderators for the Spring Symposium. There may be additional ways in which we can contribute.
- Collection maintenance (weeding) continues at Armstrong Library.
- Planning for 2014 Language Schools support has begun.
- A survey has been drafted regarding liaison responsibilities and appointments at other schools. Next step is to finalize the survey and send it out.
- Planning for implementation of classroom assessment techniques.
- We’ve revived the video tutorials group. Joy and Stacy will commence with developing tutorials to help students learn research skills.
- Curricular Technology Team (R&I members: Steve and Stacy): Steve and Stacy expect to be moving forward with streaming video solutions pending budget approval and preparing for Language Schools needs.
- Government Documents: Migrating SubjectsPlus content to LibGuides.
Longer-range plans
- We will submit the library web site to usability testing by students in the Graduate School of Library and Information Sciences at Simmons College in Fall 2014.
Curricular Technology
Recent Accomplishments
Discussions and planning with CTLR are still very high in our priorities, this has been a great opportunity to formalize what has always been a good working relationship. Our own assessment of the Digital media Tutor program and the use of the WIlson Media Lab are helping us to plan the future of these services.
- Visited a number of colleges to assess their support for hybrid and online learning, as well as services for multimedia assignments.
- Assisted with the organization and participation in a number of the Academic Roundtable sessions.
- Piloted a different workshop format for faculty, the topic was Podcasting and Audio in Education. Registration, attendance and feedback were mostly positive.
- Negotiated support contract with SANSSpace and Chester Technical Services that includes SLAs
- Gathered data on the Wilson Media Lab use. Peaks and valleys in traffic patterns have been identified, and there is an uptick in faculty use of the services.
- A few classes participated in Google Docs/Drive pilots.
Priorities for the Next 3-6 Months
Symposium planning, lecture capture pilots, and hiring of new Digital Media Tutors for summer projects will be filling our time this spring.
- A call for summer projects has been sent to faculty and we have been receiving project proposals.
- We are discussing and making plans for how we support direct class support during the undergraduate semesters.
- Working with CTLR and Shel to develop an LIS checklist for Symposium support. LIS Leaders, Management and staff are contributing.
- Jeff Byers piloted smartboard lecture recording during j-term, and is now looking at live lecture capture. David Wright from Media Services is leading the videotaping of the class sessions.
- Continue to work with others in LIS and CTLR in the planning and implementation of the Academic Roundtables.
Longer-range plans
We have just started speaking with CTLR about how we can be more involved with the Pedagogy Series, one of our ideas being a Digital Identity/Social Media Bootcamp for faculty that follows the model. We will also build on the data gathered to inform design changes to the Wilson lab in order to better support collaborative group work.
Library Systems
Recent accomplishments
- ILLiad upgrade (server and clients)
- Ariel upgrades investigation (not possible and possibly being phased out by vendor).
- Two CONTENTdm upgrades: 6.5 and 6.6
- LibGuides implementation (ongoing)
- Reworked the Newspapers guide when moving to LibGuides
- Participate in Carrie Macfarlane’s LibGuides Planning Group (LG style & design). Bryan implemented more requested customizations.
- Drupal site integration, including parallel SubjectsPlus and LibGuides during the (now extended) migration period to allow content providers to migrate their content.
- LibraryH3lp widget - Chat Reference (on /lib and below on Drupal site). Worked with Ian McBride and Carrie Macfarlane. (Customizations at request of R+I WG)
- MIIS-Midd Millennium consultations (1st with Ann Flower, Christie Tam, 2nd with Peter Liu)
- Pushing through various lingering Innovative support tickets, including creating new location codes for special collections and following up with the vendor, Innovative Interfaces, to do its part.)
- Updated the support accounts for ERES/Docutek SirsiDynix (Bryan, Arabella, Kellam instead of Mike Lynch and Judy Watts)
- Ilsley library systems liaison should be done now. They completed their exit from our Millennium instance.
- FYSE responsibilities Fall 2013.
Priorities for the Next 3-6 Months
- Finish the “One-deep List”. This is the document that addresses staffing and backup for library systems in light of Arbella Holzapfel’s newly expanded job title as “Electronic Resources Mgr. & Library Systems Specialist” and is important as we approach vacation season.
- Continue to monitor the various integrations with LibGuides and other systems in order to iron out the wrinkles. Then, share work more broadly as appropriate.
- Upgrade to CONTENTdm 6.7
- Shut down sp.middlebury.edu in summer 2014. This is contingent librarians’ getting their content moved to LibGuides (guides.middlebury.edu).
- Collaborate with Adam Franco to get a LibGuides Resource link in Course Hub. (We have had initial discussions already.)
- Several III Millennium change requests that have accumulated since Xmas break. (e.g., material-type icons to reflect our new audio books that are no longer “books on tape” or “books on CD”; or new wording on the bookings screens forms.)
Longer-range plans
- Collaboration and team-building with MIIS.
- I’ll be visiting MIIS library in October adjacent to attending the Internet Librarian conference.
- Peter Liu has been added to our ILS Thinks Tank
- Continue to fill in Mike Lynch's rolls with regard to the platforms on which he was my backup or had we shared responsibility. Share knowledge with Arabella Holzapfel. (See “One-deep List above.) – ongoing
- Library Systems Think Tank.
- ILS out of FY15 budget, so the ILS upgrade slips by one year.
- Docutek dependencies investigation. (Will it support Windows Server 2008? Or is the 2003-only support a precursor to a phase-out announcement for Docutek?)
- Continue to follow Serials Solution’s and III’s new ILSs as possible replacements to our ILS with III Millennium’s sunset a few years away.
- Investigate/implement a detour for EZproxy issues through Web HelpDesk for statistics if it can be done without slowing down turn-around time.
- Get AD group scripts and “translate” them into “human-readable” rules. This will be used to explain to, and share more broadly with, the Liaisons, so that, for example, remote access to subscription e-resources is better understood with regard to exactly who gets access when and who loses access when.
Collections, Archives and Digital Scholarship
Recent accomplishments
Service to the College and Profession
- We attended conferences and pursued professional development opportunities:
- We are actively participating in College activities:
- CTLR Task Force
- Digital Liberal Arts Initiative
- Language Schools Centennial Planning
- Communications Working Group
- Clifford Symposium Steering Committee
- Staff Council:
- Solicited and compiled staff feedback about EthicsPoint; met with President Liebowitz and Patrick Norton to share feedback
- Solicited and compiled staff feedback about office moves; met with President Liebowitz and Vice Presidents
- Arranged and hosted three Learning Lunches and staff arts/craft exhibit
- Attended regular Staff Council meetings and helped address issues that came forward from constituents
Collections
- Ongoing weeding, surveys, and data analysis of collections in Armstrong and Davis Libraries
- Promoted collections through posters and displays
- Implemented new 2014 journal and database subscriptions and arranged trials for databases
- Began collaborative planning with the Addison Independent and Ilsley Public to provide broader access to the Addison Independent online
- Began phased-in implementation of Intota Assessment
- Added close to 2,500 books and more than 400 DVDs to the collection
- Added access to over 162,000 e-book titles and 81,000 e-journal titles, and 1,650 e-government document titles.
- Processed returning Japanese language materials from the Mills College Language School
- Ordered, cataloged, and processed Italian language materials to be sent to Mills College for summer ‘14 language program.
- Acquisition and cataloging of music scores and all other music materials
- Ongoing conversion from VHS to DVD, including replacing, re-cataloging, archival conservation, etc. (DVD copies made, VHS housed in Spec.Coll.)
- Reviewed and reassigned Acquisitions staff responsibilities for better balance between staff
- Inaugural collaborative meetings with ILL
Preservation & Conservation
- Worked with colleagues in Collections and R&I to identify unbound periodicals in the collection to be withdrawn
- Continue Special Collection stacks maintenance: moved fragile books into preservation box storage
- Completed transfer of collections processing duties from Joseph W. to Marlena E. (processing of new items)
- Pamphlet binding of hundreds of music scores
Special Collections & Archives
Priorities for the next 3-6 months
Service to the College and Profession
Collections
- Continue progress on goal to analyze and review journal subscriptions for pilot departments/programs
- Conscientiously reduce the number of incoming print books based on previous data collection and analysis
- Continue implementation of Intota Assessment
- Prepare for, and adjust to ongoing corporate takeover of Ebook Library (EBL) by Proquest
Preservation & Conservation
- Digitize selected 16mm films in the College Archives
- Support research and celebration of the Language Schools Centennial (2015) with digitization, research, planning, exhibitions
- Continue Special Collection stacks maintenance: care and handling of small books (mini collection)
Special Collections & Archives
- Continued use and formal training with ArchivesSpace
Longer-range plans
Collections
- Review of current standing order lists
- First stage weeding of print periodicals/journals
Preservation & Conservation
- Conduct a preservation survey on the incunabula (books printed before the year 1501) in Special Collections
Special Collections & Archives
- Continued progress on ArchivesSpace implementation
- Continue Special Collection stacks maintenance: inventory of the Abernethy Collection
- Outreach to academic departments to promote the use of primary sources in research and teaching
- Collaboration with the Digital Liberal Arts
Central Systems and Network Services
Recent accomplishments
- Resolved performance and functionality problems of Isilon NAS (includes MiddFiles) environment working closely with EMC support.
- Upgraded or provisioned 30 new Wireless Access Points.
- Replaced end-of-life Internet firewalls and traffic shapers.
- Implemented archiving strategy as part of our backup/data protection solution for files not accessed recently.
- Provisioned file archive solution using Amazon Glacier.
- Designed and implemented a comprehensive network refresh at MIIS including a new redundant network core at MIIS and detailed plan to replace aging edge switches.
- Designed and implemented a new network (wired and wireless) solution for the Middlebury D.C. office.
- Redesigned and enhanced high-end video conferencing network segment.
- Voluntary NAC registration solution in production network.
- Designed new wireless network architecture with security and visibility enhancements.
- Provisioned new Middlebury Guest active directory and supporting registration system.
- Finalized proposal for Voter, Library and Carr data center evolution, including requirements and design for new data center at Exchange Street with supporting network connectivity.
- Support for enhanced new student on-boarding process with welcome email notification via Lyris.
- Build out of test Exchange 2013 environment.
- Upgraded the Internet firewalls at MIIS.
- Upgraded DNS/DHCP servers at Midd and MIIS.
- Hired new Wireless Network Administrator
Current priorities for the next 3-6 months
- Roll-out voluntary registration Network Access Control (NAC) for Middlebury campus.
- Partner with User Services -> Service Requests, Call Center regarding design, testing, community communication and rollout implementation.
- Partner with InfoSec regarding design, testing and rollout implementation.
- Complete the transition to Facilities Commander from Diamond II for Card Access.
- Partner with Public Safety regarding design, transition planning, testing, community communication and rollout implementation.
- Partner with Enterprise Applications -> Banner team regarding faculty, staff, student data sync.
- Transition Internet IPS functionally to new Internet firewalls.
- Partner with InfoSec regarding design, testing and rollout implementation.
- Improve process for pushing out updates to juniper switches and investigate automated network/server configuration tools
- Investigate and provision log consolidation tools to facilitate log analysis, problem visibility (monitoring) and troubleshooting.
- Partner with Enterprise Applications -> Web Application Development regarding functionality requirements, tool evaluation, design, testing and rollout implementation.
- Partner with InfoSec regarding functionality requirements, tool evaluation, testing and rollout implementation.
- Implement Data Centers Migration/Renovations
- Partner with Facilities regarding requirements, implementation plan, cost/budgeting, scheduling, external resources (consultants, contractors), equipment transport, equipment assembly, facility infrastructure (power, hvac, etc).
- Partner with User Services -> Service Requests, Call Center regarding testing, community communication and rollout implementation.
- PCI Enclave Implementation
- Partner with InfoSec regarding functionality requirements, tool evaluation, testing and rollout implementation.
- Non-Middlebury/Guest wired (blue) network implementation, DMZ segment off of Internet firewalls.
- Partner with InfoSec regarding functionality requirements, tool evaluation, testing and rollout implementation.
- Roll-out new wifi architecture.
- Partner with User Services -> Service Requests, Call Center regarding testing, community communication and rollout implementation.
- Partner with InfoSec regarding design, testing and rollout implementation.
- Roll-out Juniper Pulse VPN client.
- Partner with User Services -> Service Requests, Call Center regarding testing, community communication and rollout implementation.
- Partner with InfoSec regarding, testing, community communication and rollout implementation.
- Implement backup de-duplication.
- Hire Systems Administrator – replacement position
Longer-range plans
- Annually update comprehensive disaster recovery, risk mitigation plan for our most critical systems.
- Partner with Enterprise Applications and InfoSec regarding plan assessment and critical system identification.
- Annual audit of firewall rules.
- Partner with InfoSec regarding plan assessment.
- Complete Identity Management (IDM) “identity vault” system (phase 1), enhance/replace identity related information flow/integration for College enterprise systems.
- Partner with Enterprise Applications (Banner and Web Application Development Teams) regarding plan assessment, affected applications, implementation, testing, rollout.
- Partner with InfoSec regarding plan assessment, affected applications, implementation, testing, rollout.
- Identify network critical buildings on campus with non-redundant fiber paths and address with alternative paths, automated failover.
- Partner with Emergency Planning teams
Enterprise Applications
Priorities for the Next 3-6 Months
- Ongoing – Nolij project kickoff discussions with Human Resources and Advancement
- Moving Hyperion reports from Banner production to SNAP reporting server
Longer-range plans
- Banner Workflow implementation across multiple departments
- Nolij Workflow implementation across multiple departments
Administrative Systems
Recent Accomplishments
- Assisted with technical aspects of DegreeWorks install and set-up for Registrar’s Office
- Added Monterey employees to FAMIS to facilitate work order tracking
- Made transaction reconciliation easier for financial offices by automating close of cashiering sessions in Banner to match closing time of payment vendors
- Developed multiple job submission processes for Registrar’s Office.
- Evaluation of student judicial systems completed
- Upgraded Banner General to 8.6.1 and Web Tailor to 8.6
- Upgraded Banner HR/ Employee Self-Service to 8.10.1, Position Control to 8.9 and Accounts Receivable to 8.4.5
- Tested and approved Java 7 update 45 for use with Banner INB and Nolij
- Load testing environment in Ellucian Data Center was completed
- Upgraded FormFusion MAPS server to latest version
Priorities for the Next 3-6 Months
- Work with functional areas to confirm testing plans for April Ellucian Data Center move
- Preferred Name project – we have identified requirements and a project team
- J-Term registration load testing
- Banner upgrades to Student Financial Services/Student/Advancement on May 11th
- Banner Purging/Archiving – We are talking to several functional areas about custom and built-in processes for purging and archiving data
- Identity Management – Phase One (Student/faculty/staff/class data and access controls) slated to go live April 30th
- Reworking student onboarding forms and framework
- Discussion and implementation plan to complete CASification of Banner
- Work with Ellucian to install Banner Workflow and identify pilot project
- Complete switchover to Cybersource Secure Acceptance for payments
- Hire a new Senior Programmer Analyst
- Ongoing training to support transition to Banner XE·
- Work with PCI Compliance Team to determine if Banner is in/out of scope
- Audit slated for June/July 2014
- Moving Drupal forms collecting sensitive data into Self-Service Banner
Longer-range plans
- Reporting related to Affordable Care Act
- Moving work requests and issue tracking to Web Helpdesk
- Planning and provisioning resources for Banner XE
- Choosing a pilot project for Banner XE
Web Applications
Recent Accomplishments
- WordPress: Unified the Midd & MIIS code-bases, now
running the exact same code. - Finished initial setup of forms.middlebury.edu and forms.miis.edu.
- IDM phase one to go live by April 30th, phase two specifications being developed.
- Drupal 7 Upgrade completed for these sites, www.davisfellowsforpeace.org, http://www.davisuwcscholars.org and http://museum.middlebury.edu.
- Moodle: Configured the new CAS authentication module, which allows multiple sources for authentication, and alleviates the guest login problems.
- Moodle: Completed AdaptiveQuiz question-analysis feature.
- Led the Spring Semester Google Analytics workshop.
- Created a Drupal Features module for the CCI Alumni Profiles project.
- Assisted MIIS with migration of the Women’s International Perspective site from Moveable Type to WordPress.
Priorities for the next 3-6 months
- IDM continues to be populated with data, test plan is being written, working towards phase one in production by 4/30, writing specifications for phase two.
- Drupal 7 Upgrade of the main and coursehub sites for Midd and MIIS.
- Secure Forms to be created on the new secure forms server.
- Drupal Assessment by an outside vendor.
- Participate with Communications and vendor, OHO, on homepage redesign implementation and the website for Hebrew Language Institute.
- Provide data exports to Athletics and Communications new sports site vendor, Presto Sports.
- Conduct training on how to tag news stories, making them available for news feeds to academic pages, faculty profiles, and others.
- Working with CSNS to configure Logstash to provide a unified view of log data from multiple servers.
Longer-range plans
- Working to forge partnerships with the college offices that utilize web development services.
- Change management process improvements.
- Introduce Project Management for planning and resourcing larger projects.
Security and Advanced Technology
Advanced Technology
Recent Accomplishments
- Participated in emergency response tabletop exercises.
- Documented operating instructions for emergency web alert systems.
- Documented operating instructions for emergency operations center technology.
- Reviewed SLAs and vendor contracts, including; SANSSpace agreement, BreadNet’s hosting arrangements, CA’s new alumni online community vendor, CMRS acquisition, etc.
- Updated Middlebury-owned domains to reflect new DNS servers located at MIIS.
- Identified email archive functionality to improve performance for large mailboxes.
- Identified email encryption functionality to support secure messaging.
Priorities for the next 3-6 months
- Promote increased use of Gartner to inform technology research efforts.
- Implement ALERTUS to enhance emergency notification systems capabilities.
- Apply required firmware update to Middlebury Schools Abroad SatPhone units.
- Transition Middlebury Google Apps application administration to operational staff.
- Transition payment gateway application administration to operational staff.
Longer-range plans
- Evaluate technology services capabilities.
Information Security
Recent Accomplishments
- Participated in the successful closing out of all open observations from the IT portion of 2014 external financial audit.
- Reduced potential PCI-related risk through auditing activities and participation in institution-wide PCI compliance efforts.
- Presented information security roadshow content to 35% of Middlebury and 75% of MIIS.
- Participated in the architectural design of the PCI enclave.
Priorities for the next 3-6 months
- Fill open Network Security Administrator position.
- Conduct external information security program assessment.
- Conduct internal information security risk assessment.
- Participate in IT portion of 2014 external financial audit.
- Extend information security roadshows to as many functional areas as possible.
- Create topic-specific computer based training programs to improve information security awareness in functional areas.
- 2014 MIIS visit to promote information security education offerings.
- Conduct vulnerability assessments and penetration tests of critical technology systems and services and advise the mitigation of discovered and known risks.
- Conduct audits to identify insecure storage of extremely sensitive data.
- Support PCI compliance efforts by advising on requirements for network segmentation, security monitoring, and authentication for PCI enclave.
- Migrate payment systems into the PCI enclave.
- Attain ISA certification for Information Security Administrator position.
Longer-range plans
- Refine policies.
- Evaluate time-based security protection methodology.
- Identify and validate relevant metrics.
- Assess effectiveness of end-client anti-virus protection.
- Continue to identify, assess, and mitigate risk.
User Services
Media Services
Recent Accomplishments
- On-schedule, under budget and with minimal disruptions.
- Worked with Geer communications on the new A/V system at the squash fields.
- The videoconferencing infrastructure (bridge, software) is operational. Bridge calls are taking place successfully, the software is being used off-campus successfully. We are troubleshooting occasional need to redial calls from on-campus.
- Web Help Desk has been “tamed”, more-less, for our needs.
- Support requests are processed in a timely manner.
- Assets are up to date
- Looking at more ways to automate processes!
- Budget prepared for FY15.
- We successfully used the portable smart board in MBH to capture J-term’s organic chemistry lectures. We are doing another lecture capture pilot this semester.
- Hired Lexa deCourval and Megan Burns as temp Media specialists to support MCC events. Welcome!
Priorities for the Next 3-6 Months
- Support Spring events (always record-breaking numbers of events)
- Spring symposium support
- Commencement support
- Work on building a new videoconference room at Middlebury.
- More training on using the videoconferencing infrastructure.
- Assist with media needs relating to Exchange St. move.
- Upgrading media equipment four classrooms in Munroe.
- Upgrade media equipment in 15-30 other spaces(yikes!)
- Sunderland 121 / IL 3 renovation
- Library rooms
- Axinn rooms
- MCA spaces
- Mead
- Upgrades of TVs in lounges.
- Digital signage installs.
- Prepare for summer programs
- LS school changes this year,
- Additional program at Breadloaf,
- School of Environment
- Hire a new Media Services II specialist
Longer-range plans
- Digital cinema projection (if approved).
- Video streaming server (if approved).
- Keep looking at the state of the IPTV market & options.
- Keep upgrading classroom media equipment - need to get HDMI into as many classrooms as possible.
- Assist with phone system upgrade discussion/unified Communications.
- Keep attending a/v technology training options.
- FCC announced they will be selling a new portion of the wireless spectrum. Bottom-line: We’ll need to upgrade dozens of mic systems across campus.
Helpdesk Call Center and Walk-in
Recent Accomplishments
- Cage 2 organization complete. Many computers have been donated to local schools with more to donate.
- A physical inventory has been completed in Cage 2
- Call Center staff members Closed 1440 tickets
- Set up monthly meetings with Curricular Technology with Call Center Staff to get any info needed to resolve issues that can be solved on first contact.
- Attended NERCOMP “Student Empowerment” Very helpful.
- Keeping up with SLA’s
- Implemented WebHelpdesk surveys to assess user satisfaction with our service.
Priorities for the Next 3-6 Months
- Implement a clearer Student contract/evaluation process for consultants. (test pilot for summer employment)
- Continued focus on SLA’s
- Call center meeting/training to be set up with Servers and Networks to better our troubleshooting steps before sending tickets on.
- Summer student hiring.
Longer-range plans
- Continue to seek learning opportunities to increase our knowledge of troubleshooting access issues with mobile devices.
- Continued work on FAQ’s for Web Helpdesk
- Reassess the student contract/evaluation process from the Summer, fine tune and implement for the Academic year.
Helpdesk Service Requests
Recent Accomplishments
- Added new FAQs to the WHD system – This is a combination of writing the documentation in the wiki and then linking it to our Web Help Desk system so end users and staff can find answers to questions we receive (currently there are 80 total FAQs including those that are still under review).
- Closed 1099 tickets between 9/28/13 - 3/6/14
- Hardware 473 (Distributions-147, Other HW-326)
- Software 626 (Install Requests-151, Other SW-475)
- Expanded KACE deployment to more test computers, and tested its use for software and patch distribution. KACE is being used for Windows imaging for new staff computers.
- Successful startup for labs and software needs for both J-Term and Spring term sessions.
- Worked with Symquest and Telephone/Printer workgroup on upcoming printer upgrades. Syncing up leases on replacement of high volume black/white printers in DFL and Armstrong so they will all be replaced in 2016, allowing followme queue to print to all of them.
- Completed upgrade of computers in Johnson 208 lab.
- Collecting survey information and trends in customer satisfaction surveys from our Web Helpdesk system.
- Replaced 50 Circulation faculty/staff laptop loaners with new mac and windows laptops and finalized the replacement of the student loaner laptops with slightly used equipment.
- Testing and documenting of the Junos Pulse client is complete. Go/vpn now redirects to: http://mediawiki.middlebury.edu/wiki/LIS/VPN_Setup_Instructions
- Rewrote Middfiles documentation in preparation for moving go/middfiles from NetStorage to documentation on better access methods.
- Worked with Pij for the E&T Team to edit new help pages and linked pages.
- Worked with Enterprise Applications group to stabilize Java versions on campus.
- Our hardware team attended Kyocera Net Viewer Training with Symquest. Plan to set up a computer in DFL 125 and DFL 202 for monitoring public printers.
- HelpDesk staff welcomed Febs and families at the Welcome Center in Axinn and also represented the department at the Student Services Fair where they were joined by other LIS staff.
- WHD Computer Inventory cut over and utilization.
- Completed a comprehensive cleanup and organization of computer, printer and toner storage areas.
- Service Request now has a separate budget and hiring process for student consultants and we currently have three students working with us now.
Priorities for the Next 3-6 Months
- Evaluating usage of labs on campus (physical and virtual).
- Planning for the upcoming support of Language Schools, Breadloaf, and the School of Environment.
- Planning for pre-summer and summer computer upgrades for faculty.
- Upgrade the Keyserver Server Version.
- Continue to build and improve our online wiki and drupal pages to link with Web Helpdesk and its self-service component
- Finalize the distribution of Staff upgrades on campus.
- Support move to encrypted connections for email clients on users machines.
- Research and testing Virtual Desktop Infrastructure technology.
- With CSNS on infrastructure
- Complete the implementation of KACE on campus.
- With CSNS for the deployment of client software
- Research and documentation for Mobile/portable device use and connections to Middlebury resources.
- Feedback from LIS staff who use mobile devices for work
- Finalize Exchange 2013 testing/plan with CSNS.
- Coordinate and document testing with CSNS on the implementation of NAC and Secure Wireless Access.
- Revamp the network security groups that affect Service Requests and our processes.
- With CSNS in defining the groups and access
- FollowMe Printer Queue Name changes with CSNS and the printer team.
Longer-range plans
- Continue to streamline the software management, licensing and distribution of licensed software
- Continue to monitor student usage of public labs and recommend services that will contain cost, when it comes to lab replacements.
- Staff Development opportunities in the new fiscal year, including certifications.
- Look at the full year to review workload and planning to make sure we leave room for the unexpected and for other LIS projects that may need our assistance.
- Use our Casper system to package Mac Printer Installers
- Work to reduce the number of printers on campus.
- Continue to update and maintain accurate device inventory, some physical inventories may be required in specific areas.
- Policy and process review and exception tracking.
- Balancing desktop computing needs of faculty/staff with budget constraints.
Circulation and Reserves
Recent Accomplishments
- Carrel distribution for Spring was much smoother than last Spring, and we still have more than 20 carrels available. Stricter rules and better communication about who can borrow have been very successful.
- Almost done integrating new model replacements for both faculty/staff and student loaner laptops
- Annual performance reviews completed
- Trained latest batch of student employees
- Prioritized and submitted budget requests for new equipment at the circ desk
- Updated documentation for all reserves procedures added to the wiki
Priorities for the Next 3-6 Months
- Ensure smooth operation of reserves during staff parental leave
- Hire students for summer
- Identify circ’s role in the new BL Orion session
- Pilot program of circulating bikes
Longer-range plans
- Possible replacement of problem-plagued compact shelving on main and lower levels
- Eventual replacement of ILS and Electronic reserves systems
- Invent a fool-proof, indestructible stapler that no one can steal. Then retire a rich man.
- Integration with Connect New York
Telephone and Printing Services
Recent Accomplishments
- Completed inventory of the telephone system equipment and features.
- Options and cost estimates for 700 Exchange Street voice services
- Presented administration with options for work group process changes.
Priorities for the Next 3-6 Months
- Providing voice services to 700 Exchange Street
- Telephone system replacement project planning
- Voice mail system upgrade and or pilot project
- Symquest lease renewals for nine machines
- Prepare for summer programs
- MFP rentals for Bread Loaf, LS, and Reunion - coordinate with SR and CSNS network printing
- Telephone installs for LS offices and LS faculty - coordinate with LS operations.
Longer-range plans
- Telephone system RFP
- Further consolidation of department printers
TEAMS
Security
Recent Accomplishments
- Presented several 2013 Roadshow events across the Middlebury campus.
- Organized and hosted the 2013 Cyber Security Awareness Month day of speakers.
- Developed the 2014 RoadShow content for Middlebury and MIIS campuses.
- Developed and updated Information Security Survey to replace the older more limited SaaS survey.
Priorities for the Next 3-6 Months
- Assessment of the effectiveness of the team in its current configuration.
Longer-range plans
- Continue to create and maintain a comprehensive, information security-focused environment across the institution, that enables collaborative work while fostering a culture of information security awareness and education, appropriate risk management practices, and accountability.
Education & Training
Recent Accomplishments
- Ian McBride developed a new Google Analytics workshop (identified on our recommended regular workshop list), presented a trial run to interested LIS staff, then led the first advertised session on Oct 31, 2013. It was very well received and another session was offered in early March 2014.
- Made substantial revisions to the LIS new employee guide on the wiki (go/newemployee).
- Revisited our agenda/note taking process with an eye toward timely posting on the new, private LIS blog.
- Promoted new LIS Help & Support site and continued efforts to improve linked content and search results.
- Added new links at the bottom of our Ways to Learn and Workshops Drupal pages to provide easy ways to submit workshop requests/ideas directly via Web Help Desk.
- Developed initial workshop outlines for Technology at Middlebury and Library Basics introductory workshops.
- Began in-house gathering of suggested improvements to our resources for people working off-campus (go/offcampus).
- Provided feedback for supporting materials linked from go/topthings – a resource link provided to incoming Febs this spring.
- Participated in the team evaluation process.
Priorities for the Next 3-6 Months
- Continue improvement of the new Help & Support page by reviewing main LIS web/wiki pages, ensuring that useful training materials and self-help are linked to, well-organized and discoverable via the search function.
- Schedule and offer recommended regular workshops that have training resources available.
- Determine location for and promote LIS use of recommended workshop required elements and skills needed by a successful trainer.
- Finalize course content for recommended introductory workshops (Technology at Middlebury and Library Services), offer in-house trial runs, begin offering to campus community.
- Solicit input from others (within LIS and beyond) to help us develop a pre-travel checklist & improve info about how to access services when off campus.
- Recommend methods for training/workshop registration, collection of attendance and evaluation data and a way to correlate them to skills assessment.
Longer-range plans
- Our team’s existence, composition and leadership are under discussion (part of the general team evaluation currently underway) so, assuming the team continues to exist, both challenges & opportunities will be in store. New membership means slowing down to get folks up to speed and taking time to get acquainted. Fresh faces can bring new energy and ideas.
Space
Recent Accomplishments
- completed a study of options for the use of the Info Desk and then worked with local architects on the first phase of a redesign of it.
Priorities for the Next 3-6 Months
- Develop a long-range plan to convert space for collections to space for students to study at carrels and in rooms. (We’re expanding that to include space for classrooms and labs.)
Curricular Technology
Recent Accomplishments
From the Course Hub (compare Spring 2013 to Spring 2014)
Moodle use up .5%
- We recently finished an evaluation of videos needs across campus, as well as possible services that could meet these needs.
- Course Hub: added a link to help staff add a Course Hub site for labs and sections.
- Moodle: reviewed setting changes proposed by Stacy, broke them out into immediate, after spring and before academic year. First round of setting changes have been implemented.
- Moodle: added reporting support for the Adaptive Placement exam
- Moodle: partnered with Stanford to add a course format that allows side-by-side delivery of video and powerpoint
- Moodle: added an authentication module to make an easier experience for guest accounts, very important for Language School placement exams.
- SANSSpace documentation for our local instance is being created.
Priorities for the Next 3-6 Months
- Take a look at classroom technology and make suggestions for the Team’s role in evaluating changes for teaching, learning and research
- Lecture Capture - what services exist to do this? What is needed?
- Planning for support of Language Schools, will work with trainers (Pij, Joe Durante)
Longer-range plans
- Pending budget approval we will be looking at services to meet video needs, with a focus on academic activities.
- Some ideas have manifested from the discussions with CTLR. We will work with them to align services to support the academic use of technology for the College.
LIS Administration
Recent Accomplishments
- new data center/exchange street move plans
- digital liberal arts planning
- sourcing framework
- gmhec proposals developed
- internal blog
Priorities for the Next 3-6 Months
- complete evaluation for teams and other ideas for how to work collaboratively across LIS
- define next steps for ‘quality and reliability’ project
- space planning within DFL
- email evaluation/more on ‘sourcing’
- hiring new staff
- more on ‘time for learning’
- digital liberal arts planning
- governance issues
Longer-range plans
- communications strategy
- peer benchmarking
- connection to new governance structure
LIS Update: March 2014: Page