Committee meeting - December 2, 2021

Natasha Jennings 
Interim Secretary to the Committee    
December 2, 2021
   
Present: Adam Savage, Bill Baer, Don Duff-McCracken, Erick Engelke, Greg Parks, Jason Testart, Lawrence Folland, Paul Miskovsky, Robyn Landers, Steven Bourque, Trevor Bain

Regrets: Andrea Chappell, Andrew McAlorum, Daryl Dore, Greg Smith, Pratik Patel
 

Agenda   

  1. Chair’s remarks (Steven Bourque) [5 min.]
  2. Approval of the minutes from Thursday, November 4, 2021 [5 min.]
  3. Follow-up on the issue of WatIAM account creation and timelines (Employee Pre-Create, Affiliated person, etc) (Lawrence Folland) [5 min.]
  4. How to handle “ownership” of WatIAM sponsorships as people change jobs or retire – where will they go if that person is not available? (Lawrence Folland) [5 min.]
    1. Should we have individual ownership of sponsored records? Or should it be generic?
  5. Update on the ISO 8601 initiative (Standardized Date Format) - Is there to be a message/directive sent out to all members of the campus? (Lawrence Folland) [5 min.]
  6. Desktop computer replacement schedule (Robyn Landers) [5 min.]
  7. Review content under Health and Safety Guidelines for Return to Campus - Computer Labs (Bill Baer) [5 min.]
  8. Other business and roundtable discussion – all [20 min.]
  9. Next CTSC Meeting [Will be held Thursday, December 16 at 1:30 p.m.]

Chair's remarks

  • A reminder to let Steve know if you or someone from your team would like to participate in IT working group
  • Questions about the Email Security Review - Internal Audit Report requirements (December 1 email from Bruce) can go to Steve or Jason

Approval of the minutes of the previous meeting 

  • The previous meeting’s minutes were accepted as distributed. 

Follow-up on the issue of WatIAM account creation and timelines (Employee Pre-Create, Affiliated person, etc.) (Lawrence Folland) [5 min.]

Comments and discussion

  • Following up on item discussed in previous meeting (Problem: Will get advance notification of faculty member arriving and create an ID, but can only do employee pre-create for 120 days, which means it must be renewed several times or may possibly be missed)
  • Unsure what permission(s) “affiliated person” status provides
  • Would prefer one role, or automated process, that encompasses all the permissions that are required (e.g., Grouper, WatIAM, VPN access)
  • It was suggested committee take additional time to consider possible solutions and discuss via email
    • Suggestion to create a list of scenarios and what’s happening with those roles now (what do we need them to get access to, what access should be removed); identify gaps and improvements to the process; investigate automating the process
  • It was noted that according to M365 licensing, any person affiliated with the University is entitled to an email account (A1 Mail only)
  • A new project will begin soon that will investigate the life cycle of post-docs in WatIAM

How to handle “ownership” of WatIAM sponsorships as people change jobs or retire – where will they go if that person is not available? Should we have individual ownership of sponsored records? Or should it be generic (Lawrence Folland) [5 min.]

Comments and discussion

  • Concern around what happens to sponsored account when sponsor leaves or retires
  • It was confirmed that sponsorship will remain, but it is up to the sponsor (who will receive one email reminder) to renew the sponsorship and manage the life cycle
  • Suggestions to sponsor accounts with a generic account (e.g., dns-math@) or role-based solution were discussed
  • Noted that it is possible to request to have the ability to sponsor an account on another’s behalf enabled by IST

Update on the ISO 8601 initiative (Standardized Date Format) - Is there to be a message/directive sent out to all members of the campus? (Lawrence Folland) [5 min.]

Comments and discussion

  • No specific communications planned around this change, but agreement that individuals outside of system administrators should also be informed of the change
  • Suggestion to review change and develop plan for socializing the change through University Relations and Records Management Office
    • Steve will connect with these groups to discuss options
    • It was suggested a communication for the Daily Bulletin be crafted

Desktop computer replacement schedule (Robyn Landers) [5 min.]

Comments and discussion

  • Math desktop rollover schedule currently set to five years, then a new machine is provided
  • Question whether the five-year period is too strict, and money is being spent, unnecessarily, to replace machine
  • Desktop and laptop rollovers range from 5-6 years throughout units (Environment does not have a rollover plan; users in IST are not required to replace the machine when rollover date arrives
  • Bill shared information on the Apple buy-back option and proposed replacement process for Arts
    • There are also some savings to be had by purchasing in bulk through the Retail store (though most areas are not authorized to keep an inventory)

Review content under Health and Safety Guidelines for Return to Campus - Computer Labs (Bill Baer) [5 min.]

Comments and discussion

  • Text reviewed by committee members and revised version (below) will be shared back to Kate Windsor

Computer Labs (revised)

  • Consistent signs should be installed in all computer labs across campus - advising of risks, rules, and procedures. Additional signs can be used if a lab has further restrictions. 
  • Absolutely no eating is permitted 
  • Water permitted only with the use of a straw under face covering. 
  • Designated self-service sanitation stations should be available in each lab, consisting of hand sanitizer and wipes for surface cleaning. 
  • Recommend users sanitize hands when entering and exiting labs and wipe equipment prior to use. 
  • Computer labs will continue or return to full occupancy for Winter term. Where possible remote access will remain. 
  • Physical repairs or servicing of computers may be performed off-hours when students are not present. 

Other Business/Roundtable

Technology Integrated Services - IST, Steve

Math, Robyn

  • Asked for more information about Manager, Departmental Systems role advertised for IST
    • A new role in DCA that will report to Greg Smith
    • Manager, Departmental Systems role will supervise the Business System Analysts in DCA. Business Systems Analysts who currently report directly to Greg will report to this new manager role.

Environment, Don

  • Communications and direction required around use of WVD and VDI – when to use them, what’s required, associated costs or licences
    • Steve will put something together to share with members
  • Concerns around lack of communications regarding recent printing patches and impact on ability to print
    • Issue reported by IST at WNAG but many still unaware of the work being done
    • Steve will inquire about getting WNAG minutes so group can review and pick out items that are most relevant

CS, Lawrence

  • Currently in the process of cleaning up equipment and has several surplus items available
  • Contact Lawrence if interested in receiving any equipment

Arts, Bill

  • Inquired as to whether a Domain Controller will be put in Azure; believes VPN can cause bottlenecks for authentications
    • Chair advised that this is under investigation
  • Asked for updates on the WCMS 3 migration process
    • Have migration deadlines changed?
    • Don, as member of Web Advisory Committee, was able to confirm that migrations are continuing; ~290 sites have been identified as eligible to migrate via the migration script; WCMS training and support team will contact site owners of sites deemed eligible to migrate and discuss options