Committee meeting - February 20, 2020

Carol Lu  
Secretary to the Committee  
February 20, 2020  
  
Present: Steven Bourque, Don Duff-McCracken, Erick Engelke, Paul Miskovsky, Trevor Bain, Andrew McAlorum, Bill Baer, Jason Testart, Robyn Landers, Pratik Patel, Lori Paniak 
  
Regrets: Dave Kibble, Andrea Chappell, Daryl Dore, Adam Savage, Greg Smith  
  
Agenda  

  1. Chair’s remarks [5 min.] 
  2. Approval of the minutes of the meetings of Thursday February 6, 2020 [5 min.] 
  3. Email Security Gateway Review (Steve Bourque) [5 min.] 
  4. O365 Steering Committee (Andrew McAlorum) [5 min.] 
  5. Microsoft Teams one year message retention policy (Trevor Bain) [5 min.] 
  6. Active Directory LDAP signing in March – issues, plans to implement and how to test (Don Duff-McCracken) [10 min.] 
  7. Other Business [10 min.] 
  8. Roundtable discussion – all [20 min.] 
  9. Next CTSC Meeting [Will be held Thursday March 5 at 1:30 p.m., in EC2 1021.] 

  
Chair's Remarks (Steven Bourque)  

  • Re: follow up on an item that is not on the agenda 
    • The matter of retired faculty retaining access to O365 is being discussed at UCIST 
    • We currently offer temporary access to retirees if a request is made 
       

Approval of the minutes of the previous meeting  

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

Email Security Gateway Review (Steven Bourque) 

  • The University currently uses ProofPoint 
  • Email security options will be re-evaluated next year 
  • Would like to gather feedback from different groups on campus  
  • A survey will be created to gauge what features like and don't like about Proofpoint 
    • Will be sent to the security working group, CTSC, and UCIST 
    • Any other suggestions on groups that should participate in the survey?  
  • May be a future presentation topic 
  • Will be up for renewal in February 2021 
     

O365 Steering Committee (Andrew McAlorum) 

  • Would like to set up a formal committee 
  • The existing committee was informal within IST (Andrew McAlorum, Steve Bourque, Dave Hinton, Lisa Tomalty) 
    • Met monthly or biweekly to discuss changes in O365 
    • Committee stopped meeting during the O365 employee email investigation project 
  • Please contact Andrew (amcalorum@uwaterloo.ca) if you are interested in joining 

Comments and discussion 

  • The committee should include a representative for instructors (somebody from Centre for Extended Learning or maybe Andrea Chappell) 

Microsoft Teams one year message retention policy (Trevor Bain) 

  • Microsoft Teams channel messages are currently deleted after one year of sending 
    • Channel messages sometimes contain important information users may want to reference later on  
    • For those who wish to retain channel messages, the current suggestion is to copy the messages into a Word document; this is not efficient or ideal 
    • Can the retention period be increased?  

Comments and discussion 

  • The University Records Manager and Privacy Officer were consulted during the discussion to determine a retention period for Teams messages 
    • They have now advised increasing it to two years is acceptable 
  • In some faculties, Deans are able to grant exceptions to some University policy 
  • Microsoft Teams data retention is a topic the new O365 steering committee can discuss 
  • Skype for Business will eventually be replaced by Microsoft Teams 

Active Directory LDAP signing in March – issues, plans to implement and how to test (Don Duff-McCracken) 

  • Are there any comments on issues, plants to implement, and how this will be tested?  

Comments and discussion 

  • Microsoft has been postponing the release date 
  • The framework will be implemented in March and will be optional  
    • IST does not plan to enable the framework 
    • IST will conduct the regular testing procedures before enabling 
  • NetApps will be affected 
    • Will Mac and Linux be affected?  

Other business 

WatSAFE desktop notifications on MacOS (Andrew) 

  • 1.6 will be deployed soon to fix some known issues; more information will be available March 4 
  • The vendor is investigating remaining issues that will not be fixed by the 1.6 deployment 

Expiring WatIAM accounts with no sponsorship (Erick) 

  • Asked for an updated list of accounts with 'last known sponsor' information, which is helpful information to have for updating the sponsorship  

Roundtable   

Waterloo Undergraduate Student Association (Pratik)   

  • Looking for resources on how to migrate from CAS to ADFS 
  • Most WUSA applications are Ruby on Rails and PHP 
  • Reached out to Environment for consultation  
     

Engineering (Erick) 

  • mod_auth_mellon for apache, doesn't meet requirements at the moment 
  • Microsoft documentation is not well supported 
    • Supports IIS but not other drivers 
  • Are there any installation resources?  
    • Installation without logs is difficult 
  • ADFS supports SAML and OpenID Connect 
    • Currently doing installation without logs 

Comments and discussion  

  • Contact the ADFS team 
    • Previously reached out to the team and the ticket was closed 
  • For SAML on Shibboleth: coordinated with Sean Mason to get Shibboleth logs 
  • Booking time to meet with a member of the ADFS team to go over logs is suggested 

Technology Integrated Services, IST (Steve) 

  • Currently waiting on vendor to provide a bug fix for Nexenta 
    • The fix is expected to be implemented without issue 
    • Data will be mass migrated starting next week 
  • Working on migrating campus video surveillance system to AD authentication 
    • Affected groups will be contacted about this change (e.g. WUSA, Library) 
    • Active Directory credentials will be required to access the system 

Arts (Bill) 

  • Received an email from Adobe about the University becoming a part of a price consortium