Committee meeting - November 12, 2020

Carol Lu  
Secretary to the Committee  
November 12, 2020  
  
Present: Steven Bourque, Andrew McAlorum, Andrea Chappell, Bill Baer, Don Duff-McCracken, Erick Engelke, Greg Parks, Jason Testart, Lawrence Folland, Paul Miskovsky, Pratik Patel, Robyn Landers, Trevor Bain, Lori Paniak, Adam Savage

Regrets: Greg Smith, Daryl Dore
  
Agenda 

  1. Chair’s remarks (Steven Bourque) [5 min.]
  2. Approval of the minutes of the meetings of Thursday October 15, 2020 [5 min.]
  3. SendIt - Use cases (Steven Bourque) [10 min.]
  4. TR Covid Safety plan (Steven Bourque) [10 min.]
  5. Retiree email deprovisioning (Andrew McAlorum) [10 min.]
  6. Generic accounts and 2FA (Andrew McAlorum) [10 min.]
  7. Jira service management governance (Andrew McAlorum) [5 min.]
  8. Other business and roundtable discussion – all [30 min.]
  9. Next CTSC Meeting [Will be held Thursday November 26 at 1:30 p.m.]

Chair's remarks (Steve Bourque)

  • No remarks

Approval of the minutes of the previous meeting

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

Sendit use cases (Steve Bourque)

  •  Sendit is up for renewal soon; IST would like to review whether or not Sendit is still being used or if it can be replaced by an existing tool
  • 90% of file transfers are internal between University members, only 10% of file transfers are external
    • Can Sendit be replaced with OneDrive’s file transfer features?

Comments and discussion

  • Sendit is useful in situations where specific files need to be sent to a former member of the University, but access to all other systems is not needed
  • Users may not want files stored/retained in OneDrive and may prefer sending files once via Sendit and having them automatically expire on a certain date
  • WUSA uses Sendit to easily accept file transfers from students
  • Sendit has a relatively low annual cost

TR Covid Safety plan (Steve Bourque)

  • Plan will be distributed to CTSC members; please share with members of your department who have access to Telecommunication Rooms

Retiree email deprovisioning (Andrew McAlorum)

  • Changes were made to requirements during the identity management audit that have changed how retiree email provisioning is handled
  • Faculty expect to have access to their UW email after they retire
    • Retirees now require WatIAM account sponsorship in order to retain email access
    • IST is working with HR to set up a process for notifying soon-to-be retirees and their supervisors about how retirees can retain email access

Comments and discussion

  • Will existing retirees be affected by this change? 
    • Existing retirees are using Connect email and have not been migrated to Office 365 yet so they should not be affected
  • Sponsorships will have an end date/will not apply indefinitely
  • Can a Workday notification to the department head/supervisor be added? 
  • Is Workday able to identify which retirees are adjunct professors? 
    • Users with Workday access are employees and should have an Office 365 email
    • Some faculty members can be both adjunct and unpaid
  • There are some retirees who do not get paid but still work on campus
  • Long term plan is to migrate alumni to Office 365
    • Alumni email is currently on a mix of Mailservices, Connect, etc. 

Generic accounts and 2FA (Andrew McAlorum)

  • 87% of users have enroled in 2FA
  • Response rate to the generic account survey has been low
    • Please remind departments/units in your area to prepare generic accounts for mandatory 2FA on November 17
    • Users will be locked out of generic accounts that are not set up for 2FA on November 17
      • Submit an RT to request a generic account survey to be resent
      • The IST Service Desk and ISS have a procedure in place to help users access accounts if they get locked out on November 17; bypass codes can be set up within 30 minutes of a request being made

Comments and discussion

  • Is there an easy way to determine whether a generic account has a shared mailbox or linked mailbox? 
    • Jason to share this information with interested CTSC members

Jira service management governance (Andrew McAlorum)

  • IST is looking to establish a governance model for Jira service management that is similar to the Office 365 governance model (e.g. operations committee and steering committee)
  • Looking for interested CTSC members to join the operations committee and interested IT support staff to join the steering committee
  • One of the first tasks for the operations committee will be creating a roadmap for Jira service management
  • Atlassian will be discontinuing the sale of on-prem licenses in February 2021; IST will need to move Confluence and Jira to the cloud in 2022

Comments and discussion 

  • Will there be an RFP? 
    • Will likely be a single source contract according to Procurement 
  • Both Jira and Confluence have been used heavily in faculties, research groups, and academic support units since 2013
  • Jira Service Desk recently rebranded as Jira service management and integrated with Opsgenie
    • Atlassian also recently purchased Mindville for asset management
  • Are there concerns about Confluence URLS being non-UW URLs from a security perspective? 
    • Users are going to click on links regardless of whether or not they are UW or non-UW links

Other Business/Roundtable

Instructional Technologies and Media Services, IST (Andrea)

  • ITMS is investigating ways to help instructors stream content in labs
  • Please contact Andrea if you know of any factors that need to be taken into consideration

Math (Robyn)

  • Are any other departments using Gurobi? 
    • Can look into setting up a single license service if there are other units using this

Environment (Don)

  • When will the Microsoft Windows Virtual Desktop license for labs expire? 
    • License will expire April 2021
    • Will need to start developing a plan/solution for access to remote desktop for labs for beyond April 2021
  • How much does Windows Virtual Desktop cost? 
    • Cost will vary depending on usage and needs, contact Steve/TIS for details 

AHS (Trevor) 

  • AHS alumni are looking for a platform for virtual networking events
  • Tested WebEx since alumni don't have access to Bongo through LEARN
    • Only one person is able to edit the WebEx meeting attendee list which becomes time consuming
  • Community Relations is using Hopin for a networking event, is there a way for others to use Hopin? 
    • Procurement is planning to have an RFP next year for an online networking platform
    • Community Relations purchased a couple of licenses for their department; IST is not involved in the support or use of Hopin
    • Could reach out to Jane Kolb for more information