tag:blogger.com,1999:blog-31219706248663725392024-03-13T19:40:53.547-07:00UTS NewsUpdates, hints, tips and tricks so you can get the most from your SJSU systems.Andrew Trembleyhttp://www.blogger.com/profile/01419679139743980235noreply@blogger.comBlogger10125tag:blogger.com,1999:blog-3121970624866372539.post-89265827777331286952011-11-21T16:06:00.001-08:002011-11-21T16:26:38.664-08:00Google Accessibility Improvements and Browser Compatibility<p>You've probably already heard about (and may have seen) Google's <a href="http://whatsnew.googleapps.com/new-look">"new look" for Gmail, Google Calendar, Google Sites and other Google Apps services</a>. What you may not have realized is that this is just the surface of a major change to improve <a href="http://www.calstate.edu/accessibility/section508/">Section 508 compliance</a> and make Google Apps a more fully accessible service.</p>
<p>Part of Google's accessibility plan is to move to HTML5, the web's most current page formatting language. HTML5 allows Google to provide a rich user experience on conventional web browsers while also providing a rich user experience for screen readers and other accessibility tools.</p>
<p>This switch to HTML5 may require you upgrade or change your web browser to a version that supports HTML5. The following browsers support HTML5:</p>
<ol><li><strong>Google Chrome</strong> updates automatically to ensure you have the latest version and the fullest support for new web technologies. It's available for Windows, Macintosh and Linux.</li><li><strong>Mozilla Firefox 8</strong> is the latest version of the Firefox browser. Firefox will check for and notify you when updates are available. It's available for Windows, Macintosh and Linux.</li><li><strong>Apple Safari 5</strong> is the latest version of the Safari browser. Safari includes the Apple Software Update tool to notify you when updates are available. It's available for Windows and Macintosh.</li><li><strong>Microsoft Internet Explorer 9</strong> is the latest version of Internet Explorer. Microsoft Update will check for and notify you when updates are available. <strong>IE9 is only available for Windows 7.</strong> Internet Explorer 8 is the newest version of IE available for Windows XP. If you must use an earlier version of Internet Explorer please install <a href="http://www.google.com/chromeframe?quickenable=true">Chrome Frame</a>.</li></ol>Andrew Trembleyhttp://www.blogger.com/profile/01419679139743980235noreply@blogger.com0tag:blogger.com,1999:blog-3121970624866372539.post-36096634137190060492011-04-08T17:30:00.000-07:002011-04-08T17:30:42.955-07:00Gmail Migration StatusThank you all for your continued support and assistance in the university's GMail migration, and specifically for your consultation and input on the policy regarding auto-forwarding to non-SJSU accounts. This message is to inform you that we have changed the policy and removed the restriction against users setting auto-forwarding of inbound university GMail traffic to other email accounts. As you are aware, this has long been a topic of debate and controversy, and I spent significant time consulting with all of you, plus many others, from late Fall through early Spring about the auto-forward policy. Ultimately, with the consent of the President's Cabinet, I informed the Senate Executive Committee a few weeks ago that we would set the policy to permit auto-forwarding once the GMail migration is complete.<br />
<br />
We have essentially reached that milestone at this point, with only a few pockets of departmental/shared mailboxes still under development. As a result, the technical constraint that was used to implement the restriction was removed over the past weekend and users may now set an auto-forward routing in their university GMail account. Obviously, the university encourages users not to use this feature and to conduct their university business on university systems, but there is ample justification to allow them to do so if they so desire.<br />
<br />
On a related note, you have probably heard or seen in the news the significant debate and challenges across the country recently regarding the status of email privacy, academic freedom, and application of the Freedom of Information Act and corresponding state legislation in the area of public employees' email communications. Of relevance to our particular issue on auto-forwarding, I wanted to point out that one part of the debate and controversy extends to state employees' conducting work-related activities through personal email accounts and whether those accounts are subject to open-records laws. At best, it's safe to say the matter is unsettled, evolving and will be a controversial issue for some time, and I just wanted to provide you a heads up as it relates to our email activities.<br />
<br />
Thanks again for all your terrific work in completing this major systems transition.<br />
<br />
<em>Bill Nance</em>Andrew Trembleyhttp://www.blogger.com/profile/01419679139743980235noreply@blogger.com0tag:blogger.com,1999:blog-3121970624866372539.post-51215532930445775742011-01-20T16:41:00.001-08:002011-01-20T17:23:45.193-08:00Domino Servers shut-down starts on February 1<p>The deadline to migrate active Domino users to Google Apps is January 31, 2011. For budgetary and strategic reasons, SJSU determined in 2009 that we would migrate away from on-premises email systems including Domino email and related services. As a result, Domino licensing agreements have been significantly reduced since that time, and the migration is now approaching completion. User accounts on the system will not be maintained after January 31, 2011.</p><p>For more information see <a href="https://docs.google.com/a/sjsu.edu/document/d/1D4v-pyg3CtMSNrHpOrF-5EBExTfWWCohusRYH2litcg/edit?hl=en">the full schedule for Domino services shut-down</a></p>Andrew Trembleyhttp://www.blogger.com/profile/01419679139743980235noreply@blogger.com0tag:blogger.com,1999:blog-3121970624866372539.post-45084586258897767792011-01-05T14:39:00.000-08:002011-01-05T15:07:20.039-08:00Information Technology Governance at San José State University<!--[if gte mso 9]><xml> <w:worddocument> <w:view>Normal</w:View> <w:zoom>0</w:Zoom> <w:compatibility> <w:breakwrappedtables/> <w:snaptogridincell/> <w:wraptextwithpunct/> <w:useasianbreakrules/> </w:Compatibility> <w:browserlevel>MicrosoftInternetExplorer4</w:BrowserLevel> </w:WordDocument> </xml><![endif]--><!--[if !mso]><object classid="clsid:38481807-CA0E-42D2-BF39-B33AF135CC4D" id="ieooui"></object> <style> st1\:*{behavior:url(#ieooui) } </style> <![endif]--><!--[if gte mso 10]> <style> /* Style Definitions */ table.MsoNormalTable {mso-style-name:"Table Normal"; mso-tstyle-rowband-size:0; mso-tstyle-colband-size:0; mso-style-noshow:yes; mso-style-parent:""; mso-padding-alt:0in 5.4pt 0in 5.4pt; mso-para-margin:0in; mso-para-margin-bottom:.0001pt; mso-pagination:widow-orphan; font-size:10.0pt; font-family:"Times New Roman";} </style> <![endif]--> <p style="font-family: arial;font-family:arial;" class="MsoNormal" ><span style="font-size:100%;"><span style="font-style: italic;font-size:85%;" >Posted on behalf of Interim President Don Kassing.</span><br /></span></p><p style="font-family: arial;font-family:arial;" class="MsoNormal" ><span style="font-size:100%;">San José State University has operated for many years with a distributed model for governance and oversight of information technology (IT), with separate IT units in various divisions coordinating to deliver IT services to the university community.</span><span style=";font-size:100%;" > </span><span style=";font-size:100%;" > </span><span style="font-size:100%;">Responsibilities for managing IT throughout the university range in scope from centralized infrastructure units to divisional applications and services to departmental desktop support groups.</span></p><span style="font-family: arial;font-family:arial;font-size:100%;" >It has become apparent that to bring an enterprise-level perspective and approach to the governance and oversight of IT across the university, we need to revise and restructure some aspects of this current governance model. However, a complete overhaul of the university’s IT administration is not warranted, as many aspects of IT within our current model are working well. What is needed is an approach that enables successful innovative, integrated and collaborative IT oversight across the university, while retaining aspects that meet needs more locally at divisional, departmental and user levels. </span> <p style="font-family: arial;font-family:arial;" class="MsoNormal" ><span style="font-size:100%;">Towards that end, we are revising the university’s IT governance structure in three ways, which will accrue benefits from having a Chief Information Officer who serves as the university’s IT visionary and strategist, but also retain operational benefits of localized delivery at the unit level. </span><span style=";font-size:100%;" > </span><span style="font-size:100%;">The first two IT governance modifications involve the creation of multi-divisional bodies that are charged with responsibility for coordinating the university’s collaborative IT efforts.</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">The third modification is the reassignment of the University Technology Services (UTS) unit, under the direction of the CIO, into the Academic Affairs Division where it can align more closely with the university’s mission of instruction, research, and student success.</span></p> <p style="font-family: arial; font-weight: bold;font-family:arial;" class="MsoNormal" ><span style="font-size:100%;">Information Technology Governing Board</span></p> <p class="MsoNormal" style="font-family: arial;"><span style="font-size:100%;">The IT Governing Board is the senior-most body, reporting to the President, and is responsible for long-term visioning, planning, prioritizing, and overall coordination of IT across the university.</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">The IT Governing Board is advisory to the President of San José State University and is responsible for the overall guidance, integration, coordination, and prioritization of information technology activities in the university.</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">The Board will work in collaboration with the President’s Cabinet, the Chief Information Officer, the Academic Senate, and other constituents throughout the university to develop long-term visions and strategic directions for information technology planning, prioritization, and utilization across the university.</span></p> <p style="font-family: arial;font-family:arial;" class="MsoNormal"><span style="font-size:100%;">The IT Governing Board is comprised of senior members of the university appointed by the President to represent key roles or responsibilities in different areas of the university.</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">Members are functional or business unit leaders, not IT managers, and are expected to contribute to the Board’s oversight responsibilities through leadership and guidance from an enterprise-wide business process and functional need perspective; membership on the board may not be delegated.</span><span style=";font-size:100%;" > </span></p> <p style="font-family: arial;font-family:arial;" class="MsoNormal"><span style="font-size:100%;"><i style="">Membership:</i></span></p> <span style="font-family: arial;font-size:100%;" >Chief of Staff, Office of the President (Chair)</span><br /><span style="font-family: arial;font-size:100%;" >Vice Provost and Chief Information Officer</span><span style="font-family: arial;font-size:100%;" ><br />Chair or Vice-Chair of the Academic Senate</span><span style="font-family: arial;font-size:100%;" ><br />President or Vice President, Associated Students<br /></span><span style="font-family: arial;font-size:100%;" >Chair of the Institutional Data Management Council</span><span style="font-family: arial;font-size:100%;" ><br />Division Designees.</span><span style="font-family: arial;font-size:100%;" > </span><span style="font-family: arial;font-size:100%;" >Initial designated appointments are:</span> <ul style="margin-top: 0in; font-family: arial;font-family:arial;" type="disc"><li class="MsoNormal" style=""><span style="font-size:100%;">Academic Affairs:</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">Vice Provost for Academic Administration and Personnel</span></li><li class="MsoNormal" style=""><span style="font-size:100%;">Administration & Finance:</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">AVP for Finance and Administrative Technology</span></li><li class="MsoNormal" style=""><span style="font-size:100%;">Student Affairs:</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">AVP for Enrollment Services</span></li><li class="MsoNormal" style=""><span style="font-size:100%;">University Advancement:</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">AVP for Advancement Operations</span></li><li class="MsoNormal" style=""><span style="font-size:100%;">Athletics:</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">Senior Associate Athletics Director and Chief Operating Officer</span></li></ul> <p style="font-family: arial;font-family:arial;" class="MsoNormal"> </p> <p style="font-family: arial; font-weight: bold;font-family:arial;" class="MsoNormal"><span style="font-size:100%;">Information Technology Management Council</span></p> <p style="font-family: arial;" face="arial" class="MsoNormal"> </p> <p style="font-family: arial;" face="arial" class="MsoNormal"><span style="font-size:100%;">The IT Management Council is the operational management body responsible for the development, implementation, maintenance, and on-going operations of the university’s many different IT-related projects and systems.</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">The IT Management Council is a group of senior IT managers and staff from across the university, convened to work collaboratively in managing information technology throughout the institution.</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">Utilizing an enterprise-wide perspective, the council is responsible for coordinating and directing activities that are required to manage and/or support university IT resources.</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">These activities include developing, implementing, and maintaining IT systems (both centralized and distributed), as well as providing support and training for IT users across the entire range of university IT resources – from central administrative systems down to the desktop user level.</span></p> <p style="font-family: arial;" face="arial" class="MsoNormal"> </p> <span style="font-family: arial;font-size:100%;" ><i style="">Membership:</i></span><span style="font-family: arial;font-size:100%;" > </span><br /><span style="font-family: arial;font-size:100%;" ><br />Vice Provost and Chief Information Officer (Chair)</span><span style="font-family: arial;font-size:100%;" ><br />Information Security Officer, University Technology Services</span><br /><span style="font-family: arial;font-size:100%;" >Senior Director for Academic Technology, Academic Affairs</span><br /><span style="font-family: arial;font-size:100%;" >Senior Director for Administrative Systems, Administration and Finance</span><br /><span style="font-family: arial;font-size:100%;" >Senior Director of Information Technology, Student Affairs</span><br /><span style="font-family: arial;font-size:100%;" >University Advancement Designee</span><br /><span style="font-family: arial;font-size:100%;" >Information Technology Manager, University Library</span><br /><span style="font-family: arial;font-size:100%;" >Two Technical Support Staff</span> <p style="font-family: arial;" class="MsoNormal"> </p> <p style="font-family: arial; font-weight: bold;" class="MsoNormal"><span style="font-size:100%;">Reassignment of CIO/University Technology Services to Academic Affairs Division</span></p> <p style="font-family: arial;" class="MsoNormal"> </p> <p style="font-family: arial;" class="MsoNormal"><span style="font-size:100%;">Finally, the third key element of the university’s new IT governance model is the reassignment of the University Technology Services unit, currently a division headed by the Vice President for Information Technology and CIO, to the Academic Affairs Division under the oversight of the Provost.</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">The former Vice President position will be retitled Vice Provost and Chief Information Officer and within Academic Affairs will continue to supervise the UTS organization and staff.</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">The CIO position will report to the Provost and Vice President for Academic Affairs. </span></p> <p style="font-family: arial;" class="MsoNormal"> </p> <p style="font-family: arial;" class="MsoNormal"><span style="font-size:100%;">The reassignment of UTS to Academic Affairs will help align the university’s central infrastructure services, such as campus networking, and enterprise-wide voice, data, and information security functions, with the instructional services currently provided by Academic Technology.</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">These services include classroom technologies, campus audio/video distribution, student and faculty helpdesk, and web services.</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">This alignment is expected to enhance development and delivery of innovative educational technologies, support for the university’s learning management tools, and services for faculty development in areas of technology related to teaching and learning. </span></p> <p style="font-family: arial;" class="MsoNormal"> </p> <p style="font-family: arial;" class="MsoNormal"><span style="font-size:100%;">IT units in the Administration & Finance and Student Affairs Divisions will remain intact, for the most part, in their current divisional structures and reporting relationships.</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">Administration & Finance will continue to house the university’s enterprise administrative systems, which include the university’s Common Management System (CMS) implementations for Finance, Human Resources, and Student Administration applications through PeopleSoft.</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">This unit also provides administrative applications programming support and database administration, security support, and CMS training and helpdesk support.</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">Similarly, the Student Affairs IT unit will continue to support numerous student-oriented systems such as CSUMentor and NextSteps communications, which interface closely with CMS applications such as MySJSU and CMS-Student, and also internal operational systems, databases, and desktop users in units such as Health Services, Counseling and other Student Affairs groups.</span></p> <p style="font-family: arial;" class="MsoNormal"> </p> <p style="font-family: arial;" class="MsoNormal"><span style="font-size:100%;">In closing, moving the CIO and UTS into Academic Affairs will enable significantly closer alignment of the university’s IT vision, strategy, and planning with our core mission of instruction, research, and student success.</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">Important IT functions such as learning management systems, classroom technologies, computing lab facilities, and student, faculty and staff support can be integrated and coordinated more effectively and more comprehensively as an institution.</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">Moreover, new developments in the ever-changing technology landscape, such as mobile devices, wireless capabilities, social media, and cloud computing applications can be brought into the university’s learning environments more quickly and more effectively with closer ties between the core IT function and instructional activities.</span></p> <p style="font-family: arial;" class="MsoNormal"> </p> <p style="font-family: arial;" class="MsoNormal"><span style="font-size:100%;">The migration and integration of the UTS function into Academic Affairs will be planned and carried out gradually through the Spring 2011 semester, with the official organizational reassignment planned for July 1, 2011.</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">During this transition period, Bill Nance, the President’s Chief of Staff and current Interim CIO, will continue to serve in his dual role and help coordinate the transition.</span><span style=";font-size:100%;" > </span><span style="font-size:100%;">Per university policy for academic administrators, the Academic Affairs Division will conduct a search during the Spring 2011 semester to appoint a permanent CIO for the unit.</span></p>Bill Nancehttp://www.blogger.com/profile/07216186954958865277noreply@blogger.comtag:blogger.com,1999:blog-3121970624866372539.post-74164174626022660632010-11-18T18:08:00.000-08:002010-11-18T18:08:35.512-08:00Systems Group UpdateIt's a big week for Google Apps updates, with two new features now live and a major service enhancement coming soon.<br />
<ul><li>Google Docs word processor editing <a href="http://googledocs.blogspot.com/2010/11/editing-your-google-docs-on-go.html">is now available on iPhone, iPad, iPod Touch and Android mobile devices</a>.</li>
<li>If you live and die by the equation, <a href="http://googledocs.blogspot.com/2010/11/faster-typing-fewer-mistakes.html">new LaTeX shortcuts in Google Docs word processing just made your equation editing easier</a>.</li>
<li><a href="http://googleenterprise.blogspot.com/2010/11/ten-times-more-applications-for-google.html">The full suite of personal Google services is coming to SJSU's Google Apps in the near future!</a></li>
</ul><div>Google Apps for Education. Free and continuously improving.</div>Andrew Trembleyhttp://www.blogger.com/profile/01419679139743980235noreply@blogger.com0tag:blogger.com,1999:blog-3121970624866372539.post-39482112431725373712010-11-12T14:25:00.000-08:002010-11-12T14:26:22.320-08:00Systems Group UpdateVeterans Day observances make for a short week, so there aren't a lot of updates.<br />
<br />
<ul><li>We've added some entries to <a href="https://sites.google.com/a/sjsu.edu/gapps-faq/">the SJSU Google Apps FAQ</a>.</li>
<li>The Google Apps Migration for Lotus Notes tool has been upgraded. Your technician no longer needs your SJSUOne password to migrate your legacy Notes/Domino data to Google Apps.</li>
</ul>Andrew Trembleyhttp://www.blogger.com/profile/01419679139743980235noreply@blogger.com0tag:blogger.com,1999:blog-3121970624866372539.post-31206658900152042732010-11-05T15:37:00.000-07:002010-11-05T15:39:17.647-07:00Systems Group UpdateFrauds. Fakes. Con-jobs.<br />
<div><br />
Someone is always attempting to collect personal and confidential information from you. It could be your passwords. It could be your bank account numbers. Techie folks call this “phishing” because fraudsters cast out thousands of emails in hopes of hooking just one gullible person. Fortunately, Google has some excellent tools to help you avoid the criminals.<br />
<div><a name='more'></a></div><div><br />
Tools aside, nothing beats vigilance on your part.</div><div><br />
SJSU will never send you an email asking you for your password. Your bank will never send you an email asking you for your account number. If you receive an email asking for something like that, no matter how good or real it looks, it’s a fake.</div><div><br />
Some emails may send you to a web page to collect information, but that web page, no matter how good or real it looks, may also be fake. Please take the time to look at the address bar in your web browser. If the address doesn’t make sense, it’s fake.</div><div><br />
So what do you do when you get a message that’s a fake?</div><br />
<div>If it’s just advertising, use the “report spam” button above the message. This will teach Google’s automated systems about the kind of spam you receive and want to block.<br />
<br />
</div><div class="separator" style="clear: both; text-align: center;"><a href="http://3.bp.blogspot.com/_w-GqEY3gOus/TNSFp8EKiTI/AAAAAAAAADc/MFfCyGKueuQ/s1600/phish-menu.png" imageanchor="1" style="clear: right; float: right; margin-bottom: 1em; margin-left: 1em;"><img border="0" src="http://3.bp.blogspot.com/_w-GqEY3gOus/TNSFp8EKiTI/AAAAAAAAADc/MFfCyGKueuQ/s1600/phish-menu.png" /></a></div><div>If it’s an attempt to get personal information from you, it’s not just spam. In the upper-right section of each message, there’s a little triangle that pulls down a menu, and in that menu there’s a “report phishing” option. If you get a message you think is a fraud, use this “report phishing” option. Analysts at Google will review the message and update their filters with the information you provided.</div><br />
<div>When people use the “report phishing” option, they help others avoid these frauds. After Google confirms a message is a fraud attempt, they mark all the matching messages in Google with a big red banner, protecting others who may not have read the email yet.<br />
<div class="separator" style="clear: both; text-align: center;"><a href="http://3.bp.blogspot.com/_w-GqEY3gOus/TNSF2w5wb5I/AAAAAAAAADg/SnF7ZJ1a4NM/s1600/Phish-banner.PNG" imageanchor="1" style="margin-left: 1em; margin-right: 1em;"><img border="0" height="167" src="http://3.bp.blogspot.com/_w-GqEY3gOus/TNSF2w5wb5I/AAAAAAAAADg/SnF7ZJ1a4NM/s320/Phish-banner.PNG" width="320" /></a></div><br />
</div></div>Andrew Trembleyhttp://www.blogger.com/profile/01419679139743980235noreply@blogger.com0tag:blogger.com,1999:blog-3121970624866372539.post-27149846795610275582010-10-28T16:57:00.000-07:002010-10-29T21:30:09.613-07:00University Gmail migration update<p style="padding-bottom: 0.5em;">By: Bill Nance</p><p style="padding-bottom: 0.5em;">This message is a comprehensive update regarding the university’s on-going migration to a single-platform email system using Google’s Gmail. I have shared much of the information in this message with many of you through various distribution channels, including forums, committees, and individual emails and conversations over the past couple of months. However, I have waited until now to send this broadcast message in order to have a fuller understanding of the many issues that have arisen, answers to questions that arise most frequently, and clearer updates as to the status and deadlines for the campus migration.</p><p style="padding-bottom: 0.5em;">To date, campus techs have migrated nearly 2,500 users to their Gmail accounts – including users from essentially every college or department across campus, and from every legacy email platform in operation. On behalf of the university and the University Technology Services (UTS) Gmail team, I want to personally thank the technical support staff for their continuing efforts in this area. I held an open forum about the Gmail migration with the campus techs very early on following my appointment as Interim CIO, because a successful campus migration depends significantly on their personal involvement and commitment to this massive effort. “Thank you” doesn’t begin to express our appreciation for their contributions, but it’s certainly deserved.</p><h3>GOALS</h3><p style="padding-bottom: 0.5em;">Our migration timeframe and goals for the next few months have been clarified in the past month and were recently reaffirmed by the President’s Cabinet. As noted with the techs in August, the strong encouragement and expectation is to have most user accounts migrated by the end of the Fall 2010 semester. Realistically, the goal is to complete at least 4,000 – and hopefully closer to 5,000 – by the end of December, out of roughly 6,500 total accounts. A number of faculty and staff have indicated that it would be problematic to migrate their email during the semester, especially towards the end of the semester, so it is reasonable to defer those migrations until after Finals Week or, more likely, into January. The downside in these instances is that the migration will need to occur during the Winter Break, perhaps in the faculty member’s absence. There is no easy solution to that dilemma, but at least there is flexibility if needed.</p><h3>DEADLINES</h3><p style="padding-bottom: 0.5em;">Specific deadlines for migrating accounts have been somewhat fluid over the past few months as the migration has ramped up, techs and users have been trained, and questions and issues have been sorted out. Deadlines have now been clarified for the particular systems from which user accounts are migrated. The general target for all migrations is the end of January 2011, with some systems able to extend slightly into the Spring 2011 semester. All migrations are to be completed by March 31, 2011.</p><ul><li> Users who are migrating from the university’s central Lotus Notes system have a firm deadline of January 31, 2011 due to server licensing constraints. We simply must be off of the Notes servers promptly. Users who are migrating from the university’s UNIX system (i.e., “email.sjsu.edu”) have a January 31 target, but may extend until February 28, 2011 if necessary.</li>
<li> Users who are migrating from other local email servers such as college or departmental systems should similarly be targeting the January 31 timeline. If they need to roll over into the early Spring semester for reasons such as migrating new hires or returning faculty, February 28, 2011 can be considered the official deadline. Meeting this February 28 deadline for distributed systems provides the university and the campus techs the month of March to do final exception migrations and various clean-up activities prior to the overall project deadline of March 31, 2011.</li>
</ul><p style="padding-bottom: 0.5em;">While the above deadlines focus on various email systems, we recognize and encourage the practice of migrating accounts by departments or user groups rather than by particular types of other email systems. Automated tools are available that can help your group’s tech support person expedite the migration of user groups.</p><h3>ANSWERS TO KEY QUESTIONS</h3><p style="padding-bottom: 0.5em;">Not surprisingly, many issues and questions about the university’s Gmail migration have arisen over the past year or so, ranging from philosophical to operational to highly technical. UTS staff have developed volumes of documentation for this process, much of it targeted originally at supporting the campus techs for the technical migration process and at early adopter users who have been willing to share their experiences and feedback to pave the way for the majority of the campus. Based on this feedback and shared learning on the part of all involved, UTS has developed several user-support websites such as “Getting Started” and “Frequently Asked Questions” (FAQs) for Gmail and other Google Apps. They can be found at the following links:</p><ul><li> <a href="http://uts.sjsu.edu/CIO/google-apps.html" target="_blank">Google Apps</a> (<a href="http://uts.sjsu.edu/CIO/google-apps" target="_blank">http://uts.sjsu.edu/CIO/google-apps</a>)</li>
<li> <a href="https://sites.google.com/a/sjsu.edu/gapps-faq/" target="_blank">FAQs</a> (<a href="https://sites.google.com/a/sjsu.edu/gapps-faq/" target="_blank">https://sites.google.com/a/sjsu.edu/gapps-faq/</a>)</li>
</ul>But in addition to simply directing everyone to the website to read the materials, I also wanted to address here a few of the most common and, to many, most significant questions that have been asked of me personally and of others in UTS more generally.<br />
<p></p><h4>Legacy Addresses</h4><p style="padding-bottom: 0.5em;">The question that has come up most often, by far, is “After I convert to the first.last@sjsu.edu email address, will I still be able to receive messages that are sent to my previous email address?” The answer is YES, absolutely. A system that handles legacy addresses for the next two years is already in operation. In addition, the university is nearing completion of a follow-on system that will provide an enduring solution for legacy addresses that will allow users to maintain up to two other inbound email addresses essentially for perpetuity as long as they remain authorized users in the university’s Gmail account system.</p><h4>Auto-Forwarding to External Email System</h4><p style="padding-bottom: 0.5em;">Much discussion has occurred regarding the practice of enabling or disabling an “auto-forward” mechanism in the university’s Gmail implementation. While auto-forwarding is available technically within Gmail, the university’s position is that it is not going to be enabled due to a combination of legal and university identity rationales. Without going into legal complexities, the essential point is that when messages are auto-forwarded to external (i.e., non-SJSU) personal or business email accounts, the university’s confirmation that an item can be considered an official university message is compromised. Auto-forwarding represents a fundamental difference from a user who accesses their SJSU account and hits the “Forward” button to send the message to that same external account, because the latter approach can be confirmed that the intended recipient did indeed access the message. Furthermore, it retains the original message in the user’s university account. Closely related, the SJSU identity is retained in the message addressing trail, regardless of where or how often it is forwarded and/or replied to.</p><h4>Department Accounts Using Groups</h4><p style="padding-bottom: 0.5em;">A third common question involves the creation of Gmail accounts for organizational units such as colleges or departments using the Gmail “Groups” feature. The way the Gmail system implementation at SJSU works for user logins (aka “authentication”) maps specific Gmail accounts to individual users through their TowerID. Since departments are not individuals and therefore do not have TowerIDs, the only practical solution to create department mailboxes is through the use of Google Groups. Though some operational/technical differences do exist in the use of groups compared to a true mailbox, for the most part the user experience does not have to be significantly different. One characteristic that many users find useful is that the group setup allows the department mail to be routed to their individual mailbox, alleviating the need to monitor multiple inboxes.</p><p style="padding-bottom: 0.5em;">The groups feature in general is designed for “true” groups such as clubs or organizations who wish to establish tools for communicating with their membership. That feature is available in SJSU’s Gmail system in a self-service mode, where group accounts can be created and have a “-groups” suffix appended to the requested group name. Department accounts for official organizational units, however, can be created without the use of the “-groups” suffix. To be established, these accounts require manual support by UTS staff and require a degree of review relative to <a href="https://docs0.google.com/a/sjsu.edu/document/d/1DimDNnIWh-WyaOtt7lo_cPwFXJlApoBy3vxKza7wgRw/edit?hl=en#%20" target="_blank">campus naming guidelines</a> and user authorization before approval and creation. But to be clear, the university policy does enable the creation of department groups, without the “-group” suffix, for organizational units that are formally part of the university’s organizational structure.</p><h3>CLOSING</h3><p style="padding-bottom: 0.5em;">On behalf of UTS and the university, I want to thank all of you for your understanding and contributions to this extraordinary migration effort. It is long and arduous, but long overdue as well. Please visit the UTS blog site where this message and subsequent updates will be posted about Gmail, calendaring, Google Apps, and other related topics as we move forward. The blog can be found at:<br />
</p><ul><li> <a href="http://blog.uts.sjsu.edu/" target="_blank">The UTS Blog</a> (<a href="http://blog.uts.sjsu.edu/">http://blog.uts.sjsu.edu/</a>)</li>
</ul>To all who made it this far, thank you for your time.<br />
<p></p>Bill Nancehttp://www.blogger.com/profile/07216186954958865277noreply@blogger.com0tag:blogger.com,1999:blog-3121970624866372539.post-34165991722671137222010-10-22T14:39:00.000-07:002010-10-29T21:33:46.531-07:00Google Apps project update<div style="background-color: transparent; margin-bottom: 0px; margin-left: 0px; margin-right: 0px; margin-top: 0px;"><span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;">It’s the end of another week, and time for a Google Apps project update. We’re going to start with a few reminders and then move on to some task completions:</span><br />
<ul><li>Quick URLs for Google Apps</li>
<li>Google Groups Reminder</li>
<li>Google Calendar Resources Update</li>
<li>New project: Legacy Address Support enhancement</li>
</ul><br />
<a name='more'></a><br />
<span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: bold; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;">Reminder:</span><span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;"> Quick URLs for SJSU Google Apps</span><br />
<span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;">Your SJSU’s Google Apps services are available at the following short and simple web addresses:</span><br />
<div style="margin-bottom: 0pt; margin-left: 36pt; margin-top: 0pt;"><span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;">Mail: </span><a href="http://mail.sjsu.edu/"><span style="background-color: transparent; color: #000099; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: underline; vertical-align: baseline; white-space: pre-wrap;">http://mail.sjsu.edu/</span></a><span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;"></span></div><div style="margin-bottom: 0pt; margin-left: 36pt; margin-top: 0pt;"><span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;">Calendar: </span><a href="http://calendar.sjsu.edu/"><span style="background-color: transparent; color: #000099; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: underline; vertical-align: baseline; white-space: pre-wrap;">http://calendar.sjsu.edu/</span></a><span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;"></span></div><div style="margin-bottom: 0pt; margin-left: 36pt; margin-top: 0pt;"><span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;">Docs: </span><a href="http://docs.sjsu.edu/"><span style="background-color: transparent; color: #000099; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: underline; vertical-align: baseline; white-space: pre-wrap;">http://docs.sjsu.edu/</span></a><span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;"></span></div><div style="margin-bottom: 0pt; margin-left: 36pt; margin-top: 0pt;"><span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;">Groups: </span><a href="http://groups.sjsu.edu/"><span style="background-color: transparent; color: #000099; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: underline; vertical-align: baseline; white-space: pre-wrap;">http://groups.sjsu.edu/</span></a><span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;"></span></div><span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;"></span><br />
<span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: bold; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;">Reminder: </span><span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;">Google Groups is your replacement for aliases, distribution lists and department mailboxes. If you’re using email aliases, distribution lists and department mailboxes on your current mail server, it’s time to think about creating new Google Groups to replace these addresses. For more information, see </span><a href="https://docs.google.com/a/sjsu.edu/document/d/1DimDNnIWh-WyaOtt7lo_cPwFXJlApoBy3vxKza7wgRw/edit?hl=en"><span style="background-color: transparent; color: #000099; font-family: Arial; font-size: 11pt; font-style: italic; font-weight: normal; text-decoration: underline; vertical-align: baseline; white-space: pre-wrap;">Google Groups Naming Standards</span></a><span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;"> and </span><a href="https://docs.google.com/a/sjsu.edu/document/d/1N2kC6rJLePJw2Z4MCT6y_nJBgq26MCaBlbROw4Eoozs/edit?hl=en"><span style="background-color: transparent; color: #000099; font-family: Arial; font-size: 11pt; font-style: italic; font-weight: normal; text-decoration: underline; vertical-align: baseline; white-space: pre-wrap;">Using Google Groups for Department/Shared/Functional Mailboxes</span></a><span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;">.</span><br />
<span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;"></span><br />
<span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: bold; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;">Task Completion:</span><span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;"> The Google sections on </span><a href="http://uts.sjsu.edu/"><span style="background-color: transparent; color: #000099; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: underline; vertical-align: baseline; white-space: pre-wrap;">the UTS website</span></a><span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;"> have been updated with new and useful content. Please take a look.</span><br />
<span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;"></span><br />
<span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: bold; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;">Calendar Update:</span><span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;"> After a great deal of investigation and discussion, UTS has developed </span><a href="https://docs.google.com/a/sjsu.edu/document/d/1YWb0YvUd-jHCS_afxdPi_7X0Oag2HU8NYqwNvPona2o/edit?hl=en"><span style="background-color: transparent; color: #000099; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: underline; vertical-align: baseline; white-space: pre-wrap;">new criteria for inclusion of rooms in Google Calendar</span></a><span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;">. Conference rooms are all still included, but if your department has other rooms that are not part of SJSU’s General Classroom Inventory that you wish to schedule through Google, you can request to have those added too.</span><br />
<span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;"></span><br />
<span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: bold; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;">New task:</span><span style="background-color: transparent; color: black; font-family: Arial; font-size: 11pt; font-style: normal; font-weight: normal; text-decoration: none; vertical-align: baseline; white-space: pre-wrap;"> UTS is building a replacement system to route mail sent to your SJSU legacy address to your official campus email address. When this system is complete and tested, it will allow us to stop using Lotus Domino to manage legacy addresses. This will provide better service, and allow us to fully decommission the Domino servers sooner, reducing SJSU’s licensing costs even further.</span></div>Andrew Trembleyhttp://www.blogger.com/profile/01419679139743980235noreply@blogger.com0tag:blogger.com,1999:blog-3121970624866372539.post-88389951284281864072010-10-18T17:28:00.000-07:002010-10-29T21:30:37.084-07:00Google Apps project updateIt may not seem like a big deal, but we've re-done the Google Apps planning board over in UTS. This should help us stay on top of the strategic goals we're working on and the operational, development and content-generation tasks we need to do to meet them.<br />
<br />
Migration is the biggest task, but the board has several communications-related goals that we're close to completion on:<br />
<ul><li>Bringing new and richer content to the sorely-outdated Google Apps sections of <a href="http://uts.sjsu.edu/">the UTS Website</a></li>
<li>Developing <a href="https://sites.google.com/a/sjsu.edu/gwen-dapper/">an SJSU-styled template for SJSU's Google Sites</a></li>
<li>Building <a href="https://sites.google.com/a/sjsu.edu/gapps-faq/">an SJSU Google Apps FAQ site</a></li>
<li>Developing <a href="http://sjsutemplate.blogspot.com/">an SJSU-styled template for Blogger</a></li>
<li>Building this new UTS News Blog</li>
</ul><div>We hope that these efforts will make it easy for you to learn more about Google Apps features and take better advantage of Google Apps services as the university's migration progresses.</div>Andrew Trembleyhttp://www.blogger.com/profile/01419679139743980235noreply@blogger.com0