May 21, 2013

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IT Introduces UM Mail Vaulting Service for Email Storage

September 27, 2012 by

Is your mailbox filling up with historic messages that you need to retain? With the implementation of Symantec Enterprise Vault, the Office of Information Technology has a new solution for you.

Symantec Enterprise Vault is a content archiving system that moves emails and their attachments to an online storage area called a vault. EV requires an Outlook plug-in that is compatible with Outlook 2003-2010 for Windows and Outlook 2011 for Mac OS. In addition to working with the Outlook client, EV tools can be accessed through Internet Explorer versions 7, 8 and 9.

How It Works

After an email is archived, the email is replaced by a shortcut/link in your mailbox that provides instant access to the archived email message. When you need an item that has been archived from your mailbox you can easily search, view or delete it yourself. Archived emails remain available to you in Outlook and through the Outlook Web Application (OWA).

Vault is intended to help you manage your email more efficiently. However, you should continue to perform basic housekeeping tasks periodically, such as deleting emails that are no longer needed. Your messages are auto-archived when your mailbox exceeds 75 percent capacity. Additionally, you can select messages to manually archive at any time. Vault provides you with 5GB of storage space for archived messages.

If you have messages that are held in your personal folder (PST) files on your local computer, they will not be archived. Messages must be in the Exchange mailbox to be archived. To archive messages or folders stored in your personal folder files, you can move a message or folder to your Exchange mailbox.

Installation

When you are ready to give Vault a try, contact the IT Helpdesk at helpdesk@olemiss.edu or (662) 915-5222. After Vault is enabled for your email account, download and install the required Outlook plug-in from our website.

Filed Under: Email, Helpdesk

UM Webmail Taken Offline October 5, 2012

September 24, 2012 by

With the migration of email services from UM Webmail to UM Gmail complete, logins to UM Webmail will be disabled on October 5.  UM Mail (Exchange) is available to employees.  UM Gmail is available to students and any employees that have requested access.

UM Webmail login restrictions include web (http://webmail.olemiss.edu), POP and IMAP access.  Individuals that continue to login to Webmail to review older messages or contacts will need to export or transfer contacts or messages to a local computer or other email system.  Email forwarding from @olemiss.edu to @go.olemiss.edu will remain in place until February 8, 2013 for students that previously used UM Webmail.

You can read more about UM Gmail at go.olemiss.edu.  If you require assistance or have questions, please contact the Information Technology (IT) Helpdesk at 662-915-5222 or helpdesk@olemiss.edu prior to October 5.

Filed Under: Academic Technology, Email, Helpdesk

New myOleMiss Features for Advisors

September 21, 2012 by

Over the past year, it has become clear that employees who supervise certain kinds of student programs need the same kind of access to student data that academic advisors have had for many years. Examples are employees who supervise developmental courses, student athlete advisors, and FASTrack counselors. Moreover, these staff members, as well as academic advisors, need a broad view that gives the full picture of what is going on with a particular student in order to provide the best possible support.

SAP Student Lifecycle Management (SLcM) provides the capability to configure multiple advisor types. Up until this summer, we have used one advisor type only – academic advisor. This summer, we added configuration for new advisor types such as FASTrack, Faculty Mentors, Athletics, Luckyday, and Contractual Re-admit. These new types have their own notes and, where appropriate, their own holds. All advisors can now see all note types from within the “Advising Snapshot.”

With the new advisor types come several changes and new features in the advisor interfaces within myOleMiss. Highlights are as follows:

  1. There is now one consolidated “Advisor Menu.” Note that you can go straight to this launch point by selecting “Advisor Menu” from the Site Index on the left-hand navigation pane within myOleMiss. For faster access, you can add this to Portal Favorites by selecting the paper icon in the upper right. This consolidated menu replaces several options that formerly were listed on the left, e.g., My Advisees.
  2. In the previous version, all advisees were listed in sets of 100 with no opportunity to filter or go straight to a particular student. Now you can select advisees based on several filter options such as classification, academic standing, whether a hold exists, etc. Also, you can go straight to a student using name auto-completion.
  3. One of the filter options allows you to select advisees who are registered for a current term but not for a future term. We hope that this will help advisors and support staff spot students who have not yet registered. Be aware that this data is cached and is accurate as of the previous night.
  4. There is a new option in the drop-down menu called “Blackboard.” This lets advisors see grades that have been posted in Blackboard for current and recently completed courses. It also lets advisors see how a student ranks relative to other students in the class.
  5. Course materials (textbooks) and Favorites have been added to the Schedule listing.
  6. The “Send Immediate” and UM Today interfaces have been adjusted to let you send to advisees by advisor type. Likewise, “Advisee Overview” has been adjusted to filter by advisor type.

Other features that are planned include the ability to upload documents for a given student, a simple degree audit report, and a new “at risk” status. Please send any additional suggestions to it@olemiss.edu.

Filed Under: Advising, myOleMiss Tagged With: ,

Computer Lab Enhanced in Weir Hall

September 15, 2012 by
Weir Hall Media-Scape Table

Media:scape Table

The Galtney Center for Academic Computing in Weir Hall opened in November 2002.  The Center was made possible by a $4 million gift from Ole Miss Alumni Will and Susanne Galtney of Houston, TX.  Commonly referred to as the Weir Hall computer lab, students and employees have access to 50 computers around the clock.   During the Fall and Spring semesters, we have approximately 500 visitors daily (Monday – Friday).

In summer 2012,  the Office of Information Technology (IT) made plans for enhancements.    With the assistance of Facilities Planning, these enhancements are complete and available for students and employees today.  Below are the highlights.

Collaboration Deck

The plateau area to the left of the central lab desk has been significantly remodeled to enhance collaboration, especially for those with smartphones, tablets and laptops.   Included is a small coffee table area complete with Jenny Round chairs, an eight foot wide glass whiteboard and finally a Steelcase media:scape table for small group meetings.  The media:scape table allows participants to share their screen or desktop in HD quality on our 55 inch HDTV.  Please drop by Weir Hall or check out the photos on our IT labs site to preview these enhancements.

Wide Screen Monitors

Gone are the days of 19 inch monitors in the lab.  IT installed 30 wide screen monitors (22 inch) over the summer.

Bottled Water

We now welcome your bottled water in the computer lab area!   If you want to munch on Doritos or slurp Starbucks coffee, you can still use the tables in the Weir Hall hallways.  Just remember, the Ole Miss home run shower is allowed at the baseball stadium, not in the computer labs.

Future Plans

Now that we have completed the physical enhancements, next up are discussions to implement single sign-on.  That will mean students and instructors visiting Weir Hall labs could login to computers and release printer jobs using their WebID.   Stay tuned.

Filed Under: Academic Technology, Equipment, IT Labs

Online UM Security Awareness Training

September 11, 2012 by

Since 2005, select University employees have been required to participate in security awareness training.  In the past, these required sessions have taken place in a classroom/lecture format.  As of September 17, 2012, the University has partnered with the SANS Institute to offer online security awareness training.  The online training modules are organized to train specific groups such as SAP GUI users, Information Technology specialists, and others.  Online training modules will need to be completed by all SAP GUI users on or before December 21, 2012.  If training is not completed by this deadline,  SAP accounts will be locked until this requirement is met.  (Once the requirement is met, email will need to be sent to davidd@olemiss.edu  to unlock accounts.) 

About SANS Institute

“The SANS Institute was established in 1989 as a cooperative research and education organization. SANS is the most trusted and by far the largest source for information security training in the world. Courses are taught by real-world practitioners who are the best at ensuring you not only learn the material, but that you can apply it immediately when you return to the office” ( www.sans.org).  “The online training we chose through SANS is a standardized presentation that covers in depth security awareness issues,” says David Drewrey, Director of Telecommunications/Security Coordinator.

Importance of Security Awareness Training

The purpose of security awareness training is to raise awareness, change behaviors, reduce risks, and educate those who handle sensitive data on computer networks, systems, etc. “Security awareness training is important for users to know the dangers that exist as well as the mitigation techniques and best practices in online communication,” says David Drewrey.  “Examples of scenarios that can occur due to non-security awareness are computer viruses, malware, identity theft, spam, phishing, exposure to criminal elements, etc.”

SAP GUI Users and Select Employees

All targeted groups for security awareness training will start receiving email from David Drewrey, davidd@olemiss.edu, on September 17, 2012.  The subject line will be “University of Mississippi SAP Security Awareness Training Account.”  The email will provide your login information to the training modules.  Once you log in, you will be required to reset your password.  Here’s a sample of the communication that will be forthcoming:

Dear (User’s Name),

 All University of Mississippi SAP GUI users must attend a security awareness presentation every two  years to become aware of the latest security issues and techniques available to protect university data.  Information Technology has purchased online training from SANS (www.sans.org), which users can view and complete at their own pace.  These modules must be completed by December 21, 2012 in order to retain access to SAP.  The SAP GUI accounts belonging to those who have not completed security training by the indicated deadline will be disabled.  Others who deal with sensitive data as part of their jobs are strongly encouraged to complete the training.

A security awareness training account has been created for you and you have been issued with a temporary password.

Your login information is as follows:

Username:   WebID@olemiss.edu

Password:   initial_password

                      (You will need to change your password when you log in the first time.)

To start using your security awareness training account, log in at:  https://vle.securingthehuman.org/login/

In most mail programs, this should appear as a blue link which you can just click on.  If that does not work, then cut and paste the address into the address line at the top of your web browser window.

Once you have changed your password, please click on Quick Start Introduction to receive instructions.

Thank you,

David Drewrey
Director of Telecommunications/Security Coordinator
davidd@olemiss.edu

 

Duration of the Training Modules

Each of the training modules is approximately 3-5 minutes in length; the entire training is approximately 1 hour.  You can complete these modules at your own pace, just as long as all is completed by the December 21, 2012 deadline.  The system automatically saves and keeps track of your completed modules.

Non-SAP GUI Users and Other UM Employees

For non-SAP GUI users and other UM employees, you can register for the classroom security awareness training or request online training.  We can accommodate up to 400 additional users in the online training.  You are not required to attend this training, but it is highly recommended.  For available classroom security awareness training dates, please visit http://ittraining.olemiss.edu/ or contact David Drewrey at davidd@olemiss.edu.

More Information

Security training reminders will be sent via UM Today.  All questions about security awareness can be directed to davidd@olemiss.edu.

Filed Under: Security, Training Tagged With: , ,