Vice President for Information Technology

Status and Activity Report for January 2017

Prepared by Timothy M. Chester, Vice President for Information Technology (VPIT)
1. Announcements for Faculty and Staff Meetings

Default VPN Requires ArchPass Duo: ArchPass Duo, UGAs two-factor authentication
method, is now required to log in to UGAs Remote Access Virtual Private Network (VPN)
groups. Requiring ArchPass Duo for authentication for all VPN groups is an extra security
measure designed to prevent fraudulent log-ins. Students, faculty and staff who need the
VPN for general off-campus use should select the 01 Default VPN group, enter their MyID
and password, and then enter their ArchPass Duo authentication method. ArchPass Duo
offers you multiple methods for receiving passcodes and authenticating to systems. You
can authenticate with a phone call, SMS text message or through the Duo mobile app on a
smartphone or tablet. If you are not already an ArchPass user, you can enroll a cell phone,
landline or tablet in ArchPass Duo through the Duo Self-Service Portal on the EITS
website. Any student, faculty and staff member with a MyID may self-enroll in ArchPass
Duo. ArchPass access to the 01 Default VPN does not require users to complete a request
to access registration form. You can find complete instructions for enrolling at
archpass.uga.edu/enroll. For more information about ArchPass Duo, contact Ben Myers at
[email protected].

Legacy ArchPass Devices to be Decommissioned: Users that need access to sensitive and
restricted systems should enroll in ArchPass Duo, UGAs phone-enabled two-factor
authentication system, by the end of the month. ArchPass Duo is replacing the legacy
ArchPass hard tokens. ArchPass Duo offers users multiple methods for receiving
passcodes and authenticating into systems. You can authenticate with a phone call, SMS
text message or through the Duo app on a smartphone or tablet. To continue accessing
systems that require an ArchPass, all current ArchPass users should enroll and begin
using ArchPass Duo by January 31. Current ArchPass hardware tokens will cease to
function after this date. If you are a current ArchPass user and have not yet enrolled in
Duo, you can enroll via the Self-Service Portal on the ArchPass website,
archpass.uga.edu/enroll. For more information about ArchPass Duo, contact Ben Myers at
[email protected].

OneSource Town Hall Meeting Planned: A town hall meeting about UGAs OneSource
project, a multi-year project to launch a new finance and human resources administration
system, is planned for February 2, at 10 a.m. in the Georgia Centers Mahler Hall. The
town hall meeting will be an opportunity for faculty and staff to learn more about the
progress of the OneSource project and ask questions. Information about the meeting will
be posted on various campus listservs. The town hall also will be available via a live
Collaborate web session at UGAs OneSource Town Hall. If you would like to attend the
town hall, either in person or online, an RSVP is requested, but not required, by visiting:
http://bit.ly/FebTH. For more information about the OneSource project, visit
onesource.uga.edu.

Account Cleanup Notices Sent to Former Students: In November, EITS notified many
former undergraduate and graduate students that their MyID and UGAMail account
information would be deleted soon. This account cleanup process applied to inactive users
who last enrolled in classes during the Summer 2015 term or earlier, and who had not
logged into UGAMail in the last six months. People who enrolled in classes in the Fall 2015

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term or later and those who had updated their password within the last six months were
not affected. The clean-up process included accounts of alumni who were forwarding their
UGAMail to a third-party email account. Owners of accounts targeted for deletion received
notices in November advising them that their account would be inactivated and deleted.
Alumni who had a justified reason for keeping their UGA MyID and UGAMail account,
such as completing post-doctoral research, were able to appeal and keep their account.
Accounts were deactivated December 16 and deleted January 5. For more information
about the account clean-up process, please contact Keith Martin at [email protected].
2. Support for Student Technology Services

Office 2016 Available in vLab: vLab, the Universitys virtual computer lab, now features
Office 2016. Previously, Office 2013 was available on the vLab, which can be accessed by
any student, faculty or staff member on any device at any time by visiting vlab.uga.edu.
Transitioning the vLab to Office 2016 is part of plans to modernize services in the vLab in
the coming months. Office 2016 is the current version of the Office suite supported by
Microsoft. Office 2016 includes Microsoft Word, Excel, PowerPoint, Publisher and Access.
Files created in earlier versions of Office are compatible with Office 2016. The vLab also
features SPSS, MATLAB and Stata. In addition, the vLab is also available at select
computer labs on campus, such as the Miller Learning Center. A valid MyID is required to
access the vLab. For more information or questions, please contact Tommy Jones at
[email protected].

3. Support for Academic and Administrative Computing

FY17 User Verification Audit To Start Soon: In preparation for the annual financial state
audit for FY17, EITS will be conducting a verification of all user accounts on the
mainframe, Banner and IDM systems. This audit will involve users verifying the need for
the access they have for each system, and supervisors reviewing and deciding to approve
or deny this access for employees under their purview. This year, EITS will send a single
email with one URL for managers and users to verify access to all three systems, rather
than separate emails for each system. Emails will be sent to users and managers in late
March, asking them to verify their need for access. Users and managers must complete the
verification process by April 28. Users who do not respond will have their access to these
systems revoked May 8. For more information about the user verification process, please
contact Lynn Wilson at [email protected].

Legacy Data Conversion in Student Information System: As part of the transition to

Banner, there is a need to convert data from the legacy student information system (IMS)
into an environment where the legacy information can be accessed. Banner will be the
authoritative source for legacy student data, including transcripts, after February 3. Users
who still view or update legacy student data on the mainframe have been contacted to
ensure they have access to appropriate tools in Banner before the conversion. For more
information about the legacy data conversion, please contact Karen Chastonay at
[email protected].

Several Maintenance Windows Planned for Athena, Banner Services: Athena and Banner
Administrative INB will be unavailable for users during planned maintenances on several
weekends in January and possibly February. Athena and Banner Administrative INB will
be unavailable during the following weekends: January 21, from 8 a.m. until January 22,
at 10 p.m.; January 27, from 5 p.m. until January 29, at 11:59 p.m.; and possibly February
3, from 5 p.m. until February 5, at 11:59 p.m. UGA students, faculty and staff should

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anticipate not having access to these services during the maintenance window. Reports
from Banner services will be unavailable during the maintenance window. In addition, the
Operational Data Storage (ODS) may be unavailable for all or part of January 23, January
30 and possibly February 6. For more information, please visit connectuga.uga.edu or
contact Karen Chastonay at [email protected].

Account Standards Refresher Training Class to be Offered: The University System of

Georgia (USG) released standards regarding user account management for information
systems containing restricted or sensitive data in 2013. These standards were made
effective July 1, 2013. A refresher training on these standards is being conducted on
Tuesday, February 28, from 10:00-11:00 a.m., at the Georgia Center, room K/L. Data
stewards, their designees, or individuals who are responsible for provisioning and
removing employee account access to IT systems are encouraged to attend this training. If
you have questions regarding the Account Standard Training, please contact Lynn Wilson
at [email protected].

CESS Training Class Open to Participants: A training class on the Computer Equipment,
Software & Services (CESS) process will be available at UGA Training & Development
(T&D) on January 24, from 9:00 to 10:30 a.m. CESS approval is required for technology
purchases over a specified amount or for equipment that meets certain security risks. The
class will provide a walk-through of the CESS approval request process; determining when
its necessary; understanding the CESS approval request steps and processing lead times;
and identifying who is responsible for submission of CESS requests. Registration is
available at: http://www.hr.uga.edu/training. For more information on the CESS approval
process, visit https://t.uga.edu/2Rz or email [email protected].

FY18 Cost Recovery Rates Now Available: EITS has published its cost recovery service
rates for FY18 to help departments in their budget development planning. The FY18 rates
and service details are available at http://eitscostrecovery.uga.edu. Any changes to service
rates are noted on the rate chart on the website. Additional information about FY18 costs
for VMWare and Adobe products will be provided this month. For questions, please
contact Pam Burkhart at [email protected].

4. Support for Research

GACRC Training Sessions Available in January: The Georgia Advanced Computing

Resource Center (GACRC) will offer more training sessions in January for researchers
interested in using the research computing clusters. The GACRC will offer introductory
courses to high-performance computing and using the Sapelo and z-clusters. Training in
Linux Basics and Python Basics will also be available. There will also be a course on
submitting and running jobs on Sapelo. All training sessions are held in Room C128 of the
Davison Life Sciences Complex. A complete schedule can be found on the GACRC website
at http://gacrc.uga.edu/training. For more information, contact Dr. Guy Cormier at
[email protected].

5. Data Reporting and Analytics

New Website Coming for Office of Institutional Research: The Office of Institutional
Research (OIR) will relaunch its website (oir.uga.edu) this spring semester, as part of an
effort to revamp its resources in an online tool thats modern, efficient and presents
institutional data using data visualization. The website will have a new look and design
that will make it easier for visitors to understand complex patterns and concepts by using

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data visualization. In addition, the print edition of the FACT Book will be available in
February. A digital copy of the FACT Book will also be posted on the OIR website. For
more information, please contact Paul Klute at [email protected].
6. Core Campus Infrastructure

Cable TV System Switches to DISH Network: University Cablevision, UGAs on-campus

cable TV system, transitioned from DirecTV to DISH Network prior to the winter break.
Under the contract terms with the new provider, several cable networks were added to the
channel lineup for University Cablevision, while some networks were dropped. University
Cablevision offers 138 channels for viewers on campus, such as those in University
Housing and the Georgia Center for Continuing Education and Hotel. For more
information, including the new channel lineup, please visit https://t.uga.edu/2RA.

Support to End for Select Office Products: Microsoft will end technical updates of Office
2013 that has been available in Office 365 ProPlus, effective February 28, 2017. People
who are using Office 2013 are advised to upgrade to Office 2016, which is available for
UGA students, faculty and staff to install on their personal devices on Office 365 via their
web-based UGAMail accounts. Office 2016 includes Microsoft Word, Excel, PowerPoint
and OneNote. Microsoft will release critical security updates to Office 2013 until next year,
but customers will not be able to receive support for Office 2013 after February 28, 2017.
In addition, Microsoft has announced that Outlook 2007 and earlier versions for Windows
will not be able to access mailboxes in Office 365, effective October 31, 2017. Microsoft is
changing its connection protocol for Outlook services, which will affect older versions of
Outlook. Customers are encouraged to upgrade their version of Outlook or access email
via the web. For more information, visit office365.uga.edu.

7. Did You Know?

Since the UGA Mobile App was relaunched with a new design in August, more than
41,000 people have used the app. During the fall semester, the UGA Mobile App logged 1.9
million sessions with the bus tracker being the most popular feature. On most class days,
the app averages about 9,800 users. The single highest use day was the first day of fall
semester classes with 13,800 users. For more information, please visit
mobileapps.uga.edu.

8. Productivity Tip

Need to find a printer in a hurry? Print kiosks by wepa are located throughout the main
UGA campus, Health Sciences Campus and the Gwinnett campus. The print kiosks accept
credit cards, debit cards and Bulldog Bucks for payment. A location of all the kiosks can be
found on the campus map in the UGA Mobile App or on the EITS website at
printkiosks.uga.edu.

University of Georgia students, faculty, and staff, as well as interested others, may subscribe to
this monthly report by sending an email to [email protected] with the phrase subscribe
vpit-news as the body of the message.

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