Project Updates

Highlighted UMB IT Initiatives

A Comprehensive Research Data Management Plan and Strategy

A comprehensive and overarching policy for research data management was developed and approved that includes the elements of data acquisition, custody, retention, access, security, and the transfer of data.

Update for September, 2018

Work has been done and progress has been made in developing a plan and strategy that is identifying and will recommend an infrastructure(s) for storing, managing, and accessing research data.  This plan and strategy includes using cloud-based service providers.  CITS has worked diligently with Strategic Sourcing and Acquisition Services to establish contracts with Microsoft Corporation (Azure Cloud Infrastructure); Oracle Corporation (Oracle Infrastructure and Platform as a Service); and Amazon (Amazon Web Infrastructure Services).  These contracts are the building blocks needed to leverage cloud infrastructure services for storing, managing, and accessing research data.  The plan and strategy will be finalized in FY 2019, which will include the use of both cloud-based services and on-campus computing infrastructure resources and services.

Update for February, 2018

Background and Rationale

  • Data are the lifeblood of research.
  • Federal agencies regard data as a commodity to be obtained, stored securely, managed, made accessible, and used as an essential part of the grant submission and publication processes.
  • Research data management policy and strategy needed at UMB.

Operational Approach

  • Universitywide team developed a research data management policy that was approved in May 2017.
  • A second Universitywide team is being formed that will discuss strategies and recommend an IT infrastructure(s) for storing, managing, and accessing research data.

Update for June, 2017

A University team led by M.J. Tooey and composed of IT Stakeholders Committee members, faculty, and staff developed a draft research data management policy. The draft policy was reviewed by many people, including research faculty, associate deans for research, etc. The policy had a final review by the Policy Oversight group and the Executive Cabinet and was approved as a UMB policy and signed by President Perman on May 4, 2017. The policy can be found here.

Update for August, 2017

A comprehensive and overarching policy for research data management was developed and approved, which includes the elements of data acquisition, custody, retention, access, security, and the transfer of data. The next step this coming year is the formation of a working group that would make a recommendation(s) regarding the preferred IT infrastructure(s) for storing, managing, and accessing research data.

Update for November, 2017

Implementation Status

Universitywide team developed a research data management policy that was approved in May 2017.

Next Steps

Another Universitywide team will discuss strategies and recommend an IT infrastructure(s) for storing, managing, and accessing research data. 

Expanding Resources for Faculty Teaching and Learning with Technology

Leverage the Institute for Educators, an existing UMB-approved institute in the School of Nursing, as a resource on teaching with technology for UMB faculty.

Update for September, 2018

As part of the IT Stakeholder Initiative: “Expanding Resources for Faculty Teaching and Learning with Technology and Enhancing Skills of Faculty and Providing Tools to Incorporate Technology in Teaching”, a committee of faculty with representation from each of the UMB Schools has been meeting regularly during FY 2018 to share information and discuss strategies related to professional development and the innovative uses of technology in teaching.  An event titled, “Teaching with Technology: Engaging Students” was held on May 24, 2018 for the purpose of expanding interest and building faculty expertise in teaching with technology. The keynote speaker was M.J. Bishop, Director of the William E. Kirwan Center for Academic Innovation and Director of the University System of Maryland’s Center for Academic Innovation, who kicked-off the day-long event. Presentations and discussions of effective methods for teaching online courses/classes were included in the program.

The faculty committee, which is a sub-group of the UMB IT Stakeholder Committee, has prepared a report of recommendations identifying strategies for professional development and the promotion of innovative uses of technology in teaching and scholarship within and across schools and programs.  Their recommendations are:

  1. Seek resources to sustain an Annual UMB Teaching with Technology Conference.
  2. Leverage and promote professional development activities that are occurring in the schools, e.g. Nursing, Social Work, and Pharmacy have notable initiatives in professional development.  These sessions are typically sparsely attended, yet highly valued.
  3. Establish a campus web-site dedicated to Teaching with Technology.  It would offer a platform for sharing innovative uses of technology at UMB; the dissemination of information about educational offerings and initiatives occurring in individual UMB Schools; and enhance the communication of teaching with technology resources to all UMB Schools.  Likewise, a library of “how-to” resources (e.g. videos and other media) could allow for easy online-access when a centralized Center for Educational Initiatives is not available. 
  4. Establish a centralized campus Center for Educational Initiatives to conserve valuable technology faculty and staff resources.  Ideally, this Center might also serve as a “drop-in” consultation resource for faculty and staff.   This Center would be inter-professional and allow for greater faculty/technology staff interaction and sharing of expertise.  Resources for instructional design as well as resources for regular webinars and other learning experiences would need to be available to make such a Center viable.  Regularly scheduled lunchtime table talks at this Center would provide an opportunity for informal learning experiences for faculty and staff and could easily be expanded to include UMB students.
  5. At the level of UMB Schools, encourage greater emphasis on faculty-IT staff interaction as well as visibility of scholarly work.   The faculty committee encourages greater recognition of scholarly work involving aspects of teaching with technology as well as multiple aspects of teaching and learning.  For example, such accomplishments should receive greater recognition in both school and campus publications. 
  6. Encourage UMB schools to incorporate scholarly work related to teaching with technology into their APT criteria so that such activities become visible and valuable contributions within schools and across UMB. 

Update for February, 2018

Status

•A group of faculty representing all of the UMB Schools have been meeting to share information and discuss strategies related to the use of technology in teaching

Next Steps

•May 24 workshop for for the purpose of expanding interest and building faculty expertise in teaching with technology
•Presentations and discussions of effective methods for teaching online courses/classes will be included in the workshop program

Update for June, 2017

A group of faculty from UMB schools has been meeting on a regular basis, and members are: Louise S. Jenkins, School of Nursing, group leader; Kathleen Buckley, School of Nursing; Nancy Lowitt, School of Medicine; Kathryn Collins, School of Social Work; James Craig, School of Dentistry; Karen Czapansky, School of Law; Andrew Coop, School of Pharmacy; Larissa Odessky, Graduate School; and Oksana Mishler, School of Dentistry for the Faculty Senate. The group is examining strategies to disseminate information campuswide related to the use of technology in teaching. It also is exploring the idea of offering an online workshop to expand interest and build faculty expertise in teaching with technology.

Update for August, 2017

A group of faculty representing all of the UMB schools has been meeting monthly to share information and discuss strategies related to the use of technology in teaching. The group is planning a daylong workshop in spring 2018 for the purpose of expanding interest and building faculty expertise in teaching with technology. Presentations and discussions of effective methods for teaching online courses/classes would be included in the workshop program.  

Update for November, 2017

Implementation Status

Faculty representing each of the UMB schools have been meeting to share information and discuss strategies related to the use of technology in teaching.

Next Steps

A workshop is scheduled for May 24, 2018 for the purpose of expanding interest and building faculty expertise in teaching with technology. Presentations and discussions of effective methods for teaching online courses/classes will be included in the workshop program.

Enhanced Financial Decision-Making and Reporting – Quantum Financials

Upgrade the UMB financial system to a more contemporary solution to streamline financial processes, increase efficiency and usability, and provide enhanced reporting. For more information, please visit the Quantum Website.

Update for September, 2018

CITS is partnering with Administration and Finance to develop and implement Oracle’s Cloud Financials, Planning and Budgeting, and Analytics solutions.  These modern cloud applications are based on best practices and will provide a platform for improving business processes and enhancing our ability to make data driven decisions.  The project consists of four iterative design, configuration and validation phases to incrementally develop a final solution that will be rolled out to the campus in May 2019.  As the Quantum project approaches the third iterative phase, the project team is actively engaging UMB schools and departments to participate validating the solution.

Quantum Project Timeline

 

Update for February, 2018

Status

•Implementation of new “cloud” financial system underway
•Communication and training activities are also occurring
•Town Hall was held on January 22 (Ballroom A in the SMC Campus Center was completely full)

Next Steps

•Continue with implementation activities and engaging the campus community during implementation
•The key deliverables for the project are:
–Replace current PeopleSoft Financial System with Oracle “cloud” (SaaS) system
–Deliver new tools for enterprise analytics and reporting
•Target “go live” date is October 2018 

Update for June, 2017

There was an extensive review of acceptable products (an RFP was developed and responses were received from two vendors). Ratings of the written responses that were submitted by the two vendors were completed in December 2016. Vendor demonstrations were held in January 2017. The Oracle SaaS financial system was selected and a recommendation for purchasing this product was made to the University System of Maryland (USM) Board of Regents. A presentation was made to the board's finance committee, which approved the recommendation and submitted it to the full board. The USM Board of Regents and the State of Maryland Board of Public Works voted to approve the purchase of the Oracle SaaS financial system. The contract was signed in June 2017. The project implementation is starting in earnest in July 2017.

Update for August, 2017

The contract with Oracle was completed and signed in June. The project implementation is fully underway, with project completion targeted for October 2018.

Update for November, 2017

Quantum Financial System Project

Implementation Status

Project implementation underway. Activities include: module testing and fit-gap analysis; security review; requirements traceability Matrix tracking; Chart of Accounts validation; data conversion strategy, and conversion data mapping; technical architecture planning; reporting requirements — revalidation; integration review/design.

Change management/communication/training activities also are underway; a town hall is scheduled for Jan. 22 from 1:30 p.m. to 3 p.m. at the SMC Campus Center.

Next Steps

Continue to work the Project Plan to achieve key project deliverables, which are: replacing current PeopleSoft Financial System with Oracle “cloud” (SaaS) system; deliver new tools for enterprise analytics and reporting.

The project is currently targeted for completion in October 2018.

Information Security Collaborative

Assess IT strengths and weaknesses, identify systems and programs that contain sensitive data, and document the security practices and/or infrastructure that are being used to protect the data.

In the process, vulnerabilities will be identified and addressed to mitigate risks. These activities will ensure that UMB is compliant with federal, state, and accreditation requirements.

Update for September, 2018

The Information Security Collaborative (ISC) includes participation from IT leaders, information security professionals, and other IT professionals from CITS, all UMB schools, FPI, and UMMS.  There is consensus among the individuals participating in the Collaborative that an enterprise-wide approach to information security is absolutely necessary.  It is important that an Information Security Program that adheres to Federal, State, USM, and other mandatory security rules, requirements and guidelines in order to protect the confidentiality, integrity, and availability of data.

 

During FY 2018, the participants of the ISC shared operational policies, practices, and procedures that resulted in effective information security and the protection of information assets, protected health information, and patient and employee personal information.  The ISC working group (which comprises about 40 individuals and is chaired by the UMB Information Security Officer and information security officers from the SOM/FPI and UMMS) coordinated activities that responded to information security vulnerabilities that cross operational intersections.

The FY 2018 Information Security Collaborative report identified key actions taken during the year, which were to assess the security of public facing systems and address any found vulnerability with these systems.  The actions included:

  • Undertaking a multi-layered security assessments that utilized both 3rdparty scans and scans conducted by the CITS Office of Security & Compliance.
    • A 3rd party assessment included UMB’s participation in the Dorkbot Project which is administered at the University of Texas.  This project launched continuous scans during the year from outside of UMB to public facing web servers at UMB.  The scans searched for vulnerabilities in web logic code that could introduce a security vulnerability(s).
    • Another 3rd party assessment included using the ShadowServer resource.  The ShadowServer scan is another scan from outside UMB to public facing systems at UMB, and it provided feedback when a public facing system had a weak SSL cipher configuration which could be vulnerable to viruses and malware.  The ShadowServer service assisted in identifying and mitigating the SSL Poodle vulnerability. 
    • Internal UMB scans were also performed by the CITS Office of Security and Compliance.  Scans of all UMB public facing systems were run regularly to assess and test SSL configurations, and any system with a weak configuration was identified and addressed.  

In addition to undertaking multi-layered security assessments, on-going everyday IT security work was undertaken this past year and it cannot be overlooked and overstated.  For example, the intrusion prevention system is monitored closely because there are over 20 million daily attempts to get unauthorized access to the UMB network and to machines connected to the network.  The campus system for email delivery, anti-spam and anti-virus, is also monitored continuously since about 80% of all incoming email is identified as some type of security threat and must be blocked.  Collaborating and sharing IT security information and potential threats across the enterprise is what makes the ISC so successful and strong. 

Update for February, 2018

Status

•UMB only had 2  IT recommendations in Legislative audit (OLA) report
•Recently completed USM Office of Internal Audit determined we are compliant with OLA recommendations and with recommendations made in 2016 USM Personally Identifiable Information (PII) Audit Report
•New processes and technologies being implemented to comply with USM IT Security Standards 
•Improvements attributable to sharing info, addressing vulnerabilities

Next Steps

•Continuing to follow IT security policies and best practices
•Implementing measures to strengthen the security of PII
•Implement multi-factor authentication (> 2700 at UMB using MFA)
•Comply with payment card industry standards for credit card transactions

Deliver security awareness training software/content to UMB community

Update for June, 2017

Significant progress has been made in achieving compliance with the USM IT Security Standards and completing the recommendations made by the Office of Legislative Audits, USM, and SB & Company auditors. Policies, procedures, and/or new technologies have been implemented to address any gap between current operations and the new requirements. Additional measures are being implemented to strengthen the security of personally identifiable information (PII). The Information Security Collaborative Working Group has been meeting monthly to share information and tighten security controls, where necessary. Improvements in security since the initiation of the IT Security Collaborative have been measurable. The number of vulnerabilities found in systems has significantly declined. Great work is occurring with monthly scanning and patching of systems. The latest cyber threat called WannaCry was a nonissue for UMB. An extra layer of security at the cross-section between the internet and the campus network is helping block attacks and preventing threats from affecting the University.

Update for August, 2017

UMB only had two IT recommendations in the final audit report prepared by the Office of Legislative Audits. We have complied with the findings by implementing the recommended technology, and we have been phasing in new technology as it becomes available from vendors to address issues and strengthen network security. Major progress has been made in implementing new processes and technologies across the University to comply with the USM IT Security Standards, version 4.0. Additional measures are being implemented to strengthen the security of personally identifiable information (PII). A plan has been developed and is in the process of being implemented to enhance security by introducing multi-factor authentication (MFA). MFA will be initially deployed for the HR and Financial applications and for off-campus access to Microsoft Office 365. In addition, a critically important plan for complying with the payment card industry (PCI) standards and requirements has been developed and is being implemented.  Compliance with PCI standards is required for processing credit card transactions at UMB.

Update for November, 2017

Implementation Status

UMB is complying with federal and state requirements for systems and data security, implementing technology, policies and practices to comply with the USM IT Security Standards; and following NIST IT security recommended best practices. IT leaders across UMB are working together to strengthen the IT security program by implementing measures to strengthen the security of personally identifiable information; introducing multi-factor authentication; and complying with the payment card industry standards that are required for processing credit card transactions. 

Next Steps

Security awareness and training programs are being developed and will be provided to the UMB community.

Federated Identity Management

Allow individuals to use their UMID or an ID issued by the UM Medicine IT network to access systems and resources.

Update for September, 2018

A major IT accomplishment has occurred with the implementation and use of a common ID across the University.  This was THE key IT request in the first UMB Strategic Plan. Today, there are 7365 faculty, staff, and affiliates, and 5630 students that are using a common ID, such that their Userids and Passwords are linked and automatically synchronizing across UMB.  This means that only one Userid/Password is needed for faculty, staff and students to get access to UMID applications, email, and computer workstations. 

Update for February, 2018

Status

•A single University ID for accessing systems is being used by all central departments and HS/HSL, SSW, SOP, SOD, SOL, and the SON; SOM is almost finished unifying accounts

Next Steps

•Project will be completed by the end of 1st quarter 2018 which will allow individuals the ability to use a single ID and password to gain authorized access to systems and applications hosted by CITS, SOM, any other UMB school or department, or a University sponsored external service (cloud) provider

Update for June, 2017

The implementation of the UMID for Workstation/Email Access project for campus users has been completed for all central departments as well as for the School of Social Work, School of Pharmacy, School of Dentistry, and School of Law. The UMID for Workstation/Email Access for the School of Nursing will be completed by summer 2017 and the federated identity management project with the School of Medicine will be completed by the end of calendar year 2017. Federated identity management will give individuals the ability to use a common ID, the UMID and an ID issued by the University of Maryland medicine IT network (SOM and FPI) to access applications hosted by each respective entity.

Update for August, 2017

A common University ID for accessing systems is being used by all central departments as well as the School of Social Work, School of Pharmacy, School of Dentistry, School of Law, and School of Nursing. The identity management project with the School of Medicine will be completed by the end of calendar year 2017 that will allow individuals the ability to use a common ID to access applications hosted by each respective entity.     

Update for November, 2017

Implementation Status

A common University ID for accessing systems is being used by all central departments as well as by the HS/HSL, SSW, SOP, SOD, SOL, and SON.

Next Steps

Project will be completed by early calendar year 2018, which will allow individuals the ability to use a common ID and password to gain authorized access to systems and applications hosted by CITS, SOM, or any other UMB school or department.

Implement and Deploy Microsoft's Office 365

Consolidate email systems, require the use of a UMB-issued email address for business communications, encrypt email containing sensitive data, enhance opportunities for employees to access work-related documents from any device and from any location, provide document sharing/collaboration and web/video conferencing functionality, and reduce the cost to support the UMB electronic communication environment.

Microsoft Office 365 (O365) for Education will provide the University of Maryland, Baltimore a common suite of essential business applications. A standardized set of tools will be available to the entire campus and the UM Medicine IT Network.

The Microsoft for Education cloud-based solution provides desired features and functionality in a contemporary communications and collaborative infrastructure. The core applications provided by Office 365 for education will be:

  • OneDrive for Business (individual file storage with 1 terabyte of space per person).
  • Skype for Business (web/video conferencing and instant messaging).
  • SharePoint Online (team sites for document sharing and collaboration).
  • Office Online (A web-based version of Word, Excel, PowerPoint, and more for quick viewing and editing documents on computers without locally installed Office apps).
  • Office 365 Pro Plus (Office on all of your devices. Up to five installs for computers and mobile devices).
  • Exchange Online (email with 50 gigabytes of capacity).

Update for September, 2018

In the past year, the deployment of Microsoft Office 365 was completed.  Employees as well as students have been issued a Microsoft Office 365 account.  In addition, a campus-wide Working Group, with representation from each UMB school, reviewed the many communication/collaboration tools being used across UMB and investigated the possible acquisition and implementation of a new communication and collaboration tool(s).  The goal for the group was to recommend a communication/collaboration tool that could be deployed throughout UMB.  The assessment of existing tools used at UMB, as well as any new technology, included reviewing best features, best uses, costs of the tools, and any gaps in what was currently licensed and available.  The group’s final recommendation was the Cisco Collaboration Platform, which is new to UMB and includes many telephony and unified communication advancements as well as contemporary on-demand WebEx web conferencing and videoconferencing capabilities.  An agreement with Cisco has been reached and these new Cisco communication and collaboration tools will be deployed throughout UMB in FY 2019.  

Update for February, 2018

Implementation Status

•All central administrative units, the HS/HSL, SOP, SSW, SOD, SOL, and the SON are up and running and using Office 365
•SOM implementation almost complete, only one department left to be migrated; complete by the end of 1st quarter 2018 
•72 training classes have been held to-date > 650 attendees

Next Steps

•Continue individual and group training sessions to help people use available features and functionality, e.g., OneDrive, Skype, etc.
•Students being added to Office 365 platform for all schools

Update for June, 2017

Microsoft Office 365 (O365) for Education is providing the entire University of Maryland, Baltimore enterprise a common suite of essential business applications. It is consolidating email systems, enhancing opportunities for employees to access work-related documents from any device and from any location, providing document sharing/collaboration and web/video conferencing functionality, and reducing the server and backup costs to support the UMB electronic communication environment. As of June 2017, all central administrative units as well as the HS/HSL, SOP, SSW, SOD, SOL are up and running with Office 365. The SOM and the SON implementations are in progress and will be completed by the end of Summer 2017.

Update for August, 2017

Microsoft Office 365 (O365) for Education is providing the entire University of Maryland, Baltimore enterprise a common suite of essential business applications. It has consolidated email systems, enhanced opportunities for employees to access work-related documents from any device and from any location, provided document sharing/collaboration and web/video conferencing functionality, and reduced the server and backup costs to support the UMB electronic communication environment. As of August 2017, all central administrative units as well as the HS/HSL, SOP, SSW, SOD, SOL, and SON are up and running with Office 365. The SOM implementation is almost complete, with only three departments in the final phase of being completed: OBGYN, Pediatrics, and Emergency Medicine.  Individual and group training sessions are being offered to acclimate users to Office 365 and help them use the available features and functionality, e.g., OneDrive, Skype, SharePoint.

Update for November, 2017

Implementation Status

All central administrative units, as well as the HS/HSL, SOP, SSW, SOD, SOL, and the SON, are up and running with Office 365. SOM implementation is almost complete, with only three departments left to be migrated; complete by the end of calendar year 2017.

Next Steps

Individual and group training sessions are being offered to help use the available features and functionality (OneDrive, Skype, etc.). Students are being added to the Microsoft Office 365 platform for all schools.

Help Desk Integration and Support

Improve customer experience: A shared help desk ticketing application is helping to insulate users from dealing with IT complexity across campus, efficiently use IT staff time to resolve requests rather than chasing requests across organizations, enable global analytics and trend reporting, and, potentially, reduce costs.

Update for September, 2018

A shared collaborative incident management (helpdesk ticketing) application has been implemented to improve the customer experience.  It is aligning the distributed helpdesk units and provides each group the tools and ability to leverage the resources of one another.  There are ten different support units that have adopted the common incident management system and they are coordinating their support operations.  Over 40,000 incidents have been recorded in FY 2018 using this common system.

Below are the FY 2018 statistics:

# of Incidents

40873

# of Technicians

249

# of Teams

121

Organizational Units

10

Tickets:

Team / Org. Unit

# of
Tickets

% of
Total

Admin & Finance

1495

3.7%

CITS

11912

29.1%

School of Dentistry

8536

20.9%

School of Law

1403

3.4%

School of Medicine IHV

1514

3.7%

School of Medicine IT

6467

15.8%

School of Medicine OME

906

2.2%

School of Nursing

3576

8.7%

School of Pharmacy

4959

12.1%

School of Social Work

105

0.3%

total

40873

 

In addition, through an assessment of service indicators and current operations, new opportunities for strengthening the service were identified and implemented.  The UMB Schools participated in this assessment, and based on their input and feedback the Campus IT Helpdesk operations have been expanded.

During this past year, two NPower interns were hired.  NPower is a local company aimed at providing professional IT opportunities to veterans and individuals in underserved communities.  After their internships expired, these individuals were hired as full-time contingent employees.  These additional resources allowed the Campus IT Helpdesk to start having full walk-in and call-in hours on the weekends (previously only email and voicemail options were available).  They also allowed the IT Helpdesk to answer almost all in-coming calls.  This has helped strengthen the responsiveness of the Helpdesk by improving the percentage of calls answered from 27% to 87%.  Before they were hired, some calls would go into voicemail because the call volume was too large for the existing staff to answer them.

Additional new opportunities and actions for strengthening service include extending the weekday coverage from 5:30 p.m. to 7:00 p.m., and supplementing some of the other IT support units’ operations in the Schools.  Lastly, a major upgrade is being planned for the common incident management system for early fall 2018.  This new version of the incident management system will provide enhanced reporting capabilities, greater flexibility for the IT support groups to make customizations specific to their operations, and a much more intuitive interface for end users to enter and track help desk tickets.

Update for February, 2018

Project Status

•As of February 2018, the following unit help desk operations are live with a shared application: CITS, SOP, SON, SOD, SSW, SOL, SOM’s Office of Information Services, the SOM Office of Medical Education, and the Institute for Human Virology (IHV) 

 Next Steps

•SOM’s Office of Information Services currently working with SOM departments to complete implementation of this application
•All schools and departments will be using this shared helpdesk ticketing application by end of June 2018 

Update for June, 2017

A shared help desk ticketing application is being implemented for use by all help desk operations throughout the enterprise. As of June 2017, the following help desk service providers are live with this shared application: CITS, SOP, SON, SOD, SSW, SOL, the SOM Office of Medical Education, the Institute for Human Virology (IHV), and the SOM IS department. Implementation in other SOM departments and across FPI are proving to be a more complex configuration and will require additional planning and work during Summer 2017.

Update for August, 2017

A shared collaborative incident management (help desk ticketing) application has been implemented that aligns the distributed help desk units and provides each group the tools and ability to leverage the resources of one another. The UMB community no longer needs to supply redundant information when an issue requires the assistance of a help operation other than the one that they initially consulted. As of August 2017, the following unit help desk operations are live with this shared application: CITS, SOP, SON, SOD, SSW, SOL, the SOM Office of Medical Education, the Institute for Human Virology (IHV), and the SOM central Information Services department. Planning for implementation in other SOM departments and across FPI is underway.    

Update for November, 2017

Project Status

As of October 2017, the following unit help desk operations are live with this shared application: CITS, SOP, SON, SOD, SSW, SOL, the SOM Office of Medical Education, and the Institute of Human Virology (IHV). 

Next Steps

The SOM’s Office of Information Services is currently customizing and implementing this shared application for use by all SOM departments.

All schools and departments will be using this shared help desk ticketing application in early calendar year 2018.

  

Student Information Management System

The student information management system is being upgraded to the newest version and two new modules are being added to the system. 

Update for August, 2017

The student information management system is being upgraded to the newest version and two new modules are being added to the system. Degree Works is currently being implemented by the SON, and it provides user-friendly, web-based academic advising and degree audit tools that will help students and their advisors negotiate curriculum requirements. A Customer Relations Management (CRM) module is currently being implemented for the Graduate School. It supports the entire recruiting and admissions life cycle. The key feature is a web presence that improves communication with prospective students. A personalized web experience for each prospective student can be created so that content can be easily sent to them and a relationship can be established.

eTeaching and eLearning

The implementation of a new product called My Mediasite allows faculty to prepare, record and upload/publish their lectures (video and audio) from their own computers  from an on-campus or off-campus location. 

Update for August, 2017

The implementation of a new product called My Mediasite allows faculty to prepare, record and upload/publish their lectures (video and audio) from their own computers from an on-campus or off-campus location. Before My Mediasite, the recording of faculty lectures was done only in a classroom. These primary or supplemental lectures/instructional content can then be sent electronically by faculty to the students in their classes via the Blackboard course management system. 

New System Being Used by the Philanthropy Office

AcademicWorks is a new system being implemented to enhance the awarding of scholarships to eligible students.

Update for August, 2017

AcademicWorks is a new system being implemented to enhance the awarding of scholarships to eligible students. The primary goal of the AcademicWorks system is to combine the various sources of information for awarding and stewarding scholarships in one place and make the information accessible to the pertinent parties, including students, donors, fundraisers, and scholarship managers. Donors will learn about the recipients of their gifts and that their contributions are making a difference.       

Collaborative Working Groups

The following working groups, composed of individuals from schools, departments, and CITS, have been established for this coming year:

Communication/collaboration tools working group

This working group will assess the many communication/collaboration tools being used across UMB and make a recommendation(s) regarding a UMB standard(s).

Audio-visual/instructional and presentation technologies working group

This working group will assess and recommend baseline standards to support interprofessional education as well as to support faculty, administrators, and staff who would like to provide instruction or give a presentation using technology in a room without needing in-depth training.

Records management, retention, and data archiving working group

This working group will review the current UMB Administrative Data Retention Policy, make recommended changes based on best practices and regulations, and identify next steps to ensure current and future compliance.

Additional IT Projects and Activities

Collaborate with UMCP to implement IT goals in the mutually developed SB 1052 strategic plan; exploring creation of an identity and access infrastructure that would allow individuals at UMCP and UMB to use their university’s ID and password to access systems at the other institution.

Assess state of technology available to West Baltimore residents where UMB is engaged.  Develop a strategy to address any deficiencies with technology to support UMB’s health, legal, and social work programs in those areas.

Collaborate with school and department IT personnel to develop A-V instructional and room presentation technology standards so that what people learn and use in one facility can apply to another.

Collaborate with school and department IT personnel to undertake an assessment of communication/web conferencing technologies and make a recommendation regarding UMB standards.

Collaborate with colleagues at USM institutions, other Maryland higher education institutions and K – 12 schools in leveraging a collective buying power for technologies and services, including via the Maryland Education Enterprise Consortium (MEEC).