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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.
Background And Rationale
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.
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.
Universitywide team developed a research data management policy that was approved in May 2017.
Another Universitywide team will discuss strategies and recommend an IT infrastructure(s) for storing, managing, and accessing research data.
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.
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.
Faculty representing each of the UMB schools have been meeting to share information and discuss strategies related to the use of technology in teaching.
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.
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.
The contract with Oracle was completed and signed in June. The project implementation is fully underway, with project completion targeted for October 2018.
Quantum Financial System Project
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.
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.
Deliver security awareness training software/content to UMB community
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.
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.
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.
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.
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.
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.
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.
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).
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.
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.
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.
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.
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.
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.
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).
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.
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.
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.
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:
This working group will assess the many communication/collaboration tools being used across UMB and make a recommendation(s) regarding a UMB standard(s).
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.
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).