- Academic Affairs
- Administration and Finance
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- Communications and Public Affairs
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- Research and Development
- University Counsel
A Comprehensive Research Data Management Plan and Strategy
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.
A University team that was led by M.J. Tooey and comprised of IT Stakeholder 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.
A group of faculty from UMB Schools have been meeting on a regular basis, and they 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 campus-wide related to the use of technology in teaching. They are also exploring the idea of offering an online workshop to expand interest in and build faculty expertise in teaching with technology.
A group of faculty representing all of the UMB Schools have been meeting monthly to share information and discuss strategies related to the use of technology in teaching. They are planning a day-long 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.
Enhanced Financial Decision-Making and Reporting
Upgrade the UMB financial system to a more contemporary solution in order to streamline financial processes, increase efficiency and usability, and provide enhanced reporting.
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 USM Board of Regents. A presentation was made to the BOR Finance Committee, who approved the recommendation and submitted it to the full BOR. Both the USM BOR 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.
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.
Significant progress has been made in achieving compliance with the USM IT Security Standards and completing the recommendations made by the Office of Legislative Audit, 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 to 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 non-issue 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 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.
Federated Identity Management
Allow individuals to use either the 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 SSW, SOP, SOD, and the SOL. The UMID for Workstation/Email Access for the SON will be completed by summer 2017 and the federated identity management project with the SOM will be completed by the end of calendar year 2017. Federated identity management will allow 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 for the SSW, SOP, SOD, SOL, and for the SON. The identity management project with the SOM will be completed by the end of calendar year 2017 which will allow individuals the ability to use a common ID to access applications hosted by each respective entity.
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 5 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, 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 August 2017, all central administrative units, as well as the HS/HSL, SOP, SSW, SOD, SOL, and the 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, etc.
Helpdesk Integration and Support
Improve customer experience: A shared helpdesk ticketing application is insulating 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 helpdesk 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. Implementations 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 (helpdesk ticketing) application has been implemented that aligns the distributed helpdesk 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 implementations in other SOM departments and across FPI are underway.
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 lifecycle. 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, either 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, either from an on-campus or off-campus location. Before “My Mediasite”, the recording of faculty lectures was only done 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 making the information accessible to the pertinent parties, including students, donors, fundraisers, and the 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, comprised 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 inter-professional 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, and make recommended changes based on best practices and regulations, and identify next steps to insure current and future compliance.
Additional IT Projects and Activities
Collaborate with UMCP colleagues to implement action items in the mutually developed SB 1052 working group strategic plan, which include using common network technologies and building a unified identity and access management infrastructure that would allow individuals at UMCP and UMB to use their respective university’s ID and password to access systems at the other institution.
Assess the state of technology available to West Baltimore community residents where UMB is engaged. Begin developing a strategy to address any deficiencies with technology to support UMB’s health, legal, and social work programs in those areas.
Assess the state of technology available to global communities where UMB is engaged. Begin developing a strategy to address any deficiencies with technology to support UMB’s health, legal, and social work programs in those areas.