IT Stakeholders Committee - March 2020

IT Stakeholder, Collaborative Initiatives

Faculty Center for Teaching and Learning

  • Teaching with Technology: conference is May 21, 2020; cross-functional committee meeting bi-weekly; MS Teams site dedicated to planning ideas and decision-sharing;
  • Webinars, educational videos, and other content are available on the FCTL website: https://www.umaryland.edu/fctl/
  • Online learning community faculty: membership has grown from 7 members in fall 2019 to 70 as of February 2020.  (Group of faculty and adjuncts who teach online share information/Q&A, have guest speakers, and support each other in this space).

Research Data Management Program, Data Trust Committee and CTSA

  • A Data Trust Committee (DTC), Chaired by Dr. Jarrell, has been formed to provide oversight, develop policies, and make recommendations related to research use of patient data in clinical information systems of the University of Maryland Medical System (UMMS) entities. The DTC will assist with and support the NIH Clinical and Translational Science Award that UMB has with JHU.
  • UMB is implementing a product from TriNetX that will contain UMMS data to be used for the CTSA project and the research of patient data.

Microsoft Office 365 for Education

  • The use of O365 has grown exponentially across the University.
  • There are over 20 thousand active users; over 15 million files stored in OneDrive; and over 2,500 SharePoint sites.

Identity Management

  • The Kuali Research Application is consolidated with UMCP and both campuses access the system through a single portal with their university ID and password. The project achieved a key goal of allowing combined access and reporting of research proposals and awards generated by both universities.  The next step is the development of consolidated UMB/UMCP research productivity reports.

Quantum Financials and Analytics Project

  • The new financial system went “live” on October 2, 2019.  It is currently in the “stabilization phase” where based on input from the campus community, adjustments are being made to processes and functionality.  Data analytics software is being used to develop financial dashboard indicators and reports.

Information Security

  • Patching continues in CITS, schools and departments to address any vulnerability(s).
  • Identifying new IT security tools to be acquired, e.g., Rapid7 for vulnerability management.
  • Working with USM IT auditors on the School of Pharmacy audit; preparing the School of Social Work for a USM IT audit; preparing for a SB & Company audit of Gramm-Leach Bliley Act student information security requirements.
  • PCI compliance underway; working with a new credit card merchant bank (BB&T).

HelpDesk Integration and Support

  • 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 28,000 incidents have been recorded in the first half of FY 2020 using this common system, an increase of 9.3% over the same period in FY 2019.
 

2019-2020
(1st 6 mo.)

July-Dec.
2019-2020
(12 mo.)
Projected

2018-2019
(12 mo.)

Actual

Team / Org. Unit # of
Tickets
# of
Tickets
# of
Tickets
Admin & Finance 1,585 4,106 3,085
CITS 8,710 15,432 13,143
School of Dentistry 4,538 9,763 9,455
School of Law 1,190 3,197 1,601
School of Medicine IHV 1,137 2,331 2,249
School of Medicine IT 5,068 10,339 8,746
School of Medicine OME 1,340 3,101 2,650
School of Medicine Nursing 1,787 3,764 3,229
School of Pharmacy 2,998 5,692 5,303
School of Social Work 77 106  2,131
Total 28,430 56,399 51,592

Community Engagements and Collaborations

Global Health Communication Sessions

  • As a follow-up to Dr. Perman’s Zambia webcast, monthly WebEx sessions are being scheduled to connect UMB personnel to personnel in Africa.
  • Assistance is being provided to the IT team residing in African countries with their IT infrastructure, data management and information security.

New Community Engagement Center Building

  • UMB IT staff are working diligently on the project to ensure all network, computer and audio-visual needs are addressed in the new building.

Operational Enhancements and Collaborations

Amazon AWS

  • The Amazon AWS cloud infrastructure is now available for use.  Training and education sessions are currently being scheduled to show personnel in schools and departments how to access and provision computing services on the AWS infrastructure.

Cisco Collaboration Platform and WebEx

  • This platform is available for use by schools and departments. It provides voice/video conferencing via WebEx for individuals, in conference rooms, and in classrooms.
  • There have been over 50 Cisco “Room Kits” purchased and installed in schools and departments, which provide easy, intuitive video and audio conferencing capabilities.
  • There are currently over 3,000 licensed WebEx users.  Since April 2019, there have been over 8,000 WebEx meetings held with over 25,000 participants.

Telephony VoIP and Voicemail upgrade

  • A new voicemail system is currently being rolled-out to the UMB community.  In the coming months, upgrades will be made to the UMB telephony infrastructure which will include introducing the “soft client”, where internal telephone calls can be made directly from computing devices.

SMC Campus Center

  • UMB IT staff are collaborating with staff in the SMC Campus Center to perform a complete upgrade of the audio-visual equipment in the Center.  The Ballroom AV/IT equipment upgrade has been completed.  The AV/IT equipment in the other rooms in the Center will also be completed this year.

Electronic Signatures

  • UMB has purchased DocuSign.  The software is currently in the “pilot” phase, and a complete project plan for implementing this electronic signature software will be developed soon.

OneCard Building Access Project

  • A OneCard building access project has been underway which automatically removes individuals from the building access system when they leave the University;
  • An electronic form is now being used for requesting and approving building/room access;
  • The final phase of the project is an entitlement review of all individuals who currently have electronic access to UMB buildings and areas in buildings.

Software Sales and Licensing

  • The Software Licensing Office was created to assure the availability of site-licensed or educationally priced software to members of the UMB community. The office takes advantage of the University’s purchasing power to negotiate the best possible price and value on volume software purchases.  The following software are currently available from the office:  Adobe Cloud; EndNote; Microsoft; Symantec; AutoCAD; ESRI ArcGIS; IBM SPSS; MathWorks MATLAB; SAS; SAS JMP; Wolfram Research (Mathematica).
  • More information about the Software Licensing Office and available software can be found by clicking on the following URL: https://www.umaryland.edu/cits/software/