INSIDE
Computing and Telecommunication
Center
Fort Hays State University
If you have questions or comments about this newsletter,
contact
Dr. David Schmidt at 4487.
Viv Zimmerman and Jane Rajewski, co-editors.
From
Dave's Desk
by Dr. David Schmidt, Director
In this issue of the newsletter, I'd like to pass along some information about the FIPSE Grant and the New Student System. After a long, cold winter, spring is finally here and soon the spring semester will be over.
FIPSE Grant
We are very pleased to be able to improve the
campus network with some of the FIPSE grant money. There are several projects
enabled by this money:
* Over the summer we plan to upgrade the campus
backbone to gigabit/sec Ethernet speed.
* We will remove the shared Ethernet hubs and replace them with switched-10 hubs. This will make it possible for students in the dorms to use the campus video on demand system, and it will increase security.
* We will acquire a new more powerful and reliable server for the Blackboard course delivery system.
* We will purchase a system that enables bandwidth-shaping for the Internet. We will never be able to acquire enough affordable bandwidth for unlimited, fast Internet access. We can, however, control the kinds of traffic on the Internet. For example, K-State throttles down Napster traffic during the day but allows it in the late night hours. This kind of system allows the network staff to set policies for the traffic.
* We also plan to purchase network management software that will assist us in preventing unwanted intruders from interfering with our systems. Intrusion detection is a first step in protecting our network.
* We will also assist in creating a new IP-video system that will replace the Interactive TV networks. The IP-video network should be much easier to use and much more reliable.
* The INT Department will get new digital equipment to enhance their studio capabilities.
After several years of looking at systems and waiting for them to mature, we have selected Sungard Bi-Tech for a new Student System, with options to purchase a Financial module and a Human Resources module (if budget permits).
More and more users expect access to information from a familiar web interface, an interface similar to Yahoo-type portals. Many users expect information to be available at all times (24/7). Many students expect the software to have more self-service kinds of functionality to support decisions to be made, things to buy, courses to take, and easy access to information. Users expect more and more messaging options, so they are notified when transactions occur. If someone registers late for a course, for example, faculty and advisors should be notified automatically.
Users often expect the information found on the web to be usable in Word, Excel, PowerPoint, or Access (and other desktop applications). Administrative users also expect fully integrated systems, so that when a student record is created in admissions, it is used for registration, billing purposes, and eventually transferred automatically to the Alumni system. There are also other more subtle expectations that every user has when interacting with any computer system.
Our current mainframe-based system is highly functional, but it is based on an old architecture. We have gotten more mileage out of the system by acquiring a low-priced tool for web-enabling the administrative system. The tool is labor-intensive and reasonably functional, but it cannot do everything. For example, we have to turn off web-access at 10:00pm on week nights to do batch processing and system backups. Nearly all of the new development tools require a core relational database; our DL/1 file system is not relational. The mainframe data is mostly uppercase and often needs to be converted to mixed case for use with desktop productivity software. In short, the architecture is nearing the end of its usefulness to us. The State of Kansas Architectural Standards require that new purchases use a relational database.
We believe that the only way that we have a chance to meet user expectations is to acquire a new system based on a contemporary architecture.
After going out for bid, we negotiated with two companies, PeopleSoft and Sungard. We picked Sungard. The Sungard package itself comprises software from two companies: Software Research Northwest and Sungard Bi-Tech. Sungard, based in Chico, California, is a large company that acquired Bi-Tech some years ago. Bi-Tech develops and supplies accounting applications for public sector businesses. Sungard has initiated the purchase of Software Research Northwest (SRN), a company strong in higher education administrative software and located on Vashon Island, Washington (near Seattle).
SRN and Bi-Tech have implemented a significant number of administrative systems in higher education. Bi-Tech does the financial and human resources side, and SRN the student systems modules. One of the founders of SRN, Michael Fox, was a Registrar prior to founding the company. He saw a need to develop software to keep track of student records from start to finish: from recruiting and admissions all the way to alumni systems. Michael Fox was on campus to demonstrate the student system software to us, and many participants commented on his grasp of the matriculation process. When we talked to other universities using the SRN software, they all thought that Sungard's purchase would be a plus for all involved. The financial might of Sungard should enhance the development of SRN systems and speed integration with Bi-tech.
Open System with Relational DB
The Sungard software is open systems (UNIX) based. It uses a web client wherever practical. Most users will interact with the system using the familiar Internet Explorer or Netscape interface (a thin client). For those doing more data entry, the system uses a faster, thicker client. Entering data using the web can be relatively slow for data-entry folks, so the thicker client speeds the process.
Because the Sungard software uses a relational database, Sungard has a wide selection of tools available for software development and production. Sungard has used a web interface since 1995, so they have experience in using the web to enable on-line web-based enrollment, transcript audit and advising, portal functions, report-writing functions, and supporting typical desktop productivity software (Microsoft Office).
Time Line for the Initial Stage
In the next several months, we will work to acquire the servers, acquire and install database software, and acquire and install the administrative software. The central server will be a UNIX server, most likely a Sun Solaris system for the database server and the applications server, and there will be two Windows 2000 servers for the web. We will choose between Informix or Oracle as the core relational database. The systems and database support staff will need to learn the management tools available for the Solaris operating system and the database program. The programmer/analysts will work with Sungard on the functionality involved with each module and on converting the data to the relevant relational tables. Once that is done, they will become more familiar with functional aspects of the modules and learn to navigate using the client and browser interfaces.
For a variety of reasons, we will implement the Admissions module by the Fall 2001 semester so that students considering FHSU will have the option of using the web to communicate with Admissions and with the academic departments. Some time ago, Admissions requested a new system to assist them in managing the contacts with students and providing prospective students with a web portal.
This new, integrated student system should meet those needs. From our point of view, this module should be one of the easiest to implement because we do not need to convert any records to be able to use it. Prospective students begin with the Admissions module, and as they are admitted and enroll in courses, the student system retains that same student record throughout the various software modules, including their Alumni module. Because we will install this module first, the Admissions Office staff should have time to learn it before fall.
While this module is being used, the programmer/analysts will be working with Sungard to convert our DL/1 data into the tables of the new relational database. Mapping this data to the fields of the new system has to be done with some care, and this will take time. To do this right, we will need to become familiar with how Sungard uses the data elements, and Sungard needs to learn how we use our data. Once the initial conversion is complete, we will familiarize ourselves with the applications themselves.
Sungard trainers will work with us to understand our requirements for using the data, and they will tailor their training to take our procedures into account. As much as possible, we should find ways to adapt to the software. Working with Sungard, we will attempt to make the interface as user-friendly as we can. We can customize the look and feel of the screens a bit, but we want to avoid any changes to the core code. Any changes to the core make future upgrades very difficult.
Benefits of the Sungard Software
After the data has been converted and the system is stable, the users will learn how to use it. The new Student System will enhance the ability of the University to deliver services to students and faculty, on or off campus. The playing field for on and off campus students is more nearly level. The system will be up 24/7 because system backups can be accomplished on the fly. Students and faculty will be able to access the system on the web at any time.
Students will find the new system has a lot of self-help capabilities. Notre Dame, the University of California, Wake Forest, and other prominent universities have adopted the DegreeWorks Degree Audit module because students use it for advice on courses needed for graduation. Students do a variety of what-if scenarios when they consider taking different majors.
Faculty advisors can still require students to visit them before registering for courses by withholding passwords. On the other hand, faculty advisors can enable students to enroll themselves because they know they will receive notification from the system for each student. There are a variety of messaging options included in the software. Also, the registration process is more "intelligent" because the system flags courses that do not count towards degree requirements. This should help reduce enrollment mistakes. The registration process will also be more integrated with Blackboard.
Because the system is an integrated, web-enabled system, students and faculty will be able to see more information using the web. A portal tailors the information to the needs of the user. Students see information that interests them, and faculty and staff see information specific to them. The casual user should be able to navigate easily using the familiar web interface. Some data will be usable with the desktop application software.
Finally, some resources from the CTC that currently support the mainframe and all of its activities, will be redirected to supporting the campus network, the Mediated Classrooms, and other academic services.
Newcomers to the CTC
We would like to welcome Mike McLain, Microcomputer Support Technician, who started March 5th. Mark replaces John Wilson, who accepted a job in Colorado. Mike was previously with Nex-Tech, which was formerly System Solutions, and was with ComputerLand unit until it was purchased by System Solutions. He has been in the PC field for about 15 years, the last year or so mainly servicing printers.
We would also like to welcome Shawn Atkins to the part-time temporary position in Media Equipment Checkout service (also located in TH113) vacated by Leonard Allen. The Media Equipment Checkout staff can be contacted at (785) 628-5521. Equipment checkout is available during regular University office hours (8am to 4:30pm Monday through Friday). If necessary, arrangements for pick up and drop off during evening hours can be made; however, all arrangements must be made with the Media Equipment staff between 8am and 4:30pm Monday through Friday.
Palm
Pilot Information
by Mark Griffin, Mgr Server
& Desktop Systems
There are getting to be more and more Palm Pilots and Handspring Visors here at FHSU. They are great little devices for taking notes, keeping your calendar, having your address book handy, and even sending an occasional E-mail. There are lots of others software programs that you can add as well. Some are free; others cost a little bit.
If you want these PDA's (Personal Digital Assistants) to synchronize with your Lotus Notes mail, address book, and calendar, you will have to get some add-on software. We recommend EasySync by Lotus. Please do not go buy this software on your own though. If you purchase the software individually, it will cost around $50. The CTC has purchased a bundle of licenses and can sell them to your department for $20 each.
If you need the software set up for your PDA, please submit a Request for Computing Services through Lotus Notes to the Network and Servers group
SWS
Statistics
by Chad Dague, Programmer/Analyst
The personal information portion of Student Web Services (SWS) was launched in May of 1999. This secure area allows students to view information about themselves.
The data categories available through SWS to students are address information, financial information, class schedules, and unofficial transcript. Within these categories, students can view mid-term and final grades, view current fees due, view history of financial information, and maintain address information. To view a demo of what students see, please visit http://www.fhsu.edu/sws/demo .
Since its introduction, SWS has been logged into 75,621 times generating over 330,000 system requests. So far this semester the system has been logged into 24,136 times by 3,611 students (this is 67.6% of enrolled students, up from 60.8% last semester). In total, 8,194 current and former students have logged into SWS since its inception.
CTC
HelpDesk News
by Nancy Geier, HelpDesk Supervisor
CTC HelpDesk Hours
Semester Interim Hours
(Effective May 9 - June 4, 2001)
Monday - Thursday..................8am - 5pm
Friday, May 11.........................8am -
5pm
Fridays.....................................8am
- 12noon
Saturday & Sunday.................
CLOSED
Memorial Day, May 28...........
CLOSED
Summer Semester Hours
(Effective June 5 -
July 27, 2001)
Monday - Thursday.................8am - 8pm
Friday......................................8am
- 12noon
Saturday & Sunday.................CLOSED
Independence Day, July 4.......CLOSED
Office hours are subject to change. They are posted outside our office (TH113) and may be viewed from our home page at http://www.fhsu.edu/ctc/helpdesk/.
Student Scatcat E-mail Accounts
All students are automatically provided with Scatcat E-mail accounts upon enrollment at FHSU. The accounts must be activated before they can receive E-mail. The activation process allows students to set their own passwords.
Approximately 45% of the Scatcat accounts have been activated since the new address format and new activation process were put in place on June 1, 2000. This can be compared to an estimated 25% of accounts that were used prior to that time.
Please encourage your students to activate and use their Scatcat E-mail accounts. Accounts are provided to students free of charge. Important notices about FHSU activities and services are sent to students via their Scatcat accounts. If students prefer to use different E-mail accounts (such as Hotmail or Yahoo!), they should activate their Scatcat accounts and then forward their Scatcat mail to their account of choice.
Complete information about how to activate and use student Scatcat accounts and how to forward mail from a Scatcat account to another account is available from our home page at http://www.fhsu.edu/ctc/helpdesk/.
Where to Find E-mail Addresses
Student, faculty, and staff E-mail addresses can be found by using FHSU's E-mail address search page at http://www.fhsu.edu/esearch/. This page can also be found by clicking on the "Search FHSU" link from the FHSU home page at http://www.fhsu.edu/.
Dial-Up System Improvements
With the continuing growth of enrollment in on-line courses, more students have been spending longer periods of time reading on-line text and taking exams. To accommodate these trends and reduce the probability of a student being disconnected during an on-line exam, the maximum idle connection time was increased from 20 to 30 minutes on January 25, 2001.
The average session time per login had increased from about 34 minutes in October 2000 to over 37 minutes in January 2001. After the maximum idle connection time was raised, the average session time increased to approximately 40 minutes (in February 2001).
As you may expect, these changes have led to an increase in overall demand on the Dial-Up system. On March 2, 2001, 24 additional lines were placed into service, bringing the total available simultaneous dial-up connections to 214.
For your convenience, a web site providing hourly dial-up activity statistics is available. The site displays the minimum, maximum, and average number of connections that occur during each hour. To view the statistics, go to http://scatcat.fhsu.edu/dialup/.
Although we currently have a comfortable amount of excess capacity, it is still important for all of us to be responsible users of the dial-up system, since it is a shared resource. Therefore, as always, we ask that you please remember to be courteous and disconnect when you are finished using your connection so that another person may dial in. Thank you... for doing your part to assist us in providing efficient and affordable Internet service!
As always, we welcome feedback from our customers. If you have questions, comments, or suggestions, feel free to call, stop by, or complete our online survey at http://www.fhsu.edu/ctc/helpdesk/.
Student Internet Dial-Up Accounts to Expire in June
The expiration date for Spring 2001 student Internet Dial-Up Accounts is June 11, 2001.
All students who wish to have Internet dial-up access during the summer semester must complete payment for summer classes and then come to the CTC HelpDesk (Tomanek Hall, Room 113) to complete a new application for a summer account. A new application is required for all students once each academic year, beginning with the summer semester. This gives us an opportunity to obtain current customer information and to provide updated materials and information for the students.
Any student who will not be enrolled for the summer but needs Internet access for FHSU-related purposes, must come to the HelpDesk to pick up a Special Account Request form. Complete details regarding the Special Account Policy for students are available at: http://www.fhsu.edu/ctc/helpdesk/specaccountinfo.html.
PLEASE NOTE: Faculty and staff accounts do not need to be renewed.
For more information about CTC HelpDesk services or for assistance, visit our web site at http://www.fhsu.edu/ctc/helpdesk/. You may also contact us by calling (785) 628-5276 or by sending E-mail to HelpDesk@fhsu.edu.
User
Services News
by Viv Zimmerman, User Services
Registration Training Completed
Eleven faculty completed training this past month to register advisees. The next On-line Registration (OLR) training sessions will be held in August. If you are a new faculty or have never attended this training before, contact Jane Rajewski at 5819 for a security form if you would like to attend the next training. The training is mandatory for any advisor wanting to register advisees.
APO/POV Training Completed
Three staff recently completed the APO/POV training. If you would like this training, contact Viv Zimmerman at 4031.
Word & Excel Training Completed
We recently completed several Beginning MS Word and Beginning MS Excel training sessions for faculty and staff. Twenty-one faculty and staff from various campus departments completed the Word training and 16 completed the Excel training.
Beginning MS Word is recommended for those who have little or no experience using it. Topics covered include the basics such as starting the program, creating and formatting a document, working with margins, editing text, checking spelling, using on-line help, saving, printing, exiting the program, and a few other topics as time permits. After completing this training, users should be able to complete tasks such as preparing a simple letter or document.
Beginning MS Excel is recommended for those who have little or no experience using it. Topics covered include the basics such as creating a simple spreadsheet, formatting, summing, saving, printing, creating a graph, and a few other topics as time permits. After completing this training, users should be able to prepare a basic spreadsheet and graph.
If you need to use any of these applications in performing your job, we encourage your attendance. We will continue to offer training for both these applications and others. Watch your Lotus Notes Mail for upcoming sessions and sign-up information for these and other applications.
CTC Labs Intercession Hours
(Effective May 9 through June
4, 2001)
The hours between the spring/summer semester for the CTC Tomanek Hall computer labs are:
Mondays-Thursdays8am - 5pm
Friday, May 11............................8am
- 5pm
Fridays.........................................8am
- 12noon
Weekends....................................CLOSED
Memorial Day, May 28...............CLOSED
CTC Labs Summer Hours
(Effective June 5 through July
27, 2001)
The summer semester hours for the CTC Tomanek Hall computer labs are:
Mondays-Thursdays......................8am - 8pm
Fridays...........................................8am
- 12noon
Weekends......................................CLOSED
Independence Day, July 4.............CLOSED
As always, if you have questions, feedback, comments or suggestions regarding our labs, please let us know; send a note to vzimmerm@fhsu.edu. For more information about our services or hours, visit our web site at http://www.fhsu.edu/ctc/labs/ or stop by TH127 (next to the elevator) and check with the lab monitor on duty.
Reserving CTC Computer Labs
We have posted information on a web page to aid faculty or staff who are unfamiliar with submitting a Request for Computing Services to reserve our CTC TH123 or TH125 Computer Lab for a class or workshop. The information can be found on our CTC labs web page http://www.fhsu.edu/ctc/labs/reservinglabs.html .
Recycle Laser Paper
If you have any extra scrap paper that is printed on one side only, we would be interested in re-using it in our labs. Many of the printouts in our labs are rough drafts and recycled paper helps us cut down on expenses.
The paper must be laser quality, free of staples or rips, and have one clean side. It can be white or any color. If you have a sizable amount of paper that we can recycle, call Viv at 4031 and we will be happy to make pick up arrangements.
CTC Newsletters on the Web
For your convenience, we have past CTC newsletters posted on the web at http://www.fhsu.edu/ctc/newsletters/news.html. There are a number of newsletters out there if you are interested in viewing them.
Change Your LN Web Browser
Many users find the Lotus Notes browser cumbersome and if you wish to change the browser that LN uses to another browser, do the following:
Click File, Mobile, Edit Current Location, click on the Internet Browser tab, click the drop-down menu for Internet browser, select Netscape Navigator or Microsoft Internet Explorer, click OK, and click the Save and Close button.
Then, the next time that you are reading your LN mail and click on the URL listed in a note, you will be able to access the site from your preferred browser rather than the LN browser.
Lotus Notes 5.0 Hints and Tips. . .
Autocheck Spelling on Notes
If you'd like to automatically check the spelling on each note that you send, follow the instructions below.
If you do not check this box, notes will be sent without checking the spelling; however, you may check the spelling on individual notes. Choose Edit and select Check Spelling.
Choosing a Letterhead Style
Adding a Signature File
Many users like to automatically include their personal closing information at the bottom of outgoing notes such as name, title, department, institution, address, phone, Fax, E-mail address, etc. This feature is available in Lotus Notes release 5.0 and above. Follow the instructions below if you would like to automatically include a signature in your outgoing notes.
We frequently get calls from secretary's who need to send a note for their boss. If you have to do this on a frequent basis, create a note with his/her name in the heading and then save it as a piece of stationery and use it for future notes. To set this up, do the following:
Important Note: The Pencil In Option on Appointments
When posting your class teaching schedules or other appointments on your Lotus Notes (LN) Calendar, it is important that you not check the Pencil In option box because it will keep the time of the entry free in your free time schedule. In LN, your free time schedule is in your mail database; your free time schedule is a list of times during the week that you are generally available for meetings.
When you add an appointment to your LN calendar that occurs during the time ranges specified in your free time schedule, LN marks this time period as busy in your free time schedule and unavailable for meetings. Then when another LN user trys to schedule you for a meeting and has LN check all the invitee's schedules, a free time dialog box appears indicating if you (and the other invitees) are busy or if the time is free to schedule the meeting.
If LN indicates that everyone is available and it is OK to schedule the meeting, you and the others will receive a Meeting Invitation in your mail. Then you can choose whether to Accept or Decline. If you Accept the Meeting Invitation, LN will post it on your calendar. If LN indicates that you or other invitees are not free, there is a selection box of Recommend meeting times that they may pick and choose from to find another date and time.
End of Semester Acct Maintenance
With the end of the semester rapidly approaching, it is important that you notify Viv Zimmerman at vzimmerm@fhsu.edu whenever faculty, staff, or student employees terminate employment with your office so that we can remove their IDs and update our group mailing lists and security tables.
It is imperative that all security is removed for those who no longer work in your office.
On-Line Work Request System
by Cheryl Schmeidler, Physical
Plant
The CTC has recently developed a system for submitting Physical Plant Work Requests on-line.
If you do not already have the Physical Plant Work Request icon added to your desktop or Favorites bookmark folder, click on File, Database, Open, change the server to LNapps/FHSU, choose the apps folder, choose the Physical Plant Work Request database, click the Bookmark button, and add it to your Favorites bookmark folder and click OK.
To send a work request, click on the Physical Plant Work Request icon. Select Enter Work Request and fill out the form. It's self explanatory, with choice buttons at the top. The work request will be routed to the budgetary authority for the account number given. If the default account number is not what should be used, this number may be changed. The work request will not arrive at the Physical Plant until the budgetary authority approves it.
PLEASE NOTE: If you are requesting work that will incur costs to charge back, the work request must originate with the department that is the budgetary authority for that account. For example, if the Library is requesting something for which the President's office is paying, someone in the President's office should originate the request. This way the budgetary authority for the account to be charged approves the work request before it is routed to the Physical Plant.
Please call the Physical Plant at 4424 with any questions you may have when filling out the request.
In this issue of the CTC Newsletter, we'd like to feature Larry Rupp, Programmer/Analyst. Larry has worked at the CTC for the last 10 years. He had previously worked for the City of Hays.
Larry was born and raised in Hays and makes Hays his home. He attended FHSU and received a BBA degree in CIS. He has two children, Dylan and Nicole and two grandchildren, Hailey and Leanda.
In his spare time, Larry enjoys doing things with his grandkids and participating in a Trivia League. His other hobbies include sports and helping with various charitable fundraising events sponsored by the Eagles fraternal organization -- those who have eaten there can acknowledge that he makes and serves a great breakfast!
Some of his favorite web sites are:
http://www.espn.com
http://www.cnet.com
http://www.dpsinfo.com