Office of Technology Administration Newsletter Spring 2019

The Office of Technology Administration Xavier University of LouisianaSPRING 2019 Digital Disruption: Leaping Forward Into the Future



3 Contents Welcome …………………………………………………………………………………………………….4 Employee Spotlight ……………………………………………………………………………………...5 MyXULA Portal ……………………………………………………………………………………... 6-7 MyXULA Portal Student View Faculty & Staff View Welcome to Banner………………………………………………………………………………… 8-9 Ellucian Workflow BDM Document Imaging The Help-Desk…………………………………………………..…………………………………… 10-11 ServiceNow Technical / Customer Support Documentation / Forms Policies Training Videos Date Center Operations ………………….……………………………………………………… 12-13Google File Stream Expanded Wi-Fi Password Expiration Single Sign-on Portal Campus Apps …………………………………………………..…………….…………………… 14-15 XULAgo XULASafe Security………………………………………………………………….….………………………… 16-17 Goals of Information Security GDPR Compliance Security Security Awareness Training Wepa Student Printing……………………………...……………………….……………………… 18 Map Locations Print Information Print Apps Congratulations Graduates ……………………...……………………………………………..… 19 Staff Directory The Team …………………………………………………….…………..…… 20-21

Welcome As we wrap up the end of another Academic year, I reflect back on the mission and vision of this great University. Deeply rooted in our charter to create a more “Just and Human Society” through our collaborative efforts across the University. Over the past year the office of Technology Administration has been busy preparing the road for a futuristic journey into advanced technology. Our goal is to bring forth the latest innovations in Higher-Ed technology, equipping our students for the jobs of the future. We understand and accept the challenge of the intrinsic digital needs of our faculty, staff, and students. Over the next few weeks, we will deploy a number of new solutions to enhance our academic and administrative experiences. Building a digital campus is our goal and this is the first phase of the journey. Stay tuned for more news as we continue forging toward the future. Tony Moore, Vice-President, Office of Technology Administration I always remember my father's life philosophy. “Good, Better, and Best! Never let it rest, until your good is better, and your better is best! ”

5 Sr. Network Engineer If you could learn to do anything, what would it be? Playing guitar. What three traits define you? Self-motivated, Explore new cultures and cuisine, and attention to details.` What was your childhood dream job? Bus driver. What’s your favorite indoor/outdoor activity? Gardening. What was your first real job? Cook at Pho restaurant. What is the one thing you cannot resist? Spicy food. Which one would you want most – flying cars, robot house-keepers, or moon cities? Flying cars. IT Security Officer EMPLOYEES Xuan Huy Mai (Wee) Ashley Penchion If you could learn to do anything, what would it be? Develop cybersecurity programs What three traits define you?Open-mindedness, Adventurous, Sociable What was your childhood dream job?Cartoon ArtistWhat s your favorite indoor/outdoor activity?’ Traveling and being immersed in new culture. What was your first real job? School resource officer in my hometown.What is the one thing you cannot resist?Learning, it’s addictive!Which one would you want most – flying cars, robot housekeepers, or moon cities?Moon cities- True human evolution

A new way thInformation EStudents, Facby a Single, VGOING LIVE MAY 1, 2019 MyXULSTUDENT VIEW Enter your Username and Password, then click, login.

7 hat simplifies Exchange for culty, and Staff Virtual Doorway. LA Portal FACULTY / STAFF VIEW

WELCOME TO BUSINE& ReportingNew ToolThe Office of Technology Administration has soft launched Electronic Forms via a new tool called Dynamic Forms. Dynamic Forms will aid in one of the University s initiatives to ’be more paperless by utilizing electronic docu-ments with e-signatures. BENEFITS Increased efficiencies  Cost reductions  Saved time  Eliminate copying, printing, distributing, and storage costs  Quicker reporting turnaround  More advisor tools  More reliable securityThe cis undThe Ar Depo Fle Ge -M-Ad-HoEllucian Workflow Online formsBusiness Process Management Workflow modernizes processes and automates tasks across the institution.  Directs the flow of information across the entire institution Streamlines approval processes Improve student, faculty and administrator experience during common processes.Coming to a WORKSTATION Near You! Workflow – Argos – BDMDynamic Forms

9 Banner Document Management (BDM) Reduce paper based content, saving storage space, time and cost. Index, tag and secure-ly store documents and images. Easily search and retrieve electronic documents. Route documents for review and approval. Build better business processes-Imaging and document management solution -Launches documents and content directly from Banner. -Provides secure access to information across the Banner UDC and other vendors’ systems.ESS Applications Improve service Boost productivity Secure information BDM Document Imagings, Enhancing The Student Experience! The Reporting Tool conversion of Brio data to the Argos system derway! rgos reporting tool : esigned to provide readily available pre-designed re-orts exible, user-friendly report building tool. enerate Reports on data captured inside Banner.. Multiple formats including PDF, TXT, CSV and HTML oc queries

Technical Support / Customer Service We are your resource for Technology questions, concerns, and support related to Xavier University of Louisiana. The principle goal of a Helpdesk is to troubleshoot problems, sources of difficulty and/or provide guidance concerning technologies. We provide a Single-Point-of-Contact for users to gain assistance, get answers to questions, and solve known problems. THE The introduction of ServiceNow represents a university-wide effort to move to a single, state-of-the-art service management system. OTA began using ServiceNow in phases last year and broadly launched for IT support in September 2018. In January 2019, the Office of Marketing and Communications join in using the system for marketing and communications service requests. In the near future, we plan to rollout the platform to Human Resources and Office of Building and Faculties Services. A NEW TICKETING SYSTEM

11 How to Report an Issue ISSUEOFFICE OF TECHNOLOGY ADMINISTRATION TRAINING VIDEOS Welcome to Xavier s Banner 9 ’Documentation, Forms & Policies Here you will be able to find all documenta-tion pertaining to technology and its usage at the University. Please first select the appropriate section; Information & Tutorials, Forms or Poli-cies from the main tabs, and then you will be presented with all of the detailed options. As new documentation becomes available it will be posted

DATA CENTER OPERATIONS Google File Stream File Drive Stream, as the name suggests, streams a user s Drive ’files directly from the cloud directly to their Mac or PC. With Drive File Stream, you stream your Drive files directly from the cloud to your Mac or PC, freeing up disk space and network bandwidth. Because Drive files are stored in the cloud, any changes you or your collaborators make are auto-matically updated everywhere. You ll ’always have the latest version. You can also make Drive files available for offline access. These cached files sync back to the cloud when you're online, so the latest version is availa-ble on all your devices. WiFi Coverage Expanded Across Campus WiFi is Essential and creates opportunities for mobility, initiative and innovation. To meet the need of Xavier s community, we have expanded ’our WiFi capabilities. BENEFITS Improved WI-FI Performance and reliability Upgraded campus User experience Better support for teaching and research. Increased efficiency of our networking services

13 Password Expiration Passwords must be set to length and complexity requirements, must be at least 8 characters in length and must include an upper or lower case letter, number, and a special character. Passwords will have a lifespan. As such, pass-words must be replaced at a minimum of 90 days .Simplification, Centralized and Virtualization of our Infrastructures The Data Center support services includes application / infrastructure monitoring, data center server internet protocol (IP) creation, troubleshooting, repair and data archival. We ensure the Data Center infrastructure has all necessary system administration tools, standards, documentation and management disciplines in place to support the new class of automated business solutions being implemented. We continue to centralize network and server operations to insure reliability, availability and serviceability. Single Sign-on Portal (SSO) —Sign in ONCE to everything you want! Watch for the Email! One set of login credentials to access multiple applications.

Campus Apps Xavier University of Louisiana employs a variety of mobile applications to provide estions for University communitive information, safety alerts and requesting on-demand Take Xavier University of XULAgo FEATURES  Single Sign-On  Campus Directory  Campus Events Calendar  XULAGold  and more! Access your grades and course information!  Emergency contact information at your fingertips!

15 ssential services to campus members. These include award winning mobile applica-d services. Louisiana wherever you go! XULASafe Mobile App Place campus security and safety in your pocket with the new XULA Safe app. A collection of fea-tures and tools to help you stay safe during your day to day at Xavier University of Louisiana. FEATURES  Instantly Receive Important / Emergency Noti-fication  Virtual Walk-Home, Mobile Blue-Light and Friend-Walk  Emergency Plan Available  Mobile Blue Light Silent Alarm  Campus Map / Searchable Interactive Map  Chat with a Dispatcher in Real-Time for Assis-tance  Report Crime / Power Outages Instantly  GPS Location / Share your location with Friends & Family  Campus Safety Status  Geofencing Ideal for Organizational Services

Security The office of Technology Administration is responsible for securing and maintaining the integrity of Xavier University of Louisiana s core infrastructure, systems and data. The ’University utilizes security best practices and various technologies to defend the infrastructure from inappropriate access and malicious activity. GDPR Compliance XULA Privacy Policy For Data Protected by the European Union General Data Protection Regulation Purpose We respect your privacy and are committed to protecting it through our compliance with this policy. This Privacy Policy describes how we at Xavier University of Louisiana we(“”, “Xavier or XULA collect, use, and share the Personal Data ” “”) that we gather by any means, including hardcopy (such as, websites, mobile apps, and other digital properties), that are owned and operated by XULA and that link to, reference, or apply to this Privacy Policy. Please note: By using our Services, you consent to the information practices and other terms set forth in this Privacy Policy. SECURE

17 Security Awareness Training Purpose The quality and integrity of XULA S security ’awareness training ensures that the workforce members, including management of XULA s ’information systems, understand the security implications of their actions and increase the likelihood that information system security will not be breached, either intentionally or unintentionally, through technical measures (such as hacking) or non-technical measures (such as Social Engineering). Without such training, information systems users have an increased likelihood of breaching security and have lower individual culpability should they breach security. Policy StatementsAll employees of XULA are required to participate in security awareness training within 30 days of starting work and thereafter on an annual and semi-annual basis. Information security policies are is-sued and updated by Xavier University of Louisiana s Office of Technology ’Administration to ensure that all information technology users within the domain and networks comply with rules and guidelines related to the security of the information stored digitally at any point in the network or within the organization's boundaries of authority. The Information Security Policies applies to all Xavier University of Louisiana faculty, staff and students. This policy also applies to all other individuals and entities granted use of University Information, including, but not limited to, contractors, temporary employees, and volunteers.

W E P A Student Printing UPLOAD YOUR DOCUMENTS AND PRINT!Try one of these easy ways to print : Cloud StorageWeb UploadPrint AppEmail to PrintMobile AppUSB DrivePRINT SOLUTION HOW DOES IT WORK? Print from any Mobile Device, Laptop or PC from BYOD (Bring Your Own Device) environ-ments.1. UPLOAD YOUR DOCUMENTS Send your documents to the print cloud from your smartphone, tablet or computer.2. LOG IN AT ANY PRINT STATION Swipe your Campus Card.3. PRINT YOUR DOCUMENTS WEPA MAP 10 CAMPUS LOCATIONS MAC Print App WINDOWS Print App

19 MALIK MILES



21 One Team , One Goal SUCCESS! INTERNAL OPERATIONS CUSTOMER & SUPPORT SERVICES DATA CENTER OPERATIONS APPLICATIONS AND REPORTING

OFFICE OF TECHNOLOGY ADMINISTRATION [ITC] Xavier University of Louisiana 1 Drexel Drive New Orleans, Louisiana 70125XAVIER UNIVERSITY OF LOUISIANAAbout Xavier University of Louisiana Xavier University of Louisiana, founded in 1925 by Saint Katharine Drexel and the Sisters of the Blessed Sacrament, is the only Catholic and historically Black higher education institution in North America. The ultimate purpose of the University is to contrib-ute to the promotion of a more just and humane society by preparing its students to assume roles of leadership and service in a global society. Xavier ranks first nationally in the number of African-American undergraduates continuing to complete medical school and is leading the nation in bachelor s degrees granted to African Americans in the biological and biomedical sciences, the physical sci-’ences, and physics, and in graduation of African-Americans who go on to earn doctorates in the sciences and engineering.