Prospective Student E-Mail Accounts

Background
The Admissions office wanted to establish a regular means of communication with prospective students who applied to Temple and paid a deposit. E-mail was chosen as the method.

Status
Procedures were set up to create accounts for 5,500 accepted students. A new account naming structure (tuaxxxx) was created to ensure that all prospective students had e-mail addresses. AccessNet Usernames and PINS were generated and mailed. Programming changes were made to accommodate the new accounts and a Web page was created so applicants could activate the account and create their own passwords.

Alumni E-Mail Accounts

Background
The Development Office was exploring ways to keep in touch with alumni. Since graduating students were familiar with Temple's e-mail system, e-mail was selected as the method. The standard policy, however, is that student e-mail accounts expire 90 days after graduation.

Status
In May 2004, a pilot program was implemented to provide 5,000 graduating students with the option to sign up for e-mail for an annual fee of $10. Programming changes were made to accommodate the accounts and revisions were made to current account processes.

Single Authentication Method for Access to Multiple Resources

Background
In order to access a number of Temple resources, such as the library databases from home and Temple's modem pool, a special PPP ID login name and password was required. The login ID name and password were a series of letters and numbers. Other applications required their own unique usernames and passwords, making it confusing for students who need to use our resources.

Status
To create more convenient access to our systems, changes were made to over 50 applications to allow the use of Temple's AccessNet username and password as the single means of authentication. This was accomplished using our LDAP servers. While the final process is seamless, the procedures to create this convenience involved hours of programming and testing on our systems as well as on our network.

Five Year Upgrade Plan for Smart Classrooms

Background
Over the past four years, the number of requests by instructors for smart classrooms and smart carts has increased by 134%. As faculty rely on classroom technology for in-class presentations, equipment downtime disrupts classroom activites. The need for reliable equipment is therefore essential.

Status
A survey of all Main Campus classrooms was performed to create an inventory list. From the list, Computer Services developed a technology upgrade path with budgetary items to increase the number of centrally-scheduled general access smart classrooms on Main Campus from 36 to 95. The plan also takes into account that equipment in current smart classrooms is upgraded and maintained. The implementation process is currently in progress.

Tuttleman Scholars Information Center Upgrade

Background
The computer equipment in the Tuttleman Learning Center needed to be upgraded so current software versions could be installed for student use.

Status
Temple has kept pace with technology by installing over 100 new student computer workstations in the Tuttleman Scholars Information Center (general use computer lab). The PCs have been upgraded to Pentium 4s with 17" flat panel monitors and the Macintosh computers have been upgraded to G5s also with 17" flat panel monitors.

Resources to Combat Blaster Worm and Welchia Viruses

Background
In Fall 2003, many residence hall students got off to a rough start when they found that their computers were infected by the Blaster worm and/or the Welchia virus. The Blaster worm and the Welchia virus caused headaches nationwide as well as here at Temple. In addition, many residence hall students who installed peer-to-peer file sharing programs (KaZaA, Blubster, etc.) found that their computers were seriously infected with viruses.

Status
To prevent the spread of the worm and viruses, Computer Services quickly produced and distributed a Windows Update CD and programmed a Web site that gave residence hall students the opportunity to install Symantec AntiVirus software for free. The Help Desk stayed open to receive calls from students needing assistance and our consultants were stationed in the residence halls to help students remove viruses and secure their computers. Our Telecommunications staff also spent many hours monitoring network performance for virus activity. Due to these preventive measures, we contained the outbreak to about 600 computers. Temple's security efforts received national acknowledgement in an Associated Press article featured on the CNN and MSNBC websites.

University-Wide Symantec AntiVirus Initiative

Background
Lessons learned from the Blaster worm and Welchia virus focused our attention on issues regarding computer security. The drain on our resources caused by these infections was significant. To stem this problem, we knew we needed a University-wide strategy.

Status
The strategy was to purchase an enterprise-wide license to distribute Symantec's (Norton) AntiVirus software free to our faculty and staff for on-campus use and to students in the residence halls. Temple also has purchased a license to distribute Symantec Antivirus for home use. To raise awareness of this issue, Computer Services embarked on an antivirus campaign, titled "The Bug Stops Here" to inform the University community about strategies for securing computers from viruses and hackers. The campaign consisted or posters, a special issue of Bits & PCs, and giveaways. The AntiVirus campaign proved to be very effective in protecting Temple computers from viruses.

Faculty and staff can download the centrally managed Symantec AntiVirus software on campus at no charge from the AntiVirus Web site. Residence hall students can automatically obtain the software from the Getting Connected Web site when they apply for Internet service.

GroupWise Account Migration to TUmail

Background
Temple's e-mail accounts were distributed over a number of different systems producing a variety of Temple e-mail addresses. The objectives of the TUmail project were to consolidate e-mail servers into one @temple.edu system and to improve overall system performance.

Status
Testing for the migration of GroupWise accounts to the Mirapoint System was completed and necessary documentation was created. Each GroupWise account was evaluated individually and each department was handled separately. The GroupWise accounts were then migrated to the Mirapoint system. In addition to messages, account migration included calendars, to-do lists, ‘work-in-progress’ mail, and address book information.

TUmail and TUcalendar Enhancements

Background
After e-mail accounts were migrated to the Mirapoint system, the Temple community requested additional information for using TUmail. As users became more familiar with the system, they also suggested enhancements that would make TUmail easier to use.

Status
A special TUmail issue of Bits&PCs was written and distributed to the Temple community. TUmail software was upgraded to version 3.4.2. Based on input from users, the look of the screens was redesigned. In addition to making TUmail easier to use, the upgrade included new features, such as improved security and spam filtering, the storage space status bar, and enhanced junk mail management. The enhancements to TUmail also made the calendar easier to schedule events and manage time more effectively. A TUmail tip of the week was also added to the TUmail Web site.

Blackboard Version 6.0 and 6.01 Hardware and Software Upgrade

Background
Blackboard is a popular online course management system that Temple faculty use to distribute course materials and assignments to students. As of July 2004, course content for over 5,700 classes was available for students on Blackboard. The system hardware and software was not sufficient to handle the increased activity. The Blackboard resources needed to be upgraded.

Status
As of July 4th and January 1st, new hardware was installed and configured, the software was upgraded, and accounts were migrated to the system. In addition to boosting performance, the upgrade provides assessment features and enhancements to the gradebook.

Continued Implementation of the Feith System

Background
Computer Services continues to implement the Feith Document Imaging system across University departments to automate the storage and retrieval of documents. The system is used to convert paper-based documents into a digital format and store them in a database for easy retrieval.

Status
After work-flow research was conducted, the Feith Document Imaging system was implemented in three major departments: Accounts Payable, Bursar, and Academic Records.

Enhanced UVote Web site

Background
The introduction of the Uvote Website was a success last fiscal year. To build on this success, Temple Student Government wanted to find a way to increase student participation in the voting process.

Status
The UVote website design was enhanced and incorporated into TUportal. This first online election available through TUportal resulted in significant voter turnout for the Temple Student Government. Nearly 1,900 students voted for Student Government officials online, an increase of 22% from last year.

Programming Changes for Presidential Academic Policies

Background
President Adamany initiated new policies regarding:

• Undergraduate Academic Warning, Probation, Dismissal & Reinstatement Policy

• Academic Progress in Lower Division Courses Policy

• Policy on Repeating a Course

• Withdrawal Policy

• Incomplete Coursework Policy

• Student Records Confidentiality Policy - FERPA

• Establishing, Restructuring and Terminating Academic Programs

Computer Services needed to program these new policy requirements into the student information system.

Status
In a large-scale effort, our Administrative Computer Services Office updated our student information systems (ISIS, OWLnet, and OWLink) to accommodate these policies. All processing rules were programmed and put in place and all relevant information was made accessible to students and staff.

Student Finance and Human Resources Systems Upgrade

Background
The Student, Finance and Human Resources systems were legacy applications that ran on an IBM mainframe computer using the OS/390 operating system. Temple was notified by IBM, however, that IBM would no longer be supporting OS/390 and that we must upgrade to the z/OS operating system by September 30, 2004. The caveat was z/OS would not run on the IBM 9672-RB5, Temple’s mainframe at that time.

Status
An extensive evaluation of mainframe computers that could host z/OS was conducted and the machine deemed best for the Temple environment, an IBM 2066-0B1, was selected as the replacement for the 9672-RB5. A detailed project plan was developed for the acquisition, installation, testing and final turnover to production of the new mainframe. After all applications were successfully tested on the 2066-0B1, it was placed into production, replacing the 9672-RB5 on April 18, 2004. At that point in time, work began for the replacement of the OS/390 operating system by the z/OS operating system. As of June 30, 2004, final testing is underway for the new operating system. It is scheduled for production status on August 15, 2004.

Centralized Web-Based Time Collection System

Background
The accumulation and use of employee leave time accruals has always been a manual process at the University. Human Resources requested that an automated process be implemented which would calculate the earning of accruals and provide a Web-based system to track employee usage of vacation, sick and personal days.

Status
The Time Collection system has been in production for the entire 2003-2004 fiscal year. Included in this process was the massive effort to calculate thousands of employee accruals.

Enhanced Employee Pay Stubs

Background
Information concerning employee accruals is collected by University timekeepers using the Time Collection System. The Human Resources Department requested that this information be available to employees on their pay stubs.

Status
As of October 2003, employee pay stubs include sick, vacation and personal leave accrual balances along with the balances from the previous pay period.

First Phase of Kronos Time Tracking for Temple University Hospita

Background
The Health System implemented an automated time and attendance application. The Kronos Time Tracking System was selected. Due to the large number of employees and the complexity of the application, it was decided to split the project up into several phases. This initial phase involved up to 500 employees.

Status
The first phase of Kronos Time Tracking was completed and implemented in April of 2004. The process included TUHS Human Resources, Information Technology, Finance, Environmental Services, Food Services and Revenue Cycle.

Kronos Time Tracking for Student Workers in Academic Computer Services

Background
A new method of time collection was needed to improve the collection of hours worked, eliminate paper time sheets and reduce manual data entry. As a result, Kronos was implemented in the computer labs supported by Academic Computer Services. This included locations at Main, Health Science, Ambler and Tyler campuses. Up to 300 students are included in this process.

Status
This process was completed and implemented in May of 2004. Currently, time for over 200 students is being tracked and interfaced with the payroll system.

Web-based Student Orientation Scheduling and Placement Testing in OWLnet

Background
Prior to the completion of this project, newly admitted students signed up for orientation sessions and placement tests by telephoning the Student Assistance Center staff. It was determined it would be more efficient and convenient if this process was done electronically.

Status

• A new database was created on OWLink for Student Assistance Center staff to establish orientation sessions and placement test sessions. Staff can see the names of students registered and the number of session seats remaining. Established rules can be overridden to schedule students into any session on an exception basis.
• Links on OWLnet prompted new admits to sign up for placement tests and orientation. Extensive logic was built into the process to direct admitted students with paid or waived tuition deposits appropriately by their college, curriculum, distance from Temple, and placement tests required of specific students. Specific session information and links to campus maps were provided.
• For the Summer 2004 period, 5,200 newly admitted students signed up online for orientation.

Enrollment Verification Letters in OWLnet

Background
Enrollment verification letters enable students to verify their enrollment with financial institutions and health insurance providers. In the past, a student would mail a request for an enrollment verification letter to Academic Records. Academic Records personnel would then manually read each mail request, generate the letter, and mail it.

Status
Students can now request an enrollment verification letter using the OWLnet Web site. This enhancement replaces a manual process with an entirely electronic process that students can perform independently using OWLnet. Academic Records provides 7,000-10,000 of these letters annually.

Financial Aid Award Letters in OWLnet

Background
Student Financial Services (SFS) notified students via postal mail when their financial aid was available. This was a manual and time-consuming process.

Status
Due to programming changes that were implemented, Student Financial Services (SFS) can now notify students when their financial aid is available by sending e-mail to their @temple.edu account. Students can then view and print their financial aid award letter from the OWLnet Web site by clicking on the Financial Aid Tab. SFS encourages students to use this feature to share information with parents or third parties.

MyHousing Web Site Enhancements

Background
The My Housing Web site has become an increasingly important resource for residence hall students accessing their housing information.

Status
During the summer, the MyHousing Web site received the following new enhancements:

• Returning and newly admitted students can now make housing deposits electronically via Temple's QuickPay system.

• Students can log in using their AccessNet username and password either from within the TUportal Web site or directly at: http://myhousing.temple.edu

• Graduate students can select “room type” as a preference for Fall and Spring semesters and can select family members as roommates in University apartments.

• The Confirmation Summary Page has been condensed and is now easier-to-read. Students can use this page to view and modify their application preferences.

Cost Center Reports Online

Background
Cost Center Reports are run monthly and each reporting process produces printed output. Distribution of these printed reports requires manual preparation time due to report sorting and envelope stuffing before the output arrives at the proper departments.

Status
The Cost Center Reports were captured in electronic format and published to the web using the Report2Web system. The reports are available within hours of being processed on the University's mainframe computer.

Consolidated Tape Backup System for Departmental Servers

Background
The files on departmental servers were backed up individually using a variety of methods. For consistency and efficiency, a standard backup method was needed.

Status
Computer Services researched, installed and configured a centralized, enterprise-wide, backup system called Legato that automatically backs up servers throughout the University each evening. The backups are stored in a tape library that is housed in a state-of-the-art tape library jukebox.

Technical Liason Group for Schools and Colleges

Background
Computer Services needed a way to educate Schools and Colleges about major initiatives and improvements and to also open a dialogue to discuss on-going technical concerns.

Status
A Technical Liason Group was formed with a liason representing each School and College. The group meets periodically to discuss major technical projects and changes that impact the Temple community. This forum has resulted in a better understanding between Computer Services and the School and Colleges regarding technical issues. The liason also helps to disseminate technical information to their respective constituencies.

Unified and Expanded Computer Services Website

Background
The Computer Services Web site evolved over a period of years into a University resource with computer-related news and a vast assortment of information for the different offices. The Web site needed a more dynamic look and it also needed to be restructured to make the information easier to find.

Status
The Web site was redesigned to be service-oriented with a focus on the main categories of Students, Faculty, and Staff. Each Computer Services office is now unified under one umbrella with its own section that explains its services and also provides contact information. In addition, a Google-powered search engine was added to the site to allow searching for topics within the site.

Website Redesigns for the Boyer College of Music, Tyler School of Art, School of Dentistry, and Internal Audits

Background
New web designs were requested for a number of major Temple departments and schools.

Status
Computer Services Web Designers met with representatives from the Boyer College of Music, Tyler School of Art, School of Dentistry, and Internal Audits Design to analyze content and discuss Website architecture and layout. The designers then developed an implementation plan. From this plan, the designers implemented a new design with newly formatted text and graphics and consistent navigation features.

Web Content Management Software Implementation

Background
Computer Services designs Websites for Temple's schools, colleges, and departments. Webmasters then use Microsoft FrontPage to create and manage their Web content. Using FrontPage, however, Webmasters can inadvertently stray from the design guidelines or even break web pages.

Status
Computer Services implemented a pilot program using Macromedia Contribute software, a new content creation tool. With this tool, Webmasters are able to edit pre-selected regions of Webpages without accidentally corrupting parts that should not be edited.

Help Desk Phone Queue and Voice Recording

Background
The Help Desk managers and receptionists needed a way to manage the phone queue and to review calls for quality control.

Status
Tools were put in place to see how long a caller has been on hold and to allow managers to select a person out of the queue to answer the call. Using the new tools, phone calls can also be monitored and/or recorded.

Gladfelter Hall Training Room Upgrade

Background
Due to the implementation of the Human Resources Project Development Plan for all employees, demand for Computer Services seminars has dramatically increased. The training room must include equipment to meet this demand.

Status
The training room located in Gladfelter Hall, room 659 was upgraded to include 13 Dell Optiplex 270 Pentium 4 computers at 2.80 GHz. Six scanners as well as two photo-quality inkjet printers have been installed in the room to accommodate digital imaging, text scanning, and desktop publishing seminars. In addition, each computer includes a DVD drive and burner to complement multimedia intensive classes. There is also a new ceiling-mount digital projector and screen to facilitate instruction by displaying lessons from the instructor's computer station.

New Seminar Topics

Background
Researching available software applications and future trends in technology continue to be an important component of keeping the Temple community's technology skills up-to-date. This research forms the core of creating and delivering computer-related seminars to students, faculty, and staff.

Status
Over 20 new seminars were created and offered to the University community. Our Training Specialists delivered these seminars and they also called upon the expertise of system administrators and staff to deliver specialized training to select audiences.

In addition to seminars in TUportal, TUmail, and Blackboard, we also offered the following new seminars: Web Master Professional Certificate, Microsoft Office XP Essentials Certificate Program, Digital Imaging Certificate Program, Using a Smart Classroom or Cart, Using a Digital Imaging Database to Build In-Class Presentations, Safe Computing, Tips and Tricks for Performing Online Research, Office 2003, Photoshop, Text Scanning, and Using a Classroom Performance System to Inspire and Engage Students in the Classroom.

Wireless Network Expansion

Background
The use of laptop computers on campus continues to grow. At the end of October 2003, there were 1,574 MAC addresses registered to use wireless access on campus. In support of this trend, Computer Services has been expanding Temple's wireless zones.

Status
The network infrastructure needed for wireless access was installed on Main Campus in the Student Center, Gladfelter, Annenberg, Ritter, Anderson, and Kresge Halls and Paley Library. Many classroom buildings and residence hall lounges, as well as outdoor areas (Bell Tower, Tuttleman courtyard, and the 12th street food vendor pad) also now offer wireless. Access is also available at Fort Washington, and TUCC.

The Main Campus Help Desk is now also equipped with wireless access to support the growing use of Temple's wireless network on campus. With this capability, Help Desk consultants can more efficiently and accurately troubleshoot and answer questions. In addition, the wireless Web site, which lists wireless locations, MAC address registration, and documentation, was enhanced and expanded.

Internet Firewall Upgrade

Background
Technology at Temple is used for the critical operations. These operations must be protected with the latest safeguards to prevent hackers from gaining access to private and confidential information.

Status
In order to keep our network traffic flowing smoothly and to protect the data and communications of students, faculty, and staff, Temple evaluated and then purchased a new, state-of-the-art firewall to replace the five outdated firewalls. The new firewall screens many more transactions and enables us to filter all network traffic, specifically granting permission to legitimate transactions while denying access to all others. It provides additional defense against hackers and identify thieves and various other intruders. This constitutes a major network upgrade, which has created a faster and more secure network.

Peer-to-Peer File Sharing Policy

Background
The recording industry has greatly increased its scrutiny of illegally downloaded music and video. The result is that students throughout the country are facing large fines and penalties. In addition, an outbreak of viruses and the use of large amounts of bandwidth caused by peer-to-peer file sharing programs have significantly disrupted our network. We have also seen more and more students having computer problems because of the damage caused by peer-to-peer programs.

Status
Since students depend on Temple's computer resources as essential academic tools and Computer Services counts on providing these tools, it became necessary to create and release a Peer-to-Peer File Sharing Policy. The policy helps students understand the risk they are taking by using these programs and sets consequences for those who continue using them, especially for activities such as the illegal downloading of music files.

Computer and Network Security Policy

Background
Over a relatively short period of time, Temple's network has evolved to become a vital component of University operations. To maintain and protect the network, it is important that University students and personnel have clear and definite usage and security standards to follow.

Status
In November, a memo was issued to the University community establishing appropriate security requirements and restrictions on accessing and using University computers, computer systems, and networks and safeguarding University information. This memo also identifies the minimum security requirements that must be followed and establishes the Vice President for Computer and Information Services as the Temple University officer responsible for the establishing and carrying out computer and network security policy.

Proper Handling of Confidential Information Memo

Background
At Temple, we have always taken very seriously our obligation to safeguard the personal information of students, faculty, and staff. This obligation includes keeping the University community informed about new federal legislation and its impact on privacy issues.

Status
A memo was issued to Temple faculty and staff informing them of the provisions of the Gramm-Leach-Bliley Act (GLBA) and the Health Insurance Portability and Accountability Act (HIPAA). This memo also served as a reminder of the importance of exercising good judgment when processing, storing, or disposing of materials that contain confidential information.

Cable Television Drop Upgrade in the Residence Halls

Background
The cable television wiring in the White Hall residence hall was outdated and needed to be upgraded to improve performance and maintenance.

Status
All the cable television drops were upgraded from an interconnected, daisy chain model layout to an independent, home-run model.

Telephone, Internet, and Cable Television Service for the College of Podiatric Medicine Residence Hall

Background
In order to bring resources up to date, telephone, Internet, and cable service needed to be installed in the College of Podiatric Medicine Residence Hall.

Status
Wiring for telephone, Internet service, and cable television was installed in each residence hall room.

Telephone and Internet Service for Elmira Jeffries Residence Hall

Background
In order to bring resources up to date, telephone and Internet needed to be installed in the on the Main Campus Elmira Jeffries Residence Hall.

Status
Wiring for telephone and Internet service was installed in each residence hall room.

Telephone and Internet Service in the Residence Halls

Background
Temple provides high-speed Internet and telephone service to students who live in on-campus housing. Policies, procedures, and support must be in place to implement these services.

Status
Telephone and Internet service was activated and managed for the academic year for 4,300 students. The Getting Connected website, where students can apply for services online, was updated. Onsite support to help students get connected was provided and all billing and service requests were handled throughout the year.

Student Telephone Bills Online

Background
Telecommunications wanted to eliminate the inefficient manual process of distributing paper telephone bills to students.

Status
Riding on the success of online telephone bills for administration, Telecommunications developed a new procedure that allows students to review their telephone charges through the OWLnet Website. This new procedure has allowed Telecommunications to eliminate the days of sorting and distributing monthly bills to students.

Relocation of Three Distance Education Classrooms at Fort Washington

Background
Due to renovations, telephone, Internet and video service had to be relocated from 401 Commerce Drive to 425 Commerce Drive.

Status
The cabling was relocated and telephone, Internet and video services were activated in the new locations.

Code Blue Emergency Phone Installation

Background
Last fiscal year, Telecommunications began the installation of Code Blue emergency phones. The Office of Security and Protection determined that the outdoor emergency phones should be upgraded and additional phones be installed on the various campuses. The existing phones had been installed in the early '90s. The new phones are manufactured by "Code Blue," the industry leader in this type of outdoor emergency phone.

Status
Telecommunications completed the installation of 90 phones on the Main, HSC, Ambler and Tyler campuses.

Appointment of Associate Vice President for Administrative Computer Services

Background
Due to a vacant position, Computer Services needed to hire an Associate Vice President to oversee Temple’s administrative systems and functions and to spearhead new initiatives.

Status
Barbara Dolhansky was appointed as Associate Vice President for Administrative Computer Services, effective December 1, 2003. Barbara is an intelligent, hardworking professional who has worked at Temple for 13 years. She is respected for her ability, her calm demeanor, her tough and determined focus, and her knack for getting the job done.

Appointment of Assistant Vice President for Data Center Operation

Background
Temple's computer systems are critical to the University’s daily operations. Since these systems operate on multiple platforms, maintaining them is often a challenge. In an effort to standardize our computing environment and recover resources in the event of a disaster, it is vitally important to create an area of responsibility that focuses directly on system management.

Status
Frank Azuola was hired to fill this position as Assistant Vice President of Data Operations. Frank received his PhD in Computer Science from the University of Pennsylvania, an MBA from The Wharton School of Business, an MS in Electrical Engineering from the University of Costa Rica, and an MA in International Studies from the University of Pennsylvania. In addition, Frank is a Fulbright Scholar.