Technology CommitteeMay 7th, 2020

Agenda 1. Approve Minutes2. COVID-19 Technology Update3. Classroom Technology Standards (FY20/21)4. Computer Standards (FY20/21)5. Fraudulent Admissions Applications Fix6. Renaming the Announcement email dist. List7. Accomplishments for Academic Year (FY 19/20)8. Summer Projects9. Membership

• Laptops/Chromebooks - Staff and Students• Wifi Hotspots• VDI for access • Voice to email • Electronic signatures training phase 2• Canvas updates:

• Labster, Gradescope, Pisces now live

COVID-19 Technology Update

Classroom Technology Standards FY 20/21 pg2

• Da-Lite Model C with CSR Wide Format–project screen– 130in• Da-Lite Number 6 Wall Brackets• Valcom25/70-volt 8 inch Clarity Ceiling Speaker 4• Airtame 2 Wireless HDMI Adapter• Extron Faceplate MLC 62 RS D, IR & RS-232 Control• Extron DTP transmitter, HDMI decora wall plate 230• Extron Extender DTP HDMI 4K 230

Classroom Technology Standards, FY20/21 pg3

• Extron Extron XPA 1002 Amplifier• Ultra flexible high speed HDMI cable 6FT -2• Ultra flexible high speed HDMI cable 12FT -1• VGA MICRO HR WITH AUDIO CABLE, MALE TO MALE 12 FT -1• VoIP Phone• Data Ports required 3

Classroom Technology Standards, pg 5

• Extron 12' VGA Micro HR with audio cable• Extron Faceplate MLC 62 RS D, IR & RS-232 Control• Extron DTP transmitter, HDMI decora wall plate 230'• Extron Extender DTP HDMI 4K 230• JBL Bar Studio 2.0 Channel Sound bar with Bluetooth• VoIP Phone• Data Ports required 3

Classroom Technology Standards, pg 6

• Special Offices Standards:• Sharp LE701 70” Class (69.5” viewable) LED TV• Airtame 2 Wireless HDMI Adapter• Chief PAC526 – Storage Box• Chief Large Fusion LTA1U – Wall Mount• Extron 6' ultra flexible high speed HDMI Cable• Extron 12' ultra flexible high speed HDMI Cable• Extron 12' VGA Micro HR with audio cable

Computer Standards (FY20/21) TYPE PROCESSOR MEMORY HARD DRIVE DISPLAY SIZE

LAPTOP – Level 1 Core i7 8 GB 512 GB SSD 14.0”

LAPTOP – Level 2 Core i7 16 GB 512 GB SSD 15.6”

LAPTOP – Surface Pro Core i7 8GB 256 GB SSD 12.3”

Laptop –Dell 2-in-1 Core i7 16 GB 512 GB SSD 12.3”

MacBook Air Core i7 8 GB 512 GB SSD 13”

MacBook Pro Core i7 16 GB 512 GB SSD 13”

DESKTOP Core i7 8GB 512 GB SSD 23”

iMac Core i7 8GB 512 GB SSD 21.5”

Computer Standards (FY20/21) continued

• Additional Considerations:• Replacement computers for faculty shall be either a laptop or

MacBook.• Replacement computers for staff shall be laptops. The variant

depends on the software used in discharging their duties and responsibilities.

• Exceptions may apply depending on the need as described in the position description. This must be endorsed by their respective division deans or directors and the Director of Technology Services, and will be approved by the Vice President of Administrative and Technology Services.

Computer Standards (FY20/21) cont.

• Some staff may have dual monitors depending on need. This will be determined by the Director of Technology Services.

• In requesting for different equipment, for purposes of accommodation, the request will be coursed through Human Resources and Training.

Fraudulent Admissions Applications Fix

• Many of fraudulent Admissions Applications per week.

• Applications are being created to get Office 365 e-mail and other perks

• Student’s receive Office 365 e-mail after application is accepted

• This is being abused and used for profit

Renaming the Announcements email distribution list• Change “Announcement” email to something that is more

reflective of the purpose of the email distribution list. • The intent will not change. It is just to align the name to

the intent.• Announcement is more of an official communication. • This way, everyone would know if this is an official

announcement such as emergencies, official letter from the PIO, president/vice presidents offices, campus police, HR, and the like.

• Parking Plus/Credentials – student permits• Nuventive - Program Review and Strategic Planning

software• Accommodate - Student Accommodation software• Marching Order -Software to organize and provide

ticketing and check-in for Graduation ceremony

Accomplishments for Academic Year 19/20

• Comevo for Guided Placement• Exlibris Library system in the cloud• Wait listing automation for students• Noncredit Tutoring for FTES• Student Display Name in Canvas• AB1504 Student Representation $2 Fee• AutoGrad for student degrees/certificates

Accomplishments for 19/20 cont. pg 2

• Precision Campus files for research/analysis• Newark Kiosk Pilot with 12 laptops for faculty use• Cloud based backup: Extended backup data to cloud

storage annual savings of $15,300.• VDI for counselors• AWS cloud security enhancement• Newark Wifi Upgrade

Accomplishments for 19/20 cont pg3

Accomplishments for 19/20 cont. pg 4

• Newark Core network Switch upgrade• Newark IDF network Switch upgrade• Wifi Upgrade for both campuses to implement new SSID’s

Ohlone Employee, Ohlone Student, Ohlone Guest• Office 365 Migration Phase 1 (Migration of all employee

mailboxes), activation of One Drive and O365 applications• SFTP server for Secure File transfer

• VDI system Upgrade• Active Directory Cleanup and Service optimization• Auto Desktop Lock setup for all members of OATS• Secure Printing in key areas of ACB, Social Sciences and SEM• Activated all classroom technology in ACB, wireless

projection in all classrooms

Accomplishments for 19/20 cont. pg 5

Accomplishments for 19/20 cont. pg 6

• Video Walls in large and medium lecture halls in ACB• Board room AV Upgrade• Established digital signing for all employees using Adobe

Sign• Decommission Rackspace cloud server for catalog service as

Ex-Libris system is online. 6,000 annual savings.• Spirion network Scanning for PII

• Tenable for network vulnerability scanning• Pcounter wireless printing for ACB• VDI for employees for remote work• Technology deployment to support COVID- 19

remote work for all employees and students

Accomplishments for 19/20 cont. pg 7

Summer Projects

• Handshake – New Career Center software• Financial Aid Self Service• Student Planning pilot for student online education

plans• CampusLogic for Fin Aid – Infrastructure, integration

w/Colleague and Perceptive Content document imaging system.

Summer Projects, continued

• Non-Credit admission applications• Archiving Student Accounts Receivables • Ohlone For Kids via Canvas• Non-Credit courses integration to webpage• Classroom Lab upgrades for new computers and

updates to support instruction• Return to Campus technology planning

Summer Projects, cont.

• Newark Classroom AV upgrade (2100, 2102, 2106)• Exchange Email system on-prem decommissioning• IT Dept and Purchasing move to Bldg 4• Setup Security training for employee security

awareness training