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Password Security

(Feb. 5, 2010) Security begins with you.

Regardless of how hard the Division of IT strives to secure all applications, connections, or servers, each user must maintain the security of his or her own password.

The combination of a username and password is the only method most computer systems have to verify a user's identity. The user is responsible for all activity that occurs while the account is used by that username and password. This means the correct combination of your username and password in unauthorized hands could make you responsible for e-mails sent from your account, changes made in Blackboard and myZou, and other potential acts of mischief.

Maintain the security of your password by following these tips:

• Change your password frequently.
• Memorize your password; do not write it anywhere.
• Create a unique password for each account.
• Do not use your Internet browser's save password feature.
• Do not share a password or personal identification number.

Even though you've tried to keep your password secure, monitor your accounts for signs of misuse:

• an e-mail sent that you did not create
• new icons, programs, files, or start menu items that you did not create or install
• noticeable performance degradation

The University of Missouri offers several tools to help you manage your password.

The Information Security & Account Management (ISAM) team is making extra efforts to help protect MU's technology resources by educating users of password security. Updates and notices about security trends and threats can be found on the ISAM Web site.

Now Accepting Nominations for Excellence in Teaching with Technology Award

(January 29, 2010) Are you or someone you know using technology at MU to enhance the student learning environment? ET@MO's annual Excellence in Teaching with Technology Awards recognize members of the MU community who use technologies in courses that exemplify excellence in teaching. The awards are presented in four categories: undergraduate teaching, graduate teaching, staff support, and graduate instructor/teaching assistant. MU faculty, staff, and students are eligible to submit nominations. Self-nominations are also accepted. To find out more and submit nominations, visit the Excellence in Teaching with Technology Awards site. Nomination Deadline: March 31, 2010.

Dial-up Offers Economical Internet Access

(January 22, 2010) Interested in an economical off-campus Internet connection? Shed your pricey DSL or broadband bill and subscribe to TigerLink. An inexpensive 56K dial-up Internet service, TigerLink is offered by the Division of IT to individuals affiliated with the University of Missouri for just $5 per month for unlimited usage.

Although dial-up may sound like a dinosaur, it does have its benefits. Dial-up Internet access is highly portable and widely available. You can just plug it into any phone line and surf. If you aren't in the Columbia area, a $.05/minute charge applies when connections are made using the 877-MU-MODEM (877-686-6336) toll-free dial-up number from anywhere in the continental United States.

Current faculty, staff, or departments can establish automatic payroll deduction by subscribing through MyServices. MU retirees may call (573)882-2000 or visit the DoIT front desk located at 615 Locust St. in Columbia to enroll.

Cold-Weather Tips for Laptops

(January 7, 2010) If your laptop or any of its components freeze you could lose your work stored on it. Also, a thawed-out rechargeable battery will have only hold a charge for about half of its pre-frozen life. Freezing can also damage your LCD screen, which may shatter if reheated rapidly.

1. Avoid sudden temperature changes. To avoid condensation accumulation when you move to a location that has a significant temperature change, let your laptop adjust to the surrounding air temperature for about 15 minutes.
2. Store your laptop carefully. Never leave a laptop, even in a well-padded and insulated laptop case, in a vehicle in cold weather. Store your laptop in a temperature-controlled room.
3. Let it warm up. Once you bring a laptop in from the cold, allow it to warm up to room temperature before booting. The same is true when you go outdoors — allow the laptop to acclimatize to the outside temperature before booting up.
4. Use correct warming methods. Do not use devices such as mug warmers or pocket warmers to heat or keep a laptop warm. They are not designed for this purpose and can create problems, as they will not heat or keep a laptop warm in the right way. They could heat the wrong parts of a laptop or cause it to generate too much heat and even melt internal components.
5. Use a laptop warmer. There are laptop warmers designed specifically for the purpose of keeping a laptop warm; these are what you should use. Laptop warmers have been tested to ensure they will safely protect your laptop and are a wise investment.
6. Avoid excessive heat build-up. Do not use your laptop while it is still inside a laptop bag. There is no room for air to circulate and you will get heat build-up. You can create your own box for your laptop, which will allow air to circulate and provide an enclosed area for you to use your laptop. Having the laptop on a raised platform for your laptop within the box will aid in airflow. This laptop box will help keep the laptop warmer as cold air is blocked and the heat generated by the laptop is kept in the box.
7. Protect your display. Don't use heating pads or other external sources of heat to warm or thaw a laptop display. Allow the display to warm on its own. Do not boot up a laptop if you suspect the display is frozen.
8. Stay out of the cold. Whenever possible, stay out of direct exposure to cold weather conditions by staying in a vehicle, building, or other type of shelter. Protecting your laptop from excessive dampness or wet from snow will keep your keyboard from freezing and other problems from developing.
9. Change power settings. Changing the power settings from power-save mode will help keep the laptop warm as it continues to run. Instead of having the hard drive shut down, keep it spinning. The longer the laptop can be kept left running, the warmer it will stay as it generates its own heat.
10. Don't get creative. Last — but by no means least — do not create your own devices to keep your laptop warm! This is especially important if you are using a company-owned or leased laptop. You will be responsible for any damage caused and may have to repair or replace it at your own expense.

PeopleSoft Time and Labor implementation nearly complete

(December 10, 2009) Anticipated to greatly reduce paper consumption and payroll-processing time, the Web-based PeopleSoft application Time and Labor (T&L) allows supervisors to manage, review, and approve reported time and absences. T&L ensures consistent business practices and creates savings for the University and convenience for employees.

More than 33,750 users have switched from paper processes to T&L since May 2009. The initial implementation successfully brought University of Missouri System and approximately 25% of the Columbia campus into T&L in May; another 25% of Columbia departments came online in July. On Nov. 29, 2009, the Kansas City, St. Louis, and Rolla campuses, in addition to the remaining Columbia departments, made the switch. Departments using time clocks and University Hospital employees will see more changes as Kronos time clocks are replaced with Time Link devices in 2010.

Full- and part-time University employees who don't use time clocks should remember to report their activity on their new electronic timesheet on a daily or weekly basis. Monthly time reporters need to access the system only if they have absences to report; they no longer need to submit a blank timesheet.

Training materials and quick-start guides are available online. If you experience any problems while using T&L, please notify the T&L Human Resources Work Team.

Keep your computer healthy over the holidays and get ready for next semester!

Ready to enjoy a few days off school? Follow these tips to avoid e-mail overload or data loss:

E-mail

• Before leaving campus, make sure that you have turned on junk mail filtering. Whether you are on campus or off, it's important that you get in the habit of checking your junk mail folder about twice a week to be sure that no valid e-mail has been directed there. Also, consider temporarily unsubscribing from any mailing lists to which you belong.
• While you are away from campus, check your student e-mail for campus news.

Security

• The semester isn't over yet, so make backup copies of your data. Equipment or software crashes can destroy data.
• To protect your computer from viruses, do not open attachments or click on links from unknown sources. Don't forward chain letters. Update anti-virus applications and operating system and programs weekly.
• If there is constant contact to the Internet, such as DSL or cable modem, consider using a personal firewall solution as an added line of defense against unwanted network access.
• Take extra measures to protect your laptop and all the data stored on it. Keep it locked, and don't leave it visible or unattended in your vehicle.

After the flurry of finals subsides and holiday break sets in, consider spending some time performing preventive maintenance on your computer. Taking just a little bit of time to tune-up your computer could make next semester less stressful!

Consider using these tools on computers running Windows:

• Add or Remove Programs List: Removing programs that are no longer used could decrease your startup time and increase available space on your hard drive.
• Disk Cleanup: Also, to increase available space on your hard drive, Disc Cleanup empties your recycle bin, and deletes temporary files. Be certain not to delete office setup files or compress files.
• Spyware/Virus Scan: Microsoft has released a free antispyware/antivirus produce for home users called Microsoft Security Essentials. You can download it from the Microsoft Security Essentials (MSE) site. MSE will automatically download updates from Microsoft Update when connected to the Internet.
• Disk Defragmenter: Speed your computer up by defragmenting your files. This process could take up to an hour or more depending on your computer's overall performance.

President Forsee Speaks on IT

In early October, President Forsee told an Internet2 member meeting that the need for strategic IT could not be greater. IT is expected to play an increasing role in how traditional and nontraditional students are educated.

The need for information technology to be viewed and leveraged as one of higher education's most valuable strategic assets has never been greater. Forsee discussed opportunities afforded by more strategic linkages of IT to academic and research missions — from new sources of revenue and potential economic development to more cost-effective and efficient uses of faculty, staff, and students' time.

Technology deployments, such as Voice over Internet Protocol, TelePresence, the Next Generation Network, and special events such as the 2009 Energy Summit were highlighted as successful IT innovations.

Visit Internet2 and jump to 18:40 minutes to watch President Forsee's complete presentation.

Outlook Live Student E-mail Transition Complete

(October 6, 2009) All student mailboxes have moved to Outlook Live. Out of more than 34,000 accounts, there were only 1,591 stragglers whose accounts were manually provisioned. This completes the move phase of the Outlook Live student e-mail project. The process began in May, with voluntary opt-in so that May graduates could be included in the program.

Starting today, Oct. 6, all new student e-mail messages will be delivered only to Outlook Live. Students can still access their old accounts, so they can move any messages, contacts, etc. that they want to keep to Outlook Live. Nov. 3 is the last day they will be able to access the old accounts.

"The vast majority of students seem to love Outlook Live. It's working well for them. They really like the extra large mailbox and the SkyDrive storage is very popular," said Kevin Bailey, Director of Customer Service and Support at the Division of IT. "We're very excited to be able to provide students with such a robust e-mail environment. The expanded services we now offer through Windows Live should be a huge benefit to them!"

There are a few more things to complete before the project is wrapped up. By Nov. 3, all the old student e-mail accounts will be turned off. After that, we will be cleaning up accounts on the back end. The old system will be gone by mid-November.

"This is a very big project, due mainly to the huge number of student accounts we have at Mizzou. It takes a lot of resources and quite an extensive system to deal with the quantity," said Bailey. The project team includes e-mail administrators, security experts, account managers, a project manager, communications staff, help desk staff, second-tier support, and others. "The result is worth the effort, though — the students will definitely benefit from the expanded services."

Desktop Virtualization is a Reality in Switzler Hall Computing Site

(September 16, 2009) Thin-client desktop virtualization technology is planned to replace desktop computers at all University of Missouri computing sites. The Switzler Hall site will be the first to use this system.

A thin client is a very small computer that lacks moving internal parts such as disk drives. This compact design greatly reduces energy consumption and maintenance while significantly increasing the machine's durability. The hardware life of an average desktop computer is three to five years, but thin clients are typically replaced only every eight to ten years.

Desktop virtualization technology connects thin clients to the processing power of a server over a high-speed network. Multiple thin-client users can access the server to process data with a shared, single installation of software, instead of maintaining an individual copy of each program on each computer.

Following Switzler, seven desktop computers in Cornell will be replaced with thin clients. Kevin Bailey, Division of IT Director of Customer Service and Support, estimates that in 2010, all 1,200 Windows-based desktop computers in the MU computing sites will be thin clients. The Division of IT expects the new technology to return a 10-20 percent savings in manpower, with considerably more cost savings from hardware, electricity, cooling, and software efficiencies.

Tegrity Lecture System Records Voice, Video, Projections, More

(September 4, 2009) Studying is taking a new shape with the Fall 2009 implementation of the Tegrity Lecture Capture System in 62 courses. Using the Tegrity system, faculty members can easily record lectures for upload to Blackboard, allowing students to search and view presentations. The lectures can be reviewed with a Mac, PC, iPod, or other mobile devices at the student's convenience.

The Tegrity system simplifies the recording process. Faculty members only need to clip a microphone to their lapel, click an applet on their laptop, and lecture as normal. Voice, video, projections, and computer displays are all recorded into one presentation.

Although the Division of IT is providing infrastructure for the Tegrity system, ET@MO will implement Tegrity Lecture Capture System on select courses beginning in August. Tegrity Lecture Capture System is funded by student Information Technology Fees (ITF).

SQL and Oracle Database Hosting Changes

(September 3, 2009) Beginning July 1, SQL and Oracle database charges are simplified. All databases are now charged only for storage quota, not per connection. And the rates for SQL and Oracle file storage have been brought into line with each other. In addition, requesting a new database and making changes to an existing one is easier thanks to MyServices.

Owners of existing databases will be contacted by the Division of IT to assist with the transition. Data owners will need to apply and accept the database hosting terms and conditions through MyServices. Fiscal officers will need to verify or supply a MoCode for the monthly storage.

Some benefits of Division of IT hosted databases include:

• database administration
• professional hosting support
• daily backups
• secure storage
• vendor support and escalation
• no hardware costs

Database storage space is $4.50 per 512 MB per month. There is no charge for connections.

Visit the Division of IT's database hosting page for more information.

ImageNow and Save Now!

(August 11, 2009) Every department in the University of Missouri is looking for ways to increase efficiency, reduce travel, and streamline business processes. So, wouldn't it be nice if your file folders would walk themselves across campus for review, share only relevant documents, then return to your office? Welcome to ImageNow 6.3, already implemented in 40 University of Missouri departments.

When originally implemented in 2005, ImageNow was intended merely as a way to link scanned and stored document images with appropriate databases (such as PeopleSoft). Stored document images serve as non-modifiable legal documents, allowing the destruction of the original hardcopy.

The first ImageNow implementation successfully reduced physical storage needs, paper consumption, and document filing time while increasing document security. But the recent upgrade to ImageNow 6.3 greatly increases potential savings and ease of use!

For instance, an ImageNow user needing approval from another department can generate an electronic request to have a file reviewed. The approver is notified by e-mail to log in to ImageNow or the Web application, WebNow. File access rights are determined by department, allowing the approver to open only documents that are relevant to the approval. When the approver is finished, ImageNow notifies the requester that the task is complete. This workflow allows concurrent file access, relieves the time and resource constraints of having documents physically couriered around campus, and greatly increases security.

Additional ImageNow solutions include the automated receipt of electronic documents. Based on the sending fax number or e-mail subject line, electronic documents can bypass the printing process to be stored directly into the appropriate archive.

Each ImageNow implementation is uniquely customized to the needs of its department. Contact the ImageNow Team to discuss ways to save your department time and money.

Last University Mainframe Retired July 1, 2009

(July 13, 2009) Since 1965, mainframe computers have been used to process data critical to the University of Missouri and beyond. The first mainframe on the University of Missouri campus occupied the basement of Middlebush Hall, while the second mainframe filled the entire basement of the Math-Science building. This system allowed the first online connection of the University of Missouri campuses in 1972 and the electronic counting of local election results.

The mainframe was programmed entirely in house, allowing for robust and resilient processing. Programmers would use decks of punch cards to enter programs. One mainframe programmer fondly recalled, "I could program it to do about anything a user could show me how to solve on paper." Depending on the complexity of the application, the programmers would create between 12 and 2,000 punch cards. The computer operator would run the cards through the mainframe before returning the decks and any printed output to the user.

For almost 40 years, mainframe technology computed essential administrative processes, including student records. Early student registration functions required punch cards for each student registering with the university. This generally consisted of 20-25 cases, each holding 10,000 punch cards to be sorted and processed.

Technology has evolved over the years. The mainframe did its job well for more than 40 years, but advances in processing speed and memory capacity, which benefit mainframes, also improved personal computers and servers. Smaller computers have more power and can do more in a fraction of the space the mainframe used to take up. With the University of Missouri's implementation of Oracle's server- based PeopleSoft applications to manage essential campus administrative processes, the large footprint of the mainframe and supporting equipment is no longer needed.

Mainframe technology is now passé for the University of Missouri. The last university mainframe was decommissioned on July 1, 2009. Current and former employees shared moments of reflection on the technology that was their livelihood. Several operators, programmers, and users easily recalled incidents of dropped and scattered decks of punch cards, the physical demands of older devices, and accidental resets. These mainframe veterans were long-ago pioneers of technology and critical parts of our technology past. Ironically, many of these employees can still be found in the Division of IT, forging our technologic future!

Get a little greener at Arts and Science 10

(May 4, 2009) Spring is in the air! The air is crisp, the flowers are in bloom, and the general access computing site at Arts and Science (A&S) 10 is going green! In an effort to reduce paper consumption, the Division of IT has installed duplexers for all printers in the largest and busiest computing site on campus.

Duplex printing — the ability to print on both sides of a sheet paper — is one of the easiest and most effective changes you can make to reduce paper consumption. Although duplex printing will reduce paper usage, it is not expected to create a significant cost savings to the University. Due to the expense of toner and hardware maintenance, the current Print Smart quota will still apply.

Remote printing to the sites printers, including A&S 10, is available from any personal computer connected to the campus network using Print Anywhere.

Save paper, and ink!

• Use electronic file storage to avoid printing whenever possible.
• Use smaller margins, decrease font size, and remove extra spaces to fit more onto one page.
• Use spell check before printing.
• Use the electronic preview before printing to catch mistakes.
• Print only the final copy.
• Delete unwanted pages or select page range if you do not need the entire document.
• Print multiple pages per side of paper.
• Print on both sides of the paper.
• Cancel extra or accidental prints before they are printed.

Immerse Yourself in the Newest Generation of Videoconferencing!

(April 29, 2009) Cisco's TelePresence is coming soon to all UM System campuses. TelePresence is a new generation of videoconferencing technology designed to "immerse" distant conferees by mimicking a physical conference room. Using three 65" high-definition (HD) screens, CD-quality audio, prepositioned cameras and microphones, and similar physical environments (furniture layout, lighting, wall colors, and acoustics), you forget you're hundreds or thousands of miles away from the conferees across the virtual table.

TelePresence offers several benefits:

• facilitating collaboration between UM campuses and organizations throughout the world
• saving travel time and money, and thus boosting productivity lost while traveling
• hosting up to 18 conferees at each UM site
• interconnecting with legacy video (coming later this year)
• scheduling via Microsoft Outlook calendar
• initiating a conference by clicking a few buttons on a telephone
• displaying presentation graphics, such as Microsoft PowerPoint, on auxiliary monitors

The Missouri Research and Education Network (MOREnet) and AT&T will provide connectivity to other TelePresence systems in the university and worldwide. Cisco and AT&T will install TelePresence systems at MU, UMSL, and UMKC in May and at S&T in June. Expect to hear more about TelePresence deployment project in the coming weeks.

Finally, thanks to President Forsee for his million-dollar donation, Cisco for donated equipment and labor, and AT&T for donated labor and connectivity discounts.

University of Missouri Enhances Security of Social Security Numbers

The ultimate goal of the initiative is that SSNs will only be collected by authorized areas. Printed materials will be imaged and shredded. When SSNs cannot be removed, they will be physically secured with restricted access.

The University of Missouri Division of Information Technology will work with those offices still needing to collect Social Security numbers to store them in the centralized database. This database generates an Alternate Identification (AltID) number for application use. AltID looks and acts like an SSN, but without the risk of identity theft. AltID is translated back into an SSN to fulfill mandatory reporting requirements.

During this universitywide initiative, faculty and staff are reviewing business practices concerning the collection, use, and storage of SSNs to determine if every instance has a necessary function. Division of IT staff succeeded in securing SSNs and purging those that are unnecessary from several key data repositories, including alumni at all four campuses; Single Sign-On (SSO); the Remedy help desk system; the Vendor Registration application used by Procurement; the Minority Business Development Office; and Design and Construction. SSN use in the PeopleSoft systems is currently under review.

According to Dr. Gary Allen, Vice President for Information Technology, "protecting the personal information of our employees, students, business associates, and friends is a top-most priority for the university. This project will take everyone's cooperation."

Contact your Campus Information Security Officer to register your applications that use SSNs and to discuss strategies to secure your data.

For more information on the SSN Project, please visit the Office of Information Technology page.

University Employees Receive Special Offer from Microsoft

Under HUP, University employees may purchase a single Mac or PC version of any Microsoft titles actively enrolled in Software Assurance coverage on their campus. Currently, Microsoft Office Enterprise 2007 is the only software available systemwide at the discounted price of $19.95, which includes packaging, shipping, and handling.

What's included in Office Enterprise 2007:

• Communicator 2007
• Access 2007
• Excel 2007
• Groove 2007
• InfoPath 2007
• PowerPoint 2007
• Publisher 2007
• Word 2007
• Outlook 2007
• OneNote 2007

Interested employees must use their campus e-mail to validate their eligibility through MyServices. Upon registration with MyServices, employees will receive an e-mail message with a link and authorization code needed to complete the transaction with Microsoft.

Orders shipping to North America typically ship within 15 days and should arrive within four weeks. Software support and HUP frequently asked questions are available through Microsoft online.

Telecommunication Services are now offered through MyServices

Designed as a centralized processing center for products and services offered by the Division of IT, MyServices streamlines the request process for Division of IT customers and staff. Currently in Phase 1, MyServices enables customers to request Telecom Service requests, but will be expanded throughout 2009 to include all products and services offered by the Division of IT.

Previously, a request for a phone line would have been made by e-mail, then manually routed through the process — MyServices streamlines this process, and automates notifications to service technicians and the requestor. Customers can view service schedules, verify work status, and view a service history by revisiting the MyServices Web site.

MyServices also provides up-front validation. When a request is made, a MoCode and an approver must be provided by the requestor. The request is then sent to the designated approver for validation. If the approver is not a PeopleSoft authorized signer for the MoCode listed, the approver must forward the request in MyServices to the authorized signer. After an approval has been submitted by the PeopleSoft authorized signer, MyServices processes the request with the Division of IT and the work is scheduled.

The increased efficiency of MyServices benefits customers and Division of IT employees alike.

Phase 2 of MyServices will give customers the ability to manage existing accounts by requesting changes or cancellations as early as Fall 2009.

The Wonderful World of Virtualization

The Division of IT has embarked on a multiphase plan to virtualize physical servers. The first phase of the plan occurred over the past couple of years and has already saved the University more than $100,000 annually. The next phase of the plan calls for the replacement of 250 physical servers, the vast majority of which belong to the Division of Information Technology. This next phase includes all servers, except for Oracle Database Hosting and some of the email and communications servers.

Virtualization has many benefits. Specifically, virtualization reduces the physical footprint in the data center, increases the productivity of server hardware, reduces electrical usage (including air conditioning), streamlines administration, improves security, facilitates off-site disaster recovery, speeds provisioning, reduces maintenance and downtime, and best of all (in this budget environment) reduces cost. In fact, the Division of IT projects saving $228,000 annually by buying fewer physical servers and related storage devices, approximately $57,000 in electrical usage, and $47,000 in cooling annually. These savings build on the more than $100,000 in annual savings achieved during the first phase. Naturally, virtualization does come with costs, including powerful physical servers, software licenses, and different storage methods. All told, we can pay back virtualization expenses within 16 months.

There are other indirect cost savings as well. Reduced power requirements eliminate the necessity of expanding our uninterrupted power supply (UPS) configuration at an approximate savings of $150,000. We also will save over one million dollars in hardware, electrical usage, and air conditioning costs by not having to mirror hardware at a remote disaster recovery site. Our human costs will decrease as well. We can increase the productivity of system administrators who can manage many more virtual than physical servers, plus have room for virtual server growth without increasing staff. Finally, having fewer physical servers opens up space in the Data Center for future growth.

Departments wanting to take advantage of Windows and Linux virtualized servers instead of buying physical servers should visit the Division of IT's virtual services Web page.

MeetingPlace Conference Call Service Upgrade Completed

• Direct scheduling from Outlook 2007 calendar items. After downloading the required Outlook plugin, you'll see a MeetingPlace folder icon in the Show group on the ribbon. Clicking on the folder takes you straight into MeetingPlace, where you can select a time, conference length, and number of conferees. Saving the appointment places conference call information into the notes area that you share with conferees.
• A new user guide linked from the Division of IT's MeetingPlace page. (Note that references to reservationless meetings and videoconferencing do not apply to our service.)
• A plugin that enables users to share web-based materials during a conference call.

For more information on MeetingPlace and to apply for an account, visit the Division of IT's MeetingPlace page.

Faculty and Staff to Update Emergency Contact Information in myHR

Student Participation in the Emergency Mass Notification System Way Up

• 20,451 cell phone numbers (136% increase)
• 13,126 text messaging numbers (249% increase)
• 10,652 local phone numbers (247% increase)
• 27,965 alternate e-mail addresses (1% increase)

Interestingly, just under 100 students entered numeric pagers — possibly medical and nursing students. Because the university manages its own e-mail system, those numbers were already available to EMNS.

EMNS, hosted by the 3n Company, enables campus authorities to record one message to send to all faculty, staff, and students in the event of a threat to campus health and safety. EMNS rapidly delivers messages to students' wireline or cell phones, text devices (usually their cell phones), e-mail, and pagers, thus increasing the chance of successful notifications.

"It is very important to get a 'critical mass' of MU students, who would be able to spread the word to others who may not have received the message," says Gary Allen, MU's CIO and VP for Information Technology at UM System. "The EMNS system provides that capability."

Since there is considerable churn in our student population, the university will present the new opt-in/opt-out Web page to students the first time they log into myZou beginning every August 1, January 1, and June 1. Students also can update or add their contact information through the same system at other times during the year.

The university purchased the 3N InstaCom Campus Alert System in September 2007 to alert students, faculty, and staff in the event of a natural disaster or technological or human event that could pose danger. Tragic events on college campuses nationwide last year prompted the university to make the investment.

Project to Protect Social Security Numbers Underway

The approach is analogous to a coat check service or safety deposit box in a bank vault. Such services accept delivery of an item or object from a customer and securely hold it. In exchange for the item, the service provides the customer with a token in the form of a claim ticket or key. When the customer seeks to recover the item, they present their claim ticket or key; the service retrieves the item and delivers it to the customer or the customer's designee.

In the case of the SSN vault, the item secured is a social security number. The University's SSN vault is more restrictive than the analogies above, in that mere possession of the ticket or key is not sufficient to retrieve an SSN. The business process or person seeking the SSN must also prove who they are, and they must be pre-authorized to retrieve the number.

To make this work, any University business activity or process that acquires an SSN from an employee, student, customer, patient, vendor, etc., must be altered to place the SSN into the vault. The business process must take the value on the "claim ticket" issued by the vault — an alternate ID number — and save it into the recordkeeping system where the business process had previously recorded the true SSN.

Any business process that requires the true SSN thereafter (e.g., tax reporting or foreign student registration) must be altered to submit the alternate ID number to the SSN vault to re-acquire the SSN. In most cases we'll define the security system to limit use of the true SSNs to the government agency requiring the data.

The SSN vault and altered business processes improve our overall security posture by reducing the number of data systems holding SSNs. Instead of storing them in dozens of places as we do today, we will have only one place where we must maintain high security. Additionally, access to the vault must be pre-approved, and the vault software will log and audit all retrievals. The end results are that fewer people will routinely handle SSNs, and derivative documents (such as spreadsheets, email messages, and other electronic records) containing data from our administrative databases will not reveal SSNs.

The SSN Remediation project began last summer. The first systems to be integrated were the alumni databases for each of the four campuses and the Identity Management system used to manage network logon accounts and electronic mailboxes. The next phase will focus on the Financial, HR, Payroll, and Benefits systems.

It is important to note this effort is not solely a technology initiative; it is a complete rethinking of how we use SSNs in our daily business processes. You'll no doubt hear more about the project in the coming months, including in future editions of TechKnowledge.

CMS Puts Web Editing Within Reach

• Delegate maintenance responsibilities so that nontechnical staff can update content
• Use the same content in multiple places and/or publish content in multiple formats (HTML, PDF, Word, etc.)
• Control access privileges so that only designated users can change design or structure
• Schedule automatic publishing at specific times or dates
• Remind contributors to review or update content regularly
• Check sites for broken links, spelling errors, or accessibility issues

Setting up a site in the CMS requires a greater initial time investment, but once a site is created, it's easy to allow nontechnical users access to update site content. This can be especially useful for departments or organizations that don't have a designated Web editor with the technical skills to use HTML editors or other Web management tools.

That's why the MU Faculty Council recently moved their site (facultycouncil.missouri.edu) to the CMS. Leah Cohn, Faculty Council Executive Committee member, said, "The ability to maintain a current and accurate website directly impacts not only the ability of the council to communicate to all faculty, but the ability of the Faculty council to function. Previously, we had to rely on the kindness of IT personnel in a number of divisions on campus to update the site as time became available. We will now be able to handle this duty routinely on our own allowing us to post agendas, minutes of meetings, and supporting documentation for discussion items as well as keeping policy handbooks current."

Some of the MU Web sites that are using the CMS include:

• The official MU Web site (www.missouri.edu)
• Admissions (admissions.missouri.edu)
• College of Education (education.missouri.edu)
• Office of the Chancellor (chancellor.missouri.edu)
• Undergraduate Research (undergradresearch.missouri.edu)

MU's Office of Web Communications manages Cascade CMS site deployment. For more information about the CMS or to get a Project Proposal form (required to obtain a CMS site), visit webcom.missouri.edu/tools/cms/.

OneNote Helps You Collect, Organize, Share Notes

Some of the things you can do with OneNote:

• Share notes with other team members or students via email. In addition to your own notes, OneNote enables you to clip an image from your browser and even places the referenced URL in the notes.
• Record a meeting or lecture for later reference. OneNote associates the audio to the notes you take. As you listen to the audio later, OneNote highlights your notes on your computer screen.
• Tag important notes. With just a click, you can apply a star to an note item to help find it later. The star is just one of many tags you can apply.
• Flag notes to show up in your Outlook Task Pad to remind you of an action item recorded during a meeting or lecture.
• Ink notes with a tablet PC. Instead of typing, you can handwrite notes and later convert them into text. Obviously, your handwriting must be legible!

Don't take notes on paper and tediously type them into your laptop any longer. Do it once and save time. To learn how to use OneNote 2007, sign up for a free course with IT Training.

IT Rates to Change in FY09

If you have questions please contact Nikki Witting at 882-2000 or WittingN@missouri.edu.

Code Analyzer Software Supports Application Security

The policy applies to custom applications developed by MU faculty/staff as well as to those acquired from vendors or other outside providers. All applications that use or store University data are subject to this policy, regardless of where the application is hosted.

The Division of IT now offers licenses for Fortify Source Code Analyzer. This software helps developers identify threats posed by security flaws in their software. Application developers can run Fortify against their programming code to identify and resolve common errors and security vulnerabilities. Also, developers who utilize Fortify to check their code may be able to reduce the amount of time it takes for the Information Security and Account Management team (ISAM) to perform a security audit on their application. Information about the licensing structure and yearly cost is available on the Division of IT's Fortify Source Code Analyzer page.

Direct your questions about the Application Security Policy, the auditing process, or Fortify licensing to isam@missouri.edu.