IT@Brown: News & Resources

By and for technology-minded folks at Brown

DCC Meeting Notes – Wednesday August 13th, 2014

Please feel free to download an audio recording of the meeting.

I. Stephanie Obodda is now reporting to Ravi. Christine Brown is now handling customer service concerns.

a. Stephanie is interested in hearing about common questions. Could CIS be providing more documentation or communication? Please forward these issues to Stephanie.
b. CIS is trying to be more proactive rather than re-active with regards to communicating and staffing.
c. IT documentation – New knowledgebase has been set up to be a documentation store. Links from service catalogue are being updated to point to this new site. Users can log in to leave feedback on articles or add favorites. http://brown.edu/go/kb
d. October 20th Identity management system will be replaced. Most people will experience this change as a facelift to My account and directory.brown.edu.
e. Stricter password policy for new accounts. Eventually everyone will have to update their passwords in the new system.

II. Doug Wilkinson talks about Wireless

a. Hardware upgrades happening behind the scenes.
b. “Headless” devices such as apple TVs, wireless printers and wireless projectors will be able to connect.

III. Nancy Magers talks about the EMC Isilon Scalable NAS solution to replace the windows files servers.

a. Brown has purchased 5 nodes that are replicated to 5 nodes at a disaster recovery in New York.
b. We currently have half a petabyte of storage on the system.
c. CIS would like to see profile data backed up to the new storage system, rather than an external hard drive attached to a user’s computer.
d. CIS is not charging for this service, and they will now accept academic, administrative, and research data.
e. Profile folder redirection will be available soon.
f. Access Based Enumeration will ensure that you only see folders that you have access to.
g. This file system is recoverable at any time, and the failover is tested quarterly.
h. No backups are run. Only Data Replication and VSS snapshots that run every hour for 48 hours, every day for 6 weeks, and every month for 6 months. Right click and recover through previous version tab.
i. 100GB will be the standard quota for users using profile redirection.
j. Shared and User shares will have their own separate quota. This can expand up to multiple TB to accommodate needs. Automatic warning notifications when the quota is getting close to being reached.
k. Folder mapping for Windows machines can now be done automatically through group policy security groups rather than Kix and BAT files.
l. Files.brown.edu will still work as expected.
m. Departments can pick the date of the migration and coordinate with CIS/Nancy Magers.
n. The process for the migration includes taking down the existing windows file share at midnight the night before the migration, running final robocopy and file comparisons, dialing in to a phone bridge at 6am to verify the migration is good to go, turning on the new shares then testing access, permissions, and mapping. An email is then sent out to all affected users indicating that the migration is complete.

Written by Michael Gallino

12 September 2014 at 8:48am

DCC Meeting Notes – Wednesday September 10th, 2014

Kara Kelley – Emerging Technology Group

Last winter Ravi formed the emerging technology group featuring members of CIS to identify problems and priorities in IT.

They are currently looking for a new project to work on. Contact Kara for additional info.

The first identified project focused around safety and technology. Safety website aggregating information about transportation, campus life, student services, DPS. They also created a mobile application.

Site features short safety videos.

Bear Tips Program – Coins given out at safety talks that can be exchanged for credit at the Brown Bookstore.

Features links and info about transportation, security personnel, hotlines, etc.

Brown Guardian – 3 key features – Safety Timer, Emergency Calls, and Emergency Tips. IOS and Android only. When validated with Brown Email address, it links with Brown setup and will connect emergency calls/tips to the Brown DPS.

Having medical conditions listed could be helpful to emergency responders.

Safety timer will notify guardian (DPS is default) if the timer goes off before deactivation.

Kara Kelley is also working on proposal for digital signage for departments. Reach out to Kara for additional information.

ISG Status Report – Pat Falcon

Phish Bowl

Purpose
-One central location for phishing attempts: brown.edu/go/phishbowl
-One address to notify when spotting a new phish: PhishBowl@brown.edu
-More rapid response in handling compromised accounts

Section on main IT page dedicated to Phish Bowl (just below alerts on right side column)

Phish Bowl Page shows current phishing subject lines in right column.
Phishing information and links about phishing and what to do when compromised.
What to do when spotting phishing.
What to do if you’re a victim of phishing.

Response
-Announced on 8/25 and received 75 reports in the first week.
-Only a handful sent to ISG and service center.
-Identified and quickly handled 7 compromised accounts.

Fall Newsletter coming in September!

October Events
10/1 – National Cyber Security Awareness Month 2014 Kick-off them “SPOT the Phish / STOP the PHish”
10/8 – On the green at Public Safety’s “Be Safe Day”
10/9 – Brown Bag:phishing/social engineering
10/15 – Screening documentary Code2600 (view trailer)
10/16 – Brown Bag on safety when online, with focus on social media
10/23 – Brown Bag on mobile device security
10/31 – Drawing for raffle prizes (TBD)

CISO Update – David Sherry

One day last August – 5:30AM until 7:00AM – 500 phishing question emails
Recently implemented with Google – Alerts when Brown Accounts where logging in from RI area followed by immediate out of country log ins.

Site being used to see attacks
map.ipviking.com

Recent Threats Affecting Brown
- Targeted “salary update” phishing scam
- Widespread attack on 7/30/14 and additional attack on 8/26/14
- Appeared to have come from HR
- Had the Brown logo (though skewed)
- Had “sincerity”
When clicking the link, you would receive a Shibboleth looking Brown Page (with bad URL).
4 people fell for this Phish since January.

Another phishing attack:
- “Message from Brown Information Security. Your email account has been compromised”
- Common phishing scam with uncommon subject line
- Proof that the scammers were “in the box”

ISG Updates
- Passwords – 10+ character strong password – only needs to be changed once by the end of February
- Hard Drive Crusher – just passed 500 crushes
- PCI-DSS (credit cards) Compliance – expecting 80%-90%, up from 5%
- CCV Stronghold – CCV is now part of CIS – HIPPA certification coming – Brown is singing first Business Associate Agreement
- Privacy Policy – Not currently in place, but currently waiting on approval.

Imminent Projects
- Beyond Security scanning platform – Automated scanning featuring strong dashboard
- 2-Factor authentication – Strong for blocking phishing
- Laptop encryption – Chris Grossi and Scott Martin are working on native Mac and Microsoft encryption (every laptop encryption coming) – Will need backup in place before encrypting
- Mandatory security training – Securing the Human (SANS security training)

Written by jc129@brown.edu

10 September 2014 at 1:05pm

Posted in Uncategorized

DCC Meeting Notes – Wednesday June 11th, 2014

Please feel free to download an audio recording of the meeting.
Chris Grossi’s Powerpoint Presentation can be viewed here

I. Chris Grossi – announcements
a. Geoff Greene is negotiating with Adobe with regards to getting an enterprise license for creative cloud.
b. Reminder: If you are running Matlab in the lab and connected to CFARM, be sure to change the license path.

II. Chris Grossi – Remedy Service Request updates
a. Remedy is under continuous service improvements.
b. Incident tickets get tied to the underlying problem ticket.
c. CIS is working on shibboleth for Remedy.
d. Requesting a new remedy account will become easier – Supervisor approval is being taken out of the business process, being replaced with supervisor notification
e. Student access requests to remedy will be denied unless requested by supervisor.

III. Chris Grossi – Files Services Update
a. Migrations to the back end EMC Isilon storage have begun – 100 TBs of storage available, and more will be available for growth as the need arises.
b. Migrations from Files A, B, C, D, E, G, and H will be starting in the next few weeks.
c. Downtime will be midnight – 7am cutover, but a new path will be used.
d. Department shares will be located under a new pat: \\files.brown.edu\dfs\departmentshare
e. Volume shadow copies will be available for 6 months on Isilon
f. Folder and Profile redirection for Windows is now a possibility with the Isilon storage system. This will make user folders, including my documents, available from any computer on the network. Technical documents to come
g. 50GB soft quota per user, with a 100GB hard quota.
h. Ravi intends this storage to be for general Brown use.
i. CCV will still be a go to for high performance and research computing, but CIS will no longer have a problem with research data or even personal data being kept on CIS storage.
j. Students will eventually have their own profiles created

IV. Chris Grossi – Laptop Encryption – Bitlocker available
a. Can be tied in with AD group/SCCM management – can encrypt laptop on the fly
b. Data would live on CIS storage, making DRUVA no longer necessary for most.
c. Druva licenses will be repurposed for people who still need them.

V. Pat Zudeck – Courses.brown.edu update
a. First Friday of every month, an instructional technology session for Staff from 12-1. Time to share ideas and projects with regards to academic technology.
b. Faculty can upload syllabus to the courses system for their students.
c. Will be integrated with the Academic Technology Gateway – which was used to request campus sites and other course tools (blogs, wikis). The gateway is going away when courses goes into production.
d. Students will be able to see class information, and Faculty will be using this site as a one stop shop for tools and services that are available for them to manage their courses.

Written by Michael Gallino

19 June 2014 at 12:48pm

Posted in Uncategorized

May 2014 DCC Meeting Notes

Audio and slides can be found here.

Chris Grossi –

  • Filemaker 13.1 and 13.2 vulnerable to Heartbleed, upgrades to 13.3 coming soon
  • Bulk storage is now in place – Departmental file services moving to new space – Windows users will be unaffected, Mac users will need an updated path
  • CIS is going to offer a “cloud based” My Documents – 25GB Soft Limit, 100GB Hard Limit – Supporting offline files
  • Hoping to offer a sync and share service for Macs as well, but not here yet
  • Virutalization project is moving along well – Citrix infrastructure with HP storeage – Starting with engineering labs allowing remote access to lab for ~300 people
  • 7440’s image going through QA with Dell
  • Software survey moving to Spring
  • Matlab update is available
  • Jeff Clarke is overseeing the Service Center
  • Media Services is moving
  • SAS JMP is almost complete
  • Adobe pricing is still too high, but trying to work out a better price – $20,000 to $133,000 price increase – Need to know number of licenses needed per department
  • Office for mobile – $20/year for 3 year subscription with .edu address, we offered $8
  • Rosetta Stone is University Site License – Eventually to alumni as well

 

Jamie Combariza – CCV HIPPA compliant servers – stronghold.ccv.brown.edu

  • Been working on gaining the compliance for ~1 year
  • HIPPA Omnibus Rule

          o   www.hhs.gove

  • privacy
  • security
  • enforcement
  • breach

          o   Heavy Penalties and random audits in 2014

  • Need to know

          o   A single clinical researcher in your system
          o   “Did not know” will not work. Government will not accept this.
          o   Must be proactive
          o   Environment must be secure (compliance) independently of use

  • What is needed

          o   End to end security

  • At the user level (most difficult to enforce/implement)
  • Network
  • Our end
  • Disposal (data management)

          o   Entire workflow needs to be considered

  • Risk/Documentation

          o   Risk assessment
          o   Risk management
          o   Security is part of the process

  • ePHI

          o   Security rule: Protect electronic PHI data in any form: at rest, in transit, under analysis, access, etc
          o   PHI: identifiable patient data with one or more of 18 identifiers

  • Does HIPPA apply to ALL

          o   No
          o   At universities, anyone providing IT support can be accountable
          o   No Certification

  • Coalition of Advanced Scientific Computing

          o   Casc.org (presentations, Spring 2014)
          o   Working group (50 schools)

 

Pat Zudeck – ITSF Initiative (Instructional Support for Faculty@Brown) – Reaching out to anyone interested in instructional technology

  • Open meeting
  • Front lines of faculty to find out what technology is supported
  • We can provide info about faculty needs
  • Site will include one stop shop for faculty for Instructional Technology Requests – June 6 soft-launch

 

Emerging Technologies Group – Kara Kelly, Stephanie Obodda, Paulo Baptista, Marc Doughty, Jennifer Lane, and Ravi Pendse

  • 7 person group based in CIS
  • Possible enterprise service for digital signage
  • Need for safety technology

          o   Identified need for safety website/portal – release in fall
          o   Mobile safety app – Currently getting information from vendors
          o   Personal safety videos

  • More of a solutions group than just emerging technologies

 

Written by jc129@brown.edu

14 May 2014 at 3:17pm

Posted in Uncategorized

April 2014 DCC Meeting notes

DCC Meeting notes for 4/09/14

For Audio and Presentations please go to this link here.

This month’s meeting featured Julie Lirot, Instructional Designer with ATG.
John Spadaro, Deputy CIO of CIS.
Michael Romauld, Elliot Flemming and Elizabeth Sylvia of the Bookstore.

First up: Chris Grossi with announcements-

• LabView is complete now and ready to go
•Refund for Druva and SAS licenses for those departments that paid for their licenses
•XP support and updates expired April 8th – remaining machines will be removed from network access or placed in a restricted zone this summer
•Office for iPad- working on lower fee for staff & faculty $24 per year is in the works
•Wolfram Alpha went live
• The Service Center launched “Chat” with demo from Christine Brown
•Remedy Service Requests – new process – should be easier

Julie Lirot from Academic Technology Group-

She gave a lovely presentation on “Turnitin”- Anti –plagiarism software that is currently only used with Canvas. Brown is working on expanding the site licenses. For more into go to http://www.turnitin.com.

John Spadaro, Deputy CIO of CIS

• Wireless- CIS is working on authentication issues, headless devices, and AP drops.
• Research Network- 10 GB going into Labs. Fixing bandwith issues.
•Windows file service is changing. Get ready!
• Virtual Desktop – Lab in Engineering using a pilot program
• Digital signage- central digital signage service for departments in the works.
•Courses.brown- Big upgrade coming in the summer and will include summer courses.
•VIVO- Live now
•CCV Secure File Service that is HIPAA compliant- rolling out possibly end of spring.
• Identity Management- on track for October 2014 (alumni/ae included in this)
• For more information please listen to the audio

Michael Romauld & Staff: Bookstore

• New Process of ordering Apple computers on-line
• Elizabeth Sylvia new PC point person for orders.
• Lenovo coming on board for on-line orders
• Bear Care Program- covers fixes for broken Macs/PC’s, tablets, phones and you get a loaner during the repair.
• Cartridge World- eco friendly ink 30% saving from brand names.
• XICO Products
•Online Technology Store

Notes by pm

Written by pmello@brown.edu

15 April 2014 at 11:14am

Posted in Uncategorized

DCC Meeting Notes – Wednesday December 11th, 2013

Please feel free to download an audio recording of the meeting.

General Announcements: Dell is coming in January! Please bring any questions you may have for them.

I. Announcements from Chris Grossi:
Reminder – Get the newest SPSS. Version 19 is going away soon. SPSS is now unkeyed!
Next spring there will be changes to the CFARM license manager. Instead of having 6 different applications managed by CFARM, CIS will be bringing up 6 different license managers for the 6 different applications. This will help CIS provide better service/upgrades.
Office 365 Student advantage is coming to campus. Students at Universities with similar campus agreements are now entitled to download full versions of Microsoft office 2013. This will be available on Jan 1st. Documentation coming soon, and further updates will be communicated through morning mail.

II. Don Wright from Network Operations talks about Wireless:
Various wireless issues have come up throughout the past year. Classrooms and open spaces throughout campus have been identified as having lack of coverage/speed. Network operation is working to resolve these issues.

Students are by far the biggest wireless users.

Brown secure is the most widely used, and Brown EZ has been seeing diminished use lately.

Currently wireless provides a public IP address. Eventually wireless access will put users in a private IP address range.

iStumbler (mac) and SSIDer (windows) can be used to determine wireless signal strength/coverage on your personal device.

Questions were brought up about wireless printing capability through Brown Secure as well as authentication to the domain through wireless. Although Print Queues are available through wireless, authenticating personal printers with wireless capability is not possible. The NOC will be looking into ways to resolve this issue.

III. David Sherry – ISG Updates
Ivy Plus CSIO group hosted at Brown in November for the first time. All Ivy schools were represented except for Stanford. Each school does something better than the others, and all groups learned from each other during this meeting.
Pat Falcon drove the National Cyber Security Awareness Month in October.
Stanford had 4th major breach recently. CIS is paying close attention to security related improvements being made in other schools to make sure we are ahead of the curve with regards to security.
The University will be focusing on 9 risk areas, including mobile devices, IT security concerns and privacy.
We just passed 900 incommon certificates. ISG encourages Brown IT to communicate with CIS with regards to certificates when they expire.
A hard drive crusher is available for use. 300 drives containing sensitive information have been crushed so far.
PCIDSS architecture changes – 3 year goal of becoming “PCI Compliant”.

CIS is working with CCV to build a FISMA compliant data center. This will allow researchers at Brown to go after federal grant funding that we are currently unable to.

Encrypted Cloud software has been piloted – This software will encrypt data sent to dropbox. ISG is looking to get a good price for a site license for this software.

Written by Michael Gallino

19 December 2013 at 12:17pm

Posted in Uncategorized

November DCC Meeting Notes

November 13, 2013 DCC Meeting notes

Audio version of meeting can be heard here.

Speaker: Ravi Pendse

November’s meeting was a meet and greet for DCCs and Brown’s new Vice President of Information Services/CIO

Chris Grossi – Announcements
• Greenbytes storage issue- completing migration of drives D, E and G and should be done as you read this.
• NAG software is in discussion for licensing and if you are using this, please contact Chris Grossi.

Ravi Pendse – Spoke on many different topics and took questions from the DCC crowd. He wanted to let us all know he has an open door policy and invites any of us to chat with him via email or a visit! He talked about how the number of open tickets has decreased and how pleased he is with that. He stressed the importance of customer service and our need to focus on that going forward. It is critical to our success. He talked about making video instruction for the campus to use as this will be a great training tool. He also mentioned that he will be teaching here at Brown. That is his first love. Many topics were addressed in his Q & A and I strongly suggest you listen to the audio to get the full spectrum of questions presented and answered by Ravi.

David Sherry was on the docket but did not have a chance to speak as the Q & A went longer then expected. He will speak at our next meeting.

notes by pm

Written by pmello@brown.edu

20 November 2013 at 11:25am

Posted in Uncategorized