THE UNIVERSITY OF MELBOURNE

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ITEM 4.5: Information Division Report

                   University IT Issues for Faculty IT Committees

                                           (Information Division)
                                            March 2005 Edition 1



   New Staff Email Server ......................................................................................... 1
   ID Structure ............................................................................................................ 1
   Regulation 8.1.R7 .................................................................................................. 2
   LMS - Learning Management Systems ................................................................. 2
   Information Strategy Planning ............................................................................... 3
   Courseware Design and Development Program grants for 2005 ........................... 3
   Web Centre Update ................................................................................................ 3
   New OU based staff email lists .............................................................................. 4
   Microsoft Licensing ............................................................................................... 4



March      New Staff Email Server
2005
           The Information Division is planning to upgrade the central staff email
           server on the weekend of 19-20 March.

           The central email server is variously known as myriad.its.unimelb.edu.au,
           clyde.its.unimelb.edu.au, and home.staff.unimelb.edu.au.

           No mail will be accessible on this weekend, either using webmail or
           desktop clients.

           All incoming mail will be queued for subsequent delivery, so no mail will
           be lost.

           As part of this upgrade, a new webmail interface will be introduced.
           Documentation on this will be available from the project website shortly.
           Mail quotas will be implemented. Staff who currently have more mail on
           the existing server than the planned 100Mb limit will be contacted by the
           Helpdesk and assisted to resolve this problem.

           More information can be found at the upgrade project website at
           <http://www.infodiv.unimelb.edu.au/emailupgrade>.
March      ID Structure
2005
           Vice-Principal (Information) - Linda O'Brien
           Deputy, Services - Angela Bridgland



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          Deputy Projects - John Julian
          Director, Information and Education Services - Sally-Anne Leigh
          Director, Information Technology User Services - Andrew Yeoh
          Director, Information Management - Nicki McLaurin Smith
          Director, Information Systems - to be externally advertised
          Director, Information Infrastructure - Greg Chenhall
          The next line of management has seen an announcement made for the
          CRM roles and top level managers. Given the ratification of these roles,
          expressions of interest and interviews for positions will take place
          imminently.
February Regulation 8.1.R7
2005
         After a lengthy process, well over a year, the new Regulation 8.1.R7 -
         Computing and Network Faclities Rules - has been passed and is now in
         force. An education and implementation program is being developed to
         assist IT, HoDs and Deans. IT staff, heads of departments and service
         providers should take particular note of their obligations and the
         disciplinary processes required to be met under this regulation. In the
         interim, for urgent advice about obligations and disciplinary matters,
         relevant staff should contact it-abuse@unimelb.edu.au.
March     LMS - Learning Management Systems
2005
          Blackboard have announced an "Early Availability Program" which
          includes higher levels of technical support in return for upgrading early. A
          proposal to join the Early Availability Program for version 6.3 was
          discussed by the Implementation Committee and the Early Adopter
          community was consulted for their perspectives, as they would be the ones
          mostly inconvenienced by any delays or bugs in early release software. A
          decision to immediately go ahead with the 6.3 upgrade has been made for
          the following reasons:

          We are entering a period of development of support structures and rapid
          adoption throughout 2005-06. During this time, stability and reliability of
          the core system is paramount to foster end user confidence in the system,
          which means there will be no upgrades planned before the end of 2006.
          Although the upgrade poses risks for the first semester pilot, the great
          majority of staff adopting the LMS will do so well after the 6.3 version has
          ceased to be "early release" software.

          All the Early Adopters responding to the upgrade question agreed that the
          longer term benefits of the additional functions in 6.3 outweighed the short
          term inconvenience posed by the upgrade.

          It is easier to do the upgrade while the number of new users is relatively
          small compared with upgrading while there are many new users. The first
          major upgrade in production will occur after there is a majority of users
          with a high level of experience in using the LMS. This is planned for




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        January 2007.

        Blackboard have announced that 20 Jan will be the release date for 6.3.
        The LMS technical team will announce the installation and test schedule.

        Further information can be obtained through the TeLARS website:

        <http://www.infodiv.unimelb.edu.au/telars/lms/index.html>
March   Information Strategy Planning
2005
        The IT Strategic Plan is being subsumed into the broader framework of
        Information Strategy. The latest available documents are:

        ICTMP at <http://www.infodiv.unimelb.edu.au/project-
        office/lindenderry/> and

        ID Futures at <http://www.infodiv.unimelb.edu.au/idfutures/>

        A new site called Information Strategy has been built, with links to new
        and updated information, it can be found at
        <http://www.unimelb.edu.au/isc/>.
March   Courseware Design and Development Program grants for 2005
2005
        Round 2 is still open until 13th April.

        Up to $60,000 of "in-kind" support is available in competitive grants to
        academics who want to make innovative use of information and
        communications technologies for teaching and learning.

        The Courseware Design and Development Program assists academics with
        the development of learner-centred multimedia products to improve
        teaching and learning outcomes through a project-based approach. Project
        grants are available from the Department of Teaching, Learning and
        Research Support and provide "in-kind" labour time of educational design,
        graphic design, programming, and specialist media staff.

        Visit the TeLaRs site

        http://www.infodiv.unimelb.edu.au/telars/cds/cddp.html for more
        information.
March   Web Centre Update
2005
        The Information Division is going through some changes, and there are
        some exciting developments coming up in 2005 for the Web Centre.
        New and updated articles on the Web Centre website involve:
        1. Defining web roles
        2. Web accessibility forum 18 March
        3. Content management system (CMS) project


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        5. New and updated web sites
        6. Web publishing templates
        7. Community of practice
        8. Training programs
        <http://www.unimelb.edu.au/webcentre/>



March   New OU based staff email lists
2005
        As a result of the implementation of Themis HR, there have been major
        changes to the automatically generated staff email lists. Themis HR based
        organisational unit lists are replacing Genesys based organisational unit
        lists.

        Genesys had staff groupings of "departments" and "organisational units".

        Themis HR has a staff grouping of "organisational units", which is similar
        to what Genesys called "departments", meaning the contents of the lists are
        larger.

        New staff mailing lists have now been implemented based on the
        organisational unit data from Themis HR. In place of the old ou-NNNNN
        and ou-NNNNN-only lists, there are now ou-NNN and ou-NNN-only lists
        using the Themis HR organisational units.

        The Genesys lists with memberships as of 24-Dec-2004 are being phased
        out. To help facilitate the move to the new lists, changes to the way the old
        lists function will be as follows:

        * From 21 February, mail sent to the old lists will be forwarded onto the
        list recipients and the sender will receive a reply message directing them to
        use the new lists.

        * From 28 February, mail sent to the old lists will not be forwarded onto
        the list recipients and the sender will receive a reply message directing
        them to use the new lists.

        * From 7 March, the old lists will be shutdown and a standard error
        message will be sent to the sender informing them of the non-existent mail
        address.

        For more information see

        <http://www.infodiv.unimelb.edu.au/systems/staff-mailing-lists.html>
March   Microsoft Licensing
2005
        Following an extensive review, the Information Division is pleased to
        announce that arrangements have now been finalised for the supply of



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Microsoft products into the University.

"Commander Integrated Networks" has been selected as the University's
Microsoft Large Account Reseller (LAR) for the period 2005 - 2007.

New arrangements, now being implemented provide University
Departments and affiliated institutions with the capacity to order their
licensing requirements through University Computer Supplies.

For a suite of commonly used Microsoft products the Information Division
is centrally managing the University's expense and charging back the cost
to University Departments based on their FTE counts as at 1st January
2005.

The products that are funded through this model under site license
conditions are as follows; Microsoft Office Pro for Windows and
Macintosh, Microsoft Client Access Licenses (Server authentication
version) for students, staff and University owned computers and
maintenance for Windows XP Pro.

University Departments should make a note that because software
maintenance for the Windows Operating System is covered under this
agreement Departments no longer need to purchase a latest version
operating system when purchasing new computers. Instead University
Departments are free to purchase new computers with a lower cost
windows operating system such as Windows XP home and take advantage
of the site licence maintenance conditions by requesting vendor installation
of Windows XP Pro. This method provides an estimated cost saving of
~$60 per machine.

Further information about the Microsoft licensing programmes can be
found at http://www.infodiv.unimelb.edu.au/compss/purchase/MSlic-
announce.html or through the IT Service Desk on Ex 40888.




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