November 2009


Progress of IS Development Projects for 334 Implementation
A Known Bug on E-mail Categorization in GroupWise 7
New SPSS Version 18 Now Available
Termination of Library-access VPN Servcie on 1 December 2009
Update on Network Usage

Prevent Data Leakage – Clean up Your Data before Computer Disposal


Following the Staff PC Upgrade Exercise conducted earlier this year, departments may have started to arrange for the disposal of their old staff PCs which are no longer in use.

While disposing the old PCs, don't forget a very important step to take: clean up the data on the hard drive. It has been reported that many second-hand hard drives contain personal data. Please take important note that it is possible to run some data recovery programs on those drives and the information of the previous owners including e-mails, documents, pictures and many others CAN be retrieved.

To avoid unauthorized access to your departmental and personal information, departments and individual users are reminded to wipe the hard disks of computers and ensure the removal of all data before disposal. It must be cautioned that deleting a file, emptying it from the trash and logical reformatting the hard drive DO NOT necessarily guarantee the removal of information.

To wipe the hard disk and render the data unrecoverable, users can use the 'Disk Wipe' function of the Microsoft Diagnostics and Recovery Toolset to remove the data. To facilitate departments in this important process, the media for the software tool is available for loan from the ITS General Office (Ext. 2413). We would also be distributing the software to departments shortly. Please click here for the simple guide of using the software tool.



Windows 7 under Evaluation


windows 7Since the official launch of Windows 7 in late October, many staff users have enquired about the availability of the software media for upgrade to the latest OS.

As part of our strategy to provide the latest computing technology, ITS has started evaluating the new Windows 7. We have participated in Microsoft’s Technical Adoption Program (TAP) through which organizations will receive first hand information and premier technical support for testing and deployment planning. 

Some consultants consider Windows 7 as basically an incremental release of Windows Vista or a Vista Release 2 (R2) due to the same core kernel and similar user interface. However, compatibility testing remains an integral part of mainstream deployment to avoid crashing with users' existing systems and application programs.

While we have gone through most of the major migration hurdles when we upgrade from Windows XP to Vista in our last Staff PC and OS Upgrade Exercise, there are still other complex application and hardware compatibility issues found in Windows 7 and IE8 which would need to be resolved prior to campus-wide adoption.

In addition, the latest message indicates that the Service Pack 1 (SP1) for Windows 7 might be ready much sooner than expected. SP1 for Windows has long been regarded as a landmark of maturity, and integrating SP1 into the initial deployment is essential.

We will keep you posted on our progress, and will advise our users when it is opportune to install the new OS in the PolyU computing environment. Meanwhile, departments with self-developed applications still running on Windows XP are strongly recommended to start testing and planning for the migration to Windows 7, as mainstream support for Windows XP will end in April 2010 while any support from ISVs (independent software vendors) will also dry up towards the end of 2011.


Identity and Access Management (IAM) Implementation at PolyU


What is Identity and Access Management?
Identity and Access Management (IAM) encapsulates people, processes and products to manage identities and access to resources of an enterprise. The goal of IAM is to provide appropriate access to enterprise resources. Please click here to learn more about IAM.


What is the current status at PolyU?

PolyU has started its IAM Implementation Project by phases, which is targeted for completion in 2012. 

Phase 1 (Pilot Phase) of the project will be completed in December 2009 before the start of the second semester. It covers the implementation of PolyU’s IAM Infrastructure (with the code name of PUsecure) and its Single-Sign-On Service (PUsecure-SSO) onto two selected pilot systems, namely, University Portal (myPolyU) and Intranet Web Server (www2). More details on the IAM implementation will be available in our next issue.


What are the changes for users?  

With the implementation of the phase 1 of the project, the only change that would be notable by users is the user login and logout process of the University Portal (myPolyU) and the Intranet Web Server (www2), which by then will be handled by the new PUsecure-SSO.

Once you have logged in to a PUsecure-SSO-enabled application /system via PUsecure-SSO, you can access other PUsecure-SSO-enabled applications /systems without additional login. 

PUsecure-SSO provides a global logout function. Logging out from PUsecure-SSO will automatically log you out from all PUsecure-SSO-enabled applications /systems.  Users will be informed of the details of the change via a separate notice shortly.

As a general security practice, users are reminded to log out from all connected systems /applications and close all web browser windows before you leave any public computers for personal security and privacy AT ALL TIMES.



Progress of IS Development Projects for 334 Implementation


LibAdministrative system redevelopment work and design to renew administrative systems and to prepare for the changes associated with the implementation of the 334 academic restructuring continues.

The overall IS development project has been structured to reflect the needs in key administration offices including the Academic Secretariat, Student Affairs and Finance amongst others.  Work has been prioritised and phased to meet the 2012 implementation schedule.  The project also includes the upgrade of the administrative computing infrastructure.

The requirements analysis for student admission has been completed and the technical and design work are in progress with systems development work due to commence in the new year.

Requirements collection and analysis are underway in other areas simultaneously and are approaching completion in some areas.  Prototyping of some modules of work are being undertaken in order to collect practical feedback well before the use of the applications in production.

Work on the data interfaces between modules is also being undertaken currently.

Acquisition processes for the provision of the equipment to be used to support the administrative computing infrastructure are in full swing with technical evaluation leading up to Christmas, and targeted delivery of equipment in early 2010.

December Staff IT Training Programmes


Training Workshops

You may view the full list of workshops offered in December and make online enrolment via the Staff IT Training Workshop Enrolment System. You will be notified instantly of the enrolment results.


Online Courses

  December Online Courses


Access 2007: Level 1 & 2

  Access 2007: New Features


Acrobat 9.0 Pro: Level 1 & 2


Excel 2007: Level 1, 2 & 3


Excel 2007: New Features

  Excel 2007: VBA


GroupWise 7.0 Level 1-1: Using GroupWise E-mail


GroupWise 7.0 Level 1-2: Organizing E-mails and Address Book in GroupWise

  GroupWise 7.0 Level 1-3: Using GroupWise Calendar and Resources
  GroupWise 7.0 Level 2-1: Exploring Advanced Mail and Message Features


GroupWise 7.0 Level 2-2: Exploring WebAccess, Rules and Access Rights


PowerPoint 2007: Level 1 & 2


PowerPoint 2007: New Features


Project 2007: Level 1 & 2


Publisher 2007


Security Awareness (Part 1): Accessing a Computer, a Network and the Internet in a Secure Manner


Security Awareness (Part 2) : Maintaining File and Email Security


Security Awareness (Part 3): Promoting Web Security and Proper Responses to Security Incidents


SharePoint Designer 2007: Level 1 & 2


Visio 2007 Professional: Level 1 & 2

  What's New in Visio 2007


Windows Vista : New Features


Word 2007: Level 1 & 2


Word 2007: New Features

Please click here for the detailed description of each course. To enrol, please complete and return the web-based proforma reply and you will be informed of the enrolment results in early December via e-mail.

Enquiries: 4566

SAM Exercise - Scan Your Computers and Resolve All Unclassified Items


According to the schedule of this year's SAM exercise, all staff members should have completed scanning their PCs / notebooks and have resolved all the unclassified/unlicensed software items found.

However, it is noted from the PolyU SAM database that some colleagues have not yet scanned their computers. In order that the University could complete the SAM exercise as scheduled, colleagues are requested to take the following actions as soon as practicable if you have not yet done so:

Make sure that you have scanned all PCs/ notebooks under your custody, including the ‘old’ staff PCs which are still in active use and each virtual machine hosted on the computers.
Ensure that no unclassified items are found on all your PCs / notebooks.
If unclassified items are found, please resolve them in consultation with your SAM Manager. Uninstall any unlicensed software immediately and re-scan your PC to update the departmental SAM database.
If the unclassified items are mandatory for your work, discuss with your departmental SAM Manager / General Office for licence acquisition arrangements.

As for departmental SAM Managers, please examine the number of PCs/notebooks in your department and remind colleagues, if any, who have not yet scanned their computers. Please also work out with the colleagues concerned to re-classify, uninstall or acquire proper licences for the unclassified / unlicensed items as appropriate.

For assistance, please contact Mr WK Kwok (Ext. 5886) or Mr Ernest Yu (Ext. 7940) of ITS.



A Known Bug on E-mail Categorization in GroupWise 7


To facilitate the easy management and searching of e-mails, some users would group their GroupWise messages into different categories, such as ‘urgent’, ‘low priority’, ‘follow-up’, ‘personal’, etc.

It has been found that in GroupWise 7, all the categorization would be lost in the caching mailbox after the messages have been deleted in the online mailbox in the e-mail purging exercise.

The problem has been reported to Novell who, after testing, has confirmed that it is a software bug and a bug rectification request has been filed to their software development team.

In the meantime, staff users may, instead, create different folders to organize your messages. For assistance, please contact Mr Charlie Yip at Ext. 5497.

New SPSS Version 18 Now Available


The new SPSS statistical software version 18.0 are now ready for distribution. Departments with valid licences for the SPSS software are entitled to free upgrade to the new version. Please contact the ITS General Office at Ext. 2413 for the software media and the licence code.

After installation of the software, users are required to register their licence online using the licence code. Please refer to the installation guide available in the software media for details.



Termination of Library-access VPN Service on 1 December 2009


LibAs announced earlier by the Library, the Library-access VPN (Virtual Private Network) Service supported by ITS will retire from service on 1 December 2009. 

Eligible users can henceforth, access Library’s electronic resources from anywhere off campus, both locally and overseas, using the new client-free EZproxy remote access method which only requires an Internet connection. After clicking on an electronic item from the Library Homepage or Library Catalogue, simply enter your PolyU NetID and NetPassword for authentication at the login page for access. 

Please visit the Library’s website for more information about their new remote access method. For enquiries, please e-mail to



7 x 24 Service Continues at Student Computer Centre


As announced in our last issue, the 3/F of the Student Computer Centre at the Li Ka Shing Tower will provide 24-hour services till the end of the examination period on 23 December 2009, including all Sundays and Public Holidays.




Update on Network Usage


Following the bandwidth upgrade of HARNET (Hong Kong Academic and Research Network, through which PolyU is connected to the Internet) during the summer, the network utilization of HARNET has recently reached its maximum capacity, i.e. 1.2 Gbps. The peak period usually appears during 1:00 p.m. to 6:00 p.m. on weekdays. To accommodate the growing bandwidth demand, it is targeted that the HARNET bandwidth will be further upgraded in March 2010. 

In addition, the Wi-Fi access points in some high usage areas including the Library and the lecture theatres have been upgraded to IEEE 802.11n wireless networking standard since September 2009. This has significantly increased the maximum data transfer rate up to 300 Mbps. To enjoy the high speed connection, mobile devices which can support the security protocol of WPA2 (WiFi Protected Access 2) must be used. More new WiFi access points will also be installed to support the high user demand for wireless network access.