October 2011

 

Information Security Awareness Workshop on 4 November
New Staff E-mail System: Microsoft Office 365 for Education
Update on Identity and Access Management (IAM) Implementation - Completion of Phase 3
Successful Completion of the Business Continuity Drill for Central Computer Systems
PolyU Private Cloud Service - Soft Launch of New Windows and RedHat Packages
Software Asset Management (SAM) Exercise 2011 Starting 7 November
CLO Meeting - Update on New IT Developments and Service Provisions
24-hr Service at Student Computer Centre
Change of Digital Certificate for WiFi Access: Action Required
November Staff IT Training Programme






Tell Us Your Needs - Complete the Survey on IT Services and Win an iPhone, iPad or Galaxy Tab
 

 

In addition to on-going communications and regular channels to collect users' requirements and feedback, ITS also conducts annual staff and student surveys to gauge the effectiveness of our facility and service provisions.

This year’s survey on IT services is now in progress, aiming to identify current services that may require enhancement and facilitate the University to plan for new services to meet future demands.  

Spend a little time to complete this survey to tell us what you think about our services and more importantly, your IT needs:

To encourage participation, an iPhone, iPad and a Galaxy Tab will be given away to the survey respondents by a lucky draw. Please provide your NetID for purpose of the lucky draw. The survey data will be kept strictly confidential.

 

 

 
 


 
Information Security Awareness Workshop on 4 November
 

 

As announced in our September issue, the 4th Information Security Awareness Workshop will be held on 4 November 2011 as one of the initiatives of the Joint Universities IS Security Project. 

Details of the half-day workshop, to be conducted by an external IS Security Consultant, are as below:

 

Workshop Details

Topic

End User Security, IS Control Evaluation & Self- Assessment

Workshop Outline

This security awareness training will provide an overview of end user computing security. It will equip general users with the fundamental IT security concepts related to their daily computer usage. Topics covered include IT security trends and countermeasures, fundamentals of social engineering, password management, best practices in handling portable/ internet storage media, as well as end user computing security controls and self assessment process for universities.

Date

4 November  2011 

Time    2:00 PM - 5:30 PM
Venue 

FJ303

Target Audience General users 

Limited seats for the Workshop are still available and interested staff may reserve your seat by completing and submitting the web-based Proforma Reply.

For more information on the Workshop, please contact Mr Joseph Lam (Ext. 2405, e-mail: itjkclam) or Ms Cecilia Chan (ext. 5934, e-mail: itmkchan).

 

 
 


 
Phasing-out of Campus E-mail System for Students in November - Are You Ready?
 

 

As previously announced, the new PolyU Connect service will replace the Campus E-mail System as the official communication channel with students starting from 1 November 2011.

 

The detailed arrangements for the transition are recapped below:  

Date

What will happen?

1 Nov 2011

  • Starting from 1 November 2011, PolyU Connect will become the official communication channel between PolyU and students.

  • ALL incoming e-mail messages sent to students' Campus E-mail accounts (i.e. with e-mail address <Student_No>@polyu.edu.hk) will be automatically routed to their PolyU Connect e-mail accounts (i.e. with e-mail address <Your_Preferred_Name>@connect.polyu.hk).

  • Copies of those forwarded messages WILL NOT be kept in the Campus E-mail account and students have to access the PolyU Connect account for reading new messages.
  • As for 'old’ e-mail messages received before 1 November 2011, they will still be retrievable via the Campus E-mail account. 

1 Apr 2012

  • Starting from 1 April 2012, PolyU Connect will be the ONLY e-mail platform that PolyU communicates with students.
     
              
  • Students' Campus E-mail accounts will be permanently disabled. They will NO LONGER be able to access the Campus E-mail System for viewing the old messages. Students are reminded to download any useful messages before the date.

 

More information about the PolyU Connect service is available here.

 

Actions from Students

For students who have not yet activated the PolyU Connect account, click here to do so IMMEDIATELY

For students who have already activated the service, develop a habit to check your PolyU Connect account everyday for new messages. The format of your PolyU Connect login ID and e-mail address are as below:

PolyU Connect Login ID and E-mail Address

  • Login ID: NetID@connect.polyu.hk
    (Note: The NetID is the same as the student number, but with the last alphabetic character in the lower case.)
  • E-mail address: Preferred Name@connect.polyu.hk
    (Note: The Preferred Name is automatically generated during NetID activation. It is in the format of 'first name.last name’, e.g. Peter.Chan. You can change your Preferred Name once via the NetID Management System.)

 

Actions from Departments

With the phasing-out of the Campus E-mail System for students, departments / offices are advised to send messages to students’ PolyU Connect accounts <Preferred_Name>@connect.polyu.hk starting from 1 November 2011.

To facilitate a smooth transition, however, departments may continue to send messages to students using the Campus E-mail Address format <Student_No>@polyu.edu.hk until 30 June 2012. These messages will be automatically routed to their PolyU Connect accounts. 

Departments please also take the following actions:

  • Review ALL the existing communication channels, applications and/or systems of the department / office that use the e-mail address format <Student_No>@polyu.edu.hk
  • Modify / update the affected communication channels, applications and/or systems to using the PolyU Connect e-mail address (i.e. <Student_No>@connect.polyu.hk)
  • Complete the modification / update not later than July 2012

Please note that the use of the Campus E-mail System by staff members WOULD NOT be affected by the new arrangements for students.

For enquiries or further information, please contact the ITS Help Center at 2766 5900.

 

 
 


 
New Staff E-mail System: Microsoft Office 365 for Education
 

 

To unify the provision of e-mail services for staff and to provide new functions and features in support of the changing user requirements, the University is in the process of implementing a new e-mail messaging platform, Microsoft Office 365 for Education, to replace the two current e-mail systems for staff, Novell GroupWise and Campus E-mail system.

 

What is Office 365?

Office 365 is a hosted private cloud service provided by Microsoft It is a communication and collaboration platform that comes with a suite of Microsoft products including Exchange Online, Sharepoint Online and Lync Online.

Exchange Online

It is a messaging platform based on MS Exchange 2010 which provides 25GB mailbox quota.  It can be accessed with the Outlook client, Internet browser and various mobile devices such as Windows Phone, iPhone/iPad, Blackberry, etc. 

Sharepoint Online

It is a collaboration platform based on MS Sharepoint 2010 which provides discussion forum, workflow and team/personal site.

Lync Online

It is a communication platform which provides instant messaging and web-based conference services.

 

Implementation Schedule

The project will build up the required infrastructure in support of the use of the Exchange service by all PolyU staff. The followings are the major milestones:

Apr-Oct 2011

Pre-project preparation and planning

Sep 2011

Setup project board with representatives from user departments and Microsoft

Sep 2011 – Jan 2012

Setup PolyU wide Active Directory service

Jan – Mar 2012

Promotion and training for the new service

Feb 2012

Exchange service available for staff use

Feb – Dec 2012

Migration exercise by phrase

 

The new staff e-mail system will continue to adopt '@polyu.edu.hkas the e-mail address suffix.  Thus, the Campus E-mail System for staff will be phased out once the new system is in place.

Stay tuned to 'Get Connected’ for more information and updates about the exercise. Meanwhile, if you need further information or have any comments about the project, please contact Mr Ernest Yu of ITS (Ext: 7940, e-mail: iternest).

 

 
 


 
Update on Identity and Access Management (IAM) Implementation – Completion of Phase 3
 

 

After months of intensive work, Phase 3 of the IAM implementation project is close to completion.  We are now preparing for the migration which is scheduled during the weekend of 5 - 6 November 2011.

Below is a summary of activities planned and the detailed schedule will be announced once it is confirmed.

 

 

Launch of the new PUsecure Identity Management System (PUsecure-IM)

  • A brand new user management framework, which has been introduced in previous issues of ‘Get Connected’, will take over the current user management framework supported in the Account Management System (AMS).  The security, governance and compliance auditing on the management of user identities and accounts by departments will be much enhanced to mitigate the corresponding security risks faced by the University.

  • Departmental PUsecure Administrators (DPAs) will take over the responsibilities of the Computer Liaison Officers (CLOs) in the management of NetIDs and accounts for departments.

  • New user classes (in addition to staff, student and functional) will be supported to accommodate the business needs of departments and the University.  The current practices of using functional accounts will be enhanced with new request and approval processes.

  • 'PUsecure NetID & E-mail Address Naming Standards’ and ‘NetPassword Rules’ will be enforced for new users.  If you change your NetPassword after the migration, the new NetPassword has to conform to the new rules.

  • 'Role-based Resource Entitlement’ will take effect. The resources (i.e. facilities & services) each user is entitled to will depend on his /her role corresponding to his /her relationship with the University (e.g. staff, student, visitor, guest, alumni, retiree).  PUsecure-IM will provision accounts for accessing the facilities and services in accordance with the resource entitlement corresponding to his /her role.

Phasing out of two core components of AMS: NetID Management System & Departmental IT Account Management System

The functions provided by the two systems will be replaced by the functions of the new PUsecure Identity Portal (IdPortal).

Launch of PUsecure Identity Portal (IdPortal)

The following functions are provided in IdPortal to replace the original functions of the NetID Management System:

Functions available on IdPortal Login Page (before login)
 
  • Perform NetID registration
  • Reset your NetPassword (in case you have forgotten it)
  • Login to IdPortal
Functions available in IdPortal (after login)
 
  • View your NetID profile
  • Set up Password Challenge Response
  • Change your NetPassword

Launch of service website for NetID & PUsecure

A brand new service website is being developed for PUsecure, which will cover everything you need to know about NetID and PUsecure, with various user guides and FAQs.  You will be notified when the website is ready.

2nd Round of the Functional NetID Re-registration Exercise

Shortly after the completion of the migration, Departmental PUsecure Administrators (DPAs) will be contacted for the 2nd round of the Functional NetID Re-registration Exercise (for the Functional NetIDs created after 1 August 2011 and before the launch of PUsecure-IM).

 

What you need to do after the migration

With the launch of the new PUsecure-IM, you will be asked for the answers of a set of challenge questions when resetting your NetPassword in case you have forgotten it.

For users whose NetID registration was performed before the launch of PUsecure-IM, you need to set up your Password Challenge Response immediately after the launch of the new PUsecure-IM. Otherwise, you will need to visit the ITS Help Centre to reset your NetPassword in case you have forgotten it.

Procedure for setting up your Password Challenge Response:

  • LOGIN IdPortal at https://idportal.polyu.edu.hk
  • ENTER your answer for each presented challenge (question)
  • CLICK the ‘Submit’ button to confirm

For new users, the system will prompt for answers of a set of challenge questions during the NetID registration process. 

More information about PUsecure-IM and IdPortal will be provided in the coming issues of ‘Get Connected’.

 


 
 


 
Successful Completion of the Business Continuity Drill for Central Computer Systems
 

 

This year, a total of 31 mission critical services were tested in the annual Business Continuity (BC) Drill conducted in two separate parts on 1 October 2011 (National Day) and 5 October 2011 (Chung Yeung Festival). 

The purpose of the intensive testing is to ensure that in the event of a disaster striking one of the University Data Centres, the University will be able to continue to operate from the alternative data centre.

The exercise involved staff from ITS and various administrative offices during which the University simulated the failure of mission critical systems in our primary and secondary data centre separately.

This year the mission critical services tested included: Academic Unix Service, AS Systems, MISO Systems, FO Systems, Oracle Financials (OF) System, Payroll and Benefit System, CHRIS, RO Systems, CPCE SMS System, SAO HIMS Systems, Internet and Intranet Web Hosting Servers, University Portal, Campus E-mail Service, Network Infrastructure and Services, myWeb, myStore and mySurvey, IAM (Identity and Access Management) Systems, as well as the new Administrative Computing Infrastructure (ACI) for AS Systems, RO Systems, OF System, Payment and Cash Management System, Student Account System for 2011 Taught Postgraduate Admission, SAO Admin Application Systems and FireWall System. 

For services that are not established as mission critical, ‘fail over’ services were unavailable during the time of the tests.

The tests were very successful with only some minor problems identified.

The staff members involved gave up their two holidays to ensure that the University has highly available mission critical systems. The University appreciates their effort and thanks them for a job well done.

 

 
 


 
PolyU Private Cloud Service - Soft Launch of New Windows and RedHat Packages
 

 

Free Trial Use for Deparmtents

http://www.polyu.edu.hk/ags/Newsletter/news1103/index_clip_image002.jpgTo save space and power and to manage the servers more efficiently, ITS has established a Virtual Machine (VM) environment to support a private cloud infrastructure at the University.

Launched in April 2011, the PolyU Private Cloud Service provides departments with a server hosting platform in a virtual environment. It will operate as a rental service and departments will be able to rent a ‘virtual server’ from ITS at a cost which is much lower than buying and operating their own.

We are pleased to announce that in addition to the SUSE Linux package that has been offered since the initial launch, two new packages on the Windows and RedHat operating systems have been made available starting 10 October 2011.

The University’s Private Cloud is easy to reach and we are offering free trial use to departments. Find out more details including its architecture, benefits to users, packages available and the application procedures here.

For more information and enquiries regarding the trial use of the PolyU Private Cloud Service, please contract Mr Raymond Tam of ITS at e-mail 'itraymon' or tel. extn. 5921.


 

 
 


 
Software Asset Management (SAM) Exercise 2011 Starting 7 November
 

 

Thanks to the support and cooperation of all staff, the SAM exercise of last year was successfully completed with 1.3 million software items scanned on more than 11,000 PolyU PCs/notebook computers. 

A new round of SAM exercise for 2011 will soon commence with different phases of the exercise as below:

Phase 1 : 7 November - 25 November

All colleagues who 'own' a University PC/notebook or 'oversee' laboratories and/or functional PCs shall visit the PolyU SAM website at the URL https://sam.polyu.edu.hk to access the SAM System, and to conduct scanning on each operating system installed on your PCs/notebooks as well as each virtual machine hosted on the computers. Each software item installed on the PCs/notebooks will be classified into one of the following categories:

  • PolyU Site Licence -- Software licensed centrally by PolyU through ITS
  • Departmental Licence -- Software provided to you by your department
  • Utilities Licence -- Software tools that are bundled with the hardware provided to you by your department
  • Personal Licence -- Software licences you own
  • Shareware Licence -- Software licensed to you under a condition
  • Freeware Licence -- Software that you can use for free
  • Unclassified Items -- Software that cannot be classified as any of the above

Please review each category and re-classify any software item as you see appropriate. Do provide a remark in the space provided to clarify the re-classification. Please note that you must resolve all unclassified/unlicensed software items found in your PCs/notebooks.

Phase 2 : 21 November - 23 December

Your departmental CLO/SAM Manager shall follow up with the scanning results of your department. He/She may send reminder e-mails to you for completing the scanning and / or resolving the unclassified items during this period. 

Phase 3 : 28 December onwards

CLOs/SAM Managers shall review and re-classify the latest results to ensure that all computers within the Department are scanned and sufficient software licences are acquired for staff in the department.

Briefing / Training Sessions

To facilitate the smooth conduct of the SAM exercise, a series of briefing / training sessions targeted for general users and departmental CLOs/SAM Managers will be offered to introduce the features of the SAM system, and to offer advice on resolving the unclassified software items.  

 

Briefing Sessions for General Users (with hands-on practice)

Session

Date

Time

Venue

1

7 Nov 2011

16:00 – 17:30

Rm M405, LKST

2

9 Nov 2011

14:30 – 16:00

Rm M405, LKST

     Medium of instruction: Cantonese

 

Briefing Sessions for CLOs/SAM Managers (with hands-on practice)

Session

Date

Time

Venue

1

3 Nov 2011

14:30 – 16:00

Rm M405, LKST

2

7 Nov 2011

14:15 – 15:45

Rm M405, LKST

     Medium of instruction: Cantonese

 

Please reserve your seat directly online via the Staff IT Training Workshop Enrolment System.

More information on the SAM exercise, including the SAM System User Guides, can be found at the SAM website. If you encounter any problems during the exercise, please feel free to call the ITS Help Centre Hotline at Ext. 5900. 

 

 
 


 
CLO Meeting - Update on New IT Developments and Service Provisions
 

 

User communication is an important element to the continuous enhancement of the ITS service quality to meet users’ changing needs. To introduce new IT offerings and for ITS to better understand the IT needs of departments, meetings with departmental Computer Liaison Officers (CLOs) are held regularly.

Over 100 CLOs and departmental representatives attended the meeting held on 7 October 2011 at the Senate Room. During the meeting, ITS introduced / reported the latest developments in the following areas:

  • Update on PolyU Connect and Phasing-out of Campus E-mail System for Students
  • Linked Classroom 
  • Progress of IAM (Identity and Access Management) Implementation 
  • Are Your PolyU Websites Safe? 
  • Update on 3-3-4 Information System Development Projects
  • Update on LMS (Learning Management System) Transition
  • Pilot Web Development Service 
  • Unsolicited Electronic Messages
  • New Staff E-mail System - Office 365
  • SAM (Software Asset Management) Exercise 2011
  • Update on Private Cloud Infrastructure

Issues of particular interest / concern to departments included the roll-out of the new Staff E-mail System and its migration plan, the detailed arrangements regarding the phasing-out of Campus E-mail System for students in November 2011, the progress of the LMS transition project to replace WebCT 4 with Blackboard 9.1, etc.

The presentation materials of the CLO meeting have been posted on the CLO Portal under the 'Information' section. CLOs may share the information with colleagues in your department/office as appropriate.

 

 
 


 
24-hr Service at Student Computer Centre
 

 

During the end of semester period from 9 November to 17 December 2011, the 3/F of the Student Computer Centre will provide 24-hour services. Drop by anytime to do your assignment or to study for your exam.

 

 
 


 
Change of Digital Certificate for WiFi Access: Action Required
 

 

For security reason, the digital certificate of our WiFi system for user authentication has been renewed since 25 August 2011.

In this connection, you are reminded to update the network profile of your mobile devices if you have not yet done so. Otherwise, you will not be able to connect to our campus WiFi network for Internet access.

Profile Update Procedures 

For users of Windows 7, Windows Vista, Windows XP and MacOS X, a pop up window for accepting the new certificate "span.polyu.edu.hk" issued by "VeriSign Class 3 Public Certification Authority - G5" will be displayed when you connect your mobile device to our WiFi network.

Click the "Connect" button inside this pop up window and your network profile will be updated automatically.  

Some Windows XP computers may not have the required CA (Certificate Authority) information for this new certificate. Consequently, no pop up message for accepting the new certificate will be displayed. You are required to connect your computer to a wired network and follow the procedures here to update your network profile.

Please also be reminded to complete the same network profile update procedure when you connect your mobile devices to the public wired LAN sockets provided in the Pao Yue-kong Library.

For further information or assistance, please contact our Help Centre at 2766 5900.

 

 
 


 
November Staff IT Training Programmes
 

 

Training Workshops

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

 

Online Courses

  November Online Courses

A

Access 2007: Level 1, 2, 3 & 4

  Access 2007: New Features

 

Acrobat 9.0 Pro: Level 1 & 2

E

Excel 2007: Level 1, 2, 3 & 4

 

Excel 2007: New Features

  Excel 2007: VBA

G

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

P

PowerPoint 2007: Level 1 & 2

 

PowerPoint 2007: New Features

 

Project 2007: Level 1 & 2

 

Publisher 2007

S

Security Awareness (Part 1): Protecting Information and Countering Social Engineering

 

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

 

Security Awareness (Part 3): Promoting E-mail Security and Proper Responses to Security Incidents

 

SharePoint Designer 2007: Level 1 & 2

 V

What's New in Visio 2007

W

Windows Vista : New Features

 

Word 2007: Level 1, 2 & 3

 

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 November via e-mail.

Enquiries: 4566