November 2011

 

Trial Run of Linked Classroom
Update on the University’s New Identity Management System (PUsecure-IM) – Actions You Should Take
Information Security Management Framework
PolyU Connect as Official Communication Channel with Students - Campus E-mail is Dead
PolyU Private Cloud Service - Free Trial Use for Departments
Unsolicited Electronic Messages Ordinance and its Compliance at PolyU
SAM Exercise - Have You Scanned Your Computers?
Reminder: Installation of Windows Vista SP2
WiFi Access for Mobile Devices Running the Android OS
7 x 24 Service Continues at SCC
December Staff IT Training Programmes






Complete the Survey on IT Services and Win an iPhone, iPad or Galaxy Tab
 

 

As communicated in our last issue, ITS is conducting a survey to collect feedback from all PolyU staff and students. The survey will help identify current services that may require enhancement and new services and facilities to meet the University's future IT needs.

Spend a few minutes to complete the survey to give us your feedback HERE and NOW if you have not yet done so. The deadline for submitting the survey has been extended to 5 December 2011.

All survey respondents will have a chance to win an iPhone 4S, iPad 2 or Galaxy Tab 10.1 in a lucky draw.

Thank you and good luck!

 

 
 


 
Trial Run of Linked Classroom
 

 

To help address the space issue of the University, EDC, ITS and FMO are working in collaboration to conduct a pilot evaluation of the ‘Linked Classroom’ technology.    

What is Linked Classroom?

The concept of a linked classroom is to create a ‘virtual’ large lecture theatre through the use of a streaming video and audio connection between satellite physical classrooms. Together with the lecture capture and video conferencing capabilities, it would be able to:   

  • reduce lecturers’ workload and tedious repetition of the same lecture delivered to a large audience
  • supplement classroom teaching as the lecture is captured for further viewing, especially for students with English as a second language
  • create an archive for the lecturers to review their teaching 
  • support video conferencing activities with overseas guest speakers

Early adopters have been involved in the trial run during this semester. Feedback and comments have been collected from lecturers and students to further refine the settings, support and usage.

For more information of the project, please contact Mr Kevin Yau of ITS (Ext. 5496) or Mr Peter Duffy of EDU (Ext. 6316).

 

 
 


 
Updates on New Staff E-mail Project – Microsoft Office 365 for Education
 

 

In our last issue, we have introduced the MS Office 365 which will be implemented to replace the two current e-mail systems for staff, Novell GroupWise and Campus E-mail in 2012.

Here are some updated information of the project:

  • At the initial implementation stage, only Exchange Online service will be available for use. The other two services under Office 365, namely, Sharepoint Online and Lync Online, will be launched at a later stage, tentatively scheduled in mid 2012.
  • To implement Office 365, it is necessary to setup a PolyU-wide Active Directory to provide account provisioning and management services.  This sub-project has been kicked-off in September 2011. The draft design of the new Active Directory is under review by Microsoft experts and will soon be finalized. We will start to build the pilot Active Directory to verify the completeness of the design in December 2011.
  • The Office 365 production site has been subscribed and is being piloted by ITS colleagues. Staff from user departments will also be invited to join the pilot exercise later.
  • The migration strategy with different options is being formulated to ensure a smooth transition. Suggestions from colleagues are most welcome.
Stay tuned to 'Get Connected’ for more information and updates about the project. Meanwhile, if you need further information or have any comments, please contact Mr Ernest Yu of ITS (Ext: 7940, e-mail: ernest.yu@polyu.edu.hk).

 

 
 


 
Update on the University’s New Identity Management System (PUsecure-IM) – Actions You Should Take
 

 

The new PUsecure Identity Management System (PUsecure-IM) has been launched in early November. Below are some actions that users have to take in connection with the launch:  

1. Setup Your Password Challenge Response

The mechanism for resetting your NetPassword has changed in PUsecure-IM. For security reason, you will be asked for the answers (responses) to a number of questions during the process. 

In this connection, you MUST setup your Password Challenge Response as soon as possible via the new PUsecure Identity Portal (IdPortal). Otherwise, you have to come in person to the ITS Help Centre to reset your NetPassword in case you have forgotten it.

Please refer to the ‘Update Password Challenge Response’ section of the IdPortal User Guide For Registered Users for details.

 

2. Setup Your External E-mail Address

PUsecure-IM stores your External E-mail Address (permanent non-PolyU e-mail address), which will be used for communication with you in case your University e-mail address is not available for whatever reason.

Please SET UP your External E-mail Address as soon as possible via IdPortal. Also, don’t forget to update it once it has been changed.

Please refer to the ‘Update External E-mail Address’ section of the IdPortal User Guide For Registered Users for details.


New PUsecure NetID & E-mail Naming Standards

Please also note that new PUsecure NetID and E-mail Naming Standards have been enforced with the launch of the PUsecure-IM on 7 November 2011. 

All new NetIDs registered via the new IdPortal after the launch will follow the new naming standards. In particular, the 2-character departmental abbreviation of staff users will no longer be appended as a prefix to their NetIDs This will free up more address space for NetIDs and it is no longer necessary for users to change their NetIDs upon changes of department.

The e-mail naming standards apply to users’ E-mail Address and Display Name in PolyU Connect and the Staff E-mail System. Different standards will apply to different user classes.  Please refer to the PUsecure NetID & E-mail Naming Standards for details about the standards.

For more information about PUsecure and NetID, please visit the PUsecure Service Website.

 

 

 
 


 
Information Security Management Framework
 

 

Information security is achieved by implementing a suitable set of controls, including policies, processes, procedures, organizational structures and software and hardware security mechanisms.

The process of establishing, implementing, monitoring, reviewing and improving these controls requires an organization to continuously identify and take care of all the changes in the business environment, security threats, industry best practices and legal requirements.

This is to ensure that the specific security and business objectives of the organization are met and the process should be done in conjunction with other business management processes.

In the article “Establish an effective information security program”, Gartner has recommended that a strategic information security programme shall be formalized in order to effectively integrate information security into the fabric of the organization.

 

What should we start with?

ISO/IEC 27002:2005 recommends that an information security management programme shall start with establishing an information security management framework.

 

What is an information security management framework?

An information security management framework is a management organizational structure with clearly defined roles and responsibilities for overseeing information security programme in the organization.

An information security management framework could provide a structure for the organization to direct, monitor and control the implementation of information security within the organization and also to ensure the information security activities are coordinated, consistent and in line with standard information security principles, policies and practice.

The University is in the process of establishing its Information Security Management Framework and the support of all departments and users is crucial to its success. Watch out for more details and updates in ‘Get Connected’.

 


 
 


 
PolyU Connect as Official Communication Channel with Students - Campus E-mail is Dead
 

 

 

ATTENTION - NO MORE NEW MESSAGES in Students’ Campus Email account!  

 

PolyU Connect has become the University’s official communication channel with students with effect from 1 November 2011.

Thus, starting from 23 December 2011, ALL auto-forward settings in the Campus E-mail to any other personal email account, such as yahoo mail, gmail, Hotmail, etc. WILL BE DISABLED.

Start using PolyU Connect Now

Login your PolyU Connect account at least
once a day to avoid missing important
University notices and messages.

 

In connection with the switch over, please use the following setup information if you would like to access the PolyU Connect account with e-mail client programs using POP3 / IMAP protocol: 

  • Incoming mail server: pod51003.outlook.com
  • Outgoing/SMTP server: pod51003.outlook.com

Please also take note of the followings:

  • DON’T use your Campus E-mail account (i.e. @polyu.edu.hk) as your e-mail address.
  • DON’T use “smtp.polyu.edu.hk” as the outgoing/smtp server in any e-mail client setup as it will not be available soon.
For assistance, please contact the ITS Help Center at 2766 5900.

 

 

 
 


 
PolyU Private Cloud Service - Free Trial Use for Departments
 

 

To 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. Departments can rent a ‘virtual server’ from ITS at low cost instead of buying and operating their own.

 

3-month Free Trial for Departments

Starting 10 October 2011, the PolyU Private Cloud Service has been offering 3 different packages on SUSE, Windows and RedHat operating systems. In addition, to enable interested departments to have a taste of the service, a 3-month free trial programme has also been launched in October.

A number of departments have joined the free trial programme since then, and they are now using the latest SUSE and Windows OS on the free trial virtual machines with both technical and computing resources support from ITS.

If your department is interested in the free trial programme, please contact Mr Raymond Tam of ITS (Ext. 5921, e-mail 'itraymon') for more information and discussion on the resources and support required. Our colleagues may also visit your department for interactive discussion.

More information of the PolyU Private Cloud Service, including its architecture, benefits to users, packages available and the application procedures, are available here.


 

 
 


 
Unsolicited Electronic Messages Ordinance and its Compliance at PolyU
 

 

The Unsolicited Electronic Messages Ordinance (UEMO) 非應邀電子訊息條例 was enacted in May 2007 with an aim to regulating the sending of commercial electronic messages including e-mails, faxes, SMS and MMS messages, etc. 

About UEMO

Under the Ordinance, senders of electronic messages are required:

  • to provide clear and accurate sender information in the message
  • to provide an unsubscribe facility and an unsubscribe facility statement in the message
  • to honor unsubscribe requests within 10 working days after the request has been sent
  • not to send e-mail messages with misleading subject headlines  

 

What has been done at PolyU

Electronic messages, in particular mass e-mails, are often used by departments / offices to promote their programmes, facilities, services, as well as special events and functions. In order that staff members responsible for the sending of departmental electronic messages are fully aware of and would comply with the legal requirements of the UEMO, the followings have been done:

  • A briefing session on 'Unsolicited Electronic Messages Ordinance and its Compliance at PolyU' had been organized by ITS on 24 November 2011. Speakers from the Office of the Telecommunications Authority (OFTA) were invited to provide an overview of the  UEMO and the related regulations to the departmental representatives.
  • A Brief Guide for Sending Unsolicited Electronic Messages from The Hong Kong Polytechnic University has been prepared and will be incorporated as part of the University's Electronic Mail Policy for reference by departments.

To ensure the compliance with the Ordinance, departments / offices are advised to identify a staff member to coordinate matters/activities relating to the sending of electronic messages.

 

 

 
 


 
SAM Exercise - Have You Scanned Your Computers?
 

 

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. Based on our record, over 5,000 PolyU PCs/notebooks have been scanned by the end of November

In order that the University could complete the SAM exercise as scheduled, colleagues who have not yet completed their scanning are requested to take the following actions as soon as practicable:

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.

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.


 

 
 


 
Reminder: Installation of Windows Vista SP2
 

 

Early this year, staff users have been advised to upgrade their Windows OS with Windows Vista Service Pack 2 (SP2) which provides major enhancements on performance and security. To facilitate the upgrade process, ITS has provided a simple tool to automatically install the software upgrades.

Based on the University SAM (Software Asset Management) record, many colleagues have not yet updated their PCs to Vista SP2 which is a basic requirement for running the new staff e-mail system, MS Office 365, to be launched early next year.

 

So if you have not yet upgraded your PC, please do so as soon as possible by following the steps below:

Points to note before installation  

  • Ensure that your PC is running Windows Vista with Novell client installed.

  • Temporary disable your screen saver to avoid interruption during installation.

  • Close all programs before running the Update Kit.

  • Do not shut down the machine during installation.

  • Your machine will re-start after the installation has been completed (takes about 30-40 minutes).

  • Vista SP2 has been deployed extensively worldwide since its official release in May 2009. However, you are reminded to follow your regular data backup policy before this upgrade.

 

Installation procedures

  • Save the Software Update for Windows Vista.exe installer file onto your computer here
  • Double click the installer file to start the installation
  • Click 'Continue' to run the file when the "User Account Control" dialog box prompts
  • Type 'y’ and press 'Enter' to start the PolyU Windows Vista SP2 Upgrade Kit

The upgrade process will take around 30 – 40 minutes. All updates will be installed automatically and the computer will reboot after all updates have been installed. Please re-scan your PC upon completion to update the SAM record.

Should you require any assistance, please call our Help Center Hotline at Ext. 5900.

 

 
 


 
WiFi Access for Mobile Devices Running the Android OS
 

 

Recently, ITS has received a number of enquiries regarding WiFi access failure using mobile devices with Android operating system. After thorough study and investigation, it is found that the problem is caused by a number of intrinsic software bugs of the Android OS.

The best solution to the problem is to obtain a bug fixed software version from the manufacturer of your mobile devices.  Based on our testing results, the problem could be fixed for the following devices with the listed software versions:

Mobile Device Type

Software Version

Acer tab A500

Acer OS 3.2

Galaxy Ace

2.3.5

However, please note that since the latest software version may contain some other critical software bugs, you are advised not to install the latest version immediately after it is made available.

If the bug fixed software version of your mobile devices is not available at this moment, the following workaround solutions/procedures may help:

Condition

Recommended Action

The WiFi status of your mobile device shows “Connected”. However, you are not able to access the campus network.

Turn off the WiFi of your mobile device and then turn it on again. To facilitate this process, you may download the widget, "WiFi OnOff WiFi OnOff" from the Android market.  

The problem persists after the above WiFi turn off – turn on sequence.

Power reset (Power off and then power on) your mobile device.

Occasional WiFi access failure and the WiFi status shows “Disconnected”.

Configure the WiFi disconnection policy as “When screen turns off”.

The problem still persists after using the above workaround solutions.

Download and install the “Wifi Fixer Wifi Fixer" from the Android market. This app monitors the WiFi status of your mobile device and takes remedial action in case of network access failure.

Please contact the ITS Help Centre at 2766 5900 if you need further assistance.

 

 
 


 
7 x 24 Service Continues at SCC
 

 

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 17 December 2011.

 

 

 
 


 
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

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 December via e-mail.

Enquiries: 4566