CAIT Project Updates

For any questions regarding the projects and services included below, please contact CAIT (cait@calarts.edu).

Recently completed projects

Last updated: November 1, 2022

Canvas

For Fall 2022, CalArts formally adopted Canvas as the new learning management system, replacing the Learn and Access systems on the Kannu platform. Canvas includes a variety of tools for course customization, assessments, grading, analytics, and communication while also allowing many integrations with services such as Google Drive, Panopto, Zoom, Microsoft Office, and many others. 

As a result of this transition, Learn and Access was terminated on June 30, 2022. 

IT Teams: Instructional Technology, Enterprise Applications

Concord contract management tool

The Office of the Chief Financial Officer has selected Concord as the contract management solution to assist with improving contract processes by providing a secure method of creating, hosting, processing, and signing contracts. Concord provides full tracking of changes and feedback/approval, allows for fully digital processes and workflows, and expedites the creation of new contracts through templates and clause libraries. 

IT Teams: Infrastructure Operations, Enterprise Applications

PaperCut update

PaperCut is a print management software which allows printing from a number of devices (computer, mobile) to any printer that a user has access to on the network. The old PaperCut system at CalArts was running on an unstable server that caused many issues such as print jobs stopping. CalArts IT replaced the PaperCut servers and improved the configuration according to current best practices which have changed since PaperCut was installed in 2015. 

IT Teams: Infrastructure Operations, Customer Engagement

Technology setup for renovations and new buildings

CalArts IT is involved with many renovation and new buildings projects working alongside vendors and other departments to deliver network connectivity, Zoom Rooms, and other technology. 

This is a list of renovations or new buildings projects that CalArts IT has assisted with and recently completed the technology work required:

  • BB1 & Costume Storage Building: wiring, network connectivity
  • Ahmanson dorms: conduit, wiring, network connectivity
  • Lodge Rebuild (temporary buildings): trenching and fiber to the buildings, wiring, network connectivity
  • BB4G: Zoom Room
  • A101 classroom: wiring, network connectivity, projector
  • Chouinard Hall gym: wiring, door access, physical phone installation, new access point, remove and reinstall access point in the ceiling

IT Team: Infrastructure Operations, Customer Engagement

Ongoing projects

Last updated: November 1, 2022

Anaplan budget planning tool

Project description: California Institute of the Arts has partnered with Allitix, an implementation partner, to provide a budgeting and forecasting solution on the Anaplan technology platform. The Institute needs a more efficient, modern solution for their 5-step budgeting process: 1) Develop assumptions, 2) Distribute guidelines, 3) Develop preliminary budget, 4) finalize budget, 5) approve and implement. The Anaplan solution will meet this need by providing the following dashboard-driven models: multi-year forecasting, current-year forecasting, budget development, and a data hub.

Project status: The project team has created dashboards for current year forecasting, position control, and multi-year forecasting and has begun data validation and testing on those dashboards. The current year dashboards have been updated based on validation and testing feedback from the project team and key stakeholders and the project team is currently working on further validation and testing. The multi-year forecasting dashboards have been completed and the project team is currently validating and testing those dashboards. The project team has started creating the budget development dashboards and strategic budget requests as the foundations and data gathering for those dashboards is complete.

Validation and testing of position control dashboards has been postponed in favor of focusing on the completion of the budget development dashboards.

Project next steps: Position control, capital planning, and miscellaneous reporting.

IT Teams: Enterprise Applications

Estimated completion date: December 31, 2022.

Automate Operating System updates with Automox

Project description: CalArts IT maintains several servers that host services such as PaperCut, Colleague, and Transact and all of these servers have to be kept up to date to protect CalArts services and data from potential security holes. CalArts IT will be deploying an automation tool (Automox) which can update the operating system (OS) on servers quicker and with less impact to users and services.  As a result, the servers can be kept safer by being updated more often and with less downtime.  Automox will also be used to coordinate the deployment of OS updates to all computers managed by CalArts IT.

Project status: 

  • Completed:
    • All Windows servers have been updating on a monthly schedule since Summer 2022.
    • Script and policy created to deploy Automox to Windows computers.
    • Documentation on administrating workstation patching created.
  • In progress/pending:
    • Adding Linux servers to Automox - waiting on other projects to complete.
    • Deploying Automox to Windows computers
    • Deploying Automox to Mac computers - waiting on the possible replacement for Jamf.

IT Team: Infrastructure Operations, Customer Engagement

Estimated completion date: In Spring 2023

Certificate management

Project description: Many servers and applications at CalArts depend on certificates to ensure a secure connection between a user's browser or computer and the server or application that the user needs to access.  CalArts IT manages the purchasing, installation, and renewal for all certificates and the process of manually managing certificates is often laborious and time critical. CalArts IT plans to implement a certificate management solution that would automate all the tasks associated with managing certificates:

  1. Creating, configuring, signing, and issuing certificates.
  2. Provisioning and configuring of certificates on servers, applications and devices.
  3. Scanning, locating, and validating certificates.
  4. Inventory and organizing group certificates and managing entities.
  5. Dynamically monitoring, auditing, and reporting.
  6. Encrypting private key storage for security.
  7. Preemptively renewing certificates and preventing expiration.
  8. Revoking and discarding certificates once invalid.

Project status: The project team has reviewed services offered by several security companies and will continue to research and evaluate tools that offer certificate management. 

IT Team: Infrastructure Operations

Estimated completion date: Unknown

Coursedog catalog

Project description: Coursedog offers an online catalog solution which allows institutions to easily create, organize, and publish branded, student-centric course catalogs, handbooks, and campus policies. 

Project status: A Catalog sandbox has been created and the project team has been working on creating custom pages and configuring various aspects of the application such as templates, department overviews, filters, workflows, and navigation. Once the configuration is complete, the project team will be performing quality assurance and user acceptance testing in staging. If testing is completed successfully, the project team will clone to production and run user acceptance testing in production before going live in December 2022.

IT Team: Enterprise Applications, Infrastructure Operations 

Estimated completion date: December 2022

Coursedog curriculum planning

Project description: Coursedog offers a curriculum management tool with powerful tools such as degree maps, requisite builders, smart forms, and configurable reporting. 

Project status: Documentation and workflow for current processes has been developed and the project team has met with school admins for User Acceptance Testing. The school admins have completed User Acceptance Testing. The next steps are to finalize users, configure filters, and turn on email notifications in production.

IT Team: Enterprise Applications, Infrastructure Operations 

Estimated completion date: December 2022

Coursedog event scheduling

Project description: Coursedog is an event planning application that assists with scheduling and managing events and event resources such as rooms. 

Project status: Application has been deployed and basic features have been tested and used for actual events. The next phase of the project has started and is focusing on introducing workflows and bringing in all CalArts staff that work on event and room scheduling. A steering committee has been established which will be trained by the vendor on how to set up workflows and events. The steering committee is working on establishing the type of events, details for the event form, which rooms will be available for events, and what the workflow of scheduling an event will look like. Once the steering committee has established these details, the vendor will begin training the steering committee with that information in mind.

Project next steps: Run train the trainer sessions and build out events with assistance from the vendor.

IT Teams: Enterprise Applications, Infrastructure Operations 

Estimated completion date: Unknown

Data Center UPS replacement

Project description: UPS (Uninterruptible Power Supply) is an electrical apparatus that provides emergency power to devices such as servers when the main power fails. CalArts' current UPS solution was installed in 2011 and is currently two years passed its end-of-life date which means that support and replacement parts will not be available for much longer. 

Project status: The project team has been engaging several vendors and electricians for quotes and to check on equipment availability due to world-wide supply chain issues. The project team will be ordering the hardware before Summer 2023 and the work is planned for Summer 2023 in order to minimize the impact of switching to new UPS units. 

IT Team: Infrastructure Operations

Estimated completion date: Summer 2023

Device management tools (Autopilot, Intune, Jamf/Kandji)

Project description: CalArts IT is in the process of implementing several device management tools to help manage computers for initial Operating System (OS) setup, software installation, security encryption, and security updates. These tools will allow the Customer Care team to more easily set up and maintain hundreds of computers with minimal downtime to faculty, staff, and students. 

Project status: Autopilot and Intune for PC are configured and ready for the project team to start enrolling computers. The Customer Engagement team has been enrolling new computers into Autopilot and Intune as they are deployed, but older computers will be enrolled before Spring 2023. Jamf is configured and currently in use, but the team is researching better options for Mac management such as Kandji. A trial for Kandji is planned before the end of 2022 and the team is planning to deploy Kandji before March 2023 if the results of the trial are positive.

IT Team: Customer Engagement

Estimated completion date: In Spring 2023

Digital signage at CalArts

Project description: CalArts IT will be deploying digital signage on campus that will allow departments and schools to display information for students. Infrastructure Operations will be coordinating wiring, power, and TV mounting, while Customer Engagement will be working with constituents on what will be displayed on the screens.

Project status: The equipment has been ordered and received and the contractor has wired and mounted the TVs. The Customer Engagement team has provided access to the various stakeholders and the Library display is already set up and showing content that the Library staff wishes to share with Library visitors. 

IT Team: Infrastructure Operations, Customer Engagement

Estimated completion date: By end of Fall 2022

Emergency intercoms

Project description: The emergency intercom system needs updates and, with the move from traditional phones to VOIP phones (virtual and physical), CalArts IT is taking the opportunity to change to a better and more cost efficient solution for the emergency intercom system as well. 

Project status: The project team has received and accepted a solution from a vendor. The project will now have two phases; phase one entails upgrading emergency phones inside campus buildings and phase two entails modifying how we communicate with the emergency call boxes outside. Phase one is mainly complete with two pending emergency intercoms that are placed in elevators; one elevator will be installed in Fall 2022 and the other elevator requires additional wiring. Project team has done some research into possible solutions for the emergency call boxes outside, but phase two will be lead by Facilities Management. 

IT Team: Infrastructure Operations

Estimated completion date: Phase one - Fall 2022

Encryption at CalArts

Project description: Device encryption has become an increasingly important feature in the technology sector across industries. It has gone from being an optional mode of protecting valuable information, to a required policy for companies and schools due to the increase in mobile computing (laptops).
File encryption protects against the threat of lost or stolen devices. Each file on the machine is encrypted, and the encryption keys are stored protected by the user’s password. If an attacker doesn’t have access to this password, then they can’t read any useful data off of the stolen device.
When files are encrypted, criminals cannot access the data on the computer. Instead, they can only see scrambled nonsense (random letters, numbers and symbols) which is useless to them and therefore cannot be used for extortion or ransom.
To this end, and due to new insurance requirements, CalArts IT will be turning on device encryption for ALL CalArts-owned computers, including school computers.

Project status: The project team has turned on device encryption on all devices currently managed by CalArts IT. School administrators have been contacted and empowered to schedule when school laptops will be brought in to CalArts IT so that encryption can be turned on. The installation files have also been sent to several schools so they can deploy them onto the computers they manage. 

IT Team: Customer Engagement

Estimated completion date: Unknown

Extended Studies Google domain

Project description: In order to facilitate secure access to certain services at CalArts for Extended Studies students, CalArts IT will be creating a new Google domain es.calarts.edu and establishing processes to ensure Extended Studies students receive an email account firstnamelastname@es.calarts.edu.  Currently CalArts students and alumnx receive an email on the alum.calarts.edu domain and CalArts faculty and staff receive an email on the calarts.edu domain.

Project status: The project team has created and tested a new Google subdomain es.calarts.edu within the alum.calarts.edu Google Workspace. The project team has worked with a consultant to create a new Google OU and set up automatic rules to generate Google accounts for Extended Studies students. Next, the project team will be testing the automating rules with a few test accounts. Once automatic provisioning is available via QuickLaunch, the project team will ensure accounts for Extended Studies students have email addresses attached in Active Directory and the automatic rules will then create Google accounts for new Extended Studies students moving forward. 

IT Team: Customer Engagement, Infrastructure Operations, Enterprise Applications

Estimated completion date: Dependent on when provisioning with QuickLaunch is complete

Faculty laptop program

Project description: CalArts has begun an initiative to provide CalArts full-time faculty with laptops for their teaching needs. Current full-time faculty have been asked for their computer preferences and many faculty have signed up for appointments to receive a laptop. This project will also set up a process by which new full-time faculty hires will be provided with a laptop moving forward. 

Project status: The majority of faculty interested in a laptop have been provided with one.  The project team finalized the process for providing and maintaining laptops for full-time faculty in the future, but is still working out the return process when a faculty member no longer works at CalArts.

IT Team: Customer Engagement

Estimated completion date: Fall 2022

Financial Aid data from Colleague to Slate

Project description: CalArts would like to improve the student experience by displaying scholarship/federal aid awards for accepted students in Slate. In order to provide this information in Slate, the data needs to be brought in from Colleague. 

Project status: The project team is researching the requirements and any concerns about moving the data between the two systems.

IT Team: Enterprise Applications

Estimated completion date: Fall 2023

Google storage

Project description: In February of 2021, Google announced that it will end its long-standing policy of unlimited storage. A pooled allocation limit—a shared amount for all users of 100TB— will take effect during summer 2022 for both alum.calarts.edu (students and alumnx) and calarts.edu (faculty and staff); each group will receive 100TB to share among all users in that group. This impacts all storage solutions, from Drive to Photos. While this may seem like a lot of storage, the CalArts community is made up of media-heavy users; we are already over 100TB for both groups, with usage noticeably increasing in the last few months. 

CalArts IT is attempting to mitigate this in a number of ways:

  • Deploying a new storage solution for current faculty, staff, and students (more information under the project "Network storage solution")
  • Providing new resources for storing and sharing media such as Canvas (a Learning Management System) and Panopto (a video storage and streaming solution)
  • Removing access to Google Drive for alumnx users. Alumnx will continue to be provided a Gmail account @alum.calarts.edu

Project status: Project team has created the required Active Directory groups to distinguish between current students and alumnx and implemented policies to control which users have access to services like Drive. In early July, all alumnx users had their access to Google Drive removed. The next step will be to delete the Google Drive content for alumnx users and institute a quota policy in December 2022. In the meantime, CalArts IT has been providing a 2 week extension and assistance to users who needed more time to move over their files. 

Several communications have gone out to the CalArts community with further information about the project. Canvas and Panopto have been deployed with Canvas available to all courses starting Fall 2022 and Panopto currently available to all faculty and staff. 

IT Teams: Infrastructure Operations, Enterprise Applications, Customer Engagement, Instructional Technology

Estimated completion date: 

  • Providing new resources for storing and sharing media (Canvas, Panopto) - completed
  • Removing access to Google Drive for alumnx users - July 1, 2022 - completed
  • Deploying a new storage solution - December 31, 2022
  • Deletion of Google Drive content for alumnx users - December 5, 2022
  • Instituting a quota policy on alum.calarts.edu - December 5, 2022
HUB - Pathify

Project description: Pathify, the product powering the HUB, provides a centralized user experience for all information, systems, and communications. Communications, in collaboration with IT, hopes to improve the way information and resources are presented to students, faculty, and staff on the HUB through the judicious use of Pathify widgets and re-organization of content. IT will also move the HUB behind CalArts' Single Sign-On solution, QuickLaunch, and connect Pathify to Colleague through Ethos for automatic data exchange. 

Project status: The Enterprise Applications team has worked with the Pathify development team to establish and test the Ethos connection between Pathify and Colleague on the Pathify test server. The Marketing team is working on reviewing and establishing the organization of content, while Enterprise Applications is working with stakeholders and the vendor on the configuration and deployment of widgets.

IT Teams: Enterprise Applications

Estimated completion date: March 2023

Implementation of Perceptive Content

Project description: Perceptive Content enables access to documents and folders, as well as tasks and workflows, on mobile devices and web browsers. The content and process management product suite provides accessible and secure information through the entire content lifecycle, regardless of format. Perceptive Content Apps offer module platform capabilities that can be pieced together to create purpose-build work environments and tailored user experiences. CalArts IT will be working with Financial Aid, Student Employment, Enrollment Management, and HR to leverage Perceptive Content's capabilities and create a repository and workflow environment best suited for CalArts' processes.

Project status: The project team is researching requirements and technical details before this implementation can proceed.

IT Team: Enterprise Applications

Estimated completion date: Financial Aid - February 2023; others - unknown

Integration of Symplicity products and Colleague

Project description: CalArts is currently using four apps from the Symplicity product line: Accommodate, Advocate, Compass, and Residence. While currently flat file data extracts are being used to provide the data needed by these apps, CalArts IT is researching better ways to integrate Symplicity products with Colleague and better automate the data exchanged between them.

Project status: The project team is currently reviewing the technical requirements and details for the integration. 

IT Team: Enterprise Applications

Estimated completion date: Fall 2023

Inventory management tool

Project description: CalArts IT manages approximately 700 staff and lab computers across several device management tools such as Autopilot, Intune, Jampf and performs computer refreshes on a 4 year schedule. An inventory management tool would greatly assist the work of the Customer Engagement team by providing reports for inventory and computer refresh purposes and by providing quick access to all information related to a computer when troubleshooting and assisting users. 

Project status: The project team has started reviewing the many tools available for inventory management to assess their ability to connect to existing tools being used by CalArts IT and their inventory management features.

IT Team: Customer Engagement

Estimated completion date: August 31, 2023

Lab computer refresh

Project description: Computers need to be refreshed every few years as they become too slow and outdated to be able to expediently run the latest software and operating systems.  CalArts IT maintains a schedule and runs computer refreshes on that schedule. A computer refresh entails replacing the old computers with new computers and installing the latest secure versions of the operating system and software applications. 

As part of the CalArts IT computer refresh, CalArts IT will be updating the Library Lab and the Critical Studies Lab with brand new computers and updated software.

Project status: The project team has purchased, received, inventoried, and configured the new computers and is waiting for the least impactful time to install the new computers during Fall 2022. 

IT Team: Customer Engagement

Estimated completion date: December 2022

Modern Campus Destiny Connect

Project description: Extended Studies uses Modern Campus Destiny One as its Student Management System. Destiny Connect uses Ethos to connect Destiny One and Colleague so student and course data can be exchanged between the two systems. This improvement will lead to automation of certain student data entry tasks as well as the ability to have Extended Studies student and course information synced with Canvas via ILP (Intelligent Learning Platform). It will also feed information into Colleague for general ledger updates. Destiny Connect will create a seamless integration between multiple systems.

Project status: Stakeholders have evaluated CalArts data needs and collected specific requirements from various applications and services that require Extended Studies student data. The project team is working with Modern Campus to understand Destiny One data, focusing on if and where certain data resides that is necessary for CalArts apps. The project team will engage the Registrar's Office during Spring 2023 to discuss the Colleague side of the connector. Once all use cases have been evaluated, Modern Campus will make the appropriate modifications in the Destiny One test environment so the project team can review and test the connector before going live by October 2023 for the Spring 2024 term.

IT Team: Enterprise Applications

Estimated completion date: October 2023

Network refresh

Project description: Just like computers have a refresh cycle, network equipment also has to be refreshed every few years. This year's network refresh will be upgrading every network equipment on campus such as firewall, core network equipment, routers, and cabling. CalArts IT will also take this opportunity to introduce better cabling management for the network equipment. 

Project status: The project team finalized a network layout plan, performed extra physical checks against current equipment and will be ordering the necessary equipment. A new firewall has been delivered, configured, and has replaced the old firewall in June 2022. Due to equipment availability issues, the bulk of the network refresh project has been delayed to Summer 2023 and equipment will be ordered late Fall 2022. 

IT Team: Infrastructure Operations

Estimated completion date: September 2023

Network storage solution

Project description: In order to respond to the changes in the Google policy for storage, CalArts IT is working on finding a network storage solution to alleviate the demand on Google Drive storage. 

Project status: The project team has chosen 45Drives as the best hardware solution for CalArts and the equipment has been ordered and received. The project team has received all parts, installed the equipment in the server rack, and will be scheduling time with an engineer to assist with configuration. Once the hardware is configured, the project team will run testing and install a software solution to enable web access to the storage from any computer. The project team is currently reviewing quotes and performing tests for both a software solution and a backup solution.

IT Team: Infrastructure Operations

Estimated completion date: December 2022

Server migrations from Windows 2008

Project description: CalArts IT maintains several servers hosting various environments for Colleague and other services such as Business Objects and Synoptix that were running on Windows 2008. Windows 2008 is no longer supported by Microsoft nor receiving security updates and therefore CalArts IT has started to migrate services to new servers running a newer Operating System. This will enable CalArts IT to ensure that crucial services such as Colleague are running on secure servers that are continuously updated with the latest security patches.

Project status: Several servers have been completely migrated and the old servers have been shut down and/or deleted. The Colleague servers (application, database, departmental test environments), Business Objects servers and Synoptix servers are running on current software but the old servers require final checks to ensure everything has been migrated before they are decommissioned. The Transact (omni) server hosting the database will be migrated to a new Linux server before it can be decommissioned. Two new domain controllers have been created and been in use for several months and the old domain controller has been shut down with no impact. The project team has started planning a domain upgrade now that all domain controllers are running Windows 2019. A few servers will be decommissioned rather than upgraded once the applications they host are replaced with new ones. 

IT Teams: Infrastructure Operations, Enterprise Applications

Estimated completion date: Unknown

Provisioning with QuickLaunch

Project description: Provisioning is the process of generating account information (username, password) and providing access to services such as Gmail and Single Sign-On. CalArts IT's current provisioning process uses Hub Helper which isn't sustainable. CalArts IT will be setting up a new provisioning process using QuickLaunch, the system hosting our Single Sign-On solution, which will provide a more robust system and expanded capabilities.

Project status: The project team has delivered the most recent pre-requisites and testing requirements including establishing a VPN tunnel. Next, the project team will be meeting with the vendor to plan the next steps of the implementation.

IT Team: Enterprise Applications, Infrastructure Operations

Estimated completion date: Spring 2024 or Fall 2024 student onboarding

ScholarshipUniverse

Project description: As part of the financial literacy initiative, Financial Aid is bringing in a scholarship platform that helps students with being connected to scholarship opportunities both at the institute and outside, namely ScholarshipUniverse.

Project status: The vendor has met with IT to discuss technical requirements of deploying ScholarshipUniverse at CalArts and the project team has met for the initial kick-off. CAIT will be involved in setting up Single Sign-On (SSO) for ScholarshipUniverse, creating servers for the CL Connect integration utility, configuring certificates and firewall rules for the CL Connect servers, and assisting with ScholarshipUniverse integrations which automate data flows. The vendor will be assisting Financial Aid through an entire scholarship lifecycle by providing training sessions focused on scholarship processes such as reviewing, awarding, and rollover.

IT Team: Enterprise Applications, Infrastructure 

Estimated completion date: Implementation - 90 days; Project - 1 year (scholarship entire cycle)

Single Sign-On at CalArts with QuickLaunch

Project description: CalArts Single Sign-On (SSO) lets you sign in to all of your CalArts applications with one username and password. Once authenticated to CalArts SSO, you just click on your desired application and are automatically logged in. 

CalArts IT deployed QuickLaunch as the CalArts Single Sign-On (SSO) solution and has since worked on configuring new and existing services with SSO. Other applications not listed below may have SSO as part of their specific project deliverables; for example Self-Service, Google, Colleague.

Project status: 

Applications already configured with SSO:

  • Colleague Production
  • EAB
  • Google
  • Self-Service Production
  • Sunapsis
  • LiveSafe Dashboard
  • Coursedog
  • Canvas
  • Mantrahealth
  • LiveSafe Mobile App
  • Concord
  • Skedda
  • Symplicity Apps 
    • Advocate
    • Residence
    • Compass - Student Conduct
    • Accommodate - Student Disability Services

Applications in progress:

  • Pathify/The Hub (formerly campus.app) - ready in test environment (go live at the same time as the Hub-Pathify project)
  • Parallels/CARA

Applications planned to be configured with SSO:

  • Slate
  • Zoom
  • Zendesk
  • Interfolio
  • Asana
  • Incommon Certificate Service
  • Amazon Business
  • ScholarshipUniverse
  • Web application firewall

IT Team: Enterprise Applications

Estimated completion date: Unknown

Slate documents into Perceptive Content

Project description: Perceptive Content enables access to documents and folders, as well as tasks and workflows, on mobile devices and web browsers. The content and process management product suite provides accessible and secure information through the entire content lifecycle, regardless of format. Perceptive Content Apps offer module platform capabilities that can be pieced together to create purpose-build work environments and tailored user experiences. The project team will be working to bring in documents submitted by applicants in Slate into Perceptive Content.

Project status: The project has started and the project team is working to provide a sample export.

IT Team: Enterprise Applications

Estimated completion date: Fall 2023

Staff computer refresh

Project description: Computers need to be refreshed every few years as they become too slow and outdated to be able to expediently run the latest software and operating systems.  CalArts IT maintains a schedule and runs computer refreshes on that schedule. A computer refresh entails replacing the old computers with new computers and installing the latest secure versions of the operating system and software applications. 

As part of the CalArts IT computer refresh, CalArts IT will be updating staff computers in HR, Registrar, Accounting, Library, and Provost departments with brand new computers and updated software. 

Project status: The project team has created a list of computers that will be refreshed during Fall 2022 based on inventory checks and established a schedule for each department. Staff have been contacted to schedule their computer refresh appointment starting in October 2022 and several staff members in the Provost and Library departments have already received their new computers.

IT Team: Customer Engagement

Estimated completion date: December 2022

Staff onboarding with BSwift

Project description: BSwift is a staff onboarding app that allows employees to enroll and select benefits. Currently BSwift is being used but updated manually. CalArts IT will be working on ensuring an automatic smooth data exchange between BSwift and Colleague. The first phase will focus on pushing data from Colleague into BSwift and the second phase will focus on bringing data from BSwift into Colleague such as benefit enrollment and selections.

Project status: The project team is working on phase one by building a sample file which will enable the vendor to build a module in BSwift that fits CalArts' needs. The second phase has been approved by stakeholders but will begin once phase one has completed successfully.

IT Team: Enterprise Applications

Estimated completion date: Unknown

Student retention software (EAB Navigate)

Project description: A student retention software is an early alert system that uses success/failure markers to give mentors and programs the opportunity to intervene early and improve student success rates. CalArts has selected EAB Navigate as its student retention software solution.

Project status: The integration needed for EAB Navigate has been set up and the application is in place and running. Several advisors are currently using EAB Navigate and the project team is working on data validation and establishing how to handle GPA. The project team has established a plan for the next phase which would expand the use of EAB Navigate to other areas in CalArts. For this next phase, CalArts IT will only be involved in providing technical support and data vetting.

IT Team: Enterprise Applications

Estimated completion date: Unknown

Technology setup for renovations and new buildings

Project description: CalArts IT is involved with many renovation and new buildings projects working alongside vendors and other departments to deliver network connectivity, Zoom Rooms, and other technology. 

Project status: This is a list of currently ongoing renovations or new buildings projects that CalArts IT is assisting with:

  • Lodge Rebuild (new building): network connectivity
  • Cattern House Pasadena: internet contract with ISP, wiring, network connectivity
  • Vista Village: uplink and antenna setup, wiring, network connectivity, network closet
  • A-block restoration
    • Completed: cable removal, equipment removal
    • In progress: wiring, equipment installation, network connectivity
  • Xbox
    • Completed: cable removal, wiring, HDMI cable connection, TV installation (temporary setup)
    • In progress: Zoom Room
  • HVAC Control System: wiring, control cables
  • Modular theater space: coordinating with vendor for wiring

IT Team: Infrastructure Operations, Customer Engagement

Estimated completion date: Ongoing

Time Entry move from WebAdvisor to Self-Service

Project description: Ellucian WebAdvisor is the current solution at CalArts for time entry, time history, time approval, leave information, tax information, pay advices, stipends, benefits summary, and position summary. Some time ago, Ellucian announced the sunsetting of WebAdvisor and the movement to Colleague Self-Service. As a result of this announcement, CalArts will be moving to using Colleague Self-Service for time entry and all associated processes.

Project status: The project team has successfully tested various pay scenarios and a small pilot group entered and approved hours under various scenarios including regular time, summer time, overtime, sick time, vacation time using their CalArts accounts on the Colleague test environment. The Payroll team has successfully closed a test pay period with test entries and approvals. The project team has been working with a consultant and resolved several issues with the overtime subroutine to ensure that overtime and double-time are calculated and displayed correctly for both regular and summer schedule. 

The project team has created a technical manual for internal use, two training videos for employees, and a step-by-step guide on the CAIT website. Several communications have gone out to all faculty and staff including the resources created by the project team (videos and CAIT article). 

The project team has established the required go-live steps and has investigated any dependencies in order to schedule the remaining tasks.

Project next steps: HR and Payroll will update internal and external documentation for time entry and approval. The project team will go through configuring the required screens in Colleague UI, migrating employees to Self-Service Time Entry, and importing Time Entry history from WebAdvisor. The project team will update and/or delete WebAdvisor information in CAIT articles after go live.

IT Team: Enterprise Applications

Estimated completion date: January 2023

User access review

Project description: As part of our yearly security audit, CalArts IT will be performing a user access review for key apps such as Colleague. User access reviews are periodic audits of existing access rights meant to remove unnecessary or outdated permissions, which are a risk to both cybersecurity and compliance.

Project status: The project team has produced an access list detailing users and their access levels and has forwarded this information for verification to department heads. 

IT Team: Enterprise Applications

Estimated completion date: June 2023

VPN replacement

Project description: Virtual Private Network (VPN) is a software solution that allows users to access resources and services securely and can be used to allow users access to on-campus only resources from home while maintaining the security of those resources. CalArts' current VPN solution is end-of-life as of 2020 and CalArts IT has been researching a better and more modern way of providing the same services instead of purchasing a similar VPN solution. 

Project status: The project team has reviewed Parallels Remote Access Service as a solution for certain VPN services and tested a proof of concept build. As a result, CalArts IT has purchased, installed, and configured Parallels for remote server and application access. The project team created and set up a Remote Desktop server in order to facilitate remote server access. Various CAIT teams are testing remote server and application access through Parallels. The next steps are to configure and test a web application firewall behind Single Sign-On (with QuickLaunch) in order to facilitate secure access to web applications such as Colleague UI. Once all access requirements for CAIT day to day operations have been configured and successfully tested, the project team will reach out to departments to configure and test server, application, and web application access for the day to day needs of each department. Once all departments are able to connect successfully to the resources they need via Parallels or the web application firewall, then the current VPN solution will be decommissioned. 

IT Team: Infrastructure Operations

Estimated completion date: Unknown

WebCheckout

Project description: CalArts IT provides computer equipment for checkout to faculty, staff, and students and needed a better method of tracking availability and checkout/check-in dates for the equipment. 

Project status: WebCheckout has been purchased, the required infrastructure setup completed, and the inventory creation has started with categories. The project team have purchased asset tags for all equipment and are tagging items in stock and as they are checked in. Equipment information will then be imported into WebCheckout and matched with the asset tags. 

IT Team: Customer Engagement

Estimated completion date: December 2022

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