CAIT Project Updates

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

Recently completed projects

Last updated: September 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:

  • 1st Street Office: network connectivity, Zoom Rooms
  • BB1 & Costume Storage Building: wiring, network connectivity
  • Ahmanson dorms: conduit, wiring, network connectivity

IT Team: Infrastructure Operations, Customer Engagement

VOIP phones

In order to accommodate shifting needs and priorities for CalArts faculty and staff, CalArts has moved from using land line phones to VOIP Phones using Zoom. With this solution many employees who work fully or partially from home can use a virtual phone number via Zoom and employees on campus and students in common areas can still use physical phones on campus. 

Some fun numbers:

  • 127 physical phones for faculty and staff
  • 172 physical phones for common areas
  • 60 call queues established for schools and departments
  • 13 auto receptionists configured for schools and departments
  • 3 different campus sites configured with phones - main campus, REDCAT, and downtown
  • 774 total users have a Zoom virtual phone number
  • 76,509 calls logged since Zoom phone was implemented

IT Teams: Infrastructure Operations, Customer Engagement

Ongoing projects

Last updated: September 1, 2022

Anaplan budget planning tool

Project description: California Institute of the Arts has partnered with Allitix to implement 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. Next, the project team will work on completing, validating, and testing the multi-year forecasting dashboards and start on foundations and data gathering for the budget development dashboards.

Project next steps: Budget development and approvals, capital planning, strategic budget requests, 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: All Windows servers have been successfully updated using Automox and a monthly schedule has been implemented for both test and production servers. Linux servers have not yet been set up on Automox as one server is pending final configuration by vendor and the other server may be replaced by a new service or server in the near future. The project team has begun discussing the implementation of Automox for all computers managed by CalArts IT. 

IT Team: Infrastructure Operations, Customer Engagement

Estimated completion date: 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 been working with a consultant company to create and approve an action plan and associated quote. 

IT Team: Infrastructure Operations

Estimated completion date: March 2023

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 will be meeting with school admins for User Acceptance Testing. 

IT Team: Enterprise Applications

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.

IT Teams: Enterprise Applications, Infrastructure Operations 

Estimated completion date: Spring 2023

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 in Spring 2023 and will schedule with an electrician during 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)

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. Jamf is configured and currently in use, but the team is working on improvements and fixes for current issues. 

IT Team: Customer Engagement

Estimated completion date: Unknown

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 now more-often 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 a 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.

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 on 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 Customer Care team are working with faculty who expressed an interest in a laptop but have yet to meet with the team to pick one up. The project team finalized the process for providing laptops to new full-time faculty in the future. 

IT Team: Customer Engagement

Estimated completion date: October 2022

Financial 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: Unknown

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 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 31, 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. 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 IT team has done the preliminary work for the Ethos connection between Pathify and Colleague and the project team is now waiting for the Pathify development team to complete the setup. 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 for Financial Aid

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 to leverage Perceptive Content's capabilities and create a repository and workflow environment best suited for Financial Aid's processes.

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

IT Team: Enterprise Applications

Estimated completion date: 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 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 researching the technical requirements and details for the integration. 

IT Team: Enterprise Applications

Estimated completion date: Unknown

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, and inventoried the new computers and has started to configure and install the new computers. 

IT Team: Customer Engagement

Estimated completion date: October 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 are evaluating CalArts data needs and establishing if, when, and how to proceed with the Destiny Connect implementation. 

IT Team: Enterprise Applications

Estimated completion date: Unknown

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 with the exception of the network cards. 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 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: Eight servers have been completely migrated and the old servers are ready to be decommissioned. The Colleague servers (application, database, departmental test environments), Business Objects servers and Synoptix servers require final checks to ensure everything has been migrated before they are decommissioned. The Transact (omni) servers will be migrated by the vendor to a new Linux server and three other servers are still in the research and planning stages of the migration. 

IT Teams: Infrastructure Operations, Enterprise Applications

Estimated completion date: Fall 2022

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 was malfunctioning for several terms and the Enterprise Applications team performed manual provisioning during that time. 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 established pre-requisites and testing requirements and details during a project kick-off meeting. The project team is currently working through the pre-requisites such as establishing a VPN tunnel. 

IT Team: Enterprise Applications, Infrastructure Operations

Estimated completion date: Unknown

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
  • Symplicity Apps 
    • Advocate
    • Residence
    • Compass - Student Conduct
    • Accommodate - Student Disability Services

Applications in progress:

  • Pathify/The Hub (formerly campus.app)
  • Skedda

Applications planned to be configured with SSO:

  • Slate
  • Zoom
  • Zendesk
  • Interfolio
  • Asana
  • Incommon Certificate Service
  • Amazon Business

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 ready to process a sample file, but the project is dependent on a key stakeholder which has yet to be hired.  

IT Team: Enterprise Applications

Estimated completion date: Unknown

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 performed a pre-inventory check and contacted staff to double-check asset tags. The project team has also contacted stakeholders to ask for critical time periods for Fall 2022 before establishing a schedule and contacting staff to schedule a time when they can pick up their new computer. 

IT Team: Customer Engagement

Estimated completion date: December 31, 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. The project team has begun discussions on the next phase which would expand the use of EAB Navigate to other areas in CalArts.  

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 (temporary buildings)
    • Completed: trenching to the new buildings, fiber to the buildings, wiring
    • In progress: network connectivity
  • 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
  • A101 classroom: wiring, network connectivity, projector
  • Xbox: cable removal, wiring, Zoom Room
  • Chouinard Hall gym: wiring, door access, physical phone installation, new access point, remove and reinstall access point in the ceiling
  • BB4G: 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 created a technical manual with detailed steps for time entry and approval and all other functionality. The project team has been working with a consultant to resolve issues with the overtime subroutine to ensure that overtime and double-time are calculated and displayed correctly for both regular and summer schedule.

Project next steps: Fix the overtime issue so that double-time is displayed and calculated accurately. HR and Payroll will create new process documentation, a training video, and start informing all employees of this change before all employees are migrated to Self-Service. 

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: Spring 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 and installed Parallels. The project team is currently configuring and testing server access through Parallels akin to Remote Desktop Protocol solutions. The next steps are to add and test server applications and web applications that CalArts IT teams need access to and then onboard the rest of CalArts one department at a time. Once all departments are able to connect successfully to the resources they need via Parallels, 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 will be ordering asset tags for all equipment and 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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