Iss Report to Issc

Information Systems Services – Report to ISSC

Richard Murphy Director of Information Systems December 2005

OPERATIONAL REPORT

SYSTEMS AND NETWORKS PC Laboratories 113 PCs have been replaced in PC labs B, C, K, and N together with the ISS training room. Most of the new PCs are the “all-in-one” type from Viglen which have ergonomic advantages and are aesthetically more pleasing. Labs B and C have been given a major facelift with redecoration, new carpets, blinds, and furniture. Lab C, adjacent to the IT Helpdesk, had a celebratory opening and is now our “flagship” PC lab. 22 PCs have been replaced in Library ground floor. PC lab M (40 PCs) has been allocated to the Centre for Computational Finance and Economic Agents (CCFEA) for dedicated use by their students in response to a request from the space management group. ISS staff have been involved in assisting with the IT infrastructure and PC of the new laboratory facilities for Health and Human Sciences. In October, we introduced 5% additional printer-credits for those purchasing online. The aim is to encourage the use of the online system and reduce the workload of producing and selling print vouchers. Software We have purchased 60 user license of MaxQDA (qualitative data analysis software), primarily of interest to Health and Human Sciences but also available for use by other departments. The NAG license for numerical and statistical algorithm software has been renewed for three years with some change to the licensed platforms. We now license a) NAG C 32-bit library on linux, b) Fortran g77 32-bit library on linux, c) Fortran intel 32-bit library on linux, and d) Windows DLLs. Email There have been no service failures in this reporting period. We have started implementing the first of two planned two exchange server upgrades. These will use a different technical architecture to our current setup as we will put at least one of the exchange databases onto our new Storage Area Network (SAN). A new server for the Blackberry mobile email service has been installed and we have migrated the service successfully from our test server to the new live one. Staff can request to use the service for a setup fee. Spam and viruses There was a noticeable increase in the amount of spam getting through in the month of October. Eventually this was tracked down to one of two possible causes: a) software upgrades not subsequently picking up new spam definition files, b) software upgrades that actually required a system restart to take effect. Operational changes were made to take account of these issues. We are also in the process of migrating from Sophos anti-virus version 3 to version 5. This new version does have a number of benefits but does require effectively re-installing the software from scratch on all University PCs. We have now completed this on the on-campus computers that we directly manage and also updated our web-pages for those who do their own installations (e.g. home users). This latest version is now recommended for use in Student Accommodation. One of the benefits of the newer Sophos software for those not using the managed service is that they only need to update their configuration once per year - not each time they change their password. We plan to actively track down those still using the older version of Sophos in early 2006. Servers, storage, and backups Replacement servers were purchased for the East15 file server, the PC labs file server, two email servers and a compute server - most of these will use the new SAN (Storage Area Network) for their filestore. We purchased and installed a SAN with an initial 2 Terabytes1 of disk space. This will used initially to provide storage for two exchange servers and one file server. Subject to satisfactory performance it is planned to extend the SAN to provide storage for the M: drive servers scheduled for replacement next year. We are also investigating the use of server virtualisation software (VMWare or similar) where several logical servers can be operated on a single physical server. This, coupled with a SAN for the storage of virtual server images should provide a robust, fault-tolerant mechanism and cost-effective solution for future server provision. The new compute server is a four processor Intel computer that will run Debian Linux. It is intended that this replace our last Compaq/HP Alpha server (seralph27) which will be withdrawn from service at the end of 2005. The server running the library management system was successfully transferred from the aging Compaq/HP Alpha running Tru64 Unix to a new Dell server running RedHat Linux. We purchased and installed a new tape backup system to backup all our systems. The new system uses LTO2 tape which has 3 ½ times the capacity of the Exabyte tape format we were previously using. It is also considerably faster and has much greater throughput and capacity. Networking Radio technology devices were used successfully to set-up the network for PCs at the start of session registration in the Sports hall, this was a faster deployment which avoided using vulnerable trailing cables. The LaserBit link between the main campus and Avon Way was changed to two carrier class microwave radio devices from Red Line. This is providing better connectivity in adverse, foggy/snowy conditions, and also provided the two E1 communication circuits required for the Avon Way telephones.

1 A Terabyte is 1 thousand Gigabytes, or 1 million Megabytes, or 1012 bytes

2/6 Following Lightning strike damage, we have replaced the coaxial connection between Wivenhoe House and Lakeside House with a fibre-optic connection. This is intended to provide resilience in the event of further lightning strikes in the area, and also removes a length of network cabling that was below minimum specification. The network connections from central servers to the tape-backup system were upgraded from 100Mbps to 1Gbps to improve the performance of the back up service. Network Service Problems Lightning strikes hit the network connection to Lakeside House and Student Houses at Avon Way causing significant damage to equipment. Firewall problems with the connection to Forest Road accommodation are being investigated but may be difficult to overcome with the existing connection. Network disruption associated with a loop in the network was tracked down to the incorrect configuration of an authorised wireless access point in the Chemistry building. Student accommodation network During the summer vacation, IT Student Assistants (ITSAs) worked with ISS staff to test all network sockets (electrically and physically) in University accommodation and to replace faulty or missing network cables. Network registration and virus control has been enhanced for students in University accommodation. For this academic year, we have implemented a new registration VLAN for most of the University accommodation. Students can now register their PCs from their room (previously this registration had to be undertaken in a PC lab, or at the Help Desk). This has significantly reduced the load on the Help Desk. PCs detected as having been infected with a virus are now quarantined on a different VLAN from the rest of the network (previously these PCs were simply disconnected). This quarantine VLAN limits access to Microsoft update resources and anti-virus sites. Students can clean their infected machines more quickly and easily than before (previously they would have to create a anti-virus CD in one of the PC labs to take back to their room). The number of students arriving with computers that have a virus or without up-to-date operating software was high. Using the VLANs described above and emailing advice to all students on the accommodation network has helped more students to get their PCs secure although there was still a significant demand for assistance from the Helpdesk and support staff in the first few weeks of term. By the end of week 4 of the autumn term, 84% of students in University accommodation had registered their computer/s to use the Accommodation Network (3,414 connected computers). This was an increase from the same time last year when the figure was 77% with 3,083 connected computers. Engineering In addition to the summer programme of PC lab and Library PCs, and assisting with department moves (particularly Law and the Children’s Legal Centre), the engineering unit have provided support for a number of University events notably clearing and registration. To allow the University to meet its requirements under the Waste Electrical and Electronic Equipment Regulations, the unit operate the ISS scheme for disposal. This involves accumulating significant quantities of scrap IT equipment and organising the collection by an approved external company. The costs of this operation continue to increase and are likely to outstrip the residual value of the surplus equipment. We will review the service provided by the external company.

3/6 IT TRAINING AND HELP DESK Help Desk During the summer vacation, Accommodation Network support sessions were provided each weekday afternoon, as well as printer support sessions in the open access labs each weekend. Help Desk staff and IT Student Assistants (ITSAs) were present in the Sports Hall during registration to answer questions relating to the use of the Accommodation Network and other more general queries on the use of computing facilities. A booklet produced by Help Desk staff containing up-to-date information on accessing the University network from the Accommodation Network, modem access and essential preventative maintenance (Windows updates, anti-virus and spyware) proved to be very popular. More than 2,600 booklets were issued in the first four weeks of the autumn term. During the first two weeks of the autumn term, an average of 15 students a day attended the Accommodation Network support sessions held at the Help Desk, compared with 40 a day during the same period last year. It is thought that this reduction was due to the improved and increased support documentation made available via booklets, posters and the web. Posters containing information on using Campus computing facilities and the Accommodation Network were also on display at the Freshers’ Welcome reception on Sunday 2 October. IT Training Whilst continuing with our normal range of basic IT courses, we are also beginning to introduce some more advanced courses to reflect the increasing IT competencies of staff. IT training staff are investigating how they can undertake delivery of basic elearning training. One course at Southend for University staff has been delivered there and will do more as required. Although in the past our courses have been made available to Postgraduate students we are now actively marketing our IT courses to them. The result of this has been encouraging with all our autumn courses fully booked shortly after their announcement, as were the extra courses we put on to cope with demand. However one problem has reappeared, that of non-attendance. We will investigate ways of reducing this, such as improving the Web based booking system to enable people to withdraw from courses when they know they can't attend.

ADMINISTRATIVE SYSTEMS Work continued on completing outstanding work on the new payroll system, though this was hampered by the absence of key staff in payroll. The August pay award was successfully implemented together with the interface for the new car parking charges regime, though there was no account taken of the possible impact on payroll when these policy changes were drawn up. This created a considerable amount of extra unplanned work in Finance and MIS. There is still work to be done in MIS to finalise the charges interface system. In August MIS implemented a major single server migration and software upgrade, affecting up to 400 users of central administrative systems. As is typical with such projects staff time for planning and testing is severely restricted by the requirement to maintain “business as usual” of all other activities. Ideally the work should have been done in two stages, one in January the other in August but the first had to be delayed. Perhaps surprisingly in the circumstances the migration and upgrade were both completed with very little impact on users and remarkably few subsequent problems though there some niggling or cosmetic issues which still need to be addressed.

4/6 The completion of this process means that, for the first time since 1995, central administrative systems now operate on one operating system and almost entirely on a single underlying database (SQL server). The intention is that this will, over the forthcoming years, yield significant operational efficiencies. The second stage of the eNROL system – course confirmation for returning students – was implemented on schedule in September and has been well received by both staff and students. Major enhancements to the central student records system to accommodate non-standard schemes of study (NSDB) were used for the first time to admit and register additional language module students. This work will continue throughout 2005/06 to encompass schemes provided at Southend, by Health and Human Sciences, and Learning Partnerships. The requirements for a fully functional applicant portal have been reviewed and this project is scheduled to proceed during 2006. A review of requirements for systems to support “3rd stream” activities across the University has begun, initially in response to problems encountered by staff at Southend arising from inadequate or inappropriate provision of systems to meet their specific needs

AUDIO-VISUAL AND MEDIA SERVICES Language Technology Two extra motorised dishes have been added to the satellite receiver installation to improve the ability to receive and record channels simultaneously. Improvements to satellite picture quality have been made by installing a new UHF distribution system. A transcriber loan facility for Language & Linguistics students has been introduced. Multimedia Centre A new autocue (cue-ing and dubbing) system has been installed in the studio. The AVID video editing system has been upgraded to high definition allowing the preparation of high definition broadcast quality work. A weekly videoconference session for Accountancy, Finance & Management with the World Bank is being run in the videoconferencing studio. This is noteworthy because it is in the form of an interactive lecture involving up to nine participating countries and is streamed into Lab K to accommodate the number of attendees. Comments about low temperatures in the labs in the Multimedia Centre are being investigated in conjunction with the Estates Management Section. Audiovisual Services The 2005 programme of installing new and upgraded AV facilities in teaching rooms is nearly complete. The programme includes: new AV installations in rooms 5A.106 and 5B.111A; 11 replacement data projectors; replacement VCRs and DVD players, and new audio equipment in the Lecture Theatre Block. Two lectures a week are being videolinked to an additional lecture theatre to cope with the demand. The AV training for University staff has been improved by offering both weekly and by appointment, instead of only during the first week of term A complaint was received by the University relating to disability support at the weekend Open Day in September. This revealed some shortcomings in a number of areas across the University.

5/6 Equipment, technical support, and training issues are being investigated by AVMS and other units in order to improve for future events and the overall position.. WEB SUPPORT Hosting of the UCS website at the University of Essex started on 1 August 2005; discussions are under way between partner institutions and the project team about further developments of the UCS web presence. Expansion and refinement of the myEssex student portal continues. Major enhancements include the integration of both the new Online Coursework Submission system and the SPRINTA online assessment system into myEssex. A myMarks screen, allowing students to view their marks-to- date, is under development. Plans to implement a resilient pair of webservers have been deferred to the Christmas vacation (previously scheduled for summer 2005). New and refurbished sites developed by WSU include: Kahlo's Contemporaries exhibition, Freshers 2005, Clearing 2005, International Students Handbook 2005-2006, Vice-Chancellor's Office, Sports Centre, External Relations, and University Calendar, Regulations, Student Handbooks and Heads of Department Handbook. New sites developed by others include: ECPR, Department of Psychology, Study Abroad Office. With the recent reduction in WSU staff, unfortunately the lead times for commissioning new sites has been extended.

SECURITY BREACHES BREAK-INS The University suffered from two break-ins; overnight on 30/31 August 2005 and overnight on 8-9 September. On both occasions there was significant damage to the building but no IT equipment losses. The Director of Information Systems will provide a more detailed verbal report.

ORGANISATION AND STAFFING Edited for reasons of confidentiality.