N O R T H W E S T E R N U N I V E R S I T Y I N F O R M A T I O N T E C H N O L O G Y WINTER 2 0 0 5  N O. 1 ecommunicaFor staff interested in using technology that impactstor their work environment.

Behind the Scenes: Bringing University Administrative Systems to Life! Have you ever watched the credits roll at the end of a movie? It’s amazing to see how many people it takes to create a blockbuster production. Everyone on the film crew has different jobs, working “behind the scenes” for the same goal . . . to bring the project to life!

Minus the Hollywood glitz, Northwestern’s Information Technology Management Systems (ITMS) team works in much the same way—behind the scenes every day to keep essential University administrative systems running smoothly. If your job involves accessing functions such as payroll, job tracking, registration, or student accounts, or you have enjoyed the convenience of being able to update your directory information, view your paycheck, or review your benefits online, then you are being supported by Management Systems.

“We think of ourselves as part of a much larger team within Northwestern,” said Betty Brugger, director of Management Systems. “Collaboration with other departments is essential. The varied talents, skills and interests of those we partner with help us to achieve optimal results.”

Major Blockbuster Releases Management Systems’ primary customers are central administrative offices and administrative units of schools and divisions. Among the major initiatives Management Systems has helped develop and maintain for the University are the Human Resources Information System (HRIS), Electronic Time Entry System (ETES), and Student Enterprise System (SES). Management Systems continues to work with partners across the University to implement and overcome vendor software challenges for the benefit of campus users.

All University personnel, benefits and payroll information is processed and stored in HRIS. This self-service, Web-based system features such functions as online availability of paycheck information, and an option that allows updating personal directory information online.

Within HRIS, ETES permits the several thousand biweekly regular, temporary, and work-study What’s Inside! University employees to enter their hours worked via the Web, allowing for more accurate time Enhanced Online Directory...... page 2 reporting. Supervisors can view and approve information online, and generate custom reports More Ways To Get E-mail...... page 2 to help analyze issues such as labor distribution, patterns of time, and absences.

Online From Off Campus...... page 2 “I’ve been very pleased with the (ETES) system from the beginning,” said Peter Devlin, The Power of the Password...... page 3 personnel librarian for the University Library. “It used to take the better part of a day to get our

Q & A: Phishing...... page 3 biweekly staff time sheets entered. Now, there’s virtually no paperwork to do.”

What’s New & Changing...... page 4 SES supports administration of all central admissions, financial aid, student financial and

Software Corner...... page 4 student records information. Using SES, students can register and access their student record, student account, and financial aid information, as well as access automated financial aid Featured Web Site...... page 4 packaging for selected professional and graduate programs. An Inviting Space for Learning....page 5 “From the very beginning of SES, we’ve partnered with Management Systems to support Free Technology Presentations.....page 5 business functions and provide electronic services to students, faculty, and advisors in a variety CONDUITS...... page 5 of methods,” said Suzanne Anderson, University Registrar. “It’s impressive to see how much

UNITS Needs You!...... page 6 this team has accomplished in just a few years.” Online From Off Campus There’s More Than One Way to Get Your E-Mail Connecting from Home In the early ‘90s, electronic mail was a novelty Mail. These e-mail solutions work well within As NUIT phases out its central modem at Northwestern and Eudora e-mail software Northwestern’s infrastructure and support pool on August 1, high-speed home was “the only game in town” with a graphical the LDAP-based directory and Secure Internet connections have become affordable and available virtually interface (GUI). Now, more than a decade Sockets Layer (SSL) encryption technology everywhere. For little more than the later, most of us would find it difficult (if not for increased e-mail security. In addition, cost of dialup, you can surf the Web impossible) to get along without e-mail, and all have junk e-mail filtering features and up to 50 times faster from your living Eudora is only one of many popular, versatile some, like Microsoft Outlook, offer automatic room. e-mail software options available. security updates and upgrades through the Having high-speed Internet at home Windows operating system. “It was time for us to take a close look at lets you maximize Northwestern’s digital what e-mail software NUIT provides Eudora users resources, including multimedia reference materials. DSL (digital might work best for the with step-by-step instructions subscriber line) and cable are the most University community,” for exporting their e-mail popular types of residential Internet said Wendy Woodward, messages and address access. Let NUIT help you make the director of NUIT Technology books into another e-mail appropriate choice for your needs by Support Services, application. Please visit visiting Connecting from Off-Campus at explaining NUIT’s decision the NUIT E-mail Web site . to stop promoting Eudora at for more information. When accessing University resources Northwestern e-mail client. “E-mail technology at home, keep your password and is changing, and there are other industry- Some users may choose to continue with data secure by using Virtual Private standard applications that offer users more Eudora, or keep the application on hand Networking (VPN) to access the NU for easy access to view old e-mail when Network. Many of Northwestern’s flexibility and integration with other systems.” needed. Woodward said that NUIT will electronic resources require a VPN Woodward added that Eudora has shown continue technical support of Eudora for the connection from off-campus. Find details at . Lightweight Directory Access Protocol (LDAP) way to determine the future direction of based directory service, as well as with certain communication systems at Northwestern. More information about the retirement Internet service providers. of the NUIT modem pool is available For additional information about e-mail at . to investigate Windows e-mail clients such technical support person, call the NUIT Resources for Travelers as Microsoft Outlook or Outlook Express, or Support Center at 847-491-HELP (4357), or For faculty and staff who travel on Macintosh clients such as Entourage or Apple e-mail [email protected]. University business, many hotels and conferences now offer free or inexpensive Internet connections. Also, NUIT’s partnership with iPassConnect Enhanced Online Directory provides affordable access worldwide Helps Keep Your Information Secure for faculty and staff. With nearly 20,000 Have you ever tried searching the Northwestern online directory from off-campus or wired and wireless locations from through your e-mail client and received less information than you expected? That was no Chicago to Croatia, iPassConnect has accident...in fact, it was a good thing. received rave reviews from University travelers since its launch last summer. This important “anonymous return” feature of the new LDAP (Lightweight Directory Access Joe Mambretti, director of NUIT’s Protocol) based directory keeps certain information in your directory listing from falling into International Center for Advanced the wrong hands. It’s one way to help ensure that only authorized individuals (i.e., users Internet Research (iCAIR), is especially with a Northwestern NetID) can access University data. impressed with iPassConnect. “I’ve used it in Sweden, California, England, “Northwestern is committed to building an infrastructure that protects the information of and Canada,” Mambretti said. “It’s its community,” said Tom Board, director of NUIT Information Systems Architecture. “The very convenient and easy to use.” Find introduction of an LDAP-based directory is certainly one step in that direction.” details at . Board said the best choice for finding directory information is Northwestern’s online “white More information about Internet pages” at . resources for travelers is available What if you’re off-campus and want more detailed directory information? Click the on NUIT’s Get Connected Web site at . Continued on page 6 2 | N O R T H W E S T E R N U N I V E R S I T Y I N F O R M A T I O N T E C H N O L O G Y e C O M M U N I C A T O R Q & A: Phishing The Power of the Password Q: I’ve been receiving e-mails from David Kovarik, Director banks and other companies asking NUIT Information & Systems Security/Compliance me to log in and verify my details. Are these messages legitimate? Most practitioners of information security would agree that authentication and accountability are two key components of A: No. These messages are a form of sound security practice. The ability to positively identify and associate e-mail fraud known as “phishing.” activities with individuals that access University resources is at the core Scammers use these e-mails and Web of these two concepts. sites to trick unsuspecting people into sharing their financial data and other While there are a number of alternatives—such as “smart cards” (similar sensitive information. Eventually this to credit cards but containing embedded microprocessors in lieu of information may be used for identity magnetic strips) and biometrics (automated recognition based on physiological or behavioral theft or simply to withdraw money from characteristics such as fingerprints, voice recognition, or handwriting)—the Password, your account. coupled with a unique user identifier (i.e., your NetID), remains the most common approach “Phishing” scammers use familiar to validation of individual identity. company names, logos, and graphics to mimic the look of trusted e-mail Passwords have a long history of use, referred to in folklore and shrouded in mystery. “In messages and Web sites. Also, these days of yore and in times and tides long gone before,” the Password of “Open, Sesame” was messages often try to create a sense of used to open the door of the robber’s den in the Arabian Nights tale of “Ali Baba and the urgency – “log in now or your account Forty Thieves.” will be suspended.” You should delete these illegitimate messages. Though we are far removed from that mythical time and place, your Password is used to “open the door” to the University network. In combination with your NetID, your Password Some tips for recognizing and avoiding “phishing” scams: uniquely identifies you to the system (the authentication component) and allows you to access the host of valuable University resources you require to conduct your business,  Be suspicious of e-mails with urgent whether you are faculty, student or staff. requests for personal or financial information. Given the “power” of the Password, it has high intrinsic value and should be afforded the  Do not reply, click, or enter same respect and protection of your most-valued possessions. It allows access to your information if you receive a personal information and finances, vital University systems such as HRIS, SES/CAESAR, and suspicious e-mail.  Don’t click unfamiliar links or fill Central E-mail, permitting inquiry and often the ability to modify this information. out forms within e-mail messages. From a system perspective, you are your  Log in regularly to check your online accounts. NetID/Password and any activity (for better  Check out NUIT’s Get Control Web or for worse) associated with your NetID is site for more information component). Considering its value, you about Privacy and Identity Theft. should exercise the same protection over If you think you have fallen victim to your Password that you provide to the PIN “phishing” scams or identity theft: (Personal Identification Number) you use to  File a report with Northwestern access your personal financial accounts. University Police by calling 847-491-3254. The University offers a policy that governs  View the Federal Trade the use of Passwords; it is a valuable source Commission’s Identity Theft Web of information and contains well-founded site , recommendations on the construction where you will find information and protection of Passwords. Please take about contacting credit bureaus, closing accounts, filing complaints a few minutes to acquaint yourself with with the FTC, and more. the document (www.it.northwestern.edu/ accounts/password/). I believe you will find it a small but important investment in your security and personal protection.

Looks real but it isn’t: identity thieves use fraudulent, “phishing” e-mails to solicit sensitive financial (and personal) information.

N O R T H W E S T E R N U N I V E R S I T Y I N F O R M A T I O N T E C H N O L O G Y e C O M M U N I C A T O R | 3 Software Corner Find the software you need from What’s New and Changing: Technology @ NU For more information on the following items, NUIT at . For support, please contact please visit the NUIT Web site at . pool to access the NU Network? Time is or the NUIT Support Center at 847- running out! The modem pool will be retired 491-HELP (4357). Windows 2000 Support on August 1, 2005, due to reduced demand To help ensure a productive, secure working for modem pool services as well as increased Meeting Maker 8.5 environment for Windows users, NUIT is A new module that allows users to security concerns. Residential broadband phasing out support for Windows 2000 on connect to the Meeting Maker server Internet access is more affordable than August 31. NUIT strongly recommends that using Microsoft Outlook, and an ever, and with a wide range of choices. improved user interface, are highlights Windows 2000 users upgrade to Windows NUIT recommends high-speed DSL or cable of Meeting Maker 8.5 (also known as XP as soon as possible. Although Microsoft modem service to faculty, staff, and students Meeting Maker Millennium). This new will extend its critical, security-related patch living off-campus as the most convenient and version represents a major update to support, there is no guarantee of Windows both the Meeting Maker server and effective means of accessing the Internet 2000 compliance with new hardware or the application. NUIT plans to release from home. (See “Online from Off-Campus” software. University schools and departments Meeting Maker 8.5 to the University on page 2.) For more information, visit should take this into consideration when community this spring. NUIT’s “Off-Campus Connections” site at preparing their operating budgets. Acrobat 7.0 Professional . Extended commenting capabilities Software Site-Licensing Changes Final Farewell, nwu.edu and an organization feature with When you buy software, it makes sense to “drag-and-drop” capability are among Northwestern’s original nwu.edu domain shop for the best price—one factor in NUIT’s enhancements of Adobe Acrobat 7.0 will be removed from the University domain decision to end its site-license software Professional, recently made available name services (DNS) soon. This also applies agreement with Macromedia. As of March 1, to the University community by NUIT. to all sub-domains including md.nwu.edu, Individuals who purchased Acrobat NUIT is no longer accepting or processing new law.nwu.edu, and kellogg.nwu.edu. Any licenses from NUIT on or after May 7, orders for Macromedia software, including host computer still addressed by a name 2003, or who separately purchased Dreamweaver, Flash, and Fireworks. The Acrobat two-year maintenance on within the nwu.edu domain will no longer be ability to buy software from outside vendors at earlier licenses, are eligible for a reachable under that name after June 20, more competitive prices, and the elimination free Acrobat 7.0 upgrade. E-mail and services from that computer may no of University overhead costs associated with [email protected] longer be available within or outside of the and include the original or maintenance the distribution of Macromedia software, University. System administrators should be order number and the NetID to be contributed to this decision. Northwestern’s using the corresponding northwestern.edu activated. New licenses are available Purchasing Department encourages users to domain name for their host systems. through NUIT’s Site-Licensed Software order Macromedia software through Software site, . ONE. For more information and a list of More information about recent and recommended vendors, visit Northwestern’s upcoming software releases can be Virtual Store, . with Technology at NU,” . Featured Web Site: Spyware Prevention & Treatment Do you know your Internet activities are and possibly the contents of your computer. being watched? According to technology Malware maliciously attacks your computer industry estimates, over two-thirds of or is used for illegal purposes, and includes all personal computers are infected with so-called “key loggers” that record everything spyware. There’s no quick fix, but NUIT’s from passwords to credit card numbers. Spyware Prevention & Treatment Web site has useful tips and tools to help protect On NUIT’s Spyware Prevention & Treatment your identity. site, you’ll learn how to recognize, control, and prevent spyware. You can also download Spyware is technology that collects and Spybot - Search & Destroy, free software transmits data about you and your online recommended by NUIT for diagnosing activities. Adware (usually legal) collects and removing spyware. Visit the Spyware information for advertisers about your Prevention & Treatment site at .

4 | N O R T H W E S T E R N U N I V E R S I T Y I N F O R M A T I O N T E C H N O L O G Y e C O M M U N I C A T O R Information Commons: An Uncommonly Inviting Free Technology Presentations For You! Space for Shared Learning NUIT Tech Talks If you’ve visited University Library recently, The Information Commons also features Each quarter, NUIT presents a variety you may have noticed a bright and lively attractive, upholstered booths with curved of free “Tech Talk” presentations on new area on the main floor—the Information wood paneling tall enough to allow privacy new technology and technology-related Commons. NUIT Academic Technologies for groups of up to five students. Laptop issues, open to the entire University partnered with the Library to design the and wireless data connections are available community. Information Commons, which is designed throughout the area.  “GET CONTROL! Five Simple Steps to encourage collaboration, group and Toward Safe Computing” independent study, and greater interaction A small-group collaboration room with Friday, April 8 with library and technology staff. informal seating for six to eight people will be added to the Information Commons  “Safe Keeping: An Introduction To “We want to help the Library remain a vital during the coming months. In addition to Backing Up Your Information” Friday, April 22 and active space for study,” said Bob Taylor, wireless access and laptop connections, the director of Academic Technologies. “The room will feature two interactive electronic  “The Times Are Changing: Information Commons was Technology and You at Northwestern” designed specifically to Friday, May 13 draw students and faculty  “Tips and Tricks for the New to the Library, even though Meeting Maker 8.5” they can easily access the Friday, May 27 network resources they All Tech Talks take place from noon need elsewhere. It’s about to 1:00 p.m. in the Forum Room of providing an environment University Library. Feel free to bring for teamwork, a sense of lunch—drinks are on us. These sessions community, and easy access are informal and enjoyable! For to professional staff from the information about upcoming Tech Talks, Library.” visit the NUIT Events site at . Construction of the Information Commons began last summer, after Library Anticipation Builds staff spent nearly six months for CONDUITS After a successful first phase launch last working with an architect and whiteboards that allow users to display, fall, allowing staff “back-office” use of the reviewing similar facilities at several other manipulate, and annotate computer images, universities. The new space houses more electronic order processing functions of jot down notes, and save the information to the new CONDUITS (Customer-Oriented than 50 high-end computer workstations a file or publish it to a Web site. Network Delivering University Information with flat-panel monitors, CD burners, and Technology Services,) anticipation for a variety of software including Microsoft “We hope this space will inspire creative implementation is building. Office, EndNote, and RefWorks. The Library energy,” said Taylor. “The technology will be and NUIT Academic Technologies share in place to capture a project team’s ideas as Roll-out for the eagerly-awaited online billing system will be slightly delayed responsibility for staffing the facility. they evolve.” until sometime this fall to accommodate a software upgrade from Pinnacle Open, flexible seating arrangements allow Thanks to the University Library for Communications Management that will students to work independently, yet remain permission to adapt material for this article allow better communication and customer within easy communication of other members from the Library Briefings newsletter, service efficiency. The CONDUITS team of a project team. Winter 2005 issue. from NUIT continues to fine-tune and further customize the environment for enhanced customer services.

General information about CONDUITS, including a departmental contacts list, is available at . Please direct questions to NUIT Consulting Services at 847-467-5560 or consulting- [email protected].

N O R T H W E S T E R N U N I V E R S I T Y I N F O R M A T I O N T E C H N O L O G Y e C O M M U N I C A T O R | 5 UNITS Needs You! (continued from page 2) The University relies on UNITS Enhanced Online Directory (University Network of Information password when prompted, or connect to recently replaced the University’s “Ph”- Technology Specialists), an the NU Network via VPN (Virtual Private based directory service. “This new organization of technical contacts for Network) before doing your search. More directory structure will help unify security computer support within University information about VPN can be found at practices and streamline the processes for departments that help staff and faculty . implementing new software,” said Board. maintain their desktops and network security. UNITS representatives The online directory database is updated For more information, visit NUIT’s “Online receive the latest information nightly with data from Human Resources Directory Services” site at . services, and information technology. Because UNITS representatives are directory information through the “Edit Your Questions can be directed to your local employed by many departments Directory Information” page at . Center at 847-491-HELP (4357), or answer end user questions quickly. [email protected]. LDAP, an industry standard basis for If there is someone working in your authentication, authorization, mail department that you typically seek out routing and online directory services, for personal computer advice, please encourage them to join UNITS!

For information about how to join this dynamic group, please visit or call 847-467-6404.

Published by Northwestern University Information Technology Communications, Technology Support Services (TSS).

© 2005 Northwestern University Information Technology All rights reserved.

No portion of this document may be excerpted, copied or reproduced in any manner without the express written consent of Northwestern University.

Address questions / comments / article submissions to [email protected].

6 | N O R T H W E S T E R N U N I V E R S I T Y I N F O R M A T I O N T E C H N O L O G Y e C O M M U N I C A T O R