Student Email Migration from Gmail to M365 Happening August 7th

Classroom and Other Infrastructure Updates for Summer 2023

With implementations underway on our new Learning Management System as well as the migration to Microsoft 365, there are fewer improvements to our classrooms and other infrastructure planned for the summer in order to better manage our overall resources.  That said, there are other upgrades and improvements planned:

• Through system upgrades and delivered enhancements, we will begin to take advantage of additional features available in our Banner Enterprise Resource Management System as well as the TruView portal.
• Telephone system upgrades will be done on a building by building basis over an extended period of time, minimizing the impact of any down-time to one building at a time.
• Security updates will extend throughout the summer. Work is currently underway adding enhancements to our campus firewalls, and personal workstation upgrades will happen as needed over the summer.
• An upgrade to our campus bandwidth is also planned. The result of this upgrade will more than double the capacity of our MOREnet internet link.
• Several classrooms will benefit from improvements over the summer. Major renovations will occur in MG1090 and OP1224 to better support the new majors that utilize these spaces; and MG2078, BH102, BH257, OP2210, VH1000 and OP2230 will receive needed upgrades or repairs.
• There will be much activity in the Greenwood Interprofessional Autism Center to prepare for the planned fall opening. Several new classrooms, videoconference rooms, and clinic spaces are being outfitted with technology to support teaching, clinic observations, and general patient management and oversight.

Progress on Microsoft Office Upgrade to MS365

ITS has made great progress on the previously scheduled campus-wide transition to Microsoft 365 email, calendaring, and productivity tools.  The initial focus will be to get the email and calendar information up and running, consolidating all of this data back into one location.  Multi-factor authentication will also be implemented as part of this initial migration.

At this time, all of the information from the Exchange server has been migrated to Microsoft 365 and several departments will begin testing their access and the use of multi-factor authentication.  This testing will let us know if there are any adjustments that need to be made before moving the remainder of campus to this new system.

Email Updates

ITS previously posted tips and tricks on how to best use Gmail while we are migrating to Microsoft 365 this summer, and it may be a good time to review this information now that you’ve had a chance to use the system for a while.

As a reminder, Faculty and staff may open the Outlook Desktop Application to review emails sent/received prior to Friday 4/21/2023.  This provides access to old email and calendar items only, it will not allow you to send/receive from this application.

We also wanted to provide a few more updates to this information.

ITS plans to migrate all of the email currently stored in Exchange to Microsoft 365:

• If you cannot currently access some of your email via Outlook for some reason, this email will still be migrated to Microsoft 365. Your Outlook Desktop Application may not be able to access all of your old information but it is still stored in the Exchange email server.
• If you only used a web browser to access your email (i.e., exchange.truman.edu) and cannot access this email at this time, it will still be migrated to Microsoft 365.
• If you cannot currently access some of your email via Outlook because your Outlook cache was not enabled, this email will still be migrated to Microsoft 365. Your Outlook Desktop Application may not be able to access all of your old information but it is still stored in the Exchange email server.

Enhanced Website Analytics Coming July 1, 2023

ITS has set up all Truman websites to utilize the new Google Analytics 4 (GA4) tools.  The old Google Analytics system will stop working on July 1, 2023.   GA4 is a new feature designed for the future of measurement:

• Collects both website and app data to better understand the customer journey
• Uses event-based data instead of session-based
• Includes privacy controls such as cookieless measurement, and behavioral and conversion modeling
• Predictive capabilities offer guidance without complex models
• Direct integrations to media platforms help drive actions on your website or app

New Website Search Tools

ITS has implemented a new Google search tool for all of our campus websites.  This tool will become active for all website searches done after July 1, 2023.  If you would like to preview what the new search results will look like, we invite you to click on the “Try the new Google search!” button on the main website.  Along with many other enhancements, the result sets bring the most current and relevant search information to the top of the search list.

 Classroom Readiness –

Two classrooms (VH1220 and VH1420) will both be updated to accommodate the Data Science program.  These classrooms will receive new teaching and student workstation hardware capable of supporting more robust and expanded data analytic activities.

Preventative maintenance will also be performed in all classrooms in an effort to ensure all classrooms are ready for the start of the spring semester – this maintenance includes minor repairs to classrooms as well.

*** If you are aware of any technology issues with classrooms that need to be addressed, please notify the IT Service Center.

Infrastructure updates –

Many of our campus systems will receive operating system, database and security updates. At this time we don’t anticipate any significant downtime due to these changes, however, there will be downtime due to upgrades to our primary storage system (the Hydrogen system – our W: Y: U: and V: drives).

Storage and Data Cleanup – To allow faster access to your data files, the W: Y: U: and V: drives will be upgraded over the winter break. When this upgrade occurs, the storage system will be unavailable.  We plan to begin this work on December 27, and while we plan to complete this upgrade as quickly as possible, please plan on up to 3 days of down-time.

*** If you know of files that you will need access to during this time, it is recommended that you move them to a flash drive or other temporary storage to ensure you have the data you need.

Enterprise Application Improvements –

The Banner system will be updated with yearly regulatory updates. These updates are needed to support any new federal changes to financial aid awarding as well as changes to federal or state tax reporting (i.e., any W2, 1098 and 1099 forms we are required to produce).

D2L Brightspace – Truman’s Brightspace system is up and working at this time. We are working to complete the branding and login setup, among other configuration issues, with plans to have this system ready for faculty exploration in the very early spring semester.

Truman Website Search Bar Changes – We are currently testing a change to the Truman website search bar. If testing goes as planned, we will convert to a new search engine for the spring semester.  This change should provide a more cohesive interface with the Google search engine and its available features.  The intention is that the updated search bar will provide the same result set whether your search was done from the Truman website or from the Google website.

Planned Work in Other Venues –

Wireless networking has been installed in Baldwin Hall Auditorium and more access is scheduled to be installed over the break period pending receipt of additional wireless equipment. The result of these upgrades should provide for more stable and reliable use of the wireless system within this space in the future.