Survey

Will you participate in the Holiday Giving Tree this year?

Yes
No

Results from last issue's survey question: Will you leave the Bay Area for Thanksgiving break?

There were 58 responses. 17 said "yes" and 41 said "no."

Tips From Your Admin

Did you know that there's now an easier way to submit HelpSU requests for administrative support?

We've created several pre-categorized HelpSU links (a.k.a. pcats) that automatically populate the HelpSU form with information needed for some of the most common requests:

  • Equipment/Orders under $2,500
  • Equipment/Orders over $2,500
  • Lunch/Food requests
  • Consulting services/temporary employees/maintenance requests
  • Software licenses/media for desktop computers

You'll find the list of links on the Administrative Requests web page, linked under "Tools" on the IT Services Internal web site.

Special thanks to Lucrecia Kim-Boswell, Raj Singh, and Tim Torgenrud, who worked so hard to put this together.

Staff Profile

Jon Robertson

Jon Robertson started working at Stanford in 2006.





How would you describe your current job responsibilities?

Day-to-day, I maintain our WWW, Webmail, and proxy servers, as well as a few client systems. Otherwise, I work on a variety of projects; some based around servers or services I already am involved with, and others that just come up when time allows. Sometimes that's a "big P" project, and other times it's trying to add to or improve an existing service we're already running.

Which aspects of your job do you enjoy the most?

There's a lot of variety in what I'm doing; a lot that keeps me interested and hitting new things. My old job had a long period where things became quiet and I had to start hunting down projects, so the lack of boredom is a definite plus.

What did you do before you came to Stanford?

I was a Webmaster at Brewster Academy, a private boarding school in New Hampshire. My normal duties included maintaining the web server, site design, pulling content into the design, and a few custom CMS-like pieces for places on the site that could use automation (like sports scores). I also ended up with a few special projects, like replacing the school's work order systems with in-house programs.

What do you like to do when you're not at work?

Sleep. Oh, aside from that, I play a random smattering of games (currently being pulled back to Civilization IV regularly), chat with friends, and read.

What is your favorite movie, book, song?

It's hard narrowing down all-time favorites, which change too much by mood. My favorite movie of the last year was probably Pan's Labyrinth. Individual songs are really hard to pick, but Meat Loaf, Weird Al, and Oingo Boingo are, in general, my favorite artists. It's also hard to nail down a single book, but currently my favorite writer is probably Charles De Lint.

Staff Happenings

Comings and Goings

There were no comings or goings to report this period.

its in bits welcomes more detailed employee news submissions from all staff. Please submit to itsinbits-submissions@lists.stanford.edu

Tech Briefings

Tech Briefings

Fridays
2:00–3:30 p.m.

Turing Auditorium

December 7: Dreamweaver CS3

Adobe Dreamweaver CS3 software, which now includes CSS tools, Ajax components for building dynamic user interfaces, and intelligent integration with other Adobe software (including Photoshop), is the professional standard for creating and updating web pages and web sites.

Mark Branom will present.

December 14: Research Computing at Stanford

Highlights from the Supercomputing 2007 conference held in Reno, Nevada and how the joint booth with Stanford and SLAC worked out.

A review of the current status of Research Computing at Stanford, including plans for the new Data Center, will round out the presentation.

Phil Reese will present.

Check the Tech Briefings home page for future sessions and to subscribe to the mailing list.

Tech Express

(monthly)
12:00–1:00 p.m.
Turing Auditorium

December 6: TechPort

Looking for inexpensive computer training for your professional development?

TechPort may be the key to current and future job skills for you. Learn about the online courses and books available.

Leni Silberman will present.

For the complete schedule, a map to Turing Auditorium, times, and a list of topics, visit the Tech Express site.

Technology Training Courses

Upcoming Tech Training classes of interest to IT Services staff.

Excel Level 1, Thu, Dec 06, 9:00–4:00, $325

ReportMart1 Introduction, Thu, Dec 06, 1:00–4:00, Free

InDesign Level 2, Mon, Dec 10, 9:00–4:00, $325

Project Level 2, Mon, Dec 10, 9:00–4:00, $325

FileMaker Pro Level 2, Tue, Dec 11, 9:00–4:00, $325

OrderIT Site Training, Tue, Dec 11, 1:00–4:30, Free

Sundial Tips and Tricks, Thu, Dec 13, 1:00–4:30, Free

Sign up at http://axess.stanford.edu.

Classes with low enrollment may be cancelled one week in advance. More information on courses, registration, and training is available at the Technology Training Services site.

- Nancy Baumann
Technology Training Services

IT Employment Opportunities

There was one new job posting for IT Services this week.

Req# 28238: Systems Support Specialist, 100% FTE, Range 4P2, Gordon Spencer, hiring manager.

Shares scheduled shift-staffing responsibilities with other members of the Production Control Group (PCG). The PCG is responsible for IT Systems incident management from detection through postmortem analyses of incidents for reported or automated tool-detected service outages or service degradations.

To view the complete listings or to apply for a position, visit the StanfordJobs web site at: jobs.stanford.edu.

There are other open Information Technology positions at Stanford. To see what other opportunities exist on campus, link to the full list of all open IT positions at Stanford

Quote of the Week

"One half of the world cannot understand the pleasures of the other.”

- Jane Austen

News

A Note From Bill...

It is hard to believe that it is already December and that 2007 will soon be just a memory. This will be my last column for the year, and I am looking forward to the winter break just like all of you.

We certainly had our share of challenges in 2007 including some client-affecting service and system outages. However, as good organizations do, I think we learned and grew from those challenges and continued moving in a positive direction. In the end, I genuinely believe this was a good year for IT Services—we accomplished a lot. I am extremely pleased with the closer partnerships we've developed with our clients, the many projects we completed, and our significant contribution to improving the University's information security.

In the context of collaboration as a University-wide theme, I'm thrilled with the way various groups in IT Services have worked more closely together this past year. As technology evolves and our clients' needs become more sophisticated, it will be increasingly important to continue to grow in this area. With the University embracing directions such as interdisciplinary research, continued organizational teamwork can best position us to tie together technologies to provide services that support a collaborative environment and help make the University successful.

As we move into 2008, it is clear from client feedback that we need to continue to streamline and automate our processes so that we can deliver service at more competitive rates. Not surprisingly, clients expect us to become ever more efficient and effective, while reducing costs. With so many options now available, we need to become a compelling service and financial choice.

My sincere thanks to each of you for your contributions to the success of IT Services and the University during 2007. I look forward to visiting with each of you at the IT Services holiday party and I hope that winter break offers you an opportunity to rest and relax with your friends and family. I also look forward to working with all of you to create another transformative year for IT Services in 2008.

- Bill Clebsch
IT Services

Security Program Mid-Term Project Update

As part of the IT Services Security Program, we have identified the top eight mid-term projects. The goal is to complete these eight projects and as they complete, implement the remaining twelve projects that will be completed during FY2008. These projects will be run by Caren Kammeyer as part of the overall Security Program.

The Top Eight Projects:

  • Authentication/Identity Management: Separate Authentication Credentials for Privileged Access
  • Process and Policies: Establish Process and Policy for Risk Mitigation
  • Firewalls: Review and Audit Firewall Rules in Templates
  • Firewalls: Establish a White Operational Zone (WOZ)
  • Firewalls: Migrate Servers (applications & Services) into White Operational Zone (WOZ)
  • General Projects: Retire Goddard and Lindy Servers
  • General Projects: Create New Bastion Hosts
  • Process and Policies: Policies for Balancing Risk; What Is an Acceptable Risk

More information about the Security Program (PDF) is available.

For any questions regarding the Security Program, please contact John Freshwaters or Caren Kammeyer.

- Caren Kammeyer
Client Support; Project Management Office

Governance Group for Information Security

As many of you are aware, IT Services has recently concluded an internal information security assessment project. We have identified several operational and process improvements that will enhance our ability to maintain an appropriately secure computing environment for our information systems and services.

Also resulting from this project was the identification of the need for an internal Governance Group to routinely evaluate Security Risk Acceptance levels relative to Information Security. This group will be comprised of a small set of stakeholders representing the various workgroups, and includes Mark Miyasaki, Bryan Wear, Dan Stillmaker, Heather Flanagan, Shirley Hodges, and Nan McKenna.

The Governance Group will review the results of our internal security findings, including our scanning activities, and continue to partner with Internal Audit and the Information Security office. As part of the security program run by Caren Kammeyer, the Governance Group will meet bi-weekly until the end of the fiscal year.

If you have any questions about the recent Information Security project and/or the new governance group, please contact John Freshwaters or Caren Kammeyer.

- John Freshwaters
Shared Application Services

University Building Access/Security Initiative

Provost Etchemendy wrote in May of 2007 that, "In the past, building users were allowed to throw out a recommended security system in order to save costs for other items. We have now decided that it will be a mandatory part of new buildings."

Since that time, a Building Security committee (chaired by Tina Dobleman) has been formed at the request of Randy Livingston. Their charge is to enhance overall campus security, as well as crisis and emergency response capabilities, through a centralized, integrated security and communications system.

The Building Security Technical Committee was created as a working group for Tina’s committee (co-chaired by Bert Stubbs from IT Services and Alicia Restrepo from Residential and Dining Enterprises (R&DE)). Their goal is to define the technical standards for Building Access and Security to ensure we have a roadmap towards an integrated solution in the future. This team has subcommittees that will be working to define monitoring, video, networking, asset tracking, integration, transactions, and media types.

Shirley Everett, from R&DE, made a commitment to the Provost to have all exterior doors of the student dorms secured by the end of this fiscal year.

Having our standards in place by the end of this year will ensure that we can integrate existing and new systems. At this time, we are using the CBORD system for IT Services’ door access implementations. The Hospital is using a system by SoftwareHouse as its door access and security system.

To give you an idea of the magnitude of this project, IT Services currently has 750 doors installed in 115 buildings across campus. However, there are about 700 buildings in all, (R&DE has about 335). The first phase will be to secure the 1,200 RD&E exterior doors, a second phase to secure their 8,000 interior doors, and a final phase to address the remainder of campus.

In the meantime, we’ll continue with the standards now in place (unless they change with committee recommendations). New system(s) will be implemented and integrated beginning in 2008. Questions? Talk to Bert Stubbs or Suzanne Schiessler.

- Suzanne Schiessler
Shared Communication Services; Order Management

Windows, Desktop Systems, & UNIX Group

Many of you are aware that Barry Magsanay's last day with Stanford will be December 14. We are taking this as an opportunity to do something that we have been considering for some time. Specifically, we will be converging the Windows and UNIX teams into a general systems administration group.

This combined group will be led by Heather Flanagan. Heather will manage the technical leads and managers of the teams. Jon Pilat will continue to manage the UNIX group, and Sean Riordan will serve as acting manager of the Windows group. The Desktop Systems group will transition to Client Services and report to Shirley Hodges.

These changes went into effect December 3rd. This change is a natural progression and one that allows for greater shared knowledge and standardized processes and procedures. The change has already been implemented in several other peer organizations including Princeton and Duke, and it acknowledges the positive collaboration that has already been under way in the systems groups. If you have any questions, please contact John Freshwaters or Heather Flanagan.

-John Freshwaters
Shared Application Services

Humanities & Sciences Project: Wait! There's More

In the last issue of its in bits, Jon Pilat and Dan Stillmaker shared information about the School of Humanities and Sciences (H&S) departmental web site project. Their teams are ramping down their efforts in support of this project. When we return from winter break, IT Services will be ramping up once again.

The Application Support team is thrilled to embark on a four-month support pilot. SolutionSet developed a platform to support H&S's objective to build a dynamic community where faculty, staff, and students can easily interact in an online environment. They hope to facilitate the sharing of administrative information and academic productions of all types: fiction, research papers, lab results, music, film, or works of art.

SolutionSet will be taking H&S live and they will also be training the IT Services Application Support team on application support and architecture in preparation for the operational support transition. We are looking forward to the challenge in the new year.

- Anne Pinkowski and Liz Goesseringer
Application Support Team

Family Giving Tree

The Family Giving Tree holiday toy drive is up and running through December 14th. Are you ready to make a difference again this year?

The Family Giving Trees holiday program works with local social service agencies that register families and homeless persons in need. Agency partners interview them to evaluate their current needs, and requests are then sent to the Family Giving Tree elves who print the wishes on cards and distribute them to host companies throughout the Bay Area.

There are several participation options:

  • Choose a card and fulfill a child's wish (cards are currently located at Forsythe, Pine, Polya, Laurel, Redwood, Spruce, and Puichon).
  • Sponsor a child's wish online
  • Choose an envelope and mail in your donation

Please bring unwrapped gifts with the gift tag attached to Polya 262. If the office is closed, please bring the gift to Lucrecia in Polya 251. Gifts are due by 12/14 at noon.     

Contact me if you have any questions, or visit Family Giving Tree for more information about the program (and a tax receipt if needed).

- Caren Kammeyer
Client Support; Project Management Office

Spruce Goes Green for the Holidays

Spruce Hall is noted for its festive holiday decorations, but this year there's something new. The traditional strands of multi-colored lights have been replaced with new LED lights. Linda Pilkin describes the new colored lights as "festive, bright, and richly colored, especially the blue ones." She says, "It reminds me of the holidays when I was growing up."

These new LED lights have a lot of benefits. They consume one-tenth the power of traditional lights and are not hot to the touch, significantly reducing the risk of fire. They're also more durable since they're a solid state construction with no filament or glass to break.

Spruce residents are doing their part to celebrate the holidays while cutting down on energy use. If you're in the neighborhood, stop by to see our new lights and we'll wish you the best of the season!

- Ammy Hill and Nuriya Janss
Spruce Hall

Stanford@Porter Drive

There is a new web site available with information on Porter Drive. It includes information about construction, plans, updates, photos, contests, maps, and articles on various topics.

There is an option to sign up for automatic updates when you visit the web site. Once you have signed up, you will receive an email notice when there are new project announcements, training opportunities, or changes to plans. There is also a direct link for email signups.

- The Porter Planning Team
Margaret Dyer-Chamberlain, Noel Hirst, and Steven Pond

Wellness Survey Results

In September, you participated in a follow-up survey about last year's ergonomics assessment and remediation effort. The results from that survey are linked on the IT Services Wellness Program web page.

Please take a minute and look at the results. We will continue to focus on work/life balance and efforts to enhance our Wellness Program. We will be adding to the 2008 Program elements in the coming weeks.

If you have any questions or concerns, please contact me, Dani Aivazian, or Nilda Bonet.

- Jan Cicero
Client Support

About its in bits

A regular summary of IT business, news about personnel, and pointers to other information of interest to IT Services staff. Coordinated, compiled, and published by the Communication Strategy and Standards Team. its in bits is published on the first and third Wednesday of the month.

Submissions are due by Noon on the Friday before the scheduled issue, to itsinbits-submissions@lists.stanford.edu for consideration. its in bits is distributed via email to its-all-staff@lists.stanford.edu and the subscription list itsinbits-subscribers@lists.stanford.edu People outside of IT Services can self-subscribe via mailman.

The next its in bits will be published on Wednesday, December 19, 2007.