October 2021 IT Highlights

PAGE CONTENT

Coming Soon: UMS Single Sign-On Changes For Enhanced Security

To better protect the intellectual property and personal information of faculty, staff, and the digital assets of our campus, US:IT will soon be adding a second verification step to the UMS Single Sign-On process for web-based applications. This process — often called multi-factor authentication or abbreviated MFA — offers additional protection to your digital identity and is commonly used in many businesses. An example would be when you log in to a site and are then required to enter a code sent via text message, phone call, or email.

Multi-factor authentication, provided to UMS by Duo Security, will add an additional step to the login process. The first steps for logging in will remain the same: you will enter your UMS ID and password. The additional step utilizes a smartphone or token (also called a fob) to verify your identity. Requiring two different channels of authentication helps prevent unauthorized logins to your account, even if your password has been compromised.

We are currently conducting testing with a small pilot group.  The current goal after that pilot is completed is to roll out multi-factor authentication to the majority of faculty and staff members during the remainder of the academic year.  More details about that rollout will be provided in the coming weeks.

UMS Single Sign-on Duo MFA Prompt shows two authentication method options - Duo Push (used automatically) or Passcode

Example of UMS Single Sign-On Duo MFA Prompt

UMS MFA Prompt shows image of IOS phone to check your phone for a Duo Push and verify your identify

Alternate Example of UMS MFA Prompt

(Content for this article was provided by Steven Premeau, Director of Enterprise Systems Architecture & Administration)

UMS Data Governance logo

Data Governance

Data Heroes need J.A.R.V.I.S. too!

The Data Governance team and many Data Heroes are working to improve the quality and consistency of our University of Maine System (UMS) institutional data. Now more than ever, our procedures for identifying and rectifying data inconsistencies are crucial as we plan Repaving MaineStreet and work toward Unified Accreditation. Along the way, we are making our institutional data a better place for everyone to work.

Ask D.A.R.T.S.

Over the past few years, we have created over one thousand pages of data, data governance, and definition documentation in collaboration with functional area colleagues across the UMS, including those Data Heroes in IT. As we continue to grow our documentation, input from IT is crucial to ensuring the depth, breadth, and accuracy of our efforts.

Currently, we are creating web pages for functional areas with links to many helpful resources. We have built such a page for IT on the DARTS data website. Click on the image below to visit the UMS IT Data Resources page, and send any suggestions, additions, and comments to DARTS@maine.edu. We’d love to hear from you!

Email questions, and share tips & tricks with your peers by joining these groups:

SQR Programmer Group | UMS PS Query Users | UMS Power BI Users

(Content for this article was provided by Rachel Groenhout, Director of Institutional Data Management and Corina Larsen, Data Documentation and Training Coordinator)


You Can Now Create Accessible PDFs from Google Workspace (Docs, Sheets, Slides)!

 

GrackleDocs, an add-on for Google Workspace (Docs, Sheets, and Slides) is now available to help you make digital documents more accessible to people with disabilities, and create accessible PDFs.  If you create digital documents in Google’s tools for courses or for distribution, then GrackleDocs can help you ensure that they are accessible (as required by University policy). For more information visit Using GrackleDocs to Create Accessible Documents and PDFs in Google Workspace (Docs, Sheets, Slides).

(Content for this article was provided by Michael Cyr, Director of Architecture and Service Management)


What’s New in Google Workspace

As an online, cloud-based Software as a Service suite of tools, Google Workspace is ever-evolving and improving, adding new features and functionality. Here’s a look at some of the features Google has added to the tools available to all University of Maine community members:

Gmail

Google Chat/Gmail Integration – Google Chat, the replacement for Google Hangouts Chat, is now fully integrated into Gmail, with the option to chat with contacts directly from Gmail. Additionally, the Gmail mobile app now includes options for Chat, Spaces, and Meet, right within the interface when used with your @maine.edu account. Google Support link

Schedule Send – Composing an email that you would like to send at a later date or time? Emails can now be scheduled to be sent at a time you designate. Google Support link

Snooze Emails or Reminders – It is now possible to take emails, including reminders from Google Calendar, and have them saved away until they are more relevant. The Snooze feature allows you to have emails come back to the top of your inbox when they are most useful for you. Google Support link

Confidential Email – Google has made its confidential mode available for use by all Gmail users, but should be used with caution! Gmail’s confidential mode is an attempt to improve privacy by limiting recipient interaction with email. It disallows actions such as copy, print, download of attachments, etc, and can set a custom expiry date. However, the level of security does not increase with respect to how it is transported through the network or stored in Google.  Confidential mode is not equivalent to secure, encrypted mail that is needed for some compliance programs. Additionally, be aware that recipients can still capture data using alternate means, like taking a screen capture, so confidential mode only reduces the likelihood of the contents being overshared or stored accidentally. Google Support link

Google Calendar

Working Hours and Location – To better support remote and hybrid work environments, it is now possible to set your standard working hours and location. This will help let your coworkers know where and when to best contact you. Google Support link

Additional RSVP Options – As another option to better support the changing needs of the workplace, Google has added additional response options when RSVPing for a meeting to designate if you will be attending virtually or in a meeting room. Note that these options are present for all calendar events, regardless of whether or not the organizer has actually established them as virtual, hybrid, or in-person. Please verify meeting details with the event organizer to confirm if virtual options are available. Google Support link

Time Insights – Ever wonder how much time you spend in meetings or other calendar events each week? Google has added reporting insight tools into the Google Calendar interface to give you this and more information. For more information on how to use this feature, see the Tips and Tricks section of this newsletter!

Google Docs

Smart Chips – It’s now possible to easily embed documents, notify coworkers, and more in Google Docs. Simply type the “@” symbol in a Google Doc to see a quick list of the types of quick tasks that can be accomplished. Additionally, linked documents can be opened as a preview from right within the document, making review quicker and easier. Google’s Announcement on this feature

Google Chat

Improved Room/Space Layout – Rooms (also known as Spaces) in Google Chat have been enhanced to allow for Tasks and Files to be assigned and shared with the other members of that Room. Google Support link

Improved Integration with other Google tools – Documents from other Google tools, like Docs and Slides, can now be easily viewed and edited in side-by-side mode within Google Chat. Opening one of these supported document types while in Chat will automatically open it for quick access.

Additional Personalization Options – Google has added a number of helpful cosmetic updates to Chat, including new emojis, the ability to easily add GIFs using the web app, and a dark mode.

(Content for this article was provided by John Brown, Director of Service Delivery and Support)

AVOID DELAYS! – Compliance Tips for Selecting Technologies

You can avoid compliance-related delays by following these guidelines when you are shopping for Information Technologies, such as web services and applications, software, and even some computer hardware. Compliance reviews can be time-consuming. Make sure you request review sufficiently far in advance of needing to employ the technology in a university program, course, or activity.

Information Security and Disability Accessibility reviews are required even if the technology being acquired is “free”.

We are continually improving and streamlining our review processes.  If you have questions about such reviews please feel free to reach out to your Campus Information Technology Officer.

(Content for this article was provided by Michael Cyr, Director of Architecture and Service Management)