Updated May 17, 2012

Read some of the updates to a few of the significant projects and initiatives IST currently has in process:

• IST Service Updates
• Exchange Migration Project: Email and Calendar
• U of M Managed Print Services Project
• Wireless "N" Project

IST Service Updates

Please be advised that the IST Novell Container will be unavailable between 1pm Sunday May 20th to 8am Monday May 21st. This outage is required so that IST can perform system administration that's required on the Novell System.

The IST Novell container will also be unavailable during the Monday May 21st 10:30pm to Tuesday May 22nd 1:30am CNS maintenance period.

IST would like to pass additional information as there is a lot of questions.

Q: Who do I contact if I have any questions?
A: Please contact the IT Service Desk at 474-8400 or by email at servicedesk@umanitoba.ca

Q: Did we agree to this outage?
A: IST contacts representatives and stakeholders within your department to determine and book a schedule that works for all parties involved.

Q: What will be unavailable during the outage?
A: Novell network drives such as H and S drives. FTP and Netstorage to Novell data. Novell local workstation logins. If you come into the office and need to log into your workstation you will need to check off Workstation Only.

Q: Why is this such a long outage?
A: The physical disk hardware (SAN) that contains the actual Novell data requires system administration done. IST has done this type of work on other Novell containers and has set a bench mark of 12 to 18 hours. To ensure that this procedure completes IST has booked a 19 hour outage.

Q: Why is this happening this weekend?
A: Most 12 to 18 hour windows happen on the weekend. In some other departments staff have left early to allow IST to bring down the Novell Container. That was not available in IST. IST coordinates with all of the customers and this weekend was identified as the least impacting weekend.

Q: Why is another outage happening on Monday night when we already have a 19 hour outage?
A: The 19 hour outage only affects the IST Novell Container while the Monday evening outage affects all of the University Corporate Novell Containers. The Tuesday evening outage is happening for different technical requirements.

Q: Is there any risks?
A: All system changes come with risk. In order to minimize risk system changes need to be planned accordingly. In this case we do a backup before the SAN has the administration work done. We then put the system back on-line and monitor the system.

Should you experience problems on Tuesday, May 22nd, please contact the Help and Solutions Centre at 474-8600 or support@umanitoba.ca.

Exchange: Email and Calendar

Since the end of February, IST has received feedback about connection issues with the Outlook 2007 & 2010 clients. After research and investigation, there was a configuration change made to the Exchange system this past Saturday (March 24th). This change seems to have dealt with the connection issue; however, some users have been impacted by the change in other ways.  

For most users the impact was limited to being asked to re-enter their username & password into either their desktop or mobile mail client. Upon doing this the synchronization and disconnection issues have been resolved. (If however you are still experiencing these issues please contact your departmental computer representative or the IST Help & Solutions Centre @ 8600. Those in Shared Services can call the IT Service Desk @ 8400.)

There remains a limited group of users who were impacted by this change more significantly.

For those who continue to experience difficulties, we remind you that the Outlook Web Access (OWA) (https://owa.ad.umanitoba.ca/) webmail system is available for you to use as an alternative to your mail client, until all issues have been resolved. You can also access OWA by clicking on the Webmail link in the top right corner of the Umanitoba.ca homepage.

The list below provides three possible solutions to issues identified thus far:
1)The domain “AD” (Active Directory) needs to be added to your email client configuration. Client configuration instructions for the most commonly used devices are here:
http://umanitoba.ca/computing/ist/email/exchange/learningresources.html

2)A mobile device cannot connect because of the server address.
If a user has their client configured to connect to http://owa.ad.umanitoba.ca/ then it needs to be changed to https://owa.ad.umanitoba.ca/
We have primarily noticed this issue with Blackberry users who are connecting via BIS (as opposed to BES)
For users who wish to resolve this issue on their own, we have included client configuration instructions for the most commonly used devices here:
http://umanitoba.ca/computing/ist/email/exchange/learningresources.html

3)Windows users with Outlook 2007 or 2010
a.Some Windows devices using Outlook 2007 or 2010 were configured with a “Microsoft Exchange Proxy Setting” that is no longer valid after this past weekend’s change.
b.Users can verify that they have the correct Exchange Proxy Setting, by following the steps located here:
http://umanitoba.ca/computing/ist/email/exchange/exchangemigrationproxysettingsconfirm.html

UM Managed Print Services project

As announced, the University selected Xerox as the preferred supplier of print devices, supplies (excluding paper) and some print related support services.  This seven year contract with Xerox was entered into on December 23, 2011 and applies to all University faculties, departments and units moving forward.  

We are pleased to provide the following details related to the Xerox contract:

• A UM Managed Print Services project team will be responsible for implementing a UM Managed Print Services Program.
• The Print Project team will work closely with Xerox staff over the course of the next year as Xerox print devices are installed.
• Viha Nguyen has assumed the role of Managed Print Services Coordinator. She will be the point of contact for the project (nguyen3@cc.umanitoba.ca).
• Xerox, as the preferred supplier to UM, will supply all in-scope printing devices and related supplies and services (except paper) moving forward. 
• The UM has the ability to exclude certain print devices where appropriate.  For example, areas that have high volume multi-function devices will be able to retain the devices if this makes good business sense (as determined by the Managed Print Services Coordinator).
• Units or faculties that delayed the acquisition of printing devices until the Print Management Project was active will be the first to benefit from the Managed Print Services Project.
• Over the next several months all faculties and units will have their print device needs assessed in meetings involving faculty or unit management, members of the UM Managed Print Services Project Team, and Xerox. The assessment will also involve ensuring necessary infrastructure (e. g. wiring) is in place in areas designated to house print devices.
• Training and documentation on the use of the print devices will be provided by Xerox.
• Under the Managed Print Services Program faculties and units will be billed on a cost per impression basis. 

Key Benefits of the Managed Print Services Program include:

• There will be no purchase or rental costs associated with acquiring a printing device.
• Service to maintain and repair the printing devices will be provided by Xerox.
• Xerox will provide pro-active support that will include an on-site resource at the Fort Garry campus.  Support mechanisms at all University locations will ensure issues are dealt with in a timely manner.
• In most instances, faculties or units with non-Xerox printing devices will be able to continue to use the devices until contracts expire.
• The University expects to substantially reduce the number of printers on campus and lower print volume by 30% over the life of the contract. 
• Student print vending programs in the library or any other areas where a vending card is used for copying or printing will not be replaced as part of this agreement. Print centres in University Centre and Medicine (Bannatyne) are outside the project scope.
• The University will realize substantial savings related to printing costs.

Project update: March 2012: To date the project team has met with several faculties that identified an urgent need for multi-function print devices prior to the University naming Xerox as the preferred supplier. These urgent requests have been given a top priority. Meetings between the MPS Project Team, Xerox team members and several of the faculties have identified potential solutions. As a result, it is expected that some Xerox devices will begin to be installed in these faculties prior to the end of March. These urgent cases are being dealt with prior to the formal project roll out which will begin in April 2012. Click here for more information

Wireless "N" Project

The charter for the Wireless N Project was signed February 13, 2012, officially launching the project.

The purpose of Wireless N is to bring Wireless service to the following buildings by the start of the 2012/2013 Academic Year:

• University Centre
• Biological Sciences
• Art Lab
• Machray Hall
• Armes
• Sinnott
• St Andrew’s College
• Allen
• Duff Roblin
• Administration

The wireless service to be deployed in these buildings will meet the 802.11N standard.

We will continue to update you as more information becomes available for these three and other IST projects.