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THE OFFICIAL MAGAZINE OF EMPORIA STATE UNIVERSITY INFORMATION TECHNOLOGY
EMPORIA STATE U NIVERSITY
SPRING 2019
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It’s a 365 World
(We just work here)
As my staff and I were deciding our marketing plans for Hornet 365, we were in disagreement on how to highlight the “365” part. It’s true meaning is that as a modern technology service, it should be available all day, every day of the year. “This is a virtue, is it not?” I offered. Their response “Not anymore. Maybe five years ago.” And they’re right, we shouldn’t even have to question if a new service is 24 x 7 x 365 anymore. It’s expected by our users, why should it not be for us as the stewards of said service? We equally expect a service to be secure and responsive and accessible. That is where Hornet 365 can shine. As a cloud hosted, customized service we are bringing Google, Microsoft and other services into a unified platform that is designed for ESU. Buzz In served a lot of us for more than a decade, but, alas, it has not been maintained by the vendor. The W: drive is equally reticent, but it’s core technology is decades old and doesn’t lend itself to modern devices and more importantly – user expectations. We are not alone in looking in a new direction, but I am certain we’re putting a unique ESU spin on it. Hornet 365 is designed as the internally-focused companion to the new ESU website. It’s designed for students. It’s designed for faculty. And it’s designed for staff. This special edition of IT Showcase is to give you a glimpse into Hornet 365, but we encourage you to try it out. If you can’t find something call us, email us, or fill out the feedback form. This is an exciting time for ESU. Our digital presence is taking a major step forward and we’re equally excited to be a part of it. Brian Osbourn Director, Web & Digital Strategies
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Bytes & Pieces Making a Portal WITH OVER 40 APPS AVAILABLE AT LAUNCH, WE EXPLORE WHAT GOES INTO A PORTAL ANYWAY? 4 | EMPORIA STATE UNIVERSITY
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here are increasingly few traditional portals that can be purchased “off the shelf” these days. This led us to consider what we really need in a portal. What was being used in Buzz In? After looking at analytics, sending surveys, and talking one on one with users, we were able to conclude the following: 1. Most Buzz In users were going there for a single or multiple tasks. Very few used the customizable portal components. 2. Most of the links in Buzz In are pointed to external content that’s not part of the portal. Also, much of it is duplicate content found in other locations. 3. It does not follow web accessibility standards that are necessary for all our users to use the portal. 4. Single sign-on works on fewer and fewer apps, leading to signing in to a portal that serves no purpose. You still have to sign in a second time regardless. 5. Buzz In does not work on some modern browsers, including a limited mobile experience. So, what does this mean? In a nutshell – we don’t need a portal. At least not in the traditional sense. In fact, we can address those needs with a new concept for a portal. Hornet 365 takes best-ofbreed, well-liked services from Google and Microsoft and integrates our current backend Banner technology to deliver a responsive, accessible, and intuitive next generation portal experience. Plus, this model allows us to get feedback and then make changes as needed. That can range from simple link changes, adding in new software services, or even building sites or content into the portal, based on user needs and ideas. We have the ability to customize Hornet 365, including the user experience and accessibility. By partnering with vendors like Google and Microsoft, we are able to leverage their massive infrastructures to deliver both reliability and secure, high performance computing environments – all from the cloud. Finally, the new ESU website afforded us the opportunity to further highlight the intended audiences for our content and build out an intranet. For ESU, that means the website is targeted at external audiences, while Hornet 365 is intended for current audiences. After a year of development and feedback, Hornet 365 will officially launch this summer with more than 40 apps including new websites, collaboration tools, file storage, access to student and faculty support systems and more – many of which were customized and added based on user feedback. These are just some of the ways that Hornet 365 is built and designed for ESU! IT SHOWCASE SPRING 2019 | 5
Hornet Sites Websites for the ESU community Hornet Sites are websites for ESU faculty, staff and student groups. They were created to provide an easy to update, usermanaged website for content that was on web servers that needed to be retired or would not be part of the refreshed ESU website. These sites are just like a regular website, except they are powered by Google technology. This helps to ensure standardization and accessibility. It is important to note these sites are public, meaning no login is required to view them. Some examples of newHornet Sites include faculty web pages, upcoming events, specialized campus groups and departmental pages for current staff and students. Hornets sites can be requested from Hornet 365 or via the IT Help Desk. The web team will assist with the initial design. Site owners can then decide how much or how little of the remainder of the site they wish to build.
The Highlights ▪ ▪ ▪ ▪ ▪ ▪
Websites for the ESU community Public/Anonymous Easy to Use Powered by Google Built in Forms Available to Faculty, Staff, and campus groups
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SharePoint Sites Secure websites for the ESU community Have you ever needed to share information or even a file, but needed to make sure that only ESU students, faculty or staff were the ones accessing it? If so, that’s where SharePoint Sites come in. This service is a website, similar to Hornet Sites or the ESU website – the only difference is that a login is required. SharePoint Sites use Microsoft Office 365 technology and also include the ability to share files out of OneDrive or the site itself. SharePoint Sites can be requested from the SharePoint portal (click the SharePoint tile on Hornet 365). The web team will assist site owners in building the site. ESU Departments should work with their DAC or contact the IT Help Desk to manage permissions to the site. Examples of current SharePoint Sites include myIT, TechSite and the Faculty Qualifications site.
The Highlights ▪ ▪ ▪ ▪
Websites for the ESU community Secure (requires login) Same features as Hornet Sites Powered by Office 365
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SharePoint Drive The next generation of file storage The W: drive and similar services that preceded it have been a staple of IT services for more than two decades. A file share, while still viable, unfortunately hasn’t evolved as much as we’d like. For ESU, this has resulted in older servers, aging, expensive storage and limited functionality. The solution presented itself two years ago when we moved to OneDrive – an online file storage environment that allows for cloud or local computer access to your files. OneDrive was designed for personal, individualized file storage, but its slightly more mature big brother, SharePoint has been around for years. ESU has used SharePoint for over a decade for websites, forms and file sharing. Now, the newly cloud-hosted version, part of Office 365 is a perfect replacement for the W: drive.
This February, ESU began the process of planning each department’s migration with their DAC (data access coordinator). In the new model, DACs will have the ability to assign permissions themselves – without the need for filling out forms or calling the IT Help Desk. The files stored in each drive have simple “Read Only” or “Edit” permissions, but there are no subfolders with confusing permissions. Each “Drive” has a single set of permissions and departments can have as many drives as needed.
Similar in feature capability to OneDrive, SharePoint Drive offers access to your files from your web browser, mobile app, or by syncing content to your local hard drive on Windows 10 or Mac.
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A new feature called “Files on Demand” allows you to sync files, but not have them download all at once. Instead, this allows your computer to show them in Windows Explorer or Mac Finder, but only download them when you need them. You also have the ability to free up space on your computer by sending downloaded files back to the cloud. This unique feature allows users to have a huge amount of data in the cloud, but still work from computers with smaller hard drives. For users of specialized files like multiuser databases (Access) and linked spreadsheets, a smaller version of the W: drive will be maintained going forward. Likewise the netscan folder for scanning will continue to be available, although alternatives are being explored. New SharePoint Drives can be requested from the SharePoint portal (find the SharePoint tile on Hornet 365) or via the IT Help Desk. SharePoint Drives are available to employees and recognized campus groups.
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Online file storage Replaces W: drive, older SharePoint/SkyBoxes “Shared version of OneDrive” Migration process per department/group Desktop, mobile & web Read Only or Edit DAC controls permissions Available to faculty, staff and campus groups Databases and Netscan remain
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SharePoint Groups Best of both worlds – just for collaboration Sometimes you need a both a website and a place to store files for your team. This is where SharePoint Groups comes in. A SharePoint Group includes a customizable website that only your Group’s members can see. It also includes file storage, the ability to collaborate with your team via Office 365 applications and full integration for instant messaging with Microsoft Team. The other main feature SharePoint Groups provides is the ability to email your entire group from a single address. SharePoint Groups should be used for committees, departmental staff, but not larger groups such as “all faculty” or “all employees.” Groups can be managed by your DAC and are available from the SharePoint portal in Hornet 365.
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Collaboration website Includes files storage Email distribution list Additional Office 365 applications: Planner Integration with Microsoft Teams
Include external team members Email distribution list only Managed by your DAC
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Comparison
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Whatʼs Whatʼs New? New? The updated Hornet 365 gives us the opportunity to improve a few of our existing Hornet 365-based services: Hornet TV - The fourth update will include default integration with Google Slides, a new news feed display, and updated design work. Interactive displays will get a significant redesign with features targeted at students and visitors to campus.
Hornet TV Live - The YouTube-powered live stream continues to expand and this year we’re asking all departments to submit videos, regardless if you have a digital display.
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Hornet Announcements - The new version of Hornet Announcements will be pretty similar to the current one – with two exceptions. First, its all moving into the cloud, which, among other things, And second, allows photos or graphics. anyone at ESU, including students may submit announcements. Content will continue to be reviewed and approved prior to posting.
Hornet Calendar - Technically, this is a new service. This calendar, powered by Google, will display an official University calendar, managed by Marketing & Media Relations and published to the new ESU website, departmental websites, Hornet Sites and part of Hornet 365. Hornet Calendar is scheduled to be available this summer.
Hornet Life - You’ll see more of ESU’s Center for Student Involvement in Hornet 365 with featured web content, a new site, and events now showing on Hornet TV.
A CUT ABOVE... Last year, we launched HORNET CAMS, starting with the new Schallenkamp residence hall and following up with Kellogg Circle over the winter break. These special cameras give users a look at the campus. Visitors can check out the progress of our newest buildings, see what’s changed if you haven’t visited campus lately, or just check out the Emporia weather. Cameras give viewers a clear, high quality stream – including night vision, but aren’t powerful enough to identify individuals or see faces. The latest Hornet Cam will be installed to watch the demolition and renovation of the Morse Hall complex. Stay tuned for more info! IT SHOWCASE SPRING 2019 | 13
The Apps The following apps are available from Hornet 365: Antispam - For employees, this is where you’ll go to see your queued up spam, change spam settings and more. Banner 9 Admin Pages - For employees, this allows you to access business functions of the Banner system, formerly called INB. Bookings - This tool is used for reserving spots at meetings via a website. No login required. Available by request. Calendar of Events - The university events calendar managed by Conferencing & Scheduling. Canvas - ESU’s learning management system. View coursework, take quizzes, participate in online discussions and more. Cognos - View, update, or submit reports. Cognos is ESU’s official reporting tool. Corporate Engagement - Database of corporations used by Foundation and Career Services Degree Works - This tool allows students and advisors to track degree progress. Downloads - Find ESU-supported software available to download. Emergency Alerts - Go here to configure your emergency alerts from ESU sent to your phone or email. ePrint - Make Banner reports appear in a better format with this tool. EquatIO - A Chrome add-on free to ESU students for writing equations and math expressions.
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Form Central - The one-stop shop for all ESU business forms. OnBase, InfoPath, access requests, web forms, etc. Get Office for Home - From here, ESU students, faculty and staff can download the desktop and mobile versions of Office to your personal devices. Gmail - Students access their official email from Gmail. GoinGlobal - A tool used by OIE for students traveling abroad. Google Apps - Google’s G Suite, most features available to ESU students, faculty and staff. Gmail only for students. Handshake - A service for discovering jobs and responding to employers. Managed by Career Services. Hornet Announcements - ESU’s daily news digest available here on the web, as well as via email and Hornet TV. Hornet Life - The home for RSO’s online, including forms, service hours, events, members and more. Hornet TV - ESU’s platform for sharing content across digital signs, web & video. From here you can watch, submit and manage your own channel. Also includes 24 x 7 live stream and Hornet Cams. Information Security - Learn how to stay safe online and access other helpful tips that have been curated by the ESU Information Security team. JungleMail - Mass email tool managed by Marketing & IT. Available to ESU administration, student government & academic and administrative departments by request. Sends to existing Outlook groups. Kaltura - Online academic video platform. Microsoft Teams - Web version of Office 365 instant messaging tool for employees. myIT - ESU’s IT training and resource site for how-to’s, FAQ’s, video tutorials and more. Newsstand - A central site for accessing digital publications in multiple formats including PDF and via Issuu. Managed by IT &
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Marketing. OneDrive - Online file storage, just for you. Enjoy 1 TB of space. Manage your files via web, mobile or synced to your PC/Mac. Available to students, faculty and staff. Outlook - Online access to employee email. All ESU employees, including student employees, get access to Microsoft Outlook. Panopto - From here you can watch, review, capture, or upload video lectures. Parking - Purchase parking passes or pay parking tickets online. Pay Simulator - Employees can use this tool to simulate different scenarios for your pay. Proxy Access - With this tool, students can share their grades with their parents, guardians, etc. Read & Write - This Chrome add-in, free to ESU students, makes web pages and document more accessible. SharePoint - The unified hub for employee collaboration lets you find, access, and request SharePoint Sites, Groups, & Drives. SkyLab - ESU’s online virtual computer lab for students, faculty and staff. SkyPrint - The ESU printing system that lets students print from anywhere and pick up their jobs from convenient stations on campus. Now includes scanning and copying at SkyPrint PLUS stations. ResLife Portal - The ESU Residential Life portal where students can complete housing applications and more. Student Concern Form - Use this form for students who are struggling or exhibiting a concerning behavior. Student Patient Portal - From here, students can access resources that will assist in their visit to the Student Health Center.
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TechSite - ESU’s technology service portal. From here, you can find all thing’s IT including software, services, news and support information. Timesheet - One-click access to update, submit or manage timesheets for you, or your team; just for ESU employees. Zoom - Use Zoom to make video calls, meetings, scheduled group calls, and more. Available to students, faculty and staff.
How Do I?
FOR STUDENTS
There are multiple ways to get to most of the menus in what was formerly Buzz In. These are just a few of the most popular and how to get to them using Hornet 365.
Log into Canvas Hornet365 > Students > Canvas
View Your Financial Aid Hornet365 > Students > Financial Center > Financial Aid Pay Tuition Hornet365 > Students > Financial Center > Student Account Center Check your balance and payment history Hornet365 > Students > Financial Center > Student Account Center Check your grades Hornet365 > Students > Academic Life > Student Records
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View transcripts Hornet365 > Students > Academic Life > Student Records View class schedule Hornet365 > Students > Academic Life > Registration|Enrollment Add/Drop a Class Hornet365 > Students > Academic Life > Registration|Enrollment Fill out an ESU timesheet Hornet365 > Employees > Timesheet
Complete Student Concern Form Hornet365 > Faculty > Student Concern Form
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How Do I? FOR FACULTY There are multiple ways to get to most of the menus in SSB. These are just a few of the most popular and how to get to them using Hornet 365.
Log into Canvas Hornet365 > Faculty > Canvas
Complete Student Concern Form Hornet365 > Faculty > Student Concern Form
View your Courses and Rosters Hornet365 > Faculty > Faculty & Advising > Active Assignments Add another instructor to your Canvas course Hornet365 > Faculty > Faculty & Advising > Add Course Instructors to Canvas Change a Student’s Grade Hornet365 > Faculty > Faculty & Advising > Faculty Grade Change Allow a student into a full/closed course Hornet365 > Faculty > Faculty & Advising > Registration Overrides 20 | EMPORIA STATE UNIVERSITY
Submit Final Grades Hornet365 > Faculty > Faculty & Advising > Submit Final Grades Submit Midterm Grades Hornet365 > Faculty > Faculty & Advising > Submit Midterm Grades View Summer Course Calculator Hornet365 > Faculty > Faculty & Advising > Summer Course Calculator Fill out an ESU timesheet Hornet365 > Employees > Timesheet
Advisors have a special section, too. Some of the tasks here include: • Adding/Dropping a student from classes • View advisee’s grades and classes • View the Concise Student Schedule • Access DegreeWorks • View current and legacy transcripts • View Curriculum Guides for majors
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How Do I? FOR EMPLOYEES From the employees page visitors can find links to all applications and web services that are intended for ESU employees including student employees, faculty and staff. Here are a few that we think are the most popular.
Accessing OneDrive or SharePoint Groups Hornet365 > Employees > OneDrive
Accessing University Business Forms Hornet365 > Employees > Form Central
Accessing Outlook Email via Web Hornet365 > Employees > Outlook
Accessing Timesheets Hornet365 > Employees > Timesheet
Accessing Pay Information, Tax Forms etc. Hornet365 > Employees > Work Life
Complete Student Concern Form Hornet365 > Employees > Student Concern Form 22 | EMPORIA STATE UNIVERSITY
Accessing SharePoint Drive Hornet365 > Employees > SharePoint > SharePoint Drives Browsing all Hornet Sites Hornet365 > Employees > Hornet Sites Accessing OnBase Hornet365 > Employees > OnBase
Accessing Banner 9 Admin Pages Hornet365 > Employees > Banner 9
Find Parking Information Hornet365 > Employees > Parking
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Website Quick Preview
The home page include convenient navigation via the left sidebar, as well as the new color-coded tiles.
Virtual Campus Explorer allows perspective students and visitors a way to explore our campus including maps, 360 photos, and virtual experiences.
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Student have quick access to key academic tools including enrolling in classes, accessing grades, and paying fees. Likewise, faculty have access to a customized list of their most used tools and services.
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Hornet 365 is an ongoing, work-in-process and we greatly appreciate the feedback we have received and continue to receive throughout this process. Users may notice minor changes as we make updates based on that feedback. You can follow all updates on the ESU Web Presence Project site located at https://sites.google.com/g.emporia.edu/info or the tile located on Hornet 365 at hornet.emporia.edu
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