Campus Life Services
Network SecurityAdded a new signs in Student Health Services at Parnassus and Mission Bay
Added a new sign at Ladle and Leaf in the School of Nursing Lounge
Added a new sign at Medical Student Education center on Parnassus
Added existing signs in Dentistry building to our network
Added existing Parnassus Library signs to our network
UCSF, along with other UC campuses are accelerating their network security efforts. At UCSF, these changes are impacting CLS business systems. Several disruptions in the system availability have been reported and investigated; some took a fair amount of time and required system changes.
The following improvements have taken place this period:
Campus Life Services Staff Resource Day presenceSuccessfully coordinated three booths for Campus Life Services at UCSF Staff Resource day in February, one booth each for Digital Signage, UCSF Mobile app, and DM Print Management Program. The booths represented CLS well and were well received at the show increasing awareness of the technology solutions that CLS provides to the university.We replaced all the batteries for our server room emergency backup power supply and were able to decommission and surplus an older unit.
Updated all the Retrospect and Crashplan backup server software supporting CLS servers
Campus Life Services Living Green Fair representation
Worked with CLS groups to present our offerings at the Living Green Fair, increasing campus awareness of Campus Life Services contributions to sustainability on campus, including the debut of our new mobile form factor digital sign, the BenQ
CLS Service and Quality Survey
Programmed the CLS Service and Quality Survey in Qualtrics to collect feedback and survey customers online. While assigned to the strategic planning team for CLS, we interviewed CLS directors and leaders, who told us CLS should focus on: A. Well run businesses that deliver service excellence, B. Programs for the next generation campus, and C. Healthy living activities that support UCSF in revolutionizing health. In support of this focus, this survey has five questions that provide CLS departments with measures to help us improve and to recognize new opportunities, and data to detect and solve problem situations. The CLS Service and Quality Survey was implemented with the new CLS Website, a first report of survey results has been prepared, and this CLS GOAL is complete for 2016.
We continue to maintain and improve our existing infrastructure to support our current and legacy systems, here are some recent highlighted activities:
We continue to provide a voice for CLS departmental needs on the UCSF IT Governance committees for Infrastructure, Security, Access Management, and Customer Support.
Arts and Events
Order Note Import Function Update
Enhanced the online order process to allow customers the ability to identify time, date, and location for pickup, while also allowing the administrative staff the ability to better plan for product delivery.
Documents & Media
Mobile Device Support
We added two iPads to the CLS BTS mobile device management solution to allow for efficient license and security management.
Library Business Center setup
Providing required support to open the new library business center, migration of network equipment, EMV readers, and POS.
Library Pcounter setup
Supporting the implementation and configuration of the Pcounter application for DM to assume responsibility for the Library print payment system.
Mission Hall Business Center setup
Assisting with the network configuration and migration planning for the equipment including digital signage in the new location
Review DM Customer Order Experience
Reviewed the online customer experience for order management for Documents and Media, and provided short-term and long-term recommendations for the business to improve the order management experience.
POS Locations roll out
Provided the technical project management and application configuration support for DM to rollout two new POS systems. As a result, locations, power outlets, ethernet connectivity, security features, and hardware requirements were identified and are currently planned for implementation in Q1 of FY1617.
Mobile Device Support
Working to standardize and streamline mobile device support for the iOS devices used by facilities staff to track work orders and get up-to-date information on the go. We have integrated the mobile devices into our existing filewave server and configurator setups to allow for both standardized deployments and remote push updates to ensure they have the latest information, configuration and security settings. We recently increased the number of supported mobile devices to 52.
We are assisting in adding additional signs to the internally facing locations at Parnassus.
Finance Service Center
Update the FSC URL
Updated the FSC website with a new URL, which made it easier for customers to access the FSC website. The conversion was done in the back end in collaboration with ITS, CLS IS, and DM. As a result, the site continued to function without impact to content or sub URL changes, which saved content manager time.
AR Reconciliation Process review
Collaboratively with FSC and Housing Services, implemented a monthly AR reconciliation process to reduce/eliminate persistent AR and Deferred Income balance discrepancies. BSD reviewed the process, identified the source of the discrepancy, and recommended a solution to synch the AR and Deferred Income balance to the People Soft Ledger. As a result, the balance will now be accurate, and both FSC and Housing Services will save valuable time each month on reconciliation.
Fitness and Recreation
Unexpired Gift Card Clean Up
Collaborated in a Gift Card Kaizen with Finance and the business unit to review the gift card expiration process. As a result, BSD suggested and tested a solution that successfully restored 1,394 SNG expired gift cards in the amount of $79,985.44. This allowed staff to process gift card redemptions for customers more efficiently. The process was reported back to the Kaizen group, along with a gift card backup file for the reference.
Enhanced the Front Desk POS log in process
Successfully rolled out the Citrix Receiver environment to Front Desk POS workstation with the existing Wyse hardware equipment. This has simplified staff’s login process, reduced login time, and resolved frequent lock out and printer delay issues. Front Desk staff haven’t had any issues since the update occurred.
Successfully implemented the new USB Camera to each Membership workstation, which integrated image capture for membership. Membership can take member photos in a single click without the need to access a network drive to import the image into a member’s profile.
Series Sales Clean up
Successfully tied series sales service agreements and expiration dates to 243 products in SNG. Inserted expiration date to 11,825 series sales records. This enhancement increases the accuracy of valid balances on Series Sales, and saved the business significant time from manual adjustments to balance and expiration dates.
Sell Online Membership
Demonstrated how to sign up for membership online to Member Services team and updated the procedure documents. Member Services is targeting online general public membership sales in FY16/17 Q1. This is one of the Business Process Review (BPR) objectives to provide more self-service to members.
Program Registration Email Training
Provided training to program manager on how to send custom emails to participants in SNG. The tool allows the system to automatically insert data fields like participant name, program name, instructor, and more. Guest/Member email can opt-in or opt-out of this communication preference. This provides the business with an additional engagement tool to specific customers of the fitness programs.
Member and Guest Online Services Access
Worked with Member Services team to allow members and guests the ability to edit their address, primary phone number, secondary phone number, and email addresses via Online Services or using the mobile app.
We continue to work on behalf of Housing Services with ITS to ensure the wireless and network maintain the high standards required by the housing residents. The project has been delayed by ITS resource constraints but we expect it to pick up again over the next several months.
New Tenant Renewal Process
Implemented new process for FY1617 tenant renewals and helped Housing to achieve their process improvement GOAL. This renewal process involves invitations for tenants to review, request for occupant information, missing person and emergency contact information, new faculty and student lease agreements from UCOP, and electronic signature by renewing tenants. After reprogramming application templates and successfully implementing required changes, the Housing Renewal process proceeded as planned, and is now complete.
Luxer Locker Support
The Housing department is switching from Parcel Manager to Luxer Locker. The goal of this project is to reduce or eliminate staff management of tenant packages. BSD completed analysis of the Luxer system and recommended procedures that avoid the transfer of tenant information. Since many tenants are students or faculty, the safety of this information is regulated.
MB Conference Center Support
We continue to work on behalf of the conference center with ITS to ensure the wireless and network maintain the high standards required by the customers. We continue to trouble shoot with the wireless networking group.
MB Conference Center POS Replacement support
We assisted in identifying a solution to address possible overlap in network security responsibility for the Aramark POS stations on the UCSF network, as a result, they will be upgrading their POS and adding an independent ATT connection for their system.
MB AV Support
We are currently in the process of developing a proposal to overhaul and enhance the AV capabilities in the Coblentz conference room and expect to have a final proposal ready for next update.
Continue to run the bookstore servers as required by the Finance Service Center in an ad-hoc capacity without vendor support for the deployment.
Update KPI Report
Enhanced the KPI reporting template to accommodate the increased amount of data needed to run the report. This enhancement resolved the errors and allowed the business to continue to fully utilize their KPI reports.
% Rent Process Change
Provided consultative services to review the posting process resulting in the utilization of the same standard process as with all charges each month in an accrual account method.
Trip Planner Fix
Enhanced the TripPlanner web app to reduce confusion and improve the customer experience by providing customers with more accurate information on routes with mini loops. The enhancement was seamlessly deployed without taking the app out of production.