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Issue 12

Issue 12, April 13, 2021

This communication was generated by UTHSC Information Technology Services to educate and inform our campus community about available technology tools, training opportunities, news and events that will help you and the university achieve excellence in patient care, education, research, and community service.
In this edition...
  1. Say Goodbye to Skype for Business
  2. Helpdesk Personnel Updates
  3. Planning Your Budget? Let our Project Management Office Help with Technology Purchase!
  4. UTHSC Devices to Screen Lock After 10 Minutes of Inactivity
  5. What is the Difference Between a Zoom Meeting and a Zoom Webinar?
  6. WordStat by Provalis Research, Inc.
  7. Upcoming Training Sessions
  8. Use LinkedIn Learning to ReskillUpskill/ Yourself
  9. ITS and Lean Tips of the Week
  10. Stay Safe From Cybercrime During Tax Time
  11. ITS Spotlight: Deborah Sartin

Say Goodbye to Skype for Business

Microsoft is retiring Skype for Business on July 31, 2021.  We recommend that you move to Microsoft Teams for chat, video, and audio calls now.  With Teams, you can also create groups, store files online, and more. Learn about Teams!

Helpdesk Personnel Updates

Dewana Oliver is leaving our ITS Helpdesk this month, but it is not goodbye forever. Dewana has taken a position in the College of Dentistry. We will miss her very much, but are glad to know her skills can still be put to good use within the university.

We are also welcoming Joseph Callaway as our newest Helpdesk Specialist. Joseph comes to us from the Best Buy Geek Squad and we look forward to his expertise in assisting the campus!

Planning Your Budget? Let our Project Management Office Help with Your Technology Purchases!

Budget Planning and Project Planning go hand in hand. Our ITS Project Management Office (PMO) is partnering with all Colleges, Departments and Business Units as we plan to support new projects for the upcoming fiscal year.

Submitting your project requests to ITS when you submit your budget requests enables us to properly plan and support you throughout the project process.  We have also partnered with our Procurement and Contracts teams to revise the acquisition of technology services process. 

This new process

  • takes the guesswork out of who to contact when you want to implement or purchase software and technology services;
  • gives ITS the opportunity to provide technical guidance before finalizing the contract by making ITS aware of your upcoming purchases/projects.  And, we will add your project to the portfolio queue for prioritization;
  • provides the necessary technical and security reviews to ensure your system is stable and secure by meeting the UTSHC technical standards; and
  • decreases the time to acquire and implement your new solution.

Submit your project requests

Have questions? Contact Deborah Sartin, PMO Director, at dsartin@uthsc.edu or 901.448.2895.

UTHSC Devices to Screen Lock After 10 Minutes of Inactivity

As a security measure, all UTHSC-owned devices will have their screens locked after ten minutes of inactivity, starting in the next few days. This does not log users out of current sessions, just locks the screen. The user will have to log back in to refresh the screen and continue working. This security feature is being implemented to reduce the risk of unauthorized users accessing our devices if a person forgets to lock their screen before leaving the device.

Users should manually lock their devices before leaving them and not wait for the 10-minute inactivity lock.

To lock a Windows device, press Ctrl+Alt+Del or the Windows key + L.

To lock a Mac device, click the Apple icon in the top left menu and then select “Lock Screen.”

If you need more information about this or any other cybersecurity topic, please contact the Office of Cybersecurity at itsecurity@uthsc.edu.

The Difference Between a Zoom Meeting and a Zoom Webinar

You need to schedule a Zoom conference, but should it be a meeting or a webinar? Is there a difference? YES!

Always think Zoom meeting first. A Zoom webinar should be reserved for large public events (300+ attendees) with panelists, where there is little interaction with the participants other than a Q&A.

DIY Meetings

The best thing about a Zoom meeting is YOU are in complete control. You can:

Require Registration

If you are planning a public event and you think it needs to be a webinar, ask users to register to give you a better idea of how many plan to attend. Setting up a registration form is easy with Qualtrics or MS Forms.

Remember, even if someone fills out the registration form, they may not be able to attend. If you get 100 registrations, you may only find that 2/3rds of those actually attend the meeting.

Test before the Meeting

If you are scheduling your first Zoom meeting or have gotten a new computer, one of the most important things you can do is to run a test before the meeting to ensure everything goes smoothly.  

Take 15 minutes out of your workday to schedule a meeting with a couple of co-workers and familiarize yourself with the controls.  For example, the host can:

  • Start a recording
  • Share screen or allow others to share the screen
  • Mute all
  • Turn off participant chat
  • Suspend all participant activities (turns off everyone’s audio and video and stops screen sharing)
  • Lock meeting
For more information, contact the Helpdesk at 901.448.2222 or helpdesk@uthsc.edu.

WordStat by Provalis Research, Inc.

WordStat is software that performs high-speed content analysis on text data. This process is also known as text mining. You may create your own categorization dictionaries within WordStat or import pre-existing subject dictionaries. It can also extract topics automatically using either cluster analysis or latent semantic analysis

Learn more about WordStat on the UTK Research Software website. Learn when to use it, where to run it, how to learn, and where to get help.

Microsoft has some excellent training courses we recommend:

  1. Build collaborative workspaces in Microsoft Teams (April 15 - 2:00 pm - 3:00 pm CST)
  2. Use chat and calling features in Microsoft Teams (April 16 - 1:00 pm - 2:00 pm CST)
  3. Leverage pro tips and tricks for Microsoft Teams (April 21 - 4:00 pm - 5:00 pm CST)
  4. Learn Digital Skills for Jobs in Demand (April 26 - 7:00 am - 7:30 am CST)

Use LinkedIn Learning to Upskill/Reskill Yourself

Work has changed due to COVID, and it seems as if it will never be what it once was. With these changes come some cold, hard facts – certain jobs are not as necessary as they once were.
 
What can you do if you see your job is changing? Reskill yourself by taking LinkedIn Learning courses. LinkedIn Learning is a no cost to you option to learn new skills.

What types of courses are available?

Become a:
  • Bookkeeper
  • Administrative Professional
  • Business Analyst
  • Project Manager
  • Manager
  • Financial Analyst
  • Product Manager
Sharpen your skills:
  • Becoming a Six Sigma Yellow or Green Belt
  • Improving Your Problem-Solving Skills
  • Innovative Customer Service Techniques
  • Office 365 Essential Training
And, more:
  • Staying Positive and Productive during Uncertainty
  • How to Be Promotable
  • A Beginner's Guide to Finding Your Calling
  • Take a Holistic Approach to Advancing Your Career

Log in at https://linkedinlearning.utk.edu/ and click on Browse to start learning a new skill today!

ITS
Dreaming of a Password that Never Expires? It's now possible!

Under the Non-Expiring Password Policy, change your password to a 12 or more character password and the password will never expire! 

Lean 6 Sigma
Power of Purpose

Do you feel you are serving a purpose with your job? Or, if you are a leader, does your staff know what purpose they are serving?

Or, does everyone just have a “do your job and clock out” mentality?

Each day, we are all helping to create doctors, nurses, dentists, audiologists, pharmacists, occupational therapists, researchers, and other healthcare professionals. But, do any of us ever come to work with that mentality?

Have you heard the parable of Christopher Wren and the bricklayers?

Christopher Wren was a famous 18th-century architect who was commissioned to rebuild St. Paul’s Cathedral after the great London fire.

One day while at the cathedral, Wren noticed three bricklayers on a scaffold, all intently working on their craft. Wren approached each man individually and asked the same question, “What are you doing?”

The first man responded that he was a bricklayer, and he was working hard so he could feed his family. 

The second man replied that he was a builder and was building a wall.

But, when Wren asked the third man what he was doing, he got an entirely different answer. “I am a cathedral builder. I am building a great cathedral to The Almighty.”

Now all three men were doing great work, but number three was the hardest worker and later promoted to leader. Why? Because he felt a great purpose in his work.

When you feel your work is contributing to something important, say creating a better healthcare system, you care more about your job. You realize the importance of the end result and are motivated to make sure your work is the best it can be.

This all goes back to the university’s mission statement – “to improve the health and well-being of Tennesseans and the global community by fostering integrated, collaborative, and inclusive education, research, scientific discovery, clinical care, and public service.”

So, next time you are working on a form for admissions or fixing code in a database or answering the phone for a department, remember that your job is helping to improve the health and well-being of Tennesseans. No matter how big or small you think your job is, you are making a difference in the lives of others.

Stay Safe From Cybercrime During Tax Time
Tax season, everyone’s favorite time of year, is already upon us.  This time of year is primetime for online scams. According to the Federal Trade Commission (FTC), tax-related identity theft – when a criminal uses someone else’s Social Security number along with other personal data to file an income tax return (and reap any refunds) – is the most common type of identity theft. Cybercriminals are crafty and continuously looking for ways to steal your personal information. The Internal Revenue Service (IRS) indicates that phishing schemes continue to lead its “dirty dozen” list of tax scams. 
 
The first step is realizing what scams are out there that target taxpayers. If you protect yourself against these unscrupulous schemes, your identity and tax return will be safer and more secure.
 
IRS-IMPERSONATION PHONE SCAMS - Callers claiming to be IRS employees – using fake names and phony IRS ID numbers – may ring you and insist that you owe money, and it must be paid as soon as possible through a gift card or wire service. If the call is not picked up, the scammers often leave an emergency callback request message. The real IRS will not call you and demand immediate payment; in general, it will mail you a bill if you owe money.
 
INCREASE IN PHISHING SCHEMES - Cybercriminals will try to get you to do something so they can steal your personal information. Watch out for unsolicited emails, text messages, social media posts or fake websites that may prompt you to click on a link or to share valuable personal and financial information. 
 
FRAUDULENT TAX RETURNS - The FTC strongly recommends trying to file your tax return as soon as possible. The IRS only accepts one tax return per Social Security number. If the file is yours and it is in early, it becomes impossible for a fraudster to submit another return with your personal information.
 
TAX PREPARER FRAUD - The overwhelming majority of tax preparers provide honest services, but some unsavory individuals may target unsuspecting taxpayers and the result can be refund fraud and/or identity theft. The IRS reminds anyone filing a tax return that their preparer must sign it with their IRS preparer identification number.

Deborah Sartin
Each issue, we feature one of our amazing ITS team members. In this segment, we learn more about Deborah Sartin in our Project Management Office.

What is your role and how long have you been in ITS at UTHSC? I am the new Director of our Project Management Office (PMO). I have been with UTHSC for four months now. I partner with my PMO team, ITS and all of Campus to deliver projects that bring value to our Education, Research, Clinical Care and Public Service mission.

What is a day in the life of Deborah like? Every day is an adventure, very dynamic, and exciting.  The role of project management is about providing solutions that improve our services, increase efficiency, and prepare the campus for the future.  We do this via teamwork. We partner with technical and functional subject matter experts to solve problems and deliver business solutions enabled by technology. 

What is your favorite thing about working at UTHSC? It is very rewarding to work with so many knowledgeable, dedicated, and supporting people who are all committed to ensuring that UTHSC remains one of the top institutions in the nation. 

What’s something most people don’t know about you? I am originally from Memphis. I love this city and the state of Tennessee. There are so many fun things to do and see! I have a two-year-old Godson who is now the focus of my free time as we explore all that the city and state have to offer.  🙂

 

Last Published: Jul 28, 2021