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Issue 15

Issue 15, May 25, 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. What is ITSM?
  2. Help Us Welcome Kyle Smith to the Helpdesk
  3. How to Move Documents to Microsoft OneDrive
  4. JMP by SAS Institute
  5. Microsoft Online Training
  6. How to Create Slide Masters in Microsoft PowerPoint
  7. Official UTHSC Email Signature
  8. CI is Everywhere!
  9. SPAR, Security Preparedness and Response Initiative
  10. Cybersecurity Tips for a Safer and Happier Summer Vacation
  11. ITS Spotlight: Terron Collier
What is ITSM? 

Lately, ITS has been telling you about the new IT service site that’s coming this summer to replace Footprints (name and go-live date coming soon!). But why are we doing this? 

This is not just a change in tool but also in mindset as we more deeply embrace a concept known as IT service management (ITSM). 

It may sound funny, but ITSM is not about the technology. Instead, it’s about the value that the technology provides in the form of services that we partner with you to define and then deliver and manage end-to-end as efficiently as possible. So we’re not just giving you tools – we’re giving you a strategy behind the tools, the other tools that connect to that tool, an effective cost model, the right people to support all of it, and a robust maintenance plan. And when that technology no longer meets your needs, we’ll move on to something that does. 

Oh sure, we’ve been doing that for years. But this expanded focus on ITSM will allow us to step up our game even more. This is all supported by the new site, which is built on ITIL, probably the most popular set of ITSM best practices in the world. And with a focus on continual improvement, the new site rollout is just the beginning. We are going to keep evolving based on what is valuable to you. 

To learn more about ITSM and ITIL, visit UTHSC’s LinkedIn Learning and watch “What is IT Service Management (ITSM)?” and “ITIL in a Nutshell”. We also will provide more information over the next couple of months via the Daily Digest, ITS newsletter, and other communication methods. 

Help Us Welcome Kyle Smith to the Helpdesk
Kyle Smith joins our ITS Helpdesk from the Best Buy technical assistance group. He's training for the next few weeks but will be answering phones soon, so be sure to give Kyle a warm UTHSC welcome if you talk to him!

How to Move Documents to Microsoft OneDrive

To drag & drop an existing document to OneDrive:  
  1. Open your File Explorer.
  2. Locate your file.
  3. Open OneDrive on o365.uthsc.edu.
  4. Within OneDrive, go to the folder where you want to save the document.
  5. Within File Explorer, left click on the document and drag it to your OneDrive folder.
  6. The document will show “+Copy” as you hover over your OneDrive folder.
  7. Release your left button. You may see an “Uploading” message as the document is saved on OneDrive.
  8. You should then see the document listed in your OneDrive folder.

Now you are ready to start moving your hard drive documents and folders to OneDrive. 

This OneDrive Overview will guide you. Or visit the UTHSC OneDrive website for more information. 

JMP by SAS Institute

JMP is software for data management, analysis, and visualization. It is commonly used in applications such as the design of experiments, scientific research, and quality control. It is powerful in visualizing data interactively, offering tools such as multiple linked graphs and 3D rotating scatterplots. The software consists of two products: JMP and JMP Pro, including everything in JMP, plus advanced techniques for predictive modeling, cross-validation, model comparison, and one-click bootstrapping. A scripting language is also available in JMP and JMP Pro. Learn more about JMP on OIT’s Research Software website. Learn when to use it, where to run it, how to learn, and where to get help.

Learn more about JMP on OIT’s 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:

How to Create Slide Masters in Microsoft PowerPoint
Need something to appear on every PowerPoint slide such as a header or footer? Check out this quick, one-minute video on how to create a slide master.

Official UTHSC Email Signature

All UTHSC employees are required to use a standard email signature that is created from the Email Signature Generator below for all internal and external email communication, and it should not be altered. A consistent email signature provides recipients with an awareness of UTHSC, while also reflecting positively on the professionalism of our institution.

To autogenerate an email signature, login to https://uthsc.edu/brand/email/index.php using your UTHSC NetID/password. Fill out the fields then click Submit.

You are offered one of two options: with or without the UTHSC logo. Select the desired text then add it to Outlook using the following steps:

Windows Users:

  1. Click File > Options > Mail > Signatures.
  2. Click the signature you want to edit. If you don't have a current signature, click New, enter a name, then click OK.
  3. Make your changes in the Edit signature box.
  4. When you are done, select Save > OK.

Mac Users:

  1. Click Outlook Menu > Preferences > Signatures.
  2. Select the signature you want to edit and click Edit. If you don't have a current signature, click +.
  3. In the Signature window, paste the information you copied from the website.
  4. Click the red X to close the window. Click Save.
Lean 6 Sigma
CI is Everywhere!

We often overlook it, but continuous improvement surrounds us! If you think about day-to-day activities, you realize that without CI, many things in our lives would be much different.

Some improvements are just simple audio reminders of things we need to do. Here are examples of how things would change if someone at a company had not once said, “What if we…”

  • The credit card machine sound it makes after charging you reminds you to remove your card (instead of getting distracted and leaving the card behind).
  • The concrete barrier at the end of a parking space prevents you from pulling up too far (or stops you from running into a building if you accidentally press the gas instead of the brake).
  • Car notification reminds you when the oil needs to be changed (instead of you trying to remember the date).
  • The sound the car makes when you forget to buckle your seatbelt (instead of letting you ride around unprotected).
  • The solar-powered speed limit sign that posts your speed (so you know to slow down, if needed).
  • The sound the oven makes when it reaches the preheat temperature (so you don’t have to check the oven several times to make sure it was at the correct temperature).
  • The sound the phone makes to notify you when you receive a text (so you don’t have to just randomly check every so often for a message).
  • The clock on your coffee pot you set to automatically brew the coffee (so it’s ready as soon as you wake up).
  • The snooze button on your alarm clock (to give you that extra 10 minutes of sleep).
SPAR, Security Preparedness and Response Initiative

The Office of Cybersecurity welcomes you to SPAR, our Security Preparedness and Response initiative. As we plan engagements and training material around cybersecurity-related topics, we would like to know which areas of security interest you the most. We are asking for a minute of your time to take a two-question survey about cybersecurity-related topics.

Cybersecurity Tips for a Safer and Happier Summer Vacation
 
There are certainly many gadgets and devices to choose from to stay connected while traveling today. Whether it is a smartphone, laptop, notebook, tablet, all-in-one, or any combination, you still need access to the Internet. Unfortunately, there are bad people out there that specialize in preying on unsuspecting travelers in unfamiliar surroundings just trying to get “connected.” Whether it is getting some work done while on vacation (hopefully not), staying connected with family and friends, or just surfing the Web, hackers know you want to connect and they will do their best to get in the middle of those plans so they can access your device and/or important data, not to mention being more than willing to just steal the device itself if they can.
 
So, with vacation season in full swing, the Office of Cybersecurity wants to offer some tips and advice to help keep your sensitive information and personal devices safe from possible threats.

  • Password protect your device – we cannot emphasize this enough. If it has a screen lock, protect it.
  • Make sure your applications and antivirus software are up to date before you leave – you don’t want to rely on an unsafe connection while you’re traveling to do it.
  • If possible, install a firewall – this will provide an added layer of protection against unauthorized access.
  • Limit password attempts – some devices have an option that will erase all data if the password is entered incorrectly 10 times. Enable this option so that if you lose the device, that is all you will lose.
  • Gotcha tools – you may want to look into anti-theft measures, like remote locking and/or tracking. Some even allow you access to your device’s camera so you can take video or snapshots through a cloud application – talk about red-handed.
  • Disable your wireless (Wi-Fi) connection and Bluetooth when you are not actually using your device to connect to the Internet – better safe than sorry.
  • Bring your charger – don’t charge your devices by plugging into any foreign device. Just plugging into a USB port of a strange device makes you susceptible to malicious software downloads – you don’t even have to click on anything, plugging in is enough. Never plug in or load any foreign media – everything from USB sticks and flash drives to CDs and DVDs, can leave you infected with malware.
  • Contact Details – whether you make a wallpaper screen or include a handwritten note, make sure your local contact information is with your device so it can be returned if someone finds it – yes, it does happen, especially password-protected devices.

Terron Collier
In each issue, we feature one of our amazing ITS team members. We learn more about Terron Collier with our Systems Development team in this segment.

What is your role and how long have you been in ITS at UTHSC? Since starting at UT in 2013, I’ve been able to serve in many roles, currently as an IT Business Analyst.

What is a day in the life of Terron like? To sum it up, every day is a new opportunity to get better even if it’s just by 1%. As the days go on those 1%’s add up. That’s what my day in the life is like. It’s a fun ride so you better hold on!

What is your favorite thing about working at UTHSC? As cliché as it sounds, the people. I’ve developed some great relationships over the years, and I truly appreciate that. Hey, let’s face it…if it wasn’t for the people, we wouldn’t these jobs.

What’s something most people don’t know about you? My first actual job was as a soccer referee for younger kids. And I would red card kids for excessive kicking above the knees and the kids’ moms would get upset with me. Soooo, I would give them yellow cards and all the other parents would laugh. Fun times! 🤣 🤣

Last Published: Jul 28, 2021