IT Updates! Phiz. POs, Classrooms, and Mac Labs!

Hello Everyone:

In this update:

• Students, faculty, and staff: New Phiz Campus Directory inside of Malone Xpress
• Staff and faculty: Automated Purchase Order system rollout.
• The Owls are coming. Classroom cameras are changing
• Upgraded Apple/Mac Computer lab JC207 and JC205

New Phiz! (Campus Directory) inside of Malone Xpress

We are pleased to announce that the "Phiz" our campus directory has recently been updated by Levi Muriuki and our Jenzabar summer intern Corvay Chapman. Here are some highlights of the new system:

• Everyone: Mobile friendly so it is more useable when on a smartphone or other mobile device
• Everyone: Improved search. Search results update dynamically while typing.
• Faculty: Improved group interface allows faculty to see their automatically generated course lists (think photo directory so you can learn all your students' names and faces) for any current or future term classes. Previously you had to wait until the class was "in term" (a couple days before class started) before you could see the group.
• Improved information security measures
• Improved look and feel - It now matches the rest of the Malone Xpress platform.

Pleasse check it out on Malone Xpress and give us feedback! There is a link to a feedback form at the top of the Phiz page.

Automated Purchase Order [PO] system rollout

We have been working on an automated method for creating and approving purchase orders for quite some time. Here are some highlights of the new system:

• Automatic PO numbering - you no longer need to call the business office for a number
• Automatic approval routing depending on the account numbers selected in the system and total amount of the PO.
• Choose invoice or CC as the payment type.
• Project mapping if the purchase is part of a larger project or capital request.
• Automatic GL balance lookups for accounts which you have been set up to see in Malone Xpress.
• Soft-encumbrance: This looks at the balance in GL and subtracts any other purchase order amounts which are active in the PO system so you don't accidentally spend the same money twice!
• Check the status of your existing PO's using a saved query.
• The person who originated the PO request will receive an email with a PDF copy of the PO that can be sent to the vendor when the request is approved.
• Once approved, invoices related to the PO can be attached and will automatically be routed for payment when you/they are ready.

We are ready to begin rolling this out to departments one at a time. Please reach out to the IT Help Desk if you are interested in being an early adopter.

The Owls are coming. Classroom cameras will be changing

The Owl cameras are the classroom cameras we originally ordered for the classrooms. They should all arrive sometime in the month of October and will be immediately deployed to classrooms. The Owl cameras will be placed closer to the center of each room since they can "see" 360 degrees. These units have the ability to focus and show whomever is talking through the use of directional microphones. 

Upgraded Apple/Mac Computer lab JC207 and JC205

New iMacs have been installed in the JC207 Mac lab. Overflow workstations in JC205 next door have also been updated. The lab is now 4K video editing capable. Let the IT Help Desk know if you have questions or are looking for a particular software package to be installed. Remember that you can log into the lab availability portlet on Malone Xpress:

to see whether a lab has available computers as well as what software is installed on each workstation. Remember that the lab availability tool only works if you are on campus.

Hyflex Classroom Update 21 August

Using Powerpoint with multiple screens

Remember that each hyflex classrooms has been equipped with a second monitor AND the computer's desktop settings are in extended mode. This means that there are three screens:

• Left (Primary)
• Center (Secondary) meant to be a place you can put your remote participants' video
• Right (Projector)

Triple screens means that Powerpoint might need a a setting change. For instructions on how to choose a different monitor for your presentation, how to duplicate or extend your desktop, and more information on how the monitors are set up, click FAQ393

If you want or need to change settings for displays, the keyboard shortcut is the "Windows Key"+P. The two modes that are recommended in the classroom are:

1. "Extend" where both monitors and the projector behave as three separate screens and
2. "Duplicate" where the second (center) and projector screens mirror each other. The primary (left) screen will still be separate.
3. Remember to leave the room set up for "Extend"'ed mode for the next instructor!

Remember that if you have trouble, you can hit the "Help" button on the black panel on the classroom wall!

Check your classroom and let us know if you have questions about the tech!

The Registrar's office has published the locations for each of your classrooms in Xpress. To see whether your classroom is Hyflex equipped (as well as its current installation status), you can check this spreadsheet (sign in with a malone.edu account required). Let us know right away if you have questions about your particular classroom[s].

Classroom cleaning instructions

Each tote has a QR code which can be scanned with a smart phone to get instructions for cleaning the rooms. Once scanned, your smartphone will go to this web page:

https://helpdesk.malone.edu/helpdesk/WebObjects/Helpdesk.woa/wa/FaqActions/view?faqId=391

which contains both typed out as well as video instructions for how to disinfect the classroom at the end of each session. 

Per the earlier email from Kris Vincent, remember to reutrn all the supplies to the tote when you are finished. Housekeeping will be checking and replenishing the supplies in the tote.

How to get a spreadsheet of your student email addresses

You can retreive a list of email addresses and other information about the students enrolled in your courses from several different locations:

1. Malone Xpress --> "Faculty" tab --> "Faculty Courses" page (on left hand bar) --> "Faculty Course Control" --> "Go directly to" --> "Class list"
2. From the Phiz (see below)
3. From the "Participants" list in Moodle Online Learning.

Each of these options will allow you to download an XLS or CSV file of your students.

Chromebooks and Jamboard

Each classroom is equipped with a Chromebook and stylus in case you want to use Google Jamboard as a whiteboard replacement. You can also use the Chromebook to draw in the Zoom whiteboard. 

We recommend you experiment with this tech prior to employing it in the classroom. If you do use the Chromebooks, please keep the following in mind:

1. Remember to plug the chromebook back in when you are done. You can plug it into power using the USB-C port on either side of the unit.
2. If you have an iPad or other personal tablet/device, you can certainly download Google Jamboard app on them (iOS or Android) and use it instead of the chromebook.
3. Remember to disinfect the chromebook in the same manner as the rest of the room.
4. The stylus is loose in most classrooms. Chromebooks in Regula and some of Timken classrooms have a storage slot for the stlyus on the right side under the keyboard (see pic). let us know if the stylus is missing or lost by sending an email to helpdesk@malone.edu 
   

How to set up a recurring zoom meeting and invite your students

Instructions for setting up a recurring meeting and then also copying that meeting into Google Calendar are in FAQ394

How to set up a recurring Google Meet meeting and invite your students

Instructions for setting up a recurring Google Meet Meeting can be found in FAQ395

Premade class picture directories on the Phiz!

Remember that you can log into Malone Xpress and retrieve a picture directory for each of your class rosters from the Phiz. Follow the instructions found in FAQ241 https://helpdesk.malone.edu/helpdesk/WebObjects/Helpdesk.woa/wa/FaqActions/view?faqId=241

to learn how to access your already-made class groups or to create your own groups.