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USFfiles

USFfiles. Xythos at the University of San Francisco. Drivers for Web-based File Sharing. 2002 Network Security policy developed Desktop file sharing vulnerability Support load of VPN, virus vulnerability to fac/staff network if run on personal machines to access USF network from home

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USFfiles

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  1. USFfiles Xythos at the University of San Francisco Educating Minds and Hearts to Change the World

  2. Drivers for Web-based File Sharing • 2002 Network Security policy developed • Desktop file sharing vulnerability • Support load of VPN, virus vulnerability to fac/staff network if run on personal machines to access USF network from home • Lack of central backup services • Use of public web server by staff for select file backup • Request from 2001 portal procurement process • Campus Pipeline did not offer; Luminis still does not have what we consider a usable offering • Bb Basic license level • Faculty desire to easily post syllabi and other materials without using Blackboard • Student file sharing desires • Accessibility from off-campus • Ability to keep files for more than one semester Educating Minds and Hearts to Change the World

  3. Why Xythos? • Educause presentation by UT • Cross-platform client support (40% Mac users among fac/staff) • Unix/Linux server platform • LDAP support • Security • Scalability • Imaging and workflow options • San Francisco company Educating Minds and Hearts to Change the World

  4. Implementation Process • Project team formed summer 2004 • Developed scope and objectives • Acquired server hardware and SAN • Xythos support • Install and connection to SAN • Customization to deploy and manage folders by role • Built Single Sign-on connection from SunGard SCT Luminis 3.2 • Beta testing and documentation • Ready in spring 2005 Educating Minds and Hearts to Change the World

  5. Quiet Rollout • Launched summer 2005 with upgrade from Campus Pipeline to Luminis • New tab for faculty, staff and student roles • Quick Start Brochure (portal Help -> Quick Start Guides) • FAQs • No formal announcement Educating Minds and Hearts to Change the World

  6. Early Utilization • 260 Faculty and staff, 820 studentshave files stored in USFfiles • 10% of portal user base • Faculty/Staff have used 4.38 GB of storage; students have used 5.11 GB. Average of 17.25 MB per user for faculty/staff, 6.41 MB for students • Approx. 50 training attendees • 53 help requests logged Educating Minds and Hearts to Change the World

  7. Satisfaction Survey Responses • 73% of faculty and staff and 75% of students who have tried USFfiles are either satisfied or very satisfied. • Majority of remainder are undecided Educating Minds and Hearts to Change the World

  8. Usage Survey Responses • USFfiles users indicated that they use the system to: • Collaborate with colleagues: 18.8% • Work on group projects: 31.2%   • To send/retrieve homework assignments: 43.8%   • To share documents with others: 53.1% • Using in place of attaching large files to e-mail messages: 43.8% Educating Minds and Hearts to Change the World

  9. Usage Survey Responses (cont.) • Other: 40.6% • created restricted access for students to check their grades and class progress • posted software updates for a management simulation • stored presentation files to be accessed while attending conferences, anywhere in the world • stored back-ups • stored a file to be printed from the lab later Educating Minds and Hearts to Change the World

  10. Promotion and Contest • Two new quick start pamphlets • Online tutorials • Contest for 30G iPod: “How can USFfiles be used innovatively to enhance teaching and learning?” Educating Minds and Hearts to Change the World

  11. Challenges • Multiple content repositories • Xythos • Blackboard • Serena Collage web content management • Xtender image/document management system • Innovative Millenium Media Manager • (future) E-portfolio • (future) Records Management Educating Minds and Hearts to Change the World

  12. Lessons Learned • Single Sign-on was a good rollout approach • Would do quiet rollout again; feel more confident about promoting system now that we are familiar with it in production • 100 MB quota may be excessive, at least for starters Educating Minds and Hearts to Change the World

  13. Plans • Cease offering LAN-based file storage for students starting in summer 2006 • Set up a hurdle for web account requests to ensure that the user really needs more robust capabilities than Xythos offers • Require VPN for access to LAN resources, including personal desktop. Ensure that VPN requesters’ needs cannot be met by USFfiles. • Develop LAN-based file storage and automated backup system for USF-owned computers Educating Minds and Hearts to Change the World

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