2017 Student Appreciation Dodgeball Tournament Champions!

As a part of Student Employee Appreciation Week at Butler, the HRC hosted the 2nd annual Staff vs. Students dodgeball tournament on April 13th in which brave members of the IT team stood up against many fierce and athletically-gifted students in the double-elimination contest.

2017 IT Dodgeball Teamshot

The aptly named team, IT Just Got Real, battled through multiple rounds of fast-moving foam balls, all while suffering multiple knee and shoulder pains, to pull out the unexpected championship win!

2017 IT Dodgeball Team in ActionAs you may know, IT relies heavily on the skills and efforts of each of our student employees and we were glad to take part in some downtime with them this week.

We’d like to recognize these special students for the help you provide the IT staff and the university: McKenna Albers, Noel Bell, Neel Bhagat, Noah Caracoglia, Richard Clark, Marisa Cozine, Kellie Dominick, Johnny Finfrock, Zach Franklin, Emma Frasier, Anthony Gurovski, Alexandra Hansma, Clara Harig, Seth Herdoiza, Shea Koch, Dylan McElhenny, Jacob Mummert, Dillon O’Donovan, Sabrina Pusatera, Evan Rieger, Kyle Roe, Irving Salinas, Megan Samuelson, Colleen Wilkes, AJ Ikene, Joanna Leahy, Holly Horkavi, Becca Weston, Matthew Homes, Grace Fulwider, Kate Glazer and Maddy Smith.

Thank you students!

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NCAA Effect on Volume of Internet Data

Did you know that on the opening day of the NCAA men’s basketball tournament, Butler experienced the largest amount of data ever to flow through our internet pipes? No? Well, here’s the story…

On any given Thursday during the school year, when students, faculty, and staff are on campus, there are anywhere from 5,000 – 12,500 devices on the network connected to the internet. These devices consist of personal mobile phones and tablets, laptop and desktop computers, phones, servers, and other machines. Naturally, the number of devices in use starts to increase around 8:00a.m. and peaks at 4:00p.m.  

The amount of data these devices pull from the internet follows a similar pattern: usage rates increase around 8:00a.m. followed by a small peak of about 1.5 GB/s at 2:00p.m. when students, faculty, and staff are all on campus. Data usage reaches its maximum level at 1.75 GB/s around 10:00-11:00p.m.when students are relaxing by streaming videos, online gaming, and browsing the web. This is a very typical pattern and our network has been designed to accommodate this demand.

However, Thursday, March 23rd from 1:00-4:00p.m. was not a typical afternoon. As you are well aware, our favorite men’s basketball team was lighting the nets on fire as they dismantled Winthrop, advancing to the round of 32. During those three hours, Butler’s network experienced an unprecedented amount of data throughput, the likes of which this campus has never seen before! The amount of data pushing through those pipes was a whopping 40% higher than all other Thursdays.  It’s safe to say that this caught the attention of our network analysts!

NCAA Game Data Chart

Kudos to our Infrastructure Operations team for building a network that enabled those of us who are basketball fans to enjoy the game anywhere on our wifi and wired internet network. They may be the ones working in the network closet, but they’re also the ones enabling your massive internet appetite!

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Reaching Out with the Ronald McDonald House

Prepared FoodRoy and Rob CookingBy: Julie Hoffman

As part of an on-going initiative to engage in team-building via volunteer activities, a group of 10 staff from Butler IT prepared dinner for the guests of the Ronald McDonald House on March 7th.  In pairs, the group prepared a variety of soups, salad, garlic bread, and homemade desserts for the filled-to-capacity guests.  Ronald McDonald House of Central Indiana provides a home-away-from-home for more than 5,000 families of children every year receiving medical care at Riley Hospital.  A home-cooked meal goes a long way in providing comfort to families during a stressful time period.

Over half of the IT department participated in the event by donating non-perishable food items and monetary funds, baking desserts, and preparing the meal itself; it was truly a group effort.

Earlier this year members of IT volunteered at Gleaner’s Food Bank. In May, IT staff will be volunteering at Joy’s House, an adult day-care facility in Broad Ripple.

IT Volunteer Group

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NCAA Round 1 Watch Party is Live!

Round 1 Watch PartyRound 1 Watch Party Food

Many in the IT department are escaping their desks for a few minutes to watch their beloved Bulldogs light up the nets in Round 1 of the 2017 NCAA men’s basketball tournament and munch on a few snacks this afternoon.

Have no fear Butler campus, despite how it may appear, all services are still being monitored (see open laptops) and projects are still progressing (we’re in a conference room).  If you have an unfortunate tech incident before the clock hits 0.0 and need IT help desk services, feel free to pop by the 3rd floor of Holcomb and fill yourself with buttery popcorn and watch the game while you wait!

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IT Team Building with Comedy Sportz

GUTS Activity Ad AgencyGUTS Activity EvolutionGUTS Activity Ship and Lighthouse

GUTS Activity Evolution

 

 

 

 

 

 

Earlier this week, the IT team participated in a team building and communication workshop, affectionately called GUTS (Group Unity Training Sessions), presented by ComedySportz Indianapolis.  

We were fortunate to have the co-founder of ComedySportz Indianapolis, Ed Trout, and highly skilled ComedySportz player, Beth Perdue-Outland, lead the engaging, interactive, and entertaining activities and open our eyes to what we could learn. Ed shared that there are five pillars at ComedySportz to keep everyone focused on what matters most, and the pillars are what enables their success. The five pillars are:

  1. Pay close attention to others
  2. Find ways to agree on the reality of the situation
  3. Work as a team
  4. Fully commit to the things we do
  5. Have fun and find joy in what you do

Many memories were made during this workshop, which made it possible to create a common platform for conversations to be had in the future about teamwork, communication, fear of failure, and risk taking.  Here are a few of the activities we participated in and the lessons they offered the group:

Snap, 2, 3 – In this game, a duo was to alternate between counting and hand motions that increased with complexity as the activity progressed. While seemingly simple, the task was difficult until the partners understood how best to work together and find their own cadence and path to success.  It taught us the value of paying attention to our team member, and though the relationship may get off to a rocky start, success can be found when the team is focused on the same goal.

Everybody Go… – This silly activity consisted of the large group standing in a circle and one at a time, a team member would make a sound and some kind of gesture that the entire group would agree to do and then mimic it as closely as they could.  Often funny and creating many laughs, the group realized that even though they were doing something silly there was strength in unity and it didn’t seem so silly when you had buy-in from the group.  It really shows others that you respect them when you’re willing to be foolish with them!

Storytelling – The simple instruction to this activity was to again sit in a large group circle and one person at a time, continue to tell the story by sharing just one word. Here we learned the value of listening, not just to the few people in your immediate vicinity, but to the entire group. There was no singular right word; one person’s contribution was equally as valuable as all others telling the story. It wasn’t best for the team for one person to show off by being the funniest or to stand out, but rather the value was in the entire story.

Last Letter/First Letter and What I Heard Was – These exercises were done in partners, requiring each pair to open up to one another and employ close listening skills. Often times in the rush of the day, we don’t get time to say what we really want or are trying to say and, for similar reasons, don’t listen to the entirety of what someone else says. Team building starts with communication and showing respect to others by valuing what they have to say and beginning to understand the unique perspective they bring to the table.

GUTS Activity Group Picture

At the end of the day, Ed left us with a ComedySportz motto, “We play to win, but don’t care if we lose.” This mindset keeps work joyful for them; yes, the goal is to win and make the show enjoyable for the audience, but it can only be had when the individual players put their personal ambitions aside. This approach to success ends up with a win for everyone!

If you’d like to participate in a similar activity, here is a link to their website with more information: Comedy Sportz Team Building.

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Pete Williams Nominated for Tech Educator of the Year!

Congratulations to Pete Williams, Butler University CIO, for being nominated for a 2017 TechPoint Mira Award!  The TechPoint Mira Awards recognize the best of technology in Indiana including categories such as: Rising Star Award, Best New Tech Product, and Innovation of the Year.

Techpoint Mira Award Nominee BadgePete has been nominated as the Tech Educator of the Year.  Also of note, Butler University partner, ClearScholar, was also nominated as New Start Up of the Year for their Butler App product.

Winners will be announced during a black-tie awards ceremony and gala on Saturday, April 29, at The Westin Indianapolis.  For more information, please see the TechPoint Mira Awards website.

Congrats, Pete!

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IT Strategy: An Update from Behind the Scenes

Much effort continues to go into thoughtfully advancing the IT strategy efforts, so we’d like to let you know what is currently going on behind the scenes.

Bruce Arick, Vice President for Finance and Administration, recently visited IT to speak upon and lead us in a discussion of how our daily work helps the university reach its Butler 2020 goals.  Following that discussion, there was a push internally for the department to clarify our own goals, strategies, and objectives.  Since then, a visual map is being developed to connect these things more closely with the Butler 2020 objectives.  This map has been posted in the hallway and will be up through the end of the month so that everyone in the department can provide feedback, ensuring that their daily efforts are reflected in it.

At this time, IT strategy objectives have been mostly clarified, so initiatives and measurements to advance these objectives are starting to take shape as well.  During this process, some strategy objective team leads and participants started to voice concern that the amount of new responsibilities and increased workload on the department have the potential for limiting the amount of service IT can provide to the university.  Due to these concerns, all the team leads will be gathering on March 9th to discuss them as a group to see what efficiencies can be gained by working more closely as a single strategy unit.  We’re hopeful this collaboration will improve our strategic plan effectiveness and the speed of its implementation.

The documented IT strategic plan, from mission and vision statements to strategic pillars and finally to their measurements, has truly been a collective effort by the entire department and is the outcome of all of our combined input and passion.  As we continue to define and implement the strategic plan, we can see the potential to reach new heights and ensure that we attain our vision statement: Differentiate Butler as the University of choice for students, faculty, and staff by anticipating opportunities and serving as a strategic business engine to drive transformation in the Butler community and beyond.

IT Strategy Logo

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IT Partcipating in HRC Fitness Class Pilot

By: Eric Schmidt

Information Technology is working with the Health and Recreation Center to create a culture/team building and wellness initiative for the department.   

Workout Equipment

The HRC has developed a fitness class that will be offered to the entire IT department at two different times, one day a week.  This “Functional Circuit Training” fitness class is a 45-minute session led by a certified personal trainer for anyone from IT wanting to participate.  

This training, designed for all levels of fitness, is a high-volume, low-resistance workout with short rest intervals, geared toward improving muscle tone, while enhancing strength and functional movement, as well as cardiovascular fitness.  The workout involves exercising all major muscle groups in a continuous cycle, alternating between exertion and rest.  This class will utilize the Zone, located in the lower level of the HRC, incorporating functional movement equipment to challenge balance, stamina, improve posture, and enhance dynamic mobility.  An alternative to the fitness class has also been established for those who want to participate but for whatever reason do not want to do the circuit training.  This alternative is individualized walking/running on the indoor track during the same time as the fitness class is offered.   

This is a pilot program being run by HRC and will begin on February 17th and run through May 26th.  HRC is currently working with HR to determine additional benefit ideas around wellness for the university and this pilot will help gather information to aid in that planning.  The fitness class will be optional but highly encouraged for all IT members with the exception of the CIO and the directors – this is mandatory for them.   

From time to time, IT will report out the progress of this pilot program over the next few months and what might be done going forward around wellness initiatives.  Thanks to the HRC for this exciting, new opportunity!

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Exchange Online: To The Cloud!

Since 1999, Butler University has been running an on premise Microsoft Exchange© system. While the system has served us well, the technological landscape has changed significantly since then. As technology intersects our day to day operations more and more, the university’s need to support various systems continues to grow. The landscape in higher education has changed significantly as well. Rising costs have many current generation students asking the question “is it really all worth it?” As such, we need to be good stewards of resources if want to continue to grow, control costs, and be able differentiate ourselves from our competition. With Microsoft, Google© and other competitors offering hosting email services to universities at low cost, switching allows IT staff to focus on initiatives that provide more differentiating value.

Over a period of several years, IT watched as cloud email systems matured and experienced adoption. IT piloted Google Mail for an extended period of time and other systems were reviewed. A decision was made to migrate to Exchange Online, Microsoft’s hosted email system that is a part of the firm’s enterprise cloud platform Office 365. The university was familiar with using Exchange, the lack of licensing costs, the amount of storage, and features were in line with what the university needed.

With a system as important as email, and given the other priorities we have in IT, and the one time nature of the project, it made sense to engage a consulting firm to help speed up implementation. We evaluated several firms and went with SADA©, an outfit from California who has performed hundreds of migrations. Our team worked closely with theirs to envision and implement the environment necessary for migrations to occur. There were many technical hurdles (firewall woes, Voicemail Drama, migration issues to name a few) to jump over, but in the end we were able to get the environment implemented and working.

Over a period of several months, we migrated all the student, alumni, and affiliate mailboxes migrated. With the assistance of the great staff at the Help Desk, Application Operations, Tech Development, and Tier 2 areas helping clients learn new URLS and reconfigure phones, we made it through in one piece (depending on who you talk to :))

A pause in migrations to discuss changes in backup was needed, but in 2017 we are looking forward to migrate faculty and staff mailboxes to complete the migration once and for all.

This project has taught us many things about moving a large enterprise system to the cloud regarding operations, backup, security, support, virtually everything involved in having such a system. We hope that some of these learnings will help future moves to the cloud.

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All about the Butler App

Curious about what’s going on with the Butler App?  Let’s fill you in on where we’ve been and where we’re heading.

In May 2016, High Alpha, in partnership with Butler University, created a startup tech company called ClearScholar to develop a student engagement platform for a mobile-first world.  Amazingly, in just three months, a pilot program was kicked off and the ‘Founding 100’ students started using this new mobile app in August.  Features initially included: a digital student ID, a personalized news feed, an events and classes calendar, and a campus map.

According to Butler CIO, Pete Williams, the partnership between Butler and ClearScholar can be defined as follows: Butler University is the SME (subject matter expert) and ClearScholar is the product developer, marketer and business manager of the company.  To date, Butler’s Marketing and Student Affairs departments have lead the charge in advising ClearScholar on higher ed and student needs, revealing what’s important to student engagement and success.  ClearScholar takes this input and builds increased functionality into the app.  Each has a hand in gathering app requirements and each has a hand in what direction the app takes.  This partnership also includes Butler University being an investor in ClearScholar, providing Butler students and staff a strong influence in the application features and being the first to access these newest features.  Soon, Butler faculty will be an integral part as well in the developing of the Salesforce Advisor Link product which will seamlessly integrate with the Butler App, amongst other things.  Additionally as ClearScholar grows by on boarding other universities, Butler will share in the financial success.  These gains would then be able to be put towards additional innovation at Butler.

butler app shown on iphoneOver time, the original pilot group was slowly expanded and finally, on the first day of the 2017 spring semester, the Butler App pilot came to a close as it was made available to all students, marking a significant milestone in the on-going work between Butler University and ClearScholar!

As you can imagine, the capabilities of the app have greatly expanded since the start of the pilot.  Currently, all students with the app can now utilize improved campus safety tools, input service cases with IT, see their advisor information, be aware of their Dawg Bucks and Flex Dollars balances, interact with polls, and more.  To this, one student recently stated, “This has everything I never knew I needed.”  These services were conceptualized and developed hand-in-hand with Butler’s Student Advisory Board and ClearScholar, and this relationship will continue to guide the direction of the Butler App.  Butler welcomes more input and feedback from all students, staff, and faculty; if you’d like to share, put it in the Comments section below or just email our own Mary Reiman (mreiman@butler.edu) your ideas so we can really knock this app out of the park!

What’s around the corner for the app right now?  Presently, ClearScholar’s top priority is working to improve its campus safety features to increase both the students safety and the police officers’ ability to respond quicker and be more prepared.  Hopefully, these features won’t be the most used on the app, but will provide the most benefit to all in case they are.  Read more about it in ClearScholar’s blog post and learn more of the app’s student safety features.

We’d encourage you to follow ClearScholar’s efforts on this new student engagement platform by reading their blog too or signing up for their newsletter here: https://clearscholar.com/blog/.

The Butler Collegian recently published an article about students’ reactions to the new Butler App, here’s a link: Butler App now available to all students.

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