Dear Campus Community,
As TSS progresses with the restoration efforts, we want to provide you with some updates on the software/database systems coming back online. To make it easier for you, we have created individual sections for each software/database item along with a brief narrative of what it is, and where we are with each task.
There are several software systems that are scheduled for restoration across campus, but the following is a list of the initial systems that you will see being restored soon. The systems listed below were selected for initial work due to several factors including the availability of current supporting infrastructure, as well as the impact on the widest population affected, and the operational needs for the College. Some of the systems listed below may be operating with a temporary workaround solution, but these temporary measures are also being corrected to implement sustainable solutions going forward. As the work is completed and systems are brought back online, we will continue to send similar status updates, and add more systems that are in progress to the list.
The following items are currently in progress or will be starting soon with an expected date of completion by the end of the Winter Quarter.
| Program/System | Explanation |
| Datalink | This is the data connection to the State used to download ctcLink data and distribute it to our local SQL databases. This connection has been restored which is an integral piece of the restoration puzzle and impacts many of the other items listed below. |
| Datalink Data Warehouse | This Datalink software is supplied by the State and issued for analysis and reporting of historical data from multiple sources. Now that we have a connection to the State reestablished, the next step is configuring the software so that it works on our systems. This will be completed by the end of the week. (2/2/24) |
| Report Server (SSRS) | As many of you are aware, ransomware wiped out our report server requiring us to build a new one. This is currently in progress and once it is complete and has the proper configuration, we can begin rebuilding individual reports. While the server rebuild will be done prior to the end of Winter Quarter, it will take a significant amount of time to replace the volume of reports lost. However, reports will come back online individually as they become available. ETA: Late March |
| Starfish | This is our advising portal. Due to the ransomware incident, we lost the ability to sync a lot of information from ctcLink to Starfish which meant we had to do manual uploads of the information. We are currently in the testing phase to get that system fully functional again and are excited to report that we expect this to be completed very soon. TSS has completed the programming tasks for this phase of the project. The Starfish team is now testing and evaluating system readiness. |
| Directory | We are pleased to report that we will soon have our campus directory updated and accessible again. The reconstruction of this program will happen in two phases. The first phase will include basic employee information contained in ctcLink (e.g. e-mails, phone) that will be available to staff and students. This phase will be complete by the end of the Winter Quarter. The second phase will include the ability to personalize information a bit (e.g., professional bio, picture etc.) First phase completion expected February 23rd. |
| InstantID | This system will provide ID cards for both students and staff. The software will also capture photos which can then be used by other systems for identification purposes. The client/server setup is complete, and users are working with the vendor for training and testing. TSS is currently working to resolve errors found in testing. These issues are expected to be resolved by February 9th. |
| Neogov Onboarding | This is the HR onboarding software for all Shoreline employees. A file extract has been created for information synchronization to Neogov. TSS is working with HR for the creation of position numbers for every position across campus. This is expected to be completed by March. |
| AIM | The accessibility management system for student accessibility services (SAS) has not been functional since the ransomware incident. This system consists of an automated process for file extraction and information uploads. We will be restoring the system back to full functionality by the end of the quarter. An initial upload will be in place to get the system functional by the end of next week (2/9/24) |
| RAVE | The emergency alerts and operational texting system work is currently in progress. Currently emergency text messaging is in place and working as needed. Shoreline is developing a method for opt-in approval for text messaging which is an FCC requirement for non-emergency texting capabilities. Automated processes for the population and removal of contact information are being updated as well. ETA: Late March |
| Printers | Printers will start rolling out ready for use in select buildings prior to the end of the winter quarter. This process will start with buildings 6000 and 4000 and continue as the infrastructure improvements are put in place. These two buildings are up first because the infrastructure was put in place with the construction of the new Cedar building, and Library (4000 building) already has standalone printing stations for students and staff to use that will be swapped out for the new printers. |
| LinkedIn Learning | Students and employee access to courses on LinkedIn Learning for both education and training purposes. We have crafted a temporary workaround involving a manual upload process, but an automated process is being constructed to upload data from ctcLink to LinkedIn learning, thus allowing it to run more efficiently. ETA: Late March |
| ALMA | A custom file export and upload to the state’s ALMA program for library system. We have crafted a manual workaround, but an automated process is being constructed to upload data from Datalink to ALMA, which will make things more efficient. ETA: March 8th |
The following items are currently in progress or will be starting soon with an expected date of completion by the end of the Spring Quarter.
| Program/System | Explanation |
| Automatic Account Creation | This involves a custom process to build employee and student accounts upon the HR onboarding/offboarding process using ctcLink data. This project will also add efficiency to the previous process in place. |
| ISSM | The international processing system for SEVIS. The server configuration is in progress. Once complete, ISSM may require system recertification with the Department of Education. |
| Slate | This is an application software platform for sending data to ISSM. This involves a process for loading data for a document upload. |
| Formstack | This system is used for the college’s forms for data collection. Although a workaround is currently in place, work is still required to restore the automation for many forms. Basic reports/forms will not require this automation work. |
| Maxient | Tracks student information for specific student demographics. An automated file upload process is being constructed for the rebuild of this system. |
Thank you for your patience. We have made great strides with the restoration process and are excited to be able to share more good news with you soon. If you have any questions, please reach out to Jason Brandon at jbrandon@shoreline.edu
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