IST UPDATES CORE SYSTEMS AND TECHNOLOGIES SPAM MANAGEMENT

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1 IST UPDATES CORE SYSTEMS AND TECHNOLOGIES SPAM MANAGEMENT The IronMail application was upgraded as of February 23, Daily statistics reflect that on an average of 130,000 messages received, 95% were detected as SPAM. The address is still available to report any problems. We are monitoring the queues for any items that may be false positives and taking appropriate action. HIPAA PRIVACY The communication to announce the ZixCorp application moving into the production environment as of March 24, 2005 was delivered via the University Weekly Announcement . The Office of Business Conduct has posted the information on their web site and will also have it printed in HealthExtra. DATA NETWORK UPGRADES In March of 2005, the legacy shared- ten hubs in the CINJ and the MEB were replaced and upgraded to new Cisco switches. With regard to network speed, this brought us from a maximum of 10 mbps shared to a highspeed switched network serviced by a Gigabit Ethernet backbone with switched 10/100 network ports. IST is planning to upgrade the legacy shared- ten network in the Clinical Academic Building in April Once this upgrade is completed, the entire Piscataway and New Brunswick Campuses will be operating on a switched environment with a Gigabit Ethernet back-bone. This is the last phase of this project, and will complete the Piscataway and New Brunswick upgrade project. WIRELESS DEPLOYMENT IST-Telecommunications is working with other branches of IST to make secure wireless network connectivity available in select common gathering locations such as student lounges, faculty lounges, library locations, and designated outside areas on each campus. The wireless project is part of a larger strategic initiative to enhance mobility across the University so that students and faculty will have secure access to resources regardless of their physical location. Site reviews have been completed on all Campuses. Cabling is 95% complete and access point deployment is 80% complete. The remainder of the access points will be deployed in early April 2005 and will be configured by April 18, The target go-live date of this project is April 25,

2 HEALTHCARE SYSTEMS AND TECHNOLOGIES Infrastructure UH Cerner Laboratory Results interface was successfully migrated to the EGATE HL7 Interface Engine during February. Plans to migrate the UMG IDX interface to Logician onto EGATE are complete. Anticipate completion of this interface migration in March 2005 The developed Quest to Logician Results interface is in the process of being tested. HMIS expects a project plan and timeline for completing this interface from Quest. When complete, this will automate the receipt of Quest reference labs for UH, UPA, UMG, and SOM. Logician Activities: Working with UOA to provide them with weekly Logician extracts that are to be fed to an access database to be maintained by UOA for clinical research purposes Planning for a UMG implementation request for the Psoriasis Clinical is underway SOM Center for Children Support (CARE) went on line with Logician SOM Pediatrics is scheduled to go Live in April Epic Activities Preparing to meet with the Newark based Physicians group in order to review Epic Ambulatory Clinical Content Awaiting approvals to purchase technical assistance in extracting Logician data to Epic as part of the conversion process Completed SOM Epic Questionnaire and forwarded it on to Epic for their review as part of the overall planning process to implement Epic on another campus PACS The PACS upgrade to Centricity version 2.0 has been completed. The next stage of the upgrade includes the integration of the RIS and voice recognition systems. 2

3 Scanning and Workflow IST will begin a pilot project for document imaging and workflow which will allow departments to consider scanning and digital storage/retrieval for a variety of needs. The pilot includes components of FP&C and Purchasing, and will begin this spring. The hardware for this project has been received and CORE Systems and Technologies are in the process of staging the equipment. The software is expected to be here within the next couple of weeks. The Upgrade of the existing Document Management System is progressing along nicely; we have started some integration testing with some of the ancillary systems. UNIVERSITY BEHAVIORAL HEALTHCARE CPOE (Computerized Physician Order Entry) The CPOE Module for the UBHC Creative Socio-Medics EMR has been installed on our test server. The dictionaries have been populated to the point that active testing by clinical staff can begin. The CPOE will be tested in an Outpatient setting first with Inpatient coming as a second phase of the roll out. The drop dead date for full roll out and compliance is January 1, 2006 but our plan is to have it completed by October 1, UBHC is working to provide some modest integration of EPIC and Logician with the Creative Socio-Medics EMR so UBHC clinical staff can follow lab work and other limited information on their patients who are also treated at University Hospital. LANDesk About 80% of the UBHC desktop systems have been upgraded to LANDesk 9, with the others on LANDesk 8. Virtually all have had the LANDesk patch manager installed. UBHC is beginning to roll out XP SP2 using this technology. Because of its size we are rolling this major patch out using a secondary server at each location in UBHC. This will greatly reduce the network load to a single transmission of the software across the WAN to the server residing on the location. All desktop systems at that location will get their update from the local server. Department Of Corrections UBHC has gone live with its network connection to the State of New Jersey, Department of Corrections. We will be providing services and some other limited network services to approximately DOC staff now part of the new initiative to provide Quality Mental Health services to the prison population in New Jersey. This initiative will include Tele-Medicine capabilities as we go forward. 3

4 Network and Desktop Security UBHC is part of the IST HIPAA Network Security process and will be integrating all required and suggested network security processes into its own operation. UBHC has been using network authentication for more than 15 years now and does not let any un-authenticated devices on its network segments. In addition all UBHC computers are kept up to date with Semantic Anti-virus software on a daily basis. Combined with LANDesk s ability to review all software and patches on the local desktops, UBHC is able to keep a secure environment. 95% of UBHC desktop computers are now Windows XP and are locked down so that staff can not install any software on their own. This limits our vulnerability from viruses and worms installed from rogue software pulled down from the internet. The IST HIPAA security initiative will make UBHC significantly more secure in that it will continuously review the patch level and anti-virus levels of all computers attaching to the network and provide much better oversight than we are presently able to do. The most recent IST installation of an anti-spam appliance at the UMD interface with the internet has resulted in a dramatic reduction in SPAM throughout UBHC. SPAM is now accounting for about 1% of its previous levels just a few weeks ago. UBHC Staff are extremely pleased with how dramatic the change has been. Microsoft Exchange 2003: Working jointly with IST End User Computing, the UBHC/IST team is establishing an Enterprise Exchange system. Overt the next several years there will be a migration from Group Wise to Exchange, beginning shortly with new accounts and several UMD units already using Exchange as their platform. The Microsoft platform will greatly expand the enterprise capability for group ware (enterprise scheduling, forms, etc.) New Billing Procedures: New Billing procedures instituted over the last few weeks will result in a 50% reduction in the number of billing runs that have to be completed and a significant increase in the speed of bills moving out the door. ACADEMIC SYSTEMS & TECHNOLOGIES Academic Systems and Technologies (AST) has recently installed Sun's Grid Engine to manage its high performance computing (HPC) assets. Grid Engine supports optimal use of computing resource across a "grid" of participating systems and prevents the types of bottlenecks that would occur if full dependence were placed on the native scheduling processes on these systems. At this time AST is using the basic functionality of Grid Engine, but plans to utilize additional functionality in order to optimize throughput for computer intensive jobs across scientific platforms managed by AST. Grid Engine supports policy-based computing and permits extremely granular privileges based on the type of resources a job is requesting and supports the implementation 4

5 of "purchasing" privilege beyond the standard policy. Currently, jobs on AST's Sunfire 6900 are limited to 72 hours and a maximum of 8 CPU's. Investigators are limited to two running jobs at any one time. A design philosophy and associated architecture for Phase II portal deployment has been developed and has received draft approval from IST management. The approach taken focuses on and facilitates the relationships between people, their roles and the tools and services they need to effectively use IT services delivered on both enterprise and unit levels. Pilot projects are underway with a few select groups prior to wider rollout. Training is also underway to introduce the new technologies underlying the portal, integration and data management components the University has procured under the Luminis umbrella. AST is working with WebCT on the migration to VISTA and a possible consortial model for higher ed institutions in the State. The latter will be brokered through NJEDget.Net with UMDNJ serving as the hosting institution. The statewide initiative will depend on external funding for which possible sources are under active investigation. BUSINESS SYSTEMS AND TECHNOLOGIES BANNER 7 The Banner 7.x project is scheduled to Go Live in October The development environment construction, upgrades and reapplication of UMDNJ modifications for all Banner and associated products is well underway. GENERAL HIPAA Security regulations go into effect in April Several changes to current practices at the University will be taking place before then. Changes include more frequent password cycling, more prevalent use of system timeouts and screen savers, more stringent rules for handling security credentials (user id and password), etc. One major impact will be the requirement to authenticate (login) in order to use any UMDNJ network services. Those already connecting to CORE are already compliant. Others will need to move to CORE in order to become compliant. Unit HIPAA Coordinators and technical coordinators are working toward compliance. Key milestones as we approach the deadlineare listed below : April 1st. Return of risk mitigation per fall 2004 risk assessment April 4 th. Return of white-listed items April 8 th. Payroll flyer April 11 th. Begin mandatory authentication rollout April 15 th. Finalize termination procedures April 15 th. Unit attestation/assessment of readiness April 19 th. Completion of online training by all staff April 19 th. Pre-deadline communication to all April 20 th. Memo to leadership attestation/assessment of readiness 5

6 Infrastructure Funding Our recently approved Data/Voice Infrastructure funding plan will result in the upgrade of areas below a defined floor of capability by the end of fiscal This plan has been presented to senior leadership and approved to start beginning July