Responsibilities Matrix
for Computing Services
Draft: October 10, 2002
The following matrix summarizes a longer paper. Both the paper and this matrix are intended to document the way in which responsibilities for computing services are currently distributed between OIT and other units. The paper was produced by a OIT committee chaired by the CTO, and has been reviewed within OIT. OIT is asking for individuals and groups throughout the University to review it and provide feedback. While we would welcome feedback of any kind, we are primarily interested in knowing of areas where the responsibilities need to be adjusted.
In case this format doesn’t show up well in printing, here’s a copy that uses a more conventional format.
| Issue | OIT | Dept and other suppliers |
| Networking: | ||
| Backbone (between buildings) | OIT responsibility | |
| Wiring within buildings | OIT or a contractor to OIT will do. OIT has wiring standards, and maintains central documentation of wiring plant. Project Management process to provide coordination/single point of contact for depts | Wiring is funded by depts. or building budget. Normally done by OIT or OIT contractor. Must follow standards and update documentation. |
| Adds, moves, changes involving wiring | As above | As above |
| Switches and other network equipment | Manage switches installed by RUNet or Project Management process. | Responsible for design and operation of LANs, purchase of equipment, operations of all except switches purchased through RUNet or PM process. Can assume responsibility for those under guidelines being developed. |
| Servers and other equipment | OIT transition teams will help with assessment, planning, and design. Can operate under contract. | Responsible for design and operation of all equipment. |
| Network addresses/host names | OIT Hostmaster has overall responsibility for IP addresses and hostnames. Provides tools for departments to manage data themselves. Operates DHCP service. | Responsible for keeping data about their systems up to date, and keeping up to date contacts for networks and systems. |
| Wireless networks | Documents standards/security requirements (in process). Has a recommended approach. Can install and operate under contract. | Responsible for funding wireless in their buildings, following standards, coordinating with other units vicinity about overlap. |
| Voice Services | Manages University voice systems. Does installations, upgrades, etc. Works with depts. and vendors to specify and procure systems. All wiring/installation done by OIT or OIT-approved technicians. | Responsible for funding telephones and other voice services. Work with OIT in design/procurement. |
| Video | RU-TV joint between OIT and University Relations. Can handle video needs from developing programming to installing video wiring. Stream video servers available from OIT or UR. | Responsible for funding any video installations. May develop their own programming, run video-related services, but any wiring should be coordinated with OIT. |
| Network Access | Operates Internet, I2 connections, firewall, VPN, NAT service, dialups. | May operate VPN, NAT, dialups. Must follow University Accept Use Policy, controlling access to authorized persons only, maintaining appropriate logs. |
| Residence Hall Networking | Operates networks in all but 4 building/groups. Provides support to residents in setup, monitors usage, takes action for excess use | Resident responsible for Ethernet card, registering computer, abiding by AUP/Resnet policies, not using excessive bandwidth |
| Computer Systems | ||
| Departmental IT Planning | Provides planning assistance/consulting without charge. Charge for implementation. | Depts responsible for IT planning, implementing services within dept |
| Hardware sales | Computer store provides negotiated price for common systems. For fee can install, configure, customize | Responsible for purchasing , installing, configuring computers, in accordance with University policies. Systems should be configured in accordance with a dept security plan. |
| Computer repair | NB Computer Repair authorized for several vendors, can arrange shipment to other campuses. Newark can do PCs. Recommend using NB for Apples. | Responsible for maintenance of equipment, to the extent not covered by warrantees. |
| Systems administration | Services to help departments include contract staff, 2nd level support for dept staff, contract operations. See support section below for the full list of services. | Responsible for administering all systems they purchased. Must take into account security, software updates, backups, disaster planning, etc. AUP and Standards for Management document requirements for security, privacy, logging, handling incidents. |
| Staffing | OIT HR can provide resumes to depts. and HR and Directors can provide assistance with job descriptions and candidate assessments on a limited basis. | Responsible for hiring staff. |
| Software | Site licenses, public software mirror, training, limited help desk support, software in public labs. Note particularly the site license for McAfee anti-virus | Responsible for providing software for their systems, making sure it is properly licensed, and that all staff understand responsibilities for intellectual property. Also responsible for keeping up to date on security and other updates. |
| Applications | Administrative Computing Services responsible for key University-wide applications. NBCS has consulting group that will develop web-based applications for departments. | Departments developing applications should consult with OIT at an early stage on any projects that will use University data, which would benefit from integration with OIT applications, or which use technology that may have wider application within the University. Should also coordinate authentication with OIT, and following best security practices. |
| Departmental labs | Except where historical arrangements are in effect, OIT does not provide staff for dept labs. However labs have special requirements, and can benefit by consulting with OIT on network bandwidth and strategies for automating administration. | Departments are responsible for arranging all aspects of support for departmental labs. However in many cases some funding is available from student fees. Allocation is handled at the campus level. |
| Accessibility | An ADA coordinator is available through Information Protection. This division can provide advice, and knows about availability of resources both within Rutgers and the State | All units in the University are responsible to make all services accessible to users with disabilities. |
| Security | ||
| Security planning | Template for developing security plan, and a variety of technical resources. Will consult with departments without charge. | Responsible for security of their systems and networks. We strongly recommend having a security plan. |
| Security training | Can help arrange for security training. Provides some training internally and has contacts with external sources. OIT will come to departments to do awareness training. | Responsible to see that all staff have training, whether security awareness for users or more specialized skills for system administrators. |
| Scanning | Regularly scans all systems at Rutgers for vulnerabilities. | Expected to deal with significant vulnerabilities exposed by scans. Departments with firewalls or particularly sensitive data may need to do their own scans. |
| Virus protection | McAfee virus protection software available without charge. Email through OIT systems is scanned for viruses. | Responsible to make sure that systems are protected, through an appropriate combination of virus protection software, mail filtering, and other means. |
| Departmental Firewalls | Recommended approaches for implementing firewalls. Consultation with departments on requirements and implementation. OIT will do implementations on a chargeable basis. Reduced price for Zonealarm | Most departments today need a network-level firewall or host-based firewall software. It is the responsibility of departments to assess their security needs and implement firewalls where necessary. |
| University Firewall | University firewall, which protects the University for certain common types of attack from the Internet | Departments need to make use of the VPN (Virtual Private Network) to access services such as Windows filesharing that are protected by the firewall from outside Rutgers. |
| Incident handling | Processes complaints of abuse and security breaches from systems inside Rutgers. Reports are forwarded to the administrators of the systems where the problem occurred. | Staff are expected to deal with abuse and other attacks coming from their systems in a timely fashion. Often means significant changes to software or configurations to improve security. |
| Authentication | In appropriate circumstances, can give departments access to OIT accounts/NetIDs and passwords, via RADIUS or LDAP. | Responsible for controlling access to their systems, implementing password policies as appropriate, and setting and enforcing policies needed to maintain password quality and prevent inappropriate sharing. Use SSL or equivalent to protect passwords. |
| Common Computer Services | ||
| Mail servers available to all faculty, staff, students, and can also support many departmental email needs. | Departments that run their own mail servers should make sure that they handle security issues such as not relaying spam and protecting against viruses. | |
| Mailing lists | Systems for lists where readers join, or an owner creates members. Lists can be automatically generated from administrative data and class membership. | Departments should review policies about bulk email. There are legal, policy and technical issues. |
| Web hosting | Can host web pages for individuals and web sites for departments and projects. Staff are available on contract basis to create and maintain sites. | Web servers have a history of security problems. It is particularly important to keep all web-related software up to date. |
| File storage | Can provide storage on central systems. There may be a charge for unusually large storage and for doing backups of user/departmental systems. | Departments that run file servers should be aware that Microsoft file sharing protocols have a history of security problems. Critical to review security-related settings and keep software up to date. |
| DNS (Domain Name Server) Services for associated organizations | Can provide limited DNS service for organizations associated with Rutgers. Typically these are .org names for web sites. | Responsible for working with a domain registrar to register the name and pay the annual fee. OIT can do the technical implementation. |
| Online discussion groups | Provides several types of discussion group services, e.g. via WebCT or Blackboard. | |
| Calendar Service | Central calendar service, currently in pilot. | Departments who use the OIT service and that want resources such as conference room in the system will need to assign someone to maintain information about them. |
| Research Support | ||
| General-purpose UNIX timesharing | General-access UNIX systems available to all faculty, staff and students | Faculty, staff and students can create accounts for themselves. |
| Large-scale parallel computing | OIT has made arrangements with CAIP to provide access to large-scale parallel computing. | Researchers will need to apply for access to CAIP, and work with CAIP staff to make sure that their tasks are appropriate for these facilities. |
| High-performance computing project | This project is now independent of OIT. | Researchers interested in cluster computing should contact the HPC Project |
| Large dataset system | OIT manages a system in cooperation with a group of researchers doing large-scale statistical work | Management of the facility is under the guidance of a committee of researchers, who review prospective users. All users will need to obtain smart cards for access. |
| Instructional Support | ||
| Computing labs | Labs are available on all campuses for students, faculty, and staff. | Faculty are asked to request new software as early as possible. It can take up to 90 days to install. |
| Instructional microlabs | These facilities can be reserved for hands-on use in class. | |
| Networked classrooms | OIT provides network support for these classrooms. | |
| OIT web hosting | Many faculty use OIT systems for course-related web pages. | The TEC’s work with departments to provide training and assistance in using these systems for coursework. |
| Web-based instructional systems | WebCT in NB and Camden, and Blackboard in Newark, in cooperation with the TECs. | The TEC’s work with departments to help apply technology to courses. Some funding is available through the TECs and other sources |
| Training and consulting | While OIT provides support for anyone using its systems, the primary support for faculty in instructional use of technology is from the Library and the TECs | |
| Optical scanners | Scanners available through OIT in Newark and Camden, and the TEC in NB | |
| Outreach | ||
| Available to work with departments on Rutgers-related Outreach activities that require Information Technology. | ||
| Information and Training | ||
| for Individuals | ||
| Help desk | Help desks are the primary support for all OIT services | |
| Training courses | Training is done by OIT, the Libraries and the TEC’s. In NB, the TEC focuses on desktop productivity tools, and OIT on more specialized topics. | |
| FAQs | Online answers to Frequently Asked Questions on a variety of topics. | |
| Documentation and how-tos | Available on the OIT web sites and public locations such as labs | |
| Student lab consultation | Staff in labs are trained to help students on a variety of topics | |
| Student orientation and open houses | OIT would like to make contact with students and prospective students as early as possible. | We would ask units to contact OIT about programs for prospective students and new students, and to include OIT presentations and material. |
| New faculty and staff orientations | OIT will be working with UHR to provide orientations for new faculty and staff. | |
| for Departments and support staff | ||
| Monthly operating system meetings | Regular meetings on all campuses for support staff dealing in key technology areas. | Make sure that their staff participate in activities that are relevant to their job functions. |
| Other meetings for support staff | Special meetings to brief and consult with staff in departments on key technologies. Includes expositions, demonstrations and technology briefings. | |
| Mailing lists | Mailing lists for staff involved in support of most key technology areas. Provide information, feedback, and self-help. | Make sure that staff register for mailing lists that are relevant to their job functions. |
| Online information | There are web sites and other online information in most key technology areas. | |
| Training for departmental staff | Training for technical staff, focusing on major operating systems and security issues. OIT can help departments identify sources of training for other IT areas. | Departments should have professional development plans for all technical staff. It is important to allot significant time for structured training and self-study. |
| Arranged training | Can come into departments to provide training for new software for staff, as well as for courses that use OIT services | |
| Evaluation facilities | Can provide access to a lab that has PCs with a variety of operating systems, so that staff can get hands-on experience before doing an implementation. |
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