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Simmons is moving to Workday Student!

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This September, Simmons will reach the first major milestone in our Workday Student implementation.  The Workday Student project is deployed in four stages — Bronze, Silver, Gold and Platinum — and will roll out throughout the remainder of the academic year. Each stage delivers a new set of functionality that builds on prior work. These phases follow methodology recommended by Workday to maximize design and testing time and minimize the need for rework.  The Bronze go-live in September includes the foundational, non-transactional elements which serve as a framework for the new student information system. 

The Bronze implementation lays the foundation for the rest of the Workday Student project in production and has no immediate impact on the Simmons community’s day-to-day work.  No active transactions will be taking place and no student records will be in Workday.  This foundation allows for the Simmons community to prepare for testing of registration and other functions later this fall so that the Silver implementation in March goes smoothly. 

The Workday Student project implementation is a complex, multiyear collaboration between the Simmons Technology project team and more than 30 representatives from across the Simmons Community. Workgroups have been meeting regularly for the past 18 months to identify requirements, clean data, configure, and test the system to meet the needs of Simmons students, faculty, and staff.

Once complete, Workday Student will replace Colleague/AARC — which has been our student information system for over thirty years — with a platform that is current, flexible, highly integrated, and able to meet the Community’s changing needs.

For questions regarding the Workday Student Project, please contact Jane Ritt. 

Data Classification Policy Updates

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Data Classification Policy to permit the secure storage of some sensitive information on Google Shared Drives by enabling rules that prevent our important information from being shared. The new protocol allows Restricted and Private data to be stored in Technology-managed Google shared drives created for your Department. This initiative allows for more flexible remote access to files without sacrificing the security of the familiar Department O-Drive.

For more information about Google Shared drives and using Google File Stream, visit the ServiceDesk website for details, or contact [email protected] to get started.


For questions regarding Information Security, please contact Richard Phung.

Working Remotely: Resources for Staff

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Simmons Technology has pulled together a list of resources and tools that can help you work remotely efficiently and collaboratively:
https://servicedesk.simmons.edu/articles/?action=showEntry&data=6740

The resource page includes links to working with voicemail remotely, using twinning to forward your calls, Zoom tutorials, and other resources that we think will be useful to you. Whenever possible, we have included links to training and help materials.

The Service Desk is also making extended support hours available for phone support. You can find that and other useful information available on our website, https://servicedesk.simmons.edu. 

Information Security: Back to School

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This fall, nearly 20 million students in the US are expected to attend universities. This is an exciting time for Simmons University as our students, faculty, and staff eagerly prepare for the upcoming academic year.

Unfortunately, the return to school provides ample opportunities for hackers, thieves, and other unsavory types who wish to take advantage of people during these particularly busy times. When it comes to information security, it is important for our community to not only be aware of common scams and pitfalls, but to exercise mindful safety and security practices.

Watch Out for Common Scams Targeting College Students

  • Emails that contain “important information about your Simmons account” or a “problem with your registration”
  • Scholarship scams, textbook rental or book-buying scams
  • Tech Support scams where you get a call about a “problem with your computer”
  • IRS scams demanding money for a fake “federal student tax”
  • Messages asking for your login information or passwords
  • Fake friend requests
  • Fake login pages
  • Fake DropBox or Google Docs notices

What can I do?

  • Always think twice before clicking links or opening attachments. If you get a message with an unexpected attachment, contact the sender directly to confirm they actually sent it.
  • Protect your passwords. Never reveal your password to anyone. Use different passwords for different accounts, especially between your work, school, and personal accounts. Reminder: Simmons will NEVER ask you for your password.
  • Protect your stuff. Lock up your belongings or take them with you when you leave. Do not leave your belongings unattended. Always remember your mobile device, and make sure you password protect your devices.
  • Keep your machine clean. Make sure that all of your devices, apps, browsers, and antivirus software are up-to-date. Restart your computer or phone periodically. Delete sensitive information if you no longer need it.
  • Back-up your files regularly. Use storage options that are approved by Simmons Technology to back-up your important information, and also make sure your backups work!
  • See something, say something. Report suspicious activity or suspected scams.


Send any questions or concerns to: [email protected]

Reminder: Technology Procurement Policy

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Not sure how to go about purchasing technology within your department? Check out the Simmons University Department Technology Procurement Policy to answer all of your questions regarding software purchases and more. Here are a few key points to remember:

  • All technology-related purchases must be submitted via the Technology Procurement Request form. This allows Technology to ensure all purchases comply with campus standards including information security, accessibility standards, and compatibility with campus systems.
  • The Technology Department is responsible for funding the annual maintenance of all software used university-wide (exceptions to this policy may be determined on a case-by-case basis).
  • Prior authorization from Technology is required for all technology purchases and commitments, including those made with a credit card.
  • Some peripherals, such as webcams, headsets, and keyboards can be purchased through Workday without consultation from the Technology Department. Check out the pre-approved items in the Zones Punchout in Workday!

For any questions about this policy, please contact Bridget Cullen at [email protected] or 617-521-2402.