Technology

If there’s anything that can be done to make your first year with the NDSU Extension Service better, please contact your supervisor (district director, assistant director or department chair) or Deb Gebeke, Assistant Director, Staff Development.
debra.gebeke@ndsu.edu

Computers, cell phones, satellites. Remember when not too long ago a cordless phone and fax machine were high tech?

Technology is constantly changing, and Extension educators need to consider the most appropriate technologies to reach and teach targeted audiences.

Computers

A computer is probably the most basic tool for carrying out your job efficiently and effectively. Perhaps the second most critical capability is "being linked to the world" via the Internet. The purpose of this module is to provide an overview of some of the basic information technologies (IT) we use in our jobs.

Internet

The NDSU campus and most of our off-campus locations enjoy the benefit of having a high-speed Internet connection. In large part, this connectivity is provided by North Dakota's high-speed network that has been implemented over the past several years.

The Information Technology Department (ITD) is the state agency responsible for the oversight of the state network, and as an increasing portion of our state and local government entities, including school districts, make the most of this network, we find ourselves being "one piece in an exciting and expanding IT puzzle."
As NDSU educators and researchers, we are part of the North Dakota University System (NDUS) and are influenced by its IT policies and directions.
Similarly, as part of NDSU, we work closely with the Department of Information Technology Services (ITS) at NDSU
In addition, for educators located in county offices, we also are influenced by the IT direction of county government.

Hardware/Software

The IT that we probably most directly relate to is the computer in our work area, whether it is in an office, a laboratory, classroom, or vehicle. A challenge is assuring that we are comfortable using it; that is, if the Internet is the "information superhighway," our computer must be the vehicle we use -- just like we need to know how to operate a car, we also need to know how to "drive" our computer.

To increase efficiency, NDSU defines a "baseline" for software and hardware. The assumption is that the majority of our IT needs are met with a relatively small number of computer programs or applications, and that the majority of us have similar IT needs, such as word processing, e-mail, web browsing, web-page development, data analysis (e.g., spreadsheet or data base), and presentation software. Defining a baseline will increase efficiency in several ways, such as, having compatible formats when data files are shared with colleagues, or making it easier for an IT technician to address a problem on your computer. The goal is to define a software baseline that meets 80% of our IT needs.

The concept of a baseline encourages and expects educators and researchers to "go beyond the baseline" by using additional, unique, and innovative software that is needed to complete their tasks. Such non-baseline software, however will be the responsibility of the user, and will not be "centrally" supported by the NDSU agriculture organization.

A similar approach is being considered for hardware; that is, defining a baseline for IT equipment. The two primary components of the hardware baseline will be 1) recommended equipment to purchase at this time, and 2) minimum equipment (even if it is as much as 3 years old) needed to operate the baseline software.

Use of IT

Educators, researchers and staff use a variety of IT applications, and the number of applications is increasing. Common IT applications examples include word processing, e-mail, presentation, web development, and web browsing. Other IT applications include video conferencing, digital photography, graphics, and educational tools such as Blackboard and NetMeeting. This range of applications makes our tasks easier and allows us to accomplish more. But it also requires that we learn and relearn numerous IT applications. You may choose to delve deeper into many other technologies: videoconferencing, digital cameras, global positioning... Just be sure to learn the basics well before jumping onto the bandwagon with the latest "toy".

If you haven't yet received your e-mail user name and password or configured your computer to download your e-mail, contact ACCS.

Training

IT offers tremendous potential but we need to know how to use it.

Most software programs include an online tutorial for learning the software. The ACCS staff highly recommended that all new users complete this tutorial to learn the basics of the software.
Printed manuals rarely come with software these days. Instead, the "manual" is part of the software. Most programs have a Help button on the right end of the tool bar. This Help section can provide answers to many of your questions.
Another software training resource is the Land-Grant Training Alliance. For example, this informal network of university educators (including NDSU trainers) has developed online training for WordPerfect, PowerPoint, Excel and other programs. Unless you are already an expert, go through the tutorial or. This is the common word processing software used by Extension Staff.
Agriculture Communication cooperates with NDSU's Information Technology Services (ITS) on some computer training. Check out the ITS Web Site to learn more about the classes and services offered.
To receive regular technology tips by e-mail, subscribe to "ITS Technology Training News." This weekly or so electronic newsletter comes from Lorna Olsen, ITS technology Trainer. Each brief issue has a term of the week and a tip of the week. She also includes upcoming training sessions open to staff and faculty. Subscribe to this newsletter by sending an e-mail to Lorna Olsen, including your address and phone number. (Your e-mail signature will probably take care of this.) For more topics, see the archives of past newsletters.

Make the time to become familiar with the software you'll use. This investment will pay off with time savings later.

Ordering

The NDSU Extension Service provides opportunities to purchase IT equipment twice a year (July and December). See the hardware baseline mentioned above or e-mail or call the Agriculture Communication Computer Services (ACCS) help desk accs@ndsuext.nodak.edu, 231-9666, if you need help with deciding what computer to buy. Likewise, the staff can provide suggestions about peripherals such as printers, scanners, digital cameras, digital microscope, electronic whiteboards and video conferencing equipment.

Remember, software licensing is the responsibility of each of us. Many of our programs are covered with a site license: this does not mean we can indiscriminately copy the program or install it without limitation. Work with ACCS and ITS to assure that your software is properly licensed.

Support/Help Desk

ACCS, accs@ndsuext.nodak.edu, 231-9666, provides support for hardware, connectivity, and software installation. ACCS offers hands-on computer assistance/consulting, but staff is encouraged to try solving problems on their own before calling the help desk. Since ACCS is responsible for about 1,400 computers for 1,100 users, it is difficult to provide immediate service for every question.

It is helpful if you need to contact the help desk to note the exact language of an error message. This information can provide the technician a quick indication of the problem.

E-mail or call the ACCS help desk if you have a problem that you think may be related to the computer, printer, projection unit, or other piece of equipment. The technicians may be able to talk you through a solution over the phone, or they may ask you to send the equipment in for repair, or they may schedule a time to visit your site. The IT staff is trying a program called Prozy Zen Netmeeting to provide computer support over the internet, thereby reducing response itme, travel time and associated costs.

Security

Securing our IT and data is a function that many of us may not think about much. However, our IT system is frequently subject to external attacks. Although some of these attacks may be aimed at disrupting our data, it is more likely that the unauthorized user is hoping to find a high-speed access to the remainder of the internet. Take steps to help minimize these attacks. For example, protect your passwords, and change them regularly. We will increasingly be expected to participate in a system that requires us to identify ourselves through an electronic identification and authorization process. More on this in the future.

Virus

Protect against virus by installing, regularly using, and regularly updating an anti-virus software. Currently, we generally use McAfee. Also be careful of e-mail messages where you do not recognize the sender. Be especially careful before opening attachments of suspicious e-mail. Delete messages that raise concerns. Also, when you send messaged, include a subject title that clearly states to your recipient that it is a legitimate message.

Back-up

Another critical strategy for IT use is to regularly back-up files, especially date files. This can be accomplished in a number of ways such as CD, tape, or Zip Disk. Choose the strategy that best works for you and your office.

Next Session

Have you already been asked to give a presentation or write a news column? Go To: communications tips.