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Peralta Community College DistrictDistrict Technology Committee - Meeting Minutes

District Board RoomApril May 24, 2014 – 89:300am – 1210:00pm30pm

Present: Fabian Banga, Vina Cera, Calvin Madlock, Antoine Mehouelley, Bala Sampathraj, Gina LaMonica, Johnnie Fudge, Nate

Heller, Hui Zhang, Mary Louise Zernicke, Antonio Barreiro, Mike Orkin, Manny Uy, Justin Hoffman, . Eric Gravenberg.Guests: Aisha WilliamsAhmad Mansur, John HendricksonPatricia Rom, Linda Sanford (PBC Facilitator) Facilitator/Recorder: Karolyn van Putten, Evelyn Lord (Recorder)Absent: Joshua Boatright, Joseph Bielanski, Eric Gravenberg Mary Louise Zernicke, Gina LaMonica, Nate Heller

Agenda Item and Presenter(s) Discussion Follow-up Action

Decisions(Shared

Agreement/Resolved/

Unresolved?)Meeting Called to Order

Facilitator98:00 45 am

I. Review and Approval of AgendaFacilitator

Agenda was approved unanimously without revisions

II. Review and Approval of Minutes from March April 74, 2014Facilitator

Minutes from the March 7April 4th, 2014 meeting were approved unanimously after revisionsas presented.

Motioned by Vina Cera, Second by Johnnie Fudge

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III. Announcement: PBIM Update Forum on May 2, 2pm, District Office Board RoomIII. PBIM/PBC Timeline

Facilitator/AVCIT Madlock

DTC Facilitator Dr. Karolyn van Putten van Putten mentioned announced that thethere has been a slight adjustment to the PBC timeline; but this won’t affect what the DTC body is doing.

PBIM Update Forum will be today at 2pm at the District Board Room.

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IV. Telephone, Computer, Network and Electronic Mail Use Guidelines, including PS Security Access form/process FINAL (for APPROVAL)IV. PeopleSoft Security Access Request


Laney College Technology Committee noted that there were no provisions for laptop distribution, including a signoff that faculty agree to take responsibility for keeping laptops secure and possibly take on financial responsibility if they lose their laptops.

The DTC body was questioning if laptop will be automatically replaced if faculty will lose their computer? And also about the insurance policy option and how do we deal with repeat offenders?

Evelyn mentioned that some people did borrow some computers from the Library and other Audio visual stuff which they lost and there is no policy that covers this kind of incident.

AVC Madlock wants to set this as goal to update the Technology Use Guidelines and said that we are going to look at this when we have the Annual PBIM SUMMIT on September and review it as goal

Karolyn van Putten made a recommendation for AVC Madlock to add something on this document about social media.

The Technology Guidelines Use draft is approved unanimously with non-abstention as it is presented. AVC Madlock reminded ever member that this is a living document that the committee will revisit annually.

AVC Madlock asked the members how they want to move forward with revisions?. for example with security access request.

VC Orkin is suggesting that AVC Madlock’s department is in charge of the minor changes that occur to this document.

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DTC Facilitator Karolyn van Putten is suggesting that if the change is substantive to what we have currently approved it should be at least acknowledged to the DTC body and perhaps ask for its support and endorsement and if it is minor we just need to be notified of the changes and the document is uploaded to the drop box.

AVC Madlock is saying that the document should live on the Website for the accreditation purpose.

AVC Madlock said perhaps if it is necessary we can bring it to the DTC meeting every time there are some changes.AVC Madlock reminded everyone that we discussed this at the last DTC meeting.

Multiple forms have been consolidated to one single form called PeopleSoft Security Access Request form that you need to fill out and then goes directly to the help desk to track it.

The PeopleSoft Security Access Request has been moved to the chancellor’s cabinet seeking consideration and approval, this form will become effective April 14, 2014 as well.

AVC Madlock mentioned that you will be getting a message about the people Soft Security access along with the instructions on how to use it very soon.

The PeopleSoft Security Access Request form has been integrated in the Computer Use Guidelines document along with the instructions and the form itself.

Evelyn had several suggestions regarding the form based on issues that have come up in the libraries. One recommendation is to include a feedback mechanism in the process to alert the requestor

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if the access request has been approved or denied.

AVC Madlock is hoping that this will help streamline the processV. District/College Technology Responsibilities Matrix (for APPROVAL)V. Review Telephone, Computer, Network and Electronic Mail Use Guidelines FINAL (for approval)


Matrix for college/district technology responsibilities document was handed out to the DTC members and Karolyn van Putten explained briefly to everyone how did this document get to the DTC body?

As result the committee created this document and it is available to the college institutional self-evaluation.

This document is approved first by Eric Gravenberg and second by Dr. Karolyn Van Putten.

Some corrections need to be made as follows:

-The word “Merritt” is misspelled on the document and also domain is wrong.

-VC Orkin said there are two places where we need to change the phone number by email address

1) for District website should [email protected]

2) Where it says Contact Mike Orkin it should be Contact AVC Adela and her email address and VC Mike Orkin with email address instead of the phone number.

The Matrix for College/ District/College Technology Responsibilities document was approved unanimously with no abstention with the changes as suggested.

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AVC Madlock shared that the FERPA Section has been included in the document as recommended at the DTC meeting

There was also a recommendation to add a section on Network Use which was added on part four on page 16 of the Telephone, Computer, Network and Electronic Mail Use Guidelines document.

AVC Madlock is asking the DTC members to review and come up with the feedback which he will be considering.

AVC Madlock went over the Telephone, Computer, Network and Electronic Mail Use Guidelines document with the members, seeking if there are any changes to make to the document.

DTC Facilitator van Putten questioned if the document covers the consequences if the person does not follow the instructions.

AVC Madlock shared that he will take the document to the general counsel to review the language used.

Antonio is suggested using the words “disclose disaggregated Network traffic” in front of Network Data.

DTC Facilitator made a recommendation for DTC members to take this document back to their colleges especially the college technology committees to identify those areas that may need some corrections.

The members have to come back to the next meeting, preparing to finalize the document; however the suggestions need to be sent to AVC Madlock before the next DTC meeting. In time for the document to be revised to incorporate all the changes and the

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suggestions for the next DTC meeting.

The deadline to submit the suggestions to Chief Madlock is Monday April 28, 2013.

VI. Reports from Colleges (Including Interactive Learning Environments/Smart Classrooms status)

College RepsAVCIT Madlock/Facilitator

Bala Sampathraj shared that Alameda College is working on upgrading and refreshing computers and he is also happy to start using new standards for LENOVO company.

Bala Sampathraj explained to the body that at the College of Alameda, they have also upgraded the infrastructures and hired a new instructor for the program.

For 860 Atlantic, there is an ongoing discussion on the Smart Classrooms.

Berkeley City College has been moving slowly on installing the wireless and they are working on this with the director of Technology Services Michael Dioquino.

AVC Madlock mentioned that we are not sure we have the expertise we need in house. He thinks as a solution to the wireless issue we need to hire a vendor who will come in and do an assessment for us.

Antonio Barreiro had a conversation with AVC Madlock who will follow up on the implementation of the wireless technology project.

Antoine said that at Laney College, they are working on a prototype for the classrooms in order to upgrade their interactive learning

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capabilities with projectors, computers, etc.

Laney is also working on budget, including identifying a budget cost center for just IT at Laney CollegeThis item was moved to the end of the Agenda. (Not Covered)Antoine added that they are working on implementing the instructional wireless project and looking at the Wireless vendors which are Areohive, Cisco and Aruba.

Laney is devising a statement for how the college will be using technology to support Student Success.

At Merritt College, they ordered some computers and they are very busy installing them.Mary Louise Zernicke added that the challenge they are having at Merritt College is what to do with the returned computers,Danny Beesley has cleaned up the Merritt webpage, but the issue is who will maintain the homepage after that.There will be training for faculty who want to create their own webpage.

VII. Updates on DTC requests to colleges: DTC memo to college technology committees about 3SP and DTC Requests to College Presidents re District Information Technology spend goal

VII. Update- DTC memo to college technology committeesAVCIT Madlock/Facilitator

Vina Cera reminded the group about the purpose of the Memo and the Sub-Committee that worked on this.

Dr. Karolyn Van Putten was questioning if the colleges that have already done it should redo it again and need to reformat.

President Eric Gravenberg responded yes since this was done by the Sub-Committee and it was time consuming so all the Colleges should use the same format.

President Eric Gravenberg will communicate this offline with AVC Madlock and also copy the campus president. The sub-group composed of AVC Madlock, President Gravenberg and Fabian will meet and write a Memo with the intention to communicate to the

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Colleges how to use this document and suggest a process by which this can be incorporated into the sharing governance activities.Vina Cera sent it out to the DTC members to be reviewed and to be filled out by the Colleges who need to make sure they fit the format.

This item will be back at the next DTC meeting for further talk and to consider for approval.

VIII. Progress toward revising/updating IT Master Plan VIII. District/College Technology Responsibilities Matrix DRAFTAVCIT

Madlock/Facilitator

AVC Madlock shared that he will change “IT Master Plan” to the “District Technology Strategic Plan”.

AVC Madlock said that the sub-group has not met yet purposely because he wants to have enough information on how he is going to rewrite this technology plan that includes the IT strategy.

The next meeting maybe scheduled for the next couple of weeks.

AVC Madlock reported out that he spoke to the Chancellor and he will get little bite of help for at least couple of months.

AVC Madlock shared the update on what he discussed on the first IT Master Plan meeting and couples of documents related to this were passed out.

At the first meeting they discussed some more projects that need to be added to or should be on the District Technology Strategic Plan such as the fsaATLAS for the international student office, an emergency Alert System, Position Control, Time and Labor and Finance upgrade..etc...

AVC Madlock mentioned that it is not too late for the members to advocate for project that they think should be a part of the entire

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Technology Strategic Plan and this document will be a living document that the group can revise as needed.

AVC Madlock mentioned that the sub-committee will have to set up some criteria to determine the priority of these projects and this is going to be a goal.

The class scheduling project will be the top project that need to be done right way and when AVC meets with the Chancellor to remit the top priority projects list , he will make sure this project is included.

AVC Madlock presented the document to the members

AVC Madlock will make the changes suggested by the members to the document and he will bring it back to the next DTC meeting to finalize it.

IX. PeopleSoft Modules Report IX. Update: Process for revising/updating IT Strategic Plan

AVCIT Madlock/Facilitator

AVC Madlock shared that we own 54 people soft modules and we pay around 62,000.00 every quarter for. We actively using 22 people soft modules and we also pay for the ongoing maintenance.

AVC Madlock is looking into revising this and save money for the District.

AVC Madlock shared that the PBC took the recommendation from the DTC and moved it forward to the Chancellor for consideration.The subcommittee met on March 28, 2014 and reviewed the IT Strategy Plan.

AVC Madlock mentioned to members that he wanted to change the name of the IT strategy plan to such a District Wide Plan and he

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also added that the chancellor agreed on this.

The Subcommittee has reviewed the existing IT strategy and identified which projects are still relevant, which ones are completed and which projects they think are important to add to the IT Strategy Plan.

At the next IT Strategy Plan meeting they will prioritize the projects and look at the cost of ownership.

AVC Madlock will come back with the report on this at the next DTC meeting.

X. PS Security AdministratorX. Technology Accessibility Requirements: Information Sharing with District and Colleges Staff

AVCIT Madlock/Facilitator

Not CoveredNot Covered

XI. PBIM Shared Governance Model and PCCD Mission Statement Updates ProcessPBC Facilitator Linda Sanford

Linda Sanford introduced herself to the members as a Laney College retiree and Facilitator of the Planning and Budget Council Committee

Linda Sanford presented to the DTC members Mission Statement Board Policy 1200 document, asking the group to review it and come up with some suggestions and some valuable feedback that she will be incorporating.

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The suggestions need to be sent to her before the next BPC meeting.

Linda Sanford wanted some input from the members on the part related to the DTC, which is “Committee Responsibly and Roles”.

She is hoping to have this document completed and finalized by the end of the semester.

Linda Sanford is suggesting to the members to take this document back to their College Committees and to their College Counsel for further review and feedback.

XI. Interactive Learning Environments (Smart Classrooms) equipment maintenance, custodial maintenance and equipment function support: current status and future planning

Not Covered

XII. District IT Reports/Updates:

AVCIT Madlock/Banga and

DES Ranell Holmes

DTS Michael Dioquino

PCCD Project Manager Aisha-Lorraine Williams XI. . District IT Reports/Updates:

AVCIT Madlock/Banga and

[a)] Distance education matters (Banga):

- Working on a Distance Education Report for the Peralta Community College District

- Working on having a new Moodle site for the summer classes

ba) PeopleSoft Resolution Team Report. Ranell Holmes was reporting out

- Our past meeting was cancelled due to power outage so we did not give all FA status.

- Able to Load applications and assign check list.

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DES Ranell HolmesDTS Michael Dioquino

- Complete verification of the applications reviews- Create Financial Aid terms- Transfer credit required forwarding.- Service indicator is assign to student’s record to indicate the

student’s application status which is viewable by the students and this reminds the students of the incomplete applications requirements.

- Next go live is set for June 5-6-7

b)For the Student Password Reset, we are ready for the final testing.

Admissions Application, the program got tested by the Admissions and Records department, Ranell mentioned that they are wrapping this up and getting ready for productionWe are still experiencing enrollment issues and in IT we are reviewing all the rules. ENG and DFC (Facilities) Report: Michael Dioquino was reporting out

- Nothing really happened for IT at DFC meeting but I did express my concern with the contract review process that the District currently has and the difficulties that IT is facing and want to make sure that the contract is reviewed in timely manner.Working towards ensuring PCCD is in compliance with any state or federal regulations, Tech Services is working on server patching. Server patching helps ensure servers are protected against security vulnerabilities as well as keeping systems operationally stable. Servers are categorized as two areas: PeopleSoft and Non PeopleSoft. PeopleSoft servers are patched during the bundle release cycle. Non PeopleSoft servers are further categorized into two areas: Critical and Non Critical. Critical servers are patched once a month and require staff

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to be on site to ensure the server returns to an operational state. This requires a maintenance window which will most likely be the 3rd Sunday of every month. Non critical servers can be patched automatically without staff intervention during the work week.

dc) IT Strategy Project Updates: Not covered

Financial Aid Module Implementation: Aisha Williams reporting out:

- Process student Loans for approved loan applicant- Truck the student loan and return for calculation

process- Calculate truck satisfactory Academic progress

There is an outage this weekend and the weekend of April 25 thru 27th

This weekend Program Plan Changes will be deployedApril 25th thru April 27th Create Financial Aid Terms, Create Student Cost of Attendance, Begin Packaging, and send Award Letters will be deployedElectronic Content Management (ECM, formerly known as “Document Management System”)

- The project one is undergoing for testing and make sure that DGS has tested everything before we close out the project.he General Services Go Live for the Requisition project has occurred

- Next week we will meet with the vendor to close out the project

- A&R Go Live will be finalized this week- A Demo was performed by the vendor for 60 counselors

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this week- Good feedback was provided, they generally liked it

Academic Advising Module (ECM)

- An initial Statement Of Work review was completed- A good job was done by all Peralta parties for the contract

review, it was a great team effort- We submitted questions to the vendor and received

answersThe contract is in the approval process- CCCApply project has two phases and we are hoping to

move the application to production by Monday since the development is finished and the bugs have been worked out

Web-based Email: Michael Dioquino was reporting out

- Vendors are being propositioned for quotes to implement migration to Google Apps for Education. SADA Systems

- Three vendors can do the work and we don’t have all the numbers from the three vendors and once I have them I will share them with the group and this is Measure E funded for sure.has recommended that PCCD move away from the Outlook client due to functionality issues between Google Calendar and Outlook Calendar. Talks with Cal State East Bay show difficulty in supporting the Outlook Client with Google email/calendar. DTC has to make decision on whether to continue support of Outlook Client with Google Apps for Education.

XII. New Business

Facilitator

XII. New Business

Meeting Adjourns1110:55 35 AM

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Minutes taken: Hayat Guessoum

Attachments: DTC Meeting Agenda – April May 24, 2014DTC Meeting Minutes – March April 47, 2014Matrix for college/district technology responsibilitiesPeopleSoft Security Access Request FormPCCD District Technology Committee (Goals for 2013-2014)Telephone Computer Network and Electronic Mail Use GuidelinesDistrict Technology Strategic Plan.Memorandum to Planning and Budgeting Council.

Missions Statement Board Policy 1200 Matrix for college/district technology responsibilities

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