IT Committee Meeting
12/18/12
Attendees: Vanessa, Marie, Paula (via phone), Aviva, Heather, Erin, Roger
Next meeting: Vanessa to send out invite
Meeting Notes:
- Communication culture – request from Heather
o E-mail used inefficiently – internal conversations going on via e-mail. Issue is volume rather than tone especially given the size of the organization and the fact that nearly everyone is in the office.
o Vanessa to discuss availability of instant messaging tool with UPIC
o Suggestions: think about # of people in cc list. Watch “reply all”. All e-mails don’t have to be responded to. Managers lead by example. Consider half-day with no e-mail (reading or writing) permitted to help culture change. Get groups to talk about this and come up with their own ideas. Change the “instant reply” expectation. Some e-mails should be in ANDAR, portal, etc.
- Digital strategy – Aviva and Vanessa
- Decision made in November to terminate contract with Convio so need to implement alternatives. Timing has now extended to have services available through June. Using this as an opportunity to do a comprehensive digital strategy. Outcomes will include new tools (both replacement for Convio and platform for future work), new/updated processes, and new opportunities for data. Social media guidelines both internal and personal (check out American Red Cross and Socialmediagovernance.com). Aviva to send out project plans.
- Phone system
Scheduled go-live is 1/23-24. Titan has done the pairing from the phone closet to the server room and the rack is ready to install pending moving some furniture around.
Next steps: Complete dial plan and dialed numbers. Cheryl to communicate with executive team. Vanessa to start communications. Work on dial tree. Work on hold music. Work on SQL licenses. Get marketing to work on greetings. Offer phones to Reliant for ½ eBay price if they haul off the switch too J Need the Paytech information – Roger has contacted Titan.
- NavCtr
Secure e-mail requirement: UPIC Barracuda seems to be working fine.
- Donor Data – Paula to set up next meeting – will work with Vanessa to get a date/time set.
- Network/server - Backups are fixed! Ordered new surge protectors and UPS.
No change to the following:
Frankenstein has not been able to resolve the issue with the Junipers yet. Must be either a VLAN or a route issue. The old Cisco may be allowing a rule to be broken that the Juniper smart switch is not. Roger suggests looking at SonicWall. Need to get this done prior to MAP expansion due to lack of addresses.
Label new UPSs and surge protectors with date deployed.
- ePledge redirect
Direct to UPIC now. Server to be decommissioned.
- Haul-out
Vanessa to talk with Nikki about Lowes' project to build shelves – ready to go now- MLK day??. Need $$ for hardware and shelves - Vanessa to ask Cheryl if there is $$ in facilities budget.
Need to get rid of old UPS and the and shelving unit and cellphones need to go to Safeplace
Need to get rid of the drives.
- DHCP
- UPIC has not finished DC2 decommissioning. VPN? DHCP
- New switch installed and is working fine.
- 8 Laptops from Lola Wright grant have arrived but not deployed. Potential for need of more laptops in future due to space planning, no details yet.
This item was from November and Jerry was not here for an update
- Disaster Planning
Do we need a generator for the phone system and/or the DIR Cisco switch to maintain ability to take calls if there is a building power outage? Jerry to discuss with UWATX management and 211/MAP to see if they are willing to pay additional for this.
These items are from October and were not discussed due to lack of time with phone project review.
- Website:
Roles and responsibilities in process. Roger sent a RACI document as a guide.
Aaron has cPanel logon now and is working on an estimate for immediate needs to be done.
Had debrief call with Ian including backups. HOCT images fixed.
Source code control waiting on budget - Aaron recommends GITHUB to track versions so you can roll back and also check out sections at a time so two people can't mess with the same section at the same time and also permits approval of changes.
- Webfilter
NavCtr demo’d one call-center specific product that looked good, looking at one other as well. Jerry will send the info on both to Roger.
- UPIC reports
New report came in on Saturday. Still need details for machines needing to be patched.
Still need to talk with users with full drives.
- Server room A/C
Heat loads for main server room are now low enough that should look at putting this room on main building A/C rather than repairing computer room A/C.
- UPIC hosting MIP
Proposal received, still questions being discussed with UPIC.
- Systems change request form - we discussed Paula's draft and concepts. Vanessa would like this one to be specific to the website. Erin has one for Andar already - send to Paula. Also need to talk with Tammy about MIP changes.
- IT committee logon to new website
Logon is first initial last name (eg - mbaker) - click "lost password" to get a new password link
Vanessa will load up documents for us to refer to
Lost password e-mail comes from default "user at WordPress" – Aviva will check on this