Information and Instructional Technology Policy Subcommittee Page 4
Information and Instructional Technology Policy Subcommittee
Minutes
October 9, 2015, 2:00 – 3:00 pm SSB324
Attending: Mike Hart, Andrea Gonzales, Kevin Taylor, Nick Pistentis, Diane Watkins, Nicolas Cachanosky, Dave Schuette, James Lyall, Mike Wolf, Ben LeDoux, Jessica Wylke (attending for Jackie Maldonado), Myron Anderson, Sheila Rucki, Erik Peterson (attending for Emily Ondracek-Peterson), Mai Linh Nguyen, Ann Sanders (for Maggie Schaeffer).
Absent: Patsy Hernandez, Michael Erskine
Procedural Items:
1. Review of Minutes of last meeting.
A motion was made by Nicolas Cachanosky and seconded by Mike Wolf to approve the minutes of the 8-28-15 meeting. Approved.
Announcements and Updates:
1. Membership Updates
a. Myron Anderson from School of Education
b. Emily Ondracek-Peterson from College of LAS (Erik Peterson will attend as her proxy for this meeting.)
c. Sheila Rucki, temporarily serving as representative for Faculty Senate.
d. Jaqueline Moldanado from Student Government (Jessica Wylke attending as proxy)
e. Mai Linh Nguyen from Marketing and Communications
f. The webpage will need to be updated to reflect the change in membership. The team was encouraged to become comfortable with the Office 365 tools.
2. Current and Recent IT Services Projects
a. Wireless Network Changes
Changes have been made campus-wide for separate networks for the institutions to provide better performance. Users on the guest network were reduced from 45,000 to 26,000; the Metro State wireless connection will give a better connection.
b. Interim ConnectU
The student hub and new ConnectU for staff and faculty are up and running. Changes and updates to the information can be made quickly.
c. Recruiter
The switch is about to be turned on for Recruiter; the first office to go live will be the Admissions Office. DegreeWorks will go live on Friday, October 16. Links will appear on the Faculty/Staff page, and the appropriate platform links will appear on the student hub. DegreeWorks is a degree audit system that includes degree mapping and planning; it will allow more self-service access for students. Faculty training is in process.
d. ITS Newsletter
The ITS newsletter came out recently; let Mike Hart know if you did not receive it.
e. Banner Infrastructure Migration
On September 12, all of the Banner servers were taken off the three year old server structure, which will make it more reliable.
f. Office 365 – Continued Rollout
There will be continued training on Office 365 showing more of the functions and features such as Skype for Business and screen sharing.
g. Upcoming projects:
Timesheet training will allow timesheets to be completed directly in Banner. Most of the student assistants are doing it now; the roll out is spring semester for everyone else.
3. Upcoming IT Services Projects
a. DegreeWorks
As stated above, DegreeWorks will go live on Friday, October 16.
b. Web Time Entry
As stated above, this program will be rolled out in the Spring semester for everyone.
c. FLAC Module
The module provides calculations for faculty salaries.
d. Security Audits
Starting this month, a PCI assessment is in process to ensure that rules are being followed for MasterCard and Visa; there will be a risk assessment system-side and a focused security assessment.
e. Recruiter for Graduate Programs
In early February 2016, applications will be electronic for Graduate programs.
f. Acalog Integration / Curriculog Implementation
There is duplicate data entry right now, but we are in the process of scoping it to see how much we can do and how quickly. There will be 16-17 projects that will be on the list of priorities and resources; approval of the list will be required.
g. CASification of additional systems and services
CAS is a central authentication system; it will create a ticket so the user does not have to log into other systems. It will also log the user out of all systems at once. There will be fewer passwords to remember and fewer login interactions.
h. Disaster Recovery Planning
The disaster recovery planning is always ongoing; Colorado Heights University (CHU) will present its own set of problems.
i. EAB Analysis
The Academic Performance Solutions is working.
j. EAB Student Success Collaborative Campus Solution
k. RAVE Implementation for MSU Denver
The implementation of RAVE has been a problem with all the institutions on campus; everyone will have to follow the same rules for updating and uploading the database. Once MSU Denver is separated, they will have their own notification on RAVE. AHEC will be able to click and send to all.
l. Project and Portfolio Management
This is a solution to handle projects.
m. Software/Hardware Asset Management
4. Projects Contingent on One-Time Funding
a. Account Provisioning and De-Provisioning system (Phase I)
b. VOIP Phase I
The campus has until July 2017 to replace the VOIP system; we are working with AHEC for the solution.
c. Classroom / Learning Space Upgrades
Any upgrades are dependent on funding.
d. Blackboard Learn Upgrade and Implementation of Analytics
5. 2016-17 Potential Projects Contingent on Budget Request Process
a. DegreeWorks – final phase
b. Banner Travel and Expense Module
c. Account Provisioning and De-Provisioning system (Phase II)
d. VOIP Phase II
e. Classroom / Learning Space Upgrades
f. Network Equipment Replacement – 600k a year to keep them running
g. Server/Storage/Datacenter replacement
h. Banner XE Upgrade – many different modules
i. Position Management Module
j. PeopleAdmin – Banner Integration
*The above list of requests will go forward for approval in early December for 2016-17 funding.
Items for Discussion/Recommendation:
1. Review of draft policies:
a. Existing Main Draft Policy
There are 24 policies that match the areas covered by the 2009 policy document. The team was encouraged to go through the draft policies; the purpose is to simplify and rewrite the policies to a general, high-level understanding. A date needs to be set for feedback. Mike recommended that the team review the 129 page policy document before working on the draft policy document.
b. University Data Retention Policies
The team will review the University of Colorado, Boulder policy to determine if it meets the campus’ needs. The document has too much detail; the final document will be brief and in the format of existing policies.
c. Information Sharing Agreements
The policy for Information Sharing was created from necessity. There isn’t a policy that outlines the sharing of data inside or outside the institution. The team was encouraged to review the draft policy and provide feedback to Mike Hart. A process needs to be provided to make sure about notification or authorization from our users.
Next Meeting:
1. An online meeting will be scheduled for next month. Mike will review calendars and send out an invite to the meeting.
Adjourned: 3:00 p.m.