Operations Division Executive Leadership Team Meeting

April 3, 2018 Minutes

Attendance: Richard Duffett, Jason Berthon-Koch, Shane Scott, Andreas Bohman, Nick Valcik, Gene Shoda, Wendi Hembree

(P&P) Police and Parking: Jason

  • Information Reporting – A protocol has been mapped out on a phone tree for reporting information after an initial emergency has been identified. This information is high level for Cabinet members, Deans, and others coming to campus who need to know contact names and phone numbers as well as backup names and phone numbers. The phone tree protocol does not supersede and may overlap any individual department emergency protocols already in place.

(IS) Information Services: Andreas

  • Microsoft Teams and SharePoint – Moving forward to transition faculty and staff emails to the cloud. Student emails are already in the cloud. Various functionalities of Microsoft, such as Teams and SharePoint, will be utilized and training may be requested by campus members.
  • Microsoft campus visit – Microsoft has completed an initial site visit in partnering with CWU to share ideas in datacenter design. Microsoft will be invited for another site visit so that a larger CWU audience may attend. Stakeholders such as (but not limited to) the Multimodal Center, ITAM, and Facilities Management Department will have an opportunity to interact with Microsoft during this next visit.
  • Multifactor Authentication – IS will be moving forward to present a business case to the budget allocation channels (BTAC, EAC, BAC, etc.) requesting an initial base funding and annual funding for a multi-factor authentication software. The business case will show the risk mitigation strategies to numerous security threats and attacks that happen every day. Persons on campus click on links and provide their CWU credentials frequently causing a greater risk to the University. Multi-factor authentication will add another layer of security to minimize these risks.
  • IT positions – Working to identify all IT positions across campus and how to collaborate to remove redundancies and evolve centralized technology services.
  • Updates – Hiring a Director of Networks and Operations and now recruiting for a Chief Information Security Officer (CISO). Working to improve workflow and streamline business processes.

(Ops) Operations Office: Wendi

  • CWUP 2-50-030 – An older policy was discovered by Environmental Health and Safety that referenced a Conservation, Waste Minimization, and Recycling Committee. The committee is not a University standing committee and has not been in operation for nearly 9 years. This policy will be reviewed.
  • Earth Day April 18– To date, participation is good. There is room for a less than 5 more tables.
  • Newsletter – Operations student journalist will be reaching out to individual departments to gather noteworthy activities happening in our division to highlight in the monthly newsletter. Weekly notes from ELT minutes are also utilized as content.

(VPO) Operations Office: Rick

  • FY19 Budget – On March 28th the annual University budget retreat was held for the purpose of developing the state tuition fund FY19 budget assumptions and determining the preliminary expenditure levels for FY19 fiscal year. During the FY18 budget year overhead and academic support operations experienced a 2% reduction in budget allocation. It was determined that this reduction will be permanent only to overhead and academic support operations. It was also agreed that these operations will be allowed to carryover unspent allocations from the previous fiscal year in order to assist impacted areas adjust to the permanent 2% budget reduction. In addition, certain expenditure categories will now be budgeted centrally. They include University enterprise software costs (PeopleSoft license) and University utilities.
  • SWOT Analysis – The analysis has been distributed and leaders are aware of the issues identified.
  • Master Planning – Andreas, Shane and Gene have time set aside this week to work with their teams and make revisions to the draft Master Plan. Revisions will be submitted to the VPO office for compilation.
  • Cabinet April 4 – Chief of Police will be presenting Emergency Management. Cabinet will review proposed revisions of WAC rules relating to public records requests. Updates will be given regarding accreditation, master plan and budget reports.

(IE) Institutional Effectiveness: Nick

  • Updates – Working to provide tables and dashboards for accreditation needs. Hiring a new Research Analyst for Data Warehouse support. Working on Spring IPEDS submission.

(FM/CPP) Facilities/Capital Planning: Shane

  • Updates– Gene Shoda is helping with project manager coordination to put all projects on one sheet and aligned with the Minor Works list. Some minor works items will be moved to the Project Manager’s office. This single document of all projects will be used for union notifications, campus workload notices and general tracking.

(PMO) Project Management Office: Gene

  • Updates – Accreditation has been added to the SharePoint list of projects. A total of 14 projects are now tracked in one location. Project reporting is consistent and quality of weekly reports is being improved.