May 21, 2008 Minutes

EDUCATIONAL TECHNOLOGY ADVISORY
COMMITTEE

ATTENDEES: David Gillett, Duncan Graham, Scott Heffner, Kent McGee, Sheri Mines, Judy Mowrey, Mike Murphy, Fred Sherman, Alex Swanner, Pamela Wilkes

GUESTS: Sharon Luciw, Chien Shih

Convened: 12:32pm

1. APPROVAL OF THE MINUTES (Fred)

· Minutes will stand approved as posted with one adjustment to Agenda Item #3 – change Mac My Way to Math My Way

2. GENERAL NEWS (ALL)

· David Gillette was recently appointed the Senior Security Engineer for ETS

First person hired in the district whose sole job is dedicated to security with regard to the network and systems

3. HARDWARE/SOFTWARE STANDARDS (Sharon)

· Talked about the new office software

Becoming more imperative, at least on the academic side, that we need to move up to the new version

The new version of the Office software is not backward compatible

There is a converter that came out – located on the Mactopia site

Sharon will see that the link gets set out to committee members
The converter doesn’t do a complete job in the sense that you don’t get all the 2007/2008 functionality

Students are coming to school with documents that were created in Office 2007/2008, and are unable to open them and print

· Talked about the Meeting Maker incompatibility with the new Mac OS Leopard

Talked about putting Parallels on the computers until a decision could be made whether to go with the newer version of Meeting Maker, that’s coming out in June, or wait to see what calendaring comes with Banner

If we upgrade Meeting Maker, we have to update everyone at the same time
The browser version works, but people don’t like it

· Had a discussion on multimedia standards and training faculty and staff on how to use the multimedia equipment

Possibly creating a training video
Duncan ask if the smart stations could be created in such a way that there is no need for training

Currently there is a cheat sheet at every station
There should be a label on the cables
Are trying to make them as user friendly as possible

If anyone goes into one of these rooms and something isn’t clear and you have suggestions of how to improve it, short of replacing all the equipment, let ETS know

· Talked a lot about being green

Going to add a duplex printer to the standards sheet as an option

· Apple is going to change their processor speed on the iMac from 2.0 to 2.4
· Scott wanted to complement the more secure classrooms, which seem to have cut down on the number of thefts

4. EIS UPDATE (Chien)

· Current project status - going around and doing an information simulation plan, at both colleges

Telling everyone what the current project status is;
What we should expect after the Banner implementation;
What the colleges should expect in the future after Banner is in place

This step should be complete by the June/July time frame

Opening Day – plan to have a mini summit kick off for the Banner project

The plan is to get everyone involved – staff, faculty, & students
It will be a live demonstration of the Banner System
It will show how the system will impact the student’s daily life starting with registration; how the staff can utilize the system better to help students and from a faculty point of view how things can be integrated to a point that faculty can get grades and all the necessary student information pushed to them

· Have currently embarked upon the backbone steps

Currently working on the hardware selection process

The invitation to bid has already been pushed out to the street
The response from vendors is very good

Have 12-15 vendors showing interest
Last week was the question/answer period – have officially closed this period and are trying to get the questions answered

This process should be completed by May 29^th and the final selection process should begin

· Also in the process of selecting the consultant for the project

Selection teams are going to be convening May 22, to initially review all the pros and cons
Two (2) consulting groups have responded to the RFP

1) Banner
2) SIG (Strata Information Group)

Will evaluate both respondents based upon the set criteria in the RFP
Will recommend to the steering committee by the end of the month

Funding for the consultants are part of the current monies for the EIS project

· In process of going around to find out the important black out dates

This is the date the implementations will start that won’t conflict with such things as:

Registration dates
The end of the quarter, etc.

Hope to have a detailed project calendar by August 15^th, 2008

· Project timeframe for the next three (3) years:

August 2008 – June/July 2009 – The Finance Module
January 2009 – January 2010 (takes into consideration the payroll start) – The HR Module
March/April 2009 – March/April 2011 The Student Module
The total project will conclude the end of 2011

5. WIRELESS UPDATE (Sharon)

· Have gotten through some of the technical hurdles, although not completely resolved, have been able to set it up so authentication can be done using the student ID # or an employee ID #, and a PIN #
· Will start a beta test in June using faculty, student and staff volunteers
· If someone doesn’t know what their employee ID # is, it can be found on their pay stub

If you are both an employee and a student, your ID # should be the same

· The employee PIN # was sent out in a letter a couple of years ago

For those individuals who don’t remember their PIN #, the operations team has put together some web pages on how you can get your PIN # sent to you

This has not been fully tested yet, but the link is:
http://ets.fhda.edu/call_center/employeeid

This PIN # always remains the same in HR even if you have replaced it in certain sections such as to retrieve your pay stub report

· Won’t be able to use the wireless in certain areas unless you put in your Employee # and your PIN #

Without these two numbers you only have access in the libraries and the dinning halls

· The reason why wireless hasn’t moved a little faster is that ETS has been trying to get the middleware to function the way they want it to

Currently using a workaround to allow the beta testing

This will allow us to deploy wireless, while we fix the middleware piece

Had a company called IDFocus working on this particular project

They had completed most of the work but hadn’t done a 100% job, so ETS is trying to clean it up

Have a lot of different equipment, all working well in their own realm, but they have to learn to talk to each other

6. SECURITY PROCEDURES REVIEW (Fred)

· Fred went through the document piece-by-piece

Made a lot of changes since the last iteration, based upon the discussion at the last ETAC meeting; comments from Jeanine Hawk; as well as comments from Ron Levine

For any typo errors, send them to Fred in an e-mail

· Third paragraph under Purpose (p1) was added to very clearly differentiate the type of personal information that doesn’t require protection or notification

Added the table beneath to explain, given the three areas of personal information we have, how each of the areas is handled

· A3 (p2) added to provide parallel language with the previous statements
· F (p2) Computer-Based Information System Manager (CBIS Manager)

Previously read Systems Manager – Jeanine suggested to prevent confusion that it be changed to read a Computer Information Systems Manager
Also added that each employee who is assigned a desktop or laptop computer, will be their own CBIS manager for that computer

· G (p2) this item wasn’t there at all

Had been accidentally dropped off an earlier iteration and was added back on

· I (p3) Changed from Lead College Authority to Lead Authority

We have a lead authority for each of the colleges as well as central services

· K (p3) ETS Incident Response Team - another area that has been added

Later, in the document, identify each group or person that is involved in the process
A team of folks who investigate and respond to security incidences

· Responsibilities A (p3)

The 5^th bullet - a clarification was put in based upon Jeanine Hawk’s suggestion
Last bullet – added the particular law that pertains to this bullet

· B (pp3-4) added an additional bullet to explain what to do before sending a server out to be salvaged or repurposed, if it contains personal data

David Gillett will send Fred some new language for this bullet
Fred will go back to F (p2) and review the language pertaining to the CBIS Manager

· Incident Response Process A (pp4-5) – added the last sentence on the first paragraph

Second paragraph – talks about what you do when you find out you have had a problem on a computing system
Added a paragraph of what do to if a stolen computer is recovered

· B (p5) specifies who needs to be contacted

Added a statement that says who should be contacted if the breach is noticed after work hours
After some discussion it was decided to not only list the contact numbers in the appropriate location(s) in this document but to also put them in a box at the very front of the policy as well

· C (p5) explains who will analyze the breach
· D (p5) included district police and CBIS manager
· E (p5) included district police and CBIS manager in the process

It was agreed to remove the word internal from the bullet following the first sentence in section E

· (p7) made some changes to the first two bullets, at the top of the page, pertaining to the recipients of the After Notification Report
· At this point Fred ask if the document was close enough, with the minor changes to be made, to consider the document ratified by the ETAC committee and ready to go into the governance cycle

The motion was moved and seconded by Scott

The motion was passed unanimously

· Fred has been working on the policy to go with the procedures and will send it out to all committee members for review

Fred will make the minor changes to the procedures and send it out to the committee as well
Will do a final review at the next ETAC meeting and then begin working on a 508 compliance policy

7. FUTURE AGENDA ITEMS (ALL)

· Standing Agenda Items:

Hardware/Software Standards Committee
EIS Update

· Discuss the process for distributing policies through the governance process
· Hyperion Update
· Membership for next year – current members will need to find out from their constituency group if they will be returning or if there will be someone else
· Day and time for the 08/09 Academic year ETAC meetings

8. ADJOURNMENT

· Adjourned: 1:50 pm

Next Meeting: Wednesday, June 18, 2008, 12:30 – 2:00, via video conferencing

Last Updated: Tuesday, June 17, 2008 at 2:13:09 PM
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