June 10, 2009 Minutes

EDUCATIONAL TECHNOLOGY ADVISORY
COMMITTEE

June 10, 2009

ATTENDEES: Stan Judkins, Sherri Mines, Leif Nelson, Jerry Rosenberg, Alex Swanner

GUESTS: Sharon Luciw, Chien Shih

Convened:  12:34 pm

1.  INTRODUCTIONS (All)

2. APPROVAL OF THE MINUTES (Fred)

• Will stand approved as posted

•   There was a thank you to ETS for wireless going into the Science center on the De Anza campus

•   Jerry suggested that a document be produced that recommends the best strategy for charging laptop computers

  According to Stan, Apple suggests that you run their battery down until it gives you a warning that it is ready to fail

•   Jerry ask about the Tutor Tracker software and wanted to know if there is a process or group that takes a look at software

   The ETS team looks at technology purchases and has been doing so all a long
  The first approach when wanting to buy or implement any technology at the district is to contact ETS first so we can work it through with you about what the best approach is for implementing that particular solution

  ETS doesn't want to be the roadblock for implementation but wants to look at several different angles of the purchase

  Some things that need to be put into consideration when you purchase a software or hardware are: what platform, what operating system, type of the maintenance contract, what are the ongoing costs for three years, the refresh cycle.  Also need to consider the security and the data distribution model.  What is the business driver?

  Anytime there is an idea for a technology project it should be brought directly to ETS management at its inception in order to help with a purchase that will fit into the existing environment and work for you and meet your needs

•  Had a meeting Tuesday, June 9th

  Prior to meeting had sent out a new configuration for the Apple laptop
  Will probably move from the MacBook to the MacBook Pro

  Now comes in a 13" model
  Processor speed went up
  Price went down by a couple of hundred

  Once approved by the team, will forward to Purchasing and post new standard on the web

•  Major task that was achieved in May was to complete the system load testing using 5,000 simultaneous users logging on

•  Froze the test environment and migrated everything into the production and preproduction environment

• Will start user training this month in preparation for the Finance Go Live of July 1^st

  Expect to train approximately 350 users combined on both campuses

•  Finished the security class set ups

  Can log into a system based upon the function allowed which was defined by the finance group
  Each user will see different tabs and content based upon their sign on

•  Waiting for certification of the department and then sign-off by the Controller, this week, in order to go live July 1st

  Will then begin doing the final testing from now until June 30th
  Will do integrated and solo process testing
  Don't see any critical issues at this stage

• Working with Sungard to define the next phase of the project, which is HR and then Student

  HR goes live in January 2010
  SI goes lives in April for Summer registration 2010

•  Out of necessity got a new Sungard Banner Project Manager – Debra Treacy

  Has 28 years of Banner experience

•  The focus for the next two modules (HR & SI) is a more issue and solution driven approach

Sharon has gone to the FR Banner training, which is two hours long

Feels that it could be longer based on peoples questions
Goes by very fast and is an easy system to learn
Currently have a workflow for handling technology purchases and the prioritization of the deployment of those purchases

Paper PR's are going away and in order to keep control of the work flow of technology purchases and deployment  - planning on creating a form, on line, on the technology website (there will be one for each location – DA, FH & CS) that will go to the FF&E coordinator

After the proper approval, the request will be entered into Banner as a PR, by the FF& E coordinator, and it will then go through the electronic approval process that is associated with the FOAP – which has been set up by the Finance department, based on the organizational hierarchy
Want to make certain that the PR is correct with no mistakes because once it goes to Purchasing and is rejected, the requester must start all over again by reentering the PR into the system again

Sharon will have the workflow attached to this months meeting notes

Technology requests will be brought to the FF&E prioritization meeting (Lydia Hearn represents the Deans on the DA campus) with the campuses so it can be scheduled for deployment and also brought to the weekly FF&E coordination meetings

If it is a single or replacement computer the FF&E coordinator can go directly to the Tech Services Supervisor for a deployment date

After a PR is input into the system the FF&E coordinator needs to e-mail the PR Number to the requester so they can track it through the system

The technology approval process does not follow the normal hierarchal approval process

•  According to Jerry, when looking at the work flow, need to make sure that you ask the end user what their needs are in that work flow

  Sharon will make some adjustments to the flow, based upon today's input, and will have them added to the minutes

  Will go live with this process and as we get more feedback, will make adjustments

•  There is a support group for California Community College users of Banner it is the 3CBG user group

  Have an on-line posting
  If an end user in the district has a question, they can call the Call Center at 8324 (first line of traffic director) so their question can be routed to the appropriate person

  There are key persons in Finance that are subject matter experts (power users) in Banner and this will be the same with HR & Student
  If an end user's question can not be answered by the subject matter expert, the third line of defense is the ETS program developer and technology person, if there is still no answer then there is an action line which is a direct Sungard channel support to our own technology

  The technology developer and support personal are obligated to solve our problem in a 24-hour turn around time frame
  Action line submittal questions go out to all the colleges to see if someone has had a similar experience and how they solved it

 Before going live, Chien & Sharon are to work out a model and broadcast to the colleges of what you need to do if you are having a problem

6.  WIRELESS PRIORITIES (Sharon)

•  DA

  Working on the Group "A" priority for the campus – S Quad and the Science Center

  Happening this week

  Other Group "A" locations: Planetarium, E Quad when it is being renovated, L Quad, A Quad, the Forum and the ATC when it is renovated

•  FH

  Recently completed the wireless installation on the Middlefield campus
  Next priority are the two large conference rooms in the campus center (Toyon & Altos), the Hearthside Lounge and then the lower campus complex
  The Japanese Cultural Center may be excluded from wireless

7. POWER OUTAGES AT DE ANZA (Sharon)

•  There are six planned, extended power outages at De Anza for the work that is being done on their central plant rebalancing of electrical and HVAC system

  There may be a seventh outage but it hasn't been scheduled yet
  For the next year and a half, for every holiday break there will be an extended power outage for the entire DA campus
  Still in the process of planning out which areas need to have continuous power during the outages, which would be supplied with Diesel generators

  Donna Jones-Dulin is coming up with the list of college needs outside of the areas that ETS or Plant Services needs to ensure are up
  Notifications will be sent out to the user community in advance asking them to power down all of their equipment

  The suggestion was made to put in large print "could cause permanent damage to your machine"
  To prevent any loss to productivity, it might be good to have spare parts, printers and computers funded by the project

8.  NETWORK REFRSH (Sharon)

•  The Network team is in the process of detailing out the final network design to replace 200+ devices and will be developing a bid specification and then going out to bid this year (if nothing else goes wrong)

9. FUTURE AGENDA ITEMS (ALL)

•  None were brought forward

10. ADJOURNMENT

• Adjourned: 1:26 pm

Next Meeting: Wednesday, October 14, 2009, via video conferencing

Last Updated: Friday, October 9, 2009 at 12:35:05 PM
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