Had a meeting last week

Primarily looked at very specific requirements of section 508 as they apply to our standards

Went through all the Microsoft Office VPATs for both platforms

No update

Has a meeting scheduled for next week

On the agenda for the Monday Board meeting

The board will be ask to take action on the policy

Still have one unresolved issue, pertaining to "no expectation of privacy"

This is a legal term that indicates our ownership over material

By compromising on this phrase, it would make the policy unenforceable

4. PROJECT STATUS REPORT: STUDENT ID CARD, ONLINE/AUTOMATED FORMS PROCESSING PILOT, MAUI REPLACEMENT

· Student ID Card

Currently doing an RFI (Request For Info) from vendors

ETS is charged with doing a cost analysis and bringing a report back to senior managers at the end of this month

Goal of the group is to come up with a card that has the same or similar capabilities as the Smart Card, but with a lower cost

First time requests have gone out to vendors

The hope is to go out for a bid later this summer

Vendors were selected by doing a survey of the entire market along with some web searching

Looking at both chip vendors as well as mag strip cards

Are looking for the right technology with future capabilities

· Online/Automated Forms Processing Pilot

Working with the Business Services office to investigate automating the time sheet process

Currently down to two possible vendors after having made contacts, and doing reviews

The two vendors are: Hershey & Cardiff

Will have vendor demos on 7/2/03

Hopefully, after the demonstrations, a decision can be made on whom to select</sdiv>

If able to stick to the schedule, could convert all of our time sheets sometime in the fall,

Time cards would be electronic forms that could be submitted on line

If pilot works out well, hoping to expand automated process in other areas

· Maui Replacement

Had a meeting

Meetings are held every Thursday at 11:00 am

Meeting location switches between the two campuses

All meetings are open

The committee has published a calendar with expectations for each meeting

The calendar has been mailed directly to the committee members

The background has been completed and the committee has approved mandatory requirements

Technical requirements have been discussed and mapped in with the mandatory requirements

Have a vendor list and requested purchasing to mail the RFP directly to them instead of posting it publicly

Only five major vendors

The committee came up with scoring criteria for the RFP & the demo

Demos will be held on separate days from the regularly scheduled meetings

This is not a pilot</divp>

Will send a demo announcement to the ETAC committee

Would like to have a bid out the door and responded to by August so it can go to the late August or early September board meeting for contract approval

Currently there is no support for the middleware product that supports Maui, and it could break at any time, thus the urgent need for a replacement

5. UPDATE ON POLICY FOR ELECTRONIC AND INFORMATION TECHNOLOGY ACCESSIBILITY STANDARS - WAYNE CHENOWETH

· A copy of the policy has been sent to the De Anza senate

The senate is currently waiting for the new officers to take over and will take a look at the policy in the fall

· The policy is out there as an information item, and hopefully will be looked over during the summer

· Both the 508 committee and the Hardware /Software standards committee have meet in the interim

Some of the issues that have come up are:

How to actually go through the complex process, because not all parts are fully compliant

Need to do market research

There aren't good guidelines to go by

Not all vendors are fully open about their product's compliance or report completely

Which are the most important criteria to look at?

· Hopefully the High Tech Center can be a clearinghouse for info on compliant products

· There are no good guidelines of how to implement 508 Compliance

· The standard regulations were for Federal Government purchases

· Scott Heffner raised a question about the word "use" that was used by Ralph Black in his memo that was sent out to all Community Colleges

Need to check with legal to see if 508 applies only to acquisitions and not to the use of products

· There is a Sunset Clause, in the Federal Acquisition Regulations that allows you to purchase what ever you want up to a certain point

There is a $1,500 limit the goes away in 2004

Wayne will check into this further

· Wayne and Drake have created a 508 website that can be accessed from the ETS page of the Central Services Website

URL is: ets.fhda.edu/508

· Carmen Redmond is looking into changing the language on the bid documents as well as Purchasings’ flow charts so they include the process for 508

· The 508 committee will meet one more time in July

· The document was generated after both of the state of the college presentations were given to the board

The document sent to ETAC members, is an early draft of the ETS portion of the Central Services presentation

The current document has been chopped in half and will be presented to the board on Monday night and will also be posted on the web

· It was decided this year, that it would be good to have a state of the District/CS presentation as well

· Willie reviewed the ETS Challenges that began on page 7

These are the places of opportunity where ETS can improve

One area ETS has focused on this year, and will continue to do so, is to improve as a service organization

ETS has been making process improvements for responding to tickets received in the call center

When a ticket is closed, every attempt is made to follow up to make certain that the task has been completed

Will continue to work on process improvement by coming up with a publishable service level document (should be available in Fall term)

· Greg McIlhiney commended ETS on the good communication job that has been done through NewsBytes

· A copy of the final revised document will be posted on the web by Monday, as part of the 2003 State of the Central services Report

The report can be found at http://www.fhda.edu/about_us ;

· No meeting 6/26/03

· No meetings during the summer unless there is a crisis

· Subcommittees should continue to meet during the summer

8. OTHER ITEMS FROM THE COMMITTEE

· Willie thanked the committee for all of their efforts and dedication during the year, especially Greg McIlhiney, Roxanne Mendrinos, and Wayne Chenoweth, who will not be returning in the fall

· Letha thanked Cindy Vinson for her support, through technology efforts, to enhance instruction

· Jaci Ward mentioned that there will be a Web CT demo & orientation, 6/13/03 in LCW 26, at 10:30 AM

Adjourned: 10:22 am

Next Meeting: TBD