COMMITTEE

06/16/2004, 12:30-2:00 pm

ATTENDEES: Kim Chief Elk, Tom Dolen, Linda Elvin, Jim Haynes, Chuck Lindauer, Willie Pritchard, Eric Rosenthal

GUESTS: Sharon Luciw, Gerry Gyuire

Convened: 12:47 pm

1. APPROVAL OF THE MINUTES OF THE LAST MEETING

· Will stand approved as posted

2. GENERAL NEWS - UPDATE ON PORTAL PROJECT; WORKFLOW PROCESSING PROJECT

· The portal project is in the designer phase for the user interface

Both campus-marketing departments are working on the interface design

DA has given a presentation of their user interface to student services and the Deans at De Anza

De Anza's interface has been sent to CampusEAI for installation
Will roll out beta test accounts sometime during the summer

Anyone interested in participating should contact Willie

FH 's interface design is in progress and should be done in the next couple of weeks
CS's interface is being worked on by Drake Lewis

Probably won't be ready until July at the earliest because of other projects, training, and vacation

· Workflow and forms processing software

The hardware has been installed
Waiting for the software instillation and implementation by Verity
The Chancellor's Staff and the Senior Staff have decided that the forms to be converted first, should be those that have high workflow impact

The time sheet will be the first application to become electronic

This is expected to rollout during the summer

The second form to be converted is the faculty evaluation process

Evaluations are done throughout the quarter
An ETAC member suggested that the classified evaluation is a lot more organized and would be easier to start with

The workflow is designed to automatically address the paths that the forms are take in our paperwork processes

3. SUBCOMMITTEE REPORTS - STANDARDS COMMITTEE; SPAM FILTER SUBCOMMITTEE (FROM TOM ROZA)

· Hardware & Software Committee - Willie Pritchard

Has not met since the last ETAC meeting

· Defining Spam Subcommittee - Tom Roza

No report from Tom

4. STRATEGIC PLANNING PROCESS ? REVIEW DRAFT OF GUIDING PRINCIPLES, REACH AN AGREEMENT ON WORDING; WORK ON PLANNING ASSUMPTIONS

· The committee briefly reviewed the revised wording for the third and fifth bullets

The consensus of the committee, was to accept the changes

· The committee continued working on "Planning Assumptions"

Willie will refine assumptions before the next ETAC meeting in October
The committee worked on assumptions about technology:

How will technology change the way in which our organizational culture is?
What do we assume about ourselves as either Foothill or De Anza or as the district as a whole, and how will technology change us?
How is it affecting the culture of the two colleges?
Should it be driven by student demand or marketing, or should decisions be made by learning outcomes?

The culture keeps leading us toward faster responses with concerns about getting answers back in a more timely manner
There is the ability that the students have to drop classes without an instructor's signature - this takes away from the ability of the instructor to have a conversation with the student regarding other interventions that might be available to them
Technology has changed the ways meetings are held, through tele/video conferencing, instead of meeting face to face
It has changed the culture of interaction
On-line classes change student-teacher interaction, no longer have that face-to-face
What we envision for the future can be colored by what we expect the future to be
E-mail is already changing our culture because people want to have records
Technology will change the nature and kind of our communications
Conversations are now moving on line and people are going to want to document what they do
People will document only those things they are not afraid to document and other things will be done over the phone or face-to-face
Devices for recording memory are so small and so cheap that you can record almost every human experience that you have
Technology is not always predictable, you need to wait and see what people do, you need to flow with it
Under Goals & Strategies should recommend setting up some kind of entrepreneurial fund of some kind
Part of the plan is to make recommendations of what should be done when there are excess funds in the ETS budget
Need to visualize now some of the ideas that we expect in the future so that they we can determine how to enable them
There may be a gap in technology in the future in terms of how people buy into technology - not everyone will accept technology at the same rate, at the same pace - which will incur work
Technology comes in different levels:

At one end are the early adopters who jump on any new idea and run with it
At the other end of the spectrum, are those people who are resistant and will never adapt to technology. They like the pen and pencil and will never use e-mail, etc.
There is a big middle ground of people, who are willing to use technology, if it is accessible to them and easy to learn

This group will constantly change; the same people will not be in this grouping all of the time

ETS's job is to make technology accessible to people on both campuses, so that the people who are in the middle ground can be easily brought in
Information seekers will often turn to their friends or cohorts, for methods on how to do something
We are moving away from information sponges (you don't know anything until someone sends you something), and more to information seekers

Our culture is changing such that you need to become an active seeker of information
Those people that sit back, will be left in the dust
In order to turn more people into information seekers, we need to make it as easy as possible
Being human, we will continue to need prompters

We currently have more information than we can process and handle
In our culture, we can expect the change to be more data driven

Now that I have all this information, how can I organize it to use it?

If you don't know something, the expectation is that you can find it

What are our assumptions about technology and technology support in the future?

Wireless will get faster and more secure

Should be able to get virtually any where from your laptop

Speech recognition is a possibility
The question was raised: "Will we be able to keep pace with what is going on out there, with our resources and our partnerships?"
We are becoming much more able to handle our own service

There will be more impact in regards to self-service, which will drive a lot of what we do with technology
Technology will make more things accessible, so users will control their own destiny

The appliance (a computer) will be in the home with subscriptions to services that can push updates on line, instead of you having to go out and buy the updates and install them yourself

Most of the machines on the campuses are currently set to go out and check for updates for software that are district-wide installations

What do we expect in terms of software and hardware?

There will be more wireless
PDA's will play a much bigger role
There will be more open source software
Everything is moving to the web, therefore it doesn't matter what type of machine or OS you have to access the resources you need
Would be good to be able to track students better, in a more active way, rather than someone just checking your transcript
Need to make certain that at-risk students (who are not doing well) aren't lost through technology
No matter how advanced technology gets, there will always be those people who will want do to things face-to-face

5. OTHER ITEMS FROM THE COMMITTEE

· There will not be any ETAC meetings during the summer, unless it is required

The next meeting will be in October

·The length of an individual's membership in ETAC is left up to the individual governance groups

Adjourned: 2:00 pm

Next Meeting: ?? Over the summer? October?