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EDUCATIONAL TECHNOLOGY ADVISORY
COMMITTEE
10/11/2001, 9:00-10:30 am
Foothill Student Affairs Conference Room
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ATTENDEES:
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Carole Chapman, Wayne Chenoweth, Rich Hansen, Roxanne Mendrinos, Penny
Patz, Willie Pritchard, Shelley Schreiber, Jaci Ward
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GUESTS: Gerry Gyuire, Sharon Luciw, Cindy Vinson
Convened: 9:15 am
1. APPROVAL OF THE MINUTES
- Minutes will stand approved as posted
2. GENERAL NEWS- INTRODUCTION OF NEW ETS MANAGER (SHARON
LUCIW; DIRECTOR OF SYSTEMS AND NETWORKS); ETS RETREAT; PHONE SWITCH PROJECT
STATUS; ETS NEWSBYTES; VIRUS OUTBREAK; EMAIL NAMING ISSUES; MEASURE E; ETS PLANNING;
TECHNOLOGY SURVEY
- Introduced Sharon Luciw - Director, Systems & Networks
- Started September 17, 2001
- ETS Retreat
- Held 8/15 - 8/16 at Sequoia Seminar
- Spent a day and a half of team building
- ETS has over 60 staff spread across the campuses
- Gave an opportunity for staff members to know who everyone else was
- Recognition of what other parts of our organization did
- Reports were done by each department who each explained five projects
that they were working on
- Did activities to show the inter relationships between departments
- Thanks goes out to ETAC members who participated in retreat
- Will be doing a formal staff survey next week
- Will continue to do staff building and staff development next year
- Will be doing another one onsite for couple of hours in November similar
to the July kick off
- According to Wayne, everyone in ETS interested in participating in projects
but not those projects that pertain to ETAC
- Wayne is concerned with how ETAC communicates with ETS
- There was a lot of energy for technology
- Got to see human side of people with the over nighter - people had to
talk
- Putting together an ETS retreat web site for ETS staff and ETAC members
to look at
- Will notify ETAC as soon as it has been completed
- Phone Switch Project Status
- Should have been completed, but is not
- FH cut over went smoothly; DA not as smoothly
- Our staff is not fully trained
- Will get training in the fall
- Have some outstanding issues with Fujitsu on the hardware side and software
implementation
- They had not produced a fully functional data base on time
- Database is to include all phones, numbers and names associated with
them
- Got data base in last couple of weeks, but was not complete
- Database allows for call accounting
- Allows for analysis on all long distance calls, calls internal,
traffic on the phone network
- Can analyze the Call Center to see how long a person has been on
hold before they get thru, if the phone was busy did they hang up
- E-911 calling dependent on the database
- Sent a registered letter to Fujitsu regarding the fact that their performance
is not satisfactory and that we are giving them a certain number of days
to get things completed
- UPS system, which is a battery back up at DA, went down because of a
power outage
- Has been checked and seems to be stable and operating
- Have had some difficulty with the forwarding of messages to the other
campus
- Each classroom should have a phone
- Cannot use to dial off campus only on campus
- Can call TECH if a student needs to do 800 dialing
- Working on closing out the last bits if the phone switch project
- ETS News Bytes
- First issue for this year has already come out
- Contains some phone tips
- Trying to make them much more practical on how to do things with technology
to make your job easier
- Next issue on training services ETS provides
- The issue last year on e-mail naming scheme did not go into how to
change your stored address book in your e-mail client
- Some of the old addresses will go away at the end of this year
- Need a concerted effort to tell our users that their address books
need to be updated
- Next issue will have a little article that cover "How to Change Your
Address Book" and "How To Use Directory Services"
- Can only use directory service with Eudora, not Eudora Light
- Can put in a requisition to install Eudora Pro for $19.00
- Some other mail clients like Entourage(Mac) and Outlook(PC) have
capability but is not supported by ETS
- Need to work with constituency groups to get the word out
- Will periodically do a write up in Newsbytes
- Ugly name will always work for list serves or any other purpose
- Please notify Willie with any ideas or questions for future NewsBytes
- Virus Outbreak
- Happened on Thursday and Friday before classes started
- Nimda virus is a new generation virus
- Could be spread by going to websites, not only through e-mail
- Originally thought issue was a network problem because it showed up
as a network slow down
- Had to tell people with servers that they had to shut them down
- Norton Anti Virus is standard on all machines
- Important to update virus definitions on a regular basis
- Should set your computer to automatically scan on a regular basis
- Important to tell constituencies to update their computer's anti-virus
software regularly
- E-Mail Naming Issues
- Admin accounts will go away before 6/30/02
- There will be an announcement
- Ugly names will always work for list serves
- Need ETAC members to work with their constituency groups to get them
to change e-mail address books to reflect the new addresses
- Measure E
- ETS faces ongoing problems communicating with Gilbane what our network
specifications are pertaining to the designs for new and renovated buildings
- We have a shortage of staff in this area
- Close to making a recommendation for a design firm to work with Gilbane
for the network design for all of our new buildings
- ETS is impacted by moves of offices to MOD quad
- Moved about 100 faculty at DA just before the term started
- These moves impact our day-to-day services
- 5-6 steps for each individual move
- Will also need to move them back
- Foothill will soon be doing a similar move
- There is a new position opening up
- Measure E ETS Coordinator
- Funded out of measure E funds
- Some funds to hire or contract consultants or casual labor
- The point person to handle all matters related to technology on
Measure E projects
- Will take several months to fill position
- Collegis was to contract a measure E coordinator - they did but it fell
through after a week or two
- Attempt to fill that role again
- Plans for ETS building - located behind district office - will have
to go somewhere else because of fault line
- Will have to start planning process all over again
- Penny Patz would like to have learning group in TV center with distance
learning
- Budget Outlook
- In process with new managers coming on board of reorganizing the structure
our budget
- Each manager has put forward proposed budgets for their areas
- Will put together a proposed budget for ETAC to look at in another 4-6
weeks
- Do plan to give budget updates on a regular basis
- Did, for the first time in the known history of technology, end the
year with a positive balance
- Do not expect any carry over at the end of this budget year
- ETAC would like to see direction of projects along with budget reports
- Over next couple meetings would like to have more specific reports on
the projects and how we are trying to work to prioritize them
- One of the key priorities that managers are focusing on is service
- Are in the process of putting together Service Level Agreements
- Would be good to talk about in a NewsBytes issue - What happens when
an agreement is no longer there?
- Hardware & Software standards - what will we no longer support
- Impact of Sept. 11 Events On ETS Planning
- Has made us think of things we have taken for granted
- Need to be prepared - need users to be aware of what they can do
- ETS does have a disaster recovery plan in place, but has not been effectively
communicated to users
- Technology Survey
- To help guide ETS in our technology planning
- Want to survey our community, all employees and some students, to get
a sense of how they use technology, how much they use technology and what
capabilities they have for using it, etc
- What type of technology employees have access to on campus and at home
- How they use technology
- What type of training they have participated in the past
- How they liked the training
- ETAC & subcommittees to look over survey and give feedback before
complete
- Will invite people via E-mil to do survey
- Will be able to review data from classified, faculty and students
- Will also want part time faculty to participate in survey
- Would like to do by mid Nov, if not then, in Jan or Feb
- Will need a marketing effort for committee to get info out to their
constituencies
- Will include on line students - sample size of all students will be
identified
- Will get draft to ETAC committee before next meeting
- A lot of the questions are based upon two surveys done at DA in '99
& '97
- Would like to do periodically
- Roxanne to send an attachment to Cindy of a student survey she has
3. POLICY ISSUES - SERVER SUPPORT ISSUES
- A draft is on the ETS website, along with other draft documents of several
policies that got started last year
- Let constituencies know about them
- Need to act on in next few meetings
- There were some servers on campus that were infected by the Nimda virus
- Sharon is in the process of putting together a list of all known servers
in the district
- There are an estimated 60-100 Linux, NT and Mac servers in the district
- Want to discuss in detail at the next meeting
- Need a definition of a server
- Grants and Contracts - want to complete before end of this quarter
- Server Support - Roxanne will go to the senate and have them discuss
it in their divisions
- All ETAC members should take back to their constituency groups
- Willie to redo server policy statement before ETAC takes to their constituencies
- Will take away issue and put in goal
- Write a paragraph of what we would like to do
- Need users to come to ETS instead of getting their own server
- Viruses mainly affect PC's because of Microsoft security holes
- Our services should become an ASP(application service provider) in the
district where we have sufficient server capabilities and reliability
to meet the foreseeable needs of the district
- ETS would like to take over physical location of servers, not the content,
applications or administration
- ETAC members can send feedback to Willie regarding any revisions
- Implementation Plan Matrix - will bring up at next ETAC meeting
- Up dated version on the ETS website
4. OTHER ITEMS FROM THE COMMITTEE
- Jaci suggested doing videoconferences for future meetings
- Will let everyone know when ETS retreat website is available
- Do not have capability for people who are working from home to get
into HR, FR, and SIS because of tightened security
- Sharon to move forward at some point to come up with a VPN (virtual private
network) which allows those who have authority to have an account the ability
to go through an encrypted tunneling method through the network into our network
- Burden will be on the campuses to tell ETS who gets an account
- ETS managers are chairs of various ETAC subcommittees and will be going
out and recruiting members as appropriate and trying to get the various senates
to approve these members
- Can see structure of various ETAC committees on the ETS web site and
which committee members are on the different committees
Adjourned: 10:45 am
Next Meeting: October 25, 2001
Location: Foothill Carriage House Conference Room
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