COMMITTEE

10/13/2004, 12:30-2:00 pm

ATTENDEES: Tom Dolen, Linda Elvin, David Gillett, Jeanine Hawk, Scott Heffner, Chuck Lindauer, Willie Pritchard, Eric Rosenthal, John Swensson, Kristin Tripp Caldwell, Israr Qumer

GUESTS: Sharon Luciw, Gerry Gyuire

Convened: 12:40 pm

1. APPROVAL OF THE MINUTES OF THE LAST MEETING

· Will stand approved as posted

2. INTRODUCTIONS

3. ESTABLISH REGULAR MEETING TIMES AND LOCATION (S)

· Scott Heffner will probably not be able to attend if the meetings remain at this time
· Kristin Tripp Caldwell would like the meeting to start 15 minutes earlier
· David Gillett would like the meetings to be moved to the 2^nd & 4^th Wednesdays of the month
· Chuck Lindauer requested that 15 minutes be added to the meeting time for travel
· Will check into possibility of video conferencing
· Schedules will be reviewed for a new time and all committee members will be notified of the outcome
· There probably will be one more face-to-face meeting before beginning any videoconferencing

4. EXPECTATIONS/GROUP NORMS

· Minutes to a previous meeting will be posted on the ETS website, the morning before an ETAC meeting (approximately 24 hours before hand)

In general there are no paper copies of the agenda or the minutes brought to a meeting for hand out

· The agenda will be posted on the ETS website, usually twenty-four hours before an ETAC meeting
· ETAC is a governance committee whose proposals either become policy or are passed onto the Chancellor's Advisory Council for final approval
· Members of the committee are representing a constituency group as part of the governance process in the district

Each member is expected to communicate back to their group, the information discussed at each meeting
Each member is ask to represent their constituency group and not necessarily themselves

· The purpose of the ETAC meeting is to focus on technology policy and policy development

This meeting is not a place for Call Center related issues or to ask questions about technical problems only a few individuals are experieincing

· The general practice in the past was not to take a vote but to come to a consensus on what is best for the district
· If there are any special items to be addressed at a meeting, contact Willie at Pritchardwillie@fhda.edu or Pam at Eberhardtpam@fhda.edu, 48 hours before the scheduled meeting time so it can be put on the agenda
· ETAC was established to help guide the CTO in what the technology needs and directions are for the district, as well as the actual, practical implementations for each campus

ETS provides: desktop support for faculty and staff; network; telephones; peripheral devices; the information system where we run our admin applications

· In the past, ETAC developed a Technology Strategic Plan for the district
· The committee worked on the Computer & Network Use policy that was passed by the board
· The main emphasis for this year is to complete a Technology Strategic Plan which dove tails with the accreditation process going on at both colleges

5. GENERAL NEWS

· Gerry Gyuire reviewed the projects that the Applications & Operations departments have been working on, as well as their progress and any issues they are encountering. Some of the updates are:

Rearchitected the entire front end of the registration system
Began the process of training staff to bring them up to a point where they can support the technology behind the portal
Configured and ordered an enterprise type of laser printing system

This is to replace the two (2) line impact printers (in L7) that are no longer made or supported
We will get more out put for less cost
The new laser printer will generate a savings between $600 - $1,000 per month

Phase I of a grant received by financial aid was completed
Workflow – forms processing

First phase will be an electronic time sheet
Next phase will be electronic, structured faculty evaluations
The district alone, has about 65 standard forms that they use
Electronic grades processing is on the agenda
There is already automated flow for employees who have direct deposit of their paychecks

Payroll no longer sends out a copy of these individuals pay stubs, instead they can check their stubs on line

A student tracking system has been implemented at a few locations on the FH campus and in one location on the DA campus, using the student ID card

When students use resources, we are able to put in for "positive attendance money" from the state
There is some cost to install the system

Need a Windows computer allocated to it; a card reader needs to be attached and some time needs to be spent training the lab techs

This generates revenue for the campuses

· Sharon Luciw reviewed the projects Networks, Communications & Client Services have been working on as well as their progress and any issues they are encountering.

Most of these groups' efforts, during the summer, were to support Measure E and prepare for fall enrollment. Some of the major highlights are:

Completed two bids: one to select a multi media equipment vendor and the other a network vendor
Successfully got everyone moved into the new science building on the DA campus – computers & phones
Completed the Fine Arts II project at FH
Campus center swing space move project at FH –there were a lot of wiring projects associated with this move
Additional wiring projects: CTIS at FH; ATC at DA; the L Quad; swing space in the temp trailers at DA
Repairs to broken cables as a result of measure E projects

· The pervasive wireless project

Working together with a non-profit organization, Smart Valley, we are actively seeking proposals from vendors and donors for pervasive wireless on both campuses

Smart Valley is a subsidiary group from Joint Ventures: Silicon Valley Network, which is a larger organization supporting effective and widespread use of technology in the valley
Smart Valley is best known for their "Wire the Schools" project they did about 8-10 years ago
The first site to be chosen by Smart Valley for the wireless project is Foothill College

The wireless efforts already in place have been based upon funding for them

A couple of cases at De Anza have been funded through grants
The KCI was funded out of the KCI project fund

A couple of factors that need to be considered before going wireless are: funding and security

Before going wide spread with wireless, we need an identity management system, for authenticating and authorizing users onto the wireless network

This is also critical for our portal

Willie has been talking to the city of Cupertino about their plan for wireless

6. SUBCOMMITTEE REPORTS – STANDARDS COMMITTEE; SPAM FILTER SUBCOMMITTEE (FROM TOM ROZA)

· Hardware & Software Standards Committee – Willie Pritchard

Met October 5^th
Reviewed all the hardware standards and essentially changed all of them

Both the MAC & Dell came in with the same or better prices for more capability
Both desktop models will come standard with 17" flat-screen LCD monitors
The new standards can be found on both the ETS and ETAC web sites

This committee also reviews software standards

· Defining Spam Subcommittee – Tom Roza

This subcommittee is responsible for our spam & virus filter firewall
The committee provided guidelines for responding to "thisISspam@fhda.edu & thisisNOTsapm@fhda.edu"; e-mails users send in

Every Friday e-mails from the previous week are looked at, and based upon the guidelines of the subcommittee; the firewall is modified if necessary
There has been a decrease in the amount of spam getting through in spite of the increased amount of spam hitting our firewall

In April of 2004 about 7% of the mail that got through was labeled as bulk, by July it was down to about 5 %
About half of all messages are spam and about 2/3's of all the messages are either spam or viruses
Only about 1/3 of all messages that hit our firewall are legitimate mail – the district gets about 9 million messages a year

Our firewall only sees mail that is inbound to the main district mail server

There may be a way to transparently filter incoming mail, bound for departmental mail servers as well
Those individuals who have departmental mail servers, and ETS is not aware of them, need to get in touch with Tom Roza at some point before their mail stops arriving

Eudora 6, which is the district standard, can be installed on any district computer, has a spam filter of its own

7. CURRENT ISSUES AND GOALS FOR THE YEAR; REPORT ON CURRENT PROJECTS; PRESENTATION ABOUT FHDA TECHNOLOGY ENVIRONMENT

· Due to lack of time, this will be deferred until the next meeting

8. OTHER ITEMS FROM THE COMMITTEE

· None were brought up

Adjourned: 1:47 pm

Next Meeting: Wednesday, November 3, 12:30 – 2:00 pm ???