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EDUCATIONAL
TECHNOLOGY ADVISORY
COMMITTEE
October
15, 2008
ATTENDEES: Don Dorsey, Beth Grobman,
Rich Hansen, Stan Judkins, Drake Lewis, Kent McGee, Sheri Mines, Judy Mowrey,
Mike Murphy, Fred Sherman, Alex Swanner, Pamela Wilkes, Tim Woods
GUESTS: Sharon Luciw,
Bob Barr, Chien Shih, David Gillett
Convened: 12:31pm
1. APPROVAL OF THE MINUTES
(Fred)
- Will stand approved as
posted
2. GENERAL NEWS (ALL)
- Rumor that there is going to be a FH Technology
Committee
- The
question was raised about how much effort is being put into finding students to
serve on the ETAC committee
DASB doesn't have a student
VP of Technology any more – should contact the DASB President Terell Sterling & John Cognetta
Don Dorsey said he would
speak to Daphne Small about ASFC representation
3. HARDWARE/SOFTWARE
STANDARDS (Sharon)
- Had first meeting of the academic year yesterday, on October
14, 2008
- Took a
look at the MAC laptops since they had been updated by Apple
The MAC Book, 2.4GHz, which is our current standard has:
Been made green, lighter and more durable
Had its price increased by $300
The decision was to downgraded the standard to the
2.0GHz processor
Since there was a small turnout at the meeting, the
committee was given a week to look at what was talked about and if they had any
major issues with what was decided, they could have a discussion next week
- Discussed
the MACBook Air – have had 2 requests for this
laptop
Cost is excessive - specked out the costs and one
came out to be $2,300 and the other $2,700
Exceeds the threshold for Measure "C" of $1,800
Stan just went to training for Apple laptops and the MACBook is very difficult to repair but the MACBook Air is nearly impossible
Extremely fragile
Whole new image that Tech Services would have to
maintain
After some discussion, the committee decided not to
accept the MACBook Air as an
exception standard at this time
The new MACBook is lighter
(4.5 lbs), it lost 1/2 lb and is more durable as compared to the MACBook Air which is 3 lbs and very fragile
Even though the MACBook
went from 2.4GHz to 2.0GHz, it is now even with the Dell laptop
- Dell is coming out with a new e-version of their laptop
the beginning of next year and the committee will take a look at it during
their next meeting
4. EIS PROJECT UPDATE (Chien)
- Have 3 tracks of events going on simultaneously
since September
5. HYPERION-MAUI REPLACEMENT
PROJECT (Bob)
- Rolled
out the Hyperion/MAUI replacement system this summer to the early adopters
Approximately 70 users on the two campuses have been
set up with the replacement system
Are currently taking additional people as the word
gets out
- Providing access to the MAUI replacement reports on the
Hyperion system using the Hyperion query tool through an access tool, remote
terminal, from one's own desktop
Works with either MAC's or PC's
Access a remote desktop from your local computer and
do the computing on the remote computer
- Have
developed a set of easy to use dashboard type reports that replace all the MAUI
reports that were available for the SI, and FR systems
Not exactly a one-to-one correspondence because the
Hyperion tool works differently than the MAUI tool did
For every MAUI report there is a Hyperion report
that will produce the same information
When logging into Hyperion there are three sets of
reports that are available
Although there are no replacement reports available
for HR, since there weren't any in the first place, there is still a folder
available for any newly created HR reports
People in the HR department do access the MAUI
database through Hyperion with custom developed queries and they can store the
queries and reports in this common folder so they can be shared
- Has
been almost two years since the beginning of the project
Have developed some
expertise in creating reports
Are currently adapting and
modifying the reports that have been created
- Bob
Barr acknowledged Ron Rayas and Jerrick
Woo for doing most of the work on this project
- Had a
session on opening day to introduce people to the new system
Had a room for 60 people and had about 80 in
attendance
- Now
moving into Phase II
An expansion of the capabilities of the query
reports
Phase I was to simply duplicate what MAUI did
Have developed templates which should allow for a
short turn around time when creating any new reports
- For
those wanting to have access to the system, will need to contact Bob, Ron (for
FRS) or Jerrick (for SIS)
- In
MAUI could only do reports one term at a time, with Hyperion can do numerous
terms in the same report
Had to export those reports to Excel for comparison,
but with Hyperion can do the comparisons in the Hyperion tool
- There is a web capability that is not currently being used
At the moment, don't see any significant advantage
to using it
Felt the experience for the MAC users would be
different from the experience of the PC users because of browsers and whether
or not plug-ins were available for the browsers
There may not be any differences for the dash board
reports but might be for those who build custom reports
- Currently have a process in place for getting authorization, which will
be slightly modified over the next few weeks
Currently Bob Barr is the point person
Involves sending a note to Bob or the Call Center
from the supervisor requesting access to one of the data bases, for an employee
Next step is for Bob to verify the requested access
with the data base owners
- Hector Quinonez
– FRS
- Kim Chief Elk – HRS
- Kathleen Moberg
– DA SIS
- Shawna Aced – FH SIS
After receiving written approval, a request is put in
with the Call Center to have the appropriate accounts created
Someone will visit your office to do an initial
setup and some initial coaching
- If a
person already has access to MAUI, they are ready to go
If they have a MAC, may need to install a remote
access application
All Widows XP's already have the application
installed
Good idea to have Ron Rayas
or Jerrick Woo visit your office to set things up and
make certain that you can print as well as give you a little coaching on how
to access the existing reports
- In
order to access more than the current quarter and the past quarter, you need to
type in the term in the Term Field Filter, in the same format as those terms
that already exist in the filter
This database has all the terms for the past 14 years
- Fred
posed the question about what will happen as we move to Banner, which comes
with the Argos & Discoverer reporting tools, how will users be getting
their data?
Bob is still researching
Planning to do a field visit some time this fall to
the College of Marin, who is using the Argos tool, to see how it works
Saw a demo at a conference and was quite impressed
with the tool
The Argos tool appears to be a very easy tool to use
The tool is being used across the country and the
institutions that are using Banner, can put reports into
a library that are then available to other institutions
We could grab and tweak any of the reports for our
own use
Have not seen a corresponding resource like this for
Hyperion
Have heard some criticism that the tool cannot do very sophisticated kinds of reports, or that it
is more difficult to create theses types of reports than it is with the
Hyperion tool
May want to go with both tools
- Argos for the simpler, more
user friendly reports
- Hyperion for the more
complex reports
Oracle bought Hyperion and Bob heard a rumor, at the
conference, that Oracle may go with the Hyperion tool as their tool in place of
their Discoverer or Oracle Reports tools, which are not particularly
user-friendly
If Oracle goes with Hyperion, it will become a part
of their database and it will come at no cost to us
Bob is planning on calling Oracle to see if they
plan to change to the Hyperion tool and get rid of Discoverer and Oracle
Reports
At this time Bob is inclined to stay with the
Hyperion system, because of all the time, energy and money that has been
invested in it
Have developed expertise in creating reports
Hyperion is a very easy tool to use
6. NETWORK ARCHITECTURE
STUDY (Sharon)
- Late
last spring went into contract with the Burton group to help ETS develop a
network architecture plan
- When you go out to bid, you want to make sure that:
- your bids specifications are in line with what you need
to do
- need an over arching plan of how you want the network to
perform, how you want it to look
- need to have a plan of how you are going to implement
and use your network, which will drive a specific design
- your equipment needs to be able to adapt to any changes
that come up
- There was a management presentation, the end of
September that gave a high level over view of the completed report
- Currently do not have any security equipment on our network
- Next
step is to complete a detailed design then go into building the bid
specifications
- Hoping to have bid results in by the end of spring quarter
- Will take more than 12 months to do all replacements due to the fact
that they will be tied into the renovations on both campuses
- The
new Ethernet core is in place on both campuses
7. SECURITY AUDIT PROECT (Chien)
- Purpose of the audit is to be able to plug any security
holes when we move to the new Banner system
- RFP has gone out to the vendors and has already been closed
Have three vendors competing for the project
Have an evaluation committee formed
Have detailed evaluation criteria set up and are in
the process of selecting a vendor
- The
three things that will come out of this audit are:
- Will have a recommendation to report to the
finance audit committee
- Will identify any weaknesses or deficiencies with
our current practices
- Will go to each department to find out where the
weaknesses are
- The
project is scheduled to be completed January 30, 2009
8. DISASTER RECOVERY FOR EIS (Chien)
- Have to take into consideration what will happen to our
primary site and the equipment that is there when a major disaster happens
Currently we have a centralized, integrated database
Today if we lost our main administrative system,
FRS, SIS, & HRS, we would weeks away from recovery
- While we are provisioning the hardware equipment we are
provisioning enough additional equipment to be able to do the fail over
- Currently in the process of determining where the fail over
site will be located
Going out to bid to select a host vendor to host the
fail over equipment
- The ideal situation for the future is to have a primary
system running here on the campus while live data is simultaneously
communicated to the host site (would be stand-by 24/7)
In a disaster we would have use of a limited system
within 4 hours
Would not need to be on campus to access the system
- Currently doing the RFP document
Will go out for the bid process in November
Hope to select a vendor by the end of December
Go to the board in January to recommend adoption of
the process
Hope to have everything in place by May so it will
be ready when the FRS in the new EIS system goes live June 1st, 2009
- Over all budget:
Hardware – imbedded into the price for the
total EIS - $1.8M (Measure "C" Funds)
Hosting – estimated at no more than $250K
– one time cost for set up and $100K on an annual basis (covered by other
funds)
- Mike Murphy suggested that we also need to do business continuity planning
There is some emergency preparedness going on, which
is an immediate response to a disaster, not business continuity planning
It is not an ETS or technology step but what every
department should be doing
9. MORATORIUM ON CHANGES TO LEGACY SYSTEMS (Fred)
- Legacy systems refers to the IA+ - SIS, FRS & HRS
Also refers to the ancillary systems that connect
with IA+
- Have established a hold on making future system changes to
the legacy systems unless they are very, very critical
- Have a core committee established in the EIS framework which has representatives from across the
different functional groups from both campuses as well as central services
This committee will take any new requests for legacy
projects and evaluate them on their criticality
The committee will ask if the request is absolutely
needed because of a mandate by law, or is it needed to maintain current
functionality that is very, very critical and there is no other easy work
around to handle it in the meantime
If the committee thinks the change is critical, the
request will get moved up to Chancellors staff and be approved or not approved
for going forward
- Any changes made to the old legacy systems will not be
reflected in the new EIS system
10. ETAC MEMBERSHIP (Fred)
- The original membership for the ETAC committee was established
in 2000
- By winter of 2001 FA had been added as a member of the
committee, with the capacity of either a single or double role
By 2/8/2001 the membership was as follows:
CTO – chair
2 – administrative reps from each campus
2 - academic senate reps from each campus
2 – classified senate reps from each campus
1 – student rep from each campus
1 – CS person
1 – FA rep
- In 2007 a central services
classified rep was added
- Recently SEIU has ask for
membership on the committee
There was no objection to the addition of an SEIU
rep on the committee
Starting in November of 2008 the committee will be
comprised of:
CTO – chair
2 – administrative reps from each campus
2 - academic senate reps from each campus
2 – classified senate reps from each campus
1 – central services classified senate rep
1 – student rep from each campus
1 – CS person
1 – FA rep
1 – SEIU rep
11. FUTURE AGENDA ITEMS (ALL)
- Periodically
have a wireless update
- Policies and procedures for labs
- Renovation of L Quad Issues – Beth Grobman
- Update
on the progress of the online training on grades
Students were dropped on line and Beth wanted to
know if it was successful in terms of the admissions people
Have been doing drops and it has been successful
Will be putting a little more information on line
about submitting grades through the portal
Bubble sheets will be sent out for a few more
quarters and then will disappear
12. ADJOURNMENT
Next Meeting: Wednesday, December 10, 2008,
via video conferencing
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