October 17, 2007 Minutes

EDUCATIONAL TECHNOLOGY ADVISORY
COMMITTEE

10/17/2007, 12:30-2:00 pm

ATTENDEES: David Gillett, Beth Grobman, Jeanine Hawk, Scott Heffner, Stan Judkins, Sherri Mines, Jerry Rosenberg, Alex Swanner, Tim Woods

GUESTS: Sharon Luciw, Chien Shih, Bob Barr

Convened: 12:30pm

1. WELCOME BACK/APPROVAL OF THE MINUTES OF THE LAST MEETING (Sharon)

· Did introductions

New members:
1) Tim Woods – New division dean for Computer Science at FH
2) Gerry Rosenberg – Substituting for John Swensson

· 6/20/07 Minutes will stand approved as posted

2. GENERAL NEWS (ALL)

· The general practice is that everyone brings their own copy of the agenda to each meeting
· There was a brief discussion about the date of the next ETAC meeting, Wednesday, November 21^st (the day before Thanksgiving), since a lot of people take that day off, if not the entire week

Scott felt that we should have the meeting since we meet only once a month
Jeanine felt that we should have the meeting since it is a regular school day
Sharon suggested that we hold the meeting the following Wednesday, November 26^th

Scott felt that six weeks in between meetings was too long

Sharon suggested that the meeting be moved to the Wednesday before and discuss it with Fred to see if he would be uncomfortable not being present at the meeting on November 14^th

Jeanine recommended that the meeting stay on the 21^st since everyone at De Anza will be at De Anza

Sharon agreed to leave the meeting on the 21^st and discuss the issue with Fred

3. EIS UPDATE (Chien)

· The main events coming up are the vendor demonstrations

SunGard will be on campus October 22^nd – October 26^th
Datatel will be on campus October 29^th – November 2^nd
The location for these demonstrations is D260
The entire schedule can be found on the EIS web site at: <a href="http://www.fhda.edu/eis/documents">http://www.fhda.edu/eis/documents by clicking on the vendor demonstration schedule
The scores of the official scorers will be counted and the casual scorers (those individuals that drop in during a session) will be referenced relative to the official scorer

· Training for the official scorers of the demonstrations has been set up for this week (October 15^th and October 17^th)

Have about 87 official scorers that will attend both sessions

· Site visits

1) Datatel site – Have set up and confirmed a site visit for November 5^th with Contra Costa Community College, from 9:00 AM – 4:30 PM
2) SunGard site - Working on the San Mateo Community College District, which is slated for Wednesday, November 7^th
Both of these sites were approved by the steering based upon certain criteria approved by the committee: 1) proximity to our college; 2) the size of FTE's; 3) installation schedule – they have to have the full product in place and operating for a while in a stable condition
Will be meeting with all the functional sponsor teams, the experts in their team, members of the steering committee and IT staff

Jeanine is unable to attend the steering committee meetings because of a conflict with the District Bond Oversight meeting

Jeanine is concerned that if the attendance at the steering committee meetings isn't very high and decisions for recommendations of what elements of a proposal may or may not be acceptable is very critical, that it should be done at a Senior Staff meeting or Technology Committee or at an additional forum

Chien has sought advise from the senior leadership from both campuses and is willing to listen and work with any suggestions
If steering committee members cannot attend the meetings, Chien has offered to brief them individually or in a group, so this should not be an issue

Since instruction hasn't been participating fully, Jeanine's concern is that decisions are made and then it hits the fan when people's expectations aren't being met down the road

Chien is willing to do a briefing and Jeanine invited him to the next Tech Task Force meeting at DA in two weeks

Wants him to go over what the considerations are in terms of selecting items from one contractor to the other. Some of the demos will have been completed and Jeanine will do every thing she can to get folks from instruction to attend the Tech Force Meeting
Jeanine will work with Chien on an agenda for the meeting and get it well advertised
Right now is a very critical point and Chien would like to get every ones support, participation and advice

· Have already held two sessions with the steering committee on the best and final pricing selection criteria

Hope to come up with a draft for the best and final pricing proposal and statement of work to be reviewed by the steering committee members in next week's steering committee

· Currently on schedule with accomplishing the tasks that need to be accomplished

4. SECURITY ISSUES (Sharon)

· Sharon read a public announcement which was put out by the district on the district web site under stories, about a faculty laptop that has been stolen which contained personal information about students and faculty

The notification stated that DA has mailed out notices to 4,375 students and former students.
Letters and e-mails were sent to individuals who enrolled in the faculty member's math classes between 1991 – 2003 and 2005 – 2007
Because some students may have moved or changed e-mil address, the district is also attempting to notify students through the media
The laptop, as well as the student files, were protected by passwords
Any student seeking information on whether their information was contained on the laptop, may contact the DA Dean of Admissions and Records, Kathleen Moberg
As a result of this theft, the district is taking some action

· Policy development

Fred will initiate a security policy development within ETAC
The consensus, by the committee, was to bring in a document as a recommendation that the committee could work with

A starting point would be good, there is no point in reinventing the wheel, with all the published material already out there

Through the course of developing the policy, there should be some procedures that come out to of the policy development that people would follow
With the new EIS coming, things will be more secure

· Audit by consultant

Had already planned to do this
For our core application we have about 25 nightly downloads of data to our ancillary system that are currently running on both colleges
Would like to trace the data trail to find out where the data has been sent to, how the data is being used, where it is stored, where it gets transmitted to, how it is secured and whether it has been destroyed or safely eliminated if not needed
There will be an application audit plus a data trail audit to find out what our vulnerability points are within our application domain

Hoping to come out with recommendations for both colleges on how they can prevent data theft and invasion of privacy issues

The audit will be transparent

Not a statement of who is doing the work
Want to be able to follow the data trail
Will make an appointment to interview those people who handle data (i.e. downloads from the SIS system, library, Go Print/Capture), to see if they have any other use of the data and/or if they export to any other format

According to FERPA anything related to personal information that is being put together, including a student ID, is considered sensitive information

Rosters downloaded through a portal would be purview to the audit

· Best practices document

The first thing that was developed after the theft was a Best Practices Document, which has been posted on the District website at: http://www.fhda.edu/security/

Everyone was encouraged to read the document.

Contains a section on encryption

Before installing encryption tools on a computer, ETS should be contacted first.
ETS is currently in the process of evaluating different encryption tools and may recommend more than one, based upon MAC vs. PC platform

Looking for a tool that has a back door or an administrative password that can be assigned in case someone forgets their password, so ETS can go in and reset the personal encryption password.

ETS wants to set up a support mechanism for the software on how to use it properly, make everyone aware of the roadblocks and how to best take advantage of it.

Has links to definitions for FERPA and other specific definitions of what confidential data is.

· Survey (for information only)

Will be put out on the web through Institutional Research & Planning
A survey to be done by both colleges to find out who has the sensitive information and the process or paper trail used to handle the information

Will be able to correlate where the data ends up, what the procedures are and where the hard paper trail goes<br > Will be able to come up with a policy recommendation and also a security policy for both colleges

· Stan suggested that instead of leaving sensitive material on a local hard drive that may not get backed up, that:

1) It is put in a home folder where the information could be put on a secured server and not leave the campus
2) The use of a jump drive that could be locked up

It was suggested that if portable media are used that encryption applications be used

5. MAUI REPLACEMENT UPDATE (Bob)

· In the process of replacing the MAUI reporting system with a Hyperion reporting system

Currently working on the most popular MAUI reports

· Biggest success so far, was purchasing the Hyperion system, which enabled a group of Brio 6 users to get updates to their client version of the software and are now running Hyperion 9
· Could not access the MAUI databases directly so they had to be converted from an RDB format to a SQL server format

This has been done for the SI database, through the IR office data warehouse

Have learned how to automatically update the data warehouse for the current term, on an hourly bases

Data for the past five quarters, is being updated overnight

There are two other databases to convert: FR & HR

Will convert the FR database first because people use the MAUI reports to access it and there are no MAUI reports for the HR database

The conversion of the FR database is not going as smoothly as first thought and therefore not complete
The Hr database is usually accessed with a Brio query

· Purchased two servers, a production server and development server
· Have been working on developing Hyperion reports or templates that mimic those in MAUI, for the SI reporting

Jerrick Woo has completed four or five reports

The current reports need some tweaking with final versions in a month or two

Current users of these MUAI reports will be asked to test the Hyperion replacement reports and revisions will be made based on their feedback
Hoping to have the reports available by the beginning of winter term for anyone who wants to access the SI database

· The current debate going on, is whether to provide Hyperion access through a terminal server or over the web – the initial idea was to do it over the web

The terminal server would be much simpler to maintain than the web server and have already had some complications with the web server
The only problem with the terminal server is glitches with printing to your own local printer
Still weighing the pros and cons, and it might be useful to have access via the two vehicles

There is more research and investigation that has to be done on the technical side

· Scott ask if a terminal server is used, would access to it be lost when off site

According to Bob, access wouldn't be lost if a VPN (virtual private network) was set up

No matter if the decision is to go with the terminal server or over the web, the functionality will not be reduced

· Bob doesn't feel that there will be more than 30-50 concurrent users using the system at any given moment

Scott feels this quantity is low, if you open the utility to faculty

· Beth wanted to know how the faculty, who need to use the new system, will be notified when it is available, get trained on it and told what software to use

According to Bob this has not yet been worked out

Wanted to create Hyperion reports that mimic MAUI as closely as possibly in order to reduced training to a minimum
Hyperion is very user friendly and probably won't take much training
Will need to plan for training when the reports go beyond MAUI and new reports and ad hoc analysis are being created – probably won't begin happening until spring quarter
For now, faculty should continue using MAUI to access student records

Faculty can, through the Portal, get access to their class rosters and their grades, etc.

· It was suggested, that departments that require the use of MAUI and are in the process of getting new MAC's, keep one of the old MAC's for generating MAUI reports until the Hyperion reports are available

6. HARDWARE STANDARDS UPDATE (Sharon)

· During the summer, Apple did a change up

They were eliminating the 17" iMAC and we had to move our desktop standard to a 20" iMAC, with no price change

· Sharon has scheduled the first meeting for the 07/08 academic year on Tuesday, October 30^th, at 3:30 PM in the DA El Milagro Room

Will schedule the remaining meetings for the academic year and post the agendas for each of those meetings
First meeting will talk about the change in the configuration of the Apple desktop

Will take a look at the Dell, because it remains a 17" monitor

· If anyone wants to join or leave the committee they can e-mail Sharon

7. FUTURE AGENDA ITEMS (ALL)

· Have concluded Phase I of the ID Management System for both colleges. Faculty, staff and student information has been centralized into one single database. In order to choose the best value for both colleges', Chien would like to discuss the up coming proposals that will further develop the database (the integration options).
· An update on where we are with updating our network
· An update on wireless

A note from Sharon - for the start of fall term, wireless was rolled out into the dinning areas at both campus centers. This is in addition to having it in the libraries on each campus.

8. ADJOURNMENT

· Adjourned: 1:30 pm

Next Meeting: November 21, 2007, 12:30 – 2:00, via video conferencing

Last Updated: Friday, November 16, 2007 at 1:17:11 PM
©2008 Foothill-De Anza Community College District