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EDUCATIONAL TECHNOLOGY ADVISORY
COMMITTEE
11/16/2005, 12:30-2:00 pm
ATTENDEES: Theo Chakkapark, Tom Dolen, Jamie Doll, Linda Elvin, David
Gillett, Jeanine Hawk, Scott Heffner, Willie Pritchard
GUESTS: Sharon Luciw, Gerry Gyuire
Convened: 12:35 pm
1. APPROVAL OF THE MINUTES OF THE LAST MEETING
· Will stand approved as posted
2. GENERAL NEWS UPDATE – ALTERNATE STUDENT ID ROLLOUT; PORTAL ROLLOUT;
DATA CENTER UPS INSTALLATION; COMPUTER AND NETWORK USE POLICY; MAUI REPLACEMENT
PLAN
· Alternate student ID
Plan to do a cut over to the alternate ID on Saturday November 26th
The Alternate ID has been driven by an increase of identity management
theft and legislation that requires us to provide alternate ID's no later
than January 1st, 2007
Changes will be more from a functional standpoint
The new ID will be interchangeable with the students SS#
Ready to do the student ID roll out
There will be a broadcast message set out the beginning of next week
to inform everyone that the Admin system will not be available due to
the cut over – it will also posted on the notification page of the
ETS website
Marketing and A & R are working on ways to educate students about the
use of the alternate ID
There will be directions on the registration screen
There will be a new lookup feature that will allow students to look up
their new number on-line
A new student will find their ID number on the signature page of their
application
There have been articles in La Voz and there will be an article in the Sentinel
about the new student ID
Jeanine would like to see a message posted to TouchNet now to reflect the
information that the registration system will be down on Saturday, November
26th
Gerry will look into getting a message posted on TouchNet
· Portal Rollout
Still planning to roll out the portal to employee testers on Dec 15th
Will be sending an e-mail out, soon, to approximately 85-90 people that
will ask them to reaffirm their interest in testing out the portal
· Data Center UPS Installation
This final 1/3 of the installation should be transparent to users
By Saturday afternoon, November 19th the UPS should be fully
installed in the data center
Ways to check for system outages:
1) Contact the Call Center and select option 1
Status updates are done only during Call Center staff hours (M-F, no
weekends)
For weekends, ETS managers will develop a procedure for reporting a
message on the Call center status line
2) For planned outages – the notifications page on the ETS website
· Computer and Network Use Policy
After being passed by the board, FA wanted to renegotiate certain items
related to it
FA has recently agreed to the rewording
SEIU has recently raised some procedural issues that have been agreed upon
Should be brought back to the board, on December 5th, for the
Board's final approval
· MAUI replacement plan
MAUI is a query tool used by many in the district to access student information,
and FR & HR data
Runs only on the MAC
Potential risk of incompatibility problems with new operating systems
ETS is in the process of examining replacements
There are three possible products that may meet our specifications
IR has a product (Crystal Reports) that they like and will be testing
soon to see if it can perform all the current MAUI queries as well as
personalized queries people may want to create
Currently doing preliminary testing and has not gone out to end-users
yet
Will make certain that the product can run on multiple platforms using
standard browsers
3. POLICY ON PORTAL ACCOUNT NAME (ACTION ITEM)
· Need to decide on an account name for a user to use when
signing onto the portal – for employees only
Choice of two
1) Use of the current e-mail scheme – Last Name,
First Name
2) Use of ugly name
At t his time, the alternate ID for employees is not ready and therefore
cannot be used (can use this in the future)
The alternate ID will probably be used for students when the portal is
rolled out to them – can not do this until we have the ID Management
system in place
The consensus, by the committee, was to use the ugly name during the initial
testing of the portal by employees
4. SERVICE LEVEL AGREEMENTS – WHAT ARE THEY? WHY ARE THEY OF INTEREST
TO ETAC AND ETS?
· A draft copy of a service level agreement (SLA) for Tech
Services was mailed out to the ETAC committee
This was drafted by ETS staff
This is the first of several SLA's that will be brought to ETAC for input
First time it has been rolled out to the public
The document should be viewed as an contract
The document is based upon what ETS has been doing over the past four or
five years
· SLA's are a statement of what services and support ETS will
provide and under what conditions
The SLA's will be reviewed on a regular basis
It is considered a living document because it will need to be updated from
time to time
· ETS will be producing service level agreements from each
of the various departments, over the coarse of this academic year (Networking
Group. Data Center, Information Systems, etc,)
· They will be posted on our website, for public viewing
· These SLA's will be separate from any other specific SLA's
we have entered into with certain departments and divisions
· Please review this document before the next meeting, and
be prepared to discuss any items that may be problematic or unclear
5. OTHER ITEMS FROM THE COMMITTEE –MAUI REPLACEMENT PLAN (CK); NEW
SHORT COURSE REGISTRATION PROCESS (CK)
· Student Theo Chakkapark, Technology Manager for the ASFC,
has joined the ETAC committee as the ASFC representative
· ETS notifications for network shut downs, in the past, have
been to notify all managers and supervisors, with the expectation that they
would forward the information onto their staff
Since this does not appear to be happening, ETS's new procedure will be
to do district-wide e-mails
Currently ETS posts the status of its systems through the Call Center with
a recorded message (updated only during Call Center staff hours)
There is no mechanism in place to notify staff if there is an unexpected
outage over the weekend
· The District is considering going out for a bond issue
The board has contracted with a political consultant who can do polling
for us and advise us on a campaign
The poll will try to determine how favorable voters are towards us going
for a bond
What issues are hot button items
When the appropriate time will be for us to go out for a bond
6/06; 11/06; 6/07 or 11/07
The Board needs to make a decision, no later than February 5th,
if the District will go out for a June election
The items and the size of the bond is yet to be determined
A sizeable portion of the bond will relate to technology: new information
system; instructional equipment, replacing desktops, network equipment,
and servers, etc.
· The wireless project
The fist presentation by a vendor will take place today at 2:00 PM
6. ADJOURNMENT
· Adjourned: 1:32 pm
Next Meeting: Wednesday, December 7, 12:30 – 2:00 PM via videoconferencing
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