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EDUCATIONAL
TECHNOLOGY ADVISORY
COMMITTEE
November
19, 2008
ATTENDEES: Beth Grobman, Stan Judkins,
Drake Lewis, Judy Mowrey, Mike Murphy, Javier Rueda, Fred Sherman, Pamela
Wilkes, Tim Woods
GUESTS: Sharon Luciw, Chien Shih,
David Gillett
Convened: 12:34pm
1. APPROVAL OF THE MINUTES
(Fred)
Will stand approved as
posted
2. GENERAL NEWS (ALL)
Javier
thanked the committee for agreeing to create a position on the committee for
SEIU
New
Apple laptops don't have a fire wire and won't clone over the network
Computers are replaced every four years, on the
campuses, through Measure "C"
It is up to the campuses
when the replacements take place due to other priorities
There has been a challenge
in the way that computers have been replaced on the campuses because we got a
lot of Measure "C" funding up front and started in rather large quantities
across the campuses
None
done due to the lack of new members to the committee
4. HARDWARE/SOFTWARE
STANDARDS (Sharon)
Had to pick out a new Dell
laptop and desktop at the last meeting because Dell is changing models
Optiplex 760 Mini Tower, 3.0Ghz - $1,309
15" Latitude E6500, 2.26Ghz - $1,745
5. EIS STATUS (Chien)
3 major track events going on simultaneously
Have
scheduled 2 town hall meetings today to solicit feedback on Luminis
6. WIRELESS UPDATE (Sharon)
This month working on configuring the new controllers for FH, which will
allow ETS to move the existing controller over to Middlefield
Waiting for FH to prioritize the deployment after
Middlefield
Priority is being set by the Admin Council
Can speak to Richard Galope and
Shirley Barker
Waiting for DA's Tech Task Force and other committees to
decide on the next stage of deployment
The PO
to order the upgrade equipment to support the next deployment phase at DA,
should be cut this Friday
7. GIGABIT UPDATE (Sharon)
The
state was kind enough to upgrade both of our campuses sooner than was expected
from a DS3 connection to a 1 Gig connection to the Internet
8. MEASURE "C" SUPPORT
CHALLENGES (Sharon)
A lot of money under Measure "C" and everyone wants
everything done at the same time</L>
There are many other funding sources out there with
sunset date on them that might conflict with plans and take priority over what
people had expected originally
Many problems are encountered when putting IT into new
buildings
Design process is very long and involved
We do have a telecommunications and multimedia
document, but it doesn't always get followed during the design process
There is a lot of back and forth between the
comments provided by ETS and the design firm hired by the architect
Contractors don't always have the last minute
changes made to the bid documents
Sharon's staff has to bird dog the process at every
step of the way
Schedules can be challenges because at first ETS might have two months
to move in and because of delays there are two weeks or less
ETS is
trying to support the construction of new buildings at the same time as other
major IT projects
Sometimes it takes a good year before being at a maintenance mode in a
building
Judy
suggested that ETS get another funded position to help with overseeing IT in
the new construction
9. CONNECT ED DEPLOYMENT SCHEDULE (Chien)
An emergency notification system that the district has
elected to acquire
Information Systems is working together with Risk
Management and HR to set the system up
The challenge is to get the project rolling and
start to be able to handle notifications of any campus wide emergencies, to
students, faculty and staff, through electronic means, or by whatever device is
chosen
Currently in the preparation of the survey stage
Phase I – should be
complete by January 2009
This would allow the district to send out, to a
limited group of people, an emergency notification message
Central Services will be the first group used to
test the emergency notification system – about 240 users
Plan to begin testing the middle of January
Will move testing to faculty and students after
completion of Central Service's testing
Phase II – Will concentrate on collecting, correcting,
and scrubbing the data – would like to have this completed by the end of
January, the beginning of February
Biggest challenge right now is that the data that is being
used is not in the most pristine stage
In the past did not collect emergency information
for students
In the HR database, identified a lot of staff who we
don't have emergency phone numbers
Because of the importance of this project, it has been put
on the fast track
Javier wanted to know when the information was going to be
collected from the general staff and how they will be notified
Marsha Kelly is trying to work out this process with
Dorene Novotny
Will collect one emergency contact phone number from
each user
The number will be input into our system and our
system will export the information to the emergency contact vendor and from
their database, they will start sending out directions and emergency procedures
The notifications will go out as both text and voice
messages
Messages will be scripted by the PIO (Public
Information Officer)
This is not an option or choice but a safety issue for
everyone at the district
The Districts goal is to have contact information
for everyone
If you miss one person there is a possibility that
that one person could get hurt
Chien's team has gone through our database of emergency
contact information and identified those individuals (at this time only staff)
who have missing information
This information was sent to the presidents of both
campuses
They agreed to speak to their staff and encourage
them to provide this information as well as see that the information filters
down
It will not be mandatory for an individual to
provide this information
Want to make sure that those people who have
information missing from the database, that when this service comes out, if
they don't provide the information they may not get notified
Information that will be requested will be:
1) Emergency contact phone
number
2) Will your phone be able to
receive a text message or only voice?
3) Do you want to provide a
secondary contact?
After the process has been tested out on CS staff and works
well, it will be rolled out to faculty and students
Marsha Kelly is the person who is heading up the plan
Tim wanted to know if the emergency contacts were going to
be maintained in a separate isolated database or in the HRS system
The number he has in the field for his primary
contact is his wife's cell phone number
How will the data be segmented between being able to
contact Tim vs. his wife?
This was taken into consideration at the very
beginning of the database consideration
The vendor will provide entry into the database for
the user to make changes, but the hope is to have all the data come from our
own HR & SI databases
Have worked out a plan of when and how the data will
be sent to the emergency database, which will be an automated process
There is a differentiator in the database to segregate
the information into campus, location and department
Can notify separately or collectively depending upon
the emergency
This is a passive system that only sends information out and
does not request feedback
Part of the message that goes out may be a phone
number that you can call to get more information from a live operator
May also have an 800 number that can be called to
get a canned massage to get more details
10. SECURITY AUDIT STATUS (Chien)
Selected the vendor based upon the review results of the
committee
Strata Information Group
Had an initial meeting with SIG last week to go over
the process and the deliverable
What is the current state of
our data security?
Analyze all the data that we provide to each
division or department, how we safeguard the data, is there any risk to the
data, what kind of information can be walked off with and what type of
vulnerability holes do we have
Kick off meeting for this project is tomorrow
The objective of this process is to find any gap between the
current process and the future process, which will be a Banner, based security
and how we can utilize their consulting effort to better fine tune when we set
up a security an access point within the new Banner system
11. COLLOCATION SITE PROJECT
STATUS (Chien)
Had to take into consideration what would happen if we
experienced a major disaster, how could we continue to operate as a viable
unit?
In the original hardware bid we specifically required a
portion of the hardware we bought to be allocated as a disaster recovery set of
architecture requirements
The collocation bid requirements specified for the location
to be within 500 miles from our campus
This final place would house the disaster recovery
equipment we bought
This would allow FHDA to operate to a limited
capacity
Issued the RFP, ITB
document on November 14th, anticipate the vendor feedback on
questions be conducted on November 26th and go forward with a final
recommendation on January 20th
Will start the installation-testing phase in
February
Complete the project by May 1st
Major
focus of this project is to provide recoverability for the EIS platform
In the specifications also included the capability
to house future mission critical types of systems
E-mail
Calendar
Emergency notification, etc
This will be real time data replication into the
site
If there is any disruption to our primary site, this
site will automatically kick in
Since Banner is web based, there will be a minimal
interruption for the user to be able to log on into the sit
Our staff will be managing the information at the
collocated site
The collocation site will provide the facility and
also hardware assurance
The equipment going into this site is not as large
or as robust or as numerous as what we are putting into L7
If the system at L7 is disabled for any reason, and
we depend on the collocation site to provide this functionality it will not
have the full/fast response time capability that the primary system will, it
will be limited in its capability but it will still be something we can use to
operate on to get to the records to do the minimal and essential functions
until we can bring the primary site back up
Didn't have enough money to replicate everything at
the collocation site
Not
many community college districts that have the capability to put up a
collocation site like this
12. RENOVATION OF L QUAD ISSUES –
BETH'S ISSUE (Sharon)
Beth
heard that there was some concern about the computer equipment that's in the L
Quad that runs a lot of the systems on the campus and what would happen to that
when L Quad (referring to the data center) is renovated
The L 7 data center will not be included in any
planned college renovations of the L Quad
There are plans to build a new district building,
which would contain a new data center
Eventually a good majority of the equipment in the
current data center will be moved to the new location
Some equipment will have to remain on the DA campus
because it supports the college directly – also the main point of entry
into the campus for voice and data services
The colleges' renovation of L Quad does not involve
the data center
13. FUTURE AGENDA ITEMS (ALL)
Measure "C" work flow/prompt interface project needs to be taken into considertion in conjunction with the current FRS system and the future Banner system
14. ADJOURNMENT
Adjourned: 1:45 pm
Next Meeting: Wednesday, December 10, 2008,
via video conferencing
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