December 6, 2006 Minutes

EDUCATIONAL TECHNOLOGY ADVISORY
COMMITTEE

12/06/2006, 12:30-2:00 pm

ATTENDEES: Linda Elvin, David Gillett, Beth Grobman, Scott Heffner, Stan Judkins, Chuck Lindauer, Sherri Mines, Fred Sherman, Alex Swanner

GUESTS:  Bob Barr, Sharon Luciw, Chien Shih

Convened:  12:40 pm

1.  APPROVAL OF THE MINUTES OF THE LAST MEETING

· Will stand approved as posted

2.  GENERAL NEWS

·  Introduction of the new director of Information Systems – Chien Shih
·  If there are any items that a committee member would like added to the agenda for discussion at a future meeting, contact Pam Eberhardt or Fred Sherman

3. STATUS OF HYPERION CONVERSION (BOB BARR)

·  ETS & IR & P started looking into a replacement for the MAUI reporting system last spring because:

1)     Intel MAC's that run OS X will not run the MAUI client software
2)     MAUI does not run on PC’s
3)     Dal  (the middleware used by MAUI) is no longer being supported by the vendor
4)     MAUI has some serious reporting limitations

i.e. can only  query, in SI, one term at a time, so you can’t compare two different terms to each other
Can’t save reports in MAUI as templates for future use

·  Looked into four different vendors who said that they could connect to our current Oracle RDB database

Business Objects which makes Crystal Reports – was going to be the least expensive of the four options (around $60K), but we would be starting from scratch with a fairly steep learning curve
Hyperion – would allow us to upgrade all Brio users to current query software and at the same time handle the MAUI replacement problem

After choosing Hyperion, we found out that their software could not connect to the Oracle database we are using

ETS will now have to recreate the databases in a new database format – Sequel
Will have to reconstruct HR & FR in Sequel and are in the process of doing that right now
The conversion for SIS has already been done through the data warehouse created by IR & P
Due to this fact ETS has been able to negotiate some compensation from Hyperion in the form of consulting ($3,500), computer based training software (at a 90% discount) with an option to buy more at the same discount, and cost reduction on training  on  a user interface

Cognos
Sas

·  June 28^th, 2006 signed a contract with Hyperion for $145K, which includes:

A web based sever software is available to both MAC’s & PC’s
An unlimited number of client or standalone software – a developer piece of software
Up to now, each new license of Brio was approximately $1K and $250 per year for maintenance
Three (3) years of prepaid tech support, software upgrades and maintenance
Starting the fourth (4) year, maintenance will be around $20K to $25K per year

·  Could initially be available through the portal system as an external application as opposed to an integrated portlet
· There are three components to the project

1)     Replace MAUI report with report by report clones
2)     Upgrade current Brio users to the Hyperion client (currently 50 users)

Not much difference between Brio 6 and Hyperion/Brio 9
Are some nice refinements but the fundamental functioning and operations are very similar and won’t have to train people on the software
Only works on a PC or the Windows side of the new MAC’s

3) Want to expand the capabilities to a wider group of people

·  Will be able to run data from more than one term, in a single report, for comparison
·  Will be able to save Hyperion reports as templates, to be used in the future, which will be a big time saver
·  Scott Heffner is concerned that users who have a legitimate need for specific reports, generated in MAUI, won’t loose access in the short term

The plan is not to limit anyone, but to expand access to data and to the replacement MAUI reports

· Dashboard sections in the Hyperion software can be made to create user friendly interfaces
·  Hired a consultant (Kathy Bates) to help ETS create a prototype Hyperion/MAUI replacement report with a FHDA look and feel

Will be used as a template to create specific MAUI replacement reports

·  Was planning to use the Id Management system that was to be the portal identification system, but it has been put on hold, so a new authentication system may have to be created for Hyperion users
·  Will probably not have verified tested reports ready until the end of this academic year

4.  STATUS OF WIRELESS ACCESS (SHARON LUCIW)

· In August, equipment started trickling in
· Had to send both network engineers, David Gillett and Fortunato, for training
· The solution we have chosen is Aruba Wireless Networks
· Will have to name and configure each access point (AP)

As of today, have all AP’s installed in Alpha buildings – internal tests for ETS

DA – Kirsch Building
FH – 3300

Hope to start testing by the middle of January
Tech Services should have completed their testing by early February

·  Will initially have people sign-in as a guest using their e-mail address
·  Beta testing should begin in February, using one additional building on each campus – the libraries

The audience being used during the beta testing will not be restricted
Will only be able to access those things that you can currently access from home
Will conduct training for the FH & DA library support staff in the middle of February
If every thing goes smoothly, will talk to the campuses to see which buildings are next

FH – Sue Gatlin
DA – Jeanine Hawk

·  Already have a FH student to help with testing

Still need a DA student to help with testing

5. STATUS OF GO PRINT/CAPTURE PROJECT (CHIEN SHIH)

·  Vendor, of the Capture card, is doing more testing to assist in correcting the problems we are currently experiencing

It appears that it might be a database problem – due to duplicate data
ETS will be setting up a test plan with Captures' technical team to address this issue

6. PART TIME EMAIL ADDRESSES

·  Brought up by John Swensson at the last ETAC meeting
·  The problem stems out of HR’s process for handling information on permanent faculty verses part time faculty
·  Information for part time faculty does not get put into HRS until just before classes start – this information is put into the system by each campus not CS
·  ETS will look into other ways to get the information into the system a little quicker
·  Part time faculty, already in the system, have to be gone for a number of consecutive quarters and not teaching, before their information gets deleted from the system

· When Meeting Maker goes from version 8.5 to 8.6 they will be dropping the Palm conduit and Intellisync to sync with PDA’s

They will be going with a third party vendor called Notifylink and everyone will have to convert to this new vendor
How is the District going to address this issue?

ETS will need to do some research into this change
Will try to have some information by the next ETAC meeitng

8. SMART CLASSROOMS

·  Stan is working with Marykay Englen to set up some “smart classroom” training
·  There is no evaluation done, with faculty members, after the smart classrooms have been installed – to keep from repeating problems

9. MEETING TIMES

·  Currently the committee meets on the third Wednesday of the month from 12:30 PM until  2:00 PM

Committee members who were present at the meeting agreed that this was a good time
Meetings will remain at the current schedule until further notice

10. ADJOURNMENT

· Adjourned:  2:00 pm

Next Meeting:  Wednesday, January 17, 2007, 12:30 – 2:00, via videoconferencing?

Last Updated: Tuesday, January 16, 2007 at 4:56:35 PM
©2008 Foothill-De Anza Community College District