District Website Conversion Project Team Meeting Minutes
September 8, 2015 1-2 p.m.

Attendees:  Alex Harrell, Larry Ching, Pam Grey, Natalie Petermann and Sally Gore remotely,  Lindsay West, Bradley Creamer, Julie Ceballos, Joe Moreau, Marty Kahn, Pam Eberhardt, Chien Shih, Kelly Pettit, Mahmood Hasan, Deepa Prasad, Katia Rostam Yazdi, Linda Koyama

1. Chien asked if there were any issues after going live for any departments.
   
   1. Lindsay from Foundation is still trying to get the multibrowser view working.  Because the Omni web application is on our internal network, the multibrowser function needs to go out and come back with information but because of our security, it cannot come back.  Katia has given Lindsay a plug-in to try as a solution.
   2. VPN access:  Kelly suggested to submit a ticket to request VPN access (not advertised).  With recent upgrades to the network soon to be rolled out, the network itself can provide VPN access, making it much easier in the future for users to log into our system from the outside.
2. Foothill College has built an online newsletter called "The Heights" using responsive design and Omniupdate.
   
   
3. OU LDP Forms Module installed which allows you to add simple surveys or intake forms to your Omni pages.  The data is stored in a secure database on our server.  We can schedule a training for the college web teams.  Joe cautioned that we need to keep in mind: 
   1. What kind of data will be collected;
   2. Protecting the confidentiality of the data;
   3. and who has access to it.
4. We welcomed De Anza's new webmaster, Alex Harrell!  
   
   
5. Alex is working with Bradley and an outside vendor (NTT America) to install a firewall in front of the colleges' websites.  Once the vendor receives all the necessary paperwork, it will take the 6-10 working days to deploy a prototype for us to test.  The target implementation date will be after the second week in October.  
   
   
6. De Anza is getting ready to move their Omniupdate website from SaaS to on premise staging servers.  It will not affect the production server.  Omni said they could probably accomplish this over a weekend.  Alex with meet with Chien to come up with a timeline.  We need to keep in mind the users who access Omniupdate from home (over 200 faculty).  It will entail migrating all the content, making sure single sign on is working and repointing to the publishing server.
   
   
7. Bradley is also requesting a training on how to develop templates in OU, possibly a two hour session for specific questions.  Alex will also be invited, Linda will coordinate.
   
   
8. Joe explained that NTT America is currently colo (colocation) hosting our district owned hardware.  Some of our hardware is at end-of-life mode and will need to be replaced.  Instead of purchasing new hardware, Joe suggested that we think about moving to a managed, hosted platform.  The integration with the firewall would be a lot tighter, mobility would be greatly enhanced and would be more cost effective in the long run.  We will need to decide relatively soon.  Bradley is sold on the idea to go to a hosted service and has been looking at more green alternatives.  Joe said that we don't necessarily need to stay with NTT America but he strongly recommends that both colleges and central services decide together and go with the same solution.
   
   
9. Pam Grey reminded us that the bid limit is $86,000.
   
   
10. Both colleges are involved in a joint bid for an OU designer.  Foothill has narrowed the choices down.  Both colleges can choose to interview the companies together or separately and may ultimately select the same company or different companies.  It is slated to go before the board in October so the decision will need to be make this month.  There are roughly 800-1000 students who enroll at both colleges so a similar design should be considered.  Joe informed everyone about the Center for Usability in Design and Accessibility at Long Beach State that can analyze your website and offer suggestions.
    
    
11. If the Chancellor's office has some suggested design changes or new conventions, we'll call another meeting. 
    
    
12. Bradley would like to add the topic of the Google search engine to the next meeting's agenda.  Currently both colleges are using Google Minis and they are out of service.  He proposes to instead use an enterprise version for the whole district.
    
    
13. Lastly, Chien encourages everyone to keep their webpages up-to-date.  Future meetings will be on an as-needed basis.  Once everyone is on Omniupdate, it would be nice to be able to share ideas and best practice information.  Office365 may have a solution using an internal internet bulletinboard to share ideas.