INFORMATION TECHNOLOGY COMMITTEE MEETING NOTES

Date: January 9, 2001

Time: 12:00-2:00

Location: McHenry Library, Room 481

 

1.      Welcome and Introductions

a)     Members Present:  Scotty Brookie, Mark Cianca, Bill Hyder, Pat LeCuyer, Charles McDowell, Larry Merkley, Terry Schalk, Robert White

b)     Staff Present:  Stephen Hull

 

2.      ITC Chair Update:  Larry provided an updated list of ITC-related actions since the December 13 meeting.

a)     Corporate Time:  The ITC recommendations were presented at the PAC meeting in January.  The proposal was approved.

 

Action:  Janine Roeth should initiate development of a rollout plan and begin implementation process.

 

b)     Computer Equipment Disposal:  Lisa Rose has written a Policy Document regarding this item.   Basically all unwanted equipment should be sent to her office.  She will go to Computing Coordinators to clearly establish the process with them.

c)      Financial Analyst:  A new Financial Analyst has been hired.  Her name is Fana O’Halloran and she will be starting on February 1.   It will be very exciting to have Fana working on IT Cost Modeling soon.

d)     Gradebook:  Larry has seen a demonstration of the application, but a formal public demonstration has yet to be arranged.  This is an item that has raised the interest of other committees as well, and should be coordinated.

e)     HR Applicant Tracking System:  The Human Resources group is interested in reviewing and adopting an Applicant Tracking System.  The group felt that this item should be reviewed by the LASO group.

f)        Large System (FIS) Review:  It seems that there is general agreement on an independent external reviewer for the FIS review process. 

g)     LASSO:  Larry reminded the committee that a Large Administrative System Owner (LASO) group has been formed and is meeting monthly.  LASO membership is comprised of campus large administrative system (AIS, FIS, PPS, DWH, Alumni) owners and CATS system support administration, and is being chaired by ITC member Pat LeCuyer.  ITC member Mark Cianca is also a member of this group.

h)      UCSC Planning Process:  The campus planning process is moving ahead.

·     PAC

o       There was a discussion regarding Corporate Time and this initiative is moving ahead as proposed.

o       The challenge remains how to synthesize and coordinate issues.

o       A new group has been formed composed of the Committee Chairs in an effort to better inform diverse committee topics and processes.  For now they will continue to meet monthly.

·     Current efforts focus on the translation of Mission and Purpose to Objectives.

o       Millenium Report items plus Growth challenges appear to dominate in establishing institutional challenges.

o       ITC prefers that strategic objectives be provided to the committee by PAC and campus administration. (e.g. The need to double the number of enrolled Graduate Students in the next five years.)

i)        New Members:  A new member has been added to the ITC.  He is Jaye Padgett, who comes as a faculty representative and chair of the Senate Committee on Teaching.  Another faculty appointment has been established but has yet to be filled.

j)        Wiring Recommendations:  The Wiring Recommendations went to John Simpson on Monday 1/8/01.  Simpson and Michaels were supportive.  ITC should bear in mind that this item is part of a much larger eleven million dollar campus cabling issue.

 

Action:  Pat LeCuyer is to contact Vice Chancellor Tom Vani and work jointly with Associate Vice Chancellor Meredith Michaels to determine the best method of utilizing funds allocated to BAS for cabling upgrades, in order to address this issue.

 

k)      Consultant:  We are authorized to hire a consultant for some IT assignments.  Larry will introduce Jeanne Frew, as a candidate, to the committee in two weeks, at which time the committee needs to consider how best to utilize her skills.

 

3.      Strategic Planning –Committee Process.

a)     Larry reviewed several “Must Do” constraints.

1.      It Management Structure should be formed and adopted by Fall 2001.  This includes a review of the ITC constituency, and the status and role of the CIO.  ITC agreed that this process must begin no later than June 30th in order to be completed on time.

2.      Funding Priority Recommendations – To begin an annual process by Spring 2002.

3.      As Assigned:

·        IT Service Reviews such as AIS, FIS, and Data Warehouse.

·        Emergent needs from campus (e.g. wiring issue last month)

·        As PAC and/or the EVC decide they want our advice.

b)     Larry summarized the ITC priorities as submitted the previous week.

1.      Strategic Planning Process

·        The need to establish a process that effectively addresses unfunded mandates was noted.

·        The ITC endorsed Strategic Planning as an essential priority.

2.      Central IT Infrastructure (Email, Web Presence, Wiring/Wireless, Administrative Systems)

·    Network Pricing was added to this list as a topic.

·        It was agreed that rate structure was an important issue that identified a number of concerns:

o       A number of campus IT principles could be derived from this item.

o       A discussion of Centralized vs. Decentralized models yielded the following points for discussion:

§         It could identify a basis for evaluating economies of scale.

§         It could provide a basis for consistent behavior for everyone.

§         It could encourage consistent services on campus.

o       Deliverables identified from such a discussion might include:

§         Centralized Email

§         Consistent Rate Structure

§         Directory Services

§         Improvement in Services

3.      Instructional Support (e.g. Classroom/Lab adequacy and relevancy, Grading Support, etc.)

4.      Recruitment/Retention:  Although this emerged as a specific issue of concern to the campus and to ITC members, it was not clear that the ITC should assume responsibility for its resolution.

·        After discussion there was general agreement that the ITC might address this item in the following ways:

o       Raise campus awareness of the implications to IT systems and services in terms of both staff and faculty recruitment and compensation.

o       It could provide input regarding IT staff employment policy.

o       It could provide input regarding the distribution of IT budget(s) and salaries.

 

Action:  Larry will invite HR Representatives to a February meeting to discuss recruitment issues.

 

5.      Large Systems (ITC’s Role, System Owner Model, System Review)

c)      Possible strategic planning methodologies

1.      Collect Data

·    Needs Assessment

·    Identify Strengths

·    External Review

2.      Implementation Analysis

·    Cost Models

·    Funding Gap Analysis

d)     Strategic Planning items highlighted for future agendas:

1.      Infrastructure Analysis – Email

2.      Recruitment / Retention – Establish it is a “big deal” and determine who the owner of this issue should be.

 

4.      AIS - Transition Team and Process – Larry Merkley

a)     Issues

1.      Adequate Budget – Deliverable (Business Processes)

2.      Phasing – Deliverables (Transition Plan, Timelines, Milestones, Inter-dependencies)

3.      Role of CATS in the implementation

4.      Management / Governance Model

5.      Education & Briefing of senior management.

b)     Completion Date – Complete by June 1 2001.  Implementation might begin in the Summer of 2001.

c)      Proposed Membership

1.      Carl Walsh – Chair

2.      Mark Cianca (AIS)

3.      Pat LeCuyer (CATS) or Janine Roeth (CAT-DCG)

4.      Laura Martin (CATS-ADS)

5.      Kathleen Dettman (P&B)

6.      Esperanza Nee (Financial Aid)

7.      Dave Dodson (College)

8.      Linda Kittle (Strategic Planning)

9.      Mary Hiatt (Department/User)

10. Kathy Jefferds (Division)

11. IT Coord – TBA

12. Fana O’Halloran (The new IT Budget Analyst) was also recommended.

 

Action:  Larry Merkley will take the AIS Transition Team recommendation to PAC for review.

Action:  Scotty Brookie and Eric Goodman will establish a process and determine who will represent the Computing Coordinators on the team.

 

5.      Web Presence: 

a)     Web Presence Issues

·        Technological Infrastructure that supports multiple needs & parties.

·        A communication plan that addresses content management

·        A comprehensive campus web policy

·        Campus Web Maintenance Plan

b)     UC has initiated a UC Portal Project that UCSC is participating in.  Current UCSC participants include:

·        Bill Hyder (SocSci)

·        Jim Burns (PIO)

·        Betsy Moses (P&B)

c)      The committee concurred that a Web “Fact Finding” Committee should be formed to initiate a consistent and comprehensive web presence for the campus.

1.      Suggested Membership

·        Bill Hyder

·        Jim Burns

·        Lee Jaffe

·        David Rosen

·        Robin Ove

·        Janine Roeth

·        Fana O’Halloran – New Budget Analyst

·        Laurie McCann - New P&B Strategic Planning Consultant

2.      Committee Mandate:  Provide an assessment to where they are, how they are currently being used, and how much the campus is spending to support them.

3.      Timeline:  The committee should complete its charge in 8 weeks from the time of appointment.

 

Action:  Larry Merkley will take the Web Presence Review Team recommendation to PAC for review.

 

6.      Next Meeting:  Tuesday, January 23, 2001, 12:00-2:00, McHenry Library, Room 481

 

7.      Adjournment:  1:50 PM