INFORMATION TECHNOLOGY COMMITTEE MEETING NOTES

Date: January 23, 2001

Time: 12:00-2:00

Location: McHenry Library, Room 481

 

I.    Welcome and Introductions

A)    Members Present:  Scotty Brookie, Mark Cianca, Kathleen Dettman, Bill Hyder, Pat LeCuyer, Charlie McDowell, Larry Merkley, Jaye Padgett, Terry Schalk, Bob White

B)     Staff Present:  Stephen Hull

C)    Guests Present:  Jeanne Frew

 

II.  ITC Chair Updates

      A)  Computing Coordinator’s (CC) Meeting:  Compliments to Scotty Brookie for maintaining such excellent communication with the Computing Coordinator group.  Items of note for ITC:

1)      Lisa Rose (Material Management) presented the campus policy concerning the disposal of used computing equipment.

2)      CATS made a Presentation/Proposal regarding the use of wireless communication technology on campus.

3)      The details of the Corporate Time system rollout will be presented at the February CC meeting.

B)  PAC:  Items of note for ITC:

1)      The ITC proposal for the establishment of an AIS Transition Team was approved.

2)      The ITC proposal for the establishment of a Web Assessment Team was approved.  Several new names were suggested for inclusion on this team.  No chair has been established for this group. 

      C)  AIS Transition Team:

1)      Carl Walsh has agreed to serve as the team chair.

2)      Graham Freeman will be the Computing Coordinator representative to the team.

3)      It has yet to be determined whether a former project manager will be appointed.

D)  Applicant Tracking:  This topic is will be scheduled for discussion at the second ITC meeting in February.

E)   FIS Review:  A team of two individuals from UC Office of the President has been agreed upon.

F)   LASO (Large Administrative System Owners):  LASO is currently involved in the following topics:

1)      A campus Citrix solution that will provide consistent access to multiple applications.

2)      Identification of principles associated with large administrative systems on campus.

3)      Developing a process for reviewing new system projects. 

G.  UCCP (UC College Prep Initiative, http://www.uccp.org/)  A presentation describing this project was recently held on campus and it holds great potential as a model for other distance learning programs, and which can provide many “lessons learned.” 

H.  Gradebook:  There is at last to be an “official” demonstration of this application on Wednesday 1/24/01.

 

III.    Jeanne Frew:  Jeanne Frew is the CIO for the U.S. Navy Fleet Numerical Meteorology and Oceanography Center in Monterey, California.  She was invited to discuss her views on IT, and she graciously agreed to attend.

A)  Resume:  Jeanne’s resume was distributed prior to the meeting.

B)  Introduction:  Jeanne spent several minutes describing her experience as it has shaped her views on IT planning and administration in a variety of environments.

C)  Questions & Answers:  The committee discussed a variety of issues that clarified specific points that Jeanne had introduced, or explored issues of concern to ITC.

 

IV. Strategic Planning:  The committee continued exploration of a campus IT Strategic Plan and processes by this might be accomplished.

Mission:  Defining a mission is a basic part of any strategic plan. 

A)    Goals:  Determining strategic goals that are tied to the campus goals is more challenging than defining a simple mission statement.

B)  Fact Finding:  The processes by which ITC might discover the fact required for an effective strategic plan should include.

1)      Reviewing internal strengths and weaknesses

2)      Identifying strategic opportunities/threats

3)      Determining strategic initiative costs

4)      Fact finding processes might include:

(a)    Focus groups

(b)    Environmental scans

B)     This process would then be a basis for the Identification of specific and achievable goals.

C)    Once all of these processes have been explored it becomes a matter or putting together as a medium to long-term plan.

D)    Discussion:

1.   It is vital that the campus integrate IT as part of the campus planning process.

2.   IT provides a dual role.  First, in support of the IT functions; and second to inform the campus of IT opportunities.

3.   In this more proactive IT planning role we should be engaged in scanning, identifying and promoting IT solutions.

4.   It should be one of the ITC goals that such a proactive planning role for IT be promoted.

E)     ITC has decided it would be worthwhile to conduct a full day retreat to establish a framework for a Strategic Plan, and determine strategic Next Steps.

1)      A Committee consisting of Pat LeCuyer, Kathleen Dettmen, Mark Cianca, and Larry Merkley will meet to:

(a)    Identify what the retreat is expected to accomplish.

(b)    Suggest an approach for accomplishing this.

Action:  Larry Merkley will convene this meeting and report back to the ITC.

 

V.      Instructional Support:  There was little time to discuss this item but it was agreed that there should to be an information gathering process addressing this topic.  Such an effort should:

A)  Begin by determining: 

1)      What kind of information to collect and,

2)      How it is to be collected.

B)  The data gathering and the results should be tied to Institutional Goals.

 

VI.    Email / Infrastructure:  There was not time to discuss this item and it was postponed to a future meeting.

 

VII.   Upcoming Meeting Topics:

A)    Instructional Support

B)     Campus Wiring

C)    Email / Infrastructure

D)    Recruitment – Retention

E)     Business Architecture

F)     Summer Quarter

G)    Silicon Valley Center

 

VIII. Next Meeting:  Tuesday, February 13, 2001, 12:00-2:00, McHenry Library, Room 481.

 

IX.   Adjournment:  1:55 PM