Time: 3:00 – 5:00

Location: 481 McHenry Library

I. Welcome and Introductions

§ Members Present: Larry Merkley, Phillip Stark, Charlie McDowell, Pat LeCuyer, Max Ritchie, Mark Cianca, Terry Schalk, Bill Hyder, Kathleen Dettman, Bob White, Brad Smith

§ Guests Present: Janine Roeth, Kevin Browne, Chuck Piotrowski

II. Document Management – Chuck Piotrowski

The Chancellor’s office is in the midst of upgrading their document management system (DMS). The current DMS in place uses an antiquated indexing system, making documents hard to retrieve once they are filed. Hershey Systems is the vendor that will provide the upgrade for $5200. The new system is well regarded and completely different from what the campus currently uses. It includes a web accessible archive for easy document retrieval. Chuck mentioned that though the system upgrade is relatively inexpensive, he would need more staff support from the COAST group to make it completely effective.

Kevin Browne informed the ITC that the Hahn building would be retrofitted in June 2005. There are currently over 100,000 student files, and financial aid/accounting documents in the building that will need to be either physically moved or stored electronically. The preference is to move to the electronic format. The Registrar’s office has also been in contact with Hershey Systems and the price that they were quoted for a system that included four additional functional areas then what the Chancellor’s office needs is $200,000. There are other interested departments on campus that also need a DMS including the Health Center, Institutional Research, Academic and Staff Human Resources and the Colleges. ITC considered the possibility of an enterprise solution for the document management process on campus. The idea of starting a system on campus, then scaling it up as necessary was proposed. There will be an analysis of what costs might be if the process begins in-house compared to the costs of contracting out. This will be discussed further at a future meeting.

III. Information Technology Transformation Project

Larry outlined the governance model for ITTP. He proposed that ITC continue to work on policy issues once a month, and that members of the ITC and a few others would act as the ITTP Steering Committee and meet once per month. The meeting times will remain the same for both groups. The ITC will meet at the first scheduled meeting of the month, and the ITTP will use the second monthly time slot. Additional members of the ITTP Steering Committee were discussed, and the identified parties will be asked to participate. All members of the ITC will be on the ITTP Steering Committee with the exception of Mark Cianca, who opted out.

Janine updated the ITC on the status of the ITTP and distributed an updated version of the general project deliverables and program milestones. She also highlighted what some of the workgroups were working on:

The Culture Values and Symbols team is working to summarize input from the four cafes that were recently held on campus. The cafes featured questions to establish some guiding principles that would be infused into ITTP. Three words were established to summarize the process: integrity, adaptability, and partnership.

Gartner is assisting the CRM, Workstation Support and Server Management teams. They will do a cost/benefit analysis, and identify target consolidation technologies for the Server Management Team.

An 11^th project team has been added. Their role is to figure out what organizational structure and leadership roles will look like at the end of the process.

IV. Next Meeting: March 10, 2004