August 25, 2014

TECHNOLOGY PLANNING & PRIORITIES COMMITTEE

AUGUST 25, 2014

Present:  Janet Scannell, Bev Nagel, Fernan Jaramillo, Fred Rogers, Joe Hargis, Laura Chihara, Linda Thornton,

 Tommy Bonner

Absent:  Paul Thiboutot,  Hudlin Wagner

Agenda:

1.  Review minutes from June 23rd meeting.

2. Finalize revised technology governance model.

3. Review Fall projects – high level goals and participants

4. ITS updates:

Review minutes from June 23^rd meeting:

The minutes from the June 23, 2014 meeting were approved.

Finalize revised technology governance model.

At our last meeting we began discussion of Janet’s proposal to revise our technology governance committee structure.  We continued that discussion today, with Janet’s overall goal to have a more structured proactive (rather than reactive) approach to our process, project planning, and technology governance.

Proposal for Technology Authority

·         CTO decision-making purview – authorize expenditures using existing funds; assign appropriate level of governance to initiatives and projects.  Janet would like more campus wide conversation to come through her and connection through ITS to touch base at the start of technology requests.

·         Departmental technology choices –

o   Individual tech purchases go through Helpdesk or NTRC.

o   Add a review step when launching department software selection.

o   Select from 4 possible options of involvement.  Add a 5^th review step – get a group together.

Proposal for Tech Committees:

1.       User Groups & Campus Outreach – via listserv, quarterly meetings, etc.

2.       Steering Groups & Task Forces – the committee favored calling them Advisory Groups rather than Steering. These would be standing groups with a specific focus; Enterprise Systems, ATAC/LIBIT (faculty/library/IT), Risk Management, Web.  Co-chaired by ITS Directors.

3.       Council of Co-Chairs – chaired by the CTO + co-chairs of the Advisory Groups.  Meets to discuss issues that span divisions, including wrestling with priorities and campus policies.

Proposal for VP Involvement:

·         Technology Planning & Priorities Committee (TP&PC) – would be smaller membership (than present) and more focused. 1-2 meetings/term, mostly to frame and conclude large projects.  Endorse/discuss Council of Co-Chairs recommendations on priorities, policies and budget requests. Elevate TP&PC to handle strategic things and let the Advisory Groups handle the operational side.

·         Tuesday Group (TuG) – informed of high impact and or high cost initiatives.  CTO participation as appropriate.

After a lengthy discussion, the committee supported moving forward with the proposal with additional:

o   Clarification of the roles and purpose of these committees and how they will fit together.

o   Expand and articulate on what the process is for groups to interact with ITS as they want to do new things.

o   Expand on how these groups work through the issues and how the work flows.

Janet will work on these items and also follow-up with the membership of these new groups.

Review fall projects – high level goals and participants:

Janet handed out and summarized for us highlights of the technology spectrum at Carleton.  Her goal is to move toward this model and level of engagement with TP&PC – which tech things are sunrise, sunset, core services or on the horizon.

A few examples she emphasized were:

·         Sunrise – social media in IT support (take advantage more)

o   Career value of IT student work (leverage possibilities)

o   Two factor authentication  (working on this)

·         Sunset – MOOCs

o   Oracle database (Colleague, our core database program, moved to SQL server)

o   Windows XP  (Microsoft no longer supports, not secure)

·         Core Services –bring your own device

o   Server virtualization

o   Mobile and tablet (MS Office on iPads)

·         Horizon – Crowdsourcing

o   Application/desktop virtualization

o   Wearable technology  (Google glasses)

o   Virtual reality  (lab of the future)

·         Services/Changes – Integrated ticket & project management services

o   Video conferencing  (Vidyo)

o   Lecture /video capture (Panopto) piloting this fall in 5 classrooms

ITS updates:

Email was recently upgraded to Zimbra V8.  Janet asked for thoughts on how it went.  Linda thought it was communicated well.  Some things changed (like print) and looked different under different browsers.  Overall it went well.

We’re working on a more consistent e-mail policy for just staff after they leave the college.  Janet plans on bringing this to TP&PC for review.

We’re also going to implement a policy change in how we approach computers for new staff.  The standard machine for staff will be a Windows desktop unless there is a specific mobility need for a laptop or Mac.  The overall cost for Macs and laptops is simply higher.

We have been awarded a $350,000 NSF grant for cyber infrastructure.  It will be geared around science and research.

Meeting adjourned at 3:30pm

Submitted by, Candyce Lelm