Peralta Community College District
PBIM – District Technology Committee - Meeting Minutes
District Board Room
October 4, 2013 – 9:00am – 12:00pm
Present:
Fabian Banga (via phone), Antonio Barreiro, Vina Cera, Johnnie Fudge, Eric Gravenberg, Nate Heller, Gina LaMonica, Calvin
Madlock, Antoine Mehouelley, Mike Orkin, Manny Uy, Hui Zhang
Guests:
Joseph Bielanski, Bob Grill, Vincent Koo, Tony Hampton, Ranell Holmes, Aisha Williams
Facilitator/Recorder: Karolyn van Putten, Evelyn Lord
Absent:
Joshua Boatright, Justin Hoffman, Bala Sampathraj, Mary Louise Zernicke
Agenda Item and Presenter(s)
Discussion
Meeting Called to Order
9:15 am
I. Review and Approval of
Agenda
Agenda approved unanimously with addition of motion drafted by Eric
Gravenberg, Nate Heller and Fabian Banga.
Motioned by Eric Gravenberg, Second by Mike Orkin.
Approved Unanimously.
Facilitator
II. Review and Approval of
Minutes from May 3, 2013 and
PBIM Summit
Minutes from the September 6, 2013 meeting approved unanimously.
Motioned by Eric Gravenberg, Second by Johnnie Fudge.
Facilitator
New DTC members were introduced: Dean Gina LaMonica (Merritt Tech
Committee Rep) and Director of Capital Projects Johnny Fudge (Facilities
Rep).
Tony Hampton is a guest representing Merritt College today.
III. Review PBIM/PBV Budget
Planning Calendar
Facilitator/AVC Madlock
DTC needs to review the PBC calendar and pay special attention to the
period between February 10 and April 18 (Campus Budget Process). This
body is expected to have a prioritization list ready to be forward to PBC.
Need to prepare a DTC calendar in alignment with the PBC calendar once
we determine our goals.
IV. Review/Assess DTC
Goals for 2013-14 and
alignment with PBIM
Postponed from 2012-13: Alignment of college IT needs/priorities with
District IT Strategic Plan projects/timeline (carry forward to AY 2013-14)
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Follow-up Action
Decisions
(Shared Agreement/
Resolved/Unresolved?)
Peralta Community College District
PBIM – District Technology Committee - Meeting Minutes
District Board Room
October 4, 2013 – 9:00am – 12:00pm
Planning Calendar
Facilitator/AVC Madlock
This item was not discussed.
V. Process for aligning DTC
Goals for 2013-14, IT Strategic
Plan 2012-15 with PCCD
Strategic Goals & Institutional
Outcomes for 2013-14
Incorporating the results of student learning assessment with
institutional planning and committee recommendations.
AVC Madlock/Facilitator
AVC Madlock made a recommendation to have a representative from IT at
DEC, but have not heard back from DEC. In lieu of having a rep, AVC
Madlock is attending all DEC meeting as a guest.
DTC goals will be written in a similar template as the PBC goals.
GOALS:
 Review and revise the IT Strategic Plan

Developing recommendations for technology spending priorities to
be forwarded to PBC

Alignment of College IT Technology Plans to the District IT
Strategic Plan: Merritt College does not have a plan or at least not
one that is posted on their website and BCC’s 5-year plan is on its
last year.
We will need to know about the District IT Strategic Plan and find
out if it aligns with the colleges’ need.
This goal will coincide and it will go hand in hand with the
revision of the IT Strategic Plan. Many of the projects are districtwide (PeopleSoft upgrade, Financial Aid, ECM, Wireless
bandwidth, etc.). The IT Strategic Plan acts like a portfolio of
investments, which are represented by each one of the projects.
This allows IT to secure funding for each project.
The IT Strategic Plan can include all the projects for the year and
the source of funding, and then it can be presented to PBC.
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Peralta Community College District
PBIM – District Technology Committee - Meeting Minutes
District Board Room
October 4, 2013 – 9:00am – 12:00pm
Need to come up with a process for the colleges to provide
feedback/input to the projects on the IT Strategic Plan and/or to
add/edit projects.
Some of the projects that could be added to the IT Strategic Plan
are: Disaster Recovery, Security, Authentication (Identity
Management), Universal (single-sign-on) Portal.
Authentication is crucial to Distance Education. ACCJC has laid
out requirements regarding authentication as it related to Distance
Education, to ensure that students are doing their own work.
Another component of the ACCJC components is plagiarism.
The Universal Portal project might not be completed in a year, but
we can identify and build a project plan for it. This could be added
to the IT Strategic Plan.
President Gravenberg suggest taking this item offline in order to
formulate a language that incorporates everything that has been
discussed and that can be presented at the next DTC meeting a
single goal. Eric Gravenberg, Gina LaMonica, Antonio Barreiro
and Calvin Madlock will work offline on the language and present
at the next DTC.

Computer User Guidelines: We have BP and AP. Now we need to
come up with guidelines. IT has drafted some language and is
being reviewed by ENG (Engineering Network Group). We also
need to create a strategy to inform everyone about these guidelines.
These guidelines will not only list what is not allowed, but will also
empower the users with the information on what they can do and
how they can use the technology available to them.

Aligning DTC Goals to the PBC/PCCD/Institutional Strategic
Goals (see example from PBC).

Aligning District IT to college requests: ITIL (Information
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Peralta Community College District
PBIM – District Technology Committee - Meeting Minutes
District Board Room
October 4, 2013 – 9:00am – 12:00pm
Technology Infrastructure Library) Light is one of the projects of
the IT Strategic Plan. This refers to a specific process for customer
services and help desk requests.

Monitoring projects on IT strategic Plan.
Draft motion being presented by Nate Heller, Justin Hoffman, Fabian
Banga, and Eric Gravenberg:
IN ORDER TO INFORM THE DTC’S DELIBARION PROCESS ON
HOW TO BETTER ALIGN THE IT STRATEGIC PLAN WITH THE
STUDENT SUCCESS MANDATE, THE DTC REQUESTS THAT ALL
CAMPUS TECHNOLOGY COMMITTEES CREATE A PLAN THAT
DESCRIBES AND ASSESSESS HOW LOCAL TECHNOLOGY WILL
BE LEVERAGED TO SUPPORT STUDENT SUCCESS. THIS PLAN
COULD INCLUDE, BUT IS NOT LIMITED TO, ORIENATION,
SMART CLASSROOMS, AND THE GMAIL PROJECT.
FURTHERMORE, WE ASK THAT THE CAMPUS TECHNOLOGY
COMMITTEES WORK COLLABORATIVELY WITH CAMPUS
SHARED GOVERNANCE GROUPS AND KEY STAKEHOLDERS IN
THE PREPARATION AND SUBMISSION OF THE PLAN. CAMPUS
PLANS SHOULD BE SUBMITTED TO THE DISTRICT WIDE
TECHNOLOGY COMMITTEE BY DECEMBER 6, 2013.
Motioned by Eric Gravenberg, Second Nate Heller.
Motion Passed Unanimously
The Gmail Project was included in the language because the group that
worked on the motion wanted to make sure that there is communication
channels that will allow for college feedback, integration, and
participations; even for project driven by the district.
Feedback from the colleges’ Technology Committees will give district IT
an idea of what the colleges are thinking in terms of technology needs and
from an accreditation point of view, it will provide feedback as how to use
technology for student success.
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Peralta Community College District
PBIM – District Technology Committee - Meeting Minutes
District Board Room
October 4, 2013 – 9:00am – 12:00pm
This motion will be forwarded, in the form of a memo, to the chairs of the
colleges’ Technology Committees with a cc to the college presidents and
vice presidents.
VI. Process for
revising/updating IT Strategic
Plan
Facilitator/AVC Madlock
Eric Gravenberg, Gina LaMonica and Calvin Madlock will discuss offline
and bring it back to next DTC.
VII. Smart Classroom
maintenance, custodial
maintenance and equipment
function support; current status
and future planning
Facilitator/co-chairs
IT is working with General Services on a maintenance contract for the
smart-classrooms. At this point, there is no service maintenance agreement
and some equipment is in need of repair.
Merritt College had a different service contract and some maintenance
work has been done to their projectors. They are happy with the company
providing service. Merritt did not receive the spare parts that were included
with their original order.
AVC Madlock would like to make this an action item for next DTC
meeting. He received a copy of the original maintenance contract, but it
might not be valid.
The colleges brought this issue to DTC because they would like the source
of funding for maintenance to be at the district. AVC Madlock will talk to
Finance and General Services in order to get more information regarding
funding for maintenance contracts.
AVC Madlock also brought up the issue of cleaning the equipment in the
smart-classrooms. At some colleges, the custodian staff is scheduled to
clean all the equipment once a semester.
At Laney College, student workers are hired and trained to clean the IT
equipment.
AVC Madlock will make this another action item to find out information
about funding.
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Peralta Community College District
PBIM – District Technology Committee - Meeting Minutes
District Board Room
October 4, 2013 – 9:00am – 12:00pm
VIII. District IT
Reports/Update:
AVC Madlock/Banga
a) Oracle OpenWorld 2013 Conference Report:
Several members of the IT staff attended Oracle OpenWorld in San
Francisco.
These were some of the main topics covered at the conference:
 Big Data (and the use of analytic tools)
 Cloud integration
 The Internet of Things
 Mobility (ability to access data anywhere, anytime)
 Security and the segregation of duties (separation of PeopleSoft
functional and technical users)
 ERP in the Cloud (PeopleSoft in the cloud)
Oracle has a 15 year investment plan in PeopleSoft
AVC Madlock also had a chance to talk to other college presidents about
reporting structures, TCO and how to budget up-front for your investments.
In hard time, focus needs to be on academic advising systems and we need
to break out of silo cultures.
b) PeopleSoft Resolution Team Report:
PeopleSoft has not been maintained at the level it needs to be maintained.
IT is now doing Bundle Releases, which are PS updates. These releases add
more functionality to the system and also include bug fixes that proactively
resolve and alleviate our maintenance. This implementation was started in
August with Campus Solution, Financials, and HCM.
The steps for these Bundle Releases are as follows:
IT implement > Functional users test > IT revised the test > IT deploys
Ranell Holmes has a tentative schedule for these releases. The schedule is
needed because the Bundle Releases requires system downtime.
At the last PRT meeting there was not discussion of the open tickets, but
this will be discussed at the next meeting.
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Peralta Community College District
PBIM – District Technology Committee - Meeting Minutes
District Board Room
October 4, 2013 – 9:00am – 12:00pm
Release Cycles are requests made by the end-users and recorded as
FootPrints tickets. All tickets completed by IT and approved by end-users
at the end of business day on Friday, will be implemented by the end of
business days the following Monday. Releases Cycles will be done on a
weekly basis to alleviate the workload of our DBA.
c) ENG and DFC (Facilities) Report:
Jon Olkowski reporting out on behalf of Michael Dioquino
General Services (GS) has begun the research of a new work order tracking
system. The current system (MainStar) is about 7 to 8 years old and it’s not
compatible with Windows 7. GS is working with IT on the specifications
for the new system.
At the most recent ENG (Engineering Network Group) meeting, the district
and college network coordinators met with Lenovo (current PC vendor) to
review and update the computer specifications. The longest warranty we
can get is 3 years, but the team is negotiation with Lenovo for a 5 year
warranty. District IT got feedback from the colleges IT Departments on
specifications because the colleges are the heavier users of the equipment.
We will be switching to SSD machines.
IT has deployed a KMS Server (ask Jon) that will help manage our
licensing keys. With the KMS server the equipment needs to be login to a
Peralta server at least once a month (LAN or wireless). This service is for
Microsoft products only. Right now it's only being deployed at the district,
but hoping to roll out the colleges soon.
d) IT Strategy Updates:
 Financial Aid Module Implementation Project Status:
Fit Gap has been completed and this project is now moving to the
design stage.

Electronic Content Management Project (ECM, formerly knows as
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Peralta Community College District
PBIM – District Technology Committee - Meeting Minutes
District Board Room
October 4, 2013 – 9:00am – 12:00pm
"Document Management System"):
Representatives from A&R, GS and IT participated in training. The
budget and a high-level timeline have been approved.

Web-based Email Project
Completing the project charter.
e) Computer Use Guideline (pertaining to AP 3720 – Telephone, Computer
and Network Use)
This will go the ENG group before coming to DTC.
f) California Virtual Campus Expansion Grant Applications (Banga):
Peralta is applying for this $60 million grant. The RFP is available online.
The State Chancellor’s Office is trying to create a consortium of
community colleges and create a list of all the online classes already
available at community college in California. All college presidents are on
board with this project. This project will not impact our classes; it will only
make all of our online classes to a wider audience. Peralta will be at a great
disadvantage if we choose not to list our online classes as part of this
project.
There is a big push from the State to standardize all online classes. The
platform has not been chosen and it will be up to the chosen institution to
lead the effort. The State Chancellor’s Office will be supervising all the
work.
Peralta’s Academic Senate is involved in this project.
The deadline for the grant is next week. Distance Education Coordinators
are working with a grant writer.
g) District Student Authentication Policy (draft) and other distance
education matters (Banga):
Tabled for next meeting.
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Peralta Community College District
PBIM – District Technology Committee - Meeting Minutes
District Board Room
October 4, 2013 – 9:00am – 12:00pm
IX. Reports from Colleges
(Includes Smart Classroom
status, if not previously
addressed above in item VIII)
College Reps
No reports.
X. New Business
Facilitator
Adjournment:
Next meeting:
12:05 pm
November 1, 2013, 9:00am to 12:00pm
Minutes taken: Silvia Cortez
Attachments: DTC Meeting Agenda – October 4, 2013
DTC Meeting Minutes – September 6, 2013
PCCD Budget Development Calendar – All funds (2014-15)
PCCD Planning and Budgeting Council – Goals for 2013-14
Administrative Procedure 4105 Distance Education
Email of Proposed Motion
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