P-20WSchoolWorksGovernanceMeetingMinutes4/5/16
MeetingAttendees:KarlPond,JohnRiley,SaundraWilliams,JohnPruitt,TomWest,DanCohen-Vogel,
Cecilia,JohnCorrellus
1) ProjectUpdate
a) StatusReportUpdate:
ConnectivityUpdate:
i.
DPI:Haveconnectivity/WebservicesupbutnotOperational.DITissue.Mustupgradein
ordertohaveconnectivityagain.Securityprotocolestablishedforallsectors.SSLversion3
(singlesocketlayer)toTSLversion1.2onceit’supitwillhavesecureactivity.
Nextsteps:CEDSDocumentisnowsufficientfortesting.NeedtoQACEDStoupdatefor
fullalignment.
ii.
NCCCS:Haveconnectivity/Communicationsup&Operational.AnotherCEDSconsolidated
downloadhasbeenrequested.ThiswillcaptureStudentUIDfromNCCCS.
Nextsteps:ImplementStandardSecurityProtocol—WebServices.SFTPasopposedtoSSL.
NeedtoQACEDStoupdateforfullalignment.
iii.
UNC-GA:Haveconnectivity/Communicationsup&Operational.
Nextsteps:ImplementStandardSecurityProtocol—WebServices.NeedtoQACEDSto
updateforfullalignment.(IncludingStudentUIDfield).
iv.
NCICU:noconnectivity/CommunicationsneedstobeestablishedbetweentheBrokerand
NC-ICU.
Nextsteps:WorkingonDRServices—thenWebServices.ImplementStandardSecurity
Protocol—WebServices.NeedtoQACEDStoupdateforfullalignment.NeedsNCID
sponsorship—administrativefunctionality.
v.
NCDOC/GDAC:CommunicationsneedstobeestablishedbetweenthebrokerandNC
Doc/GDAC.De-identificationanalysisunderway.
NextSteps:NeedtoQACEDStoupdateforfullalignment.WorkingwithDPI(KarlPond)to
determinerulestoresolveUIDnon-matches.
vi.
ECIDS:CommunicationsneedstobeestablishedbetweenthebrokerandECIDS.
NextSteps:NeedtoQACEDStoupdateforfullalignment.
b.)EmailNotifications:ProjectManagersentnoticestoeachsectorrequestingbothcontactperson
andcontactinformationforthoseindividualswhowillbefieldingemailsonceadatarequesthas
beensubmitted.ExampleofemailtobesenttoDataRequesterafterhe/shehascompletedaDUP
waspartofProjectManager’sReport.Languageneededforeachpotentialemailgenerated.DPI
(ProjectManagerandGovernanceCoordinator)workingtogetherwithSASonit.
A. CEDS:ReportedconcernwithmatchingmainlytoourrecordsinCEDS.Thisistobe
correctedinthenextreleaseofCEDS.Concernsremainonwhathasbeensubmittedto
CEDSandwhatwillbereturned.Stilllookingata2weekturnaround.
B. NCID:NCIDshavetobeadministered.NCICUrequestedthatNCDPIsponsorthem.
Approximately90IDswouldneedtobemaintained.Suggestedtopicfordiscussionatthe
nextmeeting.
c.)StandardReturnMessages:
StandardCommunicationsProtocol:
1. NCCCS–willusetheSFTPprotocol
2. NC-DPI,UNC-GA,NC-ICU,ECIDSwillallwilluseTLSv1.2protocol
P20WSystemE-mailnotifications:
1. CollectedalistofNamesande-mailaddressesforeachPartnerEntityfortheroles
a. Requestor
b. ACM
c. Administrator
2. EachofthosenameswillbeassociatedintotheP20WBrokerforusebyZach
3. Namesande-mailaddressesforECIDSstillneeded
2)UIDLicensesandPayments:CopiesofaproposedagreementwitheScholarandcontractweregiven
toeachofthesectormembers:DPIwillnotbemakingpaymentstocoverallthesectors.Renewsevery
July1st.Thecontractisavailableforreviewbylegalstaff.AnyoneorallagenciesinvolvedinUIDprocess
cansign.Paymentwillbebetweeneachpartnerandvendor.
3)SustainabilityDiscussion:
DiscussionwassuggestedconcerningthesupportofNCSchoolWorkspastthegrantendingdateofJune
30,2016.Itwasagreedthatnodiscussionofplacementofpositionsordescriptionswouldtakeplace.
OriginalplaninproposaltoUSEDwaseachPartnerwouldretoolstafftoworkinunisontosupportthe
finalproduct.Thissolutionhasbecomeproblematicfornumerousreasonsspecifictothepartners.
Itwassuggestedthattwotimelimitedpositionsbecreatedtosupportandmaintainthesystem,
possiblySystemAdministration(Business)andProgrammerwouldallowthesystemtofunctionand
gatherdataontheoptimumnumberofsupportpositions.
Afterdiscussionitwasdecidedthatthe‘ask’wouldbefortworecurringpositions.
DiscussionthenfollowedabouttheadditionalcostbeincurredbytheIHEs.ItwasproposedthatNC
SchoolWorksrequestfundstocovertheIHEcostsfortheUIDsystem.Avotewasheldonthefollowing
proposal:
TworecurringpositionsandadditionalbudgettocovertheUIDcostsfortheUNC-GA,NCCCSandNCICU
partners.
Itwaspassedunanimously.
UNC-GA(DanCohen-Vogel):yes
NCCCS(SaundraWilliams):yes
NCICU(TomWest):yes
DPI(KarlPond):yes
NCDOC(CeciliaHolden):yes,showofsupport
GDAC(JohnCorrellus):yes
ECIDS(JohnPruitt):yes
MotioncarriesforthemoniesforUID.Andmotioncarriestoaskfor2recurringpositionsthatarenot
time-limited.
NCDPIwillmakeofficialrequestoftheGovernor’sOffice.
4.)MOUs/BudgetDiscussion:MOA,DestructionDocument,andConfidentialityAgreements:These3
documentswereredistributedtoeachoftheGovernancememberswiththeexpectationthateach
memberwouldshareitwithhis/hersectorattorneysforapproval,suggestions,revisions,etc.Oncethe
finalversionofeachdocumenthasbeenmade,thedocumentswillbeintegratedintotheP-20W
SchoolWorkssystemtobeautomatedwiththerequestsmadetothesystem.TheProjectDirector
wouldliketohavethesecredentialsinplacebeforetheJune30thlaunchdate.
Meetingadjournedat2:30pm.