MEETING OF THE INFORMATION TECHNOLOGY COMMITTEE OF THE BOARD OF TRUSTEES HOUSTON COMMUNITY COLLEGE SYSTEM August 18, 2008 Minutes The Information Technology Committee of the Board of Trustees of the Houston Community College System held a meeting on Monday, August 18, 2008, at the System Administration Building, 3100 Main, 2nd Floor Seminar Room A, Houston, Texas. COMMITTEE MEMBERS PRESENT Abel Davila, Committee Chair Mills Worsham, Committee Member Yolanda Navarro Flores, Board Chairwoman Neeta Sane Dr. Michael P. Williams ADMINISTRATION Mary S. Spangler, Chancellor Art Tyler, Deputy Chancellor/COO Doretha Eason, Executive Assistant to the Chancellor Bill Carter, Vice Chancellor, Information Technology Charles Cook, Vice Chancellor for Instruction Cheryl Sterling, Interim Vice Chancellor, Student Success Margaret Ford Fisher, President, Northeast College William Harmon, President, Central College Fena Garza, President, Southwest College Maya Durnovo for Zachary Hodges, President, Northwest College Irene Porcarello, Interim President, Southeast College Willie Williams, Associate Vice Chancellor, Human Resources OTHERS PRESENT Maureen Singleton, Counsel, Bracewell & Giuliani Mary Page, President, Faculty Senate Other administrators, citizens, and representatives of the news media CALL TO ORDER Mr. Davila called the meeting to order at 6:27 p.m. and declared the Committee convened to consider matters pertaining to the Houston Community College System as listed on the duly posted Meeting Notice. GLOBAL TIMES, INC CONSULTING CONTRACT Mr. Bill Carter apprised that a contract was completed with Global Times Inc in July 2008 and provided an overview of some of the tasks that were completed under the contract, which included website, network equipment replacement, construction projects Houston Community College System Information Technology Committee – August 18, 2008 - Page 2 (implemented West Loop, Missouri City, and Central), disaster recovery site, as well as a business continuity plan. Mr. Davila informed that Mr. Carter created a plan for the technology department and announced that Global Times Inc was present to provide an overview of the project. Mr. Bobby Singh with Global Times Inc. provided a review of the IT Long Term Strategy (Phase I and II) and provided an overview of the proposed next steps for the department (Phase III), which would include: 1. Revising and refreshing the current long-term strategy developed to reflect the changing technology and new needs of the college 2. Continuing tactical deployments to reinvigorate network infrastructure 3. Continuing to build to provide ubiquitous access and improve user experience 4. Maximizing the ROI for information technology investments 5. Deliver IT services to users comparable to an outsourced IT provider Mr. Singh also presented items for continuation support in Phase 3 with cost estimates. Mrs. Sane asked Mr. Bill Carter to rate the quality of services of each deliverable of the project. Mr. Carter responded that the quality of the services is great and noted that the IT infrastructure of the college is possibly one of the best in the country as verified by AT&T who have inquired on doing a white paper on it. He noted that there is a disaster recovery site in place with a triple redundancy. Mr. Carter noted that the overall rating would be a B+. He noted that the IT department has taken over and is now in charge of the network. (Dr. Williams stepped out at 6:45 p.m.) Mrs. Sane noted that she has received many good comments from the community that they are pleased with the services being provided. Mr. Davila asked if the administration technology from the other colleges integrated to the main system. Mr. Carter noted that the campuses are mostly instructional and noted that IT does not have authority over the servers on the campuses. He noted that the servers are run by the campuses and the instructional departments. Mrs. Flores recommended reviewing the development of the plan. Mr. Davila noted that the effort should be to make certain that all areas are secured and on the same page. (Dr. Williams returned at 6:54 p.m.) Mr. Worsham asked for the timeline for completion. Mr. Singh informed that there is a fiveyear plan with a twelve-month suggestive proposal. Houston Community College System Information Technology Committee – August 18, 2008 - Page 3 ADJOURNED TO CLOSED SESSION Mr. Davila adjourned the meeting to Executive Session at 6:58 p.m., notice having previously been given and reiterated in accordance with Sections 551.071, 551.072, and/or 551.074 of the Open Meetings Law. Mr. Davila stated that any final action, vote or decision on any item discussed in Executive Session would be taken up in Open Session or in a subsequent Public Meeting. Mr. Davila reconvened the meeting in Open Session at 7:25 p.m. and entertained motions on pending matters. (Present: Trustees Davila, Flores, Sane, Williams, and Worsham) Motion – Mrs. Flores moved to authorize the Chancellor to extend the contract with GTI Services in consultation with Board Counsel up to and not to exceed $1.5 million. Mr. Worsham seconded the motion. The motion passed with a vote of 3-0. INFORMATION TECHNOLOGY GOALS AND STRATEGIES Mr. Carter provided an overview of Information Technology's Goals and Strategic Plan for 20082009. He elaborated on the following goal and strategies: 1. Provide secure and reliable access to College information resources 2. Advance the use and capability of technology within the college community 3. Foster a professional environment that promotes teamwork and information sharing within IT 4. Promote an environment that encourages open communication with HCC stakeholders 5. Sustain a proactive approach to respond to College institutional and business needs 6. Ensure effective leadership management and operations of all IT staff and services 7. Utilize quality assurance measures to encourage continuous improvement of IT service (Mr. Davila stepped out at 7:35 p.m.) Mrs. Sane noted that it is often mentioned that there is increased diversity of the institution and although her request is not directly related to IT, she would like to see the requested breakdown on diversity. Mrs. Flores mentioned that she is considering creating an Ad Hoc Committee to address some of the diversity issues. She noted that a report could be provided by administration similar to the one submitted to the EEOC annually, which could be utilized as a starting point for discussion on how diverse the college is. (Mr. Davila returned at 7:40 p.m.) Mr. Davila apprised that he has requested a breakdown for each department and not just IT. He noted that it should be an institutional goal to make certain the college represents every community. He requested that the information include the recent hires. Dr. Spangler apprised that the information is available for dissemination to the Board. Houston Community College System Information Technology Committee – August 18, 2008 - Page 4 TECHNOLOGY REPLACEMENT PLAN Mr. Carter presented an overview of the Technology Replacement Plan with recommendations for replacement. He noted that the Board requested a technology replacement plan in the spring of 2007. He noted that the information outlined the replacement plan for the college for the next several years. He also noted that the recommendations outlined the essence of the plan. Dr. Tyler noted that this fiscal year funding for the technolgy replacement plan was included as a part of the budget process that was approved by the Board. He noted that each year the replacement cost would be a part of the budget process. Mr. Davila asked if a percentage of funds allocated for technology updates. Dr. Tyler apprised that would be driven by the plan and not a percentage. Dr. Spangler mentioned that the recommendations discuss the cost that would be set aside for replacement. Mr. Davila requested a powerpoint presentation that would provide a brief synopsis to include the top ten points the of the department the five year goal plan, cost/savings, and a highlight or spotlight of IT. Mr. Carter noted that he could prepare the requested information. ADJOURNMENT With no further business, the meeting adjourned at 7:55 p.m. Recorded by: Sharon R. Wright, Executive Administrative Assistant, Board Services Transcribed and submitted by: Sharon Wright, Executive Administrative Assistant, Board Services Minutes Approved: October 23, 2008