MEETING OF THE
INFORMATON TECHNOLOGY COMMITTEE
OF THE BOARD OF TRUSTEES
HOUSTON COMMUNITY COLLEGE
April 16, 2009
Minutes
The Information Technology Committee of the Board of Trustees of Houston Community
College held a meeting on Thursday, April 16, 2009 at the HCC Administration Building,
3100 Main, 2nd Floor in Seminar Room A, Houston, Texas.
COMMITTEE MEMBERS PRESENT
Neeta Sane, Committee Chair
Mills Worsham, Committee Member
Diane Olmos Guzman, Committee Member
Bruce Austin
Abel Davila, Board Chair
Yolanda Navarro Flores
ADMINISTRATION
Mary S. Spangler, Chancellor
Art Tyler, Deputy Chancellor/COO
Renee Byas, General Counsel
Doretha Eason, Executive Assistant to the Chancellor
William Carter, Vice Chancellor, Information Technology
Charles Cook, Vice Chancellor for Instruction
Daniel Seymour, Vice Chancellor, Planning and Institutional Effectiveness
Cheryl Sterling, Interim Vice Chancellor, Student Services
Margaret Ford Fisher, President, Northeast College
Fena Garza, President, Southwest College
William Harmon, President, Central College
Zachary Hodges, President, Northwest College
Irene Porcarello, President, Southeast College
Remmele Young, Executive Director,
Willie Williams, Chief Human Resources Officer
OTHERS PRESENT
Jarvis Hollingsworth, Counsel, Bracewell & Giuliani
Mary Page, President, Faculty Senate
Other administrators, citizens, and representatives of the news media

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Technology Committee – April 16, 2009 - Page 2
CALL TO ORDER
Mrs. Sane called the meeting to order at 4:25 p.m. and declared the Committee convened to consider matters pertaining to Houston Community College as listed on the duly posted
Meeting Notice.
UPDATE ON THE NTIA GRANT
Mrs. Guzman motioned to table item A for discussion at the next committee meeting in
May. Mr. Worsham seconded.
ADMINISTRATIVE AND INSTRUCTIONAL TECHNOLOGY STRATEGIES 2009-2011
Dr. Zachary Hodges provided an overview on instructional technology three-year strategic direction, which included continued operations, teaching and learning, infrastructure expansion and innovation and technology transfer into higher education.
Dr. Hodges noted that the IT Implementation Plan consists of PeopleSoft upgrade, online services, college-wide replacement/upgrades, dashboard, voice-over IP, and video conferencing.
Dr. Hodges apprised that there is a grant available to explore how to deliver high impact workforce programs.
Mrs. Sane asked if a breakdown of the cost savings report could be provided.
Mr. Carter provided a report on the administration technology strategic direction and noted that the report shows the breakdown of yearly costs, savings, and revenue. He noted that an enormous amount of money can be saved by putting services online and cutting down on staff filing and printing with an economic savings on paper and toner as well as cutting down on fax machines, by eliminating faxing and going to a more unified communication system.
Mr. Schechter asked what would be used instead of the fax machine. Mr. Carter noted that the unified communication system that is being implemented now would allow faxes and voicemail to go directly to the email system.
Dr. Tyler noted that strategic plan displays a combined administrative and instructional plan as a three-year rolling plan.
Mrs. Sane expressed appreciation to Dr. Hodges and Mr. Carter for presenting the information. She also provided kudos to the Information Technology team for their work on the Vignette project.
Mr. Singh provided an overview of the new upgrade portal for HCC.
Mrs. Guzman suggested that the new portal be presented at regular board meeting next week.

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Technology Committee – April 16, 2009 - Page 3
Dr. Tyler requested that the Committee review the information relating to future project plans on vendor software. He noted the item would be presented to the Board for approval at a later time.
Motion – Mr. Worsham motioned and Mrs. Guzman seconded to approve.
Amended Motion – Mr. Worsham moved to amend the motion to put out an RFQ to develop a plan for the next two fiscal years and Mrs. Guzman seconded.
Mr. Schechter asked why is there a motion to complete an RFQ since the prior presentation mentioned that the development is in the initiation stage.
Dr. Spangler mentioned that the administration would be working to identify what will go out from that plan in an RFQ. She noted that the discussion is helpful to determine what should be included in the RFQ.
Mr. Davila inquired about the actual plan timeline. Dr. Spangler noted that it would be within the next few months.
Mr. Austin noted that plans are normally approved prior to beginning the implementation.
He noted that the plan should be agreed upon first then a review of how to proceed.
Mrs. Sane mentioned that Mr. Worsham’s amended motion is to allow the process to begin so that the contract is in place by the new fiscal year.
Mr. Davila recommended developing a timeline on the actual plan for review.
Mrs. Sane noted that the items would need to be identified so that the funding is included in the budget for the next fiscal year.
Mr. Austin noted that the committee may suggest moving in a particular direction but the full Board should determine the budget for the item. He noted that the Board approves an annual budget, which includes all subparts of the organization.
Mr. Worsham recommended identifying a scope of work for review at the committee meeting in May.
Mr. Davila mentioned that he was under the impression that the plan was further developed. Dr. Tyler noted that a draft has been developed.
Mr. Schechter inquired how could there be bidding on an item when the scope of work has not been defined.
Amended Motion Withdrawn - Mr. Worsham and Mrs. Guzman withdrew their motion to amend.

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Technology Committee – April 16, 2009 - Page 4
Mr. Schechter apprised that he is unclear on how there could be a presentation informing that the plan is under development and then there is information provided that shows a plan.
Mrs. Sane noted that there is a strategic plan and there should be a tactical plan. Mr.
Austin noted that the committee has to approve a tactical plan and present it to the Board for approval. He noted that the administration would need to put funding for the tactical plan in the budget for approval.
Dr. Spangler apprised that administration would put forth recommendations and noted that the goal would be to have identified items in place by the beginning of the next fiscal year.
Mr. Austin noted that the plan needs to be coordinated with the budget. He noted that funds may be incumbent within the fiscal year; however, some items may not be completed. Mr. Austin mentioned that the cost needs to be itemized to determine what would not be done in 2009 and moved to 2010.
Dr. Tyler mentioned that the effort was to provide the Board with a broad perspective of the needs. He noted that there are some critical path issues that must be done in order to realize the savings. He noted that the challenge in year three is that there may be some items that may not be funded. Dr. Tyler noted that the majority of the review is relating to equipment items that will need updating.
Mr. Austin noted that the budget needs to be approved first. Dr. Williams associated with
Mr. Austin.
Mr. Austin recommended that the items that are not going to be completed under the first year are added to the next second year budget.
Mr. Schechter suggested the development an implementation process for years two and three for the IT three-year plan to be effective for September 1, 2009.
ADJOURNMENT
With no further business, the meeting adjourned at 5:17 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: