IT Leadership Council Meeting
Minutes for Tuesday, August 9, 2011 in BA005
Attendees: Ray Walker, Chris Kirkham, Vickie Walker, Brett McKeachnie, JoAnn Innes, Tom Rasmussen,
Kevin Dent, Cody Adams, Joe Belnap, Tom Branam, Darel Hawkins, Dave Tobler, Travis Tasker, Nathan
Gerber, Robert Johnson, Eddie Sorensen, LeRoy Brown
Agenda Items:
Desktone & other Virtual Desktop Update:
Stoneware won’t start until Sept. 20th. We aren’t licensed for it yet, but it’s fairly cheap, about $5000 for
licenses (Darel is not sure how many licenses that includes), which is on our equipment and not hosted.
Desktone is a hosted solution. Darel is continually waiting on Desktone with their VPN connection.
Chris has put R25 on the virtual, which is on the new system.
IT Breakfast (Sept. 8th):
IT Breakfast will be Sept. 8th at the south pavilion park by the Orem Rec Center from 8-10 AM. Vickie will
send out an official email to all of IT.
PBA Process:
This year the PBA focus has had some changes in the direction and objectives, as well as the
presentation of PBA. The PBA acronym has also changed to Planning, Budgeting, and Assessment. Ray’s
direct reports are going to have a full day retreat at the end of the month (31st) to start looking at the IT
strategic plan. Ray’s IT presentation is Monday, November 14th.
Hiring Process:
HR has made some changes to the hiring process to make it more of a user friendly. Vickie has handed
out 3 handouts, First hand out is approved changes. One of the changes, you can start reviewing
applications as soon as they apply. Second handout is proposed changes. If you have suggestion on this
page, let Vickie know and she will take it to the HR Committee. Third hand out is Managers Check of list
for terminating full time employees. This will help you to know what to collect from exiting employees.
This form can be found on the HR site under “forms”.
HR has hired Kurt Ashworth, Employee Relations Manager, which is a new position. He will work with
problem situations.
New changes in IT this month:
Networking:
 Brian Peterson is the new Director of Network Infrastructure, replaced Chad Lyman
 Duke Heaton is the new Network Engineer, replaced Mike Simpson
 Systems Administrator – Networking (still open), will replace Brian Peterson
Systems Administration:
 Zac Thatcher is the new Systems Administrator, replaced Paul Nuffer
 Nate Whetten is the new Systems Administrator – AD, New PBA Position
Project Spreadsheets:
1. Summary
Tom is reviewing the layout of then Project Spreadsheet report on the projector. Going
over everyone’s Top 3 projects, which are color coded. If you see some of your projects
missing that you know you have submitted, get with Damon, it may have been moved
by accident to a different status.
Note: Some of the fields in the spreadsheet have changed to help users to be able to
copy and paste into the Google docs.
2. Common Terms
There is a hand out of the standard/common terms that will be used in the spreadsheet.
This spreadsheet was put together by Damon. It is decided to use the terms/definitions
be Edict.
Project Spreadsheet – Next Step:
We are currently using this system in Google docs. The question has been asked “Do we keep it in
Google Docs, or do we move it over to a Database?” If it goes to a Database, it will be basically the same.
The Pro’s of putting it in a Database is it’s always backed up. It will also be easier for people to write
too. The Cons of putting it in a Database is it will not be visible like Google Doc’s. A report will have to
be ran to view the docs.
Come prepared next time for Service Catalog & Skills Catalog discussion:
There really needs to be some thought into this Service Catalog on all aspects of the Campus, not just in
IT. There is going to be a new Nights/Weekend position soon, and they will need to know who to
escalate the problem to. The Service Catalog will also be going into a Database.
FYI on Upgrades:
A firmware upgrade is planned for tomorrow, Wednesday, August 10th at 9:00 PM. There is no planned
outage. There could be a hick-up and cause an outage, but there is a redundant failover where there
should be no problem.
Next scheduled meeting is Tuesday, September 13, 2011 at 3:00 p.m. in BA005