IT Leadership Council Meeting
Minutes for Tuesday, March 8, 2011 in BA005
Attendees: Ray Walker, Chris Kirkham, Vickie Walker, Brett McKeachnie, Morgan Smith, JoAnn Innes,
Mike Duffin, Tom Rasmussen, Kevin Dent, Cody Adams, Eddie Sorensen, Chad Lyman, Joe Belnap, Tom
Branam
Agenda Items:
Follow-up Items: Ray
Evaluations
If you don't have your departments evaluations in by now…they're past due!! List will be
published this Friday, March 11th. Also, make sure that everyone has turned in a Conflict of
Interest form too.
Travel plans through the rest of the year (July)
Requests need to be turned in ASAP, so they can be approved.
Budgets & Purchasing
We're now headed into the last quarter of budgets. Brandon emailed out some year out dates:
RFP's due by April 1st. All bids and sole source requests above 30,000 are due by May 1st. Bids
and sole source less than 30,000 are due by June 1st. Vickie will email the dates out to
everyone.
Make sure you have enough money to last throughout the end of the fiscal year. Ray doesn't
have any money to help anyone out this year.
Projects: Tom
New Projects
If you have projects from January or February, they need to be listed. Let Tom know and they
will input them in.
Completed Projects
Make sure they are right. There are some that go back to November, if you have some that
aren't on here, let Tom know.
Top 30 Projects
Look these over and advise Tom if these are not correct.
Over Due Projects
Update with completion date or projected date.
Projects without due dates
Needs due date, project with date as ASAP
Missing Projects
If you notice any of your projects missing let Tom know and he will put them back on the list
under the right category
Project Definition
ADCOM - A project is... "A unique endeavor to successfully complete a specific goal or objective,
with a definite beginning and end, and has 3+ day’s effort or utilizing of multiple people".
Maybe guided principles are better than a specific definition?
Most important items to input on the Projects Management spreadsheet are:
 Incoming Date
 Description
 Project Manager
 Due Date
 Priority (institutional).
Make sure everything is in the last week of the month, as they will be pulling everything at the first of
the month.
Everyone's feedback is appreciated and the Project Management spreadsheet is starting to work.
OIT Service Catalog – Ray
Access service catalog from UVLink/Help/Information Technology Links/OIT Service Catalog
 Missing systems and services – A few things have been added.
 Level 1 - Enterprise systems are down, all hands on deck (e-mail, UVU website, banner,
etc.)
 Level 2 - Everything else
 Level 3 & 4 - Should we have a level 3 or even a level 4?
Users would like the service catalog spreadsheet to be shared, so they can update the
spreadsheet.
Outages – Form & Communications - Ray
http://www.uvu.edu/oit/infra/outages/request.html
Outages request should be put in 2 weeks in advance. After this form has been perfected, we
will start using a post mortem. The requests will first go to Eddie and Ray for approval.
Managing Change – Communications - Ray
If any changes are occurring on a system, we need to communicate the change to "possible"
impacted people - especially in IT.
Next scheduled meeting is Tuesday, April 12, 2011 at 3:00 p.m. in BA005