Peralta Community College District
PBIM - District Technology Committee (DTC)
Friday, February 19, 2016 – 9:00am – 12:00pm
DTC Meeting Minutes
Date of Meeting:
Present: Vina Cera, Mary Louise Zernicke, Mike Orkin, Antonio Barreiro, Sampathraj Balamurali, Rosemary Delia, Evelyn Lord, Sharon Millman,
Rhee Eun
Chair/Co-Chair: Gina Tomlinson, Antoine Mehouelley, Fabian Banga
Guests: Chioma Ndubuisi, Joseph Bielanski, Justin Hoffman, Robert Ferrilli
Facilitator/Recorder: Sean Brooke
Absent: Rocha Olivia, Ed Loretta, James Blake, Jon-Michael Cox, Vincent Koo, Laura Vogel.
Agenda Item
Meeting Called
to Order
Committee
Goal
Strategic
Discussion
Planning Goal
and/or
Institutional
Objective
Time: 9:10 am
Follow-up
Action
Decisions
(Shared Agreement/
Resolved or
Unresolved}
The vacant positions that
still need to be fill out
are:
1- One student Rep
2- Recorder
3- Berkeley Faculty
Rep
4- Classified Senate
Rep
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I. Agenda
Review and
Approval
(Facilitator)
Sean Brooke
II. Review and
approval of
Minutes from
December 4,
2015
(Facilitator)
Sean Brooke
III. Presentation
by the Ferrilli
group
Agenda was approved as presented with
no revision and none abstentions.
Minutes from last DTC meeting,
December 4, 2015 were approved as
presented first motioned by Vina Cera and
second by Evelyn Lord.
#1 - Monitor and
Report the
development and
implementation of the
Colleges and the
District Strategic IT
Plan, specifically
Web-Based Email and
Room Scheduling
Software projects.
A: Advance
Student
Access, Equity
and Success
A.2 Student
Success
A.3 Student
Success
B: Engage and
Leverage
Partners
B.1
Partnerships
D: Strengthen
Accountability,
Innovation and
Collaboration
D.1
Service
Leadership
D.3
Institutional
Effectiveness
Robert Ferrilli reported out from Ferrilli
group that the evaluation report for the IT
assessment has been sent out to everybody
from the chancellor Laguerre and he also
gave a quick update on the password reset
project which is in the process.
Robert from Ferrilli briefly and clearly
discussed the assessment report that they
shared with the campus community.
According to him this should be as a
more of the dialogue as he seeking for
feedback as they push the initiative
through the secure Peralta’s Project and
having everybody change their password.
He also talked about the password reset
that the group is working on, on
collaboration with IT people, as he is
advising people not to share it with
anyone else for safety and security
purpose.
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D.4
Global
Planning
He wanted to let the DTC members know
that he did not engage a lot of dialogue
prior to this project because unfortunately
based on the assessment they did, they
find out that this could not wait and an
immediate action is needed because for
security and safety matter.
They are approaching to close to 800
password changes, also secure a lot of
underline passwords and replace them. In
addition they put an audit report to allow
them to see any suspicious activity that
proactively needs to be addressed.
He emphasized the fact that the secure
Peralta project needed to happen quickly
and smoothly, however, as we bring
phase one to a close it is a great
opportunity to start the dialogue.
Mary Louise For Merritt College shared
that from the Merritt prospective there is
some strong language in the assessment
report that does not reflect the sense of the
Merritt Technology Committee about
District IT.
She quoted some examples from the
report such us “it seems there is no
perceived of leadership from District IT to
the Colleges”, Merritt Technology
Committee with IT folks do not agree
with this and do not feel this about District
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IT.
Marry Louise also added that in the report
there is a statement that BCC is the only
College with lot of classroom and in fact
Merritt College has also lot of classroom.
The Ferrilli group have also found out
through the assessment that the funding
for basic infrastructures at the Colleges
are done differently and there is no
delineation of the roles, not clear where
the District ends and the Campus begun.
The Ferrilli group also mentioned that
they realized that there are a lot of
duplication of services throughout the
entire District therefore if we try to
eliminate duplication which will eliminate
costs and saves human capital then makes
things easier to the end of users.
Co-chair Antoine mentioned that we tried
it all, we tried to have District central
funding and the colleges think they are not
getting what they need and request, and
then Colleges tried to find a way for
funding. He added that in the past The
TCO is not handled by the Colleges and
now it is left for the colleges to handle and
there is no structure of budget in place for
this.
Antoine concluded with sharing with the
group that in the last 10 years we have
been relying on the bond money and this
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needs to be addressed so we need to start
looking for budget in general funds.
Joe from BCC representing the media
department and CIS mentioned that he is
in crucial situation and he needs in
approximate of $500.000 for upgrading
the computer system and upgrade of the
workstation which can no longer run the
software.
The chancellor shared that he agrees with
what has been said by the Ferrilli group on
the assessment report the fact that all of us
need to go spend some time at the
campuses just to know the reality and the
situation at the Colleges, according to him
the main issue is not knowing and not
being aware of what it is going on at the
Colleges.
Robert from Ferrilli group expound the
need of coming up with some new
funding model with the help of George
Crossland.
George is the interim CIO and CSO who
fortunately has a deep experience with
sustainable funding models for
Community Colleges and share
governance and also designing systems
that can accomplish the learning
outcomes.
Evelyn questioned the Ferrilli group about
the new hires, if the procedure has been
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changed to get their new password
Robert responded that as a part of the
assessment they realized that it takes an
excessive amount of time to get their
password; therefore George is working in
leading the project to get the password
ahead of time or within 24 hours of the
start date.
Robert mentioned that it is very important
to know where the role of the District is
and where the role of the Colleges is and
we need to know who is funding what.
And he was wondering if this was
discussed previously.
Antoine shared with the body that this has
been discussed and we have a matrix
which was approved by the DTC body
and the matrix handles this and he also
explained the model and the process of
getting funding.
Robert closed out with the
recommendation to the DTC body for the
next 6months “some enqueuers need to be
in place by this group, so we need to step
back and we need to prioritize safety,
security and student success and also
know where is the role of the District IT
and where are the expectation of the
Colleges from District IT.
Antoine will
send a copy of
the Matrix to
the Ferrilli
group as well
as to Gina
Tomlinson.
For the next meeting we need to think
about how we would redesign Peralta
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Technology and rebuild it. Robert believes
in design through participation so we are
asking this body to participate because at
the end of the day Ferrilli will be gone and
you take ownership and make decisions.
Bala is asking for a comprehensive
suggestion from the group as he needs
help since he has a various issues at the
campus.
IV. DistrictWide Network
Infrastructure
Resolution
#1 - Monitor and
Report the
development and
implementation of the
Colleges and the
District Strategic IT
Plan, specifically
Web-Based Email and
Room Scheduling
Software projects.
A: Advance
Student
Access, Equity
and Success
A.2 Student
Success
A.3 Student
Success
B: Engage and
Leverage
Partners
B.1
Partnerships
D: Strengthen
Accountability,
Innovation and
Collaboration
D.1
Service
Leadership
D.3
Institutional
Antoine Mehouelley,
Bala Sampathraj, Patricia
Rom, Vincent Koo
(15 min)
Antoine is updating the committee that
Laney has completed the District wide
network infrastructure with the help of
District IT and he looked around with the
vendor and did a comprehensive search to
find out what needs to be done and set a
proposal for each college.
Gina Tomlinson mentioned that she can
provide the extensive report that we got
back from the vendor to this body.
Gina will
forward this
report to the
Body.
Bala shared that this is more like
comprehensive look across the four
campuses and the upgrade proposal is
about 6 to 8 million dollars,
The most upcoming project for college of
Alameda is the wireless project which has
been on hold right now since the network
infrastructure is very old
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Effectiveness
D.4
Global
Planning
We are encouraging the College president
to come up with some resources to get
Cisco Cores as well as the wireless.
Gina mentioned that Ron Little is waiting
on college president’s response to his
email in regards to this matter.
V. Migration
from
Millennium to
Sierra (District
Library System)
#1 - Monitor and
Report the
development and
implementation of the
Colleges and the
District Strategic IT
Plan, specifically
Web-Based Email and
Room Scheduling
Software projects
A: Advance
Student
Access, Equity
and Success
A.2 Student
Success
A.3 Student
Success
B: Engage and
Leverage
Partners
B.1
Partnerships
D: Strengthen
Accountability,
Innovation and
Collaboration
D.1
Service
Leadership
D.3
Institutional
Effectiveness
D.4
Global
Planning
Bala will be
sending out an
email to his
president to
follow up on
this.
Evelyn Lord shared with the DCT
members that she noted that there is a
possibility of going to have the system
hosted by Sierra and have innovative
interface maintain the server for us instead
of District doing it and this is going to
save us a tremendous amount of time for
the administrator and staff.
Evelyn mentioned that innovative
interface are purchased separately and the
estimate cost for this system is around
$200.000.00
She added that many colleges have this
system and the current system is not
mobile friendly for student and the library
stuff as well, which we really need. This
also makes it much easier for the students
to search on data.
Gina Tomlinson will take this back to VC
Little for better understanding and review
the documentation with him.
Evelyn will
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Evelyn is asking the body for an
endorsement to move forward with this
project.
Given the emergency state the body came
with the motion” Endorsement and
support of the Library with the migration
from the Millennium to Sierra.
Motioned first by Fabian and second by
Gina
send the
breakdown
document to
the body
members.
Gina will have an initial meeting with
Evelyn Lord for further discussion.
Then the next action is for Gina to
schedule a meeting with VC little to look
at the background and other details and
follow up with formal MEMO to
communicate sense of emergency.
VI. Update
Smart
Classrooms
Initiative at
Laney (Antoine
Mehouelley)
Antoine reported out that Laney is
working with the vendor to build a demo
classroom and the idea is to work with the
faculty and come up with the standard or
some recommendation to bring it to this
body. This has been successful and we
have at least 50 faculties that stopped by.
Then we will do survey for faculties and
the students later to get the inputs for the
classroom and come back here to share the
information.
VII. Distance
Education
The committee will create a report on
what are the expectations and it will be a
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Report (Fabian
Banga)
resolution
When the report is done the next step is to
do an assessment what direction we want
to go.
Fabian did let everyone know that if
Peralta wants be part of consortium, we
need to move from Moodle to combust
which is not free.
The official system at the District is
Moodle for that we want an official
system to authenticate
Mary Louise stated that she is worrying
about the fact of losing the students if we
don’t move to combust.
Fabian conclude that the decision should
be made by the District in terms of
moving to combust or staying with
Moodle we need to take it back to the
committee which will assist with the
process.
VIII. College
Reports
Antonio Barreiro from BCC reported out
that they are seeking for a an immediate
$600.000.00 needed for replacement of
the Lab and the classrooms plus to a
various technology needs at the campus so
he is questioning the Ferrilli group how to
proceed and if there is any guidance and
perspectives.
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Robert mentioned that he will start
dictating to find a way to take care of this
right a way as we have a new VC of
finance and new chancellor and the
executive team we need to let them hear
the message then they need to act and fix
the problem sustainably.
The Ferrilli is asking the members to
move with the decisions the right away
and if it is not the right a way to let
everyone know about it out loud just to
avoid the surprises later on.
Bala reported out Alameda is in the
middle of the wireless project and also
finished the technology plan which was
sent to the senate.
Laney is working on the instructional
technology; they have initiatively working
with apple to introduce it into the
classrooms.
Antoine said that Apple is coming to the
campus on the 26 to meet and work with
the faculty on this matter.
The Technology Committee met yesterday
and working on setting up a sub-group to
come up with the recommendation for the
language lab.
Laney also is working on building a
Faculty center which is a place for the
faculty to get help with using technology
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for the classroom. The building will be
equipped with the video cameras and all
the medias to get ready for their classes.
Talking about the network refresh and put
the proposal for which is moved to the
chancellor for approval and Laney is
ready to move smoothly with this since
they have a budget for it.
The smart classroom demo is going well
and we getting a great feedback from
students and faculty.
Mary louis from Merritt reported that they
are trying to create a budget from the
program review and there is no budget
code.
X. Meeting
Adjourns:
11:45AM
Next Meeting April 15, 2016 9:00am – 12:00pm
Minutes taken by: Hayat Guessoum
Attachments: All documents and/or handouts for this meeting can be found at:
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1- DTC Minutes- December 4, 2015
2- DTC Agenda 2-19-2016
3- Technology Needs for Multimedia and CIS
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