Peralta Community College District
PBIM - District Technology Committee (DTC)
Friday, December 4, 2015 – 10:45am – 12:45pm
DTC Meeting Minutes
Date of Meeting:
Present: Vina Cera, Mary Louise Zernicke, Antonio Barreiro, Sharon Millman, James Blake, Rhee Eun, Rocha Olivia,
Chair/Co-Chair: Calvin Madlock, Antoine Mehouelley, Fabian Banga
Guests: Ranell Holmes, Mario Rivas, Rochelle Olive, Gina Tomlinson, Chioma Ndubuisi,
Facilitator/Recorder: Sean Brooke
Absent: Ed Loretto, Jon-Michael Cox, Sampathraj Balamurali, Rosemary Delia, Evelyn Lord, Mike Orkin,
Agenda Item
Committee
Goal
Strategic
Planning Goal
and/or
Institutional
Objective
Discussion
Meeting Called
to Order
Time: 10:50 am
I. Agenda Review
and Approval
Agenda was approved after we had a
quorum as presented with a minor
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
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revision, which is adding item “update on
Mobile friendly App” under “the College
reports” item.
(Facilitator)
Sean Brooke
II. Review and
approval of
Minutes for
October 9, 2015
(Facilitator) Sean
Brooke
III. Review and
approval of
Minutes for
November 13,
2015 (Facilitator)
Sean Brooke
IV. Reestablish
Technology Plan
Sub-Committee
-Establish project
timelines
-Develop master
for IT
infrastructure.
Minutes from last DTC meeting, October
9, 2015 were approved as presented
motioned by AVC Madlock and second
by Vina Cera.
Minutes for November 13, 2015 meeting
were approved as presented. First
motioned by Antonio Barreiro and second
by Vina Cera.
#1 - Monitor and
Report the
development and
implementation of
the Colleges and
the District
Strategic IT Plan,
specifically WebBased Email and
Room Scheduling
Software projects.
#3 – Develop
master map of IT
infrastructure and
related systems and
develop a process
for keeping it
current.
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
AVC Madlock explained that we need to
let everyone know about who is in the
technology sub-committee.
AVC Madlock is asking the DTC
members who want to sit on committee,
and reviewed the spreadsheet of the
District-wide Information Technology
Plan Sub-Committee list from last year
with the members.
AVC Madlock
will send the
minutes to the
DTC
Members
AVC Madlock
will send an
electronic
copy of the
document to
the DTC
members as
they
requested.
In addition at the next
meeting AVC Madlock
will lay out all the
projects for monitoring
and timing on this
document.
AVC Madlock mentioned that he will
contact William Wilson at Alameda
College seeking is he can serve in the
committee.
We need someone from HR to be part of
the sub-committee, as we are going
through the list we realized that there are
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IV. District-Wide
Network
Infrastructure
Assessment
#1 - Monitor and
Report the
development and
implementation of
the Colleges and
the District
Strategic IT Plan,
specifically WebBased Email and
Room Scheduling
Software projects
Leadership
D.2
Institutional
Leadership
and Governance
D.3
Institutional
Effectiveness
D.4
Global Planning
some positions that we need to fill
therefore we need to contact some folks
ask them to join us in this committee.
A: Advance
Student
Access, Equity
and Success
Gina Tomlinson “Director of Technology
Services” reported out that she wants to
touch base on the presentation she did
previously at the DTC meeting a few
months ago.
A.2
Student
Success
A.3
Student
Success
According to AVC Madlock the
forthcoming meeting for this subcommittee should be around February.
AVC Madlock added that this item will be
brought back to the next DTC meeting to
finalize the list.
Gina shared that the provider along with
IT folks at each campus and District IT
walked through each campus to do the
Infrastructure side assessment at each
campus.
B: Engage and
Leverage
Partners
Network Infrastructure Assessment has
been completed at College of Alameda
and Laney, for Merritt College the
assessment is schedule for Monday 12/7
B.1
and for Berkeley City College it will be
Partnerships scheduled for the following Monday
12/14.
D: Strengthen
Accountability, Gina mentioned that after the assessment
Innovation
we will have an extensive report that gives
and
in depth detail about of the stage of the
hardware and recommended solution.
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Collaboration
D.1
Service
Leadership
D.3
Institutional
Effectiveness
D.4
Global Planning
Gina clarified to the members that the
process is to talk to campus IT and do full
presentation to the cabinet and to this
body as well to advocate for the budget.
According to AVC Madlock This is a
general assessment and this was taken to
the cabinet which recommended doing
these assessments and there is no funding
for this therefore the campus president
should have to advocate for the budget.
Gina mentioned that Dr Ikharo requested
or tasked District 90IT to put together a
document which combines all the
collaborative projects between DGS and
IT for security prospective.
Gina presented the District IT & DGS
Security Initiative document to the DTC
body which lists all the projects shared
between the wo department such as:
1-Emergency Notification System
2-Voice Over IP
3-Security Cameras
4-IP Radio System
5-Campus Security( Blue Phones)
6-Level Badge System
7-State Chancellor Security Assessment
Program
These are all the projects that IT team is
working on, on conjunction with DGS
people.
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VI. Identify SubCommittee
Technology
Training Group
#1 - Monitor and
Report the
development and
implementation of
the Colleges and
the District
Strategic IT Plan,
specifically WebBased Email and
Room Scheduling
Software projects
A: Advance
Student
Access, Equity
and Success
A.2
Student
Success
A.3
Student
Success
AVC Madlock reported out that we have
to bring this item back to the DTC
meeting for a further discussion..
The DTC members have decided that the
Technology training group is constituted
of:
1- AVC Madlock
2- Fabian Banga
3- Antoine Mehouelley
4- Rocha Olivia
5- Dr, Orkin
6- Hayat Guessoum
B: Engage and
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Leverage
Partners
B.1
Partnerships
D: Strengthen
Accountability,
Innovation
and
Collaboration
D.1
Service
Leadership
D.3
Institutional
Effectiveness
D.4
Global Planning
VII. PeopleSoft
FSCM 9.2
Modernization
#1 - Monitor and
Report the
development and
implementation of
the Colleges and
the District
Strategic IT Plan,
specifically WebBased 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
This sub-committee will sit down to find a
trainer needed to train people at the
various campuses as well as at the
District.
Co-chair Antoine is suggesting finding a
budget to hire a professional trainer who
will be able to help with the functional
and the users training around, rather than
tasking a Peralta employee to do the job
which he is not getting paid for.
The DTC team is also suggesting having
someone working out of classification and
get paid 5% of the salary.
AVC Madlock mentioned that we have to
bring this item back to the DTC meeting
to discuss it again.
AVC Madlock reported out that the goal
of this committee is to make sure we
monitor the IT Strategic projects and one
of the projects which is part of the IT
Strategic is the upgrade of finance
module.
According to AVC Madlock the reason of
this upgrade is because we are about 27
bundles behind with this module.
There is also a cost involved if we don’t
do it we need to pay 100.000 $ /year for
the maintenance since the module is very
old and needs a support.
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B.1
He mentions that to upgrade this module
Partnerships as a project of IT Strategic Plan, we have
D: Strengthen the project manager Chioma Ndubuisi
Accountability, who will overview the plan and the
strategy of this project.
Innovation
and
The project manager Chioma presented to
Collaboration the members a spreadsheet and explained
D.1
how we are going to run this project
Service
Leadership
She gave a brief review and background
D.3
of the module and shared with us where
Institutional
we are currently with this project. She
Effectiveness
emphasized that the goal is to replace the
D.4
current module 9.0 version with a new 9.2
Global Planning version.
The project manager also shared that the
vision and the benefits of this upgrade as
well as the objectives of upgrading the
finance module.
With this presentation she also covered
the risk factors of not upgrading the
module, the project approach and its
impact on the business units touched by
the project.
AVC Madlock said that we are coming
back to the DTC body for more updates
and further discussion on this project such
as the timeline and the budget needed for
the completion of the project.
The project manager added that they are
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walking on collaboration with VC Little
and some finance folks on this project.
VIII. Update:
Current IT
Projects
#1 - Monitor and
Report the
development and
implementation of
the Colleges and
the District
Strategic IT Plan,
specifically WebBased 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
AVC Madlock has shared a brief update
about the current IT projects.
VOIP: according to AVC Madlock the
District, BCC and Merritt along with
Barbara Lee building have been
completed and the only pending are
College of Alameda and Laney College
because of the infrastructure that need to
be upgraded prior the implementation of
the project,
ENS: This project is completed and we
trained everyone on how to use the system
based on the business process we have in
the house in the event of an emergency at
the campus or at the District as a whole.
District wide Wireless; this has been
approved by the board back on October
for the College of BCC, Merritt, 860
Atlantic building and College of
Alameda, Co-chair Madlock mentioned
that the time frame for this project is
January and February as he mentioned
that Laney College has completed the
wireless project .
Classroom Scheduling System: Still on
the RFP stage, there are some contract
negotiations with the vendor and the
Peralta Lawyer once done the project
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D.4
Global
Planning
should launch on January.
Early alert System: this has been
completed, AR requested some
modifications to it which have been
developed and this will be modified
quarterly.
Student Mobile App: waiting on some
infrastructure that we need to do in the
server room and once done we are going
to roll up the mobility to the students.
Time and Labor: short term hourly and
make sure they get paid sick leave part has
been taken care of.
Classroom Scheduling printing: This has
been completed and this was upgraded
and the public information office is very
happy with the upgrade.
Web based email: Go back to the RFP and
bring it back later on.
AP/Invoice Processing. We are
negotiating with the vendor to come back
and finish the project.
IT Strategic Plan: is in process because all
the infrastructure and the assessment are a
part of the IT strategic plan which is The
goal the chancellor and AVC Madlock.
A very intense discussion has taken a
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place about the need of finding a way to
communicate any updates on project to
other members at the campuses, Mary
Louise is concerned about the luck of
communicating this with other folks at the
campus and she is requesting some kind
of written procedures stored somewhere to
find and share with people at the campus
in order for them to take advantage of it
and be aware of it.
AVC Madlock will take the raised
question about the Early Alert System and
Emergency Notification system to find
written procedures to share with Faculty
and Staff as recommended by the DTC
members.
AVC Madlock might start sending the Cdirect out to PCCD Employees for better
communication on updates of the projects.
IX. Identify SubCommittee to
Design Student
Survey
#4 – Provide
mechanism to
capture for
accessing
Technology related
issues for students.
A: Advance
Student
Access, Equity
and Success
A.2
Student
Success
B: Engage and
Leverage
Partners
AVC Madlock reported out that we need
to develop a survey for the students
therefore we need to identify a Sub-group
in charge of this;
The DTC members has recommended
three students to be a part of this subgroup
1- Jon-Mychal Cox
2- Creg Mott
3- Max Liung
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B.1
Partnerships
X. Operational
Budget
Recommendation /
Total Cost of
Ownership
#5- Advocate for
financial resources
to address
Technology TCO
including
infrastructure and
education
technology
The first one is the student Rep at the
DTC and the two others are the student
Rep at the Technology Committee at
Merritt College.
D: Strengthen
Accountability, This item was not covered AVC Madlock
Innovation and would like to discuss it on the next
Collaboration
meeting when we have the quorum.
D.2
Institutional
Leadership
and Governance
D.4
Global Planning
E: Develop and
Manage
Resources to
Advance Our
Mission
E.3
Fiscal
Oversight
E.4
Support Quality
Instruction
XI. Laney Smart
Classrooms and
Technology
Arturo Davila-Sanchez from Laney
College has brought the issue of the use of
the classroom at his respective campus.
The issue is having a small size classroom
and not possessing one model classroom
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to meet the students’ needs and the luck of
having access to other facilities such as
computer labs
Arturo is suggesting to have a
comprehensive plan for the facilities in
order to serve the student al Laney like
other colleges does, he mentioned BBC as
an example who has sort of desk for
student worker to help other students to
get access to the facilities.
He is also requesting having access to the
computer lab center for the teachers to
take their students in there especially for
online classes.
XII. College
Reports
-Mobile App
Making the website a mobile friendly, an
update was requested by one of the
members.
Co-chair Fabian reported out that the
District website will have a version before
the holidays break; it could be ready for
use by next semester.
AVC Madlock will follow up on the
mobile friendly with Dr. Orkin to get a
better understanding about this project and
the timeline.
Mary is looking for the timeline when this
will be done and seeking to know if the
students will get access to it.
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XIII. Meeting
Adjourns:
11:45AM
Next Meeting: February 19, 2016 9:00am – 12:00pm
Minutes taken by: Hayat Guessoum
Attachments: All documents and/or handouts for this meeting can be found at:
123456-
DTC Agenda December 4, 2015
DTC Minutes- October 9, 2015
DTC Minutes- November, 2015
Current IT Projects in Progress
District IT & DGS Security initiatives
Network Infrastructure Assessment
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