Peralta Community College District
PBIM - District Technology Committee (DTC)
Friday, November 13, 2015 – 8:30am – 10:30am
DTC Meeting Minutes
Date of Meeting: 11/13/2015
Present: Mary Louise Zernicke, Mike Orkin, Sampathraj Balamurali, Evelyn Lord, Sharon Millman, Rhee Eun.
Chair/Co-Chair: Calvin Madlock, Antoine Mehouelley, Fabian Banga
Guests: Ranell Holmes, Vincent Koo, Gina Tomlinson, Chioma Ndubuisi
Facilitator/Recorder: Sean Brooke
Absent: Rocha Olivia, Ed Loretto, James Blake, Vina Cera, Antonio Barreiro, Rosemary Delia, Jon-Michael Cox,
Antoine Mehouelley, Fabian Banga.
Agenda Item
Meeting Called
to Order
Committee
Goal
Strategic
Discussion
Planning Goal
and/or
Institutional
Objective
Time: 8:40 am
Still positions we need to fill out to
complete the quorum
I. Agenda
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
The meeting agenda was not approved as
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Review and
Approval
(Facilitator)
Sean Brooke
II. Review and
approval of
Minutes for
October 9, 2015
(Facilitator) Sean
Brooke
III. Reestablish
Technology Plan
Sub-Committee
- Establish
project timeline
- Develop master
for IT
infrastructure
(Facilitator)
presented, not enough members to
complete the quorum for approval.
AVC Madlock called out the names of the
DTC members wo did not show up.
Minutes from last DTC meeting for
October 9, 2015 were not approved since
we have no quorum and we have to bring
them back to the next DTC on December
4, 2015.
#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.
#3 – Develop master
map of IT
infrastructure and
related systems and
develo9p 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
Leadership
D.2
Institutional
Leadership
AVC Madlock briefly spoke about the IT
Strategy that will expire this year 2015
that includes all the district wide projects.
There was a subcommittee that worked
on the IT Strategy and sort the projects by
priorities, the chair added also that in his
understanding only priority A was funded.
Now we have to develop a new IT
strategy that we call “information
Technology Strategic Plan” which is more
comprehensive and which includes
infrastructures unlike the IT strategy
which is was for the applications only.
AVC Madlock discussed the importance
of reestablishing a District IT Strategic
Sub-Committee and he is asking the DTC
members to help with coming up with the
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and
Governance
D.3
Institutional
Effectiveness
D.4
Global
Planning
sub group and joining the group.
The chair also said that we need to develop
an Education Master Plan Infrastructure that
will support types of projects. .
Evelyn Lord is suggesting having a
librarian in this committee and will talk to
the District librarian Committee to see if
she can point a representative to be a part
of this sub-committee.
The District-wide Information
Technology Plan Sub-Committee has been
revised and we will bring it back to the
next meeting and bring back also the
inputs of the original Data and explain
how they came up with this committee.
AVC Madlock will send out an email or
call the people to make sure they want to
be part of this and bring it back to the next
meeting.
IV.
Recommended
Timeline for
Projects (AVC
Madlock)
#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
AVC Madlock reviewed with the DTC
committee members the document that
describes Current IT projects in progress
with a timeline from start to end.
According to the chair this is a smaller list
withdrawn from the larger list since we
have 64 projects that the sub-committee
will be working on:
•
VoIP: the primary reason of
launching the project is the Barbara lee
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Partnerships
D: Strengthen
Accountability,
Innovation and
Collaboration
D.1
Service
Leadership
D.3
Institutional
Effectiveness
D.4
Global
Planning
building, as an update he mentioned that
BC C, District, Merritt, Barbra Lee
Building are Completed, however Laney
and College of Alameda are not
Completed since we found out that the
actual infrastructures do not support the
VOIP system.
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Emergency Notification System;
the system will be in place in
November the 17th, 2015 and the
training is scheduled for next
week.
District Wide Wireless has been
approved by the board.
Classroom Scheduling: the
timeline can change because of the
time it took to finish the RFP and
the contract negotiation.
Early Alert System; the system has
been completed but AR still wants
to make some changes to it.
Student Mobile App: we
completed the mobile App but the
question is do we have the
infrastructure to support it.
Time, Labor Absence
Management: we completed a
portion of the time and labor. The
director will report on this.
Class Scheduling Printer: This has
been completed.
Web based email; we are currently
working on it however we need to
go back out for the RFP.
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V. Discussion to
Identify
Technology
Training Group
(DTC
Committee)
#2 – Identify a
District Technology
training group that
will leverage District
experts to create a
District wide series of
training in PeopleSoft
functionalities.
D: Strengthen
Accountability,
Innovation and
Collaboration
D.1
Service
Leadership
ECM project: we have to negotiate
with the vendor to help us to fix
the last part.
IT Strategic Plan: The chancellor
is agreeing to move forward and at
the same he is saying that there is
no need for contractors we have
people in house to help us with the
project.
AVC Madlock shared that this is a goal
number two and we need to come up with
the training group.
He is suggesting setting up a calendar and
giving some training periodically in order
to accomplish the goal.
He emphasized the need to identify the
technology training group and schedules
sometimes when the training will occur;
the question is who will be part of this
group?
AVC Madlock mentioned that he can’t
task the IT people to train faculties or new
hires and we already have help desk
person assisting faculties and staff.
AVC mentioned that when he first arrived
at Peralta District he had proposed this
idea but he was turned down.
AVC Madlock is asking the members to
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go back to their Technology Committees
and share with them that we are trying to
set up a training group; they may want to
be part of it.
Dr. Love shared that there are some
faculties who understand the prompt
system very well but don’t have time to
train others who are struggling with it.
Dr. Love is recommending going back to
the PBC and asking for budget to hire a
trainer for training purposes only instead
of relying on district people who have a
Full time job already.
VI. Update:
District IT
Projects
(AVC Madlock
and Directors)
#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
AVC Madlock reported out that the Board
has approved the VOIP funds for the
campuses and the Districtwide Wireless
was approved as well.
Gina Tomlinson reported:
We did not complete the VOIP project at
Laney and College of Alameda due to
some direct infrastructures needs there
before we implement the VOIP system
and this may probably happen after the
holiday.
She also noted that it has been some
progress how to address the infrastructure
needs, we have been assessing every
campus and we just completed College of
Alameda, Laney assessment will be on
Monday, Merritt will be after the holiday
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D.3
Institutional
Effectiveness
D.4
Global
Planning
then BCC and District as well.
Gina also added that IT is Officially
decommissioning the main frame and
saving some power.
Security cameras: the provider is doing
health check on 600 cameras across the
campuses, to get the cameras up, healthy
and working.
We also in conjunction with DGS
approved the plan forward for the security
blue phone to replace all those. DGS will
finalize the agreement with the desired
partner and move it forward.
In partnership with DGS we implementing
the new badge system across all the
campuses, we received the work station
and the IT technology team is configuring
those work stations and the actual upgrade
to the lenel badge system will be on the
first week of December, for that we will
be receiving an email shortly.
Ranell Holmes reported out:
That he is working on the classroom
scheduling project and he is in the process
of collecting data in each campus for
every single room. The project has not
started yet and he is still at the stage of the
contract negotiation.
Ranell also explained the purpose and the
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importance of the early alert in PeopleSoft
and we are at the phase two on this
project.
Bundle releases schedule, we have a
periodic bundle release every quarter , it is
just like software that we need to fix , we
have to shut down the system and update
it and the next one is December 6th, 2015
VII. Design
survey to assess
student
technology
related issues.
(AVC Madlock)
#4 – Provide
mechanism to capture
for accessing
Technology related
issues for students.
VIII. Report
concerning
financial
resources
advocacy (AVC
Madlock)
#5- Advocate for
financial resources to
address Technology
TCO including
infrastructure and
education technology
A: Advance
Student
Access, Equity
and Success
A.2 Student
Success
B: Engage and
Leverage
Partners
B.1
Partnerships
D: Strengthen
Accountability,
Innovation and
Collaboration
D.2
Institutional
Leadership
and
Governance
D.4
Global
Planning
This item was not covered.
AVC Madlock mentioned that the TCO
ownership presented last month at the
DTC was taken to the cabinet and he did
let them know where we are and what we
need and now we are going back to each
campus and look at the entire
infrastructures to make sure that those
infrastructure are part of this TCO.
E: Develop
and Manage
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Resources to
Advance Our
Mission
E.3
Fiscal
Oversight
E.4
Support
Quality
Instruction
IX. College
Reports
X. Meeting
Adjourns:
This item was not covered
11:45AM
Next Meeting December 4, 2015 10:45am– 12:45pm
Minutes taken by: Hayat Guessoum and Fathia Mohamed
Attachments: All documents and/or handouts for this meeting can be found at:
1234-
DTC Minutes- October 9, 2015
DTC Agenda 11-13-2015
Projects in Progress Document
District-wide Information Technology Plan Sub-Committee
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