Peralta Community College District
PBIM - District Technology Committee (DTC)
Friday, October 9, 2015 – 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, Jon-Michael Cox.
Chair/Co-Chair: Calvin Madlock, Antoine Mehouelley, Fabian Banga
Guests: Ranell Holmes, Mario Rivas, Rochelle Olive, Gina Tomlinson
Facilitator/Recorder: Sean Brooke
Absent: Rocha Olivia, Ed Loretto, Rhee Eun, Sharon Millman, James Blake
Agenda Item
Meeting Called
to Order
Committee Strategic
Goal
Planning
Goal and/or
Institutional
Objective
Discussion
Time: 9:20 am
Introducing the student Rep from Laney
College to the Committee members.
Still positions we need to fill out to
complete the quorum
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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I. Agenda Review and
Approval (Facilitator)
Sean Brooke
II. Review and approval of
Minutes for May 1, 2015
(Facilitator) Sean Brooke
III. Review and approval of
Minutes for September 11,
2015 (Facilitator)
Sean Brooke
IV. a. Finalize DTC Goals
for 2015 -16 (Committee)
Agenda was approved as presented with a
minor revision, it was requested to add a
sub item to item number V “Update:
District IT Projects” which is ”Emergency
Protocol”
Minutes from last DTC meeting, May 1,
2015 were corrected and approved as
presented motioned by AVC Madlock and
second by Evelyn Lord.
Minutes for September 11, 2015 meeting
were approved as presented. First
motioned by Vina Cera and second by cochair Fabian.
AVC Madlock reported out that we are
making progress in finalizing these goals
and trying to put them in place.
He also reminded the members to make
sure that the DTC Goals for this year are
aligned with the institutional objectives.
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.
Move the minutes online
as soon as we can since
the members wanted to
report back to their
respective Colleges
In addition at the next
meeting AVC Madlock
will lay out all the
projects for monitoring
and timing on this
document.
Once these goals are approved, they need
to be keyed in the DTC Agenda as we did
in the previous year.
The DTC Goals for 2015-16 document
was approved first by Vina and second by
co-chair Antoine.
The document has been discussed and
voted by the committee members.
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In addition, the members would like to see
some Timelines added to the document for
clarity, evaluation and monitoring purpose
and according to Fabian, there is another
document presented last year which shows
the projects and the timelines we may take
into consideration and do the same thing
this year.
IV. b. Total Cost of
Ownership – Presentation
& Budget discussion
AVC Madlock gave a presentation about
the TCO and the budget allocated to the
projects for better understanding of where
we are with the projects and the timelines.
AVC Madlock went through the handout
“Total Cost Of Ownership” and explained
briefly where we are with the IT Strategy
projects which is the first priority that we
are trying to accomplish and it is also a
goal number one on our Goals and
objectives document.
According to AVC Madlock the purpose
and the importance of the TCO document
is to include all the major expenses and
the contingencies such as maintaining all
the projects after production before going
to the Board for approval in the future.
Co-chair Madlock shared the story of the
VOIP project and the lesson learned for
not including the assessment before
implementing the project which is going
to cost around $20,000 and the need of
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checking the infrastructure before
launching the project.
AVC Madlock is emphasizing the lesson
learned and warned every one of the need
to consider other costs required to support
and run the project based on the Total
Cost of ownership check list when going
to the board for approval of the project.
The presenter AVC Madlock also covered
the Colleges’ Technology resource needs
for this current FY 15-16 which he finds
reasonable and operational budget for IT
department.
After bringing this document to the DTC
member’s attention, AVC Madlock will
meet with the chancellor to give him an
update and the status of these projects and
the infrastructure needs then he will take
to the budget allocation sub-committee for
further discussion.
He will also mention it to VC of finance
and discuss where the budget will come
from and bring the report back to the
DTC.
In addition he will take it back to the
cabinet and discuss it with the presidents
and vice chancellors and report back to the
DTC committee.
Evelyn Lord reminded everyone about the
recommendation that Dr. Van Putten
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shared with the board last year and share it
at the cabinet as well for the same
intention and purpose.
Co-chair Antoine emphasized that each
and every one knows the problems but the
issue is how to get the administration to
prioritize the Technology needs? And
respond to the technology demand.
Evelyn Lord is sharing with the members
that there is also a need for smart Library
at Laney College and the need to replace
or fix the aged infrastructures in the
Library for students use and to plug in
their devices.
V. Update: District IT
Projects/ Emergency
Protocols.
Added
(AVC Madlock and
Directors)
(5 minute break – stand up
stretch)
The facilitator mentioned that there was a
request to add and discuss the emergency
Protocols with this item.
AVC Madlock explained clearly where we
are with ENS project and explained that
from Technology perspective, IT is not
responsible for public safety on the
campus or the protocol that you call in, for
that we have sheriffs and guards who
handle protocol and emergency that takes
place in campus, he added that ENS is just
a tool that helps in that effort which we
should have in the campus and we are
working on currently.
The plan is that this system will be
implemented at the end of November of
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this year is called “black board connect”
which allows us to be able to retrieve the
personal phone number and email address
of the employee and the students to send
out a notification message in the event of
the emergency on the campus.
Working with black board, so far we made
connectivity to the black board and
uploaded the file to black board.
According to AVC Madlock, the issue
with this is that do we have updated
personal information for the students to
make sure everyone is notified for safety
matter.
Evelyn was asking if they will get phone
messages from the campus in case of
emergency and the student would love to
know if they can get a notification via
text.
Ranell Holmes reported out that the
classroom scheduling project will be
going to the next board meeting. This
project is for resources base scheduling
for academic scheduling as well as nonacademic scheduling.
The software will help us officially
schedule classroom for academic and
nonacademic purposes with a request
approved and trucked with assignments.
The project will be launched right after the
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board approval, according to him This
project will last from 6 to 9 months.
VI. Network Infrastructure
Presentation (AVC IT
Madlock)
AVC Madlock gave a brief presentation
about “PCCD Infrastructure Goals” and
the document is handed out to the
members for own record.
AVC Madlock and Gina Tomlinson
“Interim director of technology” have
presented to the members the IT
Infrastructure Goals.
According to Gina all the projects can’t be
implemented and cannot be utilized until
all the infrastructure are fixed and /or
upgraded and in place.
Most of the devices and network switches
are End of life or end of support so we
need to call the legacy organization to
come in for support and assistance.
In addition, current infrastructures can
only sustain current technology and it is
not build for new or upgraded technology.
Disaster Recovery Plan, co-chair Antoine
brought to the attention of the members
that this project was launched even before
AVC Madlock gets to Peralta and spent
$800.000 and it was failed.
Gina notified the audience that IT has to
ensure that in each location, the server
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room and closet area are connected to the
building generator system as she
mentioned the incident that happened at
Merritt College.
Antoine came up with the suggestion to
do the cost analysis for all these projects
and bring it back to the DTC members on
the forthcoming meetings for further
discussion.
VII. OER – Open
Educational Resources
Fabian Banga
VIII. College Reports
This item was not covered.
Antoine has shared that Laney has
finished successfully the wireless project
and they are able to provide internet
access in 200 classrooms and pleased to
announce that this was a great
achievement for the IT folks.
The Laney Technology Committee just
met and they discussed the technology
concerns at Laney and they will meet
again in two weeks.
Laney Technology Committee is also
working on technology master plan for
this year and they will have a draft soon.
Bala reported out that College of Alameda
Technology Committee is meeting next
week and this is the first meeting for this
year, He also expressed his fear and how
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hard it is to run IT operation without IT
allocated budget.
His point of view is to request an ongoing
sustainable budget for IT for each College
instead of asking for the budget every FY.
Bala is suggesting to the committee to go
to the PBC with AVC Madlock to
advocate for the budget for IT
expenditures.
He also added that some of the labs are
upgraded besides one lab which is not up
today and they have no other sources
besides the funds they spend on the
upgrading classrooms and computer
hardware.
Rosemary Delia from Merritt College
reported out: We met last month
September 11 and we are in the process of
finalizing the technology goals for Merritt
for this year and assessing the technology
needs for the college.
In addition, we have been working on the
Program Review information around
Technology needs as a part of the whole
setting for the year.
She invited AVC Madlock to the next
meeting for the coming Thursday October
15th.
IX. Update Computer Use
Guidelines
This item was not covered AVC Madlock
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- Distribution email lists
- BYOD
- Student email distribution
- Dropbox, Goggle Docs,
etc.
X. Meeting Adjourns:
would like to discuss on the next meeting
when we have the quorum.
11:45AM
Next Meeting November 13, 2015 8:30am – 10:30am
Minutes taken by: Hayat Guessoum
Attachments: All documents and/or handouts for this meeting can be found at:
123456-
DTC Minutes- May 1, 2015
DTC Minutes- September11, 2015
DTC Agenda 10-9-2015
DTC 2015-2016 Goals & Objectives Document
TCO Presentation document
PCCD Infrastructure Goals
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