Peralta Community College District
PBIM - District Technology Committee (DTC)
Template for Meeting Minutes
Date of Meeting: December 5, 2014
Present: Vina Cera, Mary Louise Zernicke, Mike Orkin, Antonio Barreiro, Justin Hoffman, Evelyn Lord
Chair/Co-Chair: Calvin Madlock, Antoine Mehouelley, Fabian Banga
Guests: Anita Black, Joseph Bielanski
Facilitator/Recorder: Karolyn van Putten, Heather Dodge
Absent: Brian Adair, Manny Uy, Gordon Man, Adrien Abuyen, Ahmad Mansur, Vincent Koo
Agenda Item
Meeting Called
to Order
1. Review and
Approval of
Agenda
2. Review and
Approval of
Minutes from
October 3,
November 7,
2014
3. Setting DTC
Committee Strategic
Discussion
Goal
Planning
Goal and/or
Institutional
Objective
Follow- Decisions
up
(Shared Agreement/
Action Resolved or Unresolved)
8:30AM
Agenda was approved unanimously
without revisions
Minutes from October 3, and November 7,
2014 meeting approved unanimously as
presented.
Motioned by Antonio Barreiro, Second by
Mary Louise Zernicke.
AVC Madlock reviewed the “Goals and
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III. Review/
D.3
Activities 2014-2015” handout with the
DTC members;
Approval DTC
Goals for AY 201415
InstitutionalAVC-AVC Madlock shared with the DTC
Effectiveness
committee members the document that
describes all the goals. Basically, what he
has done is revised the list of goals from
the document, which was used in the
previous meeting.
-Facilitator Dr. van Putten suggested to the
DTC group committee to review and
approve the goals, and this will be the last
DTC meeting for this fiscal year of 2014.
The DTC group committee decided that
goals 4 and 5 should be revised.
AVCAVC Madlock reviewed and discussed with
DTC members, the 2014-2015 goals, and
the group presented the list as follows:
***Goals and activities 2014-2015 list
before revision:
1. Monitor the development and
implementation of the District
Strategic IT Plan, specifically WebBased Email and Room Scheduling
Software projects. (combined goals#1,
#3, & #8 from above)
2.
Develop a plan for assessing,
improving, addressing staff technology
skills and training needs, including
2
reviewing and increasing knowledge
by all users regarding PeopleSoft
capability. (combine goals #3 & #7
above)
3. Review and recommend a process for
updating standards for instructional
technology, including the development
of a design checklist for new, existing
and remodeled facilities. (combined
goals #4 & #5 above)
4. Assist in the development of a
maintenance plan for current, existing
and interactive learning environment
technology. (same as goal #6 above)
5. Review and recommend a process for
assessing existing IT help desk. (same
as goal #9 above)
6. Advocate for financial resources to
address technology total cost of
ownership (TCO). (same as goal #10
above)
***
*** Goals and activities after revision.
1. Monitor the development and
implementation of the District
Strategic IT Plan, specifically WebBased Email and Room Scheduling
Software projects.
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2. Develop a plan for assessing,
improving, addressing staff
technology skills and training
needs, including reviewing and
increasing knowledge by all users
regarding PeopleSoft capability.
3. Review and recommend a process
for updating standards for
instructional technology, including
the development of a design
checklist for new, existing and
remodeled facilities.
4. Assist in the development of a
maintenance plan for current and
future instructional technology.
5. Review and recommend a process
for assessing existing IT helpdesk
functionality.
6. Advocate for financial resources to
address technology total cost of
ownership (TCO).
V. College IT Budget SubCommittee Report
-AVC Madlock discussed with DTC group
committee;
College IT Budget Sub-Committee is
basically putting together an IT operational
D.3Institutional budget cost, like the IT budget template
Effectiveness
presented by Co-Chair Mehouelley in
E. 3 Fiscal
which he had created to all the DTC group
Year Oversight members for all campuses. He also
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mentioned that fund 01 does not cover the
library invoices, but it is paid from fund
11.
-AVC Madlock said that we will include a
IT budget for the district office.
-AVC Madlock mentioned that College of
Alameda did not submit their IT Budget
template yet.
-Librarian Lord suggested that the district
should fund the library data base system.
-Facilitator Dr. van Putten stated that there
appears to be a need to integrate into the
district IT budget cost for library catalog
system as ongoing expense for district IT
which has been an issue.
- Facilitator Dr. van Putten suggested that
the committee recommends AVC Madlock
and VC Orkin to the cabinet to bring into
a dialogue budgeting for the IT District
support for education technology that all
colleges need to use, and this will go to
Planning Budget Council (PBC).
- The DTC committee recommends to
PBC to include in the district budget
development process specific district-wide
supported for Education Technology
Services for all four colleges use and need.
For example, the library catalog, web-site
hosting, distance education, and student
services functions related to SSSP.
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VI. PCCD Strategic
Information Technology
Plan Update/Process
a. Present Roles &
Responsibility matrix for
sub-group
D.2
Institutional
Leadership and
Governance
D.3
Institutional
Effectiveness
b. Provide preliminary list
of Strategic IT Plan projects
for AY 14 thru AY 17
a. Update of roles & Responsibility matrix
for sub-group
-AVC Madlock suggested that he will
update the Strategic Information
Technology Plan Sub- Committee list:
 Dr. Karolyn van Putten was taken
off the list per her request
 Alexis Manlevirgen was taken off
the list due to resignation from
Peralta
 Evelyn Lord joins the committee
as faculty librarian
b. Provide preliminary list of the Strategic
IT Plan projects for AY 14 Thru AY 15
-AVC Madlock will provide a document
that has a list of the sub-committee
members and projects for the next meeting
on February 6, 2015.
VII. Distance Education
Support and Planning
D.3
Institutional
Effectiveness
E. 1
FTES/FTEF
Target
E.2 Budget to
Improve
Student
Success
-Faculty Co- Chair Banga reported that
right now all four campuses are completely
independent with web-site and have their
own web-site.
- Faculty Co- Chair Fabian mentioned that
the Moodle installation for Spring 2015
will be ready this weekend.
Distance Education committee is forming a
sub-committee for education committee.
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E.4 Support
Quality
VIII. Merritt College
Tracking Positive
Attendance
D3.
Institutional
Effectiveness
D3.
Institutional
Effectiveness
-Dean Black and Dr. Trotter discussed the
following matters:
a. Consistently on late roster list
b. Transfer to SAR’s: LNRE 510
course.
-Dr. Trotter mentioned that she had to
enter for all 900 students and then click to
save the data. After that she had to print a
copy to AR. Dr. Trotter suggested that
there is a need for district-wide fix for how
we track positive attendances, which
includes integrate SAR’s, and PeopleSoft.
-AVC Madlock suggested that he will
invite Dean Black and Dr. Trotter to
integrate to start fix.
IX. College / District
Helpdesk Services
XI. Mobile APPS
D3.
Institutional
Effectiveness
E2. Budget to
Improve
Student
Success
-AVC Madlock discussed the Matrix
spread sheet document that was presented
to the DTC committee to inform faculty
and staff of what to do, and what not to do.
For example, follow the process, create
help ticket with the district do not publish
students information on web-site because
confidentiality is extremely important.
This item was not covered.
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X. College Reports
District IT
Reports/Updates
a) Director of
Enterprise
Services (all
things
PeopleSoft)
Report
 Academic
Advising
Module
 Open CCC
Apply Module
This item was not covered.
D3.
Institutional
Effectiveness
This item was not covered.
b) Director of
Technology
Services Report

Electronic
Content
Management
(ECM,
formerly known
as “Document
Management
System”)
 Web-based
Email
Network
Infrastructure
Refresh
New Business
This item was not covered.
This item was not covered.
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Meeting Adjourns
12:00PM
Minutes taken by: Fathia Mohamed
Attachments: All documents and/or handouts for this meeting can be found at:
- Copy of District Technology Strategic Plan - Budget as of 12/5/ 2014
- PCCD –Security Job Description- DTC Agenda- December 5, 2014
- DTC Minutes-, 2014
- Goals and Activities 2014-2015
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