Peralta Community College District
PBIM - District Technology Committee (DTC)
Template for Meeting Minutes
Date of Meeting: November 7, 2014
Present:, Vina Cera, Mary Louise Zernicke, Mike Orkin, , Vincent Koo, Ahmad Mansur, Adrien Abuyen, Antonio Barreiro
Chair/Co-Chair: Calvin Madlock, Antoine Mehouelley, Fabian Banga
Guests: Joyce Brown Wills, Joseph Bielanski
Facilitator/Recorder: Karolyn van Putten, Heather Dodge
Absent: Brian Adir, Manny Uy, Sharon Millman, Evelyn Lord, Gordon Man, Justin Hoffman
Agenda Item
Meeting Called
to Order
Committee Strategic
Discussion
Goal
Planning
Goal and/or
Institutional
Objective
Follow- Decisions
up
(Shared Agreement/
Action Resolved or Unresolved)
9:00AM
1. Review and
Approval of
Agenda
2. Review and
Approval of
Minutes from
October 3, 2014
Agenda was approved unanimously
without revisions
3. Setting DTC
AVC Madlock reviewed the “Goals and
Minutes from October 3, 2014 meeting
were not approved unanimously as
presented.
Motioned by Vina Cera, Second by
Ahmad Mansor.
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III. Review/
Approval DTC
Goals for AY 201415
D.3
Activities 2014-2015” handout with the
Institutional
DTC members;
Effectiveness
AVC-AVC Madlock shared with the DTC
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. Karolyn van Putten
suggested to the DTC group committee
that some of the goals should be combined,
for instances, goals 1 and 2 were
combined. Goal number 3 was reworded.
Goals 4 and 5 were also combined, and
goal number 6 stayed the same. Therefore,
all six goals were all approved by the DTC
group committee.
AVCAVC Madlock reviewed and discussed with
DTC members, the 2014-2015 goals, and
the group finalized the list as follows:
***Goals and activities 2014-2015 list
before revision:
1- Monitor the development of a
District IT Strategic IT Plan.
2- Advise on the monitor the
implementation of room scheduling
software for all colleges and the
district offices.
3- Develop a plan for assessing and
improving or addressing technology
skills and training needs.
4- Integrate current instructional
2
technology standards into a design
checklist for new/ remodeled
facilities.
5- Review and recommend a process
for updating standards for
interactive learning technology and
classrooms.
6- Assist in the development of a
maintenance plan for current
existing and interactive learning
environment technology.
7- Review and become knowledgeable
about current PeopleSoft capability.
8- Monitor the implementation of webbased email.
9- Review and recommend a process
for assessing existing IT help desk.
10- Advocate for financial resources to
address technology total cost of
ownership (TCO)
***
*** 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. (combined goals#1,
#3, & #8 from above)
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. (combine goals #3 & #7
3
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)
VI. Rationalize IT
Spend with a
Consolidate IT Budget
D.3Institutional 4. Assist in the development of a
Effectiveness
maintenance plan for current, existing
E. 3 Fiscal
and interactive learning environment
Year Oversight
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)
-AVC Madlock discussed with DTC group
committee;
The Rationalize IT Spend with a
Consolidate IT Budget is basically putting
together an IT Budget for all campuses. He
said that we have one for the district office,
but we do not have anything from all the
four campuses. AVC Madlock mentioned
that he had sent out an IT budget template
that Co-Chair Antoine had created to all
the DTC group members.
-Co-Chair Antoine budget string template
includes; cost center, object code related to
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the equipment, and activity number.
-AVC Madlock wants to get IT budget
from all the four colleges so he could
presented to the cabinet to include and
consider IT as a part of the annual budget
allocation model.
Laney College and Berkeley City College
submitted one, but Merritt College and the
College of Alameda did not submit their IT
Budget template yet.
Balamurali has requested that AVC
Madlock provides a model based on state
averages for Full Time Equivalent
Students (FTES).
-AVC Madlock is willing to come to
technology meetings four all campuses to
advocate for the IT budget.
-Ahmad Mansur suggested that AVC
Madlock should create an IT budget model
for all four campuses before he takes it to
the cabinet.
The sub-committee will create an IT
budget model to present to the next DTC
meeting December 5, 2014.
V. PCCD Strategic
Information
Technology Plan
Update/Process
D.2
Institutional
Leadership and
Governance
D.3
a. Update of roles & Responsibility matrix
for sub-group
-AVC Madlock said that he will develop
criteria for risks/ factors. Projects based on
the criteria score that includes the
following:
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Institutional
Effectiveness
 Large Projects
 Medium Projects
 Small Projects
The small projects will get higher priority
because they are more easily accomplished
and can be executed in parallel to larger
projects.
b. Provide preliminary list of the Strategic
IT Plan projects for AY 14 Thru AY 15
-AVC Madlock mentioned that the PCCD
Strategic Technology Plan Update /Process
from where we are standing at the subcommittee basically can do all the projects
that are a part of the Strategic Information
Technology Plan.
-AVC Madlock said that there is a need for
mobile-ready technology, and it is likely
we will bring in consultants to complete
the projects more rapidly.
 PeopleSoft Application could
contribute to student’s success.
 PCCD IT does not have the
resources capacity to complete the
demand for all of the urgent
projects at this time.
-AVC Madlock will provide a document
that has a list of the sub-committee
members and projects for the next meeting
on December 3, 2014.
VI. Distance Education
Support and Planning
D.3
Institutional
Effectiveness
-Faculty Co- Chair Banga reported that
right now all four campuses are completely
independent with web-site and have their
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E. 1
FTES/FTEF
Target
E.2 Budget to
Improve
Student
Success
E.4 Support
Quality
own web-site.
- Faculty Co- Chair Fabian provided a
template that shows inmotion hosting
budget spread sheet information regarding
the billing for Laney, District, and BCC.
-AVC Madlock wants to know who has
web-site oversight for College of Alameda
and for Merritt College because of billing
issues with CCC apply.
-Mary Louise said that a consultant reports
to Merritt President regarding billing
issues. However, Merritt College needs a
web-master.
VII. PeopleSoft
Modules
D3.
Institutional
Effectiveness
D3.
Institutional
Effectiveness
-AVC Madlock mentioned that he doesn’t
have enough time to go through this item,
but he did discuss with DTC group
committee about November 18, 2014 in
which Oracle will have a demo for time
and labor module.
VIII. Update on PS
Security Administrator
D3.
Institutional
Effectiveness
E2. Budget to
Improve
Student
Success
-AVC Madlock mentioned where we were
in the process of hiring a PeopleSoft
Security Administrator that we advocated
for. However, in order to move forward
was able to get confirmation from the
Chancellor to move on, but it is on the
shutting down the mainframe, and using
the cost savings from that. The mainframe
shuts down is planned for December 31,
7
2014, and at that point we will use the cost
savings to fund the Security Administrator
position.
IX. 3SP Update
This item was not covered.
District IT
Reports/Updates
a) Director of
Enterprise
Services (all
things
PeopleSoft)
Report
 Academic
Advising
Module
 Open CCC
Apply Module
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
This item was not covered.
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Email
Network
Infrastructure
Refresh
New Business
This item was not covered.
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 11/7/ 2014
- PCCD –Security Job Description- DTC Agenda- November 7, 2014
- DTC Minutes-, 2014
- Goals and Activities 2014-2015
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