Peralta Community College District
PBIM - District Technology Committee (DTC)
Template for Meeting Minutes
Date of Meeting: October 3, 2014
Present:, Vina Cera, Mary Louise Zernicke, Mike Orkin, Sharon Millman, Vincent Koo, Ahmad Mansur, Manny Uy, Adrien Abuyen. Brian Adir,
Man Gordon
Chair/Co-Chair: Calvin Madlock, Antoine Mehouelley. Fabian Banga
Guests: Michael Dioquino, Linda Sanford.
Facilitator/Recorder: Karolyn van Putten, Heather Dodge
Absent: Antonio Barreiro
Agenda Item
Meeting Called
to Order
1. Review and
Approval of
Agenda
2. Review and
Approval of
Minutes from
September 5,
2014
3. Setting DTC
Committee Strategic
Discussion
Goal
Planning
Goal and/or
Institutional
Objective
Follow- Decisions
up
(Shared Agreement/
Action Resolved or Unresolved)
9:00AM
Agenda was approved unanimously
without revisions
Minutes from September 5, 2014 meeting
were approved unanimously as presented.
Motioned by Vina Cera, Second by
Ahmad Mansor.
AVC Madlock reviewed the “Goals and
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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 committee
members the document that describes all
the goals. Basically, what he has done is
take out the goals from the minutes and
consolidated them into a one page draft, to
review and approve accordingly.
-Facilitator Dr. Karolyn van Putten said
normally that to demonstrate the
integration of planning and budgeting
throughout the entire district level process
the accrediting team will come to visit and
see if there is a relationship between what
we do in these committees and what the
entire district does to serve its goals and
objectives theoretically. What we do in this
committee is what we do in our campus
committees. Facilitator Dr. Karolyn van
Putten suggested the campus committee
should also use the same template, which
is something to keep in mind.
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- Update district IT Plan:
2- Room scheduling software needed:
3- Need for regular training
opportunities
4- Need for district-wide satisfaction
survey
2
5- Integration of technology and
facilities planning
6- Technology checklist for
new/remodeled Facilities
7- Smart Classrooms
8- Review and analyze current
PeopleSoft Capability
9- Gmail implementation
10- Help desk ticketing system
11- Advocacy for technology
***
*** Goals and activities after revision.
1-Monitor the development district of a
District Strategic IT Plan
2-Procure room scheduling software for all
colleges
3- Identify resources, assess needs, and
plan for improvement technology skills
and training
4- Integrate technology standards and
design checklist for new/ remodeled
facilities
5- Review and update standards for
interactive learning technology and
classrooms
6- Develop maintenance plan for current
And existing interactive learning
environments technology
7- Review and analyze current PeopleSoft
capability
8- Monitor the implementation of webbased email
9- Review and assess existing IT help desk
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VI. Decommission of
Mainframe and Cost
Saving
V. PCCD Strategic
Information Technolgy
Plan Update/Process
services
11- Advocate for financial resources to
D.3Institutional address technology total cost ownership
Effectiveness
E. 3 Fiscal
AVC Madlock shared a document with
Year
DTC group about the decommissioning of
the main frame and cost savings which
explains the savings that includes:
Information System EMAS Pro, Financial
Aid Module and PeopleSoft. AVC
Madlock added that Hicks Consulting is a
vender that we pay. Five consultants are
used to maintain the mainframe computer
system (TCO) we pay to use the software
on that main frame including IBM, Iron
Mountain (the tape backup), where we
backup that entire EMAS Pro system and
data.
D.2
a. Update of roles & Responsibility matrix
Institutional
for sub-group
Leadership and AVC Madlock mentioned that goal
Governance
number 5 of the PCCD Strategic
Information Technology Plan will be
D.3
updated by the Sub-Committee who will
Institutional
meet twice this year. AVC Madlock said
Effectiveness
that he will update the roles and
responsibility matrix, which will include
everyone on that sub-committee, and he
will send the DTC members a list of
everyone in that committee.
b. Recommendation for currently funded
projects
AVC Madlock shared with the DTC group
the top priority projects will be:
1. Web-Based Email
2. Academic Advising/ Student
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Education Planner
3. Document Management
4. Open CCC Apply
All of these projects will be completed by
December 2014 and Network Refresh is
already completed.
c. Campus IT Budget/template
AVC Madlock suggested that everyone
from the four colleges should create a
budge template like the one he received
from Chair /Co-Chair Antoine. That
includes all the technology needs for each
of the campuses total cost ownership. AVC
Madlock mentioned that he will present
budget template to all college presidents
and advocate for IT budget by making sure
that all the equipment is up to date
d. Campus Network Infrastructure
AVC Madlock mentioned that Student
Financial Aid Module project is
completed. The Sub-Committee has
decided to upgrade Finance and PeopleSoft
Module. A complete suite of PeopleSoft
applications called (HCM) Human Capital
Management, (FSCM) Financial Supply
Change Management, which includes
finance, purchasing, and Campus Solution
which includes the grades and rosters
modules. AVC Madlock recommends that
Finance should be upgraded, and that new
buildings need to include new technology
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Distance Education
Support and Planning
VII. PeopleSoft
Modules
D.3
Institutional
Effectiveness
E. 1
FTES/FTEF
Target
E.2 Budget to
Improve
Student
Success
E.4 Support
Quality
D3.
Institutional
Effectiveness
infrastructure.
e. Alignment of District Technology Plan
with College Technology Plan.
AVC Madlock also discussed that the
strategic IT Plan should align with all the
colleges’ technology plans. For example,
making sure all plans are aligned with the
Education Master Plan. Rationalized IT
Spend with a Consolidated IT budget is an
IT Strategy Project that we should be
working toward completion.
Faculty Co- Chair Banga reported that
maybe we could put some language in the
AP that we have for online students and
instructors communicating. This
transitioned to distance Education and
institutional Technology. Until now we
don’t have any standards with students and
instructors interactive communication.
This item was not covered.
This item was not covered.
VIII. Update on
PS Security
Administrator
IX. 3SP Update
D3.
Institutional
Effectiveness
D3.
Institutional
Effectiveness
E2. Budget to
This item was not covered
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District IT
Reports/Updates
a) Director of
Enterprise
Services (all
things
PeopleSoft)
Report
 Academic
Advising
Module
 Open CCC
Apply Module
Improve
Student
Success
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
Electronic Content Management (ECM,
formerly known as “Document
Management System”).
Michael Dioquino
reporting out:
We will complete the projects 1 and 3 by
November. Project 1 is General Services,
and in regards to Project 3 which is
Finance we are in the process of
completing it.
Web-based email: we are currently
working on RFP that needs to go out. We
used a template from LACCD, which
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needed to be modified because it only
includes a general web-based solution.
Since we already know we are going with
Google the RFP will be written to solicit
vendors with Google expertise. Michael
reported out: that Network Refresh at the
district offices is officially completed, and
the last phase of the network included the
final cutover, we are now in full
maintenance mode. Michael hopes to
create a presentation for this committee
and cabinet so that they could see the new
benefits and standards that we are bringing
to the districts office for the Network
solution and the benefits of the new
solution.
New Business
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 10/3/ 2014
- PCCD –Security Job Description- DTC Agenda- October 3, 2014
- DTC Minutes-September 5, 2014
- Goals and Activities 2014-2015
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