Peralta Community College District
PBIM - District Technology Committee (DTC)
Template for Meeting Minutes
Date of Meeting: September 5, 2014
Present: Fabian Banga, Vina Cera, Bala Sampathraj, Antonio Barreiro, Justin Hoffman, Evelyn Lord, Mary Louise Zernicke, Eun Rhee, Mike
Orkin, Sharon Millman, Vincent Koo, Ahmad Mansur, Manny Uy, Danny McCarthy, Adrien Abuyen.
Chair/Co-Chair: Calvin Madlock, Antoine Mehouelley, Fabian Banga
Guests: Patricia Rom, Joseph Bielanski
Facilitator/Recorder: Karolyn van Putten, Heather Dodge
Absent:
Agenda Item
Meeting Called
to Order
1. Review and
Approval of
Agenda
2. Review and
Approval of
Minutes from
May 2, 2014
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 May 2nd, 2014 meeting were
approved unanimously as presented.
Motioned by Vina Cera, Second by
Antonio Barreiro.
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3. Setting DTC
Goals for AY
2014-15
AVC Madlock reviewed the “Goals and
Activities 2014-2015” handout with the DTC
members;
1- Need to update district IT Plan: the
title is updated to the PCCD
Strategic Plan and this one will
include technology projects
according to AVC Madlock. AVC
Madlock is advocating for this goal
with changing the title to PCCD
Strategic Information Technology
Plan. AVC Madlock has also shared
that there is a sub-Committee
working on this.
2- Room scheduling software needed:
AVC Madlock said that this is a
project and it is a part of Strategic
Information Technology Plan and
this needs to be addressed right
away, even though some colleges
have started working on it. Every
college IT representative shared the
way they handle it at their own
campuses such as keep tracking on
an Excel spreadsheet. AVC
Madlock shared that the budget has
already been allocated for this
project and he has already spoken
to three different companies which
are: Schedule 25, AD - ASTRA and
College Scheduler. AVC Madlock
added that we will begin scheduling
the demos; however some colleges
have already started the Demo.
The primary sponsor stakeholders
are VPs of Instruction and deans,
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3-
4-
56-
Room Schedulers and Business
Managers.
Need for regular training
opportunities: Sharon said that this
would be something that will allow
people to get the training they need
at their own offices, such as
Lynda.com. Evelyn mentioned that
there are also other regular trainings
needs such as Moodle and
PeopleSoft.
Need for district-wide satisfaction
survey: Facilitator Karolyn
mentioned that this survey is
intended to be IT-specific. AVC
Madlock thinks this is a goal for the
DTC since it is attainable and
reasonable. Sharon would like to
join the group who will be working
on the survey.
Integration of technology and
facilities planning
Technology checklist for
new/remodeled facilities
AVC Madlock is suggesting that we combine
the two goals listed previously. Sharon will be
in touch with Brian “Director of Facilities” to
find out some information on how to handle
small projects at the District and come back to
the DTC body with the report.
7- Smart classrooms—as a District we
are not keeping up with 21st century
instructional technology
needs:Facilitator Karolyn said we
had an extensive nine months
process for developing those
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standards in 2008, Karolyn
mentioned that we worked with an
outside consultant to develop those
standards for Interactive Learning
Environments and the standards
have been available through the
Dept. of General Services ever
since the consultants finished their
work.
Sharon suggested to the group that
she will report on this at the next
DTC meeting.
Facilitator Karolyn asked the
members to articulate this item and
come up with the new goal. For
right now this item is put on hold to
figure out how to language it.
8- New software acquisition: standards
for integration with PeopleSoft:
AVC Madlock does not think that
we should set this as a goal so he
thinks it is just a standard.
AVC Madlock mentioned that he is
in the process of assessing
PeopleSoft and he will update the
DTC group on this later on.
Facilitator Karolyn is suggesting a
new title which is: “Review and
analyze current PeopleSoft
capability” as a goal instead of new
software acquisition.
9- Gmail implementation: This is
going out to bid since it is over a
particular procurement threshold, so
AVC Madlock is considering this
as a goal.
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AVC Madlock mentioned that this
item should be named “Web based
Email”.
A few DTC members are
suggesting switching to Office 365
instead of Google.
AVC Madlock said that this would
be easier to accomplish if we
choose to, but AVC Madlock said
that if he does not have a very
compelling case to bring back to the
group next month, then we need to
go with what the Committee
decided last year.
10- Help desk ticketing system:
Antonio made a clarification that
his interest is at the College level
not at the District level.
AVC Madlock said that we will
definitely be looking at this as a
goal.
Antoine said that the goal should
be creating a standard for the help
desk system so for him the goal
should be “Review and Revise
Standards for help desk ticketing
system” which the group agreed on.
11- Advocacy for technology funding:
Bala is suggesting requesting the
budget from the Chancellor since
the College presidents do not have a
budget for IT.
Antoine is insisting that the
Advocacy is to go back to
Chancellor to request the Budget
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since Laney has already set the
budget line but no funds so far.
Facilitator Karolyn decided to put
this item on side since it is hard for
the DTC group to agree on what
they mean by “Advocacy”.
12- Libraries—Upcoming need to
upgrade from Millennium to Sierra
library system: Evelyn said that we
will need to upgrade from
Millennium to the Sierra Library
Management System and we are
looking for budget.
Because the transition need is not
imminent, but should take place no
later than 2 years from now, this is
not a high priority item so this
would not be a goal for this year
according to Facilitator Karolyn.
4. Priority District
& College IT
Projects for AY
2014-15
AVC Madlock shared with the DTC group
that the top priority projects will be:
1) Class/Room Scheduling Project
2) VOlP Telecommunication Project
3) Finance Upgrade Project
Bala reminded AVC Madlock to add a
budget line for maintenance for each
project as needed.
AVC Madlock is suggesting to add the
goal “Libraries—Need to upgrade from
Millennium to Sierra library system” as a
project on the list of the District
Information Technology Strategic Plan.
AVC Madlock will come back with more
details and a revised list to share with the
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5. PCCD Strategic
Information
Technology
Plan
Update/Process
6. Distance
Education
Support and
Planning
7. Student
Enrollment Fall
2014
group at the next DTC meeting after
meeting with the Sub-Committee.
AVC Madlock shared with the group that
he has already established a SubCommittee which will meet September the
10th.
This Sub-Committee will be working on
revising and developing the list of the IT
projects.
Faculty Co-Chair Fabian reported out that
we need to have a goal with respect to
Distance Education and institutional
Technology.
Facilitator Karolyn suggested that we need
to add to the list of the Goals for 20142015 “the development of a Distance
Education and institutional technology
plan” and also mentioned that we will
figure out how to deal with(downsize or
delimit) that list at the next DTC meeting.
Facilitator Karolyn said that she is hearing
questions from faculty such as: What
happened that caused so many students to
get dropped?. What can we do to prevent
this from happening again and what was
the impact of this?
AVC Madlock said that the students are
being dropped for non-payment of fees and
there is a debate about Board Policy versus
what we should do.
Vice Chancellor Mike Orkin mentioned
that there is a board policy and procedure
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on thewebsite related to this matter.
AVC Madlock said there is a policy that
states the student will get dropped for nonpayment two weeks before classes begin.
VC Mike read the policy to the members
and mentioned that in the past when this
happen once the students pay the fees they
can go ahead reenroll but this semester
because of some changes that occurred
during the PeopleSoft upgrade the student
could not reenroll after paying the fees.
VC Mike told the group that IT worked
with finance to fix this issue, but the
original problem of dropping students for
non-payment requires going back to the
Board to change the Board Policy. And
they should set the threshold and also have
a prior warning to students before
dropping.
This semester IT, Ed Services and finance
will meet to recommend modifications to
the Board Policy.
AVC Madlock has made a
recommendation to set up an Enrollment
management taskforce that will get
together to suggest changes to this policy
prior to next semester.
Karolyn was wondering who sets the
threshold and VC said that this is set in
Finance and he believes it is $65.
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The Chancellor has requested from AVC
Madlock, VC Mike Orkin, AVC Adela
Esquivel-Swinson and VC Susan Rinne to
meet to discuss this policy and bring it
back to the Chancellor’s Cabinet.
AVC Madlock is suggesting taking it to Ed
Committee and report back at the DTC
meeting.
8. PeopleSoft
Modules Report
9. PS Security
Administrator
This item was not covered.
AVC Madlock reporting out that last time
at the DTC meeting we made a
recommendation to hire a PeopleSoft
security specialist.
There is an immediate need to hire the
People Soft security specialist to assess and
develop security profiles and who will
maintain security within PeopleSoft.
AVC Madlock handed out a draft of the job
description to the members and told the
group that he will take it to HR even
though the position is not funded.
AVC Madlock has to go back to the
Chancellor to ask for funding this position.
10. 3SP Update
This item was not covered.
11.
•
District IT
Financial Aid Module
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Reports/Update
s
a) Director of
Enterprise
Services (all
things
PeopleSoft)
Report
 Financial Aid
Module
Maintenance
and Support
 Academic
Advising
Module
b) Director of
Technology
Services
Report
 Electronic
Content
Management
(ECM,
formerly known
as “Document
Management
System”)
 Web-based
Email
Network
Infrastructure
Refresh
Implementation: Ranell Holmes reporting
out:
- We are disbursing Financial Aid
and we have three cycles.
- The disbursement is done once a
week on Thursday
- Right now we are at the stage of
maintenance and in terms of
maintaining the disbursement
processes we make sure everything
is running smooth.
•
Academic Advising Module: It is a
new module Academic Advising SEP
“Student Education Planner”.
- This module shows the student‘s
progress in their courses compared
to the requirements that are needed
to complete their goal.
- We are in the configuration stage
for this project.
- The second part is SEP (Student
Education Plan) which is the
student blueprint of their academic
career; we are almost done with
this.
•
CCCAPPLY Project: which is the
website or web service we use for students
in state of California when they want to
apply for any Community College so all
they need to do is go to this website and
select the campus. This website is hosted
by company named XAP and the contract
is running out.
Now the state hosts the website and this is
giving us the opportunity to move to the
new website called OPEN CCCAPPLY so
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now we are transitioning to this new
website.
•
Electronic Content Management
(ECM, formerly known as “Document
Management System”). Michael Dioquino
reporting out:
Unfortunately we are not done with the
project as we hoped so we are in the
process of extending it.
We have three projects which are:
** DGS: requisition and invoices which is
still open.
**AR: Transcript processing and this one
is closed.
**AP: This is where we had the delay
since AP had to close the books.
I will be working with AP to finish the
project and hopefully we will be done with
it by the end of October.
•
Web-based Email
Network Infrastructure Refresh:
 Web-based Email:
We found that the cost of training alone is
beyond a particular procurement threshold
so we need to go out to RFP so we can
have someone come in to implement the
project. RFP should be advertised the next
two weeks and hopefully it will close the
end of the month.
 Network Infrastructure Refresh:
The final cutover is scheduled for
September 19th starting at 5PM and
this is the final cutover to finish and
complete the project so People Soft
will be down for that weekend.
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12. New Business
13. Meeting
Adjourns
12:00PM
Minutes taken by: Hayat Guessoum
Attachments: All documents and/or handouts for this meeting can be found at:
- Copy of District Technology Strategic Plan - Budget as of 09 5 2014
- PCCD –Security Job Description- DTC Agenda-September 5, 2014
- DTC Minutes-May 2, 2014
- Goals and Activities 2014-2015
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