Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
May 2, 2014 – 8:30am – 10:30pm
Present:
Fabian Banga, Vina Cera, Calvin Madlock, Antoine Mehouelley, Bala Sampathraj, Johnnie Fudge, Hui Zhang, Antonio
Barreiro, Mike Orkin, Manny Uy, Justin Hoffman, Eric Gravenberg.
Guests:
Ahmad Mansur, Patricia Rom, Linda Sanford (PBC Facilitator)
Facilitator/Recorder: Karolyn van Putten, Evelyn Lord (Recorder)
Absent:
Joshua Boatright, Joseph Bielanski, Mary Louise Zernicke, Gina LaMonica, Nate Heller
Agenda Item and
Presenter(s)
Meeting Called to Order
Facilitator
I. Review and Approval of
Agenda
Facilitator
II. Review and Approval of
Minutes from April 4, 2014
Facilitator
Discussion
8:45 am
Agenda was approved unanimously without revisions
Minutes from April 4th, 2014 meeting were approved unanimously
as presented.
Motioned by Vina Cera, Second by Johnnie Fudge
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Follow-up Action
Decisions
(Shared
Agreement/
Resolved/Unresolve
d?)
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
May 2, 2014 – 8:30am – 10:30pm
III. Announcement: PBIM
Update Forum on May 2,
2pm, District Office Board
Room
DTC Facilitator Dr. Karolyn van Putten announced that the PBIM
Update Forum will be today at 2pm at the District Board Room.
Facilitator
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Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
May 2, 2014 – 8:30am – 10:30pm
IV. Telephone, Computer,
Network and Electronic Mail
Use Guidelines, including PS
Security Access form/process
FINAL (for APPROVAL)
AVCIT Madlock
Laney College Technology Committee noted that there were no
provisions for laptop distribution, including a signoff that faculty
agree to take responsibility for keeping laptops secure and possibly
take on financial responsibility if they lose their laptops.
The DTC body was questioning if laptop will be automatically
replaced if faculty will lose their computer? And also about the
insurance policy option and how do we deal with repeat offenders?
Evelyn mentioned that some people did borrow some computers
from the Library and other Audio visual stuff which they lost and
there is no policy that covers this kind of incident.
AVC Madlock wants to set this as goal to update the Technology
Use Guidelines and said that we are going to look at this when we
have the Annual PBIM SUMMIT on September and review it as
goal
Karolyn van Putten made a recommendation for AVC Madlock to
add something on this document about social media.
The Technology Guidelines Use draft is approved unanimously
with non-abstention as it is presented. AVC Madlock reminded
ever member that this is a living document that the committee will
revisit annually.
AVC Madlock asked the members how they want to move forward
with revisions?. for example with security access request.
VC Orkin is suggesting that AVC Madlock’s department is in
charge of the minor changes that occur to this document.
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Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
May 2, 2014 – 8:30am – 10:30pm
DTC Facilitator Karolyn van Putten is suggesting that if the change
is substantive to what we have currently approved it should be at
least acknowledged to the DTC body and perhaps ask for its
support and endorsement and if it is minor we just need to be
notified of the changes and the document is uploaded to the drop
box.
AVC Madlock is saying that the document should live on the
Website for the accreditation purpose.
AVC Madlock said perhaps if it is necessary we can bring it to the
DTC meeting every time there are some changes.
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Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
May 2, 2014 – 8:30am – 10:30pm
V. District/College
Technology Responsibilities
Matrix (for APPROVAL)
Facilitator/AVCIT Madlock
Matrix for college/district technology responsibilities document
was handed out to the DTC members and Karolyn van Putten
explained briefly to everyone how did this document get to the
DTC body?
As result the committee created this document and it is available to
the college institutional self-evaluation.
This document is approved first by Eric Gravenberg and second by
Dr. Karolyn Van Putten.
Some corrections need to be made as follows:
-The word “Merritt” is misspelled on the document and also
domain is wrong.
-VC Orkin said there are two places where we need to change the
phone number by email address
1) for District website should stumu@peralta.edu
2) Where it says Contact Mike Orkin it should be Contact
AVC Adela and her email address and VC Mike Orkin with
email address instead of the phone number.
The Matrix for College/ District/College Technology
Responsibilities document was approved unanimously with no
abstention with the changes as suggested.
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Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
May 2, 2014 – 8:30am – 10:30pm
VI. Reports from Colleges
(Including Interactive
Learning
Environments/Smart
Classrooms status)
This item was moved to the end of the Agenda. (Not Covered)
College Reps
VII. Updates on DTC
requests to colleges: DTC
memo to college technology
committees about 3SP and
DTC Requests to College
Presidents re District
Information Technology
spend goal
Vina Cera reminded the group about the purpose of the Memo and
the Sub-Committee that worked on this.
Dr. Karolyn Van Putten was questioning if the colleges that have
already done it should redo it again and need to reformat.
President Eric Gravenberg responded yes since this was done by
the Sub-Committee and it was time consuming so all the Colleges
should use the same format.
AVCIT Madlock/Facilitator
President Eric Gravenberg will communicate this offline with AVC
Madlock and also copy the campus president. The sub-group
composed of AVC Madlock, President Gravenberg and Fabian will
meet and write a Memo with the intention to communicate to the
Colleges how to use this document and suggest a process by which
this can be incorporated into the sharing governance activities.
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VIII. Progress toward
revising/updating IT Master
Plan
Madlock/Facilitator
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
May 2, 2014 – 8:30am – 10:30pm
AVC Madlock shared that he will change “IT Master Plan” to the
“District Technology Strategic Plan”.
AVC Madlock said that the sub-group has not met yet purposely
because he wants to have enough information on how he is going to
rewrite this technology plan that includes the IT strategy.
The next meeting maybe scheduled for the next couple of weeks.
AVC Madlock reported out that he spoke to the Chancellor and he
will get little bite of help for at least couple of months.
AVC Madlock shared the update on what he discussed on the first
IT Master Plan meeting and couples of documents related to this
were passed out.
At the first meeting they discussed some more projects that need to
be added to or should be on the District Technology Strategic Plan
such as the fsaATLAS for the international student office, an
emergency Alert System, Position Control, Time and Labor and
Finance upgrade..etc...
AVC Madlock mentioned that it is not too late for the members to
advocate for project that they think should be a part of the entire
Technology Strategic Plan and this document will be a living
document that the group can revise as needed.
AVC Madlock mentioned that the sub-committee will have to set
up some criteria to determine the priority of these projects and this
is going to be a goal.
The class scheduling project will be the top project that need to be
done right way and when AVC meets with the Chancellor to remit
the top priority projects list , he will make sure this project is
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Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
May 2, 2014 – 8:30am – 10:30pm
included.
IX. PeopleSoft Modules
Report
AVCIT Madlock
AVC Madlock shared that we own 54 people soft modules and we
pay around 62,000.00 every quarter for. We actively using 22
people soft modules and we also pay for the ongoing maintenance.
AVC Madlock is looking into revising this and save money for the
District.
AVC Madlock shared that the PBC took the recommendation from
the DTC and moved it forward to the Chancellor for consideration.
X. PS Security
Administrator
Not Covered
AVCIT Madlock
XI. . District IT
Reports/Updates:
AVCIT Madlock/Banga and
DES Ranell Holmes
DTS Michael Dioquino
a)
PeopleSoft Resolution Team Report. Ranell Holmes was
reporting out
-
-
Our past meeting was cancelled due to power outage so we
did not give all FA status.
Able to Load applications and assign check list.
Complete verification of the applications reviews
Create Financial Aid terms
Transfer credit required forwarding.
Service indicator is assign to student’s record to indicate the
student’s application status which is viewable by the
students and this reminds the students of the incomplete
applications requirements.
Next go live is set for June 5-6-7
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Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
May 2, 2014 – 8:30am – 10:30pm
b) ENG and DFC (Facilities) Report: Michael Dioquino was
reporting out
- Nothing really happened for IT at DFC meeting but I
did express my concern with the contract review process
that the District currently has and the difficulties that IT is
facing and want to make sure that the contract is reviewed
in timely manner.
c)
IT Strategy Project Updates:

Financial Aid Module Implementation:
-
Process student Loans for approved loan applicant
Truck the student loan and return for calculation
process
Calculate truck satisfactory Academic progress
Electronic Content Management (ECM, formerly known as
“Document Management System”)
-
The project one is undergoing for testing and make sure
that DGS has tested everything before we close out the
project.

Academic Advising Module (ECM)
-
The contract is in the approval process
CCCApply project has two phases and we are hoping to
move the application to production by Monday since the
development is finished and the bugs have been worked out
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
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
May 2, 2014 – 8:30am – 10:30pm
Web-based Email: Michael Dioquino was reporting out
-
XII. New Business
Vendors are being propositioned for quotes to implement
migration to Google Apps for Education. SADA Systems
- Three vendors can do the work and we don’t have all the
numbers from the three vendors and once I have them I will
share them with the group and this is Measure E funded for
sure.
XII. New Business
Facilitator
10:35 AM
Meeting Adjourns
Minutes taken: Hayat Guessoum
Attachments: DTC Meeting Agenda – May 2, 2014
DTC Meeting Minutes – April 4, 2014
Matrix for college/district technology responsibilities
PCCD District Technology Committee (Goals for 2013-2014)
Telephone Computer Network and Electronic Mail Use Guidelines
District Technology Strategic Plan.
Memorandum to Planning and Budgeting Council.
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