Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
April 4, 2014 – 9:00am – 12:00pm
Present:
Fabian Banga, Vina Cera, Calvin Madlock, Antoine Mehouelley, Bala Sampathraj, Gina LaMonica, Johnnie Fudge, Nate
Heller, Hui Zhang, Mary Louise Zernicke, Antonio Barreiro, Mike Orkin, Manny Uy, Justin Hoffman.
Guests:
Aisha Williams, John Hendrickson, Linda Sanford (PBC Facilitator)
Facilitator/Recorder: Karolyn van Putten, Evelyn Lord (Recorder)
Absent:
Joshua Boatright, Joseph Bielanski, Eric Gravenberg
Agenda Item and
Presenter(s)
Meeting Called to Order
Facilitator
I. Review and Approval of
Agenda
Facilitator
II. Review and Approval of
Minutes from March 7, 2014
Facilitator
Discussion
9:00 am
Agenda was approved unanimously without revisions
Minutes from the March 7, 2014 meeting were approved
unanimously after revisions.
Motioned by Vina Cera, Second by Johnnie Fudge
Page 1 of 11
Follow-up Action
Decisions
(Shared
Agreement/
Resolved/Unresolve
d?)
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
April 4, 2014 – 9:00am – 12:00pm
III. PBIM/PBC Timeline
Facilitator/AVCIT Madlock
DTC Facilitator van Putten mentioned that there has been a slight
adjustment to the PBC timeline; but this won’t affect what the DTC
body is doing.
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Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
April 4, 2014 – 9:00am – 12:00pm
IV. PeopleSoft Security
Access Request
Facilitator/AVCIT Madlock
AVC Madlock reminded everyone that we discussed this at the last
DTC meeting.
Multiple forms have been consolidated to one single form called
PeopleSoft Security Access Request form that you need to fill out
and then goes directly to the help desk to track it.
The PeopleSoft Security Access Request has been moved to the
chancellor’s cabinet seeking consideration and approval, this form
will become effective April 14, 2014 as well.
AVC Madlock mentioned that you will be getting a message about
the people Soft Security access along with the instructions on how
to use it very soon.
The PeopleSoft Security Access Request form has been integrated
in the Computer Use Guidelines document along with the
instructions and the form itself.
Evelyn had several suggestions regarding the form based on issues
that have come up in the libraries. One recommendation is to
include a feedback mechanism in the process to alert the requestor
if the access request has been approved or denied.
AVC Madlock is hoping that this will help streamline the process
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Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
April 4, 2014 – 9:00am – 12:00pm
V. Review Telephone,
Computer, Network and
Electronic Mail Use
Guidelines FINAL (for
approval)
Facilitator/AVCIT Madlock
AVC Madlock shared that the FERPA Section has been included in
the document as recommended at the DTC meeting
There was also a recommendation to add a section on Network Use
which was added on part four on page 16 of the Telephone,
Computer, Network and Electronic Mail Use Guidelines document.
AVC Madlock is asking the DTC members to review and come up
with the feedback which he will be considering.
AVC Madlock went over the Telephone, Computer, Network and
Electronic Mail Use Guidelines document with the members,
seeking if there are any changes to make to the document.
DTC Facilitator van Putten questioned if the document covers the
consequences if the person does not follow the instructions.
AVC Madlock shared that he will take the document to the general
counsel to review the language used.
Antonio is suggested using the words “disclose disaggregated
Network traffic” in front of Network Data.
DTC Facilitator made a recommendation for DTC members to take
this document back to their colleges especially the college
technology committees to identify those areas that may need some
corrections.
The members have to come back to the next meeting, preparing to
finalize the document; however the suggestions need to be sent to
AVC Madlock before the next DTC meeting. In time for the
document to be revised to incorporate all the changes and the
suggestions for the next DTC meeting.
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Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
April 4, 2014 – 9:00am – 12:00pm
The deadline to submit the suggestions to Chief Madlock is
Monday April 28, 2013.
VI. Reports from Colleges
(Including Interactive
Learning
Environments/Smart
Classrooms status)
AVCIT Madlock/Facilitator
Bala Sampathraj shared that Alameda College is working on
upgrading and refreshing computers and he is also happy to start
using new standards for LENOVO company.
Bala Sampathraj explained to the body that at the College of
Alameda, they have also upgraded the infrastructures and hired a
new instructor for the program.
For 860 Atlantic, there is an ongoing discussion on the Smart
Classrooms.
Berkeley City College has been moving slowly on installing the
wireless and they are working on this with the director of
Technology Services Michael Dioquino.
AVC Madlock mentioned that we are not sure we have the
expertise we need in house. He thinks as a solution to the wireless
issue we need to hire a vendor who will come in and do an
assessment for us.
Antonio Barreiro had a conversation with AVC Madlock who will
follow up on the implementation of the wireless technology project.
Page 5 of 11
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
April 4, 2014 – 9:00am – 12:00pm
Antoine said that at Laney College, they are working on a prototype
for the classrooms in order to upgrade their interactive learning
capabilities with projectors, computers, etc.
Laney is also working on budget, including identifying a budget
cost center for just IT at Laney College
Antoine added that they are working on implementing the
instructional wireless project and looking at the Wireless vendors
which are Areohive, Cisco and Aruba.
Laney is devising a statement for how the college will be using
technology to support Student Success.
At Merritt College, they ordered some computers and they are very
busy installing them.
Mary Louise Zernicke added that the challenge they are having at
Merritt College is what to do with the returned computers,
Danny Beesley has cleaned up the Merritt webpage, but the issue is
who will maintain the homepage after that.
There will be training for faculty who want to create their own
webpage.
VII. Update- DTC memo to
college technology
committees
AVCIT Madlock/Facilitator
Vina Cera sent it out to the DTC members to be reviewed and to be
filled out by the Colleges who need to make sure they fit the
format.
This item will be back at the next DTC meeting for further talk and
to consider for approval.
Page 6 of 11
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
April 4, 2014 – 9:00am – 12:00pm
VIII. District/College
Technology Responsibilities
Matrix DRAFTAVCIT
Madlock/Facilitator
IX. Update: Process for
revising/updating IT
Strategic Plan
AVCIT Madlock/Facilitator
AVC Madlock presented the document to the members
AVC Madlock will make the changes suggested by the members to
the document and he will bring it back to the next DTC meeting to
finalize it.
The subcommittee met on March 28, 2014 and reviewed the IT
Strategy Plan.
AVC Madlock mentioned to members that he wanted to change the
name of the IT strategy plan to such a District Wide Plan and he
also added that the chancellor agreed on this.
The Subcommittee has reviewed the existing IT strategy and
identified which projects are still relevant, which ones are
completed and which projects they think are important to add to the
IT Strategy Plan.
At the next IT Strategy Plan meeting they will prioritize the
projects and look at the cost of ownership.
AVC Madlock will come back with the report on this at the next
DTC meeting.
X. Technology Accessibility
Requirements: Information
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Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
April 4, 2014 – 9:00am – 12:00pm
Sharing with District and
Colleges Staff
AVCIT Madlock/Facilitator
XI. PBIM Shared
Governance Model and
PCCD Mission Statement
Updates Process
PBC Facilitator Linda
Sanford
Not Covered
Linda Sanford introduced herself to the members as a Laney
College retiree and Facilitator of the Planning and Budget Council
Committee
Linda Sanford presented to the DTC members Mission Statement
Board Policy 1200 document, asking the group to review it and
come up with some suggestions and some valuable feedback that
she will be incorporating.
The suggestions need to be sent to her before the next BPC
meeting.
Linda Sanford wanted some input from the members on the part
related to the DTC, which is “Committee Responsibly and Roles”.
She is hoping to have this document completed and finalized by the
end of the semester.
Linda Sanford is suggesting to the members to take this document
back to their College Committees and to their College Counsel for
further review and feedback.
XI. Interactive Learning
Environments (Smart
Classrooms) equipment
maintenance, custodial
maintenance and equipment
Not Covered
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Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
April 4, 2014 – 9:00am – 12:00pm
function support: current
status and future planning
XII. District IT
Reports/Updates:
a)
Distance education matters (Banga):
AVCIT Madlock/Banga and
- Working on a Distance Education Report for the Peralta
Community College District
DES Ranell Holmes
- Working on having a new Moodle site for the summer
DTS Michael Dioquino
classes
PeopleSoft Resolution Team Report. Ranell Holmes was
PCCD Project Manager Aisha- b)
reporting
out
Lorraine Williams
- For the Student Password Reset, we are ready for the final
testing.
- Admissions Application, the program got tested by the
Admissions and Records department, Ranell mentioned that
they are wrapping this up and getting ready for production
- We are still experiencing enrollment issues and in IT we are
reviewing all the rules.
c)
ENG and DFC (Facilities) Report: Michael Dioquino was
reporting out
- Working towards ensuring PCCD is in compliance with
any state or federal regulations, Tech Services is working on
server patching. Server patching helps ensure servers are
protected against security vulnerabilities as well as keeping
systems operationally stable. Servers are categorized as two
areas: PeopleSoft and Non PeopleSoft. PeopleSoft servers
are patched during the bundle release cycle. Non PeopleSoft
servers are further categorized into two areas: Critical and
Non Critical. Critical servers are patched once a month and
require staff to be on site to ensure the server returns to an
operational state. This requires a maintenance window
which will most likely be the 3rd Sunday of every month.
Non critical servers can be patched automatically without
Page 9 of 11
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
April 4, 2014 – 9:00am – 12:00pm
staff intervention during the work week.
d)
IT Strategy Project Updates: Not covered

Financial Aid Module Implementation: Aisha Williams
reporting out:
-

There is an outage this weekend and the weekend of
April 25 thru 27th
- This weekend Program Plan Changes will be deployed
- April 25th thru April 27th Create Financial Aid Terms,
Create Student Cost of Attendance, Begin Packaging,
and send Award Letters will be deployed
Electronic Content Management (ECM, formerly known as
“Document Management System”)
-

The General Services Go Live for the Requisition
project has occurred
Next week we will meet with the vendor to close out the
project
A&R Go Live will be finalized this week
A Demo was performed by the vendor for 60 counselors
this week
Good feedback was provided, they generally liked it
Academic Advising Module (ECM)
-
An initial Statement Of Work review was completed
A good job was done by all Peralta parties for the contract
review, it was a great team effort
- We submitted questions to the vendor and received answers
 Web-based Email: Michael Dioquino was reporting out
Page 10 of 11
XII. New Business
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
April 4, 2014 – 9:00am – 12:00pm
- Vendors are being propositioned for quotes to implement
migration to Google Apps for Education. SADA Systems
has recommended that PCCD move away from the Outlook
client due to functionality issues between Google Calendar
and Outlook Calendar. Talks with Cal State East Bay show
difficulty in supporting the Outlook Client with Google
email/calendar. DTC has to make decision on whether to
continue support of Outlook Client with Google Apps for
Education.
XII. New Business
Facilitator
11:55 AM
Meeting Adjourns
Minutes taken: Hayat Guessoum
Attachments: DTC Meeting Agenda – April 4, 2014
DTC Meeting Minutes – March 7, 2014
PeopleSoft Security Access Request Form
Telephone Computer Network and Electronic Mail Use Guidelines
Missions Statement Board Policy 1200
Matrix for college/district technology responsibilities
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