Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
March 7, 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, Eric Gravenberg.
Guests:
Aisha Williams, John Hendrickson
Facilitator/Recorder: Karolyn van Putten, Phillippa Caldeira (Guest Recorder)
Absent:
Joshua Boatright, Joseph Bielanski, Evelyn Lord (Recorder)
Agenda Item and
Presenter(s)
Meeting Called to Order
Facilitator
I. Review and Approval of
Agenda
Facilitator
II. Review and Approval of
Minutes from December 6,
2014
Facilitator
Discussion
9:00 am
Agenda was approved unanimously without revisions
Minutes from the February 7, 2014 meeting were approved without
revisions.
Motioned by Eric Gravenberg, Second by Vina Cera
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
March 7, 2014 – 9:00am – 12:00pm
III. PBIM/PBC Timeline
Facilitator/AVCIT Madlock
Dr. Karolyn 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.
The plan is that the colleges submit their technology priorities
today and forward them to the next PBC meeting.
AVC Madlock added that this information is accessible online and
every one can check the timeline on the PBIM Website
Page 2 of 11
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
March 7, 2014 – 9:00am – 12:00pm
IV. PeopleSoft Security
Access Request
Facilitator/AVCIT Madlock
AVC Madlock explained that at some point there were multiple
forms that need to be filled out.
There is a form called Student Administration Access form that
you have to fill out if you need access to student system and if you
need access to finance and payroll there is a different form that you
need to fill out and for an HR employee there is a third form that
needs to be filled out.
According to AVC Madlock, the issue with these multiple forms is
that if the form is stuck in one of the department. IT will get a call
and will be chasing it to answer the request.
For this purpose the help desk people got together created one
access form called PeopleSoft Security Access Request form that
you need to fill out that goes directly to the help desk to track it and
other department will be responsible for service level agreement.
Those departments will collaborate with IT department to answer
the request in 72 hours.
AVC Madlock is hoping that this will help to streamline the process
and be more efficient and productive.
Motion for the DTC to make a recommendation to hire a
PeopleSoft Security Specialist who will assess and develop security
profiles based on role level access.
Motion approved unanimously by the body.
Page 3 of 11
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
March 7, 2014 – 9:00am – 12:00pm
Dr. Karolyn van Putten questioned if the former employees are
included in this document as statement, or if this document can
apply to them.
AVC Madlock does not think that former employees should be
included in this form because former employees are not employees
at the district any longer. But if they are coming back as temporary
employees, in this case this document will be relevant.
Dr. Karolyn van Putten also questioned AVC Madlock if this
document will be included in the Guidelines manual that he is
preparing.
AVC Madlock responded that the language will be integrated into
the guidlines, therefore into the guidelines.
Page 4 of 11
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
March 7, 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 a FERPA Section has been included in
the document as recommended at the last DTC meeting.
There was also a recommendation to add a section on Network Use
that is still being revised by the ENG, which is working on writing
the Network language.
The expectation is that the ENG meet and revise it and to come
back with the report on the next DTC meeting.
AVC Madlock is hoping to have the Network Use Section ready for
sharing with the entire DTC members on the next DTC meeting, so
that we can finalize the Telephone, Computer, Network and
Electronic Mail Use Guidelines document.
VI. Report from colleges –
Next budget year technology
priorities foe review
approval and forwarding to
PBC.
AVCIT Madlock/Facilitator
Bala Sampathraj shared that the Sub-Committee , worked on the
prioritization submissions and came up with the recommendation.
The college representatives agreed that they have different
priorities, but they understand that the funds should be distributed
according to some kind of budget allocation module so the local
campus can decide their priority needs
AVC Madlock asked DTC members if there is anyone who knows
what the IT budget at their campus is and if they could determine
the IT spending.
Dr. Karolyn van Putten mentioned that there are three part issues
related to that which are as follows:
What we spent
What we need
What is the budget today
Page 5 of 11
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
March 7, 2014 – 9:00am – 12:00pm
Motion for the DTC to request those three questions from the
college president.
Motion approved first by Bala Sampathraj and second by Antoine
Mehouelley.
Dr. Karolyn van Putten emphasizing that the DTC is requesting
from the college president to identify:
o what has been spent on IT for the past three years
o What is the current budget for future spending
o What they need to spend on IT for the next three years.
The timeline to get this done is the end of the semester
President Eric Gravenberg mentioned that by the end of the
semester, he will give the DTC members some information
AVC Madlock wants to provide every one with the template of
what a budget looks like from IT prospective.
AVC Madlock presented to the DTC members the consolidated
budget from each college
AVC Madlock went over the document giving detail information of
each college priorities as listed on the document with the dollar
amount.
The Sub-Committee met and put their priorities along with their
strategic goals on this document.
The colleges will also send some supportive documentation to show
how money was spent for IT expenditures.
Antoine briefly justified to the members why he is requesting this
Page 6 of 11
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
March 7, 2014 – 9:00am – 12:00pm
budget and the need to cover all IT expenditures at Laney college
AVC Madlock also shared some of the BCC needs listed on the
document.
Bala Sampathraj explained to the body the business impact if the
needs were not responded.
Dr. Karolyn emphasized that this list is just the most priority needs;
therefore it is not the entire needs.
AVC Madlock noted that with this document we will have a better
idea of what the district office needs are overall.
The next step for this document is to present it at the PBC and
forward it to them for the next meeting with the recommendation.
The motion is to forward the college and district technology
priorities that the DTC has reviewed and endorsed to the PBC for
its endorsement and then to the chancellor along with that
recommendation. AVC Madlock will make a presentation to the
PBC that details bases for the recommendation and request any
carry over dollars to be allocated to the colleges according to their
FTES and align it with the rest of the BAM (Budget Allocation
Model).
Motion approved first by Fabian Banga and second by Bala
Sampathraj
VII. Update- DTC memo to
college technology
The second motion is to consider incorporating an allocation for
the district based on a percentage of the colleges’ allocation,
according to a formula yet to be determined.
According to Dr. Karolyn some colleges have provided the DTC
with a statement that explains how the colleges will use technology
Page 7 of 11
committees
AVCIT Madlock/Facilitator
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
March 7, 2014 – 9:00am – 12:00pm
to support the SSSP and the other colleges need to answer this
question to comply with the DTC request.
Vina Cera reminded everyone that there was a sub-committee that
met to create a template for how this document needs to look.
Vina Cera will send it out for completion by the colleges
Technology Committees after approval by the DTC, so that all are
using the same format to communicate their intentions.
Once the Colleges have all the responses to the request, they need
to use that form and send it to AVC who is going to bring it back to
the committee for its review.
Dr. Karolyn will make sure to add it to the agenda for the next
meeting to consider for approval.
Dr. Karolyn said that the first step is to review and approve the
template and the second step is to ask the colleges to fill in the
template.
Once the information has been collected and reviewed by the body
it will be forwarded to the accreditation committee at each of the
four campuses and to the SSSP for their advisement.
The deadline is to have these information at the end of this
semester
VIII. District/College
AVC Madlock mentioned that we have a sub-committee that is
Page 8 of 11
Technology Responsibilities
Matrix DRAFT
AVCIT Madlock/Facilitator
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
March 7, 2014 – 9:00am – 12:00pm
working on this.
A question came up about the network, therefore this is going to the
ENG group for further revision
The expectation is to have this come back to the DTC at the next
meeting.
Bala Sampathraj said that he will send an electronic copy of the
draft after meeting with the ENG group.
IX. Update: Process for
revising/updating IT
Strategic Plan
AVCIT Madlock/Facilitator
AVC Madlock will replicate the membership of the Strategic
Planning Committee and will have to establish a new subcommittee.
The plan is to have an initial meeting with them to identify the
specific role that people can play and divide the work based on
their expertise.
Set some timelines that we need to meet and if we cannot meet
those timelines, AVC Madlock will go to the chancellor and
request from him to hire a company that can help with this matter.
AVC Madlock will come back with the report on this at the next
DTC meeting.
X. Technology Accessibility
Requirements: Information
Sharing with District and
Colleges Staff
AVCIT Madlock/Facilitator
Not Covered
Page 9 of 11
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
March 7, 2014 – 9:00am – 12:00pm
XI. Interactive Learning
Environments (Smart
Classrooms) equipment
maintenance, custodial
maintenance and equipment
function support: current
status and future planning
XII. District IT
Reports/Updates:
Not Covered
a)
Distance education matters (Banga): Not covered
b)
PeopleSoft Resolution Team Report.
AVCIT Madlock/Banga and
c)
ENG and DFC (Facilities) Report: Not covered
DES Ranell Holmes
d)
IT Strategy Project Updates: Not covered
DTS Michael Dioquino

PCCD Project Manager AishaLorraine Williams



Financial Aid Module Implementation: Aisha Williams
reporting out:
 We have two deployments so far.
 3400 students have no actions required for their FA
 Have a challenge with the existing People soft
system with the configuration and data which are not
consistent.
 The challenge is that the withdrawing process is not
working well.
Electronic Content Management (ECM, formerly known as
“Document Management System”)
 DGS was trained couple weeks back and they are
testing right now and the system will go live next
Friday, they will be able to route their Measure A
form and after spring break the AR will be routing
their transcripts
Academic Advising Module (ECM)
Web-based Email
This project will be the next priority
Page 10 of 11
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
March 7, 2014 – 9:00am – 12:00pm
XII. New Business
XII. New Business
Facilitator
Meeting Adjourns
11:50am
Minutes taken: Hayat Guessoum
Attachments: DTC Meeting Agenda – March 7, 2014
DTC Meeting Minutes – February 7, 2014
PeopleSoft Security Access Request Form
Page 11 of 11