Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
November 1, 2013 – 9:00am – 12:00pm
Present:
Fabian Banga, Antonio Barreiro, Vina Cera, Eric Gravenberg, Nate Heller, Calvin Madlock, Antoine Mehouelley, Mike
Orkin, Bala Sampathraj, Justin Hoffman, Bala Sampathraj
Guests:
Joseph Bielanski, Mark Wilson, Patricia Rom, Adela Esquivel-Swinson, Aisha Williams
Facilitator/Recorder: Karolyn van Putten, Evelyn Lord
Absent:
Joshua Boatright, Mary Louise Zernicke, Johnnie Fudge, Gina LaMonica, Manny Uy, Hui Zhang
Agenda Item and
Presenter(s)
Discussion
Meeting Called to Order
9:10 am
I. Review and Approval of
Agenda
Facilitator
Dr. Karolyn van Putten moved the item number IX ‘Reports from
the colleges’ to the top of the agenda right after the minutes since
the DTC body never gets to it.
Agenda was approved unanimously as it is been adjusted
Motioned by Karolyn Van Putten, Second by Calvin.
Approved Unanimously.
II. Review and Approval of
Minutes from October 4,
2013
Facilitator
AVC Madlock explained what ENG stands for, which is
Engineering Networking Group. ENG is a group that represents IT
Colleges Network Coordinators from the four campuses which
Gather once a month to discuss all technology issues from each
College and District as a whole.
Minutes from the October 4, 2013 meeting were approved as
corrected.
Motioned by Mike Orkin, Second by Vina Cera.
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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
November 1, 2013 – 9:00am – 12:00pm
With one abstention from Bala Sampathraj.
III. Reports from Colleges
(Including Smart
Classrooms status)
College Reps
College of Alameda has a big issue with Smart Classrooms for not
being under contract for support, some of their devices are under
warranty so they should be able to ship them back to the
manufacturer to get repaired and try to install them themselves.
Bala Sampathraj mentioned that a support contract is something
that is needed to be considered next time when they implement cost
of ownership in the maintenance.
For Alameda College they are transitioning from the C and D
Building, majority of stuff will be migrated over to the portables
and setting up chart all over again since majority of smart
classroom are in these buildings.
COA President Eric Gravenberg added that Vice President Stark is
working on this transition with Bala and in terms of portables the
space configuration did not meet the needs and specifications so
they are going back to shared governance process to look at that.
Eric Gravenberg will meet with the Chancellor to discuss this
transition and the support needed for the faculty in those
classrooms.
For Berkeley City College the total cost of ownership this year is
very important to them also, the building where the Smart
Classrooms are is from 2006 and most of the equipment are end of
life or past end of life, there is a need of replacement cycle strategy
for old equipment.
AVC Madlock made a recommendation to BCC to add those needs
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Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
November 1, 2013 – 9:00am – 12:00pm
in the program review.
BCC Technology Committee is looking for a 5 year IT Strategy
Plan.
Laney College has the same concerns with the Smart Classroom.
More importantly, Laney needs more Smart Classrooms based on
the survey they conducted at Laney.
Laney is updating their Master Technology Plan and based on the
program review survey Laney is replacing the IT equipment,
instructional labs and administrative offices.
Merritt College also has problems with maintenance for Smart
Classrooms some of the parts are not under warranty so they need
to replace them.
Merritt College is under construction (Science Building),
construction fences blocking out through the middle of the college
and it has been a challenge.
The Merritt library building is almost finished and they will be
moving back in there, hopefully spring break, no network
equipment there yet but very close to be installed.
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Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
November 1, 2013 – 9:00am – 12:00pm
IV. Update on PIM/PBC
Budget Planning Calendar.
Facilitator/AVC Madlock
This item is very brief since there isn’t any update on the item.
The DTC body needs to know by when its technology priorities
recommendations list needs to be forwarded to PBC in order to
organize and make those recommendations, but don’t know the
date yet.
The PBC facilitator is working on developing an integrated budget
planning calendar.
The PBC facilitator will have a draft that is going to be useful to the
DTC body. It will be presented at the next planning and budgeting
council meeting. When the draft is ready it will be circulated
among the other committees to review prior to it being finalized.
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Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
November 1, 2013 – 9:00am – 12:00pm
V. Review and
endorse/approve
These two APs are relevant to DAS.
AP 4105: Distance Education
AP 6365: Accessibility
AP 6365 : Accessibility
AVC Madlock/Facilitator
Fabian Banga mentioned that by law everything you put online has
to be accessible. Unfortunately sometimes it is not the case.
According to him it is something we need to take care of as
community and by law we should have an AP that shows what we
do.
Dr. Karolyn Van Putten noted that these are new procedures.
The DTC body will approve these APs and forward them to the
chancellor’s cabinet and then to the PBC.
Joseph mentioned that it does not hurt for members of this body to
take it back to their own college technology committees to let them
know that is going into the process and to alert people that we need
to be legally compliant and we just need to build our own IT
Strategy
Motion to approve the AP 6365 accessibility of information
technology item approved first by Fabian and second by AVC
Madlock
AP 6365 unanimously approved with none abstention.
The next phase is to move it to the Chancellor’s cabinet and to the
PBC and as an information item at least to the DAS.
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Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
November 1, 2013 – 9:00am – 12:00pm
AP 4105: Distance Education
This procedure already exists, the only thing that was added to it is
part IV which is “Student Authentication”
AVC Madlock thinks that this is going to impact the Universal
Portal and he will do more research on this.
AVC Madlock is glad that this procedure could be changed because
he does not want to put an AP together that limits information
technology ability to set standards for authentication and this is his
only concern
The DTC body could only endorse this AP since it is for the DAS
to approve it.
Motion to endorse the AP 4105 as it is, first by Eric Gravenberg
and second by Vina Cera.
With one abstention for AVC Madlock. AVC Madlock is
abstaining for further research.
The endorsement of this AP moves it to the DAS then it goes to the
PBC and to the chancellor’s cabinet.
If there are any significant changes to what has been endorsed at
the subsequent level it will come back to the DTC body.
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VI. Finalizing DTC Goals:
Updates and language
presentation (based on Oct.
meeting action items),
including, but not limited to:
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
November 1, 2013 – 9:00am – 12:00pm
Incorporating the results of student learning assessment with
institutional planning and committee recommendations.
DTC Goals (identified by bullets):
Finalizing the DTC goals for this academic year 2013-2014.
Karolyn worked extensively on this with chief Madlock.
AVC Madlock/Facilitator
Once the DTC body finalizes what is going to be on this list it will
be organized into a template that looks like the other goals for the
PBC, DEC and ideally the DFC so that we are all using a common
template. The template purposes will be aligned with the strategic
goals for the institution.
The bullet item on the list of proposed DTC goals “Disaster
Recovery/Server Virtualization” was modified to Disaster
Recovery /Business Continuity/Server Virtualization
Dr. Karolyn van Putten noticed in reviewing the list of proposed
goals that there are two items that need to be accomplished as soon
as the list is approved.
The second bullet under the item Review and revise the IT Strategic
Plan is modified as follows:
from

Align College IT Technology Plans to the District IT
Strategic Plan
To

Align College IT Technology Plans and District IT Strategic
Plan
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Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
November 1, 2013 – 9:00am – 12:00pm
List of Proposed DTC Goals for AY 2013-14:

Align DTC Goals with PBC/PCCD/Institutional Strategic
Goals
This is the first item that needs to be accomplished as soon as the
list is approved by this DTC body.


Review and revise the IT Strategic Plan to include:
o Human resources/staff for each of the projects in the
IT strategy
o Align College IT Technology Plans and District IT
Strategic Plan
o Align District IT with college IT service requests
(ITIL Lite?)
o Disaster Recovery/Server Virtualization
o Security Administration
o Implementation of a Universal Portal
o Infrastructure Refresh
o Implement district-wide PeopleSoft GradeBook
module
o Student Success mandates
 CCC Apply
 SARS integration
 Academic Advising
 Early Alerts system
Monitor and support the implementation of all Priority A
projects in the IT Strategy and to keep an eye on the
projects in Priority B and C
The second bullet item will take longer and it includes the third
major bullet.
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
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
November 1, 2013 – 9:00am – 12:00pm
Plan for the implementation of a Universal Portal for:
o Remote authentication and Identity Management
o Email
o Registration
o Enrollment Management
o Integrating Student Success Mandates
Plan for the implementation of the universal Portal that will be a
longer term project.

Finalize and approve Computer Use Guidelines
The fourth bullet item computer use guidelines also something we
have relatively to address quickly because the document is almost
ready to be brought forward.


Develop recommendations for technology spending priorities
to be forwarded to PBC
Devise a method for incorporating the results of student
learning assessment with technology planning and DTC
technology priorities recommendations
Dr. Karolyn van Putten pointed out that these last two bullet items
are the things that we are expected to do as a body in terms of the
entire structure of the planning and budgeting integration model
which is to forward those recommendations.
AVC Madlock will get together with a group and talk collectively
about a strategy and update to the IT Strategy and by the next DTC
meeting he will give a report on the updated IT Strategy. The group
will be contacted very soon.
According to AVC Madlock this is a highly visible goal and the
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Eric Gravenberg,
Gina LaMonica and
Calvin Madlock
will discuss offline
and bring back a
strategy to update
the IT Strategic
Plan to next DTC.
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
November 1, 2013 – 9:00am – 12:00pm
board wants to know about this and the chancellor wants to know
about it.
Room for Scheduling Software is already added to IT Strategy
under B project
Motion to approve the list of Proposed DTC Goals for AY 20132014 College president Eric Gravenberg first and Vina Cera
second
The proposed goals list is unanimously approved as adjusted and on
the next meeting this list will be brought back in different format.
VII. Rollover: Process for
revising/updating IT
Strategic Plan
This item was covered previously in the Item V Finalizing DTC
Goals.
VIII. Smart Classroom
maintenance, custodial
maintenance and equipment
function support; current
status and future planning
Karolyn van Putten suggested we need to use term “interactive
learning environment” instead of “smart classrooms”
Facilitator/co-chairs
Antoine mentioned that we have to be very careful when you try to
use students because of the union issue.
BCC is working on finding a small cohort of students who act like
ambassadors engaging with low technical level issues in campus.
AVC Madlock would like to bring up the issue of cleaning the
equipment in the smart-classrooms to facilities staff at the district
office, leaving this as an action item for the Director of Technology
Services Michael Dioquino to follow up with district facilities staff
regarding a proper custodial cleaning, specifically the smart
classrooms. He will report back on the next DTC.
Page 10 of 15
Agenda Item for
Future Meeting:
Smart Classroom
Maintenance and
Funding for
Maintenance.
Director of
Technology
Services Michael
Dioquino will
report back on his
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
November 1, 2013 – 9:00am – 12:00pm
At BCC the IT department is expected to do the room checks and
other issues such as turn off, lock up and make sure that things are
in order but there is issue with low staffing. If they had a cohort of
students it would help.
At Merritt College if someone wants to maintain the Smart
classrooms they need to do it themselves or it does not get done.
The good thing is that they have online server base which is
programmed to shut down the projectors, the servers and
everything at certain time.
conversation with
district facilities
staff regarding
cleaning and
maintenance of
smart classrooms at
a future meeting.
At Laney College they are still using student workers to clean up
the IT equipment but not the classroom because of the Union issue
and they cannot use custodial since they are under staffed.
There is a recommendation that a lower level of smart classroom
standards be considered.
For Alameda College the same status no update and they don’t
have a cohort.
AVC Madlock would like to make this an action item for future
DTC meeting.
In terms of the future planning, Bala suggested that if there is some
sources of funding for maintenance it will be helpful.
President Eric Gravenberg is suggesting that we need a
sustainability plan including the cost of operation.
Bring this topic back on the next meeting as an agenda: Uses of
technology for assessing institutional effectiveness and campus life.
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Agenda Item for
Future Meeting:
Uses of technology
for assessing
institutional
effectiveness and
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
November 1, 2013 – 9:00am – 12:00pm
campus life
IX. District IT
Reports/Update:
a) Distance Education matters
AVC Madlock/Banga
This Item has already been discussed
b) PeopleSoft Resolution Team Report:
Teressa reporting out on behalf of Ranell Holmes
Campus solutions Bundle 31, HCM Bundle 23, Tax update 13E are
ready to be implemented in a testing environment on Monday.
General area for testing on the bundles and tax update will be
provided next week.
CCC Apply reprogram application interface development will be
done today. Create the test script and documentation will start next
week.
c) ENG and DFC (Facilities) Report:
Jon Olkowski reporting out on behalf of Michael Dioquino
The items that were addressed at last meeting (KMS server and pc
standards) are moving forward
At the most recent ENG meeting the main thing that came out of
the discussion is the review of our acceptable use guidelines for
network and computer use. The campus coordinators have been
asked to take those guidelines back to their campus technology
committees and review them together, once the ENG approves. It
will be submitted to DTC body to review and comment or also
make recommendations and hopefully to endorse.
Page 12 of 15
Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
November 1, 2013 – 9:00am – 12:00pm
AVC Madlock mentioned that he will bring back a facilities report
next meeting.
AVC Madlock will
bring back a
The district is working with College of Alameda facilities regarding facilities report for
the portables project, Bala, Michael and VP Inger Stark is the group next meeting.
project that will be working together on project networking.
AVC is working on Merritt Library project and the Laney Tower.
AVC Madlock is working extensively on these two projects and
will make sure that they are going to be on the Board agenda for
this coming board meeting on the 10th of December.
d) IT Strategy Updates:

Financial Aid Module Implementation Project Status:
1. Demo's held for COA, BCC, and Merritt Financial Aid staff and
some counselors.
2. On track for January Go Live of Loading ISIRs, Sending Doc
Info to Students, and Creating Cost of Attendance.
3. Making great progress on required configuration and
knowledge transfer of the required system set up.

Electronic Content Management Project (ECM, formerly
known as "Document Management System"):
1. Demonstration held for the project team including GS, PO,
Counselors, and A&R
2. Required documents sent to the vendor and most hardware
is on site
3. Project Kick off meeting held this week with great questions
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Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
November 1, 2013 – 9:00am – 12:00pm
from the project team

Web-based Email Project
Patricia Lyon is working on this project since IT project Manager is
busy with the other two projects.
AVC Madlock mentioned that we are moving forward on this
project and we have done many things such as:
1. Completed the first draft of the project charter and have the
high level project plan completed.
2. Identify project steering and project committee members.
3. Communication plan matrix already has been drafted.
X. New Business
Facilitator
AVC Madlock discussed Wired network infrastructure refresh item
which was discussed at the Board Meeting on the 22nd of October.
AVC Madlock explains what Wired Network Refresh project
means, which is replacing and refreshing all the equipment which is
end of life and beyond end of life.
AVC Madlock covered most of the questions which were raised at
the Board and answered them with clarification and details.
Adjournment:
12:05 pm
Next meeting:
December 6, 2013, 9:00am to 12:00pm
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Peralta Community College District
District Technology Committee - Meeting Minutes
District Board Room
November 1, 2013 – 9:00am – 12:00pm
Minutes taken: Hayat Guessoum
Attachments: DTC Meeting Agenda – November 1, 2013
DTC Meeting Minutes – October 4, 2013
Administrative Procedure 4105 Distance Education
Administrative Procedure 6365 Accessibility of Information Technology
PCCD List of Proposed DTC Goals for AY 2013-14
PCCD Board of Trustees IT Agenda Item for its 10/22/12 meeting
Page 15 of 15