City College of San Francisco
APPROVED Minutes from ITAC Meeting on May 20, 2013
Attendees
Committee Members: Craig Persiko, Anthony Costa, Ophelia Clark, Shawn Yee, David Yee,
Eric Raznick, James Rogers
Resources: Cynthia Dewar, Carol Reitan
Guests: Tim Ryan, J.R. Hall, Hitesh Soneji
The meeting was called to order at 11:10 am.
1. Approval of Minutes: Minutes from the March meeting and the April meeting were
approved with corrections.
2. Fall Meeting: First meeting scheduled for Fall will be held on Monday, August 19, 2013
from 11:10-1 pm in L108.
3. New ITAC Chair: ITAC will elect a new Chair at the fall meeting.
OLD BUSINESS
1. Status report on switch to Microsoft 365 for faculty/staff email
It is done! Password resets can be done by clicking on the link on the login page for 365. The
Help Desk will direct people to this link. Starting July 1st CCSF will be completely off of
Groupwise. ITS is having a meeting on May 21st with all IT/IS 1021's to teach them how to do
the file migration from Groupwise to 365 so that they can support end users in the migration. If
anyone wants the instructions to migrate email then please email Robert Lam. You must be on
Outlook 2010 and be on campus. Emails about signing up for email migrations are going to the
365 Junk Mail folder. ITS will look at sending this email to the CCSF wide-distribution email list
with a reminder that July 1st is the date all College employees need to be migrated off of
Groupwise. There are apps in 365 that are not enabled. SharePoint is one and it has a lot of
great features. ITS does not have someone who can take administrative ownership of SharePoint.
After July 1st, ITS will work to identify someone to take on this task. Word, Excel, and
PowerPoint are within SharePoint and users must use the SharePoint login to access these three
applications. Emails with ccsf.org and ccsf.cc.ca.us will be phased out. Many of these are
computer-to-computer exchanges. ITS will put out a notice. CCSF has the A2 option of 365.
2. Network Security/Firewall status update
Tim reported that ITS completed the Checkpoint firewall update. The Palo Alto firewall is
scheduled to be replaced. It involves equipment and licensing with a cost of about $40,000.
Related to that the firewalls will be re-located at a secure off-site. The license for current
system that CCSF has will expire this summer. On Tuesday, April 9th CCSF had a DNS attack
on the website. Rules were changed in the firewall. There is an SF company, Cloud Flare, who
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provides a service that hosts a company’s domain name to re-direct traffic. Such a service would
be another group hosting our domain name and there would be some decision-making as to what
sort of traffic gets to us. The company has a free version. If CCSF goes off the grid they have a
cache of our website so we don’t go down completely.
There was a serious incident this past weekend. Hills was compromised. Shirley Barger sent out
a message to all faculty who use Hills. It is likely that the student’s passwords were captured.
Students were notified via faculty. After finals the server will be re-built. It was pointed out that
Hills is currently unsecure and passwords are still being captured. Support needed to be more
adequate for Hills. Eric suggested a conversation with departments who use Hills. Tim passed
out a list of 28 internet accessible servers. There needs to be a balance between the security
vulnerabilities of having so many internet accessible servers and the needs of the College.
Student Health is bringing on another system to add to this list. Next year there will be two new
programmers hired and their focus will be on Banner. The idea of contracting certain segments of
ITS needs was discussed. There are choices other than hiring internally. This is an opportunity
to pause and ask if there are others ways to provide services to our users.
3. Technology Plan and Computer Usage Policies (Acceptable Use Policy) status update
Pam Mery has taken ownership of the Tech Plan. It is going to be presented to the Board of
Trustees with the other College Plans and the College Master Plan. Eric suggested that we
continue to look at the Tech Plan. It needs to be clearer as to how the $1.5 in the budget for
technology fits with the Tech Plan. There are items in the Show Cause Actionable Improvement
Plans that are attributed to ITS however other groups within Academic Affairs are responsible.
The Computer Usage Policy is still being talked about with unions and will be on the agenda for
the fall ITAC meeting.
4. Continued Discussion: ITAC’s role in participatory structure
It is unclear what role ITAC has in the new participatory governance structure. PGC met last
week. Students and Classified still need to be appointed to the four standing committees. ITAC
is under the Planning Group. Craig will follow-up.
5. Continued discussion of a process for IT-related project requests that is complimentary to
Program Review but better suited to short-term notice (2-3 months) and low cost ($1K-$5K).
Program Review is the Institutional planning method but it does not work well for all situations.
There are 25 projects totaling 1.9 million dollars related to IT that have been approved. Some of
the estimates are conservative. Tim passed out an ITS Project Request Process Draft. It is
meant to be used outside of the Program Review process. If anyone has feedback on the handout
please let Tim know.
NEW BUSINESS
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1. Rollout of New Computers: Priorities, procedures
The VCs already ranked all of the priorities related to equipment. The $1.9 Million of prioritized
ITS items did not include the replacement of desktops, and exceeds the budgeted increase in ITS
equipment funds. Funds are focused on labs as a priority. Eric assured ITAC that desktops would
be replaced for faculty and staff. ITS is cognizant of wanting to replace the oldest computers
first with stipulations given to the usage of the computer. ITS will identify how many computers
are old and begin a replacement process. Possible priorities were discussed for laptop versus
desktop distribution. And PC versus MAC. Tablets and other technologies were discussed. It
needs to be clear what is the need that needs to be solved. There are some unique reasons why
a faculty member would want a laptop such as using an LCD in a classroom that they are
assigned to or that they use Insight. This is part of a larger technology discussion that the
College needs to engage in. ITS is not going to do everything July 1st. The decision needs to be
made with input from all of the constituent groups. A document needs to be created with a
criteria for priority. Everyone will receive a new computer the priority needs to be set for when—
13-14, 14-15 and 15-16. Hitesh talked about updating of labs for CTE programs given the
impact on instruction. Summer is best to do the update. The money is not available until July 1st
and this presents a challenge. It is possible to give Omni Pro an image with the software on it to
speed up the roll-out process. Eric agreed to bring back a draft of the priority roll-out criteria in
the fall.
2. Disaster Recovery and Business Continuity Plan
Tim reported that it is on schedule for the end of the year.
3. Auto-play video on CCSF Homepage
The auto-play was discussed. ITAC voted that Craig will ask the Chancellor’s Office to consider
turning off the auto-play because it is disruptive to students and that most people do not use
auto-play.
REPORTS
1. Interim Chief Information Technology Officer's Report – Eric Raznick
Eric reported that CCSF is on Banner 8. The next version of Banner is Banner XE. It is using
some new technologies. Banner 8 forms are written in Oracle Forms. Banner XE is being rewritten using Ruby on Rails. It has a whole different look and feel. The new web-registration
screens are more user friendly. It is not fully written. Eric does not know when it will reach
CCSF. It will come in pieces and we will need to decide which pieces to use. It will not take the
place of Argos. Argos is more about reporting. There is not a date where we need to move to
Banner XE. We have been on Banner 8 for about two years and most likely will be for another
two years.
Eric does not know if he will be with us in the fall.
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A few weeks ago there was training for our programming staff on Argos. It occurred over two
weeks.
2. Education Technology Department Report – Cynthia Dewar
We are moving forward with the upgrade to Moodle 2.
Additionally, the California Community College League is negotiating a contract with Turnitin
that would provide the service to all California Community Colleges at a much lower cost. We
are interested in joining this consortium and Ed Tech is working with VC Low.
Adjourned at 1:00 pm
Submitted by Cynthia Dewar
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