City College of San Francisco
UNAPPROVED Minutes from ITAC Meeting on December 16, 2013
Attendees
Committee Members: Craig Persiko, Joe Jah, Cynthia Dewar, James Rogers, Anthony Costa,
Resources: Sue Homer, Ron Gerhard, MaryLou Leyba
Guests: Tim Ryan, Robert Lam, Sue Homer, Chun-Hoi Hung, Kimberly Ginther-Webster, Korey Brunetti, Lena
Carew, Frank Morales, Sheila Pontanares
The meeting was called to order at 11:13 am.
1.
Approval of Minutes: Minutes from the November meeting were approved
OLD BUSINESS
I. Update on rollout of new computers: priorities and procedures
a. “White Box” computers will be a priority to being replaced.
b. Requests can be made directly to Robert Lam.
c. Librarians are having difficulty doing assigned duties because of the age of their desktops.
d. The focus this month is on the Instruction side. Eighty computers will be replaced at Center
libraries in public student areas; the ACRC, the Rosenberg library public student computers, and
12 new laptops will be supplied to Audio-Visual for faculty checkout.
e. Off lease computers are being considered. The price is less and the specs are the same as the
new computers we are purchasing.
II. Computer Usage Policy-Status of Board Approval
a. The Computer Usage Policy was approved in 2004. A revision was done in 2012. Tim reported
that the revised policy needs to be sent to the PGC. There will be a first and second reading.
ITAC will first send the revised policy to both the Academic and Classified Senates.
III. Website Search Tool
a. Joe updated the members about his tests of the standard Google search capabilities and the
option to purchase the new Google Search Appliance. Tim said that it is necessary to purchase
the new appliance. Some of the equipment is old and needs to be replaced. He will research
purchase options.
IV. Update on ITAC’s role in participatory governance
a. In January ITAC will petition to join ITAC.
NEW BUSINESS
I. Banner Information Security Policy
a. FCMAT recommended that CCSF have a Banner Information Security Policy. It is modeled after
other colleges. An Information Security Officer will be identified. Monthly checks will be done to
make certain the employees are actively employed. And there will be a check of employee
permissions. An internal audit will be done to make certain that employees have the correct
permissions. Adjustments will be made. There are about 700,000 permissions. Permissions
need to be assigned based on position and not the person. Standardization of this will be done.
b. The BIS Policy is a priority.
c. ITS will be notified by HR when employees retired. HR will notify ITS when an employee is
hired. Reports will be sent monthly.
II. Evaluation of ITAC: Survey from Academic Senate
a. Craig will complete it.
III. Determine Spring Meeting Schedule
i. The third Thursday of the month works for ITAC as it is just before the Board meetings.
ii. Meetings will be 10 am to noon on the third Tuesday of the month.
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iii.
The first meeting will be Tuesday, January 21, 2014.
IV. Fog and Hills instability and ITS responsiveness
a. ITS is having difficulty maintaining Fog and Hills. The recently retired system administrator for
Fog and Hills will contract back temporarily to work each. The systems will be re-architected. The
time between the end of fall and spring is shorter this year. Fog will be virtualized. ITS does not have
weekend support.
V. Board Agenda Item to Contract with Ellucian
a. The agenda item includes a statement about the “elimination of unnecessary customization”.
Library and Learning Resources has such a customization at the circulation desk. Who decides
about which customizations are kept? Who pays for other solutions?
i. Ron said that before any decisions are made the constituents are included in the
conversation. The functional evaluation will analyze all of the paths to find out what
impact a change will have in the production environment. User testing will be part of
the process of implementation.
b. Ron provided a context for B of T Resolution No. 131219-IV-G. FCMAT did two audits that
included the College’s ERP System-Banner. In October Ellucian did an informal audit of CCSF’s
use of Banner. The issues that both groups highlighted are known to CCSF. For example, there is
a lack of mapping from the hiring of a faculty member to paying that new hire in a timely
manner. Ellucian will come in and find out what exists. Work with the constituents in
establishing what the process should look like in the most efficient way possible. This means
moving to CAL B and/or making minor customizations. Ellucian’s proposal was to do a much
larger scope of work. CCSF said that they only wanted to align functional users requirements
with out of the box CAL B. Most of the cost is to bring on IT project managers to sit with the
constituents and map out the processes. The work is similar to an initial implementation of
Banner. This is a costly endeavor. It is necessary given the obstacles that CCSF has in front of it.
The Statement of Work is aligned with specific efficiency in order to save money that is now
being put toward contractors. The contract includes training. They will physically be onsite.
They will be part of CAL B. Members mentioned that past experiences with Ellucian have been
with a lack of understanding of the Community College system and a focus on university
systems.
c. A goal is to provide help desk support to students. And to expand the help desk. Ellucian would
provide support specific to Banner. There is a consideration that Ellucian would provide help to
distance education students. Currently there is nothing in the BofT resolution specific to the use
of Moodle.
d. There is a desire to move away from customizations of Banner because it causes problems in
other areas and customizations increase maintenance cost (financial and human).
e. Ellucian will be participating in programming but we will not know until various processes are
explored. The goal is to use CAL B at baseline. If there is programming that needs to be done
then an assessment will be made to determine who will do it i.e. in-house or whether or not the
work is within the Ellucian contract.
f. The current contract with Ellucian is $380,000 per year. It is a 10-year contract.
REPORTS
I. ITS Report (including staffing)
a. Ron updated ITAC about the hiring of a CITO. They are conducting second level interviews with
two interviews with a decision forwarded for the January Board Agenda. He will also look at the
possibility of conducting open forums for the two candidates-similar to what has been done
previously with the hiring for the CITO position.
b. ITS is doing a lot of WIFI work. Meraki was purchased by Cisco. ITS was given hardware to
increase WIFI coverage especially at the Ocean Campus. Science and Cloud are challenging
because of the structure of both of the buildings. ITS does not know if users are not able to
connect, so please notify them of problems. It is a challenge.
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II. Education Technology Department Report – Cynthia Dewar
A. We are moving forward with the upgrade to Moodle 2.4. There is a pilot project happening now. The
college needs to be fully migrated by January 2014.
B. The Department of Education decided not to “visit” online classes.
C. Ed Tech is still seeking approval for an Insight System Administrator (1063).
Adjourned at 12:56 pm
Submitted by Cynthia Dewar
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