OPERATIONAL INFORMATION TECHNOLOGY COMMITTEE MEETING NOTES
Wednesday, July 22, 2015
3:00 – 4:00 PM
FAC 228D
I.
BACS Operations Manual – Provisional Endorsement (William Green)
Note that this endorsement usually goes to BSC first but the meetings were out of order
William Green presented the BACS operations manual. A tasks force was formed to see a
development of the BACS operations manual. This manual defines different security
standards for different spaces.
Key points include:
 Security standards, requirements and oversight are defined for different types of
spaces

Campus Safety is the owner and ultimate decider for BACS services

Governance is through BSC and Campus Safety and Security Committee

ITS is responsible for operations, in consultation with applicable University
Operations units as noted

Units have responsibilities for operations of delegated components

BACS is supported primary through fees:
o Units requiring security fund that security
o

External door support, not installation, is provided as a Common Good
o False alarm fees are instituted to ensure proper usage
Financial impact: new construction/renovation must adhere to new classifications,
or as required by authority (e.g. Audit, EH&S, ISO)
Q. What’s the rational of grandfathering when there are some spaces with substances such
as radiation and drugs?
A. Most of these are taken care of by environmental security and safety. We have not
selected the vendor for self managed doors
Q. What classifies a space as a class 2?
A. You can find it in the chart. Spaces with MRI laser, high hazard classification by EH&S, etc.
Provisionally endorsed unanimously.
II.
Administrative Systems Modernization Program – Update (Renee Wallace)
Renee Wallace gave an update on ASMP. Recently kicked off the financial architecture
design phase. It’s been going well. Approached Workday for more involvement with fewer
resources from IBM. Will continue with IBM with TAI implementation. UT will take on the
project management office and enterprise readiness team. Monday was the new start and
already seeing positive results.
Q. How does this impact the budget?
A. It does not change how much we budgeted before. We already were going to need more
resources because of the big bang implementation.
Q. Is IBM going to implement the student piece?
A. No, we would go out to bid on that.
Q. Has there been an update on the student side?
A. We have had a lot of discussions. We are getting a steering committee together to discuss
options on how to proceed.
Q. Funding for other units (colleges)?
A. These funds would not come from ASMP; they would come from UBC.
Q. Why would it come from UBC?
A. It can go through ASMP to go to UBC.
Comments:
We as a university, need to know how much this would cost for this implementation. Also
needs to be a timeline for requesting of funds for implementation help.
III.
Outgoing Email Task Force – Proposal (Mike Horn)
Mike Horn came to OIT to propose a task force, sponsored by OIT and the president’s office,
to investigate the outgoing email/marketing email problem and recommend further action
if necessary.
Q. What is the problem?
A. It is a problem is that there’s no way to know who is emailing something out to whom.
People are moving out of iModels, so the problem is rising again.
Q. Are you proposing that we find a new system?
A. Yes but, we want to follow the momentum. We want to choose something that is already
in use on campus and that is successful.
Endorsed with one abstain.
IV.
Zero-Based Budget – Brief (Brad Englert)
Added 44 got rid of 33. More information to come. Ran out of time.