Academic Technology Advisory Council Minutes
Monday, November 17, 2014
Barge 304, 2:00-3:00
Attendees:
Absent:
I.
Chris Schedler, Natalie Lupton, Ron Tidd, Andreas Bohman, Melanie Palm, Tina Short,
Ping Fu, Suzanne Noce
Fillip Jagodinski, Patricia Cutright, Ginger McIntosh, Josh Welsh, Tracy Pellett, Michael
Moon, Laura Portolese Dias, Bill Thelen
Welcome
a. C. Schedler welcomed council to meeting.
II. Review of Meeting Minutes 11/03/14
a. R. Tidd moved to approve, N. Lupton seconded, minutes approved.
III. Information Items
a. Task Forces
i. ATAC will not have Project Management support for task forces.
1. ATAC task forces will need to take responsibility for their own meetings and agendas.
2. MML will try to schedule initial kick off meetings this quarter.
b. 3D Printer Grant
i. Will be submitted this week by the Library.
1. Includes information from the MEC and Center for Science Education.
c. Samuelson STEM Building
i. Samuelson STEM has been redesigned from communications and technology center to
STEM center with ITAM, Computer Science, Math, MML, datacenter for IS, and Helpdesk.
ii. Architect is meeting with different units and departments, getting requirements for each
program.
1. C. Schedler sent Computer Labs Task Force from the prior year to help inform the
architects in their decisions about labs and central Cyber Café in the building.
2. Need to maintain overall design of the building, but rearrange spaces to meet the needs
of the new departments in the building.
iii. Samuelson is the number one priority on the capital request list from the university.
1. Will go to legislature for funding decision in the spring.
2. If it does go forward without phasing, it would be scheduled to open Fall 2018.
Action: J. Carroll and C. Schedler will schedule meetings for task forces.
Action: J. Carroll and C. Schedler will send out the ATAC meeting invites for Winter in Barge 304,
at the same time.
IV. Status Updates
a. MediaAmp
i. Released the beta test for Canvas integration for small number of faculty who will be testing
uploading and managing audio/video within Canvas courses.
1. Providing feedback to developers and then ideally rolling it out in Winter for initial
release.
b. R25 Live
i.
Scheduling software project now has funding and is in planning phase.
1. Scheduled to start in February with consulting and loading of data.
c. Skillsoft
i. Online learning academy for staff and professional development is moving forward.
1. Developed a draft staff and professional development policy.
V. Other Status Updates
a. Planning and Budget system: implementation of will take place in first part of January to help
with planning for 2016 budget.
i. Hyperion is the planning budget, looking to rename the system through a contest and gift
certificate.
b. Chart of Accounts: met with various points of authority and their support staff to talk about the
redesign effort to move from a PID basis to department basis.
c. Outlook/Active Directory: final cleanup work for networking is being completed.
i. Everyone has been moved over to Microsoft with Active Directory share drives and Outlook
for email systems.
ii. If users did not get their archives migrated now is the time to request help.
d. Discussed sharing the success of projects with the university.
i. For example, the networking project decommissioned fifty servers and provided savings of
approximately $50,000 annually to the institution by moving to a more modern
environment.
e. Time and attendance goal live date is 2/1
i. Open session will take place December, along with meetings with people who supervise
large numbers of students.
ii. Approval process won’t be changing, but it will be online instead of paper.
1. Will replace PTR’s, leave slips, and time entry to all online format.
iii. Month of January will be dedicated to training sessions.
f. ILS completed patron load testing. Authentication works, but still doing invoice transfers and
exporting them to PeopleSoft.
i. Had a meeting with university IT and PeopleSoft representatives last week, starting to
extract data from current library system.
ii. Start of the cutover will be from 12/3, with 12/18 as the go live date.
VI. EISC and Sub-Council Charters
a. A. Bohman and C. Schedler as well as the other sub-council chair met to talk about how to
streamline the business case review process, and where there could be decisions made at the
sub-council level, with information items sent to the EISC.
i. Discussion was about what constitutes an enterprise business case and low to mid-level
decisions.
b. The ATAC charge was updated, along with the other sub-council, which is renamed BTAC.
i. Additional responsibilities were added in terms of decision making, administrative support,
and the tenure of the chair.
1. Will be trying to get dedicated administrative support for this group coming from the
Provost Office, to maintain consistent support for rotating Chair position.
2. Chair position would rotate on an annual basis.
(a) Discussed about how faculty could chair ATAC, and how it would fit into their
workload.
(b) ATAC could be added to committees for faculty workload, 1 workload unit for chair
and Charlene Andrews could add it for them.
(c) Decided that the new chair will be determined in Winter before workload forms are
due, but would start in Fall quarter.
3. Recommended syncing up BTAC and EISC with ATAC timeline.
ii. Defined enterprise projects as those that span more than one appointing authority.
iii. Low to mid-level decisions would be defined as having implementation cost of less than
$100,000, impacting less than two functional areas, and already having a funding source.
1. If project does not have funding it will need to go to EISC.
c. In 11/17 EISC meeting there was discussion of standardizing the prioritization matrix through
the sub-councils and at EISC to help guide decision making.
d. ATAC will recommend to EISC that it agrees to revised charter.
i. A. Bohman motioned, M. Palm seconded, all voted aye, passes.
Action: A. Bohman will share final version of document with ATAC after EISC approval.
Next Meeting:
Monday, December 1, 2014
Barge 304, 2:00-3:00