Beyond 2000 Committee
May 14, 2004
Meeting Notes
PRESENT
Bill Post, Dan Toy, Chris Guenter, Don Graham, Debbie McElroberts, Kathy Fernandes, Brian
Oppy, Len Fisk, Linda Post, Carolyn Dusenbury, Charlie Crabb, Jerry Ringel, Debra Barger,
Scott Claverie (guest), Phyllis Weddington, Kim Williams, Patrick Doyle, Melissa Groves
PBX PROGRESS UPDATE
Scott Claverie from Computing and Communications Services distributed a PBX comparison
matrix to the group. The matrix compares four companies that the campus has narrowed down
from a longer list. The companies are Avaya, Cisco, EADS and Nortel. There are various pros
and cons for each company. The committee formed to evaluate the options and make this
decision has been weighing the pros and cons and will come up with a decision within 30-45
days. If all goes well, installation is planned for January or February 2005. The purpose in
changing from the current Centrex system to a private PBX is to save money and to provide new
technology for the future with Voice over IP technology.
INFORMATION SECURITY PLAN
A draft of an information security plan was distributed. We are trying to develop a policy that is
short and clean and is in alignment with other relevant policies already out there on campus.
This plan contains an organizational chart and structure and will reference other relevant policies
such as the acceptable use policy. There is a technical group on campus that works day to day
handling information security incidents. One of the things that we need to have is a notification
system in case we have an information breach. Committee members will be receiving a new
version of this plan via email in the near future.
Action Item - Comments on the draft security plan are to be sent to Bill Post, Phyllis Weddington
or Linda Post.
EMAIL POLICY
A draft of an email policy was distributed. The campus must reduce the costs associated with
hard copy official notifications. By using an electronic email notification system, we can save
money and be more efficient at the same time. In order for email to be an “official” notification
method, we need to have a policy in place. The policy will include procedures, guidelines, and
definitions for email notifications. Legal proceedings still cannot be sent via email. To support
increased traffic from this policy, a new email server will be installed this summer.
Action Item – A draft email policy will be sent to the Executive Council this summer for
approval.
SOFTWARE PURCHASING (SPSS)
The issue of who should fund widely used (not enterprise) software on campus was discussed.
Information Resources currently pays for SPSS which is used in some colleges and departments.
As the budget gets tighter, it becomes increasingly difficult to centrally fund specialized
software. One solution would be to have a pool of funds and a committee to decide what
software programs the funds would purchase. A suggestion was also made that we should pass
the cost on to colleges where ever feasible to let them decide the value of a particular piece of
software. On some other campuses, technology fees would fund this type of expense. There is a
System-wide Academic Technology (SWAT) committee that works to negotiate the price of
software by buying licenses for use across the system. Another goal of SWAT is to eventually
inventory all software packages used on CSU campuses.
Recommendation - A few of the members will be asked to provide a brief description of this
problem and possible solutions. The Chair will then take the issue to the council of academic
deans.
USER SERVICES OUT OF WARRANTY REPAIR CHARGE STRUCTURE
A document summarizing the need for a change in the way in which computer repair is handled
on campus was distributed. There are about 3,800 computers on campus and USRV repairs
about 800 - 1,000 computers a year. Of those computers, approximately 45% are out of
warranty. USRV spends approximately $12,000 a year on parts for out-of-warranty computers.
USRV absorbs the cost of all out-of-warranty desktop computer repairs until the computer falls
outside the supported equipment category at about five years. In tight budget years, computers
are replaced less often and a higher percentage of computer repairs fall into the out-of-warranty
category. Also, in an effort to save money, departments are purchasing new computers (PCs and
almost all Macintoshes) with only a one year warranty instead of a three year warranty. All of
these issues are driving the cost up for USRV.
Three options were discussed by the committee.
 Option 1 was to make no changes – continue to subsidize those who choose one year
warranties and decrease service to everyone due to an increasing deficit in parts
procurement.
 Option 2 was to charge for out of warranty parts but not for labor—this would give
USRV a better ability to maintain needed parts, but labor would still be subsidized for
those with one year warranties.
 Option 3 was to charge for out of warranty parts and labor—provide the parts and the
labor to provide the best repair turnaround times, but departments would pay for the cost
of parts and labor.
After some discussion, the committee voted to recommend Option 2 in the short term until a
longer term solution can be devised. It was felt that although Option 3 was possibly a cleaner
model, departments and units on campus would have a very difficult time paying for the labor.
Whereas the $12,000 in parts distributed across campus could probably be absorbed by the
departments/units and this would provide a disincentive to one year warranties.
Recommendation – USRV should charge for parts but not labor for all out of warranty repairs
until computers reach the non-supported equipment level (about 5 years).
STATUS OF DESKTOP MANAGEMENT
This was an information update item. Two tools are being used for desktop management at
present: LanDesk and the Microsoft System Update Server (SUS). SUS uses the active campus
directory to know what systems are out there. The campus has about 1,850 personal computers
in the active directory (doesn’t include MACs and lab machines). About 1,300 have Outlook
Clients installed. SUS is basically an alternative to Windows Updates. SUS is automatic.
Ideally, it would be talking to all 1,850 machines but, unfortunately, about 350 of them don’t
respond. Two hundred other machines don’t have Landesk installed for one reason or another.
Through group policy, we’re telling all of these computers to look at the update server and install
what is needed. The biggest virus problems out there have been stopped by our machines being
protected. Landesk is doing asset management. If we needed to, we could count how many
people have certain programs installed. There are other updates that are not Microsoft critical
updates that can be pushed out. USRV can perform remote control sessions in order to get
programs installed if needed. We have come a long way in the last year.
INSTRUCTIONAL USE OF CABLE TV IN THE CLASSROOM
Faculty members were asked if they would be interested in using cable TV in the classroom.
Discussion revealed very little interest.
OTHER
The multi media lab in the library basement will be closed due to budget constraints. The
equipment is too old and there are no funds to replace the equipment. Also, the 24-hour
computer lab in the library will be closing at 2 a.m. from now on.
ADJOURNMENT
The meeting was adjourned.