University of the Southern Caribbean
IT COMMITTEE
Minutes of meeting held on April 04 th 2012
Members Present:
Dr. Devon Gardner: Chairman
Elouise Henwood-Davis: Secretary

Mr. Nads Alfred

Dr. Franklyn Baldeo

Mr. David Baynes

Ms. Cynthia Cudjoe

Mr. Byron Connel Hunte

Mr. Mario Modeste

Mr. Olston Thorman

Mr.Jon Francis

Ps Orville Woolford

Mr. Richard Rogers

Mr. Joel Richard (ASB)
Meeting commenced at 10:20 a.m.
Opening Prayer: Dr. Franklyn Baldeo
Devotional : The devotional feature was entitled “Let Jesus Lead”- Mr. David Baynes reminded us that in spite of our positioning in the life when it comes to salvation we are all at one level.
We ought to let others know that there is a God and as we lead we ourselves ought to be led by
God.
Prayer: David Baynes

Amendments to minutes:
Correction to Minutes: The names Jon Francis and Ps. Woolford were omitted from the list of members present.
Matters arising out of Minutes: -

It was confirmed that Ms. Gersha Pierre will be factored into the business analysis that is presently on going.

Mr. Hunte informed the committee about the process of the sub group responsible for the
Business Analysis headed by Mr. Mark Howard.

Meeting handed over to Dr.Gardner at 10:35

Update on webpage: Mr. Hunte expressed the view that he thought the webpage should not just be for the IT committee but that a page should be created for any committee that the University has.

Dr. Gardner suggested that the page have several links

Ps. Woodford is responsible for providing Mr. Hunte with a list of the University’s
Committees.

This Webpage should be accessible from the USC website.

Dr. Gardner is supposed to write to the Vice President of Finance about the renaming of the IT committee in order for the request to be taken to President’s council
Matter Discussed:
Update from adhoc working Groups:

Renaming of IT committee: group was unable to meet be would report at the next meeting.

Contact should be made with the representatives of the IT Committee who have been continuously absent.

Policy Revision: Dr. Baldeo indicated that the group met but need to get copies of the existing policies before their next meeting.

Procurement rules: This Group has not yet met but hoping to meet at least once before the next meeting.

Updates on ICT Matters:

The chairman invited Mr. Baynes to give the committee some insight on the server crashes experienced within recent times. It was indicated by Mr. Baynes that power outages caused critical severs to go off permanently. Power went the generator kicked in but cut off at some point later on. However at present the computer science is currently running with faulty RAM. The SAN was also damaged and required a total reinstallation however data was recovered within a 24hr period. There are some risks still to be addressed since it is not known what caused the generator to cut off. IUTUs sever is also damaged.

Mr. Alfred requested a bit more information about the dollar value attached to the list of damages incurred.

It was indicated that Mr. Baynes is working on this report which would be presented to the committee thus giving a clearer idea of the damages. The report should first be presented to the TAG within seven (7) days. This will allow the TAG to look at possible short-term and long-term strategies to deal with the issues. This was agreed upon by the committee.

Dr. Gardner suggested that the TAG come up with recommendations to deal with the following:
1. What must be done to stop the UPS from running down?
2. What can be done to boost what exist?
3. Consolidating and putting in emergency systems

Mr. Hunte suggested that when the TAG meet they be guided by
1.
Industry practice
2.
Finances-cost cannot be cut with IT

Ps. Woolford expressed concern for critical data backup

Dr. Gardner emphasized that we must be able to guarantee data recovery


Jon suggested that in measuring cost it would be important to take into consideration the down time cost as well as the cost per transaction.

Dr. Gardner suggested that there needs to be a complete analysis which would include talking with plant services and understanding the power system. The report from the
TAG committee should be used as a guide as to what would be the likely fix with regards to Data Recovery and Security.

Mr. Baynes suggested that a Business Impact Analysis be done by Management.

IT was voted that the TAG team be responsible upon receipt of the repot form Mr.
Baynes, for the examining of the ICT infrastructure thus ensuring a more robust system.

Dr. Gardner listed the options available for spacing and housing of the Sever Hubs.
1.
Look at local upgrade within the existing areas until we can develop a service built facility
2.
Identify a central space to be used as a single hub keeping in mind the need for off- site backup.

Mr. Thorman emphasized that although a central location is being sought out for housing the servers we must bear in mind the condition of the networking rooms.
1.
Business block –No Air condition
2.
Humanities-No A/C
3.
Science complex –floods and no A/C

Mr. Thorman and Mr. Francis are to conduct an audit of issues in the networking areas that need to be looked at and report to the IT committee.
ERP Selection:

Dr. Gardner informed the committee that the document has been given to the VP Finance for review.

Dr. Gardner then went through the document explaining what each activity is designed to do in the process of selecting the right ERP solution. He then indicated that the process will begin as soon as it is approved by the relevant Councils.
AOB:
It was moved that Mark Howard be seconded to the IT committee in order to carry out Business
Analysis needs and assessment required for ERP solutions for a period of four ( 4 )weeks. This was voted.

University ICT consultation:
Dr. Gardner shared his concern with regards to how we share with the administration what we do on the IT committee. As a result it was voted that a consultation be set up for some time in the summer. Ps. Woolford and Dr. Gardner are to come up with a date for the consultation.
Meeting was adjourned at 1:00p.m.
____________________________________ _____________________________
Dr. Devon Gardner Dean /Chairman Date
____________________________________ ______________________________
Date Elouise Henwood-Davis Recording Secretary