2/24/2015
Productivity Platforms Technology Portfolio Committee
2/24/2015 2-3:00 PM
COB Board room
Meeting Attendees: David Earp (chair), Tom McDonnell, George Glisan, Art Rex, Alanah
Mitchell, Diane Marks, Emery Maiden, Scott Rice, Tom Leonard, Bill Gulliver and Julie
Taubman (guest)
0. Introductions:
1. Printing Working Group start – requested volunteers for this group. Goal: reduce paper use by
25%. This is part of the strategic plan:

Copier use reduction: 10% by ’16-17

Desktop printer reduction: 20% by ’16-17

Paper consumption reduction by 25% by ‘16-17
Background

Did an initial assessment of Paper Cut and identified big paper users, but Paper Cut was too expensive to continue.

Purchased Pharos for labs 10 years ago, Tom Van Gilder and ITSS are looking to implement it for copiers.
Discussion

What is the driver for the strategic direction for paper consumption? Cost, sustainability?
Folks generally agreed that it was a sustainability issue.

Some folks don’t know or have the resources to use other alternatives to printing – tips on how to scan to replace handouts; and apps for making notes on electronic documents

Need baseline data – ask Tom Van Gilder for PaperCut data, or other paper data, like purchasing data for 2013-14.

Recommend: put print management system in place to collect information. The group would like to request an update from Tom Van Gilder on the Pharos implementation, and any base line data he has.
2. Listserv Working Group start – recommended for method of handling the number of informational emails from our listserv systems.
Background:
 Currently we have a listserv system and an announce email system via web master’s office.

Six main listserv lists get re-built every night via Banner – e.g., fac-staff, fac-staff info, etc.
Discussion:

Potential solutions: o Adding a reminder on how to opt out of listserv to password change
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o Change from an opt-out to opt-in. o A daily digest. o Alternate ways to communicate other than email, like website or calendar entries o Google Groups

Need a working group to reach out to groups on campus (communications, web master’s office) to discuss potential solutions.

Tom Leonard and Tom McDonnell volunteered to lead this group
3. Update from Google Apps Working Group (Emery, Scott, Diane) have a Google Hangout with group getting started. They asked about a testing environment for testing potential google apps, as well as the schedule on the faculty-staff google migration.
4. Update form Gmail Migration Working Group
1.
Discussed Google Timeline (3 waves of migrations: core IT, early adopters, and global go Live) and contract negotiations with a Google partner.
2.
Discussed purging of student email accounts for student accounts who are not current students, or graduated within one year. a.
One member noted that this may be an issue for departments who maintain alumni email lists for departmental purposes. b.
Another member noted that these folks should be working through Alumni
Affairs. c.
Another member asked about problems with Google Apps for Education (GAFE) terms and conditions for letting students who have graduated keep accounts.
Currently, Google is not requiring us to identify/purge GAFE accounts for folks who are not current students.
3.
Issue: some folks have established a Google account with XX@appstate.edu
that doesn’t include email function – conflict on domains?
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