Friday, December 17, 2010

10:00 am Sci-11

Members Present: Adrian Agundez, Michelle Beasley, David Berry, Clarissa Espino, Mark Gibson, Chad Mickelberry, Tiffany Rowden, Robert Teel, Linda West

Recorder: Michaela Young

Meeting start: 10:00 am

1. Approval of Minutes from November 19, 2010 Meeting

The minutes were approved unanimously.

2. New Features with Email

Adrian demonstrated how to use Skydrive on the webversion of Outlook; you click on “more”, then “skydrive”. He said one of the nice features Outlook provides is that you can use Office – Word, Powerpoint, Excel and Onenote. Students can send links to instructors who can pull it down. There is 25GB space for every account and a 50MB upload limit. Adrian said students should be encouraged to park their data on skydrive instead of flash drives. Dave asked if anyone can access this. Adrian said everyone with the taftcollege.edu email can. Dave then asked if it can be set up to be public. Chad explained that it can be set up that way.

Rob asked if students can see everyone’s email address on the system.

Adrian said they cannot. Linda asked what students have to do to get the email account. Mark explained that he creates email accounts from lists he gets from Admissions. Students can

call and IT will set them up with an email account if they don’t have one yet.

Tiffany asked if the Counseling center lets students know about the email accounts. Mark said that Admissions is supposed to do that. Adrian added that he would like to do a mini-campaign to let students know. He pointed out that the cloud version of Word and Powerpoint is a little different – it is a little slower and doesn’t offer quite as many features.

3. PowerSaver in Labs – Testing According to Adrian, PowerSaver is software for Macs or Pc’s. It shows that a computer/lab has had no keyboard contact for extended periods of time and will then shut down the machine(s). Adrian said he would like to try it and record power utilization. He would then like to also

practice on offices. It is free of cost to the college for 5 years as it is rebate-eligible through PG&E. Tiffany asked what kind of cost would be involved after 5 years. Adrian said there would be maintenance cost only. He didn’t feel it was necessary to use it for laptops.

4. Other

Mark addressed the issue of email size which was brought up by Brian at the last meeting. Mark checked into the issue and even with Gmail the size is the same (15MB) and cannot be increased. Adrian commented that Skydrive is a good solution to address this issue. Clarissa asked when the email addresses will be updated to taftcollege.edu. Tiffany said they will be updated in January after in-service; she will roll out a message for everyone to log into Cougar Tracks and update their info along with updating the email address. Adrian said IT will pull all instructors. Dave pointed out that most students use their personal email addresses. Tiffany said that students are told by Counseling that notices will be sent through the TC email system.

The meeting was adjourned at 10:20.

121710-Minutes

A. Meeting Logistics

B. Attendees

C. Agenda

1. Approval of Minutes from November 19, 2010 Meeting

2. New features with Email

3. PowerSaver in Labs – Testing

4. Christmas Break

5. Other

121710-Agenda

MEETING MINUTES

Friday, November 19, 2010

10:00 am Sci-11

Members Present: Adrian Agundez, Clarissa Espino, Ricardo Garcia, Shelley Getty, Mark Gibson, Richard Hudson, Brian Jean, Ruby Payne, Tiffany Rowden, Linda West

Recorder: Michaela Young

Meeting start: 10:05 am

1. Approval of Minutes from October 15, 2010 Meeting

The minutes were approved unanimously.

2. Mission Statement

Adrian presented IT’s mission statement to the group, explaining some of the content. He said

that it went through many revisions and will now go to Willy for review. He added that the IT department is looking forward to eventually having its own website under TC’s website.

3. Concept of collapsing the school network to make it more manageable Adrian explained that TC currently supports an open wireless system (TC dorms) – which will be put under the TC wireless system. Mark will work on this project over Christmas; when a user signs onto the system, he/she will get a disclaimer first. Mark said that as of this week there are 644 connections on the wireless connection. The change to the TC wireless system will allow for more bandwidth.
4. Discussion: Tiffany and Clarissa – proper email addresses Adrian said everyone used to have the taft.org email address; campus then switched over to taftcollege.edu. All new employees are only given the taftcollege.edu address now. The question which had come up was if the old taft.org addresses still worked. Adrian explained that they still do work, as the district still owns taft.org. Tiffany said that when the college went to Banner, she had to input all email addresses which then were taft.org addresses. She wondered if they all needed to be changed now. She said that employees could update their email addresses themselves in self-service Banner if they wanted to do so. Clarissa added that a “preferred” box had to be checked to get the information pushed over to the orientation pages. Adrian asked if Instruction wanted faculty to change all their addresses to taftcollege.edu. 1

Tiffany pointed out that the main form of communication defaults to the TC email address. Clarissa advised that users might go in and change their email address to their own, e.g. yahoo address, etc. Tiffany suggested that they would add a note that they had to change it to the taftcollege.edu address. Brian asked why the campus still used the old taft.org addresses. Adrian explained that there were retirees and community members who still used the old addresses. Ruby commented that there should be a standard for campus. Adrian said that this directive needed to come from Henry and Willy. Brian suggested making a recommendation to take to both Henry and Willy. Tiffany agreed. Ruby said they should make the decision now as there might not be a meeting next month with the Holidays approaching. Adrian said they would make a recommendation that staff and faculty will use the taftcollege.edu email address as a standard campus-wide.

5. Other

Brian asked if there was a way to do a scan to see what email addresses are currently being used for primary email addresses. Adrian said they would have to build a query in banner or go to each individual account. Rick asked if they could do a filter Adrian said they could not. Brian brought up the issue with lots of email still ending up in spam folders. Kamala had an email from Willy go to her junk mail folder the other day. Adrian said he has looked at different things, e.g. save senders lists, etc. Tiffany added that she had some emails go to junk mail although the sender had been put on the save senders list. Adrian said creating rules is another way to address the issue. Ruby asked what the issue was in Science with the doors not locking/unlocking. Adrian explained that sometimes the system crashes and they have to re-start it. The only way they can address it is to be notified when it happens. Brian asked if file size for emails can be increased to more than 10 megabits. Mark said that the size is dictated by Microsoft. Adrian suggested moving big files from a big server to another big server. He could also send a letter to live.com to see if they are able to increase the file size.

The meeting was adjourned at 10:40.

111910-Minutes

A. Meeting Logistics

B. Attendees

C. Agenda

1. Approval of Minutes from October 15, 2010 Meeting

2. Mission Statement

3. Concept of collapsing the school network to make it more manageable

4. Discussion: Tiffany and Clarissa

Proper e-mail addresses

5. Other

---

111910-Agenda

Information Technology

MEETING MINUTES

Friday, October 15, 2010

10:00 am Sci-11

Members Present: Adrian Agundez, John Eigenauer, Clarissa Espino, Ricardo Garcia, Mark Gibson, Richard Hudson, Chad Mickelberry, Ruby Payne, Linda West.

Recorder: Michaela Young

Meeting start: 10:03 am

1. Approval of Minutes from September 17, 2010 Meeting Linda moved to approve the minutes. Ruby seconded the motion. The minutes were approved unanimously.
2. Update: TC Service Requests Adrian said they have created a guest account in IssueTrak. It shows reports of anything that is open from August 2010 on forward; it lists items in progress, who is assigned to items, etc. According to Adrian, this is still an on-going process. Rich is in charge to do follow-up, inventory, etc. The goals is to eventually be able to track the age of equipment, items ready for e-waste, and other things. Rich advised that the address for the guest account is tcsr.taftcollege.edu; User name is tcsrguest; the password is tcsr. He pointed out that the requests are listed by priority and he did a demonstration on how the system works.
3. Wireless Coverage in the Science Area and the Quad Adrian said that they expanded the TC Dorm wireless connection from 221 to 2000 with the growth of wireless devices mainly from students on campus. He explained that the system is a first come/first serve system – a free & open system. He would eventually like to go to a 10-gig system; there are 780 devices on the campus wireless system, not including telephones and fax machines. There are more IMacs and 130 IPads coming. They are trying to keep the bandwidth robust and would like to be able to provide more services. He said they need to take a look at the infra structure. They need a more robust structure for the science building and the new quad as well as the new Tech Arts and TIL building for security, code blue systems, etc. The goal is to get this accomplished through Christmas at a cost of approximately $100,000. John asked where the monies were going to come from. Adrian advised that the monies are coming from mostly Measure A.

4. Discussion on Technology Plan

Adrian said he is currently working on an master technology plan with the four areas of focus

being:

• Instructional Technology
• Organizational Structure & Governance
• Administrative Information System
• Information Technology Infrastructure

Linda said this looked like it encompasses a large enough area.

5. Other

Adrian informed the group that Outlook for Mac is available now. They will get it out soon after practicing with it first. They have had issues with communication adapters with fax machines. They are trying to find a solution. They have looked at fax servers as a solution. This would mean that faxes would be delivered through the email system and users would be able to fax from the computer or copier directly. Chad added that this would eliminate the need for fax machines. Ruby asked about using the copier to send faxes. Chad explained that the copier would work for sending hardcopy paper; anything else in document format would be sent via computer. Ruby asked how it would be sent via computer and if the user would use a number. Adrian explained that the user would have groups with specific numbers. Chad added that one disadvantage would be that the user would receive fax spam. Ruby asked if there was a limit to the numbers a user would have. Adrian said there was not. He added that the fax server would also add better security. Linda asked if there was a way not to have incoming yahoo mail end up in the junk folder. Rich said they will need to create the rule for that. Adrian will check on it.

The meeting was adjourned at 10:32.

101510-Minutes1

A. Meeting Logistics

B. Attendees

C. Agenda

1. Approval of Minutes from September 17, 2010 Meeting

2. Update: TC Service Requests

3. Wireless coverage in the Science area and the quad

4. Discussion on Technology Plan

5. Other

---

101510-Agenda

10:00 am Sci-11

Members Present: Adrian Agundez, Bill Devine, Clarissa Espino, Ricardo Garcia, Shelley Getty, Brian Jean, Ruby Payne, Tiffany Rowden, Robert Teel, Linda West.

Recorder: Michaela Young

Meeting start: 10:05 am

1. Review of Projects

I. IT is moving to different areas: Rick and Wayne moved to the old IR office; the development group is moving to Mod 4; the rest of IT staff will be located in the old business office. The Tech Arts building is moving along quickly. Adrian said he wants to see 5 classrooms with up to 40 machines; it will be set up much like Science. One room will be more versatile – tables can be re-arranged, etc. Everything will be set up for wireless.

Brian asked what the plan was for the old computers.

Adrian advised that some will go to TCI and Westec. Some of it will be disposed of at the e-waste day they are planning to set up on campus.

Brian asked if Apple was contacted – they pay for e-waste.

Adrian said that the company they are using pays for e-waste as well.

II. The G-9 classroom is getting new computers: They are “all-in-one” machines with 19”

configuration screens. New 23” units are coming in fall.

III. Assessment will have a new cart.

IV. Banner will be upgraded to 8.2, maybe to 8.3

V. PCI compliancy will have to be met in July: The Cashier’s Office has a new credit card

machine; they moved to a new PCI handler to be compliant, e.g. not showing whole credit card numbers. They would also like to go to a sign pad.

VI. AMS – a phone system upgrade: Bill asked if the college had to pay for upgrades.

Adrian said that it is part of the package.

Tiffany advised that since the upgrade their phones sound terrible – like talking through a can.

Adrian will need to know which extensions are having this problem and if it is internal, external or both.

VII. There will be software upgrades for spring semester

Discussion:

Adrian said that everyone has moved to Outlook now and they are getting very few calls for problems now.

Bill said that it seems everyone is adapting but there are still some issues, e.g. Outlook not remembering passwords.

John asked if they will be able to log out from the desktop client. Right now, he can click “cancel” on the login box and you can get into someone’s email without ever having to use a password.

Adrian said that right now you cannot log out from the desktop client.

Tiffany said that web-based Outlook allows you to log out.

Bill advised that he tried to set up a link to the web-based email but he cannot get it to work.

Rob suggested saving it to the browser will eliminate one step. He asked when Outlook 2011 for Mac will come out.

Linda said it will come out soon.

Brian advised that there are lots of issues with the mail client with Mac mail not coming online.

Adrian advised that IT is going to update the Utube videos on using different devices. They will also have sky drive with 20G disk space each to park items at.

Tiffany said she has been having problems emailing access tables.

Brian suggested changing the file extension.

Adrian pointed out a feature the web version has which allows for parking photos. He also explained some of the features which came with the phone system upgrades. One of these is a “do not disturb” feature.

Brian asked if there is an automated time-out in case you forget to turn this feature off.

Adrian will check on it. There is also a feature that sends out an email notifying the user that he/she has a message.

Brian asked if they can opt out of that if they chose to.

Bill asked if they can get a text message or voice mail instead.

Adrian said they are looking at that; it will be optional for each user. They are also looking at a way to retrieve deleted mail for a certain amount of time. Other features include changing the soft keys, speed dial and a call tree which lets you create automated call-in centers.

Tiffany added that they are in the process of bringing on SARS call.

Adrian explained that SARS call allows for automated calls to inform students/users of appointments, graduation requirements, drop notices, etc. Cisco also has an emergency announcer: an additional server makes all or some phone speakers come on automatically for announcements such as emergency notices such as fire alarms and other alerts. The initial cost is $16,000, then appx. 2,300 annually.

Brian commented this is not an ITC issue but an issue to be taken to Willy.

Other

Brian asked if provisions have been made to keep servers from going down during power outages.

Adrian said that the UPS’s have been straightened out; Brian’s servers will be kept separate from the other servers.

Brian asked if the grant servers have separate UPS’s.

Adrian confirmed.

Brian added that they are looking at having to replace hard drives due to outages.

Rob said they have 2 more servers coming in.

Ruby addressed the emergency notification again saying that they should have a way to send out text messages in case of emergency notification for anyone not close to an office/classroom phone.

Adrian will include this in the planning.

Brian brought up the issue with wireless connections on campus not working properly and pointed out they didn’t have this many issues last year. He said they needed to have an additional network for students and asked if that was included in the plans for the Tech Arts building.

Adrian advised he has someone looking into the problems in the Science building. They have plans to create a new layer; with the upgrades they have done they can take the student side and add another layer called Vlan.

Brian brought up the trouble-ticket issue and said it was a disaster. They submit requests and never hear back. He said they were told that there would be a new system to track request and he asked what the status was.

Adrian said that the IssueTrak system is up and running; they have started going through reports generated in the system.

Brian asked when the system will be online so they can track the status of requests.

Adrian explained that they have not set up every user to be able to see that and asked if they would want every user to have that ability or only division heads.

Brian said everyone needed to have access to this information.

Tiffany suggested setting access up by division but still let everyone see the data – this would cut down on individual log-ins.

Adrian asked if they would want to see items in-progress.

Tiffany said they would want to see status updates.

Brian added that would help letting people know they are not being ignored; he asked when access to the system will be available.

Adrian said that he can make individual accounts if that is what they wanted.

Brian replied that he thought Tiffany had the right idea with a division log-in. This would also prevent duplications of requests.

Adrian will have Rich create a guest account

1, Approval of Minutes from May 21, 2010 Meeting

Tiffany moved to approve the minutes – Linda seconded the motion. Minutes were approved unanimously.

Rob asked if they needed to let Adrian know about new UPS’s needed

Adrian said they need to and he will take care of it.

Brian said if he gives him the information for a quote he will get it done.

Software for spring: Linda said they were looking at Office 2010 but they can wait until fall; they do not have the textbooks yet either.

Tiffany asked if she needed to set up in-service for it.

Linda said she did not think so as there were hardly any differences to the current version at all.

Tiffany asked if everyone will have to move to 2010.

Adrian said that they will if the classrooms have it. He asked if there was any other software coming on soon. He will send out a reminder notice to everyone.

Brian said that “Mathematica” will need to go to the Library/Mathlab; a new image will have to be created for all tablets.

Adrian asked when he will start teaching with it.

Brian said the first class will be in Fall – they will expose students to it in spring.

Adrian said it will be part of the Christmas or spring timeline.

The meeting was adjourned at 11:10.

091710-Minutes

A. Meeting Logistics

B. Attendees

C. Agenda

1. Approval of Minutes from May 21, 2010 Meeting

Review of Projects:

2. IT is moving to different areas

3. The G-9 classroom is getting new computers

4. Assessment will have a new cart

5. Banner will be upgraded to 8.2

6. PCI compliancy will have to be met in July

7. AMS a phone system upgrade

8. There will be software upgrades for Spring Semester

9. Other

---

091710-Agenda

Information Technology

MEETING MINUTES

Friday, May 21, 2010

10:00 am T-12

Members Present: Adrian Agundez, Patti Bench, David Berry, Bill Devine, Clarissa Espino, Mark Gibson, Richard Hudson, Brian Jean, Chad Mickelberry, Tiffany Rowden, Linda West,

Recorder: Michaela Young

Meeting start: 10:02 am

1. Approval of Minutes from April 16, 2010 Meeting

The minutes were approved unanimously

2. Update on Email Progress

Adrian said that the goal is still to change the MX pointer to Live@edu as of August 1, 2010. IT will

have contact numbers for everyone for possible issues. “How To’s” will be posted by mid June. There

have been questions about moving old email over to the new system. Anything current will be moved over; old email can be parked in a folder – it will be like using Explorer. Per Willy’s suggestion, old mail will be moved to Cougar folders in July. Handouts will be formatted to show screenshots to make instructions easy to understand; handouts will also cover the use of iphone, droid phone, macs, etc. with Outlook. Tiffany asked if Outlook has group calendars. Adrian said they are looking at that. Mark will create a group calendar that can be shared with others. Adrian added that in order to invite other users to meetings, etc. the personal calendar has to be used. Bill Devine asked if email gets dumped after one year. Adrian explained that it depended on the amount of space left. Brian asked if IMap will sync. Mark confirmed. Patti asked if IT will put on a demo for Inservice. Tiffany replied there will be two sessions to cover it (Wed & Thu). Bill asked if everyone on campus is aware of the change. Adrian said he has sent out 3 notices to everyone. Patti advised that many adjunct instructors only read what is in their boxes and it would be a good idea to have something sent specifically to faculty. Adrian will ask Denice and Barbara to post it. He will also have notices posted in the two copy rooms.

3. Plans for this Summer

Per Adrian,

• the TechArts buildings will be closed down within 30 days
• IT is moving to different areas
• The G-9 classroom is getting new computers
• Assessment will have a new cart
• There will be software upgrades
• Banner will be upgraded to 8.2
• PCI compliancy will have to be met in July
• He has talked with AMS in reference to a phone system upgrade; AMS will come in August to do the upgrade. There are only very few phone numbers left of the 300 they started with. Patti said they could free up some adjunct lines; adjunct instructors are not using some of these lines. Adrian said he would like to see the phone system packaged to have it replaced every 5 years.

4. Other

Dave reported that the Library is replacing its software system as of June 1^st with a new catalog and a working search function. Patti asked for an update from Mark on the server move. Mark said that the server rack is installed, the UPS is in; the server will be moved over next week. Patti asked if there is a plan to implement an orientation process. Adrian said he will coordinate with Ricardo. Patti will touch base next week with Ricardo, Adrian and Mark.

Adrian reported Olga’s processes are completed.

Clarissa said she will have to talk to Olga on some issues, e.g. how to make sure that they have the correct information; they might have to do a link to the search.

Linda said that the ISBN#’s for books are not there.

Patti said it might be that she has to look in a different place. Adrian will look into that.

The meeting was adjourned at 10:40.

052110-Minutes

A. Meeting Logistics

B. Attendees

C. Agenda

1. Approval of Minutes from April 16, 2010 Meeting

2. Update on Email Progress

3. Processes for Downloading Email

4. Plans for this summer

5. Other

---

052110-Agenda