A. Meeting Logistics

B. Attendees

C. Agenda

1. Approval of Minutes from September 16, 2011 Meeting

2. Email Alignment

3. Typical Portable Devices Issues

4. Portable Keyboards

5. TC Buyers Guide

6. Banner Conference

7. Thoughts

102111-Agenda-

Agenda

A. Meeting Logistics

B. Attendees

C. Agenda

1. Approval of Minutes from April 15, 2011 Meeting

2. Updates on Wireless, Email and Student Wireless Implementation through the summer

3. Other

091611-Agenda

Agenda

A. Meeting Logistics

B. Attendees

C. Agenda

1. Approval of Minutes from March 18, 2011 Meeting

2. Problem with Outlook email

o Client and mobile device

o Microsoft Support asked that we start a log and send to them

3. Committee Discussion Points

o Campus needs for recommendation

o Campus plans for faculty, staff and student access

o Technology discussions

4. Update on Wireless

o What to expect after spring break

o Phased approach for students for Fall

o Guest accounts

5. Other

041511-Agenda

A. Meeting Logistics

B. Attendees

C. Agenda

1. Approval of Minutes from January 21, 2011 Meeting

2. New Form for ITS Projects

3. New Page on Web to Display Campus Status: http://www.taftcollege.edu/tcwp/its/

4. Wireless Upgrade Update

5. Other: Email Archiving Beyond 30 days with Outlook

031811-Agenda

MEETING MINUTES

Friday, March 13, 2011

10:00 am Sci-11

Members Present: Adrian Agundez, Clarissa Espino, Ricardo Garcia, Mark Gibson, Richard Hudson, Brian Jean, Chad Mickelberry, Ruby Payne, Tiffany Rowden, Robert Teel, Linda West

Recorder: Michaela Young

Meeting start: 10:05 am

1. Approval of Minutes from January 21, 2011 Meeting

The minutes were approved unanimously.

2. New Forms for ITS Projects

Adrian put together some new forms which he presented to and were approved by Willy. ITS Project Form: IT gets involved in many projects on campus. This forms shows project details, i.e. funding, personnel/items needed, sign-offs, etc. ITS Communication Plan: this document shows the different concepts of communication IT is involved in, i.e. email, IOC, ITC, etc. SLA (Service Level Agreement): this document lists how to get a hold of IT, how to escalate an issue, how to log into the ticket system, etc. Brian asked why the project form was brought before ITC. Adrian stated he wanted to provide more information which the committee members can then take to other member in their peer groups; it also allows for tracking of value of things and people and allows IT to have better knowledge of what needs to be accomplished. Brian asked if this was a result of the meeting they had had about the servers. Adrian said it was one of them. Brian stated that the first he heard of this paperwork was when Rob had to fill it out for a project. It takes much too long to get it filled out and get sign-off from everybody. He added that he

wasn’t sure why it is presented to the ITC and he was not sure what the purpose of this

committee was. He inquired as to the purpose of listing costs and what parts of the cost section was required to be filled out by whom.

Adrian replied that sometimes he will fill in part of this, or the VP’s will list if some/all is

covered by grants, department budget, etc. Rob used the example of a test server and asked if Patty would need to sign off on that every time. Adrian explained that this was supposed to help plan bigger projects. Clarissa confirmed with Adrian that an email can suffice if the VP is not on campus to sign off.

Brian said it was very frustrating to have to handle this much paperwork for everyday items and said they need a heads-up in the future with more explanation. He would like to see an item on the next meeting agenda in reference to the purpose of the ITC Committee and if it is strictly meant as an information relay to members. Adrian stated that it is there to also address future technology needs and being able to send recommendations to the president. He will put this on the agenda for the next meeting.

3. New Page on Web to Display Campus Status:

http://www.taftcollege.edu/tcwp/its/

Adrian reminded everyone that 7909 is the phone number for system status updates. Now that our email is on the internet, IT cannot send emails advising staff and faculty when there are problems. He showed the link to a system status page Rick has created which can be seen locally in the case the internet goes down. There will be a box on the upper portion of the page which will show basic status info, e.g. technician from Verizon on campus working on system, etc. Brian stated that this was a good idea.

4. Wireless Upgrade Update

Adrian stated that most of the equipment was delivered yesterday; an AMS technician is on campus today. They are working on setting up the different log-ins, making sure to allow faculty to be logged in on student/guest connection. They want students to be able to send print jobs to printers other than the Library printers. They also want to set up measurements for bandwidth. The implementation will be done during spring break by April 22^nd. Flyers will be distributed to tell students how to log in. Brian asked if wireless will be up and running when faculty gets back from spring break. Will it be running side by side with the old system in case there are issues? Adrian explained that AMS has already done the testing. There is a backup plan, however. The longest it could be done is appx. 2 hours. Brian asked if the students/faculty will have to do anything different to log in. Adrian said students would but they will have flyers to explain to them how to log in; faculty will have the same log-ons/passwords but IP addresses will be different. Students in the

classrooms will have to use their A#’s.

There were some concerns about having to log in again every time when going to the web and the time frame before the system kicks you off. Adrian will find out answers to this.

5. Other: Email Archiving Beyond 30 days with Outlook

Mark explained that Microsoft does not archive beyond 30 days. Tiffany stated that one of the reasons for going with them was that we would not have to archive ourselves anymore. Adrian confirmed but said they changed the rules and they could do cloud-based archiving for $9.00 per user on an annual basis. Rob asked if they could archive to an existing server. It needs to be done automatically to be compliant. If they had stayed with First Class, they would have to pay an additional $9.00 per user. Rob asked if students are included in that. Adrian stated that they are not. Brian asked if the Federal Government exempts students from this compliancy. Adrian will check and get back with the group on that.

Brian suggested looking at g-mail. It would mean a lot of work but would it save on archiving? Adrian said they would consider it for cost savings.

6. Other

Ruby asked if downloading Class Presenter 3 will work with the new wireless. Adrian said that was one of their big goals and it will work. He then brought up power save software, explaining how it works and what it does. IT ran a test during Christmas break and was able to show an energy cost savings of appx. $200.00 a month. The product is free for 5 years. They are using it on desktops in labs only; it does have a mac client. Brian asked it the 7909 number is being actively updated. Chad confirmed. Brian suggested making it known to everyone on campus. Several suggestions were made on

how to advertise it: stickers on computer monitors or phones, emails from system status…..

Adrian advised he is looking at automatic anti-virus checks. Ruby stated that the projector in S-6 says “clean filter”. Brian asked if, in reference to the SLA (item #2 on the agenda) if it was part of a resolution to problems which had been addressed in the meeting with Willy. Adrian said it was not related to that meeting, it was something he has wanted to do for a long time.

Meeting ended at 10:59

The meeting was adjourned at 10:30.

031811-Minutes

A. Meeting Logistics

B. Attendees

C. Agenda

1. Approval of Minutes from January 21, 2010 Meeting

2. Add activation/deactivation date to faculty ID cards (Brian Jean)

3.

4. Other

021711-Agenda

Information Technology

MEETING MINUTES

Friday, January 21, 2011

10:00 am Sci-11

Members Present: Adrian Agundez, Bill Devine, John Eigenauer, Clarissa Espino, Richard Hudson, Brian Jean, Chad Mickelberry, Ruby Payne, Linda West

Recorder: Michaela Young

Meeting start: 10:00 am

1. Approval of Minutes from December 17, 2010 Meeting

The minutes were approved unanimously.

2. Change in Email Webpage

Adrian pointed out that the web interface has changed – some of the theme backgrounds changed, allowing for personalization of the page; account information is now also available showing how much space the user has available. He mentioned the Skydrive again which offers a 25-Gig space for users to park data and be able to send a link through email for someone else to be able to see. Bill said that some faculty members had some complaints about the new email. First Class had more of the social network features; many student emails end up in the junk folder.

Adrian explained that as for the social networking, Outlook still has features like “want ads”, etc.

– the user has to subscribe to these groups to receive emails through them. Sometimes the rules need to be re-adjusted also. In reference to students’ emails ending up in the junk mail folder, he will look into outsourcing a spam filter. One of the reasons why so many student emails are going to the junk mail folder is that mass emails are often labeled as spam which is one of the

hidden triggers. Adrian is currently talking to a company by the name of “ad mail” which does

bulk emailing. They quoted him a cost of $1,200 for 50,000 emails a year. Ruby brought up the fact that when they do emailing through Banner, there are a lot of CCC-Apply accounts which are almost always kicked back. Adrian explained that students often overlook the information on having to establish an account with CCC-Apply. He will look into the issue. Bill mentioned that he gets lots of “contact request” pop-ups. Adrian said that it sounded like a virus and he will check it out.

He then informed the group that IT has been working with “Power Save”, loading software on

machines to do an audit to see what times would be best to save energy/cost and how much. G-labs have it loaded now. The software measures power usage during the day and turns the computers off at 10pm and back on at 7am. A PG&E rebate pays for everything for 5 years.

3. Wireless Upgrade Timeline

Wireless is being upgraded in Science, the quad and any new buildings coming on campus. Financing was approved and cabling was done during the last week of Christmas break. The equipment was ordered and is expected to be here in March. By then the design should be done to do log-on for anyone coming on campus. There will be a new student login via the web; it will contain a disclaimer to meet digital copyright laws and HEOA. The goal level of density is to support 75 machines per room. Brian asked if Science 4 was wired. Adrian replied that techs were on campus on Monday to finish everything they were not able to get to the first time.

4. Other

Ruby asked if Banner student email addresses are rolled over when put in etudes. Clarissa explained that the addresses are entered into Banner but students can change their own email address.

Adrian advised that the February meeting will be canceled as it falls on a holiday; the group will meet again in March.

The meeting was adjourned at 10:30.

012111-Minutes

A. Meeting Logistics

B. Attendees

C. Agenda

1. Approval of Minutes from December 17, 2010 Meeting

2. Change in Email Webpage

3. Wireless Upgrade Timeline

4. E-waste Day for Spring

5. Other

012111-Agenda