December 5, 2018

Date/Time: Wednesday, 12/05/2018
Location: Wayne A. Reaud Building #312
Submitted By:

IT STEERING COMMITTEE MEETING

Wednesday, December 5, 2018 at 10:00 a.m.

Wayne A. Reaud Building #312

Meeting called to order by Dr. Marquart at 10:00 a.m. and adjourned at 10:45 a.m.

Attendees: James Marquart, Craig Ness, Priscilla Parsons, Larry Osborne, Joe Nordgren, Arne Almquist, Srinivas Palanki and John Ellis

1. Monthly Status Report Discussion (Priscilla Parsons)

Active Projects:

Digital Signage Phase II
- Electrical quotes updated; work to be scheduled for Dec-Jan
Learning Management System RFP
- Migration to SaaS January 9-14
IT Strategic Planning
- Use EAB developed framework
- Steering Committee with internal and external membership
- External environmental scan – higher education & technology
- Focus groups and surveys Jan-Feb (working with Dr. Bandyopadhyay / IRB)
- Request current divisional / college-based strategic plans
- Review of IT related budgetary expenditures (potential cost savings)
Cloud-based ERP

- - Marketplace review facilitated by TSUS
  - Demonstrations by Workday, Oracle, and Ellucian
  - Potential Timeline (for discussion purposes only)
    - May 2018 NE– Nov 2018 Educational Presentations (3)
    - Feb 2019 – Mar 2019 Discussion and Decision-Making Window (who is opting in)
    - Apr 2019 – Jul 2019 RFP Development
    - Oct 2019 – Jan 2020 RFP Response Evaluation and short list
    - Mar 2020 – Aug 2020 Presentations and further evaluation of short listed solutions
    - Sep 2020 Announce Selected Solution
    - Oct 2020 – Jan 2020 Contract Finalization
    - Mar 2020 – Aug 2022 HCM & Finance Implementation
    - Sep 2022 – Dec 2023 Student Implementation
New IT Service Desk Portal
- Staff Advisory Council Usability Review; Faculty Senate Usability Review - complete
- Available to Campus December 1; IT Steering demo January/February
Infrastructure Projects
- Campus fiber replacement; Core router replacement; Network refresh
- Wireless onboarding enhancements – coming in Spring
- Migrate redundant internet path entry-point to Reaud Data Center - complete
Misc
- Moving virtual labs to AWS – Proof of Concept – to be complete end of Fall 2018 term
- Banner 9 Self-Service – New interface for Registration, Finance, etc.

Upcoming Projects:

Ellucian Analytics for Finance & HR
Facilities evaluations of ServiceNow implementation vs SchoolDude upgrade

General:

Not all active programs are reported in this report. Examples of projects not reported include data loss prevention, secure storage solutions, data center backup-up solution, Oracle upgrades, Active Directory re-architecture, Degreeworks upgrade for LIT, LSCO, and LU and system patch maintenance. IT currently has 13 projects in the project portfolio being tracked.
Unplanned Outages – none

Distributed and discussed the IT strategic plan and process. It’s important to align IT goals and objectives with goals and initiatives from other areas on campus. The Steering Committee has met and currently working on the external scan. Hope to conduct surveys and focus groups in January and February. Will be asking areas on campus for current strategic plans. Reviewing budgetary expenditures and organizational structure. The services to be provided should be based on goals and objectives that need to be met across the institution.

2. Academic Computing Committee (Larry Osborne):

In October the committee discussed internet needs on campus and how the strategic planning for the internet interacts and operates with the infrastructure.

The committee did not meet in November.

Meetings are the fourth Thursday of every month at 1:30.

3. Arne Almquist:

Nothing to report

4. Student Issues (John Ellis):

Changing the default browser page when a student signs in on a computer on campus to allow faster access to the services used by students. Will reach out to Priscilla’s office and request a meeting to discuss further.

5. Srinivas Palanki:

Currently in the process of purchasing Cayuse SP software. It will allow us to track grants from cradle to grave. Hoping by mid-January to start the implementation process and to have everyone trained this summer.

Had three IRB meetings last month and the process seems to be working well.

6. Joe Nordgren:

There is a WEAVE demonstration tomorrow (12:00-3:30), which will show product software that mirrors something similar to what we are using for compliance assist for SACS assessment.

7. Craig Ness:

We are going into the third summer computer refresh cycle. A million dollars has been invested in classroom and lab replacements and will put another half a million dollar investment in this summer. This should put us on track so the bulk of our computers used by students on campus aren’t more than three years old.

8. James Marquart:

Nothing to report

Next Meeting

Wednesday, January 9, 2019, at 10:00 a.m.

Wayne A. Reaud Building, #312