Peralta Community College District

PBIM - District Technology Committee (DTC)

Template for Meeting Minutes

Date of Meeting: February 6, 2015

Present: Vina Cera, Mary Louise Zernicke, Mike Orkin, Antonio Barreiro, Justin Hoffman, Evelyn Lord, Sharon Millman, Sampathraj Balamurali, Heather Doge, Adrien Abuyen

Chair/Co-Chair: Calvin Madlock, Antoine Mehouelley, Fabian Banga

Guests: Joseph Bielanski, Adan Olmedo, Louisa Roberts, Eric Gravenberg, James Blake

Facilitator/Recorder: Karolyn van Putten

Absent: Brian Adair, Manny Uy, Gordon Man,, Ahmad Mansur, Vincent Koo

Agenda Item / Committee
Goal / Strategic Planning Goal and/or Institutional Objective / Discussion / Follow-up
Action / Decisions
(Shared Agreement/
Resolved or Unresolved)
Meeting Called
to Order / 9:00 AM
1.  Review and Approval of Agenda / Agenda was approved unanimously without revisions
2.  Review and Approval of Minutes from December 5, 2014 / Minutes from December 5, 2014 meeting approved unanimously as presented.
Motioned by Antonio Barreiro, Second by Evelyn Lord. Extension mention by Sharon Millman
III. Peralta Classified Senate Resolution Memo
IV. Google Classroom Presentation
V. Mobile Apps For Colleges
VI. Distance Education Support and Planning
VII. PCCD Strategic Information Technology Plan Update/Process
VIII. Consideration of Lynda.com for training purposes
IX. Classroom Scheduling Software Update
XI. College Reports / Monitor development and implementation of District Strategic IT Plan…
Monitor development and implementation of District Strategic IT Plan…
Monitor development and implementation of District Strategic IT Plan
Monitor development and implementation of District Strategic IT Plan
2. Develop a plan for assessing, improving, addressing staff tech skills and training needs
Monitor development and implementation of District Strategic IT Plan…
Monitor development and implementation of District Strategic IT Plan…
3.Review/Recommend process for updating standards for Instructional Technology…
4. Assist in development of maintenance plan…
6. Advocate for financial resources to address TCO / D.3
Institutional Effectiveness
E.3 Fiscal Oversight
A.2, A.4 Student Success
A.3 Student Equity Planning
D.3 Institutional Effectiveness
D.4 Expand the Use of Technology
E.4 Support Quality Instruction
A.2 Student Success
D.3 Institutional Effectiveness
E.1 FTES/FTEF Target
D.3 Institutional Effectiveness
E.1 FTES/FTEF Target
E.4 Support Quality Instruction
D.2 Institutional Leadership and Governance
D.3 Institutional Effectiveness
D.3 Institutional Effectiveness
E.1 FTES/FTEF Target
E.2 Budget to Improve Student Success
E.4 Support Quality Instruction
D.3 Institutional Effectiveness
E.1 FTES/FTEF Target
E.3 Fiscal Oversight
A.2 Student Success
D.3 Institutional Effectiveness
D.4 Expand Use of Technology
E.3 Fiscal Oversight
E.4 Support Quality Instruction / AVC Madlock presented the Peralta Classified Senate Memo with the DTC members;
AVC-AVC Madlock reviewed with the DTC committee members the document that describes the Peralta Classified Senate Memo (PCS). The PCS Memo explains the urgency to automate the Employee Leave Report system.
The DTC Committee group asked questions related to PCS Memo; for instance, is it feasible this fiscal year? Can we implement “Time, and Labor Module in PeopleSoft”?
-Facilitator Dr. van Putten suggested that DTC group committee proposed that we support PCS Memo and open for discussions.
- Lord suggested that the letter should come through program review, which we need to prioritize.
-Millman suggested we should support it for the next year because we will need to complete the projects.
- CO-Chair Mehouelley mentioned that this body is asking for support and implementation.
-AVC Madlock suggested that we need funding plus consultant resources to upgrade HR Module, and it could be done within 6 to 10 months. However, the projects were already part of the exiting IT Strategy.
It has already been stressed; however Peralta doesn’t address TCO; therefore, we support the PCS Memo.
- Barreiro asked whether or not that this Memo will help with time and labor?
- Facilitator Dr. van Putten mentioned that we do not make the decisions for the deadline; however, we could introduce the PCS Memo, but I’m looking for the language that allows us to move on.
-Facilitator Dr. van Putten reviewed and discussed with DTC members the Peralta Classified Senate Memo for approval.
Peralta Classified Senate Memo from February 6, 2015 approved unanimously as presented. Motioned by Mary Louise, Second by Adrien Abuyen.
AVC
-Google Classroom presentation was presented by our guests Adan Olmedo, and Louisa Roberts from Berkeley City College where they shared with the DTC committee their PowerPoint how students and instructors could communicate through their own cell phones by using Google Classroom that includes:
·  Alternative to Moodle
·  Mobile device compatible
-Co-Chair Banga mentioned that Saint Mary’s is already using this Google application software. Our guest speakers also mentioned that current RFP is just for Gmail plus calendars this could follow after the Gmail implementation.
- CO-Chair Mehouelley mentioned whether or not students would have problems receiving assignments from their instructors.
-Google guests speakers Adan Olmedo, and Louisa Roberts mentioned that BCC instructors have options in managing the google calendar app where everything is easily understood with not a lot of steps to get to the assignment for both students and instructors.
- AVC Madlock mentioned the Web Base Email RFP will close on February 19, 2015. Thereafter we can begin with the campus-wide implementation.
-AVC Madlock mentioned that PeopleSoft has mobile app module for enrolling in classes/ new class schedule, but it will be challenging to implement.
AVC Madlock mentioned that he will report on PeopleSoft mobile app at the next DTC meeting.
-Faculty Co- Chair Banga reported about OER projects at Peralta. DE groups will keep us updated.
-AVC Madlock mentioned that IT Strategic Meeting has not met since October with prioritizing projects for the next fiscal year, which will be a part of a new Strategic IT Plan.
The current IT Strategy expires this February 2015.
IT projects have no more money left for Network Refresh and Campus Measure A/E funding. The Vice Chancellor of General Services will present the measure A draw down presentation at this coming board meeting.
-AVC Madlock mentioned that $22,200 for 1,065 users $61,000 over 3 years.
Berkeley Community College and Laney College already have united licenses.
Open access resources also being explored.
-AVC Madlock will review Lynda.com proposal in the next meeting.
Not covered
Not Covered.
XI. District IT Reports/Updates:
a)  Director of Enterprise
b)  Services (all things PeopleSoft) Report
• Academic Advising Module
• Open CCC Apply Module
Director of Technology Services Report
•Electronic Content Management (ECM, formerly known as “Document Management System”) Web-based Email
Network Infrastructure Refresh / 1. Monitor development and implementation of District Strategic IT Plan…
2. Develop a plan for assessing, improving, addressing staff tech skills and training needs…
6. Advocate for financial resources / A.2 Student Success
D.1 Service Leadership
D.3 Institutional Effectiveness
D.4 Expand Use of Technology / - AVC Madlock mentioned that District IT report can’t open CCCApply 7 new enhancement users.
Director of Enterprise
Holmes mentioned the PeopleSoft Resolution Team (PRT) resumed activity. We are planning on moving forward with the Finance upgrade from 9.0 to 9.2, which includes Mobile Compatibility.
Open CCC Apply is completed and the Academic Advising/Student Educational Planner pending final testing and rollout by the Educational Services Staff and approval of the counselors.
-Director of Technology Michael Dioquino mentioned that Electronic Content Management project is delayed, due to contract extension and unavailability of internal staff to work on the project at the appropriate time.
We are working on getting schedule dates for Web-Based e-mail pending the RFP submittals.
We are waiting on approval for board approval for the VOIP project, which include the following 3 proposals:
·  Shoretel
·  Mitel
·  Cisco
Which they scored them and have a frontrunner that will be announced at the next broad meeting.
The ENG meeting we discussed strategies to dismiss all Windows XP/2003 operating systems usage district-wide.
New Business / This item was not covered.
Meeting Adjourns / 12:00PM

Minutes taken by: Fathia Mohamed

Attachments: All documents and/or handouts for this meeting can be found at:

-  Copy of District Technology Strategic Plan - Budget as of 2/6/ 2015

-  PCCD –Security Job Description-

-  DTC Agenda- February 6, 2015

-  DTC Minutes-, 2015

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