University of Essex s2

UNIVERSITY OF ESSEX

ICT STEERING GROUP

Wednesday 16 February 2011, 2:00pm – 4:00pm

UNAPPROVED NOTES

Chair Dr Tony Rich (TR)

Present Dr Campbell (WC), Professor Downton (AD), Dr Fasli (MF) Miss Griffin (EG), Mr Murphy (RM), Ms Potter (VP), Mrs Stock (SS), Dr Virdee (SV)

Secretary Mrs Crossman

By invitation Ms Tessa Rogowski (TRo), University Desktop Computing Review (ICTG/11/07)

ACTION MINUTES

Approved The minutes of the meeting held on 10 November 2010

INFORMATION SYSTEMS STRATEGY UPDATE (ICTG/11/01)

Reported The IS Strategy approved by the ICT Steering Group in May 2010 was submitted to the University’s Steering Group (USG) in January 2011. USG requested further detail about how the IS Strategy would support the University’s strategic priorities particularly in the changed and asked that it be rewritten to context since it was written.

Agreed That the strategy update should: align with other internal strategies and move its focus from the technology to what the technology can deliver and how we provide and steer the tools; make explicit the support that it gives to the UoE Vision. The priorities and sequence of actions need to be clear and direct.

Action RM to revise the IS Strategy update; to draw up a strategy implementation RM document setting out targets and milestones. To update the covering note ready for USG on Monday 21 February 2011 of this committee’s discussion.

IS PLAN AND BUDGET 2011/12

Reported That the development area of the IS budget is the first to bear the brunt of any cuts or shortfalls, the development budget has decreased every year since 2008/09 as a result of the increase in renewals. That maintenance costs increased because more teaching rooms had been equipped with AV.

Noted That this was a service operating budget not including staff costs.

Noted That the capital investment programme budget is not an appropriate fund to support the development of Professional Services through small and medium projects. The Director of Information Systems advised that an amount of about two hundred and fifty thousand pounds a year would be required to keep an appropriate minimum level of developments.

1 Agreed That the priorities had to come from the UoE vision and Strategy, which focussed on marketing, recruitment, student experience and research. That investment in IS resources could create efficiencies and savings elsewhere in the University.

Action RM to identify costs and priority work and bid to USG for funds for extra fixed RM term MIS resource to take some projects forward. Prioritisation to be informed by the ICT sub groups.

INFORMATION AND TECHNOLOGY RISK MANAGEMENT (ICTG/11/02)

STUDENT SATISFACTION SURVAY UPDATE (ICTG/11/03)

ELIGIBILITY AND ENTITLEMENT TO UNIVERSITY FACILITIES AND SERVICES (ICTG/11/04)

Approved The committee endorsed the approach set out in the paper. Reference to Insearch to be removed. The library to remain separate for the time being.

Action ISS to work with Academic Partnerships Office to clarify service requirements in RM partner institutions.

WINDOWS 7 AND OFFICE 2010 (ICTG/11/05)

Approved the recommendations that;

a) the University’s principal supported desktop operating system will be Microsoft Windows 7 with an implementation period starting in summer 2011 and finishing in summer 2012

b) the University’s supported office suite will remain Microsoft Office 2007 for the session 2011/12

Action ISS to draw up a communications plan for the migration to Windows 7. RM

UNIVERSITY WEBSITE: PROPOSALS (ICTG/11/06)

Approved Agreed that the recommendations in the paper should be actioned with immediate effect.

Noted VP to take the paper to USG on Monday 21 February 2011. VP

INFORMATION REGULATION

Reported That January 2011 had been an unusually busy month for FOI requests.

Reported The ICO/UUK panel had met. They had created a working party to look specifically at the impact of FOI on research issues. The purpose of the main panel was to help the ICO understand how Universities differed from other public authorities sunder the Act. There would be an opportunity to feed into a review of the FOIA late in the year and the ICO/UUK panel would be part of that process.

2 Reported The new Protection of Freedoms Bill laid out plans for a new code of practice on CCTV, a new function of Surveillance Camera Commissioner, and obliging public authorities to release data sets for reuse as standard practice. It was likely that the ICO/UUK panel and other forums would discuss this.

UNIVERSITY DESKTOP COMPUTING REVIEW (ICTG/11/07)

Agreed That the proposals in the paper be piloted in a few departments; that there be consultations in CSEE, Biological Sciences, Psychology, ISER and UKDA on their specific needs and further general consultation through the faculty structure. The consultations to consider the alternatives (e.g. funding a FTE to support laptops). The latent demand for laptops to be assessed.

REPORTS FROM SUB-GROUP CHAIRS

a) Corporate Business Systems sub group Reported the group had looked at a systematic framework for managing projects and was working with the Director of Planning to facilitate this.

b) Academic Services sub group Reported the group had not yet met, and was still seeking representatives from Faculties. A meeting would be held during the current term.

Action RM to speak to possible successor Chairs; AD to co-opt a member from Kaplan RM, AD

c) Communication sub group Reported various task and finish groups had been set up. Some relevant groups already existed and the sub group would keep a watching brief on them. In the area of telecommunications the group was waiting some recommendations. Lindsey Dawson would coordinate research on users to support communication issues. The next sub group meeting would be in April and a report and recommendations would be made to the next ICT meeting.

d) Research sub group Reported the group had met and had focussed on finding common ground for what ICT research support would mean. A further meeting would be held in late March or early April. Notes of the meeting would be sent to Faculty Research Directors. The group would look at resources and prioritise. Essential areas that had been identified were the institutional repository, publications, finance and management support for pre and post award application.

The group would make a report to the next ICT meeting.

RESEARCH AND TEACHING MEDIA TASK FORCE UPDATE (ICTG/11/08)

HORIZON SCANNING AND TECHNOLOGY WATCH (Tabled paper)

Noted Horizon Scanning and Technology watch had originally been part of the remit of the research support group but was now for the ICT Steering group to consider.

Noted The committee notes that a number of external sources of information may be useful.

3 ANY OTHER BUSINESS

Noted The committee expressed their thanks to Professor Andy Downton for his work on the ICT Steering Group and its predecessor.

DATE OF NEXT MEETINGS

The next scheduled ICT Steering Group meeting will be held on the 18th May 2011, in the Vice-Chancellor’s Boardroom.

Mrs Nicola Crossman Secretary May 2011