Members Present

Technology Policy and Planning Committee (TPPC) Meeting Minutes Location: District 811 Wilshire, Wilshire Conference Room Thursday, October 20, 2011 2:00 p.m.

Members present: Wendy Bass Pierce College Adriana Barrera DO Yasmin Delahoussaye DO Jorge Mata DO David Beaulieu DO Suzanne Floyd West Mario Perez DO Alan Khuu East Jackie Hams Valley (phone) Linda Delzeit Trade (phone) Pam Atkinson City (phone) Amy Sirott Pierce (phone) Paul McKenna ITV/District DE (phone) Mark Henderson Pierce/DTC (phone) Subodh Kumar DO - guest

Notes Action-Item 1. Convene regular Meeting called to order 2:05 PM meeting

STANDING TASK FORCE/CIO REPORT 2. Approval of Smart Jorge discussed the process of how we created the standards. Please give any feedback to Classroom Standard Started with IT people to discuss what was needed, then Jorge by November 3. create a task force of faculty to add the classroom requirements. Then we had a town hall meeting where Will check and see if the bond faculty provided input to the plan. funds can include one-time training for new audio/video Comments from the town hall will be added to the Smart equipment. Classroom Standard

Even after this standard is approved, it will not be always be the same. There will eventually be a 1.2, etc…. it is a dynamic document.

If a college wants to deviate, they just need to note it (e.g., refurbishing an old bldg. and not possible to meet this standard) Other changes are that the college wants to add to the standard. Baseline document and make a note in bid submittal.

This is a tool for college not a mandate. Contractors cannot modify, only the college can modify. Contractors are required to follow all LACCD standards.

Part of AV deployment should include training for faculty using the classroom. Question arose about who is going to pay for the training? Changed name to audio video training instead of professional development training. 3. Update of Measure J Email: At the next board meeting – proposed board action to Technology Program award student emails to Sada for implementation (link with sis) Student email and MS for the developer of the product live@edu 10GB per Identity Mgmt. student. Optional for colleges to add alias – all students will have a standard @laccd account, then up to colleges if they want to have alias of their college name. Email system under our control – need to determine status, if active student have @laccd.edu or if not active [email protected]…… will be a continued discussion – no decision has been made yet. We would follow ed code on how you access education records. Students would be able to connect via smart phones to this email account.

Spring – two colleges, Summer – more colleges and then by fall all the colleges will go live. Adjunct will go live after next fall – for live email for all adjuncts (one single email hosted on the cloud – if they become permanent in one location, it will be migrated to that college) If adjunct email will be @laccd

ID management: same board meeting asking for proposed board action to award Campus EAI – group that deals exclusively with higher ed portals and ID solutions. Bid MS forefront ID manager.

Measure J – physical security project that has already been kicked off. First volunteers are going to be involved in first assessment. District has been collecting policies and procedures to share

Lenel – large company that specializes in physical security. Will buy unlimited licenses for every college and they are enterprises so for life. Also will buy warranties, servers and training. Then will provide templates and configurations for the college to integrate and add any additional tools. Technology will all be linked to a live database at district. Policies are college driven – so colleges will have to determine their policies. There is a master agreement for buying additional stuff including the hardware needed to run it. Most of this will be completed in the next six months. City and East will be the first colleges. Convergint Technology – implementation company. 4. Update on SIS Project Selection committee made a recommendation to the chancellor for intent to award Oracle/Peoplesoft. The company who will configure the software is Cedar Crestone.

There was a bid protest. There will be about 45 day delay to investigate the bid protest. Appropriate people are responding to bid protest. 5. Update on Adobe As part of this contract, any faculty member can have a copy of Will clarify with Mark Enterprise Licensing Adobe Master Collection – colleges had a choice of which Henderson how faculty will get Program collection they purchased. the “key” to download the collection to their home Every campus became part of the master agreement with computers. Adobe.

tv.adobe.com has trainings that faculty can watch 6. Discussion on ADA We had identified that the content creator was responsible for Ongoing discussion needs to Policy on Websites making sure the content was ADA compliant. Not the web be continued. person’s position to make sure all documents are ADA compliant. Individual colleges can connect with high tech center and have Who is checking that there is basic ADA compliance on college someone come out and do a websites. Most webmasters do not report to IT. Many report training. to public information offices. Webmasters can run the http://www.htctu.net/ automation tool and create a report to share.

District in process of hiring a Compliance Director. 7. Review Draft There are areas where sensitive information is shared and then Jorge will take comments from Procedure on the use there are other areas – difference between internet and discussion back to discuss and of Personal intranet. make any changes. Computing Devices This regulation is not intended to replace B27-28 but to work in conjunction.

Discussed how different campuses loan out computers differently, not necessarily done through IT departments.

Re: wireless communication devices – Becomes an issue when copy of sensitive data is put on a personal device. If this device gets stolen/lost, sensitive data can be seen.

8. DTC Update Met at Valley College: Discussion on “IT Space Protection” on construction projects. Final approvals week of 10/24/11. Discussion regarding the Security Task Force (STF) charter. Feedback due by 11/10/11. Apple Technical training to be held at ELAC on 10/28/11 or 11/4/11. Discussion of Use of personal devices (presented to TPPC). Reviewed Haivision solution at LAVC regarding Digital Signage. 9. Searchable Database District is working with Paul McKenna. Working on getting mode of instruction corrected. Maybe able to get a workaround and will be discussed at District DE Meeting next Tuesday. 10. eTranscipts On Tuesday there was a training with Zap corporation. Eight colleges will be using (East will not be using) Some issues need to be resolved, meeting next week to discuss.

Looking to pilot in November so by the end of the semester each student will be able to get eTranscipts. NEW BUSINESS Survey Tool Question: Jackie Hams brought question regarding if any colleges had a teach survey. Jorge gave information regarding a free tech survey tool.

Techqual.org – free website (survey tool) Alan asked about changing the password every few months. District has recommendations from their auditors and they recommended every 90 days the password changes. Discussed single logon we will still need to change every 90 days. Meeting adjourned at 4:20 PM November 17, 2011 next meeting