K-20 Network Technical Steering Committee

K-20 Technical Working Group

Meeting Minutes – April 13, 2011 1:30 – 2:42 PM

Voting Members present:

 SBCTC – Michael Scroggins, Chair  ESD Representative - Jeff Andrews  OSPI – Dennis Small, proxy for Peter Tamayo  WSL – Gary Bortel  Council of Presidents – Clare Donahue, proxy for Michael Reilly

Voting Members absent:

 DIS - Michael Martel  HECB - Vacant

Others Present:

 State Auditor’s Office – Brian Willett  Macias Consulting Group – Daniel Hoang  SBCTC – Frank Leeds, Kenn Nied  SPU – David Tindall  UW – Roland Rivera, Noah Pitzer  DIS – Doug Mah  K-20 Staff – Tom Carroll, Susan Tenkhoff, Jennifer Van Orman, Michael Evans

1. Call to Order and Welcome. Michael Scroggins called the meeting to order at 1:30 PM.

2. Adoption of Consent Agenda (Action). The consent agenda consisted of the following item:

1. Regular meeting minutes from February 9, 2011 2. K-20 connection for Paschal Sherman School District

It was moved and seconded that the consent agenda be adopted by the TWG. Approved unanimously.

3. Legislative Update. Doug Mah told the group the bills relating to the creation of an office of the CIO within OFM continue to move through the legislative process. Doug noted that the proposed legislation would place oversight of the K-20 Education Network under the new office of the CIO.

4. K-20 2011-13 Budget Update. Doug explained that the budgets from both houses of the state legislature assume that DIS will be broken into three pieces, including the office of the CIO, a Computing Technology Services (CTS) Department, and the Department of Enterprise Services. Doug added that the $16 million appropriation for K-20 for the next two fiscal years was included in the budgets produced by both houses. Mike Scroggins asked about the budget status for the libraries and Gary Bortel explained the House bill has the state library going into the Heritage

1 agency with a 22% cut in funding and the Senate approach has the library moving to the renovated GA building with no funding cut.

5. State Performance Audit Update. Brian Willett from the State Auditor’s Office told the group the audit process has been progressing well thus far and explained that he was at the TWG Meeting to provide an overview of the audit activities and answer any questions K-20 members might have about the process before he begins writing the final report. Brian provided an overview of the events leading to the audit and described it as an activities assessment or review and not a performance audit. Brian explained the project objectives and scoping and Daniel Hoang covered the survey, data gathering, data validation, and reporting activities. Daniel added that the team is looking at the cost of the network from various perspectives and the impact on customers if the network went away. Daniel explained a review of different options for the future of the network is also part of the audit process, and concluded by thanking K-20 stakeholders and the staff for their help and responsiveness during the audit process. Mike Scroggins commented he hopes that an understanding of the relationship between risk and scope changes and the importance of maintaining an awareness of accountability issues is not lost in the process of evaluating the network. Brian explained that the final report must be published by June 30, 2011 and remarked that currently it seems the end product will read like a term paper on the K-20 Education Network.

6. UW KOCO Proposal Update. Mike Scroggins commented that the KOCO proposal may have changed enough to require additional approval from the K-20 TWG before it can move forward for additional consideration by the ISB. Clare Donahue explained that in order to address some concerns about future control of the state networks the proposal has been modified so that K-20 will not manage the optical switches in the node sites, with all other aspects of the proposal remaining intact. Clare told the group the initial reaction from DIS management has been interest in the revised proposal and a desire to review the financial data based on this change. Clare added that she talked to DIS management about consolidation of state network services and the creation of a strategic working group including K-20, DIS, and other entities to plan for future development and consolidation of state network services. Clare indicated the identified compromise would enable the proposal to move forward, allow K-20 to maintain the desired $2 million savings, and enable K-20 to do its own procurement and provisioning. Clare commented that more work will have to be done to refine the proposal and bring it back to the K-20 TWG for consideration. Doug Mah commented that either a special meeting or an email vote might be used to facilitate TWG action on the revised proposal prior to the May ISB Meeting. Mike Scroggins underscored the importance of maintaining transparency and accountability during the development of the new KOCO agreements. Doug Mah commented that because DIS may be replaced by new entities, the KOCO agreements should be amended with successor language to ensure continuity of network services as changes in governance and policy play out over the ensuing weeks or months. Doug added that the same changes will require modifications to the KOCO roles and responsibilities document, along with the new KOCO agreements being drafted in the coming weeks.

7. KOCO Report. Tom Carroll told the group there are only three K-20 institutions with circuits remaining to be transitioned from ISDN to IP video conferencing and explained that once this transition is completed K-20 will no longer need the DMS250 network architecture, resulting in cost savings for the network and completing the convergence of all K-20 data and video communications onto a single network infrastructure. Noah Pitzer shared a presentation with the group that provided an overview of KOCO planned and unplanned outages, provisioning and service request activities, ticket status, ongoing engineering projects, and costs for the most recently completed month of KOCO activities. Tom Carroll pointed out that the outages should be labeled as secondary circuit outages, since core network outages are uncommon and would be best described separately from the secondary circuit information. Roland Rivera commented that the UW is also moving towards being able to identify outages by vendor on the reports. Frank Leeds commented that from a service management perspective, information should be made available showing the total time to resolution of outages. Doug Mah suggested putting the cost

2 information in a form other than a pie chart to better display trend information. Roland explained the current report is in a formative state and future reports will include cost delta information. Doug commented that standardized reporting format criteria need to be included in future KOCO agreements.

8. Chair’s Report. No new items.

9. Adjournment. The meeting was adjourned at 2:42 PM.