Los Angeles Community College District s2

Technology Policy and Planning Committee Los Angeles Community College District City • East • Harbor • Mission • Pierce • Southwest • Trade-Tech • Valley • West Technology Policy and Planning Committee (TPPC) Agenda Thursday, September 18, 2014 2:00 – 3:30 PM District Hearing Room

Notes Action-Item 1. 2:00 Convene Members present: regular meeting Mark Henderson (DTC chair) Otto Lee (Harbor) Carolyn McGee, Mike Estrada (union) Adriana Barrera (ESC), Don Gauthier (DAS)

CCC Confer - Amy Sirott (Pierce), Suzanne Floyd (West), Paul McKenna (DDEC), Linda Delzeit (Trade), Hahn (Valley), Phyllis Braxton (Admin VP’s), Jorge Mata (CIO)

Guest: Betsy Regalado (SIS), Subodh Kumar

STANDING TASK FORCE/CIO REPORT 2. TPPC Membership Discussed moving the meeting to the first Thursday of the and roles of month. Next meeting will be Oct. 2nd. members Went over membership and refined it 3. TPPC Charter Discussed changes to the charter. Members will send additions/changes to Wendy so she can update before the Oct. 2 meeting. 4. Implementation Don will send out in the next week plan updates - Definition of Digital Literacy

1 Technology Policy and Planning Committee Los Angeles Community College District City • East • Harbor • Mission • Pierce • Southwest • Trade-Tech • Valley • West 5. Measure J Update See update that is attached - Working on easy way for students to reset their password. Jorge will do a demo at Oct. 2 meeting. When colleges adopt the standard, they will be able to move video conferencing from one room to another. One card enterprise has been deployed at all the colleges. Ready for colleges to start activating. They receive the data from SAP HR. Testing the system to turn it into role based access. Testing right now, not in production yet. Video Analytics has not been deployed yet. All video systems have the capability to look at the system and playback the video. Through the system, the camera will be able to follow a certain person. Don brought up that there may be some privacy concerns and the fact that there should be some kind of policy regarding this.

Standard, control places where there are large number of people who need access.

Data Center shut-down on Sunday 3:00 AM-2:00 PM. Working on making it more green and reliable.

Will start moving enterprise equipment to Valley College - back-up will be there. There will still be constraint with bandwidth. Board said we can procure a router using bond fonds. And we will be monitoring usage for 12 months.

6. SIS In late July, 2014, a go/no-go readiness assessment was conducted with the technical leads from both Ciber and the ESC Information Technology (IT) Department followed by a meeting with the two Project Sponsors to determine if the project was on target to launch earlier than the original contract agreement. The readiness assessment disclosed that even though the team worked aggressively to shorten the delivery date by 12 months, it was determined that the project fell about 3 to 5 months short of schedule to meet the accelerated deployment date. The project team was disappointed that they were not able to shorten the project timeline but are proud of the fact that the project is about 9 months ahead of schedule to meet the contractual full system go-live date of fall 2016. Due to the team’s effort to launch early, the project team has completed core configuration for the five main modules: Admissions, Financial Aid, Student Financials, Student Records and Academic Advising. Returning to the original deployment schedule provides the project team with additional time to conduct extra unit, system and performance testing and to enhance end-user training. The reasons for missing the accelerated schedule are due 2 Technology Policy and Planning Committee Los Angeles Community College District City • East • Harbor • Mission • Pierce • Southwest • Trade-Tech • Valley • West to a series of items. The major items include procurement delays, the delay in configuring several interfaces to third party solutions, data migration scale (several million records need to be converted and validated) and the development of key modifications that have been identified by the business users. Returning to the original project timeline in 2016 does not increase the cost of the project. For the next four to five months, the configuration team will direct their efforts in designing and developing the approved modifications, interfaces, workflows and reports.

ITEMS FROM THE FLOOR Need comments on the standards sent out. Already been Send comments to Wendy 8. Process Mapping approved at DTC. to be voted on Oct. 2 Standard meeting 9. Smart Classroom Need faculty volunteers to update this standard as well as standards and training faculty training standard.

10. DTC update DTC is scheduled a meeting with buildLACCD regarding the need for greater bandwidth. There is discussion about how much more bandwidth will be needed with the new SIS. They have not started following the usage yet. There is concern about the validity of the data. According to the buildLACCD data, by the year 2020 Southwest would have a great bandwidth need than Pierce. Seems to be a discrepancy in the data that was presented. According to the report Pierce is at 35% bandwidth usage, so we are not even close to using all of its bandwidth.

Conitinuity and Emergency Need feedback, regarding what systems we need after an Preparedness Standard emergency.