Information Technology Commission (ITC)

Brandon Ray, Chair Eva Smith, Communication Officer Camella Morgan, Chair-Elect Mike Potter, Past Chair

October 21-22, 2015 South Puget Sound Community College Joint Meeting with ITC and eLearning Council

Minutes

October 21, 2015

7:30am Coffee/Networking This was a joint meeting between ITC and eLearning Council. Officers for eLearning are Christoper Soran, ELC Chair and Lisa Chamberlain, ELC Chair Elect.

8:00am Call to Order/Announcements (Christopher Soran, Tacoma; Lori Casile, SPSCC) Called to Order by ITC Chair Brandon Ray and ELC Chair Christopher Soran. 8:15am Business Meeting (Christopher Soran, Tacoma)

A. Introductions/Ice Breaker Ann Garnsey Harter introduced a table team building activity. Each team was made up of eLearning and ITC members. The table goal was to create the tallest structure using Tinker Toy kits.

B. Agenda Review

9:00am Microsoft Update (Taylor Kao and Carl Sweetland, Microsoft) Taylor Kao ([email protected]) and Carl Sweetland, Account Technology Strategist ([email protected]) gave a presentation on Changes in Educational Licensing (October 2015): https://mix.office.com/watch/wmq8e0suu9t5. The document handout-ITC- 20151020-MicrosoftResources.docx is available on the ITC Sharepoint site.

Taylor and Carl demonstrated a couple of new tools for use in the classroom. Office Mix and Microsoft Sway.

Office Mix: Creates interactive presentations. ● It currently only works on Windows PCs with Office 13 or above. ● There is a new MS Plug-in to Powerpoint that allows the instructors to flip the classroom. ● Can post to the cloud and send the URL out. ● Can keep track of how people use the presentation and whether students actually view. ● Can add exercises and questions into the presentation, or video content like Khan Academy, etc.. ● Can also add audio tracks to the presentation; as slides are rearranged, the audio follows the slide and does not need to be re-recorded. ● Quizzes also tie to the Canvas gradebook and can be automatically graded by Canvas. ● Notes can be viewed while doing the presentation. ● For additional information, see http://www.mixforteachers.com/

Office Mix also has a feature to implement captioning. (The MS rep had not done that yet so could not demo, but a couple of other folks in attendance have used it).

Sway: Allows you to create and organize interactive content. Create slideshows and video content.

9:30am President’s Welcome Dr. Timothy Stokes, President of SPSCC, gave a welcome message.

9:40am Microsoft Update (Taylor Kao, Microsoft) Taylor Kao talked about Office Pro+ Benefit that faculty and staff can download for free and changes in Office 365: ● Pro+ is free for students, faculty and staff. ● Up to 15 copies - 5 per device type. ● More features are becoming available in O365 for free.

New plan for education. ● No longer have to purchase for archiving. ● Data Loss Prevention is available. ● Rights management services. ● Unified messaging now free to get voice mail into email. ● Office 365 Education Plus on the portal. ● Skype for Business still has a charge. ● New features are being slowly incorporated into Office 365. All features should be in effect by November 1st. Will see “Office 365 for Education” in the portal. ● No impact to Powershell scripting or other provisioning.

Free SKUs to Request: ● Project Online ● Office Azure RMS ● Azure Active Directory Basic ● Exchange Plan 1 Alumni SKU -- does not cover OneDrive

minutes-ITC- 20151021-SPSCC Page 2 of 12 Gary K. asked about Azure Active Directory Premium. It’s $.22 per student per month; $.55 per faculty/staff per month. He would like to have the bi-directional synchronization as a free feature.

Discussion about Azure Active Directory: ● Office 365 identity is already stored there ● Free version is given to everyone ● Basic version is given to EDU at no charge ● Password reset ● Identity Synchronization ● Premium+ ○ Group based access management/provisioning ○ Self Service password reset ○ Multi-factor authentication ○ Company branded pages/Access panel (customization) ● Exchange Online provides Advanced Threat Protection (ATP) ←-- coming soon ○ extra protection for incoming mail

Other Microsoft product updates: ● Yammer - there are some concerns about security, but it is going through changes. Will be updated in the next few months. ● There is a OneClick Banner from Microsoft that we can put on our website to make it easy for students. ● Office 13 is the last box product that MS will produce -- all future will be SaaS. ● MS Roadmap: http://success.office.com/en-us/roadmap. ● Coming soon: ○ NextGen portals which are team sites. It will have channels and ability to organize content. ○ Delve: Content organization tool. ○ Unified Groups ○ Revamp of the OneDrive Sync tool. Will work with personal OneDrive. ○ Skype Translator - universal translator to language ○ Skype for Business for Mac

10:00am Break

10:15am ctcLink Update (SBCTC) Barbara Martin reported on the FirstLink implementation. It didn’t go well, but the efforts at the college are tremendous. They are getting the job done. There are still some underlying issues.

Things that didn’t go well: minutes-ITC- 20151021-SPSCC Page 3 of 12 1. Security ● PeopleSoft is role based security - getting the roles adjusted based on the work is very important and gets complex. ● Colleges can apply roles at the college level, but there is a learning curve to doing that. ● Individual level security around certain aspects of the system. This layer can be complicated. ● Activate Your Account (AYA) - people could not get into their accounts. In active directory there is a password rule that prevented users from accessing the system. ● Cannot use three consecutive letters from their name in their password.

2. Data Conversion ● Data conversion issues touched every aspect of the implementation. Colleges didn’t trust the accuracy of the data. They are verifying accuracy of each student for financial aid. ● Lack of robust testing. No testing with future data. ● Colleges don’t use data the same way. There are some things that do not convert. ● Data cross-walks are needed. ● There were data maps done for conversion. Each college may have some specific maps that need to be done, and there are some things that will not be able to be mapped. ○ Multi-part courses were a problem (i.e., lecture and lab, learning communities, etc.) - everything rolls across to enrollment, waitlists, transcripts, financial aid, course fees, etc… May need to start with courses built in Peoplesoft, not converted from legacy. ○ Deciding what is converted and what is built from scratch will be very important. ○ Testing needs to be done at the college

Lessons Learned for Wave 1 and beyond: SBCTC - Will be having a “Lessons learned” session/debrief from the first wave colleges. This information will be shared with the Wave 1 colleges and WACTC. Some of the lessons are: ● Data Conversion will be the Biggest challenge for the Wave 1 colleges ● Communication needs to be different and better ○ Should have involved the college leadership more in the communication along the way, not just the SMEs ○ Intend to escalate communications to presidents - putting together a cohort for Wave 1. ○ Planning a leadership meeting for Wave 1 to share what is expected and what they should expect. ● Data Conversion and validation

minutes-ITC- 20151021-SPSCC Page 4 of 12 ○ Colleges need to own their data - need to understand the impact of data decisions in the PeopleSoft tool. It will enforce the policy. A lot of decisions need to be made when setting up the data -- yes/no questions only. Does a class have a prereq or not - only Y or N, not maybe. ○ Data conversion and validation will need to be done at the colleges - not just at the state board. ○ State board will not be able to have enough people on the ground ● Training within the systems needs to be better and within the live PeopleSoft system. ○ More up-front training and a focus on the configuration/setup, and why the decisions were made. ○ Will environments be available? Yes, but it’s a building block process, so our data probably won’t be available in a test environment right away. ○ There is a process to converting the data (chicken and egg issue). ● Need to understand business processes. The team is looking at what business processes were most problematic for first link colleges. ○ Very integrated view of the student - doesn’t exist in legacy systems ○ Issues like “who’s going to apply a waiver?” - Current job functions don’t map easily to the new business processes in PeopleSoft. Need to work through these things ahead of time. ● Each college should have hired a full-time project manager to be a single point of contact. Seattle District will hire 4. ● Dennis and Barbara emphasized that the project manager role at the college is CRITICAL for success. The presidents were given a detailed rundown of the FirstLink process and were told this. ● The idea of back-filling has not worked very well - people have had to work lots of overtime. CTC’s need to work within their Unions agreements. ● Is there a likelihood of delay for Wave 1 colleges? Barbara is hoping not, but will have an honest discussion with the colleges. ● Multi/layered part classes will not convert. Examples are clinic, lecture, lab and learning communities. Each college needs to determine what will convert. The fee structure needs to be reviewed also.

Things that are still not working: ● Running start - problems - lifecycle review ● Faculty Workload - flexibility built into the program because every college does something different, but creates a very complicated process

Some things that are working: ● Payroll ● Work is getting done ● 45 people were on site with ctc’s minutes-ITC- 20151021-SPSCC Page 5 of 12

There will be a transition of project management from Barbara Martin to Dennis Colgan. Dennis spoke about the process and answered questions. ● Can we get copies of the data crosswalk? Yes

11:15am ctcLink FirstLink Update (Clay Krauss and Christopher Soran, Tacoma) David O-Neill, Andy Duckworth, Clay Krauss and Christopher Soran talked about the ctcLink project from the college’s perspective. FirstLink Colleges Presentation: https://docs.google.com/presentation/d/1scJy75ne0TTZJZSzFeEHF-LsQyrieVifk69- CnlfTyc/edit#slide=id.p ● David: Single point of contact at the college is absolutely essential. This person needs to know project management as well as the people and the processes of the college. ● Andy: It’s important to have communication across the pillar areas. Pillar leads get together regularly, in constant communication. Need to understand the workflows as they cross the pillars. ○ Publish status (newsletter Inside) every week - at go-live, every day. What’s going on and what it means to you. This eliminates rumors and provides a single point of contact. ○ Make sure issues are transparent ● Data validation - staff need to spend the time necessary to really validate the accuracy of the data before and after conversion. Dirty Data Kills! 8 data validations wasn’t enough. Can’t do enough validation and testing. ● Training - Following waves will be have configured data to work with. Lots of tools. Need to make sure the right people are in the training. Faculty didn’t need much training - it’s pretty intuitive, just need to expose them to the system. ● Take advantage of the training/test system - spend as much time as possible in the system learning it. ● Christopher Soran reported from Spokane District: ○ Business Process Analysis is the most important thing. Analyze current processes and what it will look like in the new system. ○ Canvas and single sign-on authentication - move from CAS authentication to LDAP. Students can log directly in to Canvas with their ctcLink credentials. This relies on the ctcLink authentication servers. ○ Course automation: A few steps involved. Class numbers in ctcLink are different (not Item numbers). The integration didn’t work properly - students weren’t being enrolled in their classes. Settings had to be tweaked in ctcLink. Switched to GoldenGate for the automation to get consistency ○ No per credit capped fees within PeopleSoft feature - fee changes had to be taken to the BOT to change fees.

minutes-ITC- 20151021-SPSCC Page 6 of 12 ○ Course information screens -- eLearning support staff needed to have access to these screens to troubleshoot issues. Instruction mode ties into the per credit fees. Integration was set on fee code in legacy system. ○ Support for students: Got teeshirts and staged people around campus with mobile computers to help students around campus and within the computer labs. ● Clay Krauss: ○ Tier 1 ctcLink Support: Originally intended it to be the college side of things and activating account. Issues encountered had a lot to do with data (birthdays, names, etc.). ○ Tier 2 support was sent to SBCTC service desk. However, some Tier 2 support did need to be addressed locally. (security roles, business process). ○ TCC Custom Applications: Apps developed in house - had to determine which ones to keep ○ Legacy data store vs. Goldengate ○ Unique ID conversions: SID for Faculty/Staff/Students ----> Empl ID ○ ctcLink Security Process was the biggest challenge ● Granting/restricting access to users in ctcLink ● Ended up over-provisioning, and now pulling back some permissions ● Don’t go into this ad hoc. Map the security process out ahead of time. Need to understand the “security business process” with roles, responsibilities, triggers, activities, etc. --

Final thoughts: This is a statewide collaborative system. There needs to be a governance process to make knowledgeable decisions in a collaborative way. Issues need to be identified, policies and practices need to be put in place to make decisions. Dave has encouraged Mike S. and others to put those processes in place now.

Q&A with the FirstLink Colleges: Question about Tiers: How were business process issues identified and addressed in support? ○ A: there will be a lot of unlearning and relearning. Get through as many of the business processes as possible up front, you will revisit them several times. ○ A: original plan of being liaison for students didn’t work out - needed to improvise Data - Birthdays: How much and why did it fail. Recommendation for mitigation? ○ A: Missing birthdays and wrong birthdays. Minor issue, but needed to be escalated to 2nd tier. ○ A: Names were the official payroll name -- so people didn’t know what to log in with. Tier 1 support should know about and trained on the possible problems so they can address them.

Question about Security Roles: Will there be an official mapping of the roles shared?

minutes-ITC- 20151021-SPSCC Page 7 of 12 ○ A: Currently can’t see roles at the college. Tickets are in to SBCTC to get a query of current roles and authority at the college to manage them (currently have to go to the state board) ○ A: 30% of the problems turned out to be security. Need to configure the roles and give the colleges significant training on how to manage them.

11:45pm Lunch

1:00pm Joint Commission and Council Reports

A. Business Affairs Commission – Scott Towsley (ITC) Written report to be provided.

B. Student Services Commission – Brian Culver (ITC) Brian talked about some of the software tools that the SSC are looking at collaborative contracts. ○ Civitas - http://www.civitas.com ○ Campus Clarity ○ CRM solution - Salesforce ○ Accessibility Guidelines - cross coordination?

C. Instruction Commission – Joyce Loveday (ELC) Written report to be provided.

D. Library Leadership Council – Tim Fuhrman (ELC) Tim Fuhrman reported. Fall meeting at Bellevue College last week. ELMA projects (ctcLink for libraries). Washington Community and Technical College Library Consortium. New consortium, ORCA goes away. Guy Hollingbury will initially be project manager from SBCTC. The consortium will hire a PM. Libraries are cleaning up their records. Open Education Resource group will be putting together a mini-conference in Centralia in collaboration with ELC.

E. WACTC/Budget Committee – Michael Taylor (ITC) Written report to be provided.

F. WACTC/Ed Services Committee – Mike Stocke (ITC) Mike announced that Pierce College will host a meeting about Civitas. (June) Work plans had to be submitted and approved. 35 BAS degrees at 15 college - ahead of schedule. Many of these are IT degrees. Mike will share work plans.

minutes-ITC- 20151021-SPSCC Page 8 of 12 G. WACTC/Tech Committee – Brandon Ray (ITC) Dr. Ely - Committee was shocked by the ctcLink implementation at FirstLink colleges. Presidents were told that none of the six critical functions were working. ○ Financial Aid - none had been awarded since July ○ Issues of data from FAM to Oracle ○ Payroll checks were not accurate for some employees ○ Biggest issue at Green River is enrollment is down, and can’t afford a hit to enrollment. ○ Major dysfunction in the conversations - perspectives didn’t match data. Black hole of communication. Stress levels high. Turnover at the state board and at the college. Concern about burnout. ○ 90 day stabilization - ⅔ way through and there are still issues. ○ Best lessons learned - things have to be transparent. The SBCTC and the colleges. The SBCTC should be using the experts at the college. Pushing for an October start date because of the timing with fall quarter.

2:00pm Break Out Discussion - Accessibility: What works? What doesn’t? Accessibility Discussion Challenges: ● culture of accommodations vs. accessibility. ● funding/resources ● attitudes - resistance, what’s in it for me, I don’t need to deal with it until I have a student with needs

How do we overcome these? ● Bellevue has an accessibility task force and a great track record. The policy is aspirational, but not really practical. Worked on processes to support accessibility. ● When purchasing software, there needs to be an accommodation plan for every purchase. This doesn’t require that the software meet all of the requirements, but in order to meet requirements for purchase, there should be a plan. ● eLearning discussions have been around incremental improvements rather than setting definitive goals. Help faculty with training and awareness. Start with the accessible syllabus. ● Create an accessible IT workgroup with representation of all stakeholders. ● Listserv at the UW - “DO IT” center. ● State Board is creating a tool for Canvas that will check accessibility if course content ● Raise awareness among faculty ● Similar to Open Course Library - now that faculty are more aware, they are making changes

2:30pm Break

minutes-ITC- 20151021-SPSCC Page 9 of 12 2:45pm - Break Out Discussion - Aligning work plans and collaboration opportunities ● eLearning ○ accessibility ○ data analytics ○ professional development ○ Data analytics and professional development have common opportunities

● Way forward? ○ Identify areas of collaboration? ○ Should ELC have a rep to ITC? ○ Data Analytics? (May be too hard to do - should we start with something easier?)

3:00pm - Group Discussion about conferences

A. What conferences are worth attending?

○ Educause (National and Regional) ○ InstructureCon ○ STEMTech League for Innovation ○ Washington Building Bridges Conference ○ Northwest eLearn ○ Quality Matters ○ Assessment Teaching and Learning ○ OpenEd Conference ○ World eLearn ○ HEUG Alliance (in Seattle this Year) - Oracle PeopleSoft ○ CanvasCon (faculty driven) ○ Annual International Technology and Persons with Disabilities Conference. It is hosted by California State University Northridge so is informally referred to as “the CSUN conference.” The 2016 conference site can be found here http://www.csun.edu/cod/conference/2016/sessions/ ○ 2016 Annual CSUN Conference, March 21 to March 26, 2016 in Manchester Grand Hyatt Hotel, San Diego, CA http://www.csun.edu/cod/conference/2015/sessions/index.php/public/conf_sessio ns/

B. Funding models – how do you send people? How do you prioritize who gets go and where? ○ Annual master plan for professional development. ○ Cost is a factor.

minutes-ITC- 20151021-SPSCC Page 10 of 12 C. Cross training – How do you share information that was learned? ○ Send teams to conference. ○ Panel presentation. ○ IT & eLearning could work more closely around Canvas.

D. What sessions do people want to see? Actions to make this happen: ○ eLearning Council will put together ideas for proposals related to Canvas APIs ○ Work together to put together proposals that address eLearning and IT

3:30pm Lightning Rounds (Q & A)

A. Learning Management Systems and LTIs – Christopher Soran (Tacoma) ○ LTIs plug into learning management systems (open API) ○ Vendors provide them ○ They can be built custom ○ Examples: UDOIT tool, Films On Demand ○ UDOIT - Universal Design Online Inspection Tool https://centralia.hosted.panopto.com/Panopto/Pages/Viewer.aspx?id=eb3a8658- de67-4ed9-8d08-3de3756b7720

4:00pm Adjourn

October 22, 2015 7:30am Coffee/Networking

8:00am Call to Order/Announcements (Brandon Ray, Lower Columbia) Introductions were made again for the new members who were present.

8:05am Accessibility Presentation (Brandon Ray, Lower Columbia Brandon presented an Overview of Accessibility Issues. Presentation - Overview of Accessibility Issues is named slides-ITC-20151020-AccessibilityIssues.pptx and available on the ITC Sharepoint site.

The following handouts are available on the Sharepoint site. ● handout-ITC-20151020-AccessibilityResources.docx ● handout-ITC-20151020-PCC_AccessibilityQuickGuide.pdf ● handout-ITC-20151020-PCC_OnlineAccessibilityHandbook.pdf ● handout-ITC-20151020-PCC_WhoIsResponsibleForAccessibility.pdf minutes-ITC- 20151021-SPSCC Page 11 of 12

8:30am - Security Council Discussion ● Lucas is no longer the chair. The group has 1 or 2 goals for this year and a charter. ● Timeline is for the group to meet next in November. ● Educause conference on security in April in Seattle. We will try to coincide our meetings. ● Council should have a representative from each college. Evelyn Hernandez at Olympic will take responsibility for getting the list of reps together. Ken Nied has created a mail list.

There was discussion about security and support from the state risk manager. SPSCC is doing a project with DES about HIPPA processes and liability. This information will be shared at the end of the year.

9:00am Active Directory Federated Services and Single Sign On (Brandon Ray) Brandon shared Lower Columbia College’s experience setting up ADFS and getting it to work with 25Live and CampusClarity. Documentation for these applications can be found here: http://lcc.ctc.edu/demo/projectlid/lccADFS

9:15am - IT Committees Break Out/Work Planning

10:30am - Lunch

11:00am - IT Committees Report Back Written reports to be provided.

12:00pm - Approve Minutes

12:05pm - Adjourn

Next Meeting:

December 10 and 11 at Everett Community College

minutes-ITC- 20151021-SPSCC Page 12 of 12