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.