Information Technology Committee

February 7, 2005

DRAFT Minutes

Present: Alison Baker, Lowell Ballard, Art Cavanagh, William Gary, Jeff Howlett, Dave Lavis, Stacey Pendleton, Maria Rynn, Steve Sachs, P.D. Scott, Timothy Seaman, Dave Williams

1. Introductions and Committee Overview

2. Status Report on 2004-05 Technology Plan

Dr. Sachs explained the process NVCC goes through to develop our Technology Plan and budget and how it is funded. Each technology fund item was explained.

Instructional Software – Software requests from Division Deans presently totals $62,636. A request has been made to take $1,700 for testing center software from the remaining funds allocated in this category. Approved

Dr. Tardd has requested funds to help with their science building renovations. We won’t be able to complete the generator project this fiscal year so it is requested that some of the money set aside for that project be used to help with Loudoun’s renovation. Approved

3. Report on VCCS Technology Council Action and Projects

Dr. Sachs explained the membership and purpose of the VCCS Technology Council. Items from their January meeting that are of interest to us are:

• AIS – Summer 2006. There was discussion but no action plans.
• The PeopleSoft upgrade is on schedule.
• Videoconferencing – The VCCS previously agreed to put conferencing units on all VCCS campuses to assure uniformity. The present plan is to install units on all 40 campuses this Spring. A decision has not been made regarding what equipment brand to use. The VCCS will equip a conference room and we will be equipping a classroom. We are waiting for the VCCS decision before proceeding with the classroom equipment purchase.
• Blackboard will be upgraded system wide. NVCC will be completed in the Fall.
• Security - The VCCS is working on strengthening network security.
• Alumni System – VCCS is investigating an alumni system that we would have access to.
• System wide Portal – Implementation is planned for March 1. There will be one password for the web and one for IVR. The portal will provide a bridge for individuals to various applications.
• Spending Permissions – Permission is required from the VCCS to spend on items costing more than $100,000 and a Project Manager is required. State level approval is also required if it costs over One Million.
• Student Email – Student email is due to be replaced this summer.

4. New VCCS Technology Planning Process and Schedule

The format for technology plans is still pending. For us to receive approval for any projects they must be in our Technology Plan. Major projects are presently taking 2 years to complete with planning being done in year one and implementation in the second.

The template for the Technology Plan should be to us this month. Our plan is due to be submitted by June 1. It will be reviewed by the VCCS beginning July 1 and funds distributed August 1.

5. Chancellor’s Expectations 2004-2006 (The basis of the NVCC Plan)

The Chancellor’s expectations for 2004-06 were passed out. There were no questions.

6. Requested Input

Dr. Sachs requested input on where we should be making improvements in technology areas.

• We need an interface for electronic transcripts to be sent to GMU. They use Banner.
• A plan is needed for managing printing in order to cut costs.
• A better system is needed for Continuing Education registrations.
• Better use of our telephone technology.
• We need to be able to notify students electronically regarding cancelled classes.
• We should investigate how to provide students with 24/7 services and access to resources.
• We need best practices for using technology in the classroom. Facilities Planning is presently considering what classrooms should look like and how they should be equipped as part of their building planning.

Next Meeting

ITC meetings need to be held monthly. Dr. Sachs will check the VCCS Technology Council timetable and propose a meeting schedule for the rest of this year.