RESEARCH AND EDUCATIONAL TECHNOLOGY COMMITTEE (R&E) MEETING NOTES Thursday, December 16, 2010

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1 RESEARCH AND EDUCATIONAL TECHNOLOGY COMMITTEE (R&E) MEETING NOTES Thursday, December 16, 2010 Attendees: Jon Bass, Brad Englert, Jim Kerkhoff, Russell Poldrack, Paul Resta, Susan Wyatt Sedwick, Dan Stanzione, Michael Sweet Guests: Mark Jacaman, Scott Richardson Absent: Anitesh Barua, Dennis Dillon, John Ekerdt, Catherine Hamer, Bruce Porter, Samuel Scarpino, Joe TenBarge Executive Summary The committee began its meeting remembering member Gary Chapman, senior lecturer at the LBJ School and expert in Internet and technology policy, who passed away on Tuesday, December 14. He will be missed. The bulk of the meeting was spent wrapping up the classroom technology discussion. Three tiers of general purpose classrooms were identified: auditorium, standard, and seminar, and guidelines were created for projection and connection capabilities. The committee also endorsed the decision to consolidate computer repair services between the ITS Drop-Off Service and the Campus Computer Store. Migration of Drop-off Service Endorse Mark Jacaman presented the decision to consolidate computer repair services between the ITS Drop-Off Service that is offered in FAC and the Campus Computer Store, also in the FAC. The Drop-off Service has a very small customer base and does not offer any benefit or additional service that the Campus Computer Store cannot provide. Data recovery will be provided by the Campus Computer Store. Also, the hardware repair service that is used by several departments on campus and is offered through the University Data Center will remain available. Drop-off Service staff will be reallocated to focus on ITS Help Desk work. This decision was endorsed by the ITS Student Advisory Committee. R&E also endorsed the decision. Decision Unanimous endorsement to consolidate computer repair services between the ITS Drop-Off Service and the Campus Computer Store. Minimum Computing/IT Standards: Staff Computing Recommendations Update Scott Richardson and Mark Jacaman presented the staff hardware configuration recommendations made by the systems management governance group. The configurations were developed with input from 14 campus units. The configurations are not minimum standards, but instead are options available to provide savings to units across campus who will be purchasing new computers for staff. The options are all Dell computers, and there are several configuration and packages available. The systems management governance group will revisit and revise the options and keep the IT Architecture & Infrastructure Committee updated on a quarterly basis. R&E committee members asked about possible benefits to offices that have mostly Macintosh computers. Recommendations for Macintosh computers have not yet been made but are next on the list for the systems management governance group to investigate. R&E approved adoption of the recommendations for staff Windows computers. They requested a total cost of ownership and policy statement of what should be done with these recommendations be drafted. Jim Kerkhoff and Paul Resta volunteered to review the total-cost-of-ownership document. Decision Endorsement of staff Windows computing recommendations. Action Items

2 Draft policy statement for what should be done with the staff computing recommendations as well as a total-cost-of-ownership statement that includes Macintosh and virtual desktop alternatives. (Mark Jacaman and IT governance support staff) Review total-cost-of-ownership document when it is available. (Jim Kerkhoff and Paul Resta) Minimum Standards: Classroom Technology Discuss The committee resumed the classroom technology discussion started in the September meeting and continued in the November meeting. Jim Kerkhoff reported on the discussions held in the Classroom Technology Committee regarding tiers of classrooms. There are approximately 800 classrooms on campus. Classroom technology standards would be easiest to apply to the approximately 200 general purpose classrooms available for all faculty to use. The following three tiers of general purpose classrooms were identified by the Classroom Technology Committee: 1. Auditorium style classroom with sloped or stepped floor, fixed seats, accommodate people 2. Standard classroom with flat floor, encompassing a variety of sizes 3. Seminar classroom, a table with seating for ~20 people In addition to general purpose classrooms, departments may have other classroom styles, such as laboratories or studios, and departments will need to make decisions about these classrooms according to their specific instructional needs. R&E identified the following recommendations for general purpose classrooms: 1. Projector with screen or large-screen monitor, 1024x768 resolution with VGA connector. 2. Laptop connection, including network, power, and connection to A/V. Survey data was requested for how often computers dedicated to general purpose classrooms are used. 3. Document camera with no specific features or specifications. This is a functional standard. 4. Control system. Creston is the prevalent system on campus. The committee also discussed environmental guidelines and standards as well as power in the classroom. These issues were tabled as Brad Englert has been working with Steve Kraal, Senior Associate Vice President for the Office of Campus Planning & Facilities Management. Brad will continue to work with Dr. Kraal and will report back to R&E as information becomes available. The committee will pick up the discussion with network availability, video conferencing, and lecture capture in the next meeting. Action Items Prepare standards and recommendations document per committee discussion (Dan Stanzione and IT governance support staff). Minimum Standards: Network Access/Allocations Discuss This topic was not discussed due to time constraints. It will be a topic for discussion at the joint AIC/R&E meeting in January. Topics for Joint AIC/R&E Meeting R&E will join the IT Architecture and Infrastructure Committee (AIC) for a special joint meeting on January 11, 2011, at 3 p.m. in FAC 228D to discuss the following items: Network access Data storage

3 Topics for Next R&E Meeting Network availability in classrooms Video conferencing Lecture capture Meeting handouts follow.

4 Drop-Off Service Closure Proposal Since opening the drop off service we have continued to see declining numbers, and are not covering our costs. In addition to that, the Campus Computer Store now offers the same service. DOS Annual Revenue Salary Costs FY0708 $ 29, $ 30,000 FY0809 $ 24, $ 30,000 FY0910 $ 18, $ 35,000 Service Drop Off Campus Computer Best Buy Service Cost Store Cost Diagnostic Fee $15 $30 $129 Clean Installation $65 $69 $299 Clean Installation $90 $99 $299 with Data Backup Software $35 Included with provided Included Installation media Hourly Rate $65 $80 unknown Data Recovery Hourly Rate TBD Not offered Hardware repair Not offered Hourly Rate $299 DOS Shutdown Communication Plan Week of 10/25: Tell Jason Long Let all tier 2 staff know of the change Meet with Liz Week 1 post approval: Have in person meeting with all SLs/DOS staff to let them know what is happening, when and what they re options are. to tier 1 about the change (send to Mark for review) to Campus Computer Store manager that we have announced it and will begin directing folks their way. Week 2: Let all US staff know of the change

5 Begin communication with current customers at check in/out that the service will close. Week 3: all former customers about service change and alternate offerings Update DOS website to show closure date Communicate to it-talk about HDD service change (if needed) Post signs at DOS about campus computer store services and alternate HDD location Week of closure: Contact all customers with machines still in house about service closure Continue telling all customers on check in/out about closure date Week of after closure: Update website to show closure and alternate option Update signs at DOS window Wrap up any closure tasks

6 UT Austin Computer System Specs v.3 (proposed) - Desktop Systems Ma of 4 12/9/ :47 AM These configurations are the proposed hardware standards from Dell for staff at the University of Texas at Austin. These configurations have been developed with the input from 14 campus units. For upgrade options and upgrade pricing, please see this spreadsheet provided by Dell. Cost Benefits of UT Standards vs Premier Price when ordering comparable system Description Premier Price UT Standards Price Difference OptiPlex 980 (base config) $ $ % OptiPlex 380 (base config) $ $ % OptiPlex 980 (advanced config) $1, $ % Latitude E6410 (base config) $1, $1, % Latitude E6410 (advanced config) $1, $1, % Standard Desktop Optiplex 980 SFF (or equivalent): - (Recommended for an administrative system - word processing, web browsing, spreadsheets, , etc.) Operating System - Genuine Windows Vista Home Basic Service Pack 2, No media, 32, English (the intent here is to save the $85 charge for a premium OS- our MS campus agreement is for W7 upgrade licensing, so if a valid MS product license is present we can install W7) Processors - Intel Core i3 Dual Core Processor 540 with VT (3.06GHz, 4M) Upgrade Option: Intel Core i5 Dual Core Processor 670 with VT (3.46GHz, 4M) with vpro Technology Power Supplies - Up to 88 Percent Efficient Power Supply Memory - 2GB DDR3 Non-ECC SDRAM, 1333MHz, (1 DIMM) Upgrade Option: 4GB DDR3 Non-ECC SDRAM, 1333MHz, (2 DIMM) Video Card -Integrated Intel Graphics Media Accelerator HD, DisplayPort/ VGA Upgrade Option: 256MB ATI RADEON HD 3450 (2 DVI /1 TV-out), Low Profile Monitor - None Upgrade Option 1: Dell Professional P2010H 20in HAS Wide Monitor, VGA/ DVI Upgrade Option 2: Dell Professional P in HAS Wide Monitor, VGA/ DVI/ DP Keyboard - Dell QuietKey Keyboard Mouse - Dell MS111 USB Optical Mouse Boot Hard Drive - 160GB 7,200 RPM 3.5" SATA, 3.0Gb/s Hard Drive with NCQ and 8MB Cache Upgrade Option: 250GB 7,200 RPM 3.5" SATA, 3.0Gb/s Hard Drive with NCQ and 8MB Cache Removable Media Storage Device - 8X Slimline DVD+/-RW Roxio Creator CyberlinkPowerDVD Speakers - none Upgrade Option: Dell AX510 Sound Bar for all UltraSharp Flat Panel Displays (Black) Hardware Support Services - 4 Year Basic Limited Warranty and 4 Year NBD Onsite Service Keep Your Hard Drive - 4 Years Optiplex 380 SFF (Alternate for pricing): (Recommended for an administrative system or public system - word processing, web browsing, spreadsheets, , kiosk functionality, etc.)

7 UT Austin Computer System Specs v.3 (proposed) - Desktop Systems Ma of 4 12/9/ :47 AM Operating System - Genuine Windows Vista Home Basic Service Pack 2, No media, 32, English (the intent here is to save the $85 charge for a premium OS- our MS campus agreement is for W7 upgrade licensing, so if a valid MS product license is present we can install W7) Processors - Intel Pentium Dual Core E5400 with VT (2.70GHz, 2M, 800MHz FSB) Upgrade Option: Intel Core 2 Duo E7500 with VT (2.93GHz, 3M, 1066MHz FSB) Power Supplies - Up to 90 Percent Efficient Power Supply Memory - 2GB DDR3 Non-ECC SDRAM, 1333MHz, (1 DIMM) Upgrade Option: 4GB DDR3 Non-ECC SDRAM, 1333MHz, (1 DIMM) Video Card -Integrated Video, Intel GMA 4500, VGA Upgrade Option: 256MB ATI RADEON HD 3450 (2 DVI /1 TV-out), Low Profile Monitor - None Upgrade Option 1: Dell Professional P2010H 20in HAS Wide Monitor, VGA/ DVI Upgrade Option 2: Dell Professional P in HAS Wide Monitor, VGA/ DVI/ DP Keyboard - Dell QuietKey Keyboard Mouse - Dell MS111 USB Optical Mouse Boot Hard Drive - 250GB 7,200 RPM 3.5" SATA, 3.0Gb/s Hard Drive with NCQ and 8MB Cache Upgrade Option: 320GB 7,200 RPM 3.5" SATA, 3.0Gb/s Hard Drive with NCQ and 16MB Cache Removable Media Storage Device - 8X Slimline DVD+/-RW Roxio Creator CyberlinkPowerDVD Speakers - none Upgrade Option: Dell AX510 Sound Bar for all UltraSharp Flat Panel Displays (Black) Hardware Support Services - 4 Year Basic Limited Warranty and 4 Year NBD Onsite Service Keep Your Hard Drive - 4 Years Advanced Desktop Optiplex 980 SFF (or equivalent): (Recommended for data manipulation/analysis, resource intensive applications, i.e., CAD applications, multimedia, analytical tools, software development tools, etc.) Operating System - Genuine Windows 7 Professional, No Media, 64-bit, English (memory increase requires selecting 64 bit OS unless we can make other arrangements with Dell for Vista Home Basic) Processors - Intel Core i5 Quad Core Processor 750 (2.66GHz, 8M) Upgrade Option: Intel Core i7 Quad Core Processor 870 with VT (2.93GHz, 8M) Power Supplies - Up to 90 Percent Efficient Power Supply Memory - 4GB DDR3 Non-ECC SDRAM, 1333MHz, (2 DIMMS) Upgrade Option: 8GB DDR3 Non-ECC SDRAM, 1333MHz, (4 DIMM) Video Card -256MB ATI RADEON HD 3450 (2 DVI /1 TV-out), Low Profile Upgrade Option: 512MB NVIDIA Quadro NVS 420 (Quad DVI Adapter), Low Profile Monitor - None Upgrade Option 1: Dell Professional P2010H 20in HAS Wide Monitor, VGA/ DVI Upgrade Option 2: Dell Professional P in HAS Wide Monitor, VGA/ DVI/ DP Keyboard - Dell QuietKey Keyboard Mouse - Dell MS111 USB Optical Mouse Boot Hard Drive - 250GB 7,200 RPM 3.5" SATA, 3.0Gb/s Hard Drive with NCQ and 8MB Cache Upgrade Option: 500GB 7,200 RPM 3.5" SATA, 3.0Gb/s Hard Drive with NCQ and 16MB Cache Removable Media Storage Device - 8X Slimline DVD+/-RW Roxio Creator CyberlinkPowerDVD Speakers - none Upgrade Option: Dell AX510 Sound Bar for all UltraSharp Flat Panel Displays (Black) Hardware Support Services - 4 Year Basic Limited Warranty and 4 Year NBD Onsite Service Keep Your Hard Drive - 4 Years Standard Laptop Latitude E6410 (or equivalent):

8 UT Austin Computer System Specs v.3 (proposed) - Desktop Systems Ma of 4 12/9/ :47 AM Operating System - Genuine Windows 7 Professional, No Media, 32-bit, English Processors - Intel Core i5-520m (2.4GHz, 3M cache) with Turbo Boost Technology Upgrade Option: Intel Core i5-580m (2.66GHz, 3M cache) with Turbo Boost Technology vpro - Intel vpro Technology s advanced management features Battery - 9-cell (90Wh) Lithium Ion Battery Battery Warranty - 2 Years Extended Battery Service for Years 2 and 3 of System Life Memory - 2.0GB, DDR SDRAM, 1 DIMM Upgrade Option: 4.0GB, DDR SDRAM, 2 DIMMS Networking - Intel Centrino Advanced-N a/b/g/n Half Mini Card Graphics - Intel HD Graphics LCD " UltraSharp WXGA+(1440x900) Anti-Glare LED with Premium Panel Guarantee Extra Monitor - None Upgrade Option 1: Dell Professional P2010H 20in HAS Wide Monitor, VGA/ DVI Upgrade Option 2: Dell Professional P in HAS Wide Monitor, VGA/ DVI/ DP Keyboard - Internal Standard English Keyboard Upgrade Option: Internal Backlit English Keyboard Boot Hard Drive - 250GB 7200rpm Hard Drive Upgrade Option: 250GB 7200rpm FIPS Encrypted Hard Drive Dock - E-Port Plus, dock adds dual digital display and legacy port support Media Storage Device - 8X DVD+/-RW w/roxio and Cyberlink Power DVD Webcam - Light Sensitive Webcam and Noise Cancelling Digital Array Mic Hardware Support Services - 4 Year Basic Limited Warranty and 4 Year NBD Onsite Service Keep Your Hard Drive - 4 Years Advanced Laptop Latitude E6510 (or equivalent): Operating System - Genuine Windows 7 Professional, No Media, 64-bit, English Processors - Intel Core i7-620m (2.66GHz, 4M cache) with Turbo Boost Technology Upgrade Option: Intel Core i7-640m (2.80GHz, 4M cache) with Turbo Boost Technology vpro - Intel vpro Technology s advanced management features Battery - 9-cell (90Wh) Lithium Ion Battery Battery Warranty - 2 Years Extended Battery Service for Years 2 and 3 of System Life Memory - 4.0GB, DDR3-1333MHz SDRAM, 2 DIMMS Upgrade Option: 8.0GB, DDR3-1333MHz SDRAM, 2 DIMMS Networking - Intel Centrino Advanced-N a/b/g/n Half Mini Card Graphics - Intel HD Graphics LCD " UltraSharp WXGA+(1440x900) Anti-Glare LED with Premium Panel Guarantee Extra Monitor - None Upgrade Option 1: Dell Professional P2010H 20in HAS Wide Monitor, VGA/ DVI Upgrade Option 2: Dell Professional P in HAS Wide Monitor, VGA/ DVI/ DP Keyboard - Internal Standard English Keyboard Upgrade Option: Internal Backlit English Keyboard Boot Hard Drive - 250GB 7200rpm Hard Drive Upgrade Option 1: 250GB 7200rpm FIPS Encrypted Hard Drive Upgrade Option 2: 500GB 7200rpm Hard Drive Dock - E-Port Plus, dock adds dual digital display and legacy port support Media Storage Device - 8X DVD+/-RW w/roxio and Cyberlink Power DVD Webcam - Light Sensitive Webcam and Noise Cancelling Digital Array Mic Hardware Support Services - 4 Year Basic Limited Warranty and 4 Year NBD Onsite Service Keep Your Hard Drive - 4 Years

9 UT Austin Computer System Specs v.3 (proposed) - Desktop Systems Ma of 4 12/9/ :47 AM

10 PROPOSED STAFF HARDWARE PURCHASING STANDARDS UPGRADE PRICING DESKTOPS OptiPlex 980 (base config) Intel Core i5 Dual Core Processor 670 $ GB DDR3 Non-ECC SDRAM, 1333MHz, (2 DIMM) $ MB ATI RADEON HD 3450 $59.94 Dell Professional P2010H $ Dell Professional P2210 $ GB 7,200 RPM 3.5" SATA $8.10 Dell AX510 Sound Bar $23.49 OptiPlex 380 (base config) Intel Core 2 Duo E7500 with VT (2.93GHz, 3M, 1066MHz FSB) $ GB DDR3 Non-ECC SDRAM, 1333MHz, (2 DIMM) $ MB ATI RADEON HD 3450 $59.94 Dell Professional P2010H $ Dell Professional P2210 $ GB 7,200 RPM 3.5" SATA, 3.0Gb/s Hard Drive with NCQ and 16MB Cache $6.48 Dell AX510 Sound Bar $23.49 OptiPlex 980 (advanced config) Intel Core i7 Quad Core Processor 870 $ GB DDR3 Non-ECC SDRAM (requires OS upgrade to 64-bit (included in upgrade price) $ Dell Professional P2010H $ Dell Professional P2210 $ MB NVIDIA Quadro NVS 420 $ GB 7,200 RPM 3.5" SATA $14.58 Dell AX510 Sound Bar $23.49 Page 1 of 2

11 PROPOSED STAFF HARDWARE PURCHASING STANDARDS LAPTOPS Latitude E6410 (base config) Intel Core i5-580m $82.00 Internal Backlit English Keyboard $ GB, DDR SDRAM (2 DIMMS) $69.70 Dell Professional P2010H $ Dell Professional P2210 $ GB 7200rpm FIPS Encrypted Hard Drive $57.40 Complete care $89.38 Latitude E6410 (advanced config) Intel Core i7-640m $41.00 Internal Backlit English Keyboard $ GB, DDR3-1333MHz SDRAM, 2 DIMMS (requires OS upgrade to 64-bit (included in upgrade price) $ Dell Professional P2010H $ Dell Professional P2210 $ GB 7200rpm FIPS Encrypted Hard Drive $ GB 7200rpm Hard Drive $ Complete care $89.38 Page 2 of 2

12 Campus Contributors - Purchasing Standards for Dell Desktops Laptops College, Unit, or Department Representative 1 Center for Electromechanics Shannon Strank 2 Cockrell School of Engineering Ben Miller 3 College of Communication Khaled Jaber 4 College of Fine Arts Bradley Johnston 5 College of Pharmacy Oliver Gomez 6 Continuing Education Division of Continuing Education, Continuing and Innovative Education Messan Quevison 7 Department of Aerospace Engineering and Engineering Mechanics, Cockrell School of Engineering Scott Messec 8 Department of Geological Sciences, Jackson School of Geosciences Adrian Huh 9 Information Technology Services Mark Jacaman 10 Information Technology Services Scott Richardson 11 Information Technology Services William Jackson 12 LBJ School of Public Affairs Caren Troutman 13 Office of Admissions Tom Yu 14 School of Law Charles Meetze 15 University of Texas Libraries Chris Carter 16 University Operations Patty Quick 17 University Operations Bob Murray Page 1 of 1

13 Minimum Standards Classroom Technology The R&E Committee agreed to review and perhaps endorse standards around classroom technology, to be proposed via the Classroom Technology Committee, which includes R&E members Joe TenBarge and Jim Kerkhoff. The R&E Committee recognizes that as part of this process, not all classrooms are created equal and not all will require the same management. Substantial leeway in standards may need to be given to special purpose classrooms managed by academic units. With this in mind, the Committee will apply separate standards (or none at all) to three different tiers of classrooms: Centrally managed classrooms shared by multiple units, general purpose classrooms managed by individual units, and special purpose instruction spaces managed by the individual units. (Note: Jim Kerkhoff will provide a more precise definition of these 3 tiers). The areas in which standards will be proposed and reviewed include: 1. Projection systems - At a minimum, this will include a VGA connection for laptop projection. Will this include a resolution definition? 2. Document Camera - Type, capability, and will/won t we include this. 3. Installed Computer Is this a universal requirement? PC and Mac? 4. Amplification Sound system For instructor, for installed computer, line in for portable devices? 5. Black Out Shades 6. Network Availability Wifi and/or 3G and/or wired? At what capacity? (Perhaps defined as capability enabled; sufficient for all students to take an online quiz via Blackboard, or instructor to stream HD video). 7. Lecture Capture While this will be a separate discussion as to what precisely, is it an aspirational goal for all/some fraction of classrooms to support this? 8. Video Conference Same as #7 9. Power per seat - What level of power availability should be in the classrooms; would public power spaces suffice?