7.9.13 IT Directors Meeting Notes 7.9.13 IT Directors Meeting Notes July 9, 2013 IT Directors IT Directors Meeting: July 9, 2013 Voting Member Area Represented Present (Y/N) Melissa Woo (Meeting Facilitator) UO Campus Technology Council Liaison & Academic Affairs Y Shandon Bates Business Y Dennis Bishop Law Y Jim Bouse Enrollment Management Y Jeff Brown Music and Dance Y Sara Brownmiller- Duncan Barth UO Libraries N Chris Butler Athletics Y Andre Chinn Journalism and Communication Y Garron Hale Arts and Sciences Y Tim Miller Finance and Administration Y Cleven Mmari Student Affairs Y Kevin McGlinchy Campus Operations Y Karl Otto UO Foundation N Gary Sullivan Architecture and Allied Arts Y Jeff Woodbury Education Y Kristin Smith ( ex officio, note-taker) Y Guests: Susan Hilton, Patrick Chinn, Tony Saxman, Helen Chu, Mark McCullough, Kevin Williams
Topic Discussion Action Items IT "Mini-reviews" Projects/Initiatives IS has been asked to conduct "mini IT reviews" for the School of Law and School of A&AA, looking at strategic plans and comparing services to those of peer institutions. This is an attempt to provide an objective look into operations, and assess if there is a match of services provided to the school's direction and needs. These reviews will be as thorough as possible and will look beyond IT, as IT is there to support what the school does. The expectation is that other schools will request this service. When this happens, the first step is a meeting with the administrative level to find out what the goal is for the review. The second step is to meet with the relevant IT director, to determine their goals and how they can be supported. A&AA and SOJC are aligning to make a bulk purchase of Macs if anyone wants to join. Business is placing a Dell order. IS: Network & Telecommunications Services (NTS) is conducting several reviews- Cisco will review our network and provide information on its strength and resiliency. Presidio is providing a program review of NTS, how it is viewed on campus, advantages and disadvantages, and operational effectiveness. They will ask a number of campus stakeholder groups what their needs are on campus. There is wide internal support for this opportunity to look within for improvements. Both of these reviews are being provided at no cost.
IS: Implementing an after-action review process. The goal is to determine what worked well and what didn't. The first project to be reviewed will be the Trident HE roll-out. IS HR updates: An offer has been made in the NTS director search. The paperwork is in process, once it is through Melissa will make an announcement. CISO: Working with both a candidate and spouse. The couple will visit Eugene and the spouse will interview on campus with an interested department. If the arrangement cannot be made, we will look at any new applications that came in after the deadline, but may need to readvertise. Digital Signage: Working with Emergency Management on continuity testing emergency-override across units. The university has chosen to go with Four Winds as part of the total emergency message service. UO EMS is on board, and will share the one-time cost of the license with IS. EMS will also continue to use Blackboard Connect, as this combination provides multiple layers of information. A caution was shared to not leave out automated notification to classrooms. For units who would like to participate in the Four Winds service, the annual cost will be approximately $1000-$1500 per unit per year. The IS Help Desk has formally changed its name to IS Technology Service Desk. WiFi project over the summer will focus on replacing the oldest of the wireless access points in order to allow critical upgrades to the wireless network core to proceed.
The Duck Store has until August 15 to submit at least one proposal to Melissa that will make the repair service viable. As Apple resellers, they are required to provide repair service. IS is currently providing the repairs at a loss. Service Proposals Within IS, all proposed new services or major enhancements t hat use IS services will now require a service proposal. Formal change management is being implemented and may slow things down in the beginning. Top-level domain/hostname usage Is it worth changing the naming convention at the university, so that not all names are @uoregon.edu? This would more closely mirror the naming conventions at other universities. ITIL ITIL Foundation training provides the framework for improving IT service delivery to the business. Information Services is scheduling an on-campus training and certification session. Seats for the training are available and will be paid for by IS- with the following understanding: participants agree to attend all three days of training- which includes the certification test. Anyone who gets certified will be obligated to design and hold workshops on campus to educate others about ITIL. A show of hands indicated @10 interested parties. There are a limited number of seats available. Email Kristin if you are interested in going.
status.uoregon.edu Feedback on status.uoregon.edu: very clean, looks good. Patrick is working on the escalation process. Could we provide a link to other services we provide? Use this as a portal to other services? Will the history remain? Yes. Workflow System Requirements Campus needs a workflow system. Sara Stubbs has offered to design a process to handle requirements management. Need to move from paper to electronic, but we may want to look at document imaging to find out what people are creating workflows for. It was mentioned that ERP information would be helpful when creating a workflow. Identify business users for Sara Stubbs, so that she can gather feedback from them. Rethinking IT.oregon.edu Feedback is that the site is not effective or up to date. Community editing service not working. Services directory is used. People tend to use the homepage of the University for all of their searches. What would make it more useful? What is most sought after? Is it useful to split access between IT professionals and non-technical users? Service directory is useful, possibly link it to a service catalogue. IT Service Management IS is putting together a service portfolio. Service Catalog items will come from this, and will provide an outward facing list of services- hopefully making it useful to customers.
SSL Cert InCommon offers an SSL certificate service, which Information Services is considering adopting in place of the current SSL certificate service provider. Institutions pay an annual fee based on the level of the institution, which then provides unlimited SSL certificates. Using this would save the university money in the long run, however switching over is not an easy process. It can also be expensive to provide personnel to run the service. Information Services is gauging interest in this service, if the SSL certificates are provided at no cost to campus units. Next Meeting: Tuesday August 13, 2013. Location TBDRecorder: <klsmith>