Administrative Computing Advisory Committee

ADMINISTRATIVE COMPUTING ADVISORY COMMITTEE

JUNE 13, 2012

PRESENT:  Jim Fergerson, Sue Traxler, Dan Bergeson, Julie Anderson, Julie Thornton, Rod Oto, Roger Lasley, Linda Thornton

Absent:  Joel Cooper

Guests:  Julie Latham

AGENDA:

1.       Review, approve minutes of May 9 meeting

2.       OnBase discussion:  where are we, where we going (Joel, Sue)

3.       Mobile Device Security Policy (discussion; it has been approved by TP&PC) (Julie Latham)

4.       Will we need a summer meeting?

5.       Other announcements, topics for next fall?

Review, approve minutes of May 9 meeting:

The minutes of the May 9, 2012 meeting were approved.

OnBase discussion:  where are we, where are we going?

Since Karl Madsen’s departure a few weeks ago, Sue and EIS have been continuing discussions about identifying the needs, figuring out the direction of the position moving forward, and working on a job description. They have identified the need for more technical skills and breadth of the product.  Our focus for the short term is to maintain OnBase as- is until the Colleague migration project is completed.   We are also considering hiring a consultant to help with the Colleague programming and portions of the migration.  Roger brought up some issues with faculty access to advisee documents and advisees needing transcripts and other information.  After discussion, Roger offered to talk to Admissions and Dean of the College to alert them about these process and workflow changes.

Mobile Device Security Policy:

 Julie Latham joined our meeting to give us an overview of the “Using College Data on Mobile Devices Policy” which was approved last week by the TP&PC committee.  The policy governs the use of mobile devices to conduct College business or to access College data, including e-mail and calendaring.  The College has adopted this policy to safeguard its investments and data and to comply with various regulatory agencies.  The policy applies to both college-owned and personally owned mobile devices.    It is being accelerated by the recently approved iPad policy.  Julie reported that the College has also been collaborating with St. Olaf on the policy.

Our discussion focused on security measures, issues, and ways of educating the campus.  Some next steps ITS will be working on are:

·         Take a targeted approach and address staff with mobile devices; summer – fall.

·         Hand out this and the new iPad policy to recipients of new iPads.

·         Coach users during Identity Finder visits

·         Communicate and educate our users till October, then implement policy.

·         Create a process with Security and list of who to contact after hours.

·         Inform our administrators at division meetings

·         ITS will post this policy on their website and on the Handbook website when it is finished this fall.

ITS will continue working on the implementation and an education campaign to the campus.

Will we need a summer meeting?

Yes, it was determined that we have many topics for discussion:   a number of policies in draft form, PCI compliance, summer programs, Easy GUI going away, key indicators, extending Data Warehouse, PaperCut.

Candy will work on scheduling a meeting at the end of July and August.

Meeting adjourned at 3:05pm

Submitted by,

Candyce Lelm